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12-19-94 v CITY OF ATLANTIC BEACH PLANNING WORKSHOP DECEMBER 19, 1994 AGENDA 1 . Discussion relative to proposed Capital Improvement Projects 2. Discussion relative to long range planning for parks 3. Discussion relative to a fence located on a city right-of- way at the southwest quadrant of 18th Street and Ocean Boulevard 4. Any other business Adjournment MINUTES OF THE CITY COMMISSION PLANNING WORKSHOP HELD IN CITY HALL CONFERENCE ROOM ON MONDAY, DECEMBER 19, 1994 PRESENT: Lyman T. Fletcher, Mayor Steven M. Rosenbloom Suzanne Shaughnessy J. Dezmond Waters, III, and Robert G. Weiss, Commissioners AND: James R. Jarboe, Deputy City Manager Ann Meuse, Finance Director Robert Kosoy, Public Works Director Tim Townsend, Chief Plant Operator, Atlantic Beach Harry McNally, Chief Plant Operator, Buccaneer Don Ford, Building Official/Code Enforcement Officer Alan C. Jensen, City Attorney Mayor Fletcher called the meeting to order. 1. Discussion relative to proposed Capital Improvement Projects Jim Jarboe presented a list of equipment and water and sewer capital improvement projects which needed to be undertaken during fiscal year 1994/95. (A copy of Mr. Jarboe' s handout is attached hereto and made a part hereof) . Tim Townsend and Harry McNally explained the nature and scope of the various projects. They explained the problems which they had experienced and identified those environmental projects which could result state fines if not undertaken. In response to a question from Commission Weiss regarding projects which needed to be undertaken as a result of state regulations, Mr. McNally explained the Buccaneer area was experiencing considerable development and pointed out that state regulations require that the city be in the design stage for future expansion when plants reached 85% of capacity. He noted that Buccaneer wastewater treatment plant had reached the 85% level, hence the need for the proposed expansion. He also pointed out the city had been cited twice in connection with problems with the chlorine alarm system at the Buccaneer water plant and it was important that this problem be rectified. In discussion relative to the Atlantic Beach water plants, Tim Townsend explained there was no back-up system which could take over in the event one of the water wells was out of service; however, he indicated this did not present any regulatory threat at this time. Discussion ensued regarding the catwalks at the Buccaneer wastewater plant and Mr. McNally explained the metal was rusting out and was becoming a safety hazard. He indicated a considerable amount of money had already spent on repairs and patching and he Page Two Minutes - Commission Workshop December 19, 1994 recommended replacing the catwalks with a non-corrosive material, and indicated there were several such projects on the market. Discussion ensued regarding the procedure used by the City Commission to determine the projects to be undertaken and Commissioner Rosenbloom felt the commission needed to rely more on staff. He felt they had the expertise and practical experience to determine which projects should receive the highest priorities. Commissioner Weiss agreed and indicated that while he had found staff to be honest in the past, he would continue to demand honesty, and he would not be concerned with them recommending projects based on their own self interest. He felt staff should make the recommendations and the City Commission should set policy. Commissioner Waters felt the City Commission was elected to be responsible and it was his opinion that the ultimate responsibility rested with the City Commission rather than with staff. Commissioner Shaughnessy indicated that while she had a lot of faith in staff, she agreed with Commissioner Waters that the City Commission was ultimately responsible. Mayor Fletcher expressed confidence in city staff but felt their recommendations should be closely examined. A lengthy discussion ensued regarding the proposed plans to hire a financial advisor and the question arose as to whether the city should identify the projects to be undertaken and then seek the assistance of a financial advisor to identify the best method of paying for those projects, or whether the financial advisor should be engaged first to recommend the level of debt the city could comfortably handle, and then tailor the projects to fit within that scope. Following further discussion Ann Meuse was directed to engage someone, for a fee, to advise relative to the amount of money the city could likely borrow. An additional workshop was scheduled for January 17, 1995 to discuss the capital improvement projects further and it was agreed to invite this individual to report to the City Commission at that time. It was agreed the fee for this service would be within the scope of expenditure already approved for the City Manager. 