Loading...
Agenda Item 1*MINUTES REGULAR CITY COMMISSION MEETING June 10, 2013 CITY HALL, 800 SEMINOLE ROAD IN ATTENDANCE: Mayor Mike Borno Mayor Pro Tern Maria Mark Commissioner Mark Beckenbach Commissioner Jonathan Daugherty Commissioner Carolyn Woods City Attorney Alan C. Jensen City Manager Jim Hanson Recording Secretary Nancy E. Bailey Call to Order/Pledge: Mayor Borno called the meeting to order at 6:30 p.m. Commissioner Daugherty gave the Invocation, followed by the Pledge of Allegiance to the Flag. 1. A. Approve the minutes of the Regular Commission Meeting of May 13, 2013. B. Approve the minutes of the Commission Workshop of April 22, 2013. 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. Transportation Improvement Program (TIP) Presentation — Denise Bunnewith. Mayor Borno introduced Denise Bunnewith from North Florida Transportation Planning Organization who gave a presentation on the Transportation Improvement Program for Fiscal Years 2013/2014 through 2017/2018 focusing on the projects that affect the beaches. She answered questions from the Commission. Mayor Borno opened the Courtesy of the Floor to Visitors. Mayor Borno welcomed the audience and explained the process for public comments. Kelly Elmore, 1650 Beach Avenue, addressed the Commission related to Selva Marina Country Club as a citizen and as a design consultant for the developer. He encouraged the Commission to vote for this PUD zoning stating why he believes what the developers are bringing to this project is a win/win for both the Club and the City. Dave Estes, 1275 Linkside Drive, commented on the current plan for Selva Marina stating he met with Commissioner Mark and Rick Wood, the developer, who set up a conference call with Erick Larson the golf course designer who confirmed they were not going to put up a net at the end of the driving range. He further stated he also received an email from John Meserve who stated the Club has not done a good job of maintaining their backyard, which is the area the members do not see but the neighbors do see, and he stated he will have it cleaned up and continue to do so with the new development. He further stated he had found out tonight that the Club has submitted a new plan that raises the number of lots to 200, taking out the driving range and placing about 20 homes directly behind his house but he will leave that battle for another time. Tim Anderson, 824 Sherry Drive, disclosed that he is a member of Selva and, if he qualifies, will be running for a City Commission seat. He stated he believes Atlantic Beach is a destination community and is a wonderful place to raise children. He stated the Commission has a unique opportunity to set an asset within Atlantic Beach on a path to revitalization. He stated as a community that needs to grow, they need to June 10 2013 REGULAR COMMISSION MEETING Page 2 embrace the success that Atlantic Beach has enjoyed over the past decade and if they have the opportunity to set one of their greatest assets on a path of revitalization he believes it would be very negative as a Commission to pass up that opportunity. He stated he begs the Commission to take this very important first step and allow this to move forward, and to take everybody's concerns in mind and to make sure that they can set as many minds at ease as possible. He stated he believes it is in the best interest of Atlantic Beach to allow this revitalization of a strong asset to move forward. No one else from the audience spoke so Mayor Borno closed the Courtesy of the Floor to Visitors. Mayor Borno presented a Certificate of Completion from the Advanced Institute for Elected Municipal Officials to Commissioner Maria Mark. 3. Unfinished Business from Previous Meeting A. City Manager's Follow -up Report. City Manager Hanson reported on the Commission's discussion at the workshop on the possibility of setting special meetings at future workshops to have second readings on Ordinances if they are time sensitive. He stated it was pointed out to him by staff that this currently cannot be done with Zoning Ordinances because of the requirement of a 30 -day prior published notice for each hearing, which was established to give the public more time to react to zoning changes. He further stated the intent in changing the City's meeting schedule was to also give the public more time to react to all of the Commission's decisions. He stated if it is their intent to call for a special meeting for second readings, the only way they would be able to do that on most zonings would be to change that Ordinance. He stated he wanted to see if there was any interest in changing that ordinance to require a 10 -day published notice prior to a final hearing instead of the 30 -day notice. Commissioner Mark further explained and clarified her comments at the workshop regarding this. She stated her suggestion was that after an ordinance had been through the first reading and was on the agenda for the final reading, if it was not a controversial issue or did not need a lot of input at a regular meeting, they could put the public hearing and final reading on the special meeting. She agreed they want that time for the public on any kind of rezoning consideration and she was only suggesting they do this for those ordinances amending the budget, etc, not zoning. Mayor Borno clarified that they want to leave the zoning ordinances as they are with two 30 -day readings. He reiterated, since there were no further comments, they will leave it as be. 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 Police Department 1St Quarter 2013 Report, Financial Report for March 2013, Building Department Monthly Activity Report, Utility Sales Report and List of New Business Taxes for April 2013. B. Award the Annual Contract for Trimming Palm Trees to Luke Brothers, Inc. (Bid No. 1213 -05). June 10 2013 REGULAR COMMISSION MEETING Page 3 C. Accept report of North Florida Transportation Planning Organization on Transportation Improvement Program. D. Approve requested waiver from City Code Section 19 -7 Driveway Limitations to allow a circular driveway on a lot at 592 Royal Palms Drive with less than 100 foot frontage. E. Appoint Tim Saggau to the Police Officers' Pension Board of Trustees for a two -year term beginning June 10, 2013. Mayor Borno read the Consent Agenda. Motion: Approve Consent Agenda Items A, B, C, D and E as read. Moved by Daugherty, Seconded by Woods Votes: Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods Nay: 0 MOTION CARRIED 5. Committee Reports None. 6. Action on Resolutions A. RESOLUTION NO. 13 -07 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, ADOPTING THE ICMA- RETIREMENT CORPORATION 401 GOVERNMENTAL PROFIT - SHARING PLAN & TRUST RETIREMENT BASIC DOCUMENT AND TRUST ADOPTION AGREEMENT AND PROVIDING AN EFFECTIVE DATE. Mayor Borno read Resolution No. 13 -07 by title. Motion: Approve Resolution No. 13 -07 as read. Moved by Woods, Seconded by Mark Votes: Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods Nay: 0 MOTION CARRIED B. RESOLUTION NO. 13 -08 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA ADOPTING A POLICY TO HOLD TOWN HALL MEETINGS ON A QUARTERLY BASIS. Mayor Borno read Resolution No. 13 -08 by title. Motion: Approve Resolution No. 13 -08 as read. Moved by Daugherty, Seconded by Beckenbach June 10 2013 REGULAR COMMISSION MEETING Page 4 Mayor Borno stated this is to set future town hall meetings and the resolution has been revised since the last meeting. Mayor Borno further stated, from the discussions at the workshop, he thought they had come to a consensus that they would not bounce all over town with these meetings and would hold them here at City Hall. He stated he will