09-24-90 v CITY OF ATLANTIC BEACH
REGULAR MEETING MONDAY, SEPTEMBER 24, 1990
AGENDA
Call to order
Invocation and pledge to the flag
1. Approval of the minutes of the regular meeting of September 10, 1990
2. Recognition of visitors:
3. Consent Agenda:
A. Approval to reduce Change Order #19 relative to Lift Station No.
1 and 2, Section H in the amount of $4,600 (Bob Kosoy, Public
Services Director)
4. Committee Reports:
A. Chairman of the Awards Committee, Commissioner Glenn Edwards with
a report and recommendation relative to land clearing and
grubbing of Donner Park
5. New Business:
A. Public hearing on proposed budget for Fiscal Year 1990/91
B. Status report relative to property & casualty insurance (Al
Rodriguez, Insurance Consultant)
C. Status report on new city hall (Tom McNett, Clement Rumpel,
Goodwin and John Adcox, Adcox Construction)
D. Recommendation from Recreation Advisory Board concerning little
league (Chairman, Don Fagan)
E. Discussion and related action relative to computer software for
the Police Department (Police Chief Thompson)
F. Appointments to fill vacancies on Code Enforcement Board (Maureen
King, City Clerk)
G. Discussion and related action relative to approve the increase
of change order #20 in the amount of $44,750 relative to
construct a box culvert in Section H (Bob Kosoy, Public Services
Director)
6. Action on Resolutions:
A. Resolution #90-16 setting the millage rate for FY 1990/91
B. Resolution #90-17 adopting an operating budget for Fiscal Year
1990/91
7. City Manager reports and/or correspondence:
8. Mayor to call on City Commissioners, City Attorney and City Clerk:
Adjournment
MINUTES OF THE REGULAR MEETING OF THE ATLANTIC BEACH CITY COM—
MISSION HELD IN CITY HALL AT 7:15 PM ON MONDAY, SEPTEMBER 24, 1990 V V
O O
PRESENT: William I. Gulliford, Jr. , Mayor T T
Robert B. Cook, Sr. E E
Glenn A. Edwards D D
Adelaide R. Tucker
John W. Weldon, Commissioners
M S
AND: Kim D. Leinbach, City Manager 0 E
Alan C. Jensen, City Attorney T C
Maureen King, City Clerk I 0 Y
NAME OF ONEN
COMMRS. N D S 0
The meeting was called to order by Mayor Gulliford. The invocation,
offered by Commissioner Cook, was followed by the pledge to the
flag.
1. Approval of the minutes of the regular meeting of September 10,
1990 Cook x x
Edwards x
Motion: Approve minutes of the regular meeting of September Tucker x x
10, 1990 Weldon x
Gulliford x
No discussion before the vote. The motion carried unanimously.
* * * * * * * * * *
Mayor Gulliford confirmed that each Commissioner had received a copy
of a letter from Mr. & Mrs. Semidey relative to legal notice they
had received from the city regarding unsanitary conditions at their
rental property in Royal Palms. Mr. & Mrs. Semidey had requested a
hearing but since their tenant had not been notified, action on the
matter was deferred and the City Manager was instructed to notify
the tenant of the proposed hearing at the meeting on October 8,
1990.
* * * * * * * * * *
2. Recognition of visitors
Don Wolfson, 1725 Beach Avenue, reported that the Comprehensive Land
Use Plan had been reviewed by the Community Development Board at its
last meeting. He said he felt the document should be nearing
completion but that it still contained many errors and he questioned
whether the consultants who were working with the city on this
project were capable of completing it on time. Mr. Wolfson pointed
out that failure to submit the completed plan on time would result
in the loss of state revenue to the city. After brief discussion on
the matter it was agreed the City Manager and Community Development
Director would meet with representatives from Gee & Jenson and a
tentative meeting between the Community Development Board and the
City Commission was scheduled for Monday, October 1.
•
PAGE TWO V V
MINUTES NAME OF
SEPTEMBER 24, 1990 COMMRS. MSYN
Della Koenig, 780 Redfin Drive, complained of the neglected
condition of the vacant lot adjacent to the Royal Palm theatre and
Don Ford, Code Enforcement Officer, said he had notified the owner
of the property but had received no response. It was pointed out
monies had been budgeted for lot clearing in FY 1990/91 and the
Mayor suggested, since the city would be reimbursed for any land
clearing undertaken, if the budget amount was insufficient it may be
possible to use a portion of the rainy day funds. The City Manager
said a formal request would be made to the City Commission before
this action would be taken.