3. Discussion relative to a fence located on a city right-of-way at the southwest quadrant of 18th Street and Ocean Boulevard The Mayor referred to a letter from Dan and Karen Arlington requesting permission to allow their fence to remain at its current location. Don Ford reported that the fence was on city property and had been constructed without a permit. He indicated he had spoken with Mr. Arlington several times and had advised him that the fence was in violation of city codes and he had requested that the fence be removed. Page Three Minutes - Commission Workshop December 19, 1994 In response to a question from Commissioner Shaughnessy, the City Attorney advised the city code provided no means to grant either an exception or variance in this instance. He also pointed out that in recent years the city had had a parking committee working to identify additional parking spaces along city right-of-way and he felt this would lead to many problems in the future and strongly advised against allowing the fence to remain. Commissioner Waters felt the fence was an improvement to the neighborhood and felt it should be allowed to remain. Commissioner Weiss felt that in addition to being a violation of city codes, the fence created a safety hazard and he was opposed to allowing it to remain. In other business, the matter of charitable donations was further discussed and it was felt that the ordinance should be reviewed with a view to providing a means to make inter-governmental donations. The Mayor indicated the report on the Fire Department impasse had been received from the Special Master. Jim Jarboe indicated that if both parties accepted the report, then the impasse would be settled but if both parties did not accept the report the impasse would remain. He indicated he had heard nothing from the Fire Department in response to the report. There being no further business to come before the Commission, the Mayor declared the meeting adjourned. Maureen King City Clerk atra (t cJ Jc-s&,c,(, WATER AND SEWER CAPITAL IMPROVEMENTS ESTIMATE A. Needed Equipment Expenditures for Fy 94/95 (Per the Commission's direction, some previous projects in Fy 94/95 have been moved for future funding consideration) . Pick-up Truck AB Water 12,500 . Electric Valve Wrench AB Water 5,000 . Utility Truck with Crane AB Water 21,500 . Tractor (4x4) AB Water 40,000 . Portable Large Meter Tester BUC Water 4,000 . Fence for WTP #4 BUC Water 5,000 . Pneumatic Valve Wrench BUC Water 4,500 . Pickup Truck for Meter Readers BUC/AB Water 10,000 . Roll-on Roll-off Sludge Tr. AB Sewer 60,000 . Lift Stations Valve Replace. AB Sewer 27,500 . Pick-up Truck AB Sewer 10,000 . Miscellaneous Sewer Plant Equip. AB Sewer 7,500 . Replace Clarifier Weirs BUC Sewer 34,500 . Upgrade Elec. Service BUC Sewer 35,000 . Influent Flow Meter BUC Sewer 8,500 . Truck BUC Sewer 10,000 . Controls BUC Sewer 9,500 . Blower BUC Sewer 6,500 . Lab Equip. BUC Sewer 4,000 . Screen for Surge Tank BUC Sewer 40,000 . Tri-pod Safety Harness BUC Sewer 6,000 . Oder Control BUC Sewer 8,000 Total-----$379,500 1 . Importapt Projects which should begin in Fy 94/95 3.0 MGD Expansion AB Sewer 4,293,754 Sewer Plant (add on) AB 600.000 4,893,754 Master Wetwell BUC 200,000 (Wetwell add on included) 0.65 MGD Expand.BUC Sewer 1,115,000 Enlarge/Rehab. WTP#3 BUC Water 550,000 AB New Well Project Plans & Spec WTP #2 -25,000 New Well at WTP #2 -75,000 100,000 Sewer Main Maint. AB Sewer 303,000 Steel Catwalks BUC Sewer 190,000 Cantebury Court Upgrade Sewer 75,000 Total $7,326,754 C. Needed Capital Improvement Projects in Priority Order AB-BUC Water/ Meter Project Encoded Water Meters AB 143,000 Water Main Install. AB 850,000 Encoded Water Meters BUC 125,000 Commerical & Replacement 208,000 $1,326,000 Oak Harbour W&S Project Water Mains Oak Harb. 500,000 Sewer Rehab. Oak 700,000 Encoded Water Meters OAK 31.600 $1,231,600 Water Distribution Project Water Distri.Sys.Mayport Rd. BUC 300,000 (Includes 100,000 from fy 94/95) Water Trunk & Loop AB 1,250,000 1,550,000 Sewer Mains Project Sewer Main Rehab.AB Sewer 2,604,500 (Includes Project Design) Sewer Main Rehab. Buc. 600,000 3,204,500 AB/BUC Lift Stations Project Buc. Lift Sta. 120,000 Park St. Lift Sta. AB 40,000 Stewart St. Lift Sta.AB 40,000 Fairway Villas Lift Station AB 45,000 $245,000 • Bch. Ave. W&S Project