Agenda Packet November 12, 2013.docCITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
November 12, 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 October 14, 2013.
B. Approve the minutes of the Special Called Commission Meeting of September 23, 2013.
C. Approve the minutes of the Commission Workshop of September 23, 2013.
D. Approve the minutes of the Town Hall Meeting of October 19, 2013.
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 Financial Report, Building Department Monthly Activity
Report, List of New Business Taxes and Utility Sales Report for September 2013.
B. Reject all bids for East Coast Drive Drainage and Streetscape Improvements (Bid No.
1213 -08).
C. Extend the annual contracts for environmental laboratory services (RFP 10 -08) for one
additional year to Columbia Analytical Services, Environmental Conservation
Laboratories, and Advanced Environmental Laboratories, Inc. at the current contract
prices.
D. Extend the contract for Orthophosphate (Bid No. 1011 -05) for one additional year to
Carus Phosphates, Inc. at the current contract prices, effective December 1, 2013.
E. Extend the contract for Polymer (Bid No. 1011 -03) for one additional year to Fort Bend
Services, Inc. at the current contract prices, effective December 1, 2013.
F. Award the contract for beach cleaning services to Beachcombers North, Inc. (Bid No.
1213 -13) in the amount of $32,916.00 for one year, from November 1, 2013 through
October 31, 2014 and authorize City Manager to sign the new contract.
G. Award a contract to J. Collins Engineering Associates, LLC for completing the
Professional Engineering Services for Power Systems and Arc Flash Studies for Water
Treatment Plant Nos. 1 — 4 (RFP 13 -03) in the amount of $53,975 and authorize the City
Manager to sign the contract.
5. Committee Reports
None.
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6. Action on Resolutions
None.
7. Action on Ordinances
None.
8. Miscellaneous Business
A. Renewal of employee benefit insurance policies (health, dental, disability, etc.) (City
Manager)
B. Approval of Special Magistrate for Dangerous Dogs. (City Manager)
(Note: Interviews are scheduled for October 23, 2013 and report with recommendation
will be sent to the City Commission prior to the Workshop.)
9. City Manager
A. City Manager's Report.
10. Reports and /or requests from City Commissioners and City Attorney
Adjournment of Retiring Commission
Oath of Office for New Commission
• James (Jimmy) Hill - Commissioner Seat 4
• Jonathan Daugherty - Commissioner Seat 5
• Carolyn Woods - Mayor - Commissioner Seat 1
Call to Order of New Commission
11. Recognition of Outgoing Commissioners
A. RESOLUTION NO. 13 -13
A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, HONORING MAYOR
LOUIS "MIKE" BORNO, JR. FOR HIS DISTINGUISHED PUBLIC SERVICE.
12. Comments from Mayor and Commissioners
A. Amend noise ordinance to prohibit lawn work before 9:00 a.m. on weekends.
(Commissioner Mark)
B. Project List. (Commissioner Mark)
C. Report on Solid Waste Contract. (Commissioner Daugherty)
D. Design for remodeling and expansion of Police Building. (Mayor Woods)
E. Discussion of possible moratorium on enforcement of restrictions for boat and trailer parking in
front yards. (Comm. Daugherty)
Adjournment
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.
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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 5:0
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, November 8, 2013.
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MINUTES
*REGULAR CITY COMMISSION MEETING
October 14, 2013
CITY HALL, 800 SEMINOLE ROAD
IN ATTENDANCE:
Mayor Mike Borno
Mayor Pro Tem Maria Mark
Commissioner Mark Beckenbach (arrived at 6:33)
Commissioner Jonathan Daugherty
Commissioner Carolyn Woods
City Attorney Alan C. Jensen
City Manager Jim Hanson
City Clerk Donna Bartle
Recording Secretary Nancy E. Bailey
Call to Order/Pledge:
Mayor Borno called the meeting to order at 6:32 p.m. Mayor Pro Tem Mark gave the Invocation, followed
by the Pledge of Allegiance to the Flag. Mayor Borno welcomed members of Boy Scout Troop 837 in the
audience who were working on citizenship in the community badges.
1. A.
B.
C.
D.
E.
F.
G
Approve the minutes of the Regular Commission Meeting of September 9, 2013.
Approve the minutes of the Budget Workshop for August 6, 2013.
Approve the minutes of the Budget Workshop for August 13, 2013.
Approve the minutes of the Special Called (Shade) Meeting of August 26, 2013.
Approve the minutes of the Special Called Commission Meeting of August 26, 2013.
Approve the minutes of the Commission Workshop of August 26, 2013.
Approve the minutes of the Special Workshop of September 10, 2013.
Mayor Borno asked if there were any corrections to the above minutes. There were none so he stated the
minutes will stand as submitted.
