04-24-00 v Ilk CITY OF ATLANTIC BEACH
COMMISSION MEETING - April 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 April 10, 2000
2. Courtesy of Floor to Visitors:
A. Ed Preston/City Manager with report on strategic planning sessions
3. Unfinished Business from Previous Meeting
A. Follow-up report from the meeting of April 10, 2000 (City Manager)
B. Appointments to the Cultural Arts Board(2) (Mayor)
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
0 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. Acknowledge receipt of Police/Animal Control Monthly Report (City Manager)
B. Acknowledge receipt of proposed change in the city's leave sell-back policy (City
Manager)
C. Award contract to Gruhn May, Inc. in the amount of$37,858.70 for replacement of
hydro pneumatic tank at Water Plant No. 4,pursuant to the specifications of Bid No.
9900-8 (City Manager)
5. Committee Reports:
6. Action on Resolutions:
7. Action on Ordinances:
A. Ordinance No. 80-00-61 Introduction and First Reading
AN ORDINANCE OF THE CITY OF ATLANTIC BEACH,FLORIDA,AMENDING
CHAPTER 22,UTILITIES,ARTICLE III, WASTEWATER SYSTEM,DIVISION
2, USE OF PUBLIC SEWERS REQUIRED, SEC. 22-74, INSTALLATION OF
TOILET FACILITIES REQUIRED;CONNECTION OF FACILITIES TO PUBLIC
ill SEWER, SETTING FORTH A TIME SCHEDULE FOR CONNECTION TO
PUBLIC SEWERS, AUTHORIZING THE CITY TO OFFER FINANCIAL
• Page Two AGENDA April 24, 2000
INCENTIVES FOR SUCH CONNECTIONS, PROVIDING PENALTIES FOR FAILURE TO
CONNECT, AND PROVIDING AN EFFECTIVE DATE
8. Miscellaneous Business:
A. Approve one or two locations for dune walkovers and authorize staff to initiate an
Interlocal Agreement with the City of Jacksonville for State cost-sharing funds;
authorize staff to hire an architectural/engineering firm to design the dune walkover(s)
(City Manager)
B. Authorize the Mayor to sign Purvis Gray and Company Audit Engagement letter(City
Manager)
C. Authorize the Mayor to execute the Cultural Arts Grant Acceptance Agreement with
Jacksonville Community Foundation(City Manager)
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 ofthe 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.
Every effort is made to indicate what action the City Commission is expected to take on each agenda item. However,any agenda
subject,regardless of how the matter is stated on the agenda,may be acted upon by the City Commission.
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,April 21,2000.
✓ v
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MINUTES OF THE REGULAR MEETING OF THE ATLANTIC T T
0 BEACH CITY COMMISSION HELD IN CITY HALL, 800
E E
SEMINOLE ROAD AT 7:15 PM ON MONDAY,APRIL 24,2000 E E
PRESENT: John Meserve, Mayor
Richard Beaver, Mayor Pro Tern
Mike Borno
Theo Mitchelson
Dezmond Waters, Commissioners
AND: James Hanson, City Manager M S
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Alan C. Jensen, City Attorney T C
Maureen King, City Clerk t 0 Y
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The meeting was called to order by Mayor Meserve at 7:15 p.m. The
invocation, offered by Mayor Meserve, was followed by the Pledge of
Allegiance to the Flag.
• 1. Approval of the minutes of the Regular Meeting held
April 10, 2000
The minutes were inadvertently omitted from the Commission packet and
will be acted on at the May 8, 2000 Commission Meeting.
2. Courtesy of the Floor to Visitors:
A. Tom Jones of the Florida Inland Waterways District (FIND)
Tom Jones, the Duval County representative to the Florida Inland
Waterways District, presented a check in the amount of$153,697 as its
portion of the matching grant funding for completion of Tide Views
Preserve under the FIND Waterways Assistance Program.
B. Ed Preston/City Manager with a Report on Strategic
Planning Sessions
Ed Preston, a facilitator from the University of North Florida who
conducted the Strategic Planning Sessions, provided a brief summary of
the strategic planning process which included identification of strategic
issues,values and the prioritization of initiatives based on the issues and
0 values discussed.
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City Manager Hanson briefly explained the strategic action plan and
indicated that it would be used for the quarterly reports to determine if
staff was on the right track. City Manager Hanson requested that the
Commissioners call him with any comments or concerns relative to the
plan.