Bch. Ave. Water 337,293 Beach Ave. Sewer 456.815 $894,108 Force Mains to Sewer Plant AB 150,000 AB Water Tank Project Land for Water Tower AB 150,000 Water Tank AB 375.000 $525,000 City Property Meters AB 50,000 Corrosion Reduct.WTP1 AB 30.000 Cost $9,206,208 D. Available Funding Barnett Loan $4,929,754 Fy 94/95 Revenue 571,000 $4,500,754 E. Total Cost 379,500 Equipment Expenditures 7,326,754 Fy 94/95 Projects 9.206,208 Needed Projects $16,912,462 F. Other . Sludge Management (Reserve Cont.) 1,500,000 . Buc. Generator (wwtp) (Operating) 110,000 . Standby Lift Sta. Gen. BUC(Operating) 40,000 * All estimates base on Staff, Consulting Engineers and Water and Sewer Committe review. CITY OF ATLANTIC BEACH 7: 15 PM, MONDAY, DECEMBER 19, 1994 SPECIAL CALLED MEETING AGENDA 1 . Call to order 2. Authorize expenditure from Commission Contingency to hire a facilitator to assist in the development of parks and recreation plans (Mayor Fletcher) 3. Authorize presentation of historic programs by the Beaches Historic Society, and approve compensation therefor (Commissioner Rosenbloom) 4. Any other business Adjournment MINUTES OF THE SPECIAL CALLED MEETING OF ATLANTIC BEACH CITY COMMISSION HELD ON MONDAY, DECEMBER 19, 1994 PRESENT: Lyman T. Fletcher, Mayor Steven M. Rosenbloom, J. Dezmond Waters, III, and Robert G. Weiss, Commissioners AND: James R. Jarboe, Deputy City Manager Alan C. Jensen, City Attorney Maureen King, City Clerk In the absence of the Mayor (who entered the meeting a few minutes late) , the meeting was called to order by Mayor Pro Tem Waters. Agenda Item #3 was taken out of sequence and acted upon first. 3. Authorize presentation of historic programs by the Beaches Historic Society and approve compensation therefor Commissioner Rosenbloom indicated the Beaches Area Historic Society (BAHS) served the entire beaches area and was a benefit to the community. While city ordinances would prohibit making a charitable donation to this organization Commissioner Rosenbloom suggested that the city contract with BAHS to present a historic slide show for a fee of $500.00. The indicated funds would be available from monies saved on the recent purchase of a motorcycle for the Police Department. The Mayor suggested Commission Contingency would also be an appropriate source of funds. It was moved by Commissioner Rosenbloom, seconded by Commissioner Waters and unanimously approved to authorize expenditure of $500.00 from Commission Contingency to compensate the Beaches Area Historic Society for the presentation of a historic slide show. In further discussion it was agreed to review city ordinances relative to charitable donations to see whether this section of the code should be amended. 2. Authorize expenditure from Commission Contingency to hire a facilitator to assist in the development of parks and recreation plans Mayor Fletcher reported that at a recent meeting the Recreation Advisory Board had decided to hold a planning charette. It was their intention to hold this all-day planning session on a Saturday and they had requested that the City Commission authorize expenditure to cover the cost of a facilitator to assist the board with their task. It was moved by the Mayor, seconded by Commissioner Waters and unanimously approved, to authorize expenditure up to $1,000.00 to cover the cost of a facilitator and provide lunch for the Saturday work session. Page Two Minutes - Special Called Meeting December 19, 1994 In further discussion, the Mayor invited City Commissioners to attend the charette. Jim Jarboe reported that Carl Walker could not be in attendance, but had requested that the charette be held following the hiring of the new Recreation Director. The Mayor indicated that the charette had been tentatively scheduled for January 14, 1995, but hoped it would be possible to have the new Recreation Director attend even if not yet officially on the job with the city. Commissioner Weiss requested that Laura D'Alisera from the City of Jacksonville Parks & Recreation Department be invited to either participate or to serve as the facilitator. Other suggestions for facilitator were Jim Seroka of the University of North Florida and City Manager Kim Leinbach; however, it was agreed to leave the final selection of the facilitator to the Mayor. Commissioner Rosenbloom suggested interested citizens should also be invited to participate and the other commissioners concurred. 4. Any other business There being no further business to come before the City Commission, the Mayor declared the meeting adjourned at 7:40 PM. 7- :: ------ Lyman T. Fletcher MAYOR ATTES T: Ma reen King CITY CLERK