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11-13-00 v .• CITY OF ATLANTIC BEACH • COMMISSION MEETING November 13, 2000 AGENDA 5:00 p.m. Workshop regarding remodeling of Adele Grage Community Center 7:15 p.m. City Commission Meeting Call to order Invocation and pledge to the flag 1. Approval of the minutes of the Regular Commission Meeting of October 23, 2000 2. Courtesy of Floor to Visitors: 3. Unfinished Business from Previous Meeting A. Follow-up report from the meeting of October 23, 2000 (City Manager) 0 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. Acknowledge receipt of monthly Building, Occupational License, Public Works, and Recreation Departments (City Manager) B. Acknowledge receipt of report relative to proposed uses for the proceeds of the'/2 cent sales surtax, effective January 1, 2001 (City Manager) 5. Committee Reports: 6. Action on Resolutions: 7. Action on Ordinances: A. Ordinance No. 20-00-49 - Public hearing and final Reading AN ORDINANCE AMENDING THE OPERATING BUDGET FOR THE CITY OF ATLANTIC BEACH, FLORIDA, FOR FISCAL YEAR 2000/2001 BEGINNING OCTOBER 1, 2000 AND ENDING SEPTEMBER 30, 2001 Page Two AGENDA November 13, 2000 • 8. Miscellaneous Business: A. Approve list of items to be declared surplus and authorize their disposal at public auction(City Manager) B. Approve interlocal agreement with the Cities of Jacksonville, Jacksonville Beach, Neptune Beach and the U.S. Navy regarding the 2001 Air Show(City Manager) C. Discussion and related action regarding private streets in Selva Marina(City Manager) D. Approve continuation ofnon-benefit insurance coverage as recommended by staff(City Manager) E. Approve design for remodeling of Adele Grage Community Center (Comm. Beaver) F. Authorize expenditure of$4,000 for a model of the Adele Grage Community Center project (Comm. Beaver) G. Discussion and possible action on Stop Sign report (City Manager) H. Approve acceptance of$5,000 grant from the Mayor's Neighborhood Matching Grant Program(City of Jacksonville) for 19th Street Beautification project (City Manager) I. Approve sole source purchase of Mobile Walking Excavator from Menzi USA Sales Inc., including attachments and training, at a cost of$150,630 (City Manager) J. Authorize staffto negotiate a contract with Camp,Dresser&McKee,Inc.for National Pollutant Discharge Elimination System (NPDES) permit renewal and reuse engineering reports, and if unable to negotiate a satisfactory contract, authorize staff • K. to negotiate with the next most qualified firm(City Manager) Discussion regarding proposed JTA retention pond on Mayport Road(City Manager) L. Discussion and related action on the City Manager's salary(Mayor) M. Approve contract between Northeast Florida Public Employees Local 630 and the City, and authorize the City Manager and City Negotiator to sign the contract (City Manager) N. Approve an increase in the general employees' personal leave accrual rates for 0 through 3 years of service (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 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. 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,November 10,2000. • V V MINUTES OF THE REGULAR MEETING OF THE ATLANTIC o 0 T T BEACH CITY COMMISSION HELD IN CITY HALL,800 SEMINOLE E E ROAD AT 7:15 P.M. ON MONDAY,NOVEMBER 13,2000 S S • PRESENT: John Meserve, Mayor Richard Beaver, Mayor Pro Tern 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 0 Y ONE N NDS O COMMISSIONERS The meeting was called to order by Mayor Meserve at 7:15 p.m. The invocation was given by Commissioner Borno followed by the Pledge of Allegiance to the Flag. Mayor Meserve read a letter from the City of Neptune Beach Public Safety Director William Brandt thanking Officers Bobby Bacon and 411 David Cameron of the Atlantic Beach Public Safety Department for their assistance and capture of a robber who took money from the cashier at Walgreens Drug Store in Neptune Beach while his officers were busy with another call across town. 1. Approval of the minutes of the regular meeting held October 23, 2000 Commissioner Borno requested that Page 10 of the minutes be amended to change the name "Beaver" to `Borno" in the first line under the Mayor's comments. BEAVER X BORNO X X Motion: Approve the minutes of the meeting of October 23, MITCHELSON X X 2000 as amended. WATERS X MESERVE X The motion carried. 2. Courtesy of the floor to visitors: Tom Goodrich of 1907 Creekside Circle hoped the city could work toward an equitable solution to the problems with the substandard, 0 privately-owned streets in the Selva Marina area. He indicated the residents were willing to make concessions, if needed, in order to have streets repaired and maintained by the city. M S O E T C Minutes Page -2- I 0 Y November 13, 2000 ONE N COMMISSIONERS N D S 0 . Ernie Friend of 443 Selva Linkside hoped the stop sign at 11`h Street would not be removed since many citizens use the street for beach access J.P. Marchioli of 414 Sherry Drive thanked the Commissioners for acting so quickly on the striping of the handicapped area and the design for the handrail at the monument in Bull Park.. Roger Weeder of 1912 Creekside Circle commented on the potholes and poor drainage of the Selva Marina Streets and stated he was happy that the city was considering improvements for the long neglected streets. Jeannie Gabrynowicz of 1907 North Sherry Drive commented on the deteriorating condition of the Selva Streets, and stated that she was encouraged that the city was considering making improvements to them. Kelly Elmore of 1650 19`h Street requested that the city waive water meter and cross-connection charges in the amount of$1,145 and a capital improvement fee of$550 for the 19`h Street beach access. Mr. Elmore stated the residents raised $4,000 toward the improvements, and he felt it would be counter-productive for the city to charge the resident volunteers who will be planting and maintaining the landscaping improvements at • the site. Pat Pillmore of 995 Camelia Street suggested use of a telephone tree for distributing information. John Goelz, speaking for Bob Trotter of 275 11`h Street, favored removal of the 11`h Street stop sign. Barbara Bonner of 463 Selva Lakes Circle concurred with Ernie Friend and spoke against removal of the stop sign at 11th Street. A. Follow-up report from the meeting of October 23, 2000 (City Manager) City Manager Hanson provided information on the following