The Executive Narrative Summary from Mr. Preston, the Report on the
Strategic Planning Process, the Environmental Analysis and Strategic
Action Plan are attached and made part of this official record as
Attachment A.
C. Timmy Johnson - Report on Jordan Park After School
Program
Parks and Recreation Director Johnson reported that this was the last
year of grant funding for the very successful Jordan Park After School
Program and he would like to submit a grant application to continue the
program. It was explained that the program had outgrown its present
facility and Beaches Habitat was willing to construct a 2,400 square foot
multi-purpose building to house the program, if the city would supply
0 the materials and allow them use of office space in the building. He
indicated an approximate cost of$45,000 for the building.
Recreation Director Johnson requested Commission support of Beaches
Habitat's proposal.
Public Safety Director Thompson explained the differences between the
Donner Park and Jordan Park programs and indicated that the Donner
Park program was non-grant dependent with funding coming from the
city and a Police Department donation.
Commissioner Beaver felt it would be a win-win situation for the city as
well as the children and inquired concerning a budget for the program
when the grant ends. Parks and Recreation Director Johnson stated that
$15,000 would fund the program for one year.
Discussion ensued concerning the size of the proposed building.
Commissioners Waters and Mitchelson supported the proposal but
questioned whether the proposed building would be large enough.
Commissioner Mitchelson suggested that the building be designed to
allow future expansion. Commissioner Borno and Mayor Meserve also
supported the proposal.
. Mayor Meserve reported that a meeting would be held at 7:00 p.m.
onWednesday, April 26, 2000 at the Mount Pisgah AME Church
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concerning establishing a Neighborhood Watch Program and urged the
Commissioners to attend.
After further discussion, the Commissioners approved in concept the
proposal of Beaches Habitat. Parks and Recreation Director Johnson
stated he would come back to the Commission with a building plan. It
was the consensus of the Commission to discuss funding for the building
during the upcoming budget process.
Rene Stressel of 755 Amberjack Lane,Alex Hawkins of 765
Amberjack Lane and Anne Eastlack of 1717 Selva Marina Drive all
requested city assistance to stop the on-going drug activity occurring at
two rental properties in the 700 block of Amberjack Lane.
Mr. Hawkins presented photographs of the properties in question to
Public Safety Director Thompson.
Public Safety Director Thompson responded to their concerns and said he
hoped a resolution would be reached in the near future.
• Pat Pillmore of 995 Camelia Street reported on para-normal activity in
Atlantic Beach and at the navy base.
Don Remley of 1309 Violet Street suggested that residents who are
presently on septic systems be allowed to pre-pay the $1,250.00 impact
fee on their water bills.
Alan Potter of 374 Second Street felt the city's $1,250.00 impact fee
had been arbitrarily applied and was unjustified.
J.P. Marchioli of 414 Sherry Drive complimented the Public Works
Department for promptly taking care of a hole under the sidewalk on 15`h
Street.
3. Unfinished Business from Previous Meeting
A. Follow-up report from the meeting of April 10, 2000 (City
Manager)
City Manager Hanson indicated there was no additional information to his
written report.
SMarsh Oaks
Commissioners Mitchelson and Borno felt there would be no problem
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referring to Section H subdivision as Marsh Oaks (the Commission
previously approved changing the name of Section H area of the city to
Marsh Oaks) even though an apartment complex with the same name
existed on State Road A-1-A..
Item 3B was taken out of sequence and acted on after Item 8C.
B. Appointments to the Cultural Arts board (2) (Mayor)
4. Consent Agenda:
A. Acknowledge receipt of Police/Animal Control Monthly
Report
B. Acknowledge receipt of proposed change in the city's leave
sell-back policy (City Manager)
Commissioner Mitchelson requested that Item C be removed from the
Consent Agenda for discussion. BEAVER X
BORNO X X
Motion: Approve Consent Agenda Items A and B as MITCHELSON X X
presented. WATERS X
• MESERVE X
There was no discussion and the motion carried unanimously.
C. Award contract to Gruhn May, Inc. in the amount of
$37,858.70 for replacement of hydro pneumatic tank at Water I
Plant No. 4, pursuant to the specifications of Bid No. 9900-8
(City Manager)
Commissioner Mitchelson inquired if this was a budgeted item and was
informed that it was. BEAVER X X
BORNO X
Motion: Approve Consent Agenda Item C as presented. MITCHELSON X X
WATERS X
There was no discussion and the motion carried unanimously. MESERVE x
5. Committee Reports:
There were no Committee reports.
