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06-02-98 vCITY OF ATLANTIC BEACH SPECIAL CALLED MEETING June 2, 1998 AGENDA Call to order 1 . Discussion and related action on recommendations of Dr. Terry Rice on his review of the RFP's for amendments to the design of the Core City Stormwater Improvements 2. Discussion and possible action on a proposed First Night fund raising event, and other related First Night issues 3. Any other business Adjournment 9 MINUTES OF THE SPECIAL CALLED MEETING OF ATLANTIC BEACH CITY COMMISSION HELD IN COMMISSION CHAMBERS, 800 SEMINOLE ROAD, AT 7:15 PM ON TUESDAY, JUNE 2, 1998 PRESENT: Suzanne Shaughnessy, Mayor Richard Beaver, City Commissioner Mike Borno, City Commissioner John Meserve, City Commissioner Theo Mitchelson, City Commissioner ALSO Alan Jensen, City Attorney James Jarboe, City Manager Maureen King, City Clerk The meeting was called to order by Mayor Shaughnessy who introduced Dr. Terry Rice, an engineer who had been hired to provide an independent review of the design of the proposed core city infrastructure improvements, and who was authorized to assist in the preparation of Requests for Proposals (RFP's) for design amendments which he had recommended. The City Manager said he was anxious to move ahead with the project as quickly as possible in view of the Department of Environmental Protection (DEP) Consent Order. He indicated that in discussions with Teresa Frank of the DEP, Ms. Frank had indicated the DEP would not extend the deadline further until the city came up with a plan. However, Ms. Frank had indicated that when the city had developed a plan, she would be willing to take the proposal to her superiors with a recommendation to extend the deadline a further six months. Mr. Jarboe reported that Public Works Director Bob Kosoy, had sent a letter to the DEP and he was hopeful the city would get the extension. Mr. Jarboe indicated he and Dr. Rice had met earlier that day and Dr. Rice had provided some good information regarding the RFP's. Dr. Rice reported the city had drafted three RFP's to modify the England, Thims and Miller (ETM) design and after meeting with Jim Jarboe, Bob Kosoy and Jim Jacques, several points had been clarified and Dr. Rice made a commitment to have his review of the first RFP finished by next Thursday. In response to Commissioner Beaver's inquiry regarding the meeting with staff, Dr. Rice indicated they had reviewed the RFP's to modify the design to avoid Howell Park and had established milestones to be followed. Mayor Shaughnessy indicated her desire to have the most efficient system at the lowest possible cost, and inquired regarding the advisability of revisiting the decision to instal curb and gutter. Discussion ensued regarding curb and gutter vs. swales and Commissioner Mitchelson felt that curbs and gutters were more durable and would provide low maintenance service for many years but swales which were not maintained by residents would be a maintenance problem for the city. He preferred curb and gutter because of the long service which could be expected. Page Two Minutes of Special Called Meeting June 2, 1998 Commissioner Meserve reported that the subject of curbs and gutters had been discussed in several meetings. He felt that curbs and gutters provided more than aesthetics, and to eliminate them would require a total redesign. He pointed out that when curb and gutter is installed, the entire street is dug out, including the underlayment, and the street is then rebuilt to code and the end result is a brand new street which would last for many years. He also felt the lower streets would help to drain the water out of back yards. He felt the recommendations put forward by Dr. Rice were relatively simple and would save Howell Park, which was the purpose of his review, and suggested the city move ahead with the project and instal baffle boxes. Commissioner Beaver said he felt a decision had been made to prepare RFP's to include baffle boxes and also to look at the tail water situation. He felt it was time to make a decision and move forward. He favored staying with curb and gutters which, he felt, would provide twenty years of relatively maintenance free service. He said the Commission had considered the public input and had come up with a proposal which was not inexpensive, but was a good alternative. Mayor Shaughnessy indicated her reason for wanting to revisit the matter of curbs and gutters was because of the potential for saving $1.3 million. Commissioner Bomo felt the whole drainage system had not been addressed initially, but rather, the approach had been to address the project in quadrants. However, he felt that the entire city would benefit when the tail water situation was addressed. Commissioner Mitchelson confirmed that a two-year storm could be contained within the pipes and then the curbs and gutters would carry additional water so the project could handle much more than a two-year storm. Dr. Rice concurred. Mayor Shaughnessy felt that if elimination of the curbs and gutters resulted in a savings, this could provide funding for the tidal control structures or other parts of the system which had not yet been addressed. She felt the City Commission was not yet locked into any system, but could still talk about the matter, one last time, to make sure that what was designed was what was really wanted. Commissioner Meserve, however, felt that the City Commission had made decisions on swales and other options two years ago and should not go back to those issues at this point. Mayor Shaughnessy indicated she was not suggesting a complete redrawing of the plans but rather, a modification. She felt that survey and other work which had been already done, would still be able to be used. She also felt that since the permit had been withdrawn and this was no longer a permitted project, the City Commission should take the time and be thorough in the modifications being undertaken. Discussion ensued regarding the savings which could be realized by eliminating the curbs and gutters and Commissioner Beaver felt that any credits which were gained by installing swales would be spent for maintenance if swales were not maintained by residents. He also felt that trees would be damaged Page Three Minutes of