make an amendment to Section 3 that the locations for the Town Hall Meetings be held at Atlantic Beach City Hall and delete, "alternate quarterly between locations east and west of Mayport Road ". Motion: Amend Section 3 to state that the locations for the Town Hall Meetings will be held at Atlantic Beach City Hall and delete, "alternate quarterly between locations east and west of May Road ". Moved by Borno Motion failed for lack of a second. Mayor Borno called for a vote on the original motion. Votes: Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods Nay: 0 MOTION CARRIED 7. Action on Ordinances Item 7E was taken out of sequence and acted on at this time. E. ORDINANCE NO. 90-13-216, Introduction and First Reading AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, REZONING LANDS AS DESCRIBED HEREINAFTER FROM PLANNED UNIT DEVELOPMENT (PUD) TO SPECIAL PLANNED AREA (SPA), SAID LANDS TO BE KNOWN AS THE ATLANTIC BEACH COUNTRY CLUB SPA; PROVIDING FOR SPECIAL CONDITIONS; PROVIDING FINDINGS OF FACT; PROVIDING A SAVINGS CLAUSE; REQUIRING RECORDATION; AND PROVIDING AN EFFECTIVE DATE. Mayor Borno read Ordinance No. 90 -13 -216 by title. Motion: Approve Ordinance No. 90 -13 -216 as read. Moved by Mark, Seconded by Daugherty Mayor Borno summarized the Ordinance stating this is for rezoning the Country Club property. Marla Buchanan, representing T.R. Hainline, summarized the background, lot sizes, height requirements, tree protection and landscaping, traffic study and drainage issues of the project. Mike Carlin, President of the Board of Directors of Selva Marina Country Club, explained his role and plans for the development. He thanked the Commission for having a liaison available to talk to them and answer questions. Commissioner Beckenbach asked Mr. Carlin about the additional 20 houses and if this would be the last time they would be asking for an increase. Mr. Carlin stated yes, there is no other land to do anything with. He further stated there were a number of contingencies in the contract they signed with the developer and the restructure they are working on is to remove all of those contingencies. He stated one of them is to have the June 10 2013 REGULAR COMMISSION MEETING Pale 5 developer provide the financing for the amenities and have an obligation on the part of the club to take out that financing in two years after the amenities are done. He stated like all good lenders, the developer wants to be secured so they are going to need to secure that obligation with that property because without that financing they can't go forward. He stated this is not an entity he can take to a bank or lender given the track record over the last five years, and borrow money. He stated that is a financing vehicle that is available to the club that they absolutely need to take advantage of and think it eliminates any uncertainty in this deal getting done. Commissioner Beckenbach also stated he did not hear of the conservation easement being brought up at all. Mr. Carlin stated it is their intent to work with the developer to work with the City to grant that conservation easement over the golf course property. He stated it was only as a result of looking at making this project as much a sure thing as you can ever make a project, that the request came up to get the driving range platted so they could have lots in there to secure the financing. He stated their goal is to preserve the character of Atlantic Beach first and foremost and are doing everything they possibly can to make sure there is a first class amenity there and that the character of the community is preserved. He stated as they look at structuring this contract it will likely involve sale of the property to the developer and the developer ultimately granting that conservation easement, but that will be incorporated into the contract. Mayor Borno asked, since they allowed the Country Club representatives to speak, was there anyone here who desired to speak on the other side. No one from the audience spoke. Votes: Aye: 5 — Borno, Beckenbacb, Daugberty, Mark, Woods Nay: 0 MOTION CARRIED Item 7F was taken out of sequence and acted on at this time. F. ORDINANCE NO. 90-13-217, Introduction and First Reading AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, COUNTY OF DUVAL, STATE OF FLORIDA, CHANGING THE ZONING DISTRICT CLASSIFICATION OF LANDS DESCRIBED WITHIN ATTACHED EXHIBIT A FROM PLANNED UNIT DEVELOPMENT (PUD) TO RESIDENTIAL, SINGLE - FAMILY (RS -1), PROVIDING FINDINGS OF FACT, REQUIRING RECORDATION AND PROVIDING AN EFFECTIVE DATE. Mayor Borno read Ordinance No. 90 -13 -217 by title. Motion: Approve Ordinance No. 90 -13 -217 as read. Moved by Woods, Seconded by Mark Mayor Borno summarized the Ordinance. Votes: Aye: 5 — Borno, Beckenbacb, Daugberty, Mark, Woods Nay: 0 MOTION CARRIED Item 8A was taken out of sequence and acted on at this time. 8A. Agreement with Beaches Habitat for the renovation and use of Jordan Park Community Center. June 10 2013 REGULAR COMMISSION MEETING Page 6 Mr. Hanson summarized the proposal to rehab the Jordan Center by Beaches Habitat using their own money. He stated this is a revised lease that reflects that. Ralph Marcello, President of Beaches Habitat, and Arnie Gustafson, Construction Director for Beaches Habitat, introduced themselves and stated they were available if there were any questions. Commissioner Woods stated they are a great asset to the community and thanked them, stating she is looking forward to everything they are doing over there. Motion: Authorize the City Manager to sign the agreement with Beaches Habitat for the renovation and use of Jordan Park Community Center. Moved by Mark, Seconded by Daugherty Votes: Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods Nay: 0 MOTION CARRIED A. ORDINANCE NO. 20-13-123, Public Hearing and Final Reading AN ORDINANCE AMENDING THE OPERATING BUDGET FOR THE CITY OF ATLANTIC BEACH, FLORIDA FOR FISCAL YEAR BEGINNING OCTOBER 1, 2012 AND ENDING SEPTEMBER 30, 2013, AND PROVIDING AN EFFECTIVE DATE. Mayor Borno read Ordinance No. 20 -13 -123 by title. Motion: Approve Ordinance No. 20 -13 -123 as read. Moved by Woods, Seconded by Mark Mayor Borno summarized the budget amendments of the Ordinance. Mayor Borno opened the Public Hearing. No one from the audience spoke so he closed the Public Hearing. Commissioner Daugherty asked if there is a plan in place to dispose of the foreclosed property. Mr. Hanson stated they are expecting to have an ordinance for first reading at the next regular meeting that will be required for the City to sell property. He stated he asked Habitat if they were interested in rehabbing the property but has not heard from them yet. Discussion ensued. Mr. Jensen stated if they pass this budget amendment they will then be able to proceed to get clear title to this property insured in the City's name and the ordinance has been prepared to bring to the Commission to decide how to dispose of it. Votes: Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods Nay: 0 MOTION CARRIED June 10, 2013 REGULAR COMMISSION MEETING Page 7 B. ORDINANCE NO. 58-13-35, Public Hearing and Final Reading AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, ESTABLISHING CHAPTER 2, ADMINISTRATION, ARTICLE VI, EMPLOYEE BENEFITS, DIVISION 5, CITY OF ATLANTIC BEACH DEFINED CONTRIBUTION PLAN, SECTIONS 2 -320 THROUGH 2 -330, PROVIDING FOR CODIFICATION; AND PROVIDING AN EFFECTIVE DATE. Mayor Borno read Ordinance No. 58 -13 -35 by title. Motion: Approve Ordinance No. 58 -13 -35 as read. Moved by Woods, Seconded by Mark Mayor Borno summarized the Ordinance. Mayor Borno opened the Public Hearing. No one from the audience spoke so he closed the Public