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4-22-13 Commission Workshop MINUTES OF THE WORKSHOP OF ATLANTIC BEACH CITY COMMISSION HELD IN THE COMMISSION CHAMBER ON APRIL 22,2013 AT 6:30 PM City Commission Members present: Mike Borno,Mayor Maria Mark,Mayor Pro Tern Mark Beckenbach, Commissioner Jonathan Daugherty, Commissioner Carolyn Woods, Commissioner Staff present: Jim Hanson, City Manager Rick Carper, Public Works Director Mike Classey, Police Chief Sue Danhauser, Human Resources Director Timmy Johnson, Recreation and Special Events Director Donna Kaluzniak,Utility Director Nelson Van Liere, Finance Director Donna Bartle, City Clerk Nancy Bailey, Recording Secretary The meeting, which was held for the purpose of discussing the agenda items for the Commission Meeting of May 13, 2013, was called to order at 6:30 p.m. by Mayor Borno. Mayor Borno explained the agenda for the workshop. Mayor Borno introduced Scott Christiansen with Christiansen & Dehner, stating, as a courtesy to Mr. Christiansen, he would have him present his agenda items first since he had a long drive after the meeting to be somewhere early in the morning. He stated he would be addressing items 7D and 7E. Mr. Christiansen explained the background of his firm, stating they do almost nothing but governmental pension plans. He gave a presentation on the Police and General Employees' Pension Plans, stating they reviewed the current ordinances and suggested they rewrite entirely new plans. He further explained the changes to each plan. He answered questions from the Commission and City Manager. He further encouraged anyone who has any questions after the first reading of the ordinance to call him. 1. Discussion of Action Items on Commission Meeting Agenda for May 13,2013: A. Minutes There was no discussion on this item. B. Consent Items Consent Item 4A - Mr. Van Liere, Mr. Hanson and Ms. Kaluzniak answered several questions from the Commissioners related to the Utility Sales Report. Consent Item 4B - Ron Whitesides, Purvis Gray & Company, Audit Partner in charge of the City's outside independent auditors, presented the summary of the results of the annual audit report for September 30, 2012 stating they issued an unqualified opinion, which means it was a clean report without qualification which is the highest opinion they can render. He stated, in addition to the financial audit, they also look at the City's internal controls and how they spend restricted funds and comply with their grants and debt agreements. He stated he was pleased to report they had no findings in those areas so it is a clean opinion and a clean report on compliance and internal controls, which is excellent. He further explained the major changes in revenues and expenditures; the restricted and unrestricted net assets; and the pension liability, rate of return and valuation. He answered several questions from the Minutes—City Commission Workshop April 22,2013 Page 2 Commission. He further stated the Finance Department continues to do an excellent job in spite of losing a long-term employee this year. He stated she was replaced by a new person who is having to be trained and they are having to juggle some responsibilities. He stated, during the audit, they were especially cognizant of looking at changes in control processes because of that, but found they are doing a very good job. Consent Item 4C - Finance Director Nelson Van Liere summarized the actuary reports and impact statements for the Police and General Employees Retirement System, which he distributed to the Commission. He and Mr. Hanson answered questions from the Commission. C. Resolutions Resolution No. 13-06 - Mr. Hanson asked if the Commission had any other comments on the Strategic Plan. Discussion ensued regarding including dollar costs when available and breaking down the Parks Planning and Tree Ordinance category and rescoring them as two separate items. City Attorney Jensen stated as these were originally scored in workshops and no decision has been made to adopt it yet he saw no problem with rescoring the items. The Commission rescored the two items with Parks Planning receiving a score of 22 and Tree Ordinance receiving a 20. Further discussion ensued regarding purchasing additional marsh front property as it becomes available and combining Identifying City Boundaries into the Mayport Road Corridor category. Mr. Hanson stated he will incorporate the comments and bring them back to the next meeting. D. Ordinances Ordinance No. 20-13-122 - Mr. Hanson summarized the issues related to bringing the hosting and editing in-house. Discussion ensued related to the cost and single vs. multi-camera system. Ordinance No. 20-13-123 - Mr. Van Liere summarized the Ordinance explaining the budget amendments are for the funding needs pertaining to the recent union negotiations. Ordinance No. 58-13-35 - Human Resources Director Sue Danhauser summarized the Ordinance explaining it is for the purpose of setting up one part of the Defined Contribution Plan, the 401 Profit Sharing Plan. She stated she will distribute the adoption agreement as soon as it is available. E. Miscellaneous Business 8A. Public Works Director Rick Carper summarized his staff report on the FY 2012-2013 Resurfacing Project stating staff proposes to piggyback on the existing St. Johns County Annual Asphalt Maintenance Services contract. He answered questions from the Commission. 