Agenda Packet January 14, 2013CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
January 14, 2013 - 6:30 PM
AGENDA
Call to order
Invocation and pledge to the flag
1. A. Approve the minutes of the Regular Commission Meeting of December 10, 2012.
B. Approve the minutes of the Special Called (Shade) Commission Meeting of
December 10, 2012.
C. Approve the minutes of the Commission Briefing of December 6, 2012.
2. Courtesy of Floor to Visitors
3. Unfinished Business from Previous Meetings
A. City Manager's Follow -up Report.
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 the Building Department Monthly Activity Report, the Utility Sales
Report for November and December 2012, and the List of New Business Tax Receipts for
December 2012.
B. List of property to be declared surplus.
5. Committee Reports
None.
6. Action on Resolutions
A. RESOLUTION NO. 13 -01
A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA URGING LOCAL
RETAILERS SELLING TOBACCO PRODUCTS TO REFRAIN FROM MARKETING
AND /OR SELLING FLAVORED TOBACCO PRODUCTS; TO ELIMINATE ANY SELF -
SERVICE DISPLAY OR PLACEMENT OF ANY TOBACCO PRODUCT, CANDY -
FLAVORED TOBACCO PRODUCT, OR SMOKING PIPE AND SMOKING DEVICE, BY
MEANS OF ANY SELF - SERVICE DISPLAY OR PLACEMENT, OR BY ANY MEANS
OTHER THAN VENDOR - ASSISTED SALES; AND PROVIDING AN EFFECTIVE DATE.
7. Action on Ordinances
None.
8. Miscellaneous Business
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A. Marsh Master Plan Grant Writing Assistance. (City Manager)
B. 9 -1 -1 Inter -Local Agreement FY 2013. (City Manager)
C. Hazard Mitigation Grant. (City Manager)
9. City Manager
A. City Manager's Report.
10. Reports and /or requests from City Commissioners and City Attorney
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, the City Commission may act upon any agenda subject, regardless of how the matter is
stated on the agenda.
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, January 11, 2012.
2
WELCOME
To the Atlantic Beach City Commission Meeting
We will conduct meetings of the City Commission with a level of civility and respect that
the democratic process deserves. This allows for better public input and supports
making the best decisions for the citizens who we are here to serve.
We ask that everyone in the meeting practice the following principles of Respect for
each other.
RESPECT
Refrain from putdowns, criticism and personal attacks
Encourage others to state their views
Support each other, even if you don't agree
Practice active listening
Express yourself assertively, not aggressively, not submissively
Collaborate, do not compete or collude
Trust each other, unless and until such trust is violated
The New Managers Toolkit: 21 Things You Need to Know
MINUTES
REGULAR CITY COMMISSION MEETING
December 10, 2012
CITY HALL, 800 SEMINOLE ROAD
IN ATTENDANCE:
Mayor Mike Borno
City Attorney Alan C. Jensen
Mayor Pro Tern Maria Mark
City Manager Jim Hanson
Commissioner Mark Beckenbach
City Clerk Donna L. Bartle
Commissioner Jonathan Daugherty
Recording Secretary Nancy E. Bailey
Commissioner Carolyn Woods
Call to Order/Pledge:
Mayor Borno called the meeting to order at 6:30 p.m. Commissioner Beckenbach gave the Invocation,
followed by the Pledge of Allegiance to the Flag.
1. Approve the minutes of the Regular Commission Meeting of November 26, 2012.
Mayor Borno asked if there were any corrections to the above minutes and there being none, he stated the
minutes will stand as submitted.
2. Courtesy of the Floor to Visitors.
A. Proclamation for Cindy Steeg Diaz, Teacher of the Year at Atlantic Beach Elementary.
Mayor Borno read and presented Ms. Diaz with a Proclamation from the City recognizing her as the 2012
Teacher of the Year.
Mayor Borno opened the Courtesy of the Floor to Visitors. He welcomed the audience and explained the
process for public comments.
Annabelle Gonzolas, 515 West 6th Street, Jacksonville, spoke on behalf of Students Working Against
Tobacco (SWAT) regarding their opposition to candy flavored tobacco products, explaining what these
products are and how they are marketed to children.
Alexis Babbs, 515 West 6th Street,- Jacksonville, spoke on behalf of Students Working Against Tobacco
(SWAT) in opposition to candy flavored tobacco products and showed a map of cities and counties who have
passed resolutions to urge tobacco resellers to cease the sale of the candy flavored tobacco products. She
stated these resolutions will be used in presentations to organizations to encourage them to help SWAT in
their fight against big tobacco.
Mayor Borno thanked the representatives from SWAT stating with the consensus of this Commission later in
the meeting they will have a resolution at our January meeting.
Nancy Whittington, 1861 Beachside Court, addressed the Commission regarding Item 10B, stating she was
in favor of videotaping. She stated she worked with the City's IT Director who has a deep bench of expertise
in that area of technology. She asked the Commission to consider authorizing the Clerk's office involvement
in evaluating the agenda management component of this project. She stated the Commission has an
opportunity to augment the City's infrastructure to enable open government and Sunshine Law compliance.
December 10 2012 REGULAR COMMISSION MEETING Page 2
She stated the investment of the camera equipment alone, is about what they were considering spending on
the Selva Marina feasibility consultant. She reiterated she wants the Commission to consider approving this
for Clerk's office involvement.
No one else from the audience spoke so Mayor Borno closed the Courtesy of the Floor to Visitors.
3. Unfinished Business from Previous Meeting
A. City Manager's Follow -up Report.
Mr. Hanson reported on the request for details on the police report on calls of service.
He further gave an update on the ped path project stating the Beaches Bikeway survey in the agenda packet
includes a prioritized list of projects.
He also explained a statement has been prepared on civility which will be included in future agenda packets.
He further stated Mayor Borno requested updated wording on his instructions to the speakers which he used
tonight.
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 the List of New Business Taxes for October 2012.
Mayor Borno read the Consent Agenda.
Motion: Approve Consent Agenda Item A as read.
Moved by Daugherty, Seconded by Mark
Votes:
Aye: 5 — Beckenbach, Daugherty, Mark, Woods, Borno
Nay: 0
MOTION CARRIED
5. Committee Reports
None.
6. Action on Resolutions
A. RESOLUTION NO. 12 -17
A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA ADOPTING AND SUPPORTING
THE LEGISLATIVE PRIORITIES IN THE FLORIDA LEAGUE OF CITIES 2013 LEGISLATIVE
ACTION AGENDA, PROVIDING FOR AN EFFECTIVE DATE AND FOR OTHER PURPOSES.
December 10 2012 REGULAR COMMISSION MEETING Page 3
Mayor Borno read Resolution No. 12 -17 by title.
Motion: Approve Resolution No. 12 -17.
Moved by Woods, Seconded by Mark
Mayor Borno explained the Resolution stating it was formulated in the Florida Leagues of Cities Policy
Committee meetings.
Commissioner Woods asked to add following Mayor in Section 3 ", Commissioners" and Staff.
Motion: Amend Section 3 following Mayor by adding ", Commissioners" so it will read Mayor,
Commissioners and Staff
Moved by Woods, Seconded by Beckenbach
Commissioner Daugherty asked if that includes travel to Tallahassee. Commissioner Woods stated it doesn't
have to; when they come to town you can call them or anyway you want to contact them. Mayor Borno stated
you can also meet with them in their local offices, because you don't get much attention when they are in
session.