item in addition to his written report: Unopened Portion of Church Road An estimate of$82,000 had been received to open and pave this section of road, and the City Manager indicated he would contact the City of • Jacksonville regarding opening the road. M S O E • T C Minutes Page -3- I o v November 13, 2000 ONE N COMMISSIONERS N D S 0 0 City Manager Hanson reported that the zoning survey which had been mailed to core city residents indicated that residents strongly support measures which would preserve the character of their neighborhood. He also reported he was obtaining a price for a handrail for the memorial from the contractor who constructed the improvements at the park. 4. Consent Agenda: A. Acknowledge receipt of monthly Building, Occupational License, Public Works, and Recreation Departments (City Manager) B. Acknowledge receipt of report relative to proposed uses for the proceeds of the 1/2 cent sales surtax, effective January 1, 2001 (City Manager) 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. • 5. Committee Reports: There were no Committee Reports. 6. Action on Resolutions: There was no action on Resolutions. 7. Action on Ordinances: A. Ordinance No. 20-00-49 - Public Hearing and Final Reading AN ORDINANCE AMENDING THE OPERATING BUDGET FOR THE CITY OF ATLANTIC BEACH, FLORIDA, FOR FISCAL YEAR 2000/2001 BEGINNING OCTOBER 1,2000 AND ENDING SEPTEMBER 30, 2001 BEAVER X X BORNO X X Motion: Adopt Ordinance 20-00-49 on final reading. MITCHELSON X WATERS X Mayor Meserve opened the floor for a public hearing and invited MESERVE X comments from the audience. No one spoke for or against the ordinance and the Mayor declared the public hearing closed. There was no discussion and the motion carried unanimously. M S p O E Minutes Page -4- I 0 Y November 13, 2000 ONE N COMMISSIONERS N D S 0 0 8. Miscellaneous Business: A. Approve list of items to be declared surplus and authorize their disposal at public auction (City Manager) BEAVER X X Motion: Approve list of items to be declared surplus as BORNO x x MITCHELSON X presented and authorize their disposal at public auction. WATERS x MESERVE X Following a brief discussion, the motion carried unanimously. B. Approve interlocal agreement with the Cities of Jacksonville, Jacksonville Beach,Neptune Beach and the U.S. Navy regarding the 2001 Air Show (City Manager) Mayor Meserve stated that this item was included for informational purposes and indicated that some items in the agreement still needed clarification. Mayor Meserve suggested that the Commissioners bring any comments or concerns they have with the agreement to the City Manager. He indicated that this item would be brought back at the next Commission Meeting. 0 C. Discussion and related action regarding private streets in Selva Marina (City Manager) Mayor Meserve felt the city should take some type of responsibility for the privately owned streets in Selva Marina and provided a brief history of previous Commission discussions concerning the streets. Mayor Meserve further stated that he would like to appoint Commissioner Borno to chair a committee comprised of citizens living in and out of the area, to investigate and find solutions to this problem. He indicated that he would also like Commissioner Waters and City Attorney Jensen to serve on the committee. Mayor Meserve indicated that this was a very complicated issue since the streets are not built to code, are in disrepair, have associated safety issues, and tree complications. Mayor Meserve indicated he favored the city taking control of the streets, but it had to be accomplished in a legal, definite and clear way to determine fiscal, as well as liability responsibilities. Motion: To find equitable solutions to these complex BEAVER x x problems, a long term and multi-step process will be BORNO x x necessary as follows: 1) The Mayor and Commission should MITCHEL SON x consider appointment of a special study committee which will WATERS X III include representatives from the Selva Marina area, key staff MESERVE X members and City elected officials, 2) Once appointed, this M S O E Minutes Page -5- I o v November 13, 2000 ONEN COMMISSIONERS N D S 0 • committee should embark upon a series of meetings, some on site, to become knowledgeable about various problems and issues, 3) The next goal of the group will be to identify needed actions, including possible legal issues involving ownership of the right-of-way as well as what capital improvements resurfacing, restructuring, regrading, are needed in both the short and long term, 4) The group should identify a range of possible funding options to be presented for public consideration. These options could include investment from the City, assessments of the affected property owners, delayed investments, or any combination of funding sources and time frames, 5) The recommended actions and range of funding options should then be presented to the Mayor and Commission, 6) The City Commission should then call a public hearing to obtain input on all of the possible options. Residents in the Selva Marina area should be specifically invited, although all citizens should be welcome, and 7 ) After a public discussion of the advantages or disadvantages of each option, it would then be appropriate for the City Commission to decide which, if any, options should be adopted. It should be expected that this process • would take several months and would involve several meetings. However, combining a good understanding of the complex problems at hand with ample opportunity for public input on the solutions should allow the City to arrive at the best possible course of action. Commissioner Borno accepted the Chair position and stated he would like to amend the motion to limit the size of the committee BEAVER X X Amendment to the motion: Limit the size of the committee to BORNO X X five citizens, to include three residents of the area and two MITCHELSON X technical people from outside the area. WATERS X MESERVE X Commissioner Borno further stated that he wanted the freedom to choose the five members of the committee and he would bring back a list of the committee members for Commission approval. There were no objections to this request. Commissioner Mitchelson suggested that a list of interested citizens be established and a sign-up sheet was distributed. A copy of the list is attached and made part of this official record as Attachment A. • Commissioner Waters