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08-14-95 v • CITY OF ATLANTIC BEACH August 14, 1995 AGENDA Call to order Invocation and pledge to the flag 1. Approval of the minutes of the Regular Commission Meeting of July 24, 1995 2. Recognition of Visitors A. Recognition of Andrew R. Lindeen 3. Unfinished Business A. Appointment to the Code Enforcement Board to fill the seat vacated by John Venn 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. 4. Consent Agenda: A. Acknowledge receipt of Recreation Department Facilities Usage Report for July 1995 (Timmy Johnson) B. Acknowledge receipt of Code Enforcement report for July 1995 (Don Ford) C. Acknowledge receipt of Building Department report for July 1995 (Don Ford) D. Acknowledge receipt of Fire Department report for June and July 1995 (Chief Ruley) 5. Action on Resolutions: A. Adoption of Resolution No. 95- 23 requesting the Florida Department of Environmental Protection to review certain aspects of the Coastal Construction Line as reestablished for Duval County in July 1992. (Commissioner Weiss) 6. New Business: A. Approve financing for emergency upgrade of IBM AS-400 computer (Ann Meuse) Page Two Agenda August 14, 1995 B. Authorize purchase of computer software for Fire Department (Chief Ruley) C. Discussion and related action relative to completion of the renovations at Adele Grage Community Center(Mayor Fletcher) D. Authorize Gruhn-May Construction Company to undertake emergency replacement of #2 pump and check valves at"E" sewage lift station at a cost of $5,638.00 (Bob Kosoy) E. Schedule interviews with architects for the proposed addition to the Public Safety Building (Chief Ruley) 7. City Manager Reports and/or Correspondence 8. Reports and/or requests from City Commissioners, City Attorney and City Clerk: 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 who wishes to speak to the City Commission on any matter at this meeting should submit a request to the City Clerk prior to the meeting. Forms for this purpose are available at the entrance to the Commission Chambers. V V NAME OF COMMRS. MS Y N MINUTES OF THE REGULAR MEETING OF ATLANTIC BEACH CITY COMMISSION HELD IN CITY HALL, 800 SEMINOLE ROAD, AT 7:15 PM ON MONDAY,AUGUST 14, 1995 PRESENT: Lyman T. Fletcher,Mayor Steven Rosenbloom Suzanne Shaughnessy J. Dezmond Waters,III, and Robert G. Weiss,Jr., Commissioners AND: Kim D. Leinbach,City Manager Alan C. Jensen, City Attorney Maureen King, City Clerk The meeting was called to order by Mayor Fletcher. The invocation was followed by the pledge to the flag. L Approval of the minutes of the Regular Commission Meeting of ,duly 24, 1995 ROSENBLOOM X SHAUGHNESSY X X Motion: Approve minutes of the regular meeting of July WATERS X X 24, 1995 WE I S S X FLETCHER X No discussion before the vote. The motion carried unanimously. L Recognition of Visitors A. Recognition of Andrew R. Lindeen David Thompson,Chief of Police, introduced Andrew R. Lindeen. Chief Thompson explained Mr. Lindeen rescued a 10 year old child from drowning in a pool at Sea Oats Apartment Complex. Mr. Lindeen administered CPR and saved the child's life. A plaque from the City was presented to Mr. Lindeen, and a representative from Ribault Lodge presented a Community Service Award. John Ruley,Chief of Police, introduced Claude Mayo,the new Fire Inspector. Ruth Gregg,905 Sailfish Drive, suggested that the City send out notices advising citizens of the garbage collection schedule. Ms. Gregg also complained of a truck located on the west end of Sailfish Drive and Plaza Street in the Royal Palms neighborhood that she felt was in violation of the City code. She indicated the truck blocked the vision of motorists. Following discussion concerning the legality of trucks parking on the city right-of-way,Kim Leinbach, City Manager,was asked to review the • V V NAME OF COMMRS. MS Y N Minutes, Page 2 August 14, 1995 city code with reference to the definition of weight limits of trucks. Dorothy Kerber suggested palm trees at the intersection of Atlantic Boulevard and Seminole and Sherry Drive should be trimmed, as well as palm trees in the Royal Palm area. Curtis M. Sanders, 2320 Barefoot Trace, inquired as to the status of the 16th Street overpass, to which Bob Kosoy explained the project would be completed by the end of August. When asked what the total cost of the project would be Mr. Kosoy replied the total cost would be approximately $25,000.00. Mr. Sanders also inquired concerning the status of the Donner Park Community Building, to which Timmy Johnson, Recreation Director, explained prequalification information had been submitted by contractors and was being reviewed by staff. The bid opening was scheduled for August 24, 1995. 