Votes:
Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods
Nay: 0
MOTION CARRIED
Commissioner Woods further pointed out the section that refers to sober homes, which she believes
affects Atlantic Beach where we have ordinances against temporary rentals and short-term rentals and
believes this falls into this category. She stated we have a very family- oriented community and believes
the Commission needs to pay special attention to this item.
Mayor Borno called for a vote on the amended motion.
Votes:
Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods
Nay: 0
MOTION CARRIED
B. RESOLUTION NO. 12-18
A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA SUPPORTING POLICE OFFICER PENSION
PLAN AND DISABILITY PRESUMPTION REFORMS TO MAKE THE PLANS SUSTAINABLE, SOUND AND
SECURE FOR CURRENT AND FUTURE POLICE OFFICERS.
Mayor Borno read Resolution No. 12 -18 by title.
Motion: Approve Resolution No. 12 -18.
Moved by Daugherty, Seconded by Woods
Mayor Borno explained the Florida League of Cities and Atlantic Beach are not against pensions but they are
against being dictated to by the legislature and being issued unfunded mandates that they have no control over
December 10, 2012 REGULAR COMMISSION MEETING Page 4
but have to operate under and are asking for relieve from these. Commissioner Woods stated she hopes this
will make the process more fair for everybody involved because right now it is kind of lopsided in the
expected outcomes and hopes to see some movement on this.
Votes:
Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods
Nay: 0
MOTION CARRIED
7. Action on Ordinances
None.
8. Miscellaneous Business
A. Rose Park water feature.
Public Works Director Rick Carper presented a slide of the Rose Park Conceptual Design, explaining the
background of the request. He stated staff was very much in favor of this but since learning more of the state
mandated requirements and health department requirements for a water park they are less in favor of it. He
explained the requirements necessary should the water feature be added. He further explained adding a water
park will increase our operations and maintenance costs for a population that is already pretty tightly strapped
with our Marsh Preserves. He stated staff estimates the chemical, electricity and other costs, not including
labor would be $7,000 + /year and adding the manpower cost, the total cost for the restroom and water park
would be an additional City cost of $14,000 /year. He stated staff recommends they not add the water feature
at this phase one but add lines for sewer and water services from the right -of -ways and study the matter some
more. He answered questions from the Commission.
Discussion ensued.
It was the consensus of the Commission to move ahead with the design phase. Mr. Hanson stated they will
have the plans ready in a more formal sense for budget consideration next summer.
9. City Manager
A. City Manager's Report.
City Manager Hanson reported on the latest alcohol deployment stating of the 25 businesses checked none of
the businesses sold to minors.
He further reported the project was completed to put shields on the beach front lights to protect the sea turtles
from the light shining on the beach.
10. Reports and /or requests from City Commissioners and City Attorney
A. City Ordinances on flags.
Commissioner Mark explained the background of this request stating she believes the language in Section 17-
2 and Section 17 -42 of the Ordinance should be reviewed by Mike Griffin and the Community Development
Board for suggested rewording.
December 10 2012 REGULAR COMMISSION MEETING Page 5
Motion: Have Section 17 -2 and Section 17 -42 of the Code of Ordinances reviewed by the Community
Development Board for possible language clarification.
Moved by Mark, Seconded by Woods
Commissioner Daugherty asked to amend to also review new business opening signs for grand openings.
Motion: Amend to also review wording related to and make recommendations for parameters for new
businesses to have grand openings signs.
Votes:
Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods
Nay: 0
MOTION CARRIED
Mayor Borno called for a vote on the amended motion.
Votes:
Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods
Nay: 0
MOTION CARRIED
B. Report on videotaping Commission meetings.
Commissioner Woods stated this issue of videotaping has been looked at in the past, explaining at the
direction of the Commission she, an informal research group of citizens and IT Director Keith Randich have
looked into this again. She summarized her report, explaining this process ties all the information together,
puts it on the web in real time so any device can access the information and people can easily understand,
search and use the information. She explained the options the research group proposed for the Commission
to consider along with the costs of each. She stated the groups she mentions in her report, Novus and Swagit,
really focus on Florida, understand the requirements of our Sunshine Laws and they thought they were a good
match for us. She stated their training and implementation is tailored to our City's needs and they define a
layout for the Commission and Staff that is easy to use and adopt. She stated at this point they will come in
and set up the program and software and let us go through two meeting cycles with the software to see how
we like it. She stated you don't need the video streaming to do this part, so you can understand just the
agenda compilation and getting everything in the cloud and how all the search mechanisms would work so we
could have a real grasp of what our savings might begin to look like with this. She stated their one stipulation
for that program is that financing has been committed. She stated if the City decides not to continue, we
don't have to pay but if we decide we want to they want to make sure the City has committed to the cost,
which is about $1,000 /month, which includes the video streaming. She stated if we were just to go with the
agenda presentation it is about $350 /month. She stated that is not a big investment and allows a big benefit of
being able to search all this information online and simplify the process. She stated the next step, if they like
the way that works and they move to the video streaming, is to tie this in with the video streaming so when
you are looking at it online this is the agenda packet that is packaged together and presented so it can be
searched in real time. She answered questions from the Commission.
Discussion ensued.
December 10. 2012 REGULAR COMMISSION MEETING Page 6
City Manager Hanson explained purchasing limits are $25,000 and over that amount we take bids which
come to the commission for approval. He stated there is no question that having videos of Commission
meetings available for the public would be a great service to the public. He stated the issue of the agenda
preparation was brought up basically because a salesman said you can save time and this is a way to justify
the cost. He stated from discussions with staff most of our agenda preparation is done electronically anyway
so they don't see the savings. He stated he would advise the Commission to consider whether they want the
video part of it or not and if they do staff can look at, from a staff standpoint, whether this makes it better for
us in saving time, etc. He stated the opportunity at hand is offering a video to the public and it is a simple
question of do they want to spend the money to do that. He stated they may get some side benefits from it but
staff has not spent a lot of time looking at this yet. When it was brought up before there was no interest from
the Commission in having staff redo the old report from a couple of years ago. He stated Commissioner
Woods asked to look into it and get someone to help her and she was told yes. He believes that is where
Donna Bartle was saying she wasn't supposed to be spending a lot of time on it. He stated Keith Randich has
spent a lot of time on this. He stated he believes they need to have a Commission decision on whether they
want to do this and, if they do, staff will certainly spend more time on it. He believes the main issue is the
video part of it, not side things about whether we can prepare the agenda any quicker because he doesn't see
tremendous savings on staff's part. He stated they don't hand carry hard copies back and forth for mark -up,
they are done electronically. He stated the real issue at hand is should the City offer this service for the
public.
Commissioner Woods stated this is investing in the community and she believes the desire is out there in the
community. She stated this allows citizens to do their own research. She stated it is not a huge amount of
money but is a big investment in the community and makes us more modern, accessible to the public, more
professional, and also gives us the opportunity to have our public relations videos out there.
Commissioner Mark stated she believes this should be part of strategic planning to see if the citizens want it.
Commissioner Woods stated she does not believe they need to tie it together and believes they can move
forward with the Novus agenda software and very inexpensively give the citizens the ability to search the
agenda and minutes and find information that way. She stated at some point if they want to add the video
streaming then they are already there.