Hearing. Votes: Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods Nay: 0 MOTION CARRIED C. ORDINANCE NO. 58-13-36, Public Hearing and Final Reading AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, AMENDING AND RESTATING CHAPTER 2, ADMINISTRATION, ARTICLE VI, EMPLOYEE BENEFITS, DIVISION 4, POLICE OFFICERS' RETIREMENT SYSTEM, SECTIONS 2 -300 THROUGH 2- 310.29, INCLUSIVE, OF THE CODE OF ORDINANCES OF THE CITY OF ATLANTIC BEACH, BY RESTATING THE CITY OF ATLANTIC BEACH POLICE OFFICERS' RETIREMENT SYSTEM; PROVIDING FOR CODIFICATION; PROVIDING FOR SEVERABILITY OF PROVISIONS; REPEALING ALL ORDINANCES IN CONFLICT HEREWITH AND PROVIDING AN EFFECTIVE DATE. Mayor Borno read Ordinance No. 58 -13 -36 by title. Motion: Approve Ordinance No. 58 -13 -36 as read. Moved by Woods, Seconded by Mark Mayor Borno summarized the Ordinance. Mayor Borno opened the Public Hearing. No one from the audience spoke so he closed the Public Hearing. Votes: Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods Nay: 0 MOTION CARRIED D. ORDINANCE NO. 58-13-37, Public Hearing and Final Reading AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, AMENDNG AND RESTATING CHAPTER 2, ADMINISTRATION, ARTICLE VI, EMPLOYEE BENEFITS, DIVISION 3, GENERAL June 10 2013 REGULAR COMMISSION MEETING Page 8 EMPLOYEES' RETIREMENT SYSTEM, SECTIONS 2 -261 THROUGH 2 -299, INCLUSIVE, OF THE CODE OF ORDINANCES OF THE CITY OF ATLANTIC BEACH, BY RESTATING THE CITY OF ATLANTIC BEACH GENERAL EMPLOYEES' RETIREMENT SYSTEM; PROVIDING FOR CODIFICATION; PROVIDING FOR SEVERABILITY OF PROVISIONS; REPEALING ALL ORDINANCES IN CONFLICT HEREWITH AND PROVIDING AN EFFECTIVE DATE.. Mayor Borno read Ordinance No. 58 -13 -37 by title. Motion: Approve Ordinance No. 58 -13 -37 as read. Moved by Woods, Seconded by Mark Mayor Borno summarized the Ordinance. Mayor Borno opened the Public Hearing. No one from the audience spoke so he closed the Public Hearing. Votes: Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods Nay: 0 MOTION CARRIED E. ORDINANCE NO. 90-13-216, Introduction and First Reading AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, REZONING LANDS AS DESCRIBED HEREINAFTER FROM PLANNED UNIT DEVELOPMENT (PUD) TO SPECIAL PLANNED AREA (SPA), SAID LANDS TO BE KNOWN AS THE ATLANTIC BEACH COUNTRY CLUB SPA; PROVIDING FOR SPECIAL CONDITIONS; PROVIDING FINDINGS OF FACT; PROVIDING A SAVINGS CLAUSE; REQUIRING RECORDATION; AND PROVIDING AN EFFECTIVE DATE. This item was taken out of sequence and acted on earlier in the meeting. F. ORDINANCE NO. 90-13-217, Introduction and First Reading AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, COUNTY OF DUVAL, STATE OF FLORIDA, CHANGING THE ZONING DISTRICT CLASSIFICATION OF LANDS DESCRIBED WITHIN ATTACHED EXHIBIT A FROM PLANNED UNIT DEVELOPMENT (PUD) TO RESIDENTIAL, SINGLE- FAMILY (RS -1), PROVIDING FINDINGS OF FACT, REQUIRING RECORDATION AND PROVIDING AN EFFECTIVE DATE. This item was taken out of sequence and acted on earlier in the meeting. G. ORDINANCE NO. 20-13-122, Introduction and First Reading AN ORDINANCE AMENDING THE OPERATING BUDGET FOR THE CITY OF ATLANTIC BEACH, FLORIDA FOR FISCAL YEAR BEGINNING OCTOBER 1, 2012 AND ENDING SEPTEMBER 30, 2013, AND PROVIDING AN EFFECTIVE DATE. Mayor Borno read Ordinance No. 20 -13 -122 by title. Motion: Approve Ordinance No. 20 -13 -122 as read. Moved by Woods, Seconded by Mark Mayor Borno explained this amends the operating budget to include funding for videotaping of Commission meetings. June 10 2013 REGULAR COMMISSION MEETING Pate 9 Commissioner Woods clarified that this system is upgradable and asked if we can index the agenda to the video. Mr. Hanson stated, yes, but that indexing would have to be done by City employees. Commissioner Mark stated she believes the monthly cost for hosting the one single - camera system included indexing for that. Mr. Hanson stated all that includes is paying someone to store it on their server and make it available to the public. He stated the physical act of going through the tape and indexing has to be done by an employee. He stated when they did away with the remote editing and reduced this budget amendment there was no longer that indexing that went with the remote editing. Commissioner Mark stated then they need to clarify this because she will bet the house that on the system they were looking at, which she believes was the second system listed on Mr. Randich's matrix, it included the remote service which included indexing. She stated that was the only reason she said they were still getting the indexing, but they are just getting a single - camera system as opposed to a multi - camera system. Mr. Hanson stated they will still get the indexing; it will just have to be done by City employees. Commissioner Mark stated, no, she thought that monthly charge included that. Mr. Hanson stated he is absolutely sure because he had that discussion today with the staff. Motion: Move to defer until the next meeting so this is clarified. Moved by Mark Commissioner Mark stated the second system that these numbers reflected included the indexing and it was not a staff person who had to do it. Commissioner Woods asked if she is saying that if it is discovered that this option requires additional staff that she wants to go back to the option that did not require staff time. Commissioner Mark stated she knows there is an option that will give you the single - camera system but then at a lower monthly rate for the contract services would still give you the indexing that they are asking for. Commissioner Woods stated so they just want to make sure there is no additional requirement on City Staff and that the indexing still occurs. Mayor Borno stated if they defer it, it will go to first reading in July so it will back up a month, or they can approve this and amend it when it comes up for public hearing and final reading. Commissioner Daugherty stated, as a point of order, Commissioner Mark did make a motion, so there is a motion on the floor. He stated they have not had a second yet so they can't have any discussion on it. Mayor Borno stated there was no second on the defer so they are back to the original motion and second which are on the floor and they are discussing right now. Commissioner Woods stated she agreed with Commissioner Mark that it is important to have the indexing and it is important that there is no additional strain on staff to get this done. She asked City Attorney Jensen if there is some way they can make that note and move forward with approving this. City Attorney Jensen stated the Ordinance doesn't address that at all, it is just passing a budget amendment to approve the funds for the system; it doesn't say anything about indexing. Commissioner Daugherty stated they could go ahead and pass this on the first reading and staff could get back with him on that. Mayor Borno asked if they could amend the dollar figure at second reading. City Attorney Jensen stated if it is not a substantial change. Mr. Hanson clarified what he understands they want is for staff to get a price for someone just to remotely index the meetings and bring it back so it could be added at the second reading to that portion dealing with contract services and put that in the budget so staff doesn't have to do it. Commissioner Mark stated it was the amount of the second option on that matrix and that monthly amount included indexing and it was remotely operated. Commissioner Woods suggested, since whatever it is it will be less than the $40,000 that requires the Commission to vote on it, they could just request the City Manager assure that the remote editing and indexing gets done. Discussion ensued. Mayor Borno stated they can do that at the second reading but it