indicated a desire to have legal representation on the committee. M S O E T C Minutes Page -6- I O Y November 13, 2000 ONEN COMMISSIONERS N D S 0 • There was no further discussion and the amendment to the motion and main motion carried unanimously. D. Approve continuation of non-benefit insurance coverage as recommended by staff(City Manager) BEAVER X BORNO X X Motion: Approve continuation of non-benefit insurance MITCHELSON X X coverage as recommended by staff. WATERS X MESERVE X City Manager Hanson briefly explained the rate increases. Commissioner Beaver inquired as to the 19%rate increase for Workers' Compensation Insurance. Human Resource Director Foster provided a three year claims' history, including previous large claims, which resulted in the 19%rate increase. There was no further discussion, and the motion carried unanimously.. E. Approve design for remodeling of Adele Grage Community Center(Comm. Beaver) BEAVER X X BORNO X x III Motion: Approve preliminary design for remodeling of the MITCHELSON X Adele Grage Community Center. WATERS X MESERVE X Commissioner Beaver briefly reported on the various meetings held to receive citizen input for the design for remodeling of the building, which he believed had resulted in a more user friendly community center. Commissioner Waters felt the community room should be larger. Commissioner Beaver indicated the Commission was approving the basic design of the building with some possible minor changes. The preliminary design for the building and notes distributed at the November 13, 2000 Workshop Meeting are attached and made part of this official record as Attachment B. There was no further discussion and the motion carried unanimously. F. Authorize expenditure of$4,000 for a model of the Adele Grage Community Center project (Comm. Beaver) BEAVER X X BORNO X X Motion: Authorize expenditure of$4,000 for a model of the MITCHELSON X Adele Grage Community Center project. WATERS X IDMESERVE X M S O E T C Minutes Page -7- I O v November 13, 2000 ONE N COMMISSIONERS N D S 0 0 Commissioner Beaver explained that the model would be used in conjunction fund raising efforts to collect $200,000 in private citizen donations, with matching funds coming from the city. Commissioner Beaver pointed out that models were good sales tools and were often helpful in pointing out potential design flaws. There was no further discussion and the motion carried unanimously. G. Discussion and possible action on Stop Sign report (City Manager) Mayor Meserve provided background information concerning the placement of the stop signs listed in the Stop Sign Report dated October 25, 2000, from Chief of Police David Thompson, a copy of which is attached and made part of this official record as Attachment C. Motion: All Commissioners to visually inspect the signs listed BEAVER X and present their comments and/or recommendations for each BORNO X X sign to the City Clerk to be included on the agenda for the MITCHELSON X January 8, 2001 Commission Meeting. WATERS X X MESERVE X 0 The motion carried unanimously. H. Approve acceptance of$5,000 grant from the Mayor's Neighborhood Matching Grant Program (City of Jacksonville) for 10 Street Beautification project (City Manager) It was reported that this item had been withdrawn from the agenda. Commissioner Mitchelson requested more information concerning Kelly Elmore's earlier comments. BEAVER X X Motion: Authorize the City Manager to waive all related costs BORNO X X for installation of a water meter at the 19`h Street beach MITCHELSON X WATERS X access. MESERVE X Discussion ensued concerning payment and maintenance for beautification projects at other beach access locations. Commissioner Beaver indicated the city had provided the water meter and backflow prevention device for the 12`h Street access and the residents fertilized and maintained the site. City Manager Hanson reported that the meters for the 4`h and 11`h Streets projects were paid for by the residents. • Commissioner Waters inquired as to what fund the payment would come MS O E , T C Minutes Page -8- I 0 Y November 13, 2000 ONEN COMMISSIONERS N D S 0 41) from if the city paid for the water meter and its related costs. A brief discussion ensued and it was the consensus of the Commission that payment should come from the beautification budget. Mayor Meserve requested that the city develop a written policy concerning payment for beautification projects, including funding sources, to be brought back to the Commission for approval. There was no more discussion and the motion carried unanimously. I. Approve sole source purchase of Mobile Walking Excavator from Menzi USA Sales Inc., including attachments and training, at a cost of$150,630 (City Manager) Motion: Approve sole source purchase and waive the bidding BEAVER X procedure of Mobile Walking Excavator from Menzi USA BORNO X Sales Inc., including attachments and training, at a cost of $150,630. Public Works Director Kosoy gave a Powerpoint presentation illustrating how the mobile walking excavator could be utilized on the city ditches. 40 Public Works Director Kosoy clarified that this machine was the size that best met the city's needs and explained that Menzi USA Sales was the only company handling that particular size excavator. He further explained that Plant City had bid the excavator and the city would piggyback their bid. The motion and second were withdrawn. Amended motion: Approve purchase and waive the bidding BEAVER X X procedure of Mobile Walking Excavator from Menzi USA BORNO X X MITCHELSON X Sales Inc., including attachments and training, at a cost of WATERS X $150,630. MESERVE X Discussion concerning ditch maintenance ensued. Public Works Director Kosoy explained how the excavator could be used on all types of city ditches and also for maintenance after completion of the core city project. Mayor Meserve inquired as to the expected use of the machine. Public Works Director Kosoy indicated that with current manpower it would be used approximately six months of the year. Mayor Meserve then inquired concerning a lease option for the excavator. Public Works Director Kosoy indicated that the lease option was only available in the • Lakeland area where the vendor was located. The Mayor then inquired if the excavator could be leased to Neptune Beach and Jacksonville M S O E T C Minutes Page -9- I o Y November 13, 2000 ONEN COMMISSIONERS N D S 0 • Beach during downtime