City Clerk Bartle asked if the reason Commissioner Woods wanted to get the Novus agenda is in case they go
with the video streaming, it is ready to integrate. She stated there are other vendors who do that.
Commissioner Woods stated Mr. Randich explained, and as they found in their research, the ones that work
the best in Florida are the Swagit and Novus and they kind of go together. Ms. Bartle stated if they aren't
interested in the video feeds and there are other benefits she likes, there are other ways to get that benefit.
She stated there are other ways to be able to see the agenda, minutes, etc. without having to upload it and we
can include all the records we have on Laserfiche if we get a program that lets people access what we already
have. She reiterated there are other ways of getting to where she wants to go and it doesn't have to be done
through the video streaming.
Commissioner Beckenbach stated before any type of vote, he would like to read the information they have
from the different cities and also asked that the City Clerk be allowed to discuss with the cities that have a
similar program and report back with what they have to say.
Discussion ensued.
December 10 2012 REGULAR COMMISSION MEETING Page 7
Mr. Hanson stated they are talking about two issues and they are trying to interchange the two of them. He
stated one issue is video for the public to see, which is what this group started looking at. He stated now he is
hearing concerns about the accessibility of other documents on our website, which is an entirely different
subject. He stated there are a lot of ways to solve that but he believes that is totally unrelated. He stated if the
Commission directs staff to go after that, they will do it, but right now they are talking about two separate
subjects.
Motion: Direct staff to research the eMeeting software and options and report back.
Moved by Daugherty, Seconded by
Motion failed for lack of a second.
Motion: Authorize staff to analyze the eMeeting system, finalize software options, savings estimates,
authorize staff to take all the necessary actions to have video equipment installed, purchase necessary
software; initialize video - streamed Commission meetings with agenda workflow and e- meeting,
automated minutes generation, creation of integrated historical archives and take into the concerns of
the crossed information research that's identified by the City Clerk and parameters of savings and
come back with a report when that is all together so that then we can make a final decision and asked
that that be broke into, not a lump -sum bottom -line figure, but it come in structure.
Moved by Borno, Seconded by Woods
Votes:
Aye: 4 — Borno, Beckenbach, Mark, Woods
Nay: 1 -Daugherty
MOTION CARRIED
C. Appointments to Community Development Board.
Commissioner Daugherty explained the Board Member review committee met for the four upcoming
vacancies on the Community Development Board and made the following recommendations:
Motion: Reappointing Kelly Elmore, A. Brea Paul and Harleston Parkes to serve an additional term
on the Community Development Board beginning January 1, 2013.
Moved by Daugherty, Seconded by Woods
Votes:
Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods
Nay: 0
MOTION CARRIED
Motion: Appoint Sylvia Simmons to serve as a new member on the Community Development Board
beginning January 1, 2013.
Moved by Daugherty, Seconded by Mayor Borno
Votes:
Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods
Nay: 0
MOTION CARRIED
December 10, 2012 REGULAR COMMISSION MEETING Page 8
Mayor Borno read an email (which is attached and made part of this Official Record as Attachment
A) he sent to the Commission, related to his recommendation for an emergency item, that since
December 31 falls on a Monday this year and New Years Day falls on a Tuesday that the employees
be given December 31 as an additional holiday for this one time.
Motion: Declare this an Emergency Issue.
Moved by Borno, Seconded by Daugherty
Votes:
Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods
Nay: 0
MOTION CARRIED
Motion: Give Staff the day off on December 31, 2012 as a one -time holiday.
Moved by Borno, Seconded by Woods
Votes:
Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods
Nay: 0
MOTION CARRIED
Commissioner Daugherty
• Reported on a source of funding for the Bike Path through the Safe Paths to School federal program
grant.
Reported on his attendance at the FLC meeting and his conversation with Redman Consulting, who
helped us bid out our trash contract, regarding a survey page they have on their website. He requested
the City Manager research and report back on getting that type of survey on our website.
Commissioner Beckenbach
Asked if anything has been done regarding Visioning. Mr. Hanson stated at the last meeting when
this was brought up he was going to contact us and he has not talked to him. Commissioner
Beckenbach stated he did talk to him, they had a conversation, but that's alright, it's not a big deal.
Received a call from Don Wolfson asking if the Commission had a Shade meeting pertaining to the
judicial report that went through and whether an appeal decision went through the Commission. He
stated he did not understand whether they needed a Shade meeting in order for the Commission to
make that determination. City Attorney Jensen stated there is not a need for a Shade meeting; that is
something he would have to request from the Commission. He stated that is pending litigation that is
going forward. He stated the Shade meetings are limited in topics to settlement negotiations, which
there are none at this point in time, or litigation expenses, which there are none at this time, so there is
no reason for a Shade meeting. He stated he did not feel the need to request one because none of
those issues were present. Commissioner Woods stated she thought Shade meetings were to discuss
litigation. Mr. Jensen stated you have to have pending litigation to have a Shade meeting.
Commissioner Woods ask if this was not pending litigation. Mr. Jensen stated yes it is.
Commissioner Woods asked if they can request a Shade meeting. Mr. Jensen stated no, statute says
that the City Attorney requests the Shade meeting. Commissioner Woods stated so he gets to decide
the direction that the lawsuit goes without any input. Mr. Jensen stated he handles the legal litigation
for the City and he makes the decisions as to what type of pleadings to file in all types of cases; he
does that every day virtually. He stated this was not a decision he made by himself. Commissioner
December 10, 2012 REGULAR COMMISSION MEETING Page 9
Beckenbach asked who else he made it with. Mr. Jensen stated he contacted the attorney who is
handling the appeal and relied on her expertise, especially in this area of law. He stated it was her
strong recommendation. He stated he sent the email out about two weeks ago and didn't hear
anything from anyone until today. Commissioner Woods stated she should have called but didn't
because she thought he would be asking for a Shade meeting and could only do that at a Commission
meeting, so she expected him to do that tonight. Mr. Jensen stated the email that was distributed to
everyone did not say that; it said that the appeal was being processed and we were going forward with
the appeal based on the recommendations from the attorney. Mr. Jensen stated if the Commission
wants to direct him to come to them with every decision he has to make with every pleading that's
filed in every lawsuit, he will be happy to do that, but generally you don't like to discuss pending
litigation in public meetings and if there is an issue where he feels there is direction needed he confers
with others involved, generally the City Manager and if there is outside counsel involved he confers
with them. He stated if they need direction then they ask for a Shade meeting. Commissioner Woods
asked if there was any additional expenses in this case. Mr. Jensen stated no.
Commissioner Woods
• Received call from a citizen asking about parking tickets being issued after 11:00 p.m. who wondered
if there was a way for citizens to have a citizen sticker so they would not get ticketed for parking in
their own neighborhood or visiting a friend after 11:00 p.m. Mr. Hanson explained the background to
the policy, stating the neighbors around those beach accesses have insisted that they do run people off
at night because in the evenings it is not normal beach access but teenagers out there partying on the
beach. Chief Classey stated those parking restrictions were put in place in response to citizen
complaints. He stated to have a system of putting a sticker in place for City residents that give them
more ability to be able to park somewhere during certain hours, he does not believe would be a good
move to make. Mr. Hanson further stated if you are going to accept County and State money for
beach renourishment your beach accesses have to be open to everybody equally.