3. Consent Agenda:
A. Action to approve Change order No. 19 relative to lift stations
1 and 2 in Section II, representing a reduction of the contract
price in the amount of $4,600 Cook x
Edwards x
Motion: Approve passage of Consent Agenda Tucker x
Weldon x
No discussion before the vote. The motion carried unanimously. Gulliford x
4. Committee Reports:
A. Commissioner Edwards, Chairman of the Awards Committee, with a
report and recommendation relative to land clearing and
grubbing of Donner Park.
Commissioner Edwards reported two bids had been received for the
land clearing and grubbing, both of which were in excess of the
budgeted amount. The committee felt the high bids were due to the
depth of grubbing required and it was their recommendation the city
accept the bid of Barcorp, Inc. in the amount of $7,999.00.
Cook x
Motion: Accept the recommendation of the Awards Committee and Edwards x x
award bid for land clearing and grubbing in Donner Tucker x
Park to Barcorp, Inc. in the amount of $7,999.00 Weldon x x
Gulliford x
In discussion before the vote, the Mayor asked that the bid mailing
list be included in agenda packets when the City Commission is asked
to award a bid. The question was called and the motion carried
unanimously.
5. New Business:
A. Public hearing on proposed budget for fiscal year 1990/91
Mayor Gulliford reported the proposed millage of 2.6624 represented
a 4.63% increase over the rolled back rate of 2.5513 mills and 2.79%
increase over the existing millage over FY 1989/90. He opened the
floor for a public hearing and invited comments from the audience.
PAGE THREE V V
MINUTES NAME OF
SEPTEMBER 24, 1990 COMMAS. MSYN
William McGee, 1831 Selva Marina Drive, commented that comparison of
the beginning and ending balances would appear to indicate the city
was over spending. The Mayor explained this was not the case and
that the advertisement was somewhat confusing but it was in
accordance with state requirements. William Ryszykow, 535 Royal
Palms Drive, cited outside entities such as the Neptune Beach
shopping center which had been allowed to connect to Atlantic Beach
sewer system, and Hanna Park which had had preliminary negotiations
with the city some time ago regarding connecting to Atlantic Beach
sewer system, and said he thought the city should say "No" to such
requests. Mayor Gulliford explained the Neptune Beach facility was
paying 150% of Atlantic Beach rates and there were no ongoing
negotiations with the City of Jacksonville to connect the Hanna Park
campground to Atlantic Beach system.
Mayor Gulliford said the City of Jacksonville was encouraging the
City of Atlantic Beach to become a regional facility and treat the
entire area north to the village of Mayport. However, this would be
a major undertaking between the City of Jacksonville and Atlantic
Beach and would not be undertaken in the foreseeable future.
Since no one else wished to speak to the matter the Mayor declared
the public hearing closed.
B. Status report relative to property and casualty insurance
Al Rodriguez of Rodriguez Consulting Group said his firm had
reviewed the bids received for the city's insurance needs and
presented a letter which summarized the insurance markets and their
efforts on behalf of the city. He reviewed at some length their
recommendations which are contained in their letter dated September
21, 1990, and Exhibits I and II which are attached hereto and made a
part hereof. He explained that the property values had been
increased by 33% over last year but premiums had increased only a
very small amount. He recommended the city accept the option of
assuming a $2,500.00 deductible in its Workers Compensation
insurance which would reduce the premium by $21,000 and which would
result in actual savings of $12,000 to $14,000.
Mr. Rodriguez said the cost of increasing the present limits of
liability from $300,000 to $1,000,000 would be in the neighborhood
of $30,000. He said they had received poor response to the request
for flood insurance and it was their recommendation the city
continue to seek prices for this coverage. It was determined the
amount budgeted was about $7,000 short if the city wished to
increase the liability limits to $1,000,000.