and Public Works Director Kosoy responded in the affirmative. There was no further discussion and the motion carried unanimously. J. Authorize staff to negotiate a contract with Camp, Dresser& McKee, Inc. for National Pollutant Discharge Elimination System (NPDES) permit renewal and reuse engineering reports, and if unable to negotiate a satisfactory contract, authorize staff to negotiate with the next most qualified firm (City Manager) Motion: Authorize staff to negotiate a contract with Camp, BEAVER X Dresser& McKee, Inc. for National Pollutant Discharge BORNO x x MITCHELSON X Elimination System (NPDES) permit renewal and reuse WATERS X X engineering reports, and if unable to negotiate a satisfactory MESERVE X contract, authorize staff to negotiate with the next most qualified firm. There was no discussion and the motion carried unanimously. fiii K. Discussion regarding proposed JTA retention pond on Mayport Road (City Manager) Mayor Meserve reported that the design of the retention pond had been modified so that the pond would be shallower and the sides would have a more gentle slope and would therefore, not require a chain link fence. It was further reported that tree mitigation issues still needed to be resolved and that the final plans had not yet been submitted to the Tree Board. Discussion ensued concerning the maintenance of the pond and Commissioner Beaver suggested that the Best Western Motel might want to maintain the retention pond area as a park. During the discussion, it was emphasized that the city needed to work closely with the Jacksonville Transportation Authority (JTA) concerning the aesthetics of retention ponds. L. Discussion and related action on the City Manager's salary (Mayor) Mayor Meserve indicated he was very satisfied with the City Manager's BEAVER x performance, including his long range planning expertise and the manner BORNO X X • in which he kept him informed. MITCHELSON X WATERS X MESERVE X X Motion: Raise the base salary from $86,500 to $90,000. M S O E T C Minutes Page -10- 1 0 Y November 13, 2000 ONE N COMMISSIONERS N D S 0 • Commissioner Beaver commented that the City Manager always responded to his requests for information in a timely manner and believed he was doing a fine job for the city. BEAVER x BORNO X X Amendment to the motion: Make the raise retroactive to MITCHELSON X X WATERS X October 1,2000. MESERVE X There was no more discussion and the amendment to the motion and the main motion carried unanimously. M. Approve contract between Northeast Florida Public Employees Local 630 and the City, and authorize the City Manager and City Negotiator to sign the contract(City Manager) BEAVER X Motion: Approve contract between Northeast Florida Public BORNO X X Employees Local 630 and the City, and authorize the City MITCHELSON X X WATERS X Manager and City Negotiator to sign the contract. MESERVE X There was no discussion and the motion carried unanimously. ill N. Approve an increase in the general employees' personal leave accrual rates for 0 through 3 years of service (City Manager) BEAVER X BORNO X X Motion: Approve an increase in the general employees' MITCHELSON X X personal leave accrual rates for 0 through 3 years of service. WATERS X MESERVE X It was pointed out that this item gave the general employees the same personal leave accrual as the union employees ( Item M). There was no discussion and the motion carried unanimously. 9. City Manager Reports: House Numbers Painted on City Curbs by Private Companies After discussion, it was the consensus of the Commission not to allow painting of house numbers on city curbs. Personal Leave Accrual The City Manager reported that employees had been asked to select a • maximum number of personal leave hours and that employees would be paid twice per year for anything over that figure. He reported that the default choice for those employees who fail to sign up for a chosen M S O E T C Minutes Page -11- I o Y November 13, 2000 ONE N COMMISSIONERS N D S 0 0 amount of personal leave accrual would be 960 hours, effective with the December 1, 2000 payroll. It was further reported that the Police Union had agreed with the new policy. Selva Marina Lagoon It was reported that deeds of properties on Selva Marina lagoon indicated their property line was in the center of the lagoon and easements would be needed for the core city project. He indicated that staff would be working with these property owners to secure easements which would be necessary for maintenance of the lagoon. Shawna Sundin It was reported that Shawna Sundin, reporter for the Shorelines section of the Florida Times Union, who covered the City of Atlantic Beach, had been promoted and would now be working downtown. City Manager Hanson praised Ms. Sundin's fair and accurate reporting of the facts concerning the city. Employee of the Month illIt was reported that Troy Williams of the Public Works Department was chosen as the city's first Employee of the Month. 10. Reports and/or requests from City Commissioners and City Attorney Commissioner Beaver • Thanked the Commissioners for their support of the Adele Grage Community Center remodeling. Commissioner Borno Elected Officials Seminar • Briefly commented on the very worthwhile Elected Officials' Seminar he attended, and offered the information he received to any Commissioner who was interested. Gas Franchise Agreement Negotiations • • Reported that two issues remained to be negotiated in the franchise Agreement with TECO Gas. (Peoples Gas) M S O E T C Minutes Page -12- I o Y November 13, 2000 ONE N COMMISSIONERS N D S 0 IIICommissioner Mitchelson Duval County Tree Ordinance • Referenced the recently approved Duval County Tree Ordinance referendum and suggested that city staff work with the City of Jacksonville to clarify the application of the Interlocal Agreement between the two governmental entities. Mayor Meserve requested that the City Attorney keep a close watch on the new tree protection regulations work in the City of Jacksonville in light of the fact that the Cities of Jacksonville Beach and Baldwin had intervened in the lawsuit regarding the referendum. Commissioner Waters Town Center • Reported that Town Center was being turned over to the cities and for uniformity, one more palm tree would be planted at the corner of Ocean Boulevard and Ahern Street. 