2. Courtesy of Floor to Visitors
Mayor Borno opened the Courtesy of the Floor to Visitors. Mayor Borno welcomed the audience and
explained the process for public comments.
A. Proclamation Declaring November 2013 Pancreatic Cancer Awareness Month in the City of Atlantic
Beach.
Mayor Borno read the Proclamation in its entirety declaring November 2013 Pancreatic Cancer Awareness
Month in the City of Atlantic Beach and presented it to Alison Strother a volunteer with the Pancreatic
Cancer Action Network.
Mayor Borno also read a Proclamation that was not on the agenda declaring October 2013 as National Long -
Term Care Residents' Rights Month and presented it to Michael Milliken, District Manager for the
Department of Elder Affairs.
Mitch Reeves, 1663 Sea Oats Drive, as chairman of the Ferry Task Force and board member of Friends of
the Ferry, thanked the City of Atlantic Beach and the City Manager for providing them the support to work
with the City of Jacksonville getting the fence and the labor to help them out. He stated they had their Ferry
Fest last weekend and Jim Hanson was there again as a volunteer as he has always been. He presented Mr.
Hanson and the City with a plank owner plaque on behalf of the Friends of the Ferry and the Ferry Task
October 14, 2013 REGULAR COMMISSION MEETING Page 2
Force and thanked him for his support and everything he has done. He also expressed his appreciation to the
Explorers who volunteered all day and presented a check to the Atlantic Beach Explorers for their assistance
at the Ferry Fest.
Dee Reiter, 1798 Selva Marina Drive, thanked Mayor Borno for his service as a Commissioner and as the
Mayor stating she believes he has done a fabulous job. She also stated she supports the efforts to save the
Selva Marina Country Club and the annexation and reuse facility project and hopes the City supports these.
She also stated it would be a horrible mistake to fire Jim Hanson and Alan Jensen, stating both of those men
have great experience, great leadership skills and great knowledge. She stated we need some continuity of
government as we are getting ready to change hands and need some people who are not guided by self
interest, people who have sound judgment and people we can trust to do a good job and what is best for the
City, not for their personal agendas. She stated Mr. Hanson has done a fabulous job through all these years
and administrations and she appreciates his efforts. She stated Mr. Jensen has done a great job for the City
and she hopes they have the opportunity to serve our City for many more years in the future.
Richard Selby, 3 Forrestal Circle N., spoke against the contract for $1.2 million for the reclaimed water
facilities and asked what contingency plans they have to avoid a problem. He asked doesn't the annexation
have to be done by a vote instead of a resolution. He stated they have 350 -400 people who have a vested
interest in Selva Marina Country Club and he believes rather than taking everybody's tax dollars to pay for
somebody's special pleasure, he believes their concern should be more with business, of which they have
none in Atlantic Beach any longer. He stated no one on the dais has tried to bring any business to Mayport
Road. He also spoke against the medians on Mayport Road.
T.R. Hainline, 1301 Riverplace Blvd., representing Atlantic Beach Partners, the proposed developer of
Selva Marina, stated he is here to answer questions on the annexation. He stated, on behalf of Atlantic Beach
Partners, they support the annexation effort that would be started with this resolution and are happy to
continue working with the Commission and staff to see that become a reality. He also stated related to the
approval of the Master Agreement and the Recreation and Greenspace Easement, they are here to answer any
questions they have. He stated there was one revision they requested since the agenda meeting and if they
have any questions they are here and happy to answer them. He stated they appreciated working with the
Commission, the staff, Mr. Hanson and Mr. Jensen and believes they have made a lot of progress since they
started on this matter and look forward to a continuing and very positive relationship for everyone.
No one else from the audience spoke so Mayor Borno closed the Courtesy of the Floor to Visitors.
Mayor Borno recognized John Fletcher, former Commissioner, who was in the audience.
3. Unfinished Business from Previous Meetings
A. City Manager's Follow -up Report.
None.
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
October 14, 2013
REGULAR COMMISSION MEETING Page 3
RECOMMENDATIONS HAVE BEEN PREVIOUSLY SUBMITTED TO THE CITY COMMISSION ON
THESE ITEMS.
A. Acknowledge receipt of the Financial Report, Building Department Monthly Activity Report, List of
New Business Taxes and Utility Sales Report for August.
B. Authorize the City Manager to sign the contract with Atlantic Beach Experimental Theater (ABET).
C. Award the contract for Concrete Repairs for the Public Works/Utilities Department to DP Contracting
Inc. for one year with two 1 -year renewals starting October 15, 2013.
D Award a contract to Sawcross, Inc. in the amount of $1.217 million for construction of the Reclaimed
Water Facilities, Bid No. 1213 -11. In addition, authorize staff to encumber $42,000 as a contingency.