Discussion ensued regarding the advisability of increasing the
liability limits to $1,000,000 and it was pointed out claimants
would have to petition the Legislature for claims in excess of
$300,000. Following discussion, Commissioner Weldon moved as
follows:
PAGE FOUR V V
MINUTES NAME OF
SEPTEMBER 24, 1990 COMMRS. MSYN
Cook x x
Edwards x
Motion: Authorize expenditure for insurance coverage as Tucker x
recommended by Rodriguez Consulting Group and leave Weldon x x
the liability limits unchanged at $300,000 Gulliford x
In further discussion Commissioner Tucker asked whether the
liability limits for law enforcement and automobile coverage could
be increased and Mr. Rodriguez was asked to check into this along
with flood insurance, and report back. The question was called and
the motion carried unanimously.
C. Status report on new City Hall
Tom McNett from the architectural firm of Clements, Rumpel, Goodwin,
reported the slab and steel work for the administration building is
complete. Work has commenced on the foundation for the Commission
Chamber. He said the project was about three or four weeks behind
schedule but he felt the project would be brought to completion in
February as scheduled. He said the contractor had poured the slab
in small sections which took longer but resulted in a better quality
job. In response to a question from Commissioner Weldon regarding
the columns Mr. McNett said he would contact Commissioner Weldon and
they could inspect the columns together. Mr. McNett agreed to
provide monthly progress reports to the City Commission.
D. Recommendations from Recreation Advisory Board concerning
Little League
The recommendations of the Recreation Advisory Board were presented
by Chairman Don Fegan and were acted upon separately. The board
recommended a sign recognizing that Atlantic Beach teams won
District, State and Regional Championships and placed fifth in the
National Championships in 1990, be placed high on the backstop fence
at Russell Park. This sign would be provided by the Atlantic Beach
Athletic Association and there would be no cost to the city.
Motion: Authorize sign to be placed in Russell Park as Cook x x
requested for a period of two years, subject to a Edwards x
definite proposal regarding size, cost and plans for Tucker x
maintenance of the sign Weldon x x
Gulliford x
No discussion before the vote. The motion carried unanimously.
The board had also requested permission to paint on the eastern wall
of the concession stand the name "Hard Ball Cafe, Atlantic Beach,
Florida." City staff had expressed the opinion that this could be
infringing on the Hard Rock Cafe trade mark and after brief
discussion of the matter, Commissioner Edwards made the following
motion:
PAGE FIVE V V
MINUTES NAME OF
SEPTEMBER 24, 1990 COMMRS. MSYN
Cook x
Edwards x x
Motion: Deny the request to paint the name Hard Ball Cafe on Tucker x x
the concession stand Weldon x
Gulliford x
No discussion before the vote. The motion carried unanimously.
The third request was to authorize Atlantic Beach Athletic
Association to grass the infield of the baseball diamond in order to
help sponsor a state tournament at Russell Park next summer. They
also asked that the city agree to extend the present sprinkler
system and cut and fertilize the grass. The Mayor said he felt
granting the request would imply approval to hold a state tournament
and the city had not been given enough information about the state
tournament to grant such approval.
The Mayor expressed concern that the city did not have written
agreements with any entity which used the city's park facilities and
after further discussion, the City Attorney was instructed to draft
a basic contract that could be used for any such group. The Mayor
also expressed concern that Atlantic Beach Athletic Association had
used city property to generate revenue by selling advertising and
placing the signs along the fence in Russell Park. Commissioner
Edwards said in view of the past problems the association has had
regarding missing funds and the fact the city contributes so much by
providing lights and maintenance, he felt the city should have the
right to examine the financial records of the association.
Motion: Take no action on the request to extend the sprinkler Cook x x
system and authorize Atlantic Beach Athletic Edwards x x
Association to grass the infield of the baseball Tucker x
field at Russell Park, pending receipt of the Weldon x
contract from the City Attorney Gulliford x
No discussion before the vote. The motion carried unanimously
E. Discussion and related action relative to the purchase of
computer software for the Police Department
Chief Thompson provided each Commissioner with a packet containing
justification for the purchase of the software. He said the
software had been provided for in the FY 1989/90 budget and he has
spent over a year checking the market for the best equipment to
perform the required work.
Commissioner Cook said he was concerned that the proposed vendor was
the sole distributor of this product and this would put the city at
a disadvantage when the system needed to be expanded. At
Commissioner Weldon's request Chief Thompson explained the function
of the lap-top computers and their compatibility with the new
system.