4110 Fleet Landing Annexation • Referenced the information received concerning the Fleet Landing annexation agreement and commented that the city boundaries should be straightened out on Mayport Road. He felt the golf course should be annexed, as well as other properties on the east side of Mayport Road, located north of Church Road up to the Fleet Landing property. Mayor Meserve explained the annexation procedure and stated it would simplify Fleet Landing's plans to have all of their property in Atlantic Beach. He stated he would bring a Resolution of Support for the annexation to the next Commission Meeting, and stated that the annexed property would be under the existing PUD and would bring revenue to the city. Commissioner Waters pointed out that the existing Interlocal Agreement prohibited the city from receiving revenue from property annexed after the Interlocal Agreement was signed, unless waived by the City of Jacksonville. Mayor Meserve indicated he was unaware of this, but would raise the question • when he meets with officials from Jacksonville concerning the annexation. M S O E T C Minutes Page -13- i o Y November 13, 2000 ONE N COMMISSIONERS N D S 0 • Mayor Meserve agreed with Commissioner Waters concerning squaring the boundary along Mayport Road and directed the City Manager to begin the process and have the City Attorney file the required ordinance with the Duval Delegation. Church Road Discussion ensued and it was the consensus of the Commission to pursue the extension of Church Road as a joint venture with the City of Jacksonville. 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' w . ILA ' . ■ ■ • • . -- :::::::::11::: ■ ■ _•■•■ ■•r■ 1)01.2.7...E.11...7.7..7. ■ r IT A It •V it I Ili ■•:g,, p[CSS'Gt f , ,.. ,,,.: ......_ 1.. i A ,..44,iutirrt.xk_', .,- ... , • ••• mum I •'sl ■i■.• ill K- • • MUM M. .^i• { •■••n /i . . . . + ; ••• •• • r_ „ , ,OR[S6'!L CLOSET o L MANOR ;Iooian• ' ,,, - rm.' a+ •.. , • 101111111' ..._.. • , Alkh.. 11111111 rn !Mil • ADELE GRAGE COMM UNITY CENTER Atlantic Beach , Florida Novem ber 13 , 2000 4 J . f CITY OF ATLANTIC BEACH ADEL GRAGE RENOVATION PROJECT WORKHOP • NOVEMBER 13, 2000 COMMISSION DISCUSSION • December 14, 1999 Original request to put the center on the agenda • January 10, 2000 I requested to put a citizens committee together and make recommendations within two months. I was appointed liaison • January 24, 2000 Mayor Meserve requested that I meet with the citizens, current users of the center, staff and anyone else. Public meeting set for 9AM, Saturday,February 26, 2000 • February 28, 2000 Presented brief report on public meeting. • April 10, 2000 Discussion held about having a design competition in connection with the RFP. Also discussed possibility of having similar competition with the University of Florida, Dept. of Architecture. A survey put together by Julie Sleeper had 64 responses with similar request that came from the public input meeting. • April 24, 2000 U of F timeline will not work with our schedule. • Three local architects have expresses an interest in the local design competition. • May 22, 2000 A rough draft of the design competition RFP was presented to the commission. I indicated that $400,000 would be the budget with a community fund raising drive to raise $200,000. • June 12, 2000 A meeting was held with children of the community and results were discussed. • July 24, 2000 RFP we presented by three (3) architect Commission deferred to next meeting to give commission more time to look over proposals. • August 14, 2000 Motion to accept design of Tat Chan. Authorize City Manager to negotiate with Mr. Chan first, William Ebert, second and Barbara Meers third. For architectural services for the Adel Grage Center. Approved 4-1 • September 11, 2 000 Motion to accept Tat Chan's proposal for architectural services for $35,54 0.00. After discussion, approved 5-0 I Commission Workshop Adel Grage Center November 13, 2000 • Page Two • October 9, 2000 Set up public meeting for 10-28 at LOAM COMMITTEE MEMBERS Pete Dowling Contractor Kelly Elmore Landscape Architect Ingrid McCawley Involved Citizen Steve Rosenbloom Businessman Jim Hanson City Manager INFORMATION PROCESS • Public Meeting February 19, 2000 Seventeen people attended. Discussions were very positive. Some concerns that we would enlarge the building, which would require additional parking. It was determined that the building would remain the same square footage. Discussion regarding current users. • • Children's Meeting June 3, 2000 Eight children attended and brought their requests to the project. • Users Meeting October 4, 2000 Met with Park&Rec staff, ABET staff and committee to discuss use and floor plan • Public Meeting October 28, 2000 Thirty plus people attended. Discussion went from concern to acceptance and great input into project. Many people in original opposition spoke to acceptance after the meeting. RFP Attached Prepared by: Commissioner Rick Beaver November 13, 2000 • . • ATTACHMENT C - NOVEMBER 13, 2000 COMMISSION MEETING STAFF REPORT 411 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING AGENDA ITEM: Stop Sign Report DATE: October 25, 2000 SUBMITTED BY: David E. Thompson, Chief of Police/DPS BACKGROUND: The Police Department was asked to compile a report for the City Commission relative to the stop signs throughout the city that are unnecessary and could be removed without jeopardizing public safety. Police officers identified a number of stop signs that are located at intersections that do not have any specific flaws or designs that make them inherently unsafe. Typically,the stop signs are located at intersections where there are three-way or four-way stops. Before continuing with this report, it is necessary to understand and consider that many stop signs were erected based on citizen requests. In some cases, citizens presented petitions to the City Commission, and the City Commission specifically approved the installations of the signs. Although some people might question stop signs being erected for"political purposes", the fact that Atlantic Beach elected officials listen to constituents is a desirable quality as long as the decisions are well researched and considered in advance. The removal of stop signs should be not taken lightly or without due consideration for the public. People alter their behaviors based on traffic controls. When they walk to the parks,beaches, and stores,they often choose routes that have intersections with stop signs so that they can cross the