still has to be adjusted in the budget. Commissioner Beckenbach agreed with Commissioner Mark stating this was the first time that he heard this. He stated not everyone agreed on a multiple - camera system but they stated they could go to a single camera with the indexing and if the citizens thought it was a great idea then they could go to multiple. He stated he questioned this, sent an email to Mr. Hanson, who came back and said that was not the case. He stated he would like the same thing and continue with the indexing and June 10 2013 REGULAR COMMISSION MEETING Page 10 it should be indexed outside instead of being on staff time and doesn't see a problem in going ahead with the Ordinance as it stands and then make sure Mr. Hanson knows they want it indexed outside. Commissioner Daugherty asked what amount of staff time he would estimate it would take to index. Mr. Hanson stated they will have to have somebody watch the meetings so worst case it would be overtime amount times whatever the average meeting time is. Commissioner Daugherty suggested they don't micromanage this and let Mr. Hanson figure out the best way to do it. Commissioner Mark asked what was the monthly contract service fee for. Mr. Hanson stated there is a need to host this on a server with a much greater capacity than we have with our incoming and outgoing internet service and the cost is to pay someone to keep all of these videos of our meetings on their server and have the capacity so a number of people can watch it in real time without having delays because there is not enough capacity. He stated Mr. Randich looked at the dollar cost for us to get a higher service coming in and out of our system and that cost would be much greater than to pay someone else to remotely host these videos, so the recommendation was to pay somebody else to host them. He stated it had nothing to do with indexing or editing, it was just putting them on their server. Mayor Borno called the vote for the approval on first reading of the Ordinance. Votes: Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods Nay: 0 MOTION CARRIED H. ORDINANCE NO. 95-13-106, Introduction and First Reading AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA, AMENDING CHAPTER 4 ANIMALS, TO ADD A DEFINITIONS SECTION, TO REVISE INTERFERING WITH PERFORMANCE OF DUTIES, TO DELETE ANIMAL SHELTER OR IMPOUNDING VEHICLES AND REPLACE WITH AUTHORITY TO ENTER PRIVATE PROPERTY, TO REVISE CLASSIFICATION OF DOGS AS DANGEROUS, TO ADD HABITUAL NUISANCE, REVISE ANIMAL NEGLECT, REVISE RABIES VACCINATIONS AND TO UPDATE CITATIONS AUTHORIZED AND PENALTIES, AND PROVIDING AN EFFECTIVE DATE. Mayor Borno read Ordinance No. 95 -13 -106 by title. Motion: Approve Ordinance No. 95 -13 -106 as read. Moved by Woods, Seconded by Beckenbach Votes: Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods Nay: 0 MOTION CARRIED I. ORDINANCE NO. 5- 13 -59, Introduction and First Reading AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA, AMENDING CHAPTER 2 ADMINISTRATION, ART. V BOARDS AND COMMISSIONS, DIV. 2 CODE ENFORCEMENT BOARD, TO PROVIDE FOR JURISDICTION OF A SPECIAL MAGISTRATE FOR DANGEROUS DOG HEARINGS, AND PROVIDING AN EFFECTIVE DATE. Mayor Borno read Ordinance No. 5 -13 -59 by title. Motion: Approve Ordinance No. 5 -13 -59 as read. Moved by Beckenbach, Seconded by Mark Votes: Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods June 10 2013 REGULAR COMMISSION MEETING Page 11 Nay: 0 MOTION CARRIED J. ORDINANCE NO. 75-13-18, Introduction and First Reading AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA, AMENDING CHAPTER 21 TRAFFIC AND MOTOR VEHICLES, TO ADD ARTICLE V, VEHICLES FOR HIRE, TO INCLUDE DEFINITIONS, CLASSIFICATIONS, MANNER OF ADVERTISING, PRINTED MATTER ON A VEHICLE, INSPECTION, EQUIPMENT AND SAFETY REQUIREMENTS, METERS REQUIRED, DRIVERS, ENGAGING IN CRIMINAL ACTIVITY, SCHEDULE OF RATES, CHARGING IN EXCESS, RATES NOT TO BE CHARGED, CITATIONS AUTHORIZED AND PENALTIES PROVIDED, AND PROVIDING AN EFFECTIVE DATE. Mayor Borno read Ordinance No. 75 -13 -18 by title. Motion: Approve Ordinance No. 75 -13 -18 as read. Moved by Woods, Seconded by Mark Votes: Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods Nay: 0 MOTION CARRIED 8. Miscellaneous Business A. Agreement with Beaches Habitat for the renovation and use of Jordan Park Community Center. This item was taken out of sequence and acted on earlier in the meeting. B. Appointments to the Cultural Arts & Recreation Advisory Committee. Commissioner Daugherty explained the recommendations of the Board Member Review Committee for the vacancies on the Cultural Arts & Recreation Advisory Committee. Motion: Reappoint Wanda Wilson Martin, Jeff Wight and Lori Gaglione to serve an additional term on the Cultural Arts and Recreation Advisory Committee beginning July 9, 2013. Moved by Daugherty, Seconded by Woods Votes: Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods Nay: 0 MOTION CARRIED Motion: Appoint Louis Catania as a new member to the Cultural Arts and Recreation Advisory Committee to immediately fill Jay Shoot's unexpired term ending July 8, 2014. Moved by Daugherty, Seconded by Woods Commissioner Daugherty introduced Mr. Catania, who was in the audience. June 10 2013 REGULAR COMMISSION MEETING PaSe 12 Votes: Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods Nay: 0 MOTION CARRIED 9. City Manager A. City Manager's Report. City Manager Hanson reported the date of the third budget workshop will be changed to August 13, due to two of the elected officials attending the FLC Conference in Orlando which would be a conflict. He stated the budget workshops will be held August 1, 6, 13, and 22, if needed. He further stated he believed it was worth pointing out that tonight the Commission adopted all of the final items needed to finalize Pension and Benefit Reform, which was 18 months of hard work. Discussion ensued. 10. Reports and /or requests from City Commissioners and City Attorney Commissioner Daugherty • Stated he will be out of the country July 2 -9. Commissioner Beckenbach • Rode with Lewis Washington and Mr. Davis to show them the various ditches throughout the City. He stated they were interested in continuing a dialogue with the City because they really would like to have something done related to correcting the visual aspect and erosion. • Stated it was nice of the President of the Selva Country Club Board to let them know about the 20 houses at Selva. He stated those 20 houses came up all of a sudden and he stated he was wondering what's next, which is a concern. He stated he would like to see weekly written updates on this project from the liaison so they could talk about the issues at the workshops, because when these things come up it is important to let the citizens and the Commission know. • Stated he is pleased with the workshops and he is getting more phone calls now. Commissioner Woods • Thanked Commissioner Mark for the handout on decision styles and communications, stating she found it very interesting. Mayor Borno • Distributed a handout on a presentation outline on ecosystems from Gary Anderson and asked for consensus to put it on the June 24 Workshop. It was the consensus of the Commission to have the presentation. • He reported there is an action item on the TPO meeting for approval of the funding for the sidewalk/ped path project. • Reported FLC invited him to serve on the Nominating Committee for the 2ad Vice President position to be filled in August. June 10, 2013 REGULAR COMMISSION MEETING Page 13 Adjournment There being no further business to come before the Commission, the Mayor declared the meeting adjourned at 8:02 p.m. ATTEST: Donna L. Bartle, CMC City Clerk Mike Borno Mayor/Presiding