6. Action on Resolutions:
0 There was no action on Resolutions.
7. Action on Ordinances:
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A. Ordinance No. 80-00-61 Introduction and First Reading
AN ORDINANCE OF THE CITY OF ATLANTIC BEACH,
FLORIDA, AMENDING CHAPTER 22, UTILITIES,
ARTICLE III, WASTEWATER SYSTEM, DIVISION 2,
USE OF PUBLIC SEWERS REQUIRED, SEC. 22-74,
INSTALLATION OF TOILET FACILITIES REQUIRED;
CONNECTION OF FACILITIES TO PUBLIC SEWER,
SETTING FORTH A TIME SCHEDULE FOR
CONNECTION TO PUBLIC SEWERS,AUTHORIZING
THE CITY TO OFFER FINANCIAL INCENTIVES FOR
SUCH CONNECTIONS, PROVIDING PENALTIES FOR
FAILURE TO CONNECT,AND PROVIDING AN
EFFECTIVE DATE
Mayor Meserve presented Ordinance No. 80-00-61 in full, in writing.
Motion: Approve Ordinance No. 80-00-61 on first reading. BEAVER
BORNO Y
Commissioner Borno requested that"Section H" be replaced by "Marsh
Oaks"in the second paragraph on page two of the ordinance, with a
reference to "Section H" in parenthesis.
•
Commissioner Beaver suggested that current applications for a septic
tank include reference to the State Statute concerning hooking up to the
sewer so they would be aware of the requirement.
Commissioner Waters suggested that when a home on a septic system is
sold,the new owner should be required to immediately convert to the
public sewer.
Amendment to the motion: Include language in the ordinance BEAVER X
requiring that when a property on a septic system is sold, the BORNO X X
new owner must hook up to the public sewer immediately. MITCHELSON X
WATERS X X
ME SERVE X
Discussion ensued concerning the legality of the amendment.
Commissioner Mitchelson felt it would unfairly affect the marketability of
properties currently on septic systems.
City Attorney Jensen stated there was an equal protection matter
concerning the amendment he would have to investigate and bring his
findings back to the Commission. He also indicated that since there
would be a substantial change to the ordinance if the amendment was
0 included, it would need to be reintroduced at the next meeting.
There being no further discussion, the question was called and the
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amendment to the motion carried by a three to two vote with
Commissioners Borno, Waters and Beaver voting aye and Commissioner
Mitchelson and Mayor Meserve voting nay.
BEAVER X X
BORNO X
Motion: Defer action on Ordinance No. 80-00-61 to the next MITCHELSON X
Commission Meeting. WATERS X
MESERVE X X
There was no more discussion and the motion carried unanimously.
8. Miscellaneous Business:
A. Approve one or two locations for dune walkovers and
authorize staff to initiate an Interlocal Agreement with the
City of Jacksonville for State cost-sharing funds; authorize
staff to hire an architectural/engineering firm to design the
dune walkover(s) (City Manager)
Public Works Director Kosoy stated that he and Parks and Recreation
Director Johnson inspected all of the beach access sites within the city
and compiled a chart showing the available parking, topography and
• existing use for each location. Staff recommended 19`h and 13`h Street
accesses as their first and second choices for new dune walkovers.
Public Works Director Kosoy displayed photographs of the top choices
and reported that the residents at 19`h Street access had raised funds for
improvements to the 19`h Street beach access.
Discussion ensued regarding the proposed locations, specifically as to
whether it would be possible to have a dune walkover at 19`h Street
without eliminating the emergency vehicle access.
Pat Norman, stated that the residents of the 19`h Street area had raised
$3,600 for beautification of the 19`h Street beach access and were anxious
to begin the improvements.
Discussion ensued and it was the consensus of the Commission to
eliminate the 19`h Street access from consideration and choose an
alternate access. It was agreed that Pat Norman and the other residents
should proceed with their beautification plans for the 19`h Street access,
and that the city would investigate stabilizing the limerock at the site as a
separate issue. It was felt that the 11`h Street access would be a better
choice for the alternate.
IPFollowing discussion, it was determined that no specific accesses should
be designated for the walkovers at this time.
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Motion: Authorize staff to initiate an Interlocal Agreement
with the City of Jacksonville for the $30,000 cost-sharing BEAVER X X
grant for dune walkovers to be constructed in Atlantic Beach. BORNO
MITCHELSON X
WATERS X X
Staff was directed to pursue the grant funding and bring additional MESERVE X
information back to the Commission concerning the type of grant and the
actual dollar amount to be received. Locations for the dune walkovers
will be determined after receipt of the information.