roadway more safely. The removal of the stop signs will undoubtedly result in protests from people who like to have the stop signs there. It is notable that some stop signs were installed for reasons other than the design of the intersections. Sometimes the stop signs were erected to force traffic traveling at higher speeds to slow down while entering a neighborhood or low volume roadway. Some were installed to allow pedestrians and bicyclists to cross the roadway more safely. Some were probably erected to force traffic • to slow down on long, straight roadways. And in some cases,we 8G NOVEMBER 13,2000 a • r don't know why the stop signs were installed or who authorized III them. However, all traffic controls on Ocean Blvd., Eastcoast Drive, Sherry Drive, Sailfish Drive, Royal Palms Drive, Plaza Drive, and Seminole Road, were approved by the City Commission. These are "through streets", and the City Commission authorized all traffic controls on these streets. The following locations have been identified as having more stop signs than necessary, based on the designs of the intersections: 7th Street and Beach Ave No Known History 10th Street and Beach Ave No Known History 11`h Street and Eastcoast Drive No Known History 12th Street and Ocean Blvd Installed by City Commission based on petitions from residents Pine Street and David Street Installed due to requests by el residents due to pedestrians, bicyclists, and children... no sidewalks in the area West 6th Street and Orchid No Known History Selva Marina Drive and Country Club Installed after survey of residents supported them, pedestrians, bicycles, no sidewalks Selva Marina Drive and Palmwood Installed after survey of residents supported them, pedestrians, bicycles, no sidewalks Sea Spray and Sailfish Drive No Known History Main Street and 6th Street Requested by residents due to traffic, pedestrians, bicycles, no sidewalks IIIMain Street and 9`h Street Requested by residents due to ' 8G NOVEMBER 13,2000 • traffic , pedestrians, bicycles, III no sidewalks In general, negative consequences of stop signs include increased noise, air pollution, and traffic congestion. People are also prone to increase their speeds between traffic controls, especially if they believe that a stop sign was an unnecessary obstacle to their travel. Some stop signs might even increase the crash rates of motorists. Relative to these Atlantic Beach stop signs, most of the stop signs listed above have been in place for many years, and motorists and residents have adjusted to these inconveniences. None of these intersections have been particularly high in the number of traffic crashes, leading us to conclude that the stop signs do not appear to have an adverse impact on the traffic safety. Summary: This listing is intended to identify stop signs that are not necessary due to any inherent designs in the intersections. However, it should not be interpreted as a recommendation to remove or eliminate the stop signs. RECOMMENDATIONS: None iATTACHMENTS: REVIEWED BY CITY MANAGER: 4111111111W AGENDA ITE► NUMBER: 0 MINUTES OF THE WORKSHOP MEETING OF THE ATLANTIC BEACH CITY • COMMISSION HELD IN COMMISSION CHAMBERS AT 5:00 P.M. ON MONDAY, NOVEMBER 13, 2000 City Commissioners Present: John S. Meserve, Mayor Mike Borno Rick Beaver Theo Mitchelson(5:15 p.m.) Dezmond Waters, City Commissioners Staff Present: Jim Hanson, City Manager Timmy Johnson, Recreation Director Don Ford, Building Official Maureen King, City Clerk The meeting, which was held for the purpose of reviewing the design of the proposed remodeling of the Adele Grage Community Center, was called to order by Mayor Meserve. Commissioner Beaver distributed a chronology of actions taken on the AdeleGrage renovations so far. He explained that Kelly Elmore,Pete Dowling and Steve Rosenbloom were invited to participate • in this project because of their expertise. A copy of the list of discussions and workshops held in connection with this project,along with a copy of the RFP, is attached and made a part of this official record. Commissioner Beaver also referenced a letter he had received from Mat Roland commending the City Commission on their vision in the development of Bull Memorial Park and said he felt that he anticipated the City would receive the same reaction to the Adele Grage remodeling project. Former City Commissioner Steve Rosenbloom commended Commissioner Beaver on the work he had done on this project and pointed out that the renovations to the community center would benefit the children today and as they grow up. He said excellent points had been raised by the public at the various meetings. He also discussed the future of the vault and said it was the consensus of the group that the vault should be removed if possible. Discussion ensued regarding whether there would be adequate parking and it was felt that scheduling the use of the building would have to be managed so that only one event would be held at any one time. The Mayor inquired into what had been approved by the City Commission to this point and it was pointed out that $100,000 had been included in the 2000/2001 budget and $35,000 had been authorized for the services of Architect Tat Chan. He pointed out that the City Commission had not made a decision to do the renovations and Commissioner Beaver said he had scheduled the workshop this evening to provide all the information necessary and to answer Commissioners' questions so that a decision to move ahead could be made at the Commission meeting to follow. 