Stated she was thrilled they scheduled the workshop on the police building; however, at the
September 10 Commission meeting the Commission unanimously voted to have a town hall meeting
before the workshop. She stated she therefore wants to schedule a town hall meeting before the
workshop as was discussed previously. Mr. Hanson stated they did work very hard to schedule a
meeting for that and there was no time that all commissioners would agree to. She stated there was
nothing in the vote that said everyone had to be in attendance so she would like to have staff schedule
one and whoever can come can come but they need to give the citizens the opportunity for the town
hall meeting. She asked for consensus from the Commission to move forward in that direction.
Discussion ensued. Mr. Hanson stated if they are willing to do it without everyone being there, then
staff could poll everyone in the next day or so and set it on the date when the most people can attend.
It was the consensus of the Commission to schedule this for Saturday, January 5, 2013 in the
Chamber.
• Thanked everyone for coming to the workshop last Thursday and believes it went well. Mr. Hanson
stated they agreed to do this one more time on the Thursday before the next Commission meeting,
which would be January 10, 2013. Mayor Borno stated it is not mandatory, but they can arrange for a
telephone if they want to call in. Mr. Hanson stated they can call in and listen, but State law says, as
in a Commission meeting, you can't call in and vote. Mr. Jensen agreed, stating in general that is
correct.
Gave holiday wishes to everyone, stating enjoy your family, enjoy your loved ones and enjoy
yourself.
December 10, 2012 REGULAR COMMISSION MEETING Page 10
Commissioner Mark
• Stated she was hoping the Thursday workshops were going to make the Commission meeting go a lot
quicker but it didn't seem to do that, so maybe they will have better luck next time.
• Wished everyone Happy Holidays and as the year closes that they remember to give thanks and look
out for those who don't have much and be willing to share. She stated she loved Nancy's last page in
the agenda packet, which she will finish with — and to all a Goodnight.
Mayor Borno
• Congratulated the Atlantic Beach Police Explorer Troup for their assistance with the lighting of the
tree on December 1. He stated they made a humongous difference with great crowd control and it
went as smooth as clockwork. He also thanked the Public Works staff who were working there.
• Asked for consensus to request staff to prepare a resolution regarding the candy flavored tobacco. It
was the consensus of the Commission to support this and put it on the next meeting agenda.
• Wished everyone a Merry Christmas and Happy New Year.
Adjournment
There being no further business to come before the Commission, the Mayor declared the meeting adjourned
at 8:33 p.m.
ATTEST:
Donna L. Bartle, CMC
City Clerk
Mike Borno
Mayor/Presiding Officer
ATTACHMENT A
Employee Relations Proposal
To; City Commissioners
From; Mike Borno, Mayor
Date; December 7, 2012
We have a rare situation this year with New Years Day falling on a Tuesday. Most of the
staff will be off for the weekend, return Monday to work one day and be off again for
New Years. I believe we should consider giving Monday, December 31St off as a holiday
for this one time. It would be a good gesture to our hard working staff during these
difficult times. The out of pocket costs to the City for those employees who would still
have to work on that day would total less than $2,500. Of course, the value of the work
not done on that day would be considerably more.
Because of the rising costs of our employee pension plans and the difficult economic
times that Atlantic Beach and other cities across our country have found themselves in,
we have asked our employees to amend or reduce pension benefits, shoulder a larger
share of the cost for pensions, cut back on personal leave and eliminate the longevity
program.
I plan to introduce the additional holiday at the Commission meeting on Monday,
December 10th. Because this is the last regular meeting we will have prior to the end of
the year and it is not listed as an action item on the agenda, we will have the option to
take it up as a emergency or we could set a special meeting to deal with this issue. I
apologize for not thinking of this earlier so that it could be put on the agenda properly.
This is being sent to you to provide time for you to consider it prior to the meeting.
cc: Jim Hanson
Donna Bartle
Alan Jensen
MINUTES OF SPECIAL CALLED (SHADE) MEETING OF
ATLANTIC BEACH CITY COMMISSION HELD ON DECEMBER 10, 2012
PRESENT: Mayor Mike Borno
Mayor Pro Tem Maria Mark
Commissioner Mark Beckenbach
Commissioner Jonathan Daugherty
Commissioner Carolyn Woods
ALSO: Jim Hanson, City Manager
Sue Danhauser, HR Director
John Dickinson, Partner /Office Head — Constangy, Brooks & Smith
The Mayor called the meeting to order at 5:04 p.m. in the City Hall North Conference
Room for the purpose of discussing matters related to Union negotiations.
The meeting was adjourned at 6:14 p.m.
Mike Borno
Mayor/Presiding Officer
ATTEST
Donna L. Bartle, CMC
City Clerk
Minutes of Commission Briefing
December 6, 2012
Present: Mayor Mike Borno, Commissioners Jonathan Daugherty, Maria Mark and
Carolyn Woods, City Manager Jim Hanson,
Mayor Borno called the meeting to order in the Commission Chamber at 3:00 pm.
Subjects discussed included several items on the Agenda for the upcoming Commission
meeting on December 10, 2012, as follows:
Commission Meeting December 10, 2012
• Mr. Hanson reported there will be a Shade meeting at 5:00 on Monday before the
Commission meeting to discuss union negotiations; food will be provided.
• l OB; Videotaping of meetings - Report given by Commissioner Woods and
presentation of the Ft. Pierce website given by IT Manager Keith Randich.
• 8A - Rose Park water feature — Report given by Rick Carper.
• 3A - Follow -up Reports
➢ Possible Ped path enhancements
➢ Civility wording
• 6A - Resolution on FLC priorities
• 6B - Resolution on pension reform
• l OA - City Ordinance on Flags — Report given by Commissioner Mark.
2. Mr. Hanson explained discretionary funding requests are best discussed during
budget meetings rather than now with the Blue Collar Union in impasse with their
negotiations and employee benefits being lowered
3. Upcoming workshops
➢ January 14, 2013 at 4:30 -Police Building (Mr. Hanson pointed out that
videos are being produced of the Police Department building).
4. Mr. Hanson reported that Michael Grant (tennis instructor) did not get the proper
insurance required by the City so his contract is voided.
5. Jordan Center — Mr. Hanson explained Habitat will be moving out which will free up
space for other activities at the Jordan Center.
6. Format of these Workshops
• Discussion on whether these meeting should be mandatory.
• Discussion of the best time /date for the meetings.
• Commissioner Mark discussed possibility of having the regular Commission
meetings become one regular meeting and one workshop a month.
• Workshop suggestions:
➢ Not for making decisions; information sharing only
➢ Do not discuss quasi-judicial items (must disclose, open for criticism;
prejudice decision)
The Mayor adjourned the meeting at 5:10 p.m.