PAGE SIX V V
MINUTES NAME OF
SEPTEMBER 24, 1990 COMMRS. MSYN
Cook x
Edwards x x
Motion: Authorize the purchase of computer software at Tucker x x
$10,995 and annual support agreement at $695 Weldon x
Gulliford x
No discussion before the vote. The motion carried unanimously.
F. Appointments to fill vacancies on Code Enforcement Board
Mayor Gulliford reported that the September meeting of the Code
Enforcement Board had been postponed until October and he felt
appointments should be deferred until after that meeting. The City
Commission concurred.
G. Discussion and related action relative to approval of change
order No. 20 in the increase amount of $44,750 in the Section H
project to include the construction of a box culvert and
fencing
Public Services Director, Bob Kosoy, confirmed that each
Commissioner had received the supporting documentation and explained
the culvert would be located at Main Street and West Plaza drainage
ditch. Bill Layton of Bessent Hammack & Ruckman, explained the need
for the box culvert in lieu of pipes as originally planned, was
brought about because of the discovery of the sanitary landfill on
Jasmine and Camelia Streets. It had been necessary to relocate the
stormwater treatment area to the east side of Main Street and the
box culvert would be necessary to control the stormwater quality.
The area would be fenced off with 2,050 LF of chain link fence for
safety purposes. Cook x
Edwards x x
Motion: Approve Change Order No. 20 in the Section H Tucker x
improvement project representing a net increase in Weldon x x
the amount of $44,750.00 Gulliford x
No discussion before the vote. The motion carried unanimously.
Commissioner Cook commented that the swales were very deep and could
be a safety hazard. Mayor Gulliford said he had visited the area
and shared this concern and inquired whether the water meters were
located in the ditches. Bill Layton said the engineers had
addressed this problem with the contractor and the meters would be
moved back onto the property line. In response to the comments
regarding the depth of the ditches, Mr. Layton said the ditches had
been designed to withstand a five-year storm and the depth was based
on St. John River Water Management District mandates and
calculations of the volume of water to be retained in relation to
the catch basins at the end of the ditches. Discussion ensued
regarding the maintenance which would be required and Mr. Layton
said he felt vegetation provided the best stabilization and the
ditch banks would be seeded for this purpose.
PAGE SEVEN V V
MINUTES NAME OF
SEPTEMBER 24, 1990 COMMRS. MS Y N
6. Action on Resolutions:
Resolution No. 90-16
Mayor Gulliford introduced in full, in writing, Resolution No. 90-16
SETTING THE MILLAGE RATE TO BE LEVIED ON ALL REAL AND PERSONAL
PROPERTY WITHIN THE CORPORATE LIMITS OF THE CITY OF ATLANTIC BEACH
FOR FISCAL YEAR 1990/91. Cook x x
Edwards x
Motion: Approve adoption of Resolution No. 90-16 Tucker x
Weldon x x
In discussion before the vote Commissioner Weldon suggested amended Gulliford x
wording for that portion of the resolution relating to homestead
exemption, but after brief discussion the question was called and
Resolution No. 90-16 was approved as presented.
Resolution No. 90-17
Mayor Gulliford introduced in full, in writing, Resolution No. 90-17
ADOPTING AN OPERATING BUDGET FOR THE CITY OF ATLANTIC BEACH,
FLORIDA, FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 1990, AND ENDING
SEPTEMBER 30, 1991. Cook x x
Edwards x x
Motion: Approve adoption of Resolution No. 90-17 Tucker x
Weldon x
No discussion before the vote. The motion carried unanimously. Gulliford x
7. City Manager reports and/or correspondence:
The City Manager reported the landfill would no longer accept white
goods (old refrigerators, washing machines, etc.) and Waste
Management, the city's recycling contractor has agreed to pick up
these items. He requested an ordinance be drafted setting a fee of
$10.00 to reimburse the city for the cost of disposing of these
items. The City Commission concurred in this request and directed
the City Manager to
Motion: Authorize the City Attorney to draft ordinance
setting a fee of $10.00 for pick up and disposal of
white goods by the city
No discussion before the vote. The motion carried unanimously.
Mr. Kosoy requested permission to pick up those items which have
already been placed at curb-side for pick up. After brief
discussion, the City Manager was directed to handle the matter.