1 Unfinished Business A. Appointment to the Code Enforcement Board to fill the seat vacated by John Venn Mayor Fletcher asked that the appointment to the Code Enforcement Board be deferred until the next meeting, and the Commission concurred.. 4. Consent Agenda: A. Acknowledge receipt of Recreation Department Facilities Usage Report for July 1995 B. Acknowledge receipt of Code Enforcement report for July 1995 C. Acknowledge receipt of Building Department report for July 1995 D. Acknowledge receipt of Fire Department report for June and July, 1995 ROSENBLOOM X X Motion: Approve passage of the Consent Agenda SHAUGHNESSY X X MkTERS X hEISS X No discussion before the vote. The motion carried unanimously. FLETCHER X 5. Action on Resolutions: A. Resolution No. 95-23-A RESOLUTION OF THE CITY OF ATLANTIC BEACH,FLORIDA, REQUESTING THE SECRETARY OF THE FLORIDA DEPARTMENT OF ENVIRONMENTAL PROTECTION TO REVIEW CERTAIN V v NAME OF COMMRS. MS Y N Minutes,Page 3 August 14, 1995 ASPECTS OF THE COASTAL CONSTRUCTION CONTROL LINE AS REESTABLISHED FOR DUVAL COUNTY, FLORIDA,IN JULY, 1992,AND TO ESTABLISH A NEW COASTAL CONSTRUCTION CONTROL LINE FOR MUNICIPALITIES IN DUVAL COUNTY IMMEDIATELY. Mayor Fletcher presented in full in writing Resolution No. 95-23. ROSENBLOOM X SHAUGHNESSY X X Motion: Approve passage of Resolution No. WATERS X 95-23 WE I SS X X FLETCHER X Following a brief discussion the question was called and the motion carried unanimously. 6. New Business: Item 6C was taken out of sequence and acted upon. C. Discussion and related action relative to completion of the renovations at Adele Grage Community Center ROSENBLOOM X Motion: Appropriate funds not to exceed $11,000 to SHAUGHNESSY X complete auditorium renovations in Adele Grage WATERS X Community Center,which would include new lights, WE I SS X X ceiling repairs,and a new unisex bathroom near the front FLETCHER X X of the auditorium Heywood Dowling passed out data outlining the work to be performed (attached hereto and made a part hereof-Exhibit A). Mr. Dowling reported Atlantic Beach Experimental Theater(ABET)had thus far donated$15,000 cash and$10,-000 in volunteer help and services toward the renovation of the Community Center.. Commissioner Shaughnessy felt the Commission should have had information relative to the renovations included in their packet so that they would have had time to study the matter. Mayor Fletcher indicated the matter could be deferred until the next meeting,but Commission Shaughnessy indicated it was not her intent to delay the project but that she would like to have a few moments to study the information. It was decided a 10 minute recess would be called to give the Commission time to study the data which they had just received from Mr. Dowling. V V NAME OF COMMRS. MS Y N Minutes, Page 4 August 14, 1995 A discussion ensued concerning the air conditioning of the building and it was felt that if a glass enclosure was placed over the air conditioning box that this would prevent people from constantly changing the temperature. It was decided to vote on the matter after a recess which would be called later in the meeting. A. Approve financing for emergency upgrade of IBM AS-400 computer Ann Meuse, Finance Director, requested an upgrade for the city's computer system, IBM AS-400, as outlined in a memorandum dated August 10, 1995 (copy attached hereto and made a part hereof-Exhibit B). She explained without the upgrade the city would not be able to begin its new fiscal year in October. She explained