There being no further discussion, the motion carried unanimously.
B. Authorize the Mayor to sign Purvis Gray and Company
Audit Engagement letter (City Manager)
BEAVER X X
BORNO X X
Motion: Authorize the Mayor to sign the Purvis Gray and MITCHELSON x
Company Audit Engagement letter. WATERS X
MESERVE X
Commissioner Waters supported the work of Purvis Gray and
Company, but felt it was time for a change of auditors since Purvis Gray
and Company had been performing the city's audit for more than five
years.
There being no further discussion, the motion carried unanimously.
C. Authorize the Mayor to execute the Cultural Arts Grant
Acceptance Agreement with Jacksonville Community
Foundation (City Manager)
BEAVER X X
Motion: Authorize the Mayor to execute the Cultural Arts BORNO X
Grant Acceptance Agreement with the Jacksonville MITCHELSON X X
Community Foundation. WATERS X
MESERVE X
There was no discussion and the motion carried unanimously.
Item 3B was taken out of sequence and acted on at this time.
B. Appointments to the Cultural Arts Board (2) (Mayor)
Mayor Meserve appointed Eloise Koerber to fill the seat of Nancy Bodge
whose term expires April 30, 2000 and Mary Lou Boyer to fill the
unexpired term of Karen Sadler.
BEAVER X X
BORNO X X
Motion: Approve the appointments of Elosie Koerber and MITCHELSON X
Mary Lou Boyer to the Cultural Arts Board. WATERS X
MESERVE X
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There was no discussion and the motion carried unanimously.
9. City Manager Reports:
City Manager Hanson
• Distributed information concerning internet sales tax issues and
urged the Commissioners to contact their Representatives and
Senators to oppose the extension or expansion of the internet
sales tax moratorium.
• Reported that the $300,000 grant for the City of Atlantic Beach
was not included in the House version of the budget and urged the
Commissioners to contact their representatives concerning this
omission.
• Reported that three palm trees had been stolen from Tide Views
Preserve.
• Reported that the final landscaping plans for the flyover had been
received and the Jacksonville Transportation Authority wanted the
• city's comments by Tuesday, April 25, 2000.
• Reported that Dancing in the Street had been scheduled for
Saturday, May 20`h with plans to close Atlantic Boulevard from
East Coast Drive to Ocean Boulevard. It was further reported
that the organizers of the event, Patsy Bishop and Brenda Porter,
would control alcoholic beverage sales, with no sales in Atlantic
Beach. This year's event will be similar to the one held last
year.
10. Reports and/or requests from City Commissioners and City
Attorney
Commissioner Beaver
• Commissioner Beaver stated that he had reviewed the JTA final
landscaping plan and the upgrades requested by the city had been
included in the plan
• Reported that he would be out of town for the May 8`h
Commission Meeting.
• • Indicated that he had spoken with the Professor from the
University of Florida School of Architecture and the student
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• design competition for the Adele Grage Community Center could COMMISSIONERS N D S 0
not start until January or February of 2001 and would only
produce five conceptual plans for the building. He also indicated
that he had verbal commitments from three local architects to
participate in the design competition previously discussed, and he
hoped to have the design competition parameters by the next
meeting.
Commissioner Borno
• Updated the Commission on the First Night Fund Raiser which
will be held the evening of May 13`h
• Reported that other communities were renegotiating franchise
agreements with Media One to include broad band
communications and suggested that Atlantic Beach also consider
doing the same.
Commissioner Mitchelson
• Reported that he would also be out of town on May 8th
•
• Suggested that the Commission hold one meeting per quarter at
the Donner Community Center.
• Suggested that the Commission authorize the Mayor to send a
letter to the local representatives opposing the extension or
expansion of the internet sales tax moratorium.
Motion: Authorize Mayor Meserve to send a letter to local,
state and federal legislators opposing the extension or
expansion of the internet sales tax moratorium.
There was no discussion and the motion carried unanimously.
Commissioner Waters
• Requested consideration be given to painting "No Parking" on
the pavement in Town Center rather than using posted signs.
• Questioned whether wheel chairs could traverse the pathways in
Tide Views Park. Public Safety Director Thompson responded
• that a wheel chair with balloon tires would be placed in the park in
the near future, as well as at Dutton Island Park.
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• Requested that the city investigate the placement of palm trees in
the area he thought was to be "green space" at Bull Park.