Officer *A Workshop was held on May 28, 2013 for the purpose of discussing these items. Please refer to the Workshop Minutes for the previous discussion. MINUTES OF SPECIAL CALLED MEETING OF ATLANTIC BEACH CITY COMMISSION HELD ON MAY 28, 2013 PRESENT: Mayor Mike Borno Mayor Pro Tem Maria Mark Commissioner Mark Beckenbach Commissioner Jonathan Daugherty Commissioner Carolyn Woods ALSO: Jim Hanson, City Manager Rick Carper, Public Works Director Donna Bartle, City Clerk Nancy Bailey, Recording Secretary The Mayor called the meeting to order at 6:30 p.m. in the Commission Chamber for the purpose of accepting the FDEP Coastal Partnership Initiative Grant. Public Works Director Rick Carper gave a summary of his staff report showing a slide of the proposed Preserve Trail. He explained the Commission had approved applying for the grant and authorized the City Manager to sign the grant application paperwork. He stated they still don't have their money for the grant cycle the City applied for; however DEP said they had some left over money from previous years. He stated they applied for the left over money under the proviso that we finish construction by June 2014. He stated he is asking the Commission to authorize the City Manager to sign the grant acceptance documents, which are due back to DEP by June 7; which is why this could not wait until the regular meeting cycle. He explained it is a 50/50 grant and the cost is about $40,000. Motion: Authorize the City Manager to sign the DEP grant acceptance documents. Moved by Woods, Seconded by Mark Votes: Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods Nay: 0 MOTION CARRIED The meeting was adjourned at 6:35 p.m. Mike Borno Mayor/Presiding Officer ATTEST Donna L. Bartle, CMC City Clerk MINUTES OF THE WORKSHOP OF ATLANTIC BEACH CITY COMMISSION HELD IN THE COMMISSION CHAMBER ON MAY 28, 2013 AT 6:30 PM City Commission Members present: Mayor Mike Borno Mayor Pro Tern Maria Mark Commissioner Mark Beckenbach Commissioner Jonathan Daugherty Commissioner Carolyn Woods Staff present: Jim Hanson, City Manager Rick Carper, Public Works Director Mike Classey, Police Chief 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 June 10, 2013, was called to order at 6:36 p.m. by Mayor Borno. Mayor Borno explained the agenda for the workshop. 1. Discussion of Action Items on Commission Meeting Agenda for June 10, 2013: A. Minutes There was no discussion on this item. Item 8A, under Miscellaneous Business, was taken out of sequence and acted on at this time. 8A. Agreement with Beaches Habitat for the renovation and use of Jordan Park Community Center. City Manager Jim Hanson summarized the staff report stating Habitat has determined they need more space and want to renovate the Jordan Center at their cost. He stated Habitat has drafted a new agreement reflecting the requests to renovate the Jordan Center. Ralph Marcello, from Habitat, stated it is important for them to move forward so they can get the renovation done in the summer, outside the school year. Sue Goebertuf, After School Program Coordinator, explained their mission is to keep the children where they are, if they are on grade level, with the goal of getting them above grade level in their reading and math skills. Kathy Christiansen, Director of Education Programs, explained what they are doing with the after school program. She stated it has been a great partnership with the City in terms of the City running the administrative part of the after school program and getting the children involved, allowing her to focus on the education piece. Mr. Hanson expressed his appreciation to Habitat for working with the City on this program, stating it has been a great success for the children in the neighborhood. Commissioner Daugherty stated he was grateful for the impact Habitat has on our community. Minutes — City Commission Workshop May 28, 2013 Page 2 Item 3A was taken out of sequence and acted on at this time. 3. Workshop -only Items A. Presentation by Langton Associates on benefits of hiring a grants consultant. Michael Langton, President of Langton Associates, gave a presentation on the benefits of hiring a grant writer versus doing it in- house, explaining what his firm could offer, their background and experience. He answered questions from the Commission. Commissioner Daugherty further explained why he had asked Mr. Langton to give a presentation to the Commission. Item 7E, under Ordinances, was taken out of sequence and acted on at this time. 7E. Ordinance No. 90 -13 -216 Principal Planner Erika Hall reported on the rezoning application requested by Atlantic Beach Country Club for the parcels that include the Clubhouse and recreational amenities, as the remainder is in the City of Jacksonville. She also discussed the revised traffic study completed for the PUD and answered questions from the Commission. Commissioner Daugherty expressed concerns about the results of the traffic study. T.R. Hainline, 1301 Riverplace Blvd., agent for the applicant, further reported on the traffic study and improvements to Dutton Island Road. Ward Koutnik, President of Transportation Planners Enterprise, explained the past history and current results of the traffic study estimates. Discussion ensued and Mr. Koutnik answered several questions. Mr. Hainline further reported they are aggressively pursuing both an Interlocal agreement and annexation, stating even if it doesn't happen the PUD will have Atlantic Beach criteria, standards and ordinances on almost all of the tests and standards that are applied to them. Mr. Hainline, Ms. Hall and Mr. Hanson answered several other questions from the Commission. Commissioner Woods posed a question regarding the language allowing developer to have real estate signs up through build -out and asked what is considered build -out. Mr. Hainline stated he would research that and come back with an answer at the Commission Meeting on June 10. Mr. Hainline further answered questions related to landscaping and tree protection. Commissioner Woods also stated the design shows 169 houses but states up to 180 houses and asked where those houses would go and would they have to come back to the Commission before they were platted. Mr. Hainline explained there is always some play when the final engineering is done as to where things go in specific detail so that allows them a little cushion in terms of where lots can go and possibly adding lots. He stated City staff will see all of those plans as they are submitted to verify that they comply with the PUD. He stated the difference between the 169 and the 180 is that play that could happen in the final engineering kinds of things. Commissioner Woods clarified that they would not necessarily come back to the Commission to add the extra 21 houses. Mr. Hainline stated no, that would be a plan City staff would look at to make sure it complies with the PUD. Ms. Hall further clarified that they do have a range of lot widths so they might take out some of the larger widths and try to squeeze in more. Commissioner Woods asked if they can assume it is all along that one roadway because some people are concerned that these houses are going to be built up against houses that now have golf course views. Mr. Hainline stated he does not think it would change their building envelope at all. He stated their intent and site plan is to maintain the view sheds for all those people who live around the golf course. He stated that basic intent and what their site plan shows as the basic envelope would not be changing within that 180. Commissioner Minutes — City Commission Workshop May 28, 2013 Page 3 Woods further stated there was a concern about fences or some kind