Mike Borno, Mayor
BUILDING DEPT. MONTHLY ACTIVITY REPORT
COMPARISON REPORT
REPORT FOR THE MONTH OF NOVEMBER 2012
COMPARISION 2011 - 2012
PERMIT TYPE NUMBER OF PERMITS TOTAL INSPECTIONS
YTD 2011 YTD 2012 YTD 2011 YTD 2012 YTD 2011 YTO 2012
SINGLE FAMILY 30 24 $ 2,976,000.00 $ 7,862,045.00
DUPLEX
0
0
$ -
REMODEL/ADDITIONS
441
276
$ 7,736,564.00
$ 4,693,082.00
COMMERCIAL NEW
3
0
$ 823,000.00
OTHER
1374
2300
$ 3,336,600.00
$ 9,077,175.00
TOTALI
1848
1 2600
$ 14,872,164.00
$ 21,632,302.00
3610
4474
PERMITS ISSUED FOR THE MONTH OF NOVEMBER 2012
NO.PERMITS
0
PERMIT COST
CONSTRUCTION VALUE
INSPECTIONS PERFORMED
BUILDING 192
SINGLE FAMILY
NEW DUPLEX MULTI FAM
ELECTRICAL
111
RESIDENTIAL ADDITIONS
4
$ 2,296.50
$ 427,000.00
PLUMBING
51
COMMERCIAL NEW
MECHANICAL
95
COMERCIAL ADDITIONS
MISC.
6
COMMERCIAL ALTERATIONS
PERMITS MISC
12
$ 1,267.85
$ 124,500.00
TOTAL
455
ELECTRICAL
34
$ 2,722.65
MECHANICAL GAS
4
$ 312.00
$ 6,276.00
MECHANICAL HVAC
31
$ 3,429.00
PLUMBING
30
$ 3,365.00
ROOFING
21
$ 2,290.00
$ 241,699.00
WINDOW /DOOR
17
$ 1,105.00
$ 57,777.00
DEMOLITION
2
$ 200.00
REINSPECTION FEES
Proiects to Note
FOUNDATION
3
$ 192.50
$ 10,170.00
OCCUPANCY INSPECTIONS
5
$ 500.00
PENALTY FEES
7
$ 1,239.20
$ 18,000.00
SIGNS
4
$ 370.00
FENCES
5
$ 175.00
z
DRIVEWAYS
5
$ 175.00
_
WELL
2
$ 150.00
SIDING
4
$ 180.00
$ 3,816.00
_
POOL
N
TOTAL
190
$ 19,969.70
$ 889,238.00
w
a
C1
z
d
Y
m
AGENDA ITEM # 4A
JANUARY 14, 2013
City of Atlantic Beach, Fl.
Utility
Sales Report
._✓'rte,_- ``_��,- �^''.r7/r"r
�
November 2012 November 2011
T
� r
s
non _ lr
Gallons
Actual Revenue Gallons Actual Revenue a
Water Sales Accounts
0000
Revenue Per 1,000 gi Accounts 0000 Revenue Per 1,000 gi
T
Atlantic Beach 5,622
36,854
$139,792 $3.79 5,581 38,654 $144,364 $3.73
Buccaneer 21474
16,504
$87,829 $5.32 - 2,458 18,483 $102,247 $5.530
Total Water Sales 8,096
53,358
$227,621 $4.27 8,039 57,137 $246,611 $4.32
Gallons
Gallons
Water Plant Production
0000
0000
Atlantic Beach
43,192
47,043
Buccaneer
17,774
20,753
Total Production
60,966
67,796
Y
Total Water Billed
53,358
57,137
f;
Water Loss for month:
7,608
10,659
Percentage Loss
12.48%
15.72%
Total 12 mo. Avg. Loss
15.85%
17.40%
Gallons
Actual Revenue Gallons Actual Revenue
Sewer Sales Accounts
0000
Revenue Per 1,000 gi Accounts 0000 Revenue Per 1,000 gi
Atlantic Beach 5,191
29,875
$230,901 $7.73- 5,143 30,870 $235,261 $7.62
Buccaneer 2,368
18,157
$174,733 $9.62 2,354 18,188 $175,246 $9.64 A
Total Sewer Sales 7,559
48,032
$405,634 $8.450 7,497 49,058 $410,507 $8.37
Gallons
Actual Revenue Gallons Actual Revenue
Sewer Treatment
0000
Revenue Per 1,000 gi 0000 Revenue Per 1,000 gi
Atlantic Beach -
52.389
Yr
$405,634 $7.74 43.336 $235,261 $5.43
Total Sewer Treated
52.389
18.452 $175,246 $950
$405,634 $7.74 61.788 $410,507 $6.64,
w.
_ _
Y= _1
AGENDA ITEM # 4A
JANUARY 14, 20I3
City of Atlantic Beach, Fl.
Utility Sales Report
December 2012 k December 2011
Gallons Actual Revenue Gallons Actual Revenue
Water Sales Accounts 0000 Revenue Per 1,000 gi I- Accounts 0000 Revenue Per 1,000 gl
Atlantic Beach 5,601 39,021 $146,821 $3.76 5,579 38,153 $142,253 $3.73'
Buccaneer 2,437 18,157 $92,361 $5.09 1 2,468 18,196 $97,876 $5.38
Total Water Sales 8,038 57,178 $239,183 $4.18 8,047 56,349 $240,129 $4.261-
Gallons Gallons
Water Plant Production 0000 0000
Atlantic Beach 39,100 47,152
Buccaneer 16,673 19,510
Total Production 55,773 66,662
Total Water Billed 57,178 56,349
Water Loss for month; -1,405 10,313
Percentage Loss - 2.52% 15.47%
Total 12 mo. Avg. Loss 14.59% 17.34%
w
Gallons Actual Revenue Gallons Actual Revenue
Sewer Sales c Accounts 0000 Revenue Per 1,000 gi Accounts 0000 Revenue Per 1,000 g1
Atlantic Beach 7,053 31,441 $239,266 $7.61 5,153 31,685 $239,587 $7.56'
Buccaneer 2,362 19,059 $178,899 $9.39 2,367 19,252 $180,211 $9.36
Total Sewer Sales 9,415 50,500 $418,165 $8.28 7,520 50,937 $419,798 $8.24
Gallons Actual Revenue Gallons Actual Revenue
Sewer Treatment 0000 Revenue Per 1,000 gi 0000 Revenue Per 1,000 gi
Atlantic Beach 54.746 $418,165 $7.64 45.548 $239,587 $5.26
18.959 $180,211 $9.51
Total Sewer Treated 54.746 $418,165 $7.64 64.507 $419,798 $6.51
PREPARED 1/07/13, 8:11:59
LICENSE ACTIVITY REPORT BY BUSINESS NAME
-------- - - - - --
NEW LICENSES ------- - - - - --
AC:
City of Atlantic Beach NEW
LICENSES
FOR YEAR:
2013 BETWEEN: 12/01/12 TO 12/31/12
0
yC)
PROGRAM
OL122L
DEPT:
ALL DEPARTMENTS
CLASS: ALL CLASSES
OB:
Z
Cn
0
LIC:
8
- - - - --
- -
z
-------------------------------------------------------------------------------------
LIC #
BUSINESS NAME
ISSUED
TYPE
CLASSIFICATION
BUSINESS ADDRESS
BUS PHONE
-
�
-------------------------
----------------------------------------------------------
- - - - -- ---------
- - - - --
Cn
13- 00007646
ATLANTIC BEACH KWIK TRIP
12/20/12
NEW
SERVICE STATION
No
4t-
715 ATLANTIC BLVD
ATLANTIC BEACH FL 32233
13- 00007631
INTRACOASTAL ENVIRONMENTAL, LL
12/06/12
NEW
MISC. SERVICE ESTABLISHMENT, NOT
LIS
1575 MAIN ST
904- 249 -8004
ATLANTIC BEACH FL 32233
13- 00007641
LITTLE CAESARS
12/06/12
NEW
RESTAURANTS(INC. SNACK BARS & TAKE
0
953 ATLANTIC BLVD UNIT4
904 - 686 -1156
ATLANTIC BEACH FL 32233
13- 00007648
OCEANSTYLE
12/28/12
NEW
MISCELLANEOUS SALES, OTHER THAN
LIST
904 - 270 -0553
1961 MIPAULA CT
ATLANTIC BEACH FL 32233
13- 00007642
ON GOSSAMER WINGS
12/06/12
NEW
CLOTHING
363 ATLANTIC BLVD UNIT 09
904 - 249 -0069
ATLANTIC BEACH FL 32233
13- 00007643
PLANET POTTERY, INC.