Commissioner Borno
• Inquired concerning the Code Enforcement Officer selection
process. Public Safety Director Thompson stated that the search
had been narrowed from fifty-one applicants to five, and
interviews for the position would take place Tuesday afternoon.
There being no further discussion or busin; s to come before the
Commission, the Mayor declared the me. , \� ourned at 9:20 p.m.
0 ta
-serve
Mays' ' ,-si,ing Officer
ATTEST:
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Ma -en King
Certified Municipal C 1 111
0
ATTACHMENT A
APRIL 24, 2000 COMMISSION MEETING
0 City of Atlantic Beach
A Strategic Planning Workshop Process
Executive Narrative Summary
April 24, 2000
The purpose of this strategic planning workshop process was to prioritize long-term initiatives.
The top priorities as ranked by the City Commissioners in this process were:
1. Complete the Core City Project
2. Begin Multi-year Financial Planning
3. Zoning Code Enforcement
4. City Facility Maintenance (Parks, Roads&Non-Utilities)
5. Develop GIS Mapping Systems
6. Develop Information Technology Systems
7. Make Utility-Related Capital Improvements
The strategic planning workshop process was a three-step process beginning with identification of
strategic issues. The second step identified strategic values. The third step prioritized initiatives
• based on those issues and values.
City Commissioners, the City Manager, and top administrative staff examined strengths,
weaknesses,threats and opportunities in the current operating environment and considered key
trends in privatization, capital expenses, revenues and utilities to address the anticipated operating
environment. Participants identified 5 strategic issues to be addressed in the plan:
Infrastructure, Planning, Preventative Maintenance, Age of Citizens&Repairs
Long Range Planning
Information Technology/GIS Needs
Codes/Zoning, Comprehensive Land Use
Park Development/Master Plan/Maintenance
Participants next identified the following core values:
Integrity
Strategic Planning
•
2- 00
Report on Strategic Planning Process
City of Atlantic Beach, Florida
April 24, 2000
The Mayor and Commission of the City of Atlantic Beach recently completed a process
to identify and prioritize strategic planning goals. This report summarizes the top issues
and values that the Mayor and Commissioners utilized in prioritizing the strategic goals,
lists the goals, average scores and descriptions in order of their priority, reports on the
specific action steps that the City staff anticipate to accomplish the strategic goals, and
last, reports on the results of the Strategic Planning Process Survey that was distributed
by the City's Facilitator at the end of the process.
Throughout this process, the City utilized Ed Preston and Associates, Inc. as the Planning
Process Facilitator who was contracted through the University of North Florida in
Jacksonville. Mr. Preston's report, "Environmental Analysis" and "Prioritization Grid" is
attached as Exhibit A.
Top Ideas
A number of top ideas surfaced during the first Strategic Planning Workshop through a
joint brainstorming session involving the Mayor, Commissioners, and top staff. The top
ideas resulting, with their respective ratings, are listed in priority order as follows;
411) • infrastructure, planning, preventative maintenance, age and repairs (8)
• long range planning(8)
• information technology/GIS needs (6)
• codes, enforcement, weakness of the zoning and comprehensive land use (5)
• park development master plan and maintenance (4)
• competitiveness (3)
• personnel/talent (3)
• threatened by debt (3)
Top Values
Much like the collaborative effort to come up with top ideas, the second strategic planning
workshop generated a list of top values which are listed as follows:
• integrity
• strategic plan
• fiscal responsibility
• availability of resources
• public safety
Strategic Planning Priorities;
Report on Strategic Planning Process
April 24, 2000
age 2
After review of the top values and ideas, the City Commission then prioritized goals. Each
elected official scored each of the goals with any number from one to 100 (100 being top
priority and 0 being lowest). The average priority between the five elected officials then
became the ranking criteria. These are summarized in order as follows:
Average
Item Score Description
Core City Project 98 Storm water, sewer and water improvements for the
Core City Area
Multi-Year Financial Planning 96 Preparation of cost projections for future 0& M,
revenues and capital costs; prepare multi-year budget
estimates
Zoning Code 86 Includes revision of current zoning code and zoning
related steps to preserve the residential character of the
Core City area..
41/1 aintenance of City facilities 84 Includes maintenance of City buildings, landscaped
areas, streets, signs, parks, and other non-utility
facilities.
Mapping 84 Upgrade and improvement of City mapping ability with
particular emphasis on computer based (GIS)
capabilities. Mapping to include not only city utility
systems, but zoning, tax information, streets, and other
important map characteristics.