of visual barrier being put between the existing houses that have a golf course view and questioned if there is anything in the covenants about fences and barriers to the golf view from the existing houses. Mr. Hainline stated the developer could address that but the only thing he heard about fencing had to do with possible safety. Rick Wood, 414 Old Hard Road, President of Wood Development Co., stated they have not talked about erecting fences around the perimeter and explained they have proposed some enhanced landscaping. Commissioner Woods asked him to clarify that they are not necessarily looking to block the view of existing homes to the golf course. Mr. Wood stated some of those homes he is not sure he wants to see and is not going to tell her that they aren't going to be selective. He stated where they would want to do the enhancing would be at the tee boxes, angle turns or pins, which is where people tend to congregate, but along the balance of the perimeter they may do very little. Following a concern of Commissioner Beckenbach about the golf course property being designated as perpetual green space upon the annexation of the property, discussion ensued on the conservation easement. Mr. Hanson stated our understanding and the agreement they are working to create is that the City Commission will not spend any construction dollars toward the reuse system until the City has in hand the deed restriction. He stated that will be done regardless of annexation assuming we move forward with the reuse system. He stated the annexation is beyond their control but they have agreed to support it. He stated, as he understands it, the agreement is that we will try to move forward with that and the City of Atlantic Beach, the developer and the country club have agreed to that but we have not heard back from Jacksonville yet and we may have to go to the legislature. He stated we will get a deed restriction regardless of annexation. Mr. Hainline reiterated it is in their interest to be annexed and they want to be annexed. Item 7F, under Ordinances, was taken out of sequence and acted on at this time. 7F. Ordinance No. 90 -13 -217 Erika Hall explained in the previous staff report for the Atlantic Beach Country Club there was a copy of the approved PUD which included a parcel that is owned by Selva Preserve LLC. She stated it is the vacant lot right across from Selva Lakes and was highly contentious when it rezoned as part of a joint venture partnership. She stated it became part of the Selva PUD and was merged into that project. She stated because this is a new project, that parcel is no longer a part of the current Selva project. She explained they have no plans for development of this parcel at this time so they have asked to revert to RS -1 Zoning. B. Consent Items Consent Item 4A — There was no discussion on this item. Consent Item 4B — Public Works Director Rick Carper reported on the bid on the palm tree trimming, explaining the lowest bidder was Luke Brothers. He answered several questions from the Commission. Consent Item 4C - There was no discussion on this item. Minutes — City Commission Workshop May 28, 2013 Page 4 Consent Item 4D — Mr. Carper explained the waiver request to allow a circular driveway, showing a slide of the property. He stated he recommended approval because he believes it is safer to be able to pull out straight into traffic this close to the corner than it is to back out into the traffic. Commissioner Woods stated they seem to be passing a lot of these requests and asked if the 100 ft. requirement is too much and should be backed down to 80 ft. Mr. Carper stated he would review his notes on this and see why they decided on the 100' requirement in the first place. Mr. Hanson stated part of the discussion was not wanting people to turn their entire front part of their lot into a parking lot, which was an aesthetics issue. Discussion ensued. Consent Item 4E — Finance Director Nelson Van Liere reported Harry McNally has stepped down from the Pension Board and Tim Saggau was previously interviewed by the BMRC and although not chosen at that point was selected as the second choice. He stated the Pension Board members elected to appoint him to that position. C. Resolutions Resolution No. 13 -07 - Mr. Hanson summarized the resolution explaining this is to adopt the administrative issues related to the Defined Contribution Plans. Resolution No. 13 -08 - Commissioner Daugherty explained the resolution. Commissioner Woods suggested changing the resolution under Section 2 to include some kind of time constraint and under Section 4 she does not believe the City Manager needs to be there. Commissioner Daugherty responded that he originally proposed to have under Section 2 that the meetings be held on the last Saturday of each month but staff said there may be scheduling conflicts and it is easier in resolution form to leave it open. Discussion ensued related to requiring the City Manager to attend and the location. Mayor Borno stated he does not believe they should tie up staff for town hall meetings and believes it is for the Commission to meet with the citizens; he does not believe the meetings should be held on Saturdays; and believes the meetings should be at City Hall. He further stated he believes the resolution hamstrings the future commissions. Commissioner Daugherty agreed to eliminate Section 4. Commissioner Beckenbach agreed it is a good idea for quarterly meetings, but they should leave out the City Manager and include City Hall. Mr. Hanson stated he will work with Commissioner Daugherty to make the changes before the next meeting. D. Ordinances 7A. Ordinance No. 20 -13 -123 — There was no discussion on this item. 7B. Ordinance No. 58 -13 -35 — There was no discussion on this item. 7C. Ordinance No. 58 -13 -36 — There was no discussion on this item. 7D. Ordinance No. 58 -13 -37 — There was no discussion on this item. 7E. Ordinance No. 90 -13 -216 — This item was taken out of sequence and discussed earlier in the meeting. Minutes — City Commission Workshop May 28, 2013 Page 5 7F. Ordinance No. 90 -13 -217 — This item was taken out of sequence and discussed earlier in the meeting. 7G. Ordinance No. 20 -13 -122 — There was no discussion on this item. 7H. Ordinance No. 95 -13 -106 — Chief Classey summarized the ordinance and explained the specific changes. Commissioner Woods referred to pg 14, Section 4 -11 (5) and suggested they eliminate it, stating it contradicts itself. She also asked if on pg. 15 #8 they want some language that if they are impounded because of this the owner is responsible for all expenses. Chief Classey stated that is elsewhere in the ordinance. Commissioner Mark asked if they had considered limiting the number of dogs per household. Chief Classey stated it is not in the ordinance. Alan Jensen stated that has come up in the past and it could start world war 3. Discussion ensued. 7I. Ordinance No. 5 -13 -59 — Chief Classey summarized the ordinance, explaining the proposed use of a special magistrate for dangerous dog hearings. Commissioner Woods asked if there is any language that the City would also have representation. Chief Classey stated it is not in the ordinance but their practice is to have that and they have typically had an attorney to represent the City's interest. City Attorney Jensen stated the Statute provides that the City Attorney at the Code Enforcement Board will either be the advisor to the Board or prosecute the cases and he was directed years ago to be the advisor to the Board so they have another separate attorney to prosecute the cases, which Suzanne Green has done for years. 