12/20/12
NEW
MISCELLANEOUS SALES, OTHER THAN
LIST
535 ATLANTIC BLVD 511
904 - 705 -3994
ATLANTIC BEACH FL 32233
13- 00007649
VINTAGE BARBER SHOP LLC.
12/28/12
NEW
BARBER SHOP
904 - 303 -5864
1021 ATLANTIC BLVD
ATLANTIC BEACH FL 32233
13- 00007647
7 DIMENSIONS RETREAT
12/26/12
NEW
MASSAGE THERAPIST
751 ATLANTIC BLVD 755
904 - 386 -8664
ATLANTIC BEACH FL 32233
GRAND TOTALS
-------- - - - - --
NEW LICENSES ------- - - - - --
AC:
7
PP:
1
IN:
0
VO:
0
PG:
0
BR:
0
OB:
0
UC:
0
LIC:
8
AGENDA ITEM 6 4H
JANUARY 14.2013
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: City property ( Large Track) to be declared surplus
SUBMITTED BY: Nelson Van Liere, Finance Director
DATE: January 7, 2013
BACKGROUND!: Over time, the City accumulates various properties that lose
their usefulness due to deterioration or obsolescence. Only
items deemed truly of no use to the City are declared
surplus. The fallowing, item has reached the end of its
useful life.
1999 Mack Truck
vin number #1 M2P264CSXM029423
BUDGET: There is no budget for this action. Proceeds from the sale
or trade of the vehicle will be distributed to the fund from
which the property came. This is a Public Utility Vehicle.
RECOMMENDATION: Declare the 1999 Mack Truck surplus so that it may be
disposed of in the most beneficial way to the City.
ATTACHMENTS: None
REVIEWED BY CITY MANAGER:
AGENDA ITEM # 6A
JANUARY 14, 2013
RESOLUTION NO. 13-01
A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA,
URGING TOBACCO RETAILERS TO ADOPT A VOLUNTARY RETAIL
POICY TO PROHIBIT AND /OR RESTRICT THE SALE AND
MARKETING OF CANDY FLAVORED TOBACCO IN THE CITY OF
ATLANTIC BEACH, AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, tobacco use is the number one cause of preventable deaths in the United
States, and almost 90% of tobacco users and smokers started before they were 18 years old, and
WHEREAS, each day more than 4,000 young people try smoking for the first time, and
another 2,000 youths become regular daily smokers, and
WHEREAS the Surgeon General has concluded that tobacco advertising greatly contributes
to youth smoking rates, and.
WHEREAS, an estimated one -third of adolescent experimentation with smoking can be
directly attributed to tobacco advertising and promotional activities, and
WHEREAS, internal tobacco industry documents strongly suggest that manufacturers
intentionally target youth through use of candy -like flavors in tobacco products, and
WHEREAS, research from the Harvard School of Public Health (published November
2005) found that cigarette makers are targeting young smokers with new candy and liqueur flavored
brands that mask the harsh and toxic properties found in tobacco smoke. Tobacco companies use
youth - oriented, colorful and stylish packaging, and exploit adolescents' attraction to candy flavors
with names such as "Mandarin Mint," "Winter Warm Toffee" and "Twists Chill", and
WHEREAS, national studies have found that the vast majority of people who are using
these flavored tobacco products are youth and young adults, and
WHEREAS, candy flavored tobacco products are defined as loose tobacco, including snuff
flour, plug and twist tobacco, fine cutes, chewing tobacco, snus, shisha tobacco, smoking or
snuffing tobacco products, and all other kinds and forms of tobacco, including, but not limited to,
cigarettes, cigars, smokeless tobacco products and blunt wraps, prepared in such a manner with the
purpose for chewing, inhaling, smoking or ingesting in any manner in which the products or any of
its component parts (including the tobacco, filter, or paper) contain, as a constituent (including a
smoke constituent) or additive, an artificial flavor (other than tobacco or menthol) or an herb or
spice, including, but not limited to, strawberry, grape, orange, clove, cinnamon, pineapple, vanilla,
coconut, licorice, cocoa, chocolate, cherry, coffee, or alcohol flavors, that is a characterizing flavor
of the tobacco product or tobacco smoke.
NOW THEREFORE, be it resolved by the City Commission of the City of Atlantic Beach
as follows:
AGENDA ITEM # 6A
JANUARY 14, 2013
SECTION I. The City Commission of the City of Atlantic Beach, Florida, urges all local
retailers who sell tobacco products to cease the sale and marketing of all candy flavored tobacco
products, which are defined as loose tobacco, including snuff flour, plug and twist tobacco, fine
cuts, chewing tobacco, including, but not limited to, cigarettes, cigars, smokeless tobacco products
and blunt wraps, prepared in such a manner with the purpose for chewing, inhaling, smoking or
ingesting in any manner which have been flavored through the addition of natural or artificial
flavorings, herbs, spices or other means with flavors characterizing fruit, candy, alcohol or other
similar flavorings with the exception that menthol will not be included in this definition.
SECTION 2. This Resolution shall take effect immediately upon its final passage and
adoption.
PASSED by the City Commission this day of January, 2013.
ATTEST:
Donna L. Bartle, City Clerk
Approved as to form and correctness:
Alan C. Jensen, Esquire
City Attorney
Louis "Mike" Bomo, Jr., Mayor
AGENDA i,rnm It tilt
JANUARY 14, 2013
STAFF REPORT
City of Atlantic Beach
Commission Meeting
AGENDA ITEM: Marsh Master Plan Grant Writing Assistance
DATE: December 28, 2092
SUBMITTED BY: Ricky L. Carper, P.F., Public Works Director;'- I---
BACKGROUND: The City's Marsh Master Plan includes many projects that are
anticipated to need grant funding assistance for constriction. The Preserves
Pedestrian Path connecting Tideviews Preserve to Dutton Island Road is not
only the most popular of the proposed projects, it will also be the most expensive
to design; permit and construct, even though planned in four phases , Staff
considers that a possible means to accelerate the process is to have design and
permitting for the entire pedestrian path done in one operation, then to construct
in phases as funds and grants become available. Because design will require
significant amount of survey over wetlands, this will also be an expensive task,
but one that could potentially receive grant funding from various government
agencies and private organizations. Staff requested and obtained a proposal for
Grant Research and Writing Assistance from HHI Design. This fine was
intimately involved in development of the Marsh Master Plan and also wrote the
successful grant request to the Florida Inland Navigation District (FIND) for
Design and Permitting of the initial three Marsh Master Plan projects currently
underway. Staff intends to apply for FIND grants for design and permitting and
then for construction of this project, but also will use the Grant Assistance to
identify and apply for additional grants for those purposes.