8B. Utility Director Donna Kaluzniak summarized her staff report on the annual Water Quality Report stating DEP requires every customer be given a copy of the report by July 1 of each year. She stated this year DEP is allowing electronic delivery so, instead of putting it in the utility bills, there will be a note on the utility bills with a link to the report as well as a number to give customers the ability to request the report by mail if they want a hard copy. She further stated DEP requires it be added to the website with a direct link to the report. She answered questions from the Commission. Minutes—City Commission Workshop April 22,2013 Page 3 8C. Chief Mike Classey reported on the proposed updates/changes to the Animal Control Ordinance. It was recommended by the Commission that they change the proposed impound fee increase from $20 to $25. He answered several questions from the Commission. He further stated staff recommends having a Special Magistrate preside over Dangerous Dog cases rather than the Code Enforcement Board. Discussion ensued. City Attorney Jensen stated when there are hearings in front of the Code Enforcement Board people are assessed the cost of the proceedings and he does not know if the City may also be able to assess the cost of the Special Magistrate but he will look into that. 8D. Chief Classey summarized his staff report related to the proposed ordinance for regulating taxi cabs operating within the City. 8E. Rick Carper summarized his staff report regarding Engineering Design of Stormwater Improvements for East Coast Drive stating this is to accept the scope and fees from Edwards Engineering for the stormwater improvements for East Coast Drive. He answered questions from the Commission. 8F. Recreation and Special Events Director Timmy Johnson summarized his staff report stating this is to assist with the dangerous dog issue. He stated staff is requesting to enter into a contract with a dog trainer. He stated after contacting several dog trainers, Ronald White, who is up to speed with what is going on in Atlantic Beach,has agreed to enter into a contract with the City to give classes throughout the City for training dogs. After further discussion, it was recommended that staff add a provision in the contract that the Recreation Director shall approve the locations of the training. 8G. Mr. Hanson recommended this item (Police Building) be deferred indefinitely or at least until after the budget workshops due to time constraints on staff at this time. Discussion ensued. The Commission agreed to consider a deferment at the May 13 meeting. 8H. Commissioner Daugherty asked for input from the Commission on scheduling future community meetings. Discussion ensued. Commissioner Daugherty stated he would put a written proposal together for their consideration on May 13. Mayor Borno stated he could make a request at the next meeting that it be considered for an action item at the June meeting. 8I. Mayor Borno stated he will be making a request that they amend the budget amendment under Agenda Item 7B and consider the contribution request of $5,000 toward the Fireworks. Mr. Hanson added that if they do it as a new budget amendment it could not be done before July 4 so it will need to be added to an existing budget amendment. 8J. Mr. Hanson reported on the pay raise for City Manager/City Clerk stating, although he appreciates them recommending both of them for a pay raise, he would request that he not be considered for the pay raise since it was to offset the 1% increase in the cost to employees for the pension plan and he is not in the pension plan. Secondly, with the year being a very difficult time for the employees and the very serious changes to negotiate, as the chief negotiator for the City, he believes it would look very bad if he came out ahead. He stated he does believe the City Clerk needs a raise because she is in the defined benefit plan and if she does not get the same 1% Minutes—City Commission Workshop April 22,2013 Page 4 raise everybody else gets, when this goes into effect, she will lose 1% of her pay. Mayor Borno stated they will take that into consideration when they take action on this. Commissioner Mark gave an update on the meeting with the developers of Selva Marina and their attorney. She further stated she, Jim Hanson and Alan Jensen also have a meeting with Mark Hudson of North Florida Land Trust to discuss drafting a conservation easement. Donna Kaluzniak reported on the irrigation issue and the proposed solutions, stating the golf course is going to need water by January. She stated her request to the Commission is to authorize the design and engineering services for that project. She distributed a cost proposal and timeline to the Commission. Ms. Kaluzniak and Mr. Hanson answered questions from the Commission. Discussion ensued. Mr. Kaluzniak explained she is applying for a 40% cost share grant through the Water Management District but there is a lot of competition and she does not know if we will get it. Mr. Hanson asked for permission to put the irrigation item on the May 13 meeting agenda due to the time constraint issues. Further discussion ensued and it was the consensus to add the item to the agenda of May 13. 2. Discussion of Non-Action Items on Commission Meeting Agenda for May 13,2013: A. Proclamations There was no discussion on this item. B. City Manager's Follow-up Report/City Manager's Report There was no discussion on this item. 3. Public Input Mayor Borno opened the Courtesy of the Floor to Visitors. He welcomed the audience and explained the process for public comments. Bill Mayhew, 1870 N. Sherry Drive, addressed the cost of special magistrate stating they should not create a system where the poor people can't fight it but the rich people can; stated he doesn't understand why the City is getting involved in dog training; and asked why the City needs to put water on the golf course. He also stated he was very disappointed that pension plans did not even make the final cut on the strategic planning items and further spoke against the defined benefit pension plan. No one else from the audience spoke so Mayor Borno closed the Courtesy of the Floor to Visitors. City Clerk Donna Bartle reported there were errors in Section number references that were discovered after they adopted the Flood Plain Ordinance and City Attorney Jensen had determined they are scrivener's errors and no further action is needed. She stated Mr. Jensen suggested she advise the Commission of the errors and that they intend to make the corrections to the Ordinance and have the Mayor sign it. Minutes—City Commission Workshop April 22,2013 Page 5 There being no further discussion by the City Commission, Mayor Borno declared the meeting adjourned at 10:17 p.m. 111AA4P_) 6044'6 Mike Borno Mayor 4 I ii Donna L. Bartle, CMC City Clerk