7J. Ordinance No. 75 -13 -18 — Chief Classey summarized the ordinance stating we do not currently have any regulations on the books regarding the operation of taxi cabs in the City. Discussion ensued. E. Miscellaneous Business 8A. Agreement with Beaches Habitat for the renovation and use of Jordan Park Community Center. This item was taken out of sequence and discussed earlier in the meeting. 8B. Appointments to the Cultural Arts & Recreation Advisory Committee. Commissioner Daugherty reported on the recommendations of the Board Member Review Committee. Discussion ensued. 2. Discussion of Non - Action Items on Commission Meeting Agenda for June 10, 2013: A. City Manager's Follow -up Report/City Manager's Report Mr. Hanson reported on the issue of Pension Reform stating at the end of the legislative session there was no Pension Reform made. He stated the Laserfiche web link is now available to the public on the City's web site. Minutes — City Commission Workshop May 28, 2013 Page 6 Mayor Borno stated he believes it is time to go with a special magistrate in lieu of the Code Enforcement Board and if everyone is in agreement he will work with the City Attorney on this. Commissioner Mark suggested moving non - controversial final reading ordinances to a special meeting before the workshops so they can vote on them. Discussion ensued. 3. Workshop -only Items A. Presentation by Langton & Association on benefits of hiring a grants consultant. This item was taken out of sequence and discussed earlier in the meeting. B. Assessment of decision - making styles. Commissioner Mark passed out the key to the exercise she proposed on decision - making styles and asked the Commission to complete the survey before the next Commission meeting so they can review it at that meeting. Commissioner Woods stated she was at the ceremony at Veterans Memorial Park and encouraged everyone to visit. Mayor Borno stated the next ceremony will June 14 for Flag Day. Commissioner Mark complimented Rick Carper and Chief Classey for their actions related to parking issues a citizen was having. 4. Public Input Mayor Borno opened the Courtesy of the Floor to Visitors. He welcomed the audience and explained the process for public comments. Dave Estes, 1275 Linkside Drive, suggested the Commission invest in a system to better amplify their voices at these workshops. He also expressed concern regarding the Selva Marina redevelopment and felt the representatives speaking tonight gave some non - answers in their presentations. He stated although the Club may not have any intention of installing any type of barriers /buffers at this time, it would be beneficial to the many homeowners in the future if this condition was in writing. He requested the following be added to the redevelopment plan: "The club shall not block or hinder the view that existing homeowners currently have of the existing, and the new redeveloped property, from the perimeter of the property. This would include any method of blocking or hindering the view, such as barriers, buffers, walls, nets, etc. This would also include the use of natural vegetative buffers such as shrubs and trees." He stated these property owners have paid higher than normal prices for their property simply for the view of the golf course and blocking or hindering that view would not only cause personal distress but would also devalue their property from a financial standpoint. He stated what he is concerned about is what they say they are going to do and what they actually do. He stated the Club does a good job of maintaining the property so it looks good to the members and showed slides of several areas of the golf course that the members don't see but the neighbors do that are not maintained. Minutes — City Commission Workshop May 28, 2013 Page 7 Kevin Gartland, 1140 Seminole Road, representing his mother, Alice Gartland, discussed the Selva Preserve development stating three of the seven acres are wetlands and asked that the Commission include a conservation easement when they consider any approval of RS -1 zoning for that land. Susan Snead, 261 Beach Avenue, discussed trespassing issues in her neighborhood and related an incident during the weekend of Dancin' in the Streets where a couple walked through her neighbor's walkway and took a shower at their outside shower. She explained she called the police and related her dissatisfaction with what happened. She asked the Commission to look into what can be done about trespassers. Mark Tomaski, 448 Snapping Turtle Court West, suggested the Commission allow people to speak at the beginning of the workshops as well as at the end. No one else from the audience spoke so Mayor Borno closed the Courtesy of the Floor to Visitors. There being no further discussion by the City Commission, Mayor Borno declared the meeting adjourned at 8:54 p.m. Mike Borno Mayor Donna L. Bartle, CMC City Clerk Minutes ICMA University Web Conference June 6, 2013 1:00 pm Webinar Speakers: Kevin Duggan, ICMA West Coast Regional Director and Mike Conduff, President and CEO of Elim Group and Author Present: Mayor Borno, Commissioners Mark, Daugherty and Beckenbach (arrived late at 1:53 pm). Also included Donna Bartle and Jim Hanson. Nested Set Principal - By "Nested Set" they are using an analogy with a nested set of bowls where each smaller bowl fits into the larger one. The point was that every detail and decision made in a council meeting should be viewed in terms of the biggest picture. - The speaker said that as long as we have control of the annual agenda (similar to Strategic Planning) then things fit together well (i.e.; smaller day to day decisions). Annual Agenda - Speakers recommended that a council should have an annual retreat to think of the big issues. There is only so much time available and they should think "What legacy do they want to leave ?" Then it becomes a staff activity to get it done. Timeframes should be assigned for the accomplishment of each item and that they should "check -in" at least quarterly. Audiences - This refers to various groups that may be interested in a particular issue. We should take time to identify and notify those groups before meetings. Speakers noted "you will always have someone to say they were not notified" even when they were. - Speakers discussed that often it may be impossible to reach a consensus with everyone but a good goal is often in reducing the intensity of the opposition for one project or another. Speakers noted council members should make personal visits with the Manager; it is "immensely valuable ", particularly to meet with the Mayor prior to any meetings so that they are comfortable with the agenda that they must preside over. - It is important to try to estimate what opposition there may be to various agenda items and anticipate how long each meeting will take. Speakers noted that councils often become unproductive if the meetings go too late in the evening. Staff Reports - Should go by a particular style and format. There should be general agreement in each City as to the length of the reports and how to report financial impact. Staff reports should include recommendations as well as alternatives and must be professional and well written. Staff Presentations - Staff should be provided with clear expectations on the length, content, style and visual aids for presentations. There should also be consistency between presenters. Encouraging Council Members to Give Questions before Meetings - A question was framed around "how can we create understanding with the council before a meeting ?" (about the issues they will vote on). One suggestion made was for the Manager to reach out to council members (assuming they don't already have individual meetings) a day or two before