BUDGET: There are no funds budgeted for Grant Assistance, If this proposal is
approved, staff will prepare a budget modification for $20,000 from the General
Fund,
RECOMMENDATIONS: Approve the Grant Support Services Proposal from HHI
Design and authorize the City Manager to sign the application for the grant when
completed.
ATTACHMENTS: HHI Design Proposal to provide Marsh Master Plan Grant Support
Services for the Preserves Pedestrian Path
REVIEWED BY CITY MANAGER:
December 14, 2012
Rick L. Carper
Public Works Director /City Engineer
City of Atlantic Beach
1200 Sandpiper Lane
Atlantic Beach, FL 32233
Re: Marsh Master Plan Grant Support Services
Dear Mr. Carper:
AGENDA ITEM # 8A
JANUARY 14, 2013
1021 east robinson street, suite b
orlando, fl 32801 -2004
407.422.1449 (phone /fax)
www.hhidesign.com
florida license LCC000027
We are pleased to submit this scope of work and fee proposal to assist the City of Atlantic Beach
in researching, applying for and administrating alternative funding programs that will permit the
City to implement the projects and programs identified in the Marsh Master Plan. Such funding
programs include but may not be limited to local /state /federal grants as well as private
foundations and organizations that provide potential funding for projects such as those
identified in the Marsh Master Plan. This proposal is for grants related to the Marsh Pedestrian
path only.
I am familiar with the Marsh Master Plan having participated in its development. I also assisted
the City in writing the 2012 FIND Grant for that was approved. This experience will reduce the
overall level of effort required to draft responses. The following are specific tasks where the
City may choose to enlist my services.
Task 1.0 Identification of Potential Alternative Funding Sources
HHI Design will research potential alternative funding sources for which funds may be available
for the calendar year 2013. HHI Design will prepare an application matrix that identifies the
funding source, timeframe for applying, program requirements, available funding and potential
projects that may be implemented for a variety of programs. Once the matrix is completed, HHI
Design will meet with the City and present the information and discuss the action for potential
applications.
HHI Design will maintain the matrix and update it as additional programs or information become
available throughout the year. The initial funding matrix will be prepared and presented to the
City within two (2) weeks from Notice to Proceed.
AGENDA ITEM # 8A
JANUARY 14, 20I3
City of Atlantic Beach
Marsh Master Plan Funding Support Services
Scope of Work and Fees
December 14, 2012
Page 2 of 3
Task 2.0 Grant Application Services
If directed to do so by the City, HHI Design will prepare specific grant applications such as the
next FIND cycle for funds to design, permit and implement projects that were identified in the
City's Marsh Master Plan. In this capacity, HHI Design will be responsible for completing all
required forms and producing all supporting exhibits and documentation. They will coordinate
with the City for seeking support letters and City Commission approval as may be required for a
specific funding program. HHI Design will, if deemed appropriate by the City, make all required
copies and ensure that applications are properly delivered prior to the deadline. All costs for
such reproduction will be direct costs. If the grant requires a presentation with a review officer
or board, HHI Design will be available to support the City through attendance at such
presentation. This will include any presentation that may be desired by the City Commission.
Task 3.0 Grant Administration Support Services
If directed to do so by the City, HHI Design will provide grant administration services which may
include preparing reports and documentation to support and ensure reimbursement of funds to
the City for specific grant programs. Once it has been determined that HHI Design's services are
needed for this task, a scope of work and estimated level of effort will be drafted and submitted
for review and approval.
FEES & SCHEDULE:
HHI Design will provide their services hourly, plus direct expenses not to exceed an annual upset
as may be approved by the City of Atlantic Beach. HHI Design will only commence work on a
specific grant application after receiving direction from the City.
Yearly Upset
Task 1.0 Identification of Potential Alternative Funding Sources $1,800.00
Task 2.0 Grant Application Services $20,000.00
Note: it is estimated that each grant application will take approximately $5,000
to complete. This allowance would be for up to four applications in 2013. If a
grant application takes less effort to complete, only the hours and expenses
spent will be charged. If the effort is higher, HHI Design will submit a request
for consideration to the City.
Task 3.0 Grant Administration Support Services To Be Determined
Funding Support Services Annual Upset Not To Exceed $20,000.00
City of Atlantic Beach
Marsh Master Plan Funding Support Services
Scope of Work and Fees
December 14, 2012
Page 3 of 3
Hourly Rates
Senior Principal
$145.00
Senior Landscape Architect
$105.00
Senior Associate — Graphics /Planning
$95.00
Senior Planner /Designer
$75.00
Administrative Support
$55.00
AGENDA ITEM # 8A
JANUARY 14, 2013
Direct Expenses will include travel, reproduction and postage. All expenses will be submitted
with appropriate back -up and reimbursements will be for actual dollars spent.
HHI Design will invoice monthly as may be required for the completion of the grant matrix and
its maintenance. HHI Design will submit an invoice for each grant application approved by the
City at the time it is delivered to the reviewing agency. All other services will be invoiced
monthly. A project report will be prepared and submitted with each invoice to the City of
Atlantic Beach Public Works Director for approval.
We are excited to continue our work with the City of Atlantic Beach to implement the Marsh
Master Plan. Please contact me if you need addition information or if you would like me to
present this proposal to the City.
Respectfully submitted,
r 8e___1 )
Ginger Corless, AICP, CPRP
President
GLC /jih
AGENDA ITEM # 813
JANUARY 14, 2013
STAFF REPORT
City of Atlantic Beach
Commission Meeting
AGENDA ITEM: 9 -1 -1 Inter -Local Agreement FY 2013
DATE: December 19, 2012
SUBMITTED BY: Michael D. Classey - Chief of Police
Duval County collects a user fee on all telephone lines in the county to offset the expenses of
providing E911 services. Jacksonville purchases the E911 emergency equipment for the
answering stations including the three beach cities.
Each year, Jacksonville reimburses the cities of Atlantic Beach, Neptune Beach, and Jacksonville
Beach 30 % of their personnel costs for Emergency Communication Operators. We have agreed
on a reimbursement of the expenses for emergency communications based on 30% of the calls
attributed to E911. On a quarterly basis, the cities provide documentation of their emergency
communications expenses including salary, benefits, and training. Jacksonville reimburses 30%
of those costs.
The number in the attached paperwork is a "not to exceed" figure. The amount is based upon last
year's actual expenses and the number is inflated by 8% to assure that it will cover the
reimbursements over the next year. The actual reimbursement will be based on the actual
expenses incurred by The City of Atlantic Beach.
BUDGET: The net effect of this contract is that it will provide up to $86,200 in revenue to
the City of Atlantic Beach over the next year.
RECOMMENDATIONS: Staff recommends the approval of the Inter -Local Agreement
Amendment for the Distribution of 9 -1 -1 Funds for Call -Taker Salaries, including
the authorization for the Mayor and City Manager to sign the paperwork.
ATTACHMENTS: Letter from Sheriff John Rutherford Jacksonville Sheriff's Office,
Amendment Number three to: Inter -Local Agreement from City of Jacksonville with signature
pages.
VIEWED BY CITY MANAGER:
AGENDA ITEM # 813
JANUARY 14, 2013
John H. Rutherford
Sheriff
December 14, 2012
City of Atlantic Beach
Attention Mayor Louis Borno, Jr.