the upgrade was an emergency because the bigger hard drive would not be ready by October 1, 1995 if it wasn't purchased at the present time. It was explained three options were under consideration: Option 1 - a simple hard drive upgrade would cost$36,446 and would relieve the problem for approximately 12 to 18 months; Option 2 - which was a more comprehensive option - refurbish the city's computer and upgrade its processing power in addition to its hard disk which would last the city at least five years at a cost of$49, 448.00; Option 3 - same as Option 2 with better networking abilities through Ethernet included at a cost of$4,475.00. Ann Meuse introduced Frank Adams, IBM Representative, who answered questions regarding the upgrade. It was explained Mark Szymanski of Purvis Gray& Company, the City's auditors, had provided ongoing consulting advise regarding the matter. A discussion ensued concerning whether to address the problem over the short term and address a long term solution during the 1995-96 budget, or to more thoroughly upgrade the system which would solve problems over the long-term immediately. During discussion it was felt by some commissioners that a thorough upgrade via Option 2 or 3 would ultimately lead to better service for citizens. ROSENBLOOM X SHAUGHNESSY X Motion: Accept recommendation of staff and approve WATERS X Option 3, which included installation of Ethernet at a WE I S S X X total cost of$54,000 pursuant to the memorandum dated FLETCHER X X August 10, 1995(attached hereto and made a - Exhibit B) V V NAME OF COMMRS. MS Y N Minutes, Page 5 August 14, 1995 During discussion, Commissioner Weiss expressed concern relative to the security of the computer room, to which Kim Leinbach, City Manager, indicated the glass exposure would be addressed. The question was called and the vote resulted in 4-1 with Commissioner Shaughnessy voting nay. The motion carried. At this time(8:45 p. m.) a 15 minute recess was called. Following the recess the Commission addressed Item 6B. B. Authorize purchase of computer software for Fire Department John Ruley, Fire Chief, asked for approval to purchase a fire reporting software program that would replace the one that the Fire Department had which was not operational. Chief Ruley indicated the Fire Department had been having major problems with their computer program and, after many hours of research and consultation with Fire Departments that used the system, recommended that a program be purchased from Custom Micro Inc., Jacksonville, Florida entitled"Fire Data Management Systems." It was explained total cost of the system with training would be $8,800.00 and that there was money in the budget which was identified and approved by the Commission. ROSENBLOOM X Motion: Approve purchase of program from Custom Micro SHAUGHNESSY X X Inc.,Jacksonville, Florida entitled "Fire Data Management wE I S S WATERS x x X Systems", for a total cost of $8,800.00 FLETCHER x Following a brief discussion the question was called and the vote resulted in 4-1 with Commissioner Waters voting nay. The motion carried. C. Discussion and related action relative to completion of the renovations at Adele Grage Community Center At this time the question was called on the motion to appropriate funds not to exceed$11,000.00 to complete auditorium renovations in Adele Grage Community Center, which would include new lights, ceiling repairs, and a new unisex bathroom near the front of the auditorium, and the vote resulted in all ayes. The motion carried. D. Authorize Gruhn-May Construction Company to undertake emergency replacement of#2 pump and check valves at "E" V V NAME OF COMMRS. MS Y N Minutes, Page 6 August 14, 1995 sewage lift station at a cost of$5,638.00 Bob Kosoy,Public Works Director,explained that it was necessary to replace#2 pump at"E" Station. He distributed three price quotes that had been received and it was recommended that the bid be awarded to Gruhn- May Construction at a price of$5,638. He explained the work entailed replacement of one T-4 Gorman-Rupp pump and two 4" check valves at"E" Sewage Lift Station located at 