0 Page Two • Minutes - City Commission Workshop November 13, 2000 Tat Chan reviewed the proposed floor plan and pointed out that the square footage of the building would not be increased but it would be made more efficient and more user friendly. He also explained that he would design a mezzanine for storage and utilities. Commissioner Mitchelson inquired regarding ease/difficulty of accessing the attic area when an air handler or other similar item needed to be replaced and Mr. Chan advised that there would be a sturdy pull-down staircase. The City Commission discussed various subjects—the size of the offices, the width of the verandas, the location of garbage receptacles, whether plumbing should be in the attic or under the slab — (Commissioner Mitchelson strongly favored attic),the location of room dividers in the large meeting rooms, and the resource center. Steve Rosenbloom felt that for fund raising opportunities it was important for the City Commission to approve the conceptual design. He said he was hoping to receive corporate donations of funding or other items such as kitchen equipment or computers,etc. and wanted to be able to give the donors an accurate idea of what the building would be like. Commissioner Beaver addressed the subject of fund raising. He pointed out the city had not such fund raising before and felt that some parameters needed to be identified. The • undertaken Mayor pointed out that a decision had not yet been made by the City Commission to undertake the renovations and said that such a commitment needed to be made by the City Commission Commissioner Waters noted the building provided no additional space and felt the city needed to bite the bullet and purchase property to meet the future needs of the city. Specifically, the old Pic 'n' Save building was suggested. The Mayor declared the meeting adjourned at 6:40 p.m. Maureen King City Clerk • ATTACHMENT WORKSHOP - NOVEMBER 13, 2000 CITY OF ATLANTIC BEACH ADEL GRAGE RENOVATION PROJECT 410 WORKHOP NOVEMBER 13, 2000 COMMISSION DISCUSSION • December 14, 1999 Original request to put the center on the agenda • January 10, 2000 I requested to put a citizens committee together and make recommendations within two months. I was appointed liaison • January 24, 2000 Mayor Meserve requested that I meet with the citizens, current users of the center, staff and anyone else. Public meeting set for 9AM, Saturday, February 26, 2000 • February 28, 2000 Presented brief report on public meeting. • April 10, 2000 Discussion held about having a design competition in connection with the RFP. Also discussed possibility of having similar competition with the University of Florida, Dept. of Architecture. A survey put together by Julie Sleeper had 64 responses with similar request that came from the public input meeting. 110 • April 24, 2000 U of F timeline will not work with our schedule. Three local architects have expresses an interest in the local design competition. • May 22, 2000 A rough draft of the design competition RFP was presented to the commission. I indicated that $400,000 would be the budget with a community fund raising drive to raise $200,000. • June 12, 2000 A meeting was held with children of the community and results were discussed. • July 24, 2000 RFP we presented by three (3) architect Commission deferred to next meeting to give commission more time to look over proposals. • August 14, 2000 Motion to accept design of Tat Chan. Authorize City Manager to negotiate with Mr. Chan first, William Ebert, second and Barbara Meers third. For architectural services for the Adel Grage Center. Approved 4-1 • September 11, 2 000 Motion to accept Tat Chan's proposal for • architectural services for $35,54 0.00. After discussion, approved 5-0 Commission Workshop Adel Grage Center • November 13, 2000 Page Two • October 9, 2000 Set up public meeting for 10-28 at LOAM COMMITTEE MEMBERS Pete Dowling Contractor Kelly Elmore Landscape Architect Ingrid McCawley Involved Citizen Steve Rosenbloom Businessman Jim Hanson City Manager INFORMATION PROCESS • Public Meeting February 19, 2000 Seventeen people attended. Discussions were very positive. Some concerns that we would enlarge the building, which would require additional parking. It was determined that the building would remain the same square footage. Discussion • regarding current users. • Children's Meeting June 3, 2000 Eight children attended and brought their requests to the project. • Users Meeting October 4, 2000 Met with Park& Rec staff, ABET staff and committee to discuss use and floor plan • Public Meeting October 28, 2000 Thirty plus people attended. Discussion went from concern to acceptance and great input into project. Many people in original opposition spoke to acceptance after the meeting. RFP Attached Prepared by: Commissioner Rick Beaver • November 13, 2000 May I6, 2000 REQUEST FOR PROPOSALS FOR ARCHITECTURAL REDESIGN . OF THE ADELE GRAGE COMMUNITY CENTER CITY OF ATLANTIC BEACH, FLORIDA I. Scope of the Project A. This project will include the complete demolition and replacement of a 2,400SF northern addition (circa 1960's) to the original Atlantic Beach City Hall building currently functioning as the Adele Grage Community Center and located at 716 Ocean Boulevard, Atlantic Beach, Florida, 32233. Based largely on consensus items resulting from a previous Public Meeting held for the purpose of receiving citizen input, the original city hail building (including vault) should be renovated as closely as possible to it's earliest photographed exterior style including, but not limited to: 1. Restoration of the original wood siding, doors and window casings and other cornice or architectural detailing. 2. Reconstruction of the veranda roof railing. 3. Relaying or otherwise restoration of the brick veranda floor. 4. Painting. B. Uses of the renovated portion of the building; The Atlantic Beach . Experimental Theater (ABET) currently has a contract with the City for use of the original city hall building space, including the vault which will continue to function as a public theater facility and as a general use space by reservation by the general public. The new addition will be characterized by the following; I. A footprint of approximately 2,500SF, although the building shape may be different from the 1960's edition that is to be demolished. The 2500SF Shall include porches. 2. The new addition shall have an architectural style that is consistent with the original city hall building. 3. Access to the original city hall building will be provided either directly or by way of an air-conditioned hallway in the style of a breezeway. 4. The addition shall include a large flexible room at the North end or • 2 West side with maximum use of windows, French doors and possibly skylights in a vaulted ceiling. There shall be an opening • onto a covered brick veranda used for small, non-amplified performances(musical, theater, etc.) whereby the audience would sit in a half-circular grass bermed seating area incorporated into the landscape plan. The "flex room" would include an on-line library space adjacent to a corner or lounge area with comfortable seating. The room would be designed to allow its use as either a Iarge general purpose meeting room or to be subdivided into two or three smaller temporary meeting rooms through the use of moveable partitions (accordion doors, pocket doors, etc). The addition will have space for the display of art, although this may be incorporated into other areas. Space will also be provided for the display of old photographs and/or archives or other museum type exhibits. 