At Commissioner Edwards' request, a 13-minute video relative to
Amendment #3 will be shown at the Commission meeting on October 8,
1990.
Commissioner Cook commented that it was difficult for constituents
to understand that Commissioners had no authority in administrative
matters in the city.
PAGE EIGHT V V
MINUTES NAME OF
SEPTEMBER 24, 1990 COMMRS. MSYN
Commissioner Weldon reported Cindy Dukes had called him on several
occasions relative to automobiles passing school buses which had
stopped to pick up students on Mayport Road and Chief Thompson
advised that he was working with the school board to have school bus
stops removed off Mayport Road.
David Catir, President of the Police Union, asked whether passage of
Resolutions 90-16 and 90-17, prohibited any further contract
negotiations with the union for FY 1990/91 and the Mayor advised
that said that there was some flexibility in the budget.
Mayor Gulliford asked if the end of the year balance in the
Beautification budget could be carried forward to the new fiscal
year. Finance Director Royal said he had not considered carrying
the balance forward and the Mayor asked that he check into this and
report back at the next meeting.
There being no further business to come before the City Commission,
the Mayor declared the meeting adjourned at 10:15 PM.
Ai
A;L ,AM
illiam I. Gullifi •Jr.
Mayor
ATTES T:
1.1_- '
Maureen King, City Clerk/
t
Rodriguez Consulting Group, Inc.
RISK MANAGEMENT
September 21 , 1990
Mr . Harry Royal
Finance Director
CITY OF ATLANTIC BEACH
P.O. Box 25
Atlantic Beach , Florida
Ref : City of Atlantic Beach
Property/Casualty Insurance Renewals
Effective 10/1 /90-91
Dear Mr . Royal :
This letter summarizes the insurance marketing efforts we
undertook on behalf of the City.
Eleven insurance agencies and markets , including the incumbent
market, initially indicated an interest in soliciting quotations
for the City ' s program. Seven of the eleven agencies and markets
submitted insurance quotations.
Almost all of the quotations received were incomplete as to one
line of insurance or another . As an example only two agents
submitted bids for Workers Compensation insurance , while four
submitted some portion of the requested property insurances.
Only one agent submitted a quotation providing coverage for flood
and earthquake . As a result it was necessary to include more
than one agency in the final analysis to secure the majority of
the insurance coverages required.
Because of the incompleteness of the quotations our comparative
cost and coverage analysis was difficult and time consuming. A
part of that labor was self induced as we requested that certain
options and alternatives be quoted. A portion of the additional
time was however incurred because of the difficulty agents had in
securing bids on certain coverages .
After much sifting of the cost and coverage options we have
however arrived at two finalist for each major line of coverage.
We have shown that analysis in the attached exhibits.
Exhibit I compares those finalist who produced proposals for
coverages most comparable to the insurances within the expiring
program. These finalist have also shown more interest in
attaching certain broadening policy language which we requested
in our original specifications. Our first objective was to
select a finalist who was experienced in dealing with
municipalities , who submitted the majority of the coverages we
4241 Baymeadows Road•Suite 1 •Jacksonville,FL 32257•904/731-4846
Mr. Harry Royal , Page 2
requested , with a stable carrier , at the most competitive price .
Our second objective was to select as few agents and markets as
possible . It has been our experience that it is not in the best
interests of the insurance buyer to have several agents managing
a program. A program with several agents increases the
likelihood that certain needed service items will not be done
because of lack in coordination of the program by one individual .
Summary Recommendation :
Keeping these objectives in mind we recommend you consider an
insurance program provided by the following agents and markets ;
Poe & Associates of Jacksonville who submitted a proposal insured
by the Hartford Insurance Group . The Hartford insures
approximately 3000 cities throughout the United States through a
specialty program known as PENCO (Public Entities National
Company) . We recommend the General Liability , Law Enforcement
Liability , Public Officials Errors & Omissions , Emergency Medical
Technicians Liability , Auto Liability , Auto Physical Damage and
Crime insurances be placed through this agency . With favorable
loss experience the City could save approximately $17 , 000 when
compared to the renewal quotation by the League of Cities .