799 Mayport Road. ROSENBLOOM X X Motion: Award bid to Gruhn-May Construction Company SHAUGHNESSY X for replacement of one T-4 Gorman-Rupp pump and two WATERS X X 4" check valves at"E" Sewage Lift Station located at 799 WE I S S X Mayport Road at a price of$5,638 FLETCHER X Following discussion the question was called and the motion carried unanimously. E. Schedule interviews with architects for the proposed addition to the Public Safety Building John Ruley,Fire Chief, requested that a time be scheduled for the Commission to select an architect from those that responded to the Request for Proposal for the renovation and addition to the Public Safety Building. It was indicated three proposals had been received: Fleet&Associates, Gee& Jenson, and Michael Dunlap. The City Manager was asked to coordinate the scheduling of interviews. Z City Manager Reports and/or Correspondence Kim Leinbach . . .indicated it was time to schedule workshops to discuss the 1995/96 budget. He indicated staff would like to use overhead projections. The City Clerk was asked to arrange workshops between 6:00 p.m. and 8:00 p.m. . . . reported the city was working in concert with the Teen Council of Neptune Beach and that on August 19, 1995 both teen councils would have a joint activity. . . .reported the U. S. Attorney would present the city with the deed to property on Francis Street. John Ruley,Fire Chief, reported hurricane preparedness meetings with the V V NAME OF COMMRS. MS Y N Minutes,Page 7 August 14, 1995 public had tentatively been scheduled for August 22nd at Fleet Landing, August 23rd at City Hall, and August 24th at Selva Marina. 8. Reports and/or requests from City Commissioners.City Attorney. and City Clerk: Commissioner Shaughnessy . . .requested that legislation regarding ex parte communications with city boards be placed on the next agenda. . . .commended Chief Thompson for his involvement in teaching children to swim. Commissioner Waters expressed concern regarding the issuance of liquor licenses in the city. The City Manager and City Attorney agreed to check into this and report to Commissioner Waters. Mayor Fletcher . . . reported the Teen Council was putting their fall program together. . . .indicated set out rate for recycling was 98 percent for June. There being no further business the Mayor adjourned the meeting at 9:45 p. m. 1011P?xe;-iyxt Lyman T. Fletcher Mayor/Presiding Officer All'lST: /2/0/601.ei,v,i Maureen King City Clerk E Y h►' b'' �- N • p.i -al st==mmkHeywood A. Dowling State Certified Contractor CBC 006834 July 10, 1995 :1 - Kim Leinbach, City Manager City of Atlantic Beach 800 Seminole Rd . Atlantic Beach, Florida 32233 RE : Adele Grage Community Center-Renovations Dear Mr . Leinbach: At the request Mayor Fletcher, I have conducted a study to determine the cost of- A. Restoring the original pine tongue and groove ceiling along with restored air conditioning ductwork, attic insulation, and a general lighting system -and- B. Installation of a new unisex bathroom next to the existing handicap bathroom. The attached data should not be considered a "bid" from my company and does not include compensation in any way for me. It may be relied on, however , as accurate enough, based on known conditions , to serve as a Recommended Budget to fund the above described work. As ABET ' s volunteer Renovation Project Manager, I am offering to manage construction of these two important improvements to the community center as a complement to the final phase of ABET ' s originally planned theater renovation project to be completed by the end of this year . Sinc- -y, / 4e-ywo d Dowling 6/// 1777-77=__...__..:_-__'41-1-.2 ..c_ ..--- .,s. ;:aimss;:.;.;;... y .41#4 New Construction & Remodeling 113 4th Street • Atlantic Beach, FL 32233 • Phone/Fax (904) 246-1833 - ADELE GRAGE COMMUNITY CENTER RENOVATIONS RECOMMENDED BUDGET August 10, 1995 DESCRIPTION AMOUNTS A. Ceiling and Wall Restoration 147e,CD X1 . Electrical- $ 2 , 234 Re-routing of all existing exposed conduit and junction boxes to create a concealed F-- wiring system serving 14 lights , 10 of which are solid brass "Rose Hill" Schoolhouse Pendant fixtures s '_'1•rieG,p, JUrtreterrertEr-Tr-Modification and re-use of 8 ." existing flourescent fixtures . L instead of 10 pendants . 