each meeting to see if there are any questions. By getting the questions beforehand, staff can be better prepared to answer them, or several questions may not need to be asked in a regular meeting at all and can save time. Speakers noted that there are some questions that would be asked in the meeting, even if elected officials know the answer, simply to make a point to the public. Regular Council Check -ins - Speakers suggested spacing out complex issues between various agendas if possible so as not to overload elected officials with too many complex decisions at one time. They noted that this can also be a problem if you have too many meetings in close proximity to each other. What Goes on at a Meeting? - Every community has its own history and style. One Manager noted that the most successful meetings they had been in are the ones where they said little or nothing. This means that the staff and elected officials were well prepared prior to the meeting. Speakers recommended that councils develop a set of meeting protocols at a time when everyone is "calm" and that they should be written down. (Equivalent to Atlantic Beach's Rules of Order) - These should include what role the Mayor, Manager and Attorney will take in the meetings. The Mayor should read each item on the agenda at the meeting. The Manager should be careful to give council members enough time for processing prior to making a decision. For big items, again this often means having individual briefings prior to meetings. Council Conduct - Speakers noted that every City needs a "code" or written set of procedures. Commissioner Mark suggested that the City may need to review these. - Speakers suggested council meetings should also include a "hero time" where the Manager and Council Members can recognize city staff for doing good work. Agendas often include "future item requests" from elected officials. They noted that most states prohibit an elected body from talking about these if not on the agenda, but that a council member can ask that they be put on a future agenda. - A recommendation was made that elected bodies should have an agreement on the maximum time for a meeting to run; when it should end. If you reach that time, and if agenda items are not complete, the Council should be ready to go and put those items off until a later meeting. Noted that if, through lack of following rules of order or conduct, a council meeting becomes more of a side show, then the City business is not being done well. This can happen if the conversation turns personal or overly argumentative. Speakers noted that the public gets their view of an elected body as a whole and not of individuals. Therefore, arguing too much or making personal attacks not only harms the council member making them but also the entire group. Council Protocols - Discussions in meetings should never become personal. Council Members must "do enforcement of their own" if rules are broken. The City Manager cannot do this. If something does not go well in a meeting, you should focus on the future and doing better. You shouldn't make things worse by the way that you act at the time. - "Democracy is messy ". We should not try to "control" democracy. - When the Council does not follow their own protocol, it should be up to the Mayor to remind Council Members of their protocol. The City Manager should not get involved except when there are allegations raised about city staff. A point made that if a council develops its own protocol, they are more likely to follow it than not. The webinar ended at 2:31 pm. Webinar concluded; discussion by Commissioners after the webinar - There was a general consensus that the Commission should review the rules of order contained in the City Code because some of them are not always followed. There was also an agreement that this should be done after the election (and after the budget is complete) so that new elected officials can join in the discussion. This can be combined with training for new officials. The understanding that this would be done prior to the November meeting when new officials take office. Training was to include Roberts Rules of Order. Discussion included getting a facilitator or trainer to help with that. - General agreement that the City Manager should try to call the Council Members on the Friday before or Monday of the meetings to see if they have any questions (other than those that regularly meet with the City Manager). - There was a consensus that there needs to be further discussion on developing rules for workshops as opposed to rules for regular meetings because they are less formal. - Discussion was held about needing better equipment for sound in the commission chambers. There was also a suggestion that we should get video screens to put up behind the Mayor and Commissioners so that if the meetings are videotaped, what's on the screen will also be visible through the single camera. - There was a brief discussion about the need to have timelines on strategic projects, but it was noted that these are contained in the original spreadsheet and updated quarterly. - Commissioners expressed a desire to get the staff out earlier in the meetings rather than making them wait to the end to make a short report. There was a general consensus also that shorter verbal staff reports are needed. If the Commissioners read their agenda packet, there is no need for staff to "read" their staff reports even at the workshop. Staff should mostly be there just to answer questions although there was an agreement that brief summaries of approximately two minutes of agenda items just to start the discussion would be needed. The meeting adjourned at 3:29 pm. Jim Hanson, City Manager Mike Borno, Mayor MINUTES OF THE CANDIDATE WORKSHOP PRESENTED IN THE COMMISSION CHAMBER JUNE 6, 2013 AT 6:00 PM Presenters: Jerry Holland, Supervisor of Elections Beth Fleet, Supervisor of Elections Candidate Administrator Staff Present: Donna L. Bartle, City Clerk Commissioners Present: Jonathan Daugherty Carolyn Woods Candidates Present: Jonathan Daugherty Mitchell Harding James Hill Mitchell Reeves Carolyn Woods The workshop began at 6:02 pm. Supervisor of Elections Jerry Holland explained the purpose of the meeting. Supervisor Holland introduced Candidate Administrator Beth Fleet, City Clerk Donna Bartle and Special Assistant Sheri Treadwell. Supervisor Holland indicated that sample ballots would be mailed out and there will not be early voting for the Atlantic Beach Election. Mr. Holland and Ms. Fleet distributed a handout and referred to it as they explained and answered questions on the following topics: Logic and Accuracy Test of Tabulating Equipment Qualifying Paperwork Candidate Oath- Nonpartisan Office Assessment Fee Form 12012 Statement of Financial Interests Absentee Portal Program Absentee Totals Overview of Portal Program Application to Access Absentee Ballot Request Information Poll Watchers Information Posted on Website Poll Watcher Guidelines- Florida Statute 101.131 Form DS -DE 125 Designation of Poll Watchers — (State Form) Designation of Poll Watchers (Duval County Supervisor of Elections Form) Campaign Reporting Reminders Financial Reporting Helpful Hints Resources Contacts List of resources provided by the Elections Office Precinct Summary Voter Turnout Analysis for 2011 Atlantic Beach Primary May District Demographic Analysis Report Supervisor Holland and Ms. Fleet explained the canvassing process and answered additional questions from the audience. There being no further discussion, the meeting adjourned at 7:29 p.m. Carolyn Woods City Commissioner Donna L. Bartle City Clerk Minutes of the Candidate Workshop held on June 6, 2013 Page 2 of 2