Special Called Meeting June 2, 1998 regardless of the depth of excavation. Mayor Shaughnessy inquired whether elimination of the curbs and gutters from the project would mean a complete redrawing of the plans and Dr. Rice responded that the survey data and soil information would still be valid, but when it came to looking at the rest of the system, it would basically require a redesign of the system. He also suggested that if swales were installed,the city consider ordinances with incentives for people to maintain pervious surfaces, find creative ways to retain water and require residents to maintain swales. Following further discussion, the Mayor opened the floor for public comment. Cindy Corey, 394 8th Street, urged the City Commission to take time to review the design in its entirety. She was concerned with the cost of curbs and gutters and questioned their benefits. She felt the core city area was a very eclectic community and residents like the way it looks now. Mary Emerson-Smith, 314 8th Street, said she understood that the elimination of curbs and gutters would mean the city could instal smaller pipes, and she inquired regarding the advantages of using smaller pipes. Dr. Rice responded that smaller pipes would be less intrusive and would cost less. Steve Rosenbloom, a former City Commissioner, felt that the City Commission needed to make a decision regarding how much money to spend on this project. He felt that the current estimated cost was considerably more than original estimates. He felt that while the city needed to be cognizant of the DEP Consent Order,he felt the DEP would be willing to work with the city if they felt the city was making a good faith effort to solve the problems. Alan Potter, 374 2nd Street, felt the city needed to pay attention to the FEMA flood plain and do the flood gates first;grade the streets to East Coast Drive and Sherry Drive, and the streets up to Selva Marina should be regraded and lowered. J.P. Marchioli, 414 Sherry Drive, supported the installation of curbs and gutters because they would be easier to maintain. Stephen Kuti, 1132 Linkside Drive, suggested that parts be purchased by the city in order to save sales tax. Joe Posch, 142 Magnolia Street, felt that curb and gutter could be used effectively in some areas but would not be suitable for other areas. The Mayor then asked staff members present for their opinions regarding curbs and gutters and swales. Jim Jacques pointed out that curbs and gutters had been effective in solving drainage problems in Saltair; however, swales can also be effective if properly maintained. Page Four Minutes of Special Called Meeting June 2, 1998 Bob Kosoy pointed out that, even with the installation of curbs and gutters, baffle boxes would still be required. Jim Jarboe suggested the city proceed with the Core City area first and follow quickly with the pump station. He confirmed that there were no changes to the directions he had received earlier from the City Commission regarding the preparation of RFP"s. The City Commission concurred. 2.Discussion and possible action on a proposed First Night fund raising event, and other related First Night issues The City Manager reported that staff had received a quote of$925.00 for $1 million of insurance coverage. Commissioner Mitchelson felt that $1 million was insufficient coverage and suggested asking the insurance company to provide quotes for additional coverage. Commissioner Borno inquired whether First Night had been able to get the alcoholic beverage permit through another entity and Cindy Grossberg responded that they had been unable to do so thus far. She indicated that First Night had raised $4,000 at their main fund raising event last year and they were hoping to double that amount this year. Commissioner Meserve agreed that additional insurance should be secured. He also suggested that First Night incorporate as a 501C3 corporation as quickly as possible. The City Manager added that the City of Jacksonville and Hornblower, the owner of the ferry boat, had also requested to be included as additional insured. Commissioner Meserve moved to authorize the City Manager to continue contacting the insurance company, with authority to spend up to $2,000 for a one-time insurance for this event, and the city act as the contractee for a one-time liquor license for this event, with the caveat that this is a one-time offer and we strongly encourage First Night to become a 501C3, not for profit organization if they are to continue in operation. The motion was seconded by Mayor Shaughnessy. The Mayor inquired whether the motion precluded any other enquiries which might be made by First Night toward getting a better rate for insurance coverage. Commissioner Meserve indicated that he sometimes purchases insurance for one-time events and he would be willing to request a quote from the insurance carrier he had used in the past. The City Manager inquired who, in the city,was authorized to sign the alcoholic beverage permit and Commissioner Meserve moved to amend the motion to authorize the Mayor to sign the one- time alcoholic beverage permit. The motion was seconded by Mayor Shaughnessy and carried unanimously. Following further discussion, the original motion, as amended, was unanimously approved. Page Five Minutes of Special Called Meeting June 2, 1998 Commissioner Mitchelson requested that a representative from Hornblower Marine advise the city of any insurance requirements they may have. Commissioner Borno requested a copy of any agreement(s) the city may have with First Night and City Manager Jarboe reported that there was no agreement with First Night which was a sub- committee of the Cultural Arts Board. 3. Any other business Mayor Shaughnessy announced a Water Supply Planning Working Group Executive Director Henry Dean had announced at a recent meeting that although Florida averaged fifty-one inches of rainfall per year,thirty-seven inches were lost to evaporation, seven inches were lost to run-off, leaving only seven inches to recharge the aquifers. There being no further business to come before the City Commission,the Mayor declared the meeting adjourned at 10:05 PM. dtelUtite., SUZANNE SHAD SSYT Mayor/Presiding Officer ATTEST: UREEN KIN Certified Municipal Clerk