1-T---t..111.0 /��f alt-crnaf-P is dpsi red , Dims===226Me Alternate #1-Add 6 Sconce(wall ) Lights . If thi alternate is desired , ADD $950 2. Air Conditioning- 1 , 190 Restoration of all existing ductwork and grilles to the original ceiling height( 12 ' 4" ) 3 . Attic Insulation- 600 CI) Installation of R-30 InsulSafe III fire / IY \') %!/�, resistant attic insulation(Assumes existing attic il` ` debris to be cleaned out by City AB personnel ) \14. Carpentry- 850 -N Labor and materials to restore all damaged ceiling and wall tongue and groove board 5 . Staining- 1 , 500 Labor and materials to finish all new wood and to strip and refinish various old discolored areas 6. Flooring- 290 ( , Labor and materials to restore water damaged \, U' floor(air conditioner leak) 7. Miscellaneous 500 /, qeio Total Ceiling and Wall Restoration ; .7 0 (+ 6 "Thie2/7 C qc3 I •( (4 .2i°, 6/2 j l •IMMI MN. 111 7/J A' - , , ' 1 - / 01705 7j7'7L, (Continuation of ADELE GRACE COMM. CTR. RENOV. ) DESCRIPTION AMOUNTS B. Bathroom Addition 5-"" 1 . Plumbing- $ 2 , 230 Labor and materials to install 1-white Briggs 4728 Handicap Conserver toilet, 1-white Briggs 6604 Wee Bairn wall hung lavatory, and 1-Delta 520 chrome handicap lay. faucet 2 . Electrical- 125 Labor and materials to relocate ceiling light and switch 3 . Carpentry- 875 Labor and materials to frame a doorwall and install door along with associated trim 4. Staining- 225 Labor and materials to stain all new wood to match the existing 5 . Flooring- 490 Vinyl tile for the new bathroom and replacement carpet for the disturbed bath hall area 6 . Miscellaneous 500 Total Bathroom Addition $ 4,445 73o Prepared by Heywood A. Dowling 20TH CENTURY `�© T, —, �T• lit 4ny < t ��v. THE ROSE CITY ,,, 17a-Am I .13 MODEL=CXB1J ¢ "SCHOOLHOUSE" §T-,., ".4,_::::.: .„w:-,.‘_,..•.,„,;4.--n.:.-,w..,r:l,,.1.i...,—,,,....c4,,7l_,.'�`~ I.l.4T41'°.ft„'S.:..."•V..,..„A._e-.-;t.ka;._, PEI�TDAI�'T ., :-,..7.-..`1-.0i0;*,-y.:f:.-4io:,.-pr0-A:,g44.':k,-44::.r „t-.".I-4f,, . i 1 Our best selling fiyture.This .;,1-. �r '" !% t r,hx ,. fixture has many applications, ",s', both commercial and residential •�� With globes ranging in size from = 12"to 18",itis quite versatile. Shown with shade#0010P-14. 0 .15Will accept any globe with. 6"fitter. MODEL#CXH1J MODEL#C)B1F 1 Shown with shade#0040P-14. Shown with shade#3010P-10. Diameter.14" Diameter.14" Diameter.10" Standard length:36" Minimum length:18" ,- Standard length:36" Standard length:36" Ceiling canopy:5" Minimum length:20" Minimum length:14" Ceiling canopy:5" - Ceiling canopy:5'. (All dimensions include shade) Fitter.6" Fitter.4" Accepts one 300-watt bulb. Accepts 300-watt bulb. �. THE JEWELL • - -- MODEL#WXV1E THE FRENCHGLEN - N � I ELECTRIC WALL BRACE= MODEL#WXV2E �I+ '` ' I TWO-ARM WALL BRACKET iditlik.• {1 <Always our most popular wall fi>.�ture.- i .. �` 4' Shown with shade#1510E. ''� . �_. ' Shown with shade#122CE. r� � ,' „ .� 1 /i 1 y - ��i f �•l `• .- 1. Projection:7" Projection:6 f �� T' Height 8",Width:4" 011Height:10",Width:10" + / ` . • ' - Wall canopy:4">.6" Wall canopy:4"x 6" ; J ; : 1F ; >s �z (All dimensions include shade) (All dimensions include shades) l Can be installed up or down. Can be installed up or down. .. __- -, _-",. 4.,-,---,_ . - � vo _ THE LOMBARD 'air m MODEL=CXC1F -:-: ; . ,_-_._... _ - SINGLE-SHADE FIXTURE 110 .16, : Shown with shade#340S0.Will accept any 300-series shades(4"fitter). MODEL#IXC1E MODEL#CXC1F MODEL#IXClJ I .--a,„-4,4-.. ?-L7,5,.,a"�., z. I Diameter.8" •' - . . Shown with shade#1550P. Shown with shade Shown with Made#0010P-12. -,_,-re.., a Length:12" ,. Diameter.6" 4301OP 8. Diameter 12" , II � -;*4-. 