5. The new addition will include a two-part city staff office (separated by wall and door) for the Director of Parks& Recreation and an assistant. It is desirable for a fixed glass window to be located between the assistant's office, and the flexible room. The office should have direct access to the exterior without going through the flexible meeting room. There shall be one additional general purpose office in the building for the use by the Sea Turtle Patrol. • 6. The addition will include a full kitchen including refrigerator, microwave, sink w/disposal, upper& lower cabinets and space for a serving or buffet type table. 7. Men's and women's bathrooms shall be included in the addition and shall be ADA compliant. 8. Men's and women's theater dressing rooms with shared half bathroom will be included and must be adjacent to or in the main theater facility East of the east stage corridor. 9. A theater storage space will be provided. This can possibly be located in the existing theater attic or a new attic with a conventional stair system. The North end of the new attic, South of the vaulted ceiling, could be used as a general city storage area with equipment lift. • 3 H. Sco a of Desi Servi A. The Architect will be responsible for the design for demolition, • renovation and construction as described in "Scope of Project" above. B. The Architect shall design these improvements at a cost not to exceed the City's Preliminary Construction Budget of$400,000 which is to include the renovation of the old building, demolition and construction of the new addition. It is the City's intent to solicit half of the funding required ($200,000) from private funds. C. After selection, consultant will prepare a Concept Design subject to review and approval of the City. After approval, the architect will prepare a final design with specifications for all construction and related bid documents. The City will advertise, receive, and open bids and award the construction contract. The Architect will also provide a proposal for provision of project oversight during construction. III. Project Submittal,Requirements A. Fee Submittal; interested architects are required to submit a quotation of proposed rates, or charges, and a breakdown of any other related costs. Architects are also expected to prepare Preliminary Concept Drawings(s) for presentation to city representatives and the City Commission, and that Preliminary Design shall be left in City Hall for public viewing for at S least the following two weeks prior to the final selection of the architect for the services as described herein. B. Estimate; Budget estimates for the anticipated cost of construction will be furnished by the architect at the completion point of the Detail Design Phase to the City of Atlantic Beach. C. Time schedule; The architect shall submit a schedule with their proposal for the completion of each step (Preliminary Design, Detail Design, Bidding and Construction) of the Project. The architect shall allow two weeks review time for the City at each step. IV. Additional Requirements A. Final Plans should be submitted to the City on 24" x 36"mylar. B. "Record Drawings" and "As Builts" shall be furnished to the City on a standard 24" x 36" mylar. • 4 • C. Notice to Proceed; No work on this project shall be performed until a contract/purchase order has been executed and a Notice to Proceed is issued which specifically authorizes each phase of the Project. V. Selection Criteria The City of Atlantic Beach will consider and evaluate the qualifications, interest and availability of each architect based upon their proposal submitted in response to this request and determine the best qualified based upon the following criteria. Respondents are encouraged to provide information about their abilities related to each criteria. A. Architect's general concept for the project based upon the Preliminary Concept Drawing(s) submitted with the proposal. B. The Architect's competence, including technical, education, and training experience in related projects, availability of adequate personnel, equipment and facilities, and, where applicable, the relationship of construction cost estimates to actual costs on previous projects. Architects should submit with the proposal a list of names and telephone numbers for individuals to • contact concerning relevant work in the last I0 years. C. Ability to observe and advise whether plans and specifications are being complied with during the construction phase of the project and the architect's history of successfully representing the owner during the construction phase. D. The proximity of the architect's home office and location of the office where the project will be produced should be noted inthe proposal. E. Quotation of rates, or charges and other cost-breakdown information. Architect shall submit proposed overhead rate on direct labor, the profit rate, costs of printing, CAPD systems and other direct project costs as well as any other information available to show pricing methods that would be utilized. The award of this project will be consistent with the State of Florida Competitive Consultants Negotiations Act (CCNA). F. Insurance Requirements; Evidence of insurability will be provided with the proposal. 4110 5 • • G. Indemnification Agreement; The City may require the following indemnification part of the contract as entered into with the successful Aro agreement to be made poser. In consideration of Ten Dollar($10.00), receipt and sufficiency of which is hereby acknowledged by the Architect, the Architect and any of its subcontractors shall indemnify and save harmless and defend the City from all suits or actions of every and description from all suits or actions of every name and description brought against the City based on personal in ag t (including destruction) received or dily injury (including death) or roe damages claims and expenses to be received or sustaid by any person or persons arising from or in connection with any the Architect or its subcontractors, its agents, employees or assigns inegligent or omission of professional services called for herein. �s in providing the 4110 • 6