Information Technology 80 Rapid development of City's Information Technology
Systems/Telephone System and telephone systems to improve service to the public
and promote efficiency internally.
Utility System Planning 76 Create, follow and periodically update master planning
for City's utilities including water, sewer, wastewater,
sanitation and storm drainage.
Water and Sewer Efficiency 67 Includes several projects to improve the efficiencies of
the water and sewer/wastewater operations to reduce
future costs and possibly postpone the need for rate
• increases.
Report on Strategic Planning Process
April 24, 2000
41) Page 3
Performance Indicators 64 Creation and routine monitoring of objective numeric
performance indicators for all City departments and
divisions.
Enhancing the Character of 63 Includes a variety of small projects including
Atlantic Beach landscaping, improvements in the Town Center area
and other commercial areas, enhancing beach access
points, and various other improvements.
Personnel Systems 62 This includes the creation and use of job classification
and pay systems.
Septic Tank Conversion 60 Encourage the elimination of the City's 300 remaining
septic tanks that have sewer availability through use of
financing and other incentives.
Acquisition and Development of 39 Includes several parks in various stages ranging from
New Parks initial conception to land acquisition, construction,
development, and management.
II
ublic Information 36 Broaden the scope of communications with the public
provided by the City.
Mayport Road Corridor 33 Improving the commercial area along either side of
Mayport Road using zoning, code enforcement,
landscaping, and other city services.
Action Plan
City Staff has already begun taking steps to accomplish the goals set forth by the City
Commission. Several steps have been devised in each of these top goals which are listed in
the attached"Strategic Action Plan", (Exhibit B). These action steps include who each goal
is assigned to, estimated beginning and completion dates, and comments. It is anticipated
that this action plan will provide the format for periodic reporting during the coming year.
Additional steps will be added for future reports or modified as needed. Presently, only the
top seven goals are listed with action steps. As the year progresses, and time becomes
available, the status of steps under other goals may also be listed.
Survey
A Strategic Planning Process Survey was distributed both to elected officials and top staff
at the end of the Strategic Planning Process. Respondents were asked to rate each of the
Report on Strategic Planning Process
doApril 24, 2000
Page 4
questions with one of five responses ranging from "strongly agree" to "strongly disagree."
The questions, along with the frequency of answers for each, follows;
Strongly Don't Strongly
Question Agree Agree Know Disagree Disagree
I believe the strategic planning method we 2 9 0 1 0
used this year worked well.
I believe the location of the session at the 0 4 2 6 0
Commission chambers worked best.
I believe the location of the session at the Sea 1 8 1 2 0
Turtle worked best
I believe the strategic planning process served 3 7 2 0 0
well to establish long-term priorities.
I believe the strategic planning process worked 5 5 1 1 0
fpwell to consider all of our ideas.
I believe some sort of strategic planning 5 6 1 0 0
process needs to be repeated every year.
I believe the strategic planning process worked 5 6 0 1 0
well to include top City staff.
I believe strategic planning is generally 7 5 0 0 0
beneficial to the overall community.
I believe we invested enough time to do a 1 4 4 3 0
satisfactory job.
Summary;
The Mayor and Commission have now prioritized the major goals for the City Staff to
accomplish in the coming year. This is an extremely important process because the City
does not have the time or other resources available to do all things well. Periodic reporting
of the ongoing steps needed to accomplish these goals will be done quarterly throughout the
year and input from the City Commission will be requested each time to determine if the
staff is "on the right track"
Report on Strategic Planning Process
0 April 24, 2000
Page 5
Any good strategic action plan must be subject to periodic adjustment so as to accurately
reflect the changing needs of the community it serves. The City Commission and top staff
have indicated a need to revisit this plan formally at least on a yearly basis. If major events
such as a hurricane happen to require an immediate change to this prioritization, then the
City Commission should feel free to change them as necessary. However, because these are
all projects that are long term in nature, success in any given category will require long term
commitment. Unless emergency conditions occur, it will be best to leave the top priorities
in place at least for one year.