4 Ceiling canopy:5" =K Length:8" Diameter.8" Length:14" x *,� 5 (All dimensions include shade) Ceiling canopy 5" Length:10" Ceiling canopy:5" �*- Available with damp location label Fitter 21/4" Ceiling canopy:5" Fitter.6" =` for porch installations(see page 43). Finer.4" Accepts 150-watt bulb. ...in case you were wondering, the fixtures and lamps in our catalogue are named either for Oregon towns or for Portland neighborhoods and streets. We, like most Oregonians,tend to be insufferably provincial. Our emphasis on early 20th century lighting is a direct result of our Portland roots. Portland was booming in the early 20th century, and we have a wonderful large stock of foursquares, bungalows, colonials, and other provincial houses. We have a lovely city and we are located in a beautiful part of the world. We would welcome your visit to our retail store. See our lighting fixtures up close, and wander through our huge showroom of furniture, decorative accessories and house I jewelry and parts. I Open Monday through Saturday. 9 to 6: Sunday. Noon to 5 • 1100 S.E. Grand Avenue, Portland. Oregon 97214 11irti !1 >:U+ris ccc��t I00-‘‘.ill hullx. 1 ?'st:;`r.Ju! L.L,S,i.D. �� REJUVENATION LAMP &FIXTURE CO. Di l 20TH CENTURY _ __ THE AINSWORTH •• rx�' , _;P ', ,y4. TP : 4' 1`MODEL=CXV4K-C - h LARGE BOWL SHADE FIXTURE �! L,,., Appropriate for larger dining and living rooms.as well c IIS as commercial and public building applications. t, Available with shade#008CE only(order separately). 0 t. Diameter.23" ,�i' t MODEL#CX1'1J Standard length:33" ! t N. ., Minimum length:15" Shown with shade#016CE. i Ceiling canopy:10" Diameter.15" (All dimensions include shade) I 4 Length:15" Ceiling canopy:10" • Accepts four 100-wan bulbs- / r .: Fitter.6" Special note The heavy-gauge chain is plated. ' _ _ Accepts 300-watt bulb. Therefore,this future is unavailable in verde antique % xj' or unlacquered polished brass. ...,"-,.,0' • .4� THE THE - A -- JACKSON PARK ABERNETHY • - `, la ct MODEL=CXN1J MODEL--t-CXY4K i , \i_ SINGLE PENDANT LARGE BOWL . This fixture's substantial SHADE FIXTURE • construction is well suited for Appropriate for larger dining V many courthouses,libraries, and living rooms,as well as 1 and the like. commercial and public A Shown with shade#016CE. building applications. \ Will accommodate any of our Available with shade#008CE - \ \ • 4., \ kr globes with a 6"finer. only(order separately). s Diameter.15" Diameter.23" - \ ,, 1: Standard length:38" Standard length:32" �. 4 — Minimum length:23",--,.• I Minimum length:24" (--,,I - Ceiling canopy 10" :' Ceiling canopy:10" 'e (All dimensions include shade) (All dimensions include shade) • �i Accepts one 300 wan bulb. Accepts four 100 watt bulbs. • ::;i*n'4iv8 1s THE .. "7 can't stand a naked light bulb,any more than PETTYGROVE I can stand a rude remark or a vulgar action. " MODEL=CBX1S BOWL SHADE —Tennessee Williams, FIXTURE _ A Streetcar Famed Desire Shown with shade#O15CE.Will accept any shade with a 12" fitter and a center hole. :� ��4 THE MONTAVILLA Diameter.l4" ' . ,e _ MODEL=CXX 1 S Standard length:26" -f es '` ;t- -. ---_---v,-4,..,:s: i::- ,..r' BOWL SHADE FIXTURE Minimum length:l6" T = �..�.,,�... r: ..1oas 0..- Ceiling canopy:5" _ . ?ti kilpropriate for to ceilings. g P. $, r (All dimensions include shade) fir,- d` Shown with shade=01-iCE.Will accept any "rte .1 shade with a 12' `:ter and a center hole. Accepts three 100-wan bulbs. fAktv. -': , �.` qi _ z, �,y Diameter:14" Length S",Ceiling pan:14" Shown in brushed bras finish _ s rY r,1,, y , (All dimensions include shade) r-•j See page 42 for info,-=nation on y,,,- r sx�Ay-:r;`.7-il \cce pts two 60-�.a:1 bulbs. _ I .''a�-S • *,-i-4., y 1 t : - otherfin:s.tes. _ z .s.f. r;wa�� z� :�`, � ;mat'.- � � : Q r --f RE-)IJVENATION LAMP & FIXTURE CO. 11 1 ; Fxh; t 8 CITY OF "iticuttie EC4 - eCvuda �3 800 SEMIINOLE ROAD ATLANTIC BEACH, FLORIDA 32233-544 --, ' TELEPHONE(904) 247-5800 FAX (904) 247-5805 MEMORANDUM Date: August 10, 1995 To: Kim Leinbach, City Manager From: Ann Meuse, Finance Director Subject: Upgrade AS-400 As you are aware, the City has known for some time that the AS-400 would need to be upgraded to handle the volume of City transactions. The system was initially purchased to handle quarterly billing of 24,000 bills a year. When the City converted to monthly billing it increased the number of utility bills to 84,000, an increase of 250%. In addition to