800 Seminole Road
Atlantic Beach, FL 32233
Reference: Amendment No.3 to 911 Interlocal Agreement between the City of
Jacksonville and the City of Atlantic Beach, Florida
Dear Mayor Borno:
Forwarded herewith are three (3) originals of the above referenced Amendment No. 3 to
Contract No., 5629 -46 between the City of Jacksonville and the City of Atlantic Beach, Florida.
Please have all copies executed and return with proper attestation to my attention.
Sincerely,
JOHN H. RUTHERFORD
SHERIFF
I✓ -Z--1 L,-e-
William J. Clement, CPA
Procurement .& Contracts Manager
ENCLOSURE,
A Nationally Accredited Agency An Equal Opportunity Employer
AGENDA ITEM # 813
JANUARY 14, 2013
9 -1 -1 User Fee Distribution in Fiscal Year2012 -2013
THIS AMENDMENT THREE TO INTERLOCAL AGREEMENT is made and
entered into as of this day of , 2012, by and between THE CITY OF
JACKSONVILLE, FLORIDA, a consolidated mu ricipal/county government, making the
General Services District (hereinafter referred to as "JACKSONVILLE ") and THE CITY OF
ATLANTIC BEACH, FLORIDA, a municipal corporation, within the General Services
District (hereinafter referred to as "ATLANTIC BEACH ") for the purpose of distributing
proceeds collected and set aside via the 9 -1 -1 User Fee to be used to pay a portion of the salaries
and related expenses for 9 -1 -1 Call Takers for that portion of their time spent answering and
handling 9 -1 -1 calls under the provisions of Section 365.172 (9), Florida Statutes, as authorized
to be imposed by the governing body of Duval County (hereinafter referred to as the "Project ").
WHEREAS, in 2009, the parties have made and entered into an Interlocal Agreement,
City Contract #5629 -46 (hereinafter referred to as the "Agreement" for the Project; and
WHEREAS, said Agreement will be in effect until September 30, 2014, and
WHEREAS, said Agreement has been amended two (2) times-previously: and
WHEREAS, the Council of JACKSONVILLE, acting as the governing body ofDuval
County, Florida, has maintained the 9 -1 -1 User Fee at $.44 per month for the period from
October 1, 2012 through September_ 30, 2013 ( "Fiscal Year "2012 - 2013), and has authorized the
fees collected to be used to fund an Interlocal Agreement wherein ATLANTIC BEACH will
receive its pro rata share to be used for lawful purposes; and
WHEREAS, said Agreement should be amended, for Fiscal Year 2012 -2013 by updating
2012 -2013 dates and distribution amounts with all other provisions, terms and conditions of said
Agreement remaining unchanged; now therefore
IN CONSIDERATION of said Agreement and the mutual promises and covenants
herein contained and for other good and valuable consideration, acknowledged, by the parties to
be legally sufficient, the parties agree to amend said Agreement as follows:
1. The above stated recitals are accurate, true and correct and, by this reference, are
incorporated herein and are made a part hereof.
2. Section 2, of said Agreement is amended, in part, by providing for a Fiscal Year
2012 -2013 distribution of $86,200.00 to ATLANTIC BEACH and, as amended, shall read as
follows:
1
AGENDA ITEM # 813
JANUARY 14, 2013
2. ATLANTIC BEACH shall receive a distribution proportion of the 9 -1 -1 User Fee
calculated by taking the total Call- Takers actual salary expenditures from ATLANTIC BEACH,
multiplying that amount by 30% (based on call volume data provided by each PSAP agency) and
adding 30% for benefits and training. The Sheriff's Office may also include other factors such
as changes in the 9 -1 -1 call volume data, percentage and inflationary increases or decreases, and
the impact of wireless calls on each agency, to determine the distribution amount. The maximum
amount to be distributed by JACKSONVILLE as a result of this calculation for ATLANTIC
BEACH for Fiscal Year 2012 -2013 is EIGHTY -SIX ONE THOUSAND TWO HUNDRED
AND 00 /100 DOLLARS $86,200)"
3. Section 6, in said Agreement, is amended, in part to revise dates to reflect the
Fiscal Year 2012 -2013 and, as amended, shall read as follows:
"6. The salary period covered by Amendment Number Three to Agreement shall
commence retroactively to October 1, 2012 which is the beginning of Fiscal Year - 2012 -2013.
This Agreement shall become effective on the date it is recorded in the Official Records of Duval
County, and shall remain effective through September 30, 2014."
4. JACKSONVILLE will record this Amendment Number Three to Interlocal
Agreement in the Official Records of Duval County, as required by Section 163.01(11), Florida
Statutes.
SAVE AND EXCEPT for the express amendments provided in this instrument, the
provisions, terms and conditions of said Agreement shall remain unchanged and shall continue in
full force and effect.
[Remainder of page intentionally left blank. Signature page follows immediately.]
AGENDA ITEM # 813
JANUARY l 4, 20 ] 3
IN WITNESS WHEREOF, the City of Jacksonville, by and through its respective
authorized representatives, has caused this Agreement to be executed on the day and year first
above written.
ATTEST:
C
James R. McCain, Jr.
Corporation Secretary
STATE OF FLORIDA)
)ss.
COUNTY OF DUVAL)
CITE' OF JACKSONVILLE
Alvin Brown, Mayor
The foregoing instrument was acknowledged before me this day of
20_, by Alvin Brown and James R. McCain, Jr., the Mayor and Corporation Secretary
respectively, of the City of Jacksonville, a municipal corporation in Duval County, Florida.
Such persons: (notary must check applicable box)
❑
are personally known to me; or
produced a current
produced
driver's license as identification; or
as identification
(Sign)
(Print)
NOTARY PUBLIC
My Commission expires:
(NOTARIAL SEAL)
In compliance with the Ordinance Code of the' City of Jacksonville, I do hereby terrify
that there is an unexpended, unencumbered and un impounded balance in the appropriation to
cover the foregoing Agreement and that provision has been made for the payment of the monies
provided therein to be paid.
Director of Finance
City Contract Number:
Form Approved:
Office of General Counsel
3
AGENDA ITEM # 813
JANUARY 14, 2013
IN WITNESS WHEREOF, the City of Atlantic Beach, by and through its respective
authorized representatives, has caused this Agreement to be executed on the day and year first
above written.
ATTEST:
C
Donna L. Bartle, City Clerk
800 Seminole Road
Atlantic Beach, FL 32233
STATE OF FLORIDA)
)ss.
COUNTY OF DUVAL)
CITY OF ATLANTIC BEACH
Louis Borno, Jr., Mayor
800 Seminole Road
Atlantic Beach, FL 32233
By:
Jim Hanson, City Manager
800 Seminole Road
Atlantic Beach, Florida 32233
The foregoing instrument was acknowledged before me this day of ,
205 by Louis Borno, Jim Hanson and Donna L. Bartle, the Mayor, the City Manager and the
City Clerk, respectively, of the City of Atlantic Beach, a municipal corporation in Duval County,
Florida.
Such persons: (notary must check applicable box)
■
■
■
are personally known to me; or
produced a current
produced
driver's license as identification; or
as identification
(Sign)
(Print)
NOTARY PUBLIC
My Commission expires:
(NOTARIAL SEAL)
G: \Gov't Operations \NEILLM\CONTRACT\ATLANTIC BEACH Agreement EXECUTION ORIGINAL Amd #2 for 2011 -2012 ILA Atlantic
Beach (3).doc
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