•
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Ed Preston &Associates, Inc. c \ c)ien< City of Atlantic Beach
Planning Facilitators Strategic Environmental Analysis
P.O.Box 47908
Jacksonville,. vaRonde., m,de 32247-7908 Planning Workshop Page 2 Spring,2000
(904)398.4139 EPrw54557eaoLcom (continued)
We help people Trends to expect in Trends to expect in Trends to expect in revenues Trends to expect in Top Ideas
discover the best privatizing capital expenses utilities
ideas
Recycling sewer Billing expansion Rate study Natural increase in Expanded water& Infrastructure
'Pre• Pu effluent 2 2 property tax evalua- sewer lines extend- Planning,preven-
ect` J tions and rising ing to all areas tative maintenance,
To prioritize Water system Increasing expenses, User fees property values 1 age,8 pairs
initiatives limited revenue 1
Utilities 1 New commercial New regulations Long range
Increase in state development 1 planning
Garbage More expensive revenues 8
borrowing Lower forfeitures Customer focus Information Tech-
Maintenance A need to increase for police 1 oology/GIS needs
Inflation revenues 6
Utilities billing A slowdown in the Privatizing
Annexation Anticipate increase rate of increases due Codes
in gas tax revenues to limited growth Takeover/competi- Enforcement,
Time tion threats quality of,weak-
Transportation Grants ness of,zoning,
comprehensive
Taking responsibility impacts Billing improve- land use
for all areas in the Permit fees ments 5
city Citizen and political
forces acting to limit Retro construction Water wars Park Development
revenue expansion Master Plan,
Forging of private/ Inc'd water quality maintenance
Anticipate increase public partnerships 4
in sales tax with like Town Center Elimination of septic Competitiveness
inflation tanks 3
Increase in bed tax
Increase in storm revenues Personnel/Talent
water revenue 3
Decrease in locally
generated revenues Threatened by
debt
\.. / 3
1110 110 •
[Ertanston.A.Assadates_Inc. C 1 client Ci of Atlantic Beach
lanning Facilitators Strategic Environmental Analysis �'i�Florida s�a�-�sosPlanning Workshop Pring, 000
04)396-0 39 EPres545579ad.can P 3 S Z
(continued) �,
Citizens expect f
This commission needs to all eyes on What are our core City staff should be Top Values
We help people keep ytheir government to values? driven by
discover the best "' be driven by '�'
ideas "'
Integrity(Code of Family oriented Fiscal responsibility Fairness(Equality of
ethics, Ethical Open government 4 (economy,effi- all people under the Integrity
Purpose , behavior,Doing the 1 ciency,bottom line) law,Equal applica-
right thing, not the7 tion of the law
Efficient&friendly 3
Toprioritize Strategic Plan
most popular) Openers&citizen government Strategic Plan
initiatives 9 participation 3 9 Quality of skills Fiscal
1 2
Responsibility
Citizen needs p° d3'
Availability of Honesty in everyday 3 Professionalism
resources Preservation of dealings 1 Availability of
6 environment,ambi- 2 Infrastructure
ance
maintenance plans Human touch resources
Public safety 1 Innovation 3 1
6 3 Public Safety
Good looking city bu1
dgets Team work
Inclusionary
2 Economy Autonomy Costs of doing
Frugality
1 Pristine ditches business
Playgrounds, tree Quality
canopy, activities Financial reserves 1
2
The viability and Excellent service
Responsive govern- survivability of the
ment City Service mentality
3
Non factual inputs Good customer
Taxes service
2 The silent majority
Caring government
Existing laws Performance indica- understanding
1 tors Sensitive to citizens
Common sense Initiative
application of laws
\ •
1
0
Ed
Preston&Associates, Inc. Prioritization Grid cry City of Atlantic Beach
LPIanruFadilftators Strategc
9% 39 �0aa. Planning Workshop (Page4 1
Spring,2000
/ Project List Cost Citizen Time How well How well o • "' &
We help people Impact does it line up does it
How do-able .