the demands placed on the system by the utility conversion, the city has added several new users; such as the Deputy City Manager, Buccaneer Plant, City Clerks network system, Assistant Director of Public Works, Building Department Secretary as well as three additional users in the Finance Department. The system presently supports 60 users which also includes printers. Fire, Police and Atlantic Beach Sewer Plant are scheduled to come on-line next year. Attached is a rough diagram of the system and users. Mark Szymanski of Purvis Gary & Company, the City's auditors, has provided ongoing consulting advice on the City's computer system. Based on his recommendation last year, the City postponed the upgrade of the AS-400 to take advantage of price reductions in the computer industry. In order to manage the City's available disk space, any program which could be removed from the system was removed as well as all source code and even something called "journalizing" which is an internal data check. As Mark stated last year, "as long as the City could remain at less than 90% disk space, the system could operate without affecting performance." Unfortunately, on July 22, 1995 the City loaded a necessary update to its software which pushed the disk space to 94% and the system shut down. By signing off users and removing programs, the City was able to bring the disk space down to 90% and get the system running. But I have been informed by HTE that the City will not be able to open the next fiscal year, which must be opened by October 1 'st , because there is not available disk space. Attached are three proposals from IBM to upgrade the AS-400, all at state contract prices. Option 1 is not under consideration because the disk space will be at 62% on the date of ��I Memo Page 2. installation which does not leave much room for growth. Mark Szymanski has reviewed Option 2 and Option 3 and found them acceptable. Attached is a letter from Mark with his recommendation. I would like to suggest Option 3 in that it provides increased disk capacity at a minimal cost as compared to Option 2. IBM has a very aggressive lease purchase program with a 36 month lease at 4.22%. The lease purchase of the AS-400 has been included in the 1995/1996 budget. According to discussions with IBM, the City could enter into a lease purchase agreement now and bring the equipment on line by mid September, which would enable the opening of the new fiscal year October 1 . The first lease payment would not be due until October, so there would be no financial impact this fiscal year. Due to the urgency of the situation, I am requesting authorization from the City Commission to purchase the Option 3 upgrade of the AS-400 by a 36 month lease purchase with IBM at the stated 4.22% interest. The IBM representative, Frank Adams, will be available at the Commission meeting monday night to answer any questions regarding the upgrade. International Business Machines Corporation IBM United States P.O. Box 19200 • Jacksonville, Florida 32245-9200 904/928-4500 August 7, 1995 Ms. Ann Meuse Finance Director City of Atlantic Beach City Hall Atlantic Beach, FL 32250 Dear Ann: This letter will confirm the costs to upgrade your installed AS/400 and Data network. In addition, I have included IBM's Installment Payment Agreement as a payment option for your purchase. OPTION 1 - AS/400 Upgrade with Mirrored Disk • Increased processor performance (2.2 to 6.2) • Increased disk capacity (2.5GB to 4.0 GB) • Mirrored main memory - approx. 62% utilized • Additional main memory (from 32MB to 64MB) • 2.5GB 1/4 tape cartridge • Ethernet Adapter • Uninterruptible Power System (UPS) • 6 dail-in ports Description Purchase Price 9404 Processor Upgrade $32,880.00 9910 UPS with extra Battery Pack 1,270.00 5763 Software upgrades 2.316,00 S 36.466.00 Installment Payment Agreement Monthly Payment 36 Month Term (4.22%) $ 1,080.19 48 Month Term (4.47%) 831.06 60 Month Term (4.61%) 681.66 OPTION 2- AS/400 Upgrade with RAID Disk Same features as Option 1 with the following exceptions • Increased disk capacity (2.5 to 6.91 GB) • Combination Mirrored & RAID Disk - approx. 