We recommend that the Property , Inland Marine and Flood
Insurances be placed through the League of Cities. Although
their proposal for these insurances was somewhat higher that
Rodgers & Cummings of Tampa, it was felt that the premium
difference was offset by utilizing a more local resource.
We recommend that the Workers Compensation be placed through the
League of Cities . With average claims experience the City could
reduce their Workers Compensation premiums by approximately
$21 , 000 dollars when compared to the expiring premium costs.
Yours very truly ,
RO DR IGUE CONSULTING GROUP, INC .
LN -12
L
Al Rodriguez , , ARM
• a
•
EXHIBIT I
CITY OF ATLANTIC BEACH
PROPERTY/CASUALTY INSURANCE COST COMPARISON
PROGRAM EFFECTIVE 10/1/90-91
INSURANCE COV/LIMITS COST OF EXPIRING PROGRAM RENEWAL PROGRAM FINALIST RENEWAL PROGRAM FINALIST
LEAGUE OF CITIES LEAGUE OF CITIES POE 8 ASSOCIATES
NOT FINANCIALLY RATED NOT FINANCIALLY RATED HARTFORD INS. GROUP
BY BEST BY BEST RATED A+ XV BY BEST
AT $300,000 LIMITS OF LIABILITY
GENERAL LIABILITY $30,592 $33,043 $22,104
LAW ENFORCEMENT LIABILITY $16,122 NO DEDUCTIBLE $21,301 NO DEDUCTIBLE $19,470 W/2500 DED
PUBLIC OFFICIALS E 8 0 $11,858 NO DEDUCTIBLE $15,213 NO DEDUCTIBLE $8,853 W/2500 DED
OCCURRENCE POLICY FORM OCCURRENCE POLICY FORM CLAIMS MADE POLICY FORM
EMERGENCY MEDICAL TECH LIABILITY $725 $794 INCLUDED IN GL PREMIUMS
AUTO LIABILITY $44,883 $39,436 $42,736
AUTO PHYSICAL DAMAGE $16,886 W/$50-$250 DED $17,126 W/$50-250 DED $16,244 W/$250-500 DED
CRIME $1,118 $982 NOT QUOTED, INCL $982 EST.
$110,989
EST OF DEDUCTIBLES
+ 10,000 PAYMENTS
PREMIUM SUB TOTALS $122,184 $127,895 $120,989
RODGERS 8 CUMMINGS INS AGENCY
PROPERTY 8 INLAND MARINE $22,739 $26,339 $23,057
POE 8 ASSOCIATES
$59,115 W/2500 DEDUCTIBLE
THREE YR. AVE PAST
+10,000 LOSSES UNDER $2500
WORKERS COMPENSATION $90,145 EST. $69,115 EST. $95,720 EST W/RETRO PLAN V
NOTE: PREMIUM COSTS FOR 1990-91 POLICY YEAR INCLUDE A + 5% INCREASE IN PAYROLLS AND A + 33% INCREASE IN REAL AND
PERSONAL PROPERTY VALUES.
EXHIBIT II
CITY OF ATLANTIC BEACH
PREMIUM COST TO INCREASE LIABILITY LIMITS TO $1,000,000
PROGRAM EFFECTIVE 10/1/90-91
INSURANCE COV/LIMITS LEAGUE OF CITIES POE 8 ASSOCIATES
AT $1,000,000 LIMITS OF LIABILITY
GENERAL LIABILITY $40,293 $32,748
LAW ENFORCEMENT LIABILITY $25,974 NO DEDUCTIBLE $25,971 W/2500 DED
PUBLIC OFFICIALS E 8 0 $18,552 NO DEDUCTIBLE NOT QUOTED AT $1 MIL LIMIT
OCCURRENCE POLICY FORM $14,349 AT $2,000,000
EMERGENCY MEDICAL TECH LIABILITY $969 INCLUDED IN GL PREMIUMS
NOT QUOTED AT $1 MIL LIMIT
AUTO LIABILITY $50,075 $50,000 ESTIMATED
SUB TOTAL OF LIABILITY PREMIUMS
AT $1,000,000 LIMITS $135,863 $123,068
LESS COST OF SAME INSURANCE AT
$300,000 LIMITS - 109,787 - 93,763
ESTIMATED COST TO INCREASE PRESENT
LIMITS OF $300,000 TO $1,000,000 $26,076 (424,305
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