discover the best (Thousands) (1-10) (Years) core address top se
is it? A g 3 ! P
valuesIdeas
1. Develop LT. Systems 10's 8+ 3-5 Medium High High 80 80 100 90 50 80 6
(Project Purpose 2. Develop GIS Map- 10's 7 3-5 High High High 100 80 100 90 50 84 5
• Ping SYsions
To prioritize 3. Develop Pia l's 2 1 Medium Low High 80 80 50 60 50 64 9
initiatives Indicators
4.Develop Personnel 10's 5 1-2 Medium Low High 80 80 50 50 50 62 11
5.Begin Multi-year l's+Staff 2 2-3 High High High 100 100 100 100 80 96 2
Financial Planning
7.City Facility Mainte- 100's 8 3-5 High High High 80 90 100 90 60 84 4
nonce(Parks&Roads,
non-utilities)
8.Utility Systems, 5-10 M 7-9 3-5 High High Medium 100 100 50 70 60 76 7
Sanitahm (Capital)
9. Complete Core City 6-8 M 7 3-5 High High High 100 100 100 100 90 98 1
'Inject
10.Water&Sewer 10's 7+ 2-3 High High High 100 60 50 65 60 67 8
Efficiency Operation
11. Public Information 100 3-5 1 Low Medium High 40 60 0 30 50 36 14
12. on& 100's- 1 M 6 3-5 Low High Medium 25 40 10 40 80 39 13
NewDevelopment of
Pads
13. hr rovemmts to 10's+Staff 4-6 3-5 Low Low High 25 40 10 40 50 33 15
Mayport Road Corridor
14.Enhancing the 100's 74 3-5 High Medium High 25 50 100 40 100 63 10
Character of Atlantic
Beach
15. Septic Tank hnple- High High High 100 60 100 40 0 60 12
mentation
0 16.Zoning Co
t deHigh High High 00 60 100 70 100 86 3
_� Fnlaacemim •
City of Atlantic Beach, Florida
Strategic Action Plan-04/17/00
Estimated
Estimated Completion
Strategic Priority item Start date Date Status Comments
1. CORE CITY PROJECT(Bob Kosoy)
a) Sanitary Sewer Improvements 05/01/00 05/01/01 Bid specs out Per DEP Consent Order, must be completed by 12/31/01
b) Sherry Drive 03/15/01 10/31/01 Contractor for Core City Storm Water Project will be instructed to complete Sherry
Drive first
c) Stormwater/Water
*Preliminary Design 06/26/00 Ongoing
*Final Design 07/01/00 01/15/01
*Construction 04/09/01 02/15/02
2. MULTI-YEAR FINANCIAL PLANNING
(Nelson Van Liere)
a) Develop a multi-year financial planning format for 04/10/00 06/30/00
9 Atlantic Beach budget
G b) Submit Preliminary Capital Improvements Plan to City 06/30/00 08/01/00
Commission
c) Adopt Fy00/0 1 Budget with multi-year .aiming 09/25/00
•
d) Refine project milestones and cost schedules 11/01/00
e) Prepare capital inventory 01/01/01
3. ZONING CODE (George Worley)
a)Zoning Code revisions
*CD Board submittal to Commission 05/08/00
Pal 04/24/00 • •
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Estimated
Estimated Completion
Strategic Priority item Start date Date Status Comments
*Improvements on Ardella Road 07/28/00 replacement of deteriorated storm drain
*Reshape ditches 09/30/00 Skate Road, Cavella Road, Aquatic Drive, and W. Levy Road
*Seminole Road 02/07/01 09/30/01 replacement of storm piping
*Improvements in Royal Palm 07/01 09/02 if funded in 00-01Fisrl Year Budget
d)City Parks(Timmy Johnson)
*Inventory all facilities,equipment, grounds 04/18/00 06/01/00
*Prioritize needed repairs, estimate cost 06/01/00 07/01/00
*Budget for repairs/replacements 07/01/00 10/01/00
5. MAPPING
a)Identify/budget and acquire necessary software and
hardware(David Thompson)
b)Utility mapping overlays(Bob Kosoy)
*Software installation 05/15/00
*Training of Public Works personnel 06/30/00
*Sewer base maps completed by consultant Master Plan with mapping
ongoing
*Water system mapping Not presently funded
Estimated
Strategic PriorityEstimated Completion
item Start date Date Status Comments
*Stormwater mapping Only Core City area funded presently
P.04/24/00
•
•
Estimated
Estimated Completion
Strategic Priority item Start date Date Status Comments
6. INFORMATION TECHNOLOGY
SYSTEM/TELEPHONE SYSTEM(David Thompson)
*Select IT Consultant 04/05/00 05/02/00 Ongoing
*Review existing system 05/02/00 05/15/00
*Identify needs for development 05/15/00 07/01/00
*ReportingBudgeting 07/01/00 07/15/00
*Implementation of Plan 08/15/00 Ongoing
7. UTILITY SYSTEM PLANNING(Bob Kosoy)
a) Sewer Master Plan
*60%presentation to City Commission 06/12/00
*Complete efficiency analysis 06/30/00
*Complete Master Planning report Ongoing
b)Water Master Plan 10/09/00 05/10/01 Contingent upon receiving budget funding
Pale 04/24/001111
•