36% utilized EH219951 1 Ms. Ann Meuse August 7, 1994 Page 2 Description Purchase Price 9404 Processor Upgrade $43,943.00 9910 UPS with extra battery pack 1,635.00 5763 Software upgrades 2.316.00 $47.894.00 Installment Payment Agreement Monthly Payment 36 Month Term (4.22%) $ 1,418.71 48 Month Term (4.47%) 1,091.50 60 Month Term (4.61%) 895.29 OPTION 3 - AS/400 Upgrade with RAID Disk Same features as Option 2 with the following exceptions • Increased disk capacity (2.5 to 7.84GB) • Combination Mirrored & RAID Disk approx. 32% utilized • Description Purchase Price 9404 Processor Upgrade $45,497.00 9910 UPS with extra Battery Pack 1,635.00 5763 Software upgrades 2.316.00 1_49.441L02 Installment Payment Agreement Monthly Payment 36 Month Term (4.22%) $ 1,464.75 48 Month Term (4.47%) 1,126.92 60 Month Term (4.61%) 924.34 After further discussion with Chief John Ruley, Carolyn Thomas and Mike Austin, it was recommended to connect the existing personal computer network in the Police Fire Building using fiber to the clerks network in City Hall. The AS/400 would attach to this network through the new Ethernet Adapter. The AS/400 Client Access Program, which is part of the upgrade, would be installed on any personal computer that would need AS/400 connectivity. In addition, we discussed the replacement of the old 5294 Remote Controller at the Public Works Department with a personal computer Ethernet Network. By using this method of communication the City would be implementing the beginning of a Wide-Area Network (WAN) where anybody would be able to "talk"to anybody including the Internet. The IBM Hardware/Software costs to implement the Wide-Area-Network are: EH219951 2 Ms. Ann Meuse August 7, 1994 Page 3 2210-12E Router (Public Works) $1,596 5765-368 Software 216 2210-12E Router (City Hall) 1,796 5765-368 Software 240 8224-001 Ethernet HUB 627 $4,475 The City would provide the digital telephone line, CSU/DSUs (2) and personal computers with Ethernet Adapters. Finally, we discussed the requirement to dial-in to the network and AS/400. I configured a 8235 networking device with 3 modems (can handle up to 8). This device makes your remote personal computer look like you are attached to the local network. If the city installs this machine, then the 6 dial-in ports on the AS/400 would be removed ($1,277) and the need for a new 5394 remote controller at Public Works would be eliminated . 8235-032 Ethernet Unit with 3 Modems $4,687 To implement the above upgrades, I estimate the following professional services should be included in the project: Install new software on AS/400 Install Client Access Software on personal computers (20 persomal computers) Install and configure Routers (2210) Install and configure dial-in networking device (8235) (for 5 personal computers) If you have additional questions, please do not hesitate to call me at 739-1779 Sincerely, Frank Adams Authorized Agent EH219951 3 AUC- 1 ©-95 14 : 21 FROM : PURVIS CRAY AND COMPANY ID: PACE 2 • t Purvis Gray 8. Company Memo To. Ann Meuse, City of Atlantic Beach From: Mark Szymanski, Purvis, Gray & Company 1�S Re. AS/4(10 and network upgrade Date August 10, 1995 I have reviewed the letter from Mr. Frank Adams dated August 7, 1995, and the attached IBM configuration reports. The suggested configurations are consistent with the City's plans to expand its data processing capabilities and previous recommendations we have made to the City. The plans for networking the water plant, public works, sewer, fire, police and parks locations appear to be well constructed. Either the second or third option should suffice, and while more expensive, provide the City with a high degree of protection against disk failure and increased growth potential. • Certified Public Accountants P 0 Box 23999 • 222 N.E 1st Street • C_,aine4vitle_ Flnrlrta I,rn': . ran,) i>n 1.41".1 . r 21►a17 Aex•,. ACM.ni J:C l \ "'4•c / I �fvEK �-.tRKSt itEc v ,..•••1..►CEiF,,� FS - F14.4. SERVEec, .'5394 \ Zl �1 CT/ ClE[KS C'TLRQbcflciT Csk/�,1 X3 - -_ csw 67t .2 Csk/bsu l f 14.1. . 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