The Notice to Proceed for construction of Reclaimed Water Facilities, Bid No. 1213 -11 shall become
effective on the date that Atlantic Beach Partners and Atlantic Beach Country Club achieve final
closing on the property sale between the two parties. However, in order to meet the deadline to
provide water to the golf course, the reuse pump must be purchased immediately due to delivery time
for the pump. Staff recommends that the Commission award the contract and allow immediate
purchase of the pump only, with no further construction until the date of the final closing noted above.
E. Acknowledge receipt of the FY 2012 -13 - Summary of Utility Accounts Written Off.
Mayor Borno read the Consent Agenda.
Motion: Approve Consent Agenda Items A - E as read.
Moved by Woods, 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. 13 -14
A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA INITIATING THE
PROCESS PURSUANT TO SECTION 171.203, FLORIDA STATUTES FOR
NEGOTIATING AN IN'IERLOCAL SERVICE BOUNDARY AGREEMENT WITH THE
CITY OF JACKSONVILLE, FLORIDA; IDENTIFYING AN INCORPORATED AREA OF
THE CITY OF JACKSONVILLE TO BE DISCUSSED FOR POSSIBLE ANNEXATION;
IDENTIFYING ISSUES FOR NEGOTIATION; PROVIDING DIRECTIONS TO THE CITY
CLERK; AND PROVIDING AN EFFECTIVE DA'Z'E.
Mayor Borno read the Resolution by title.
Motion: Approve Resolution No. 13 -14.
Moved by Woods, Seconded by Mark
City Attorney Alan Jensen summarized the Resolution and explained the process for annexation. He
answered questions from the Commission. Mr. Jensen also explained that since there are no residents on the
October 14, 2013
REGULAR COMMISSION MEETING Page 4
property being considered for annexation, there is no one to vote. He stated if they were talking about
property where people lived, you would need a referendum to be voted on. Mr. Hainline further explained
the annexation and the benefits to Atlantic Beach and the City of Jacksonville.
Votes:
Aye: 5 — Beckenbach, Daugherty, Mark, Woods, Borno
Nay: 0 -
MOTION CARRIED
7. Action on Ordinances
A. ORDINANCE NO. 75- 13 -19, Introduction and First Reading
AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA, AMENDING CHAPTER
21 TRAFFIC AND MOTOR VEHICLES ARTICLE II STOPPING, STANDING AND PARKING
TO RENAME PARKING MORE THAN SEVENTY -TWO HOURS PROHIBITED TO PARKING
IN THE RIGHT OF WAY WITH REVISED REQUIREMENTS AND TO PROVIDE A FINE
STRUCTURE FOR VIOLATING THAT SECTION AND PROVIDING AN EFFECTIVE DATE.
Mayor Borno read Ordinance No. 75 -13 -19 by title.
Motion: Approve Ordinance No. 75- 13 -19.
Moved by Woods, Seconded by Mark
Mayor Borno explained this is revising the parking ordinance to make it easier for the Police to enforce
parking limits on the right -of -way, specifically on East Coast Drive, Ocean Blvd., Sherry Drive S., Seminole
Road, Plaza Drive (except for the 300 block), Royal Palms Drive, Sailfish Drive, Levy Road, Dutton Island
Road and Donner Road, where we have high traffic areas and safety issues. Discussion ensued.
Commissioner Woods asked that this be linked up to the Strategic Planning priority of pedestrian/bicycle
safety. Chief Classey answered questions from the Commission.
Votes:
Aye: 5 — Beckenbach, Daugherty, Mark, Woods, Borno
Nay: 0 -
MOTION CARRIED
8. Miscellaneous Business
A. Public Hearing on UBEX -13- 00100065, Tier One Construction, request for use -by- exception as
permitted by Section 24- 111(c)(6), to allow a contractor, not requiring outside storage, to be located
on a property within the Commercial General (CG) zoning district at 33 West 6th Street.
Mr. Hanson stated this was reported on at the workshop and the Community Development Board and staff
recommends approval.
Motion: Approve use -by- exception UBEX -13- 00100065, to allow a contractor, not requiring outside
storage, to be located on a property within the Commercial General (CG) zoning district at 33 West 6th
Street.
Moved by Woods, Seconded by Daugherty
October 14, 2013 REGULAR COMMISSION MEETING Page 5
Mayor Borno opened the Public Hearing. No one from the audience spoke so he closed the Public Hearing.
Votes:
Aye: 5 — Beckenbach, Daugherty, Mark, Woods, Borno
Nay: 0 -
MOTION CARRIED
B. Approval of Master Agreement/Recreation & Greenspace Easement with The Atlantic Beach Country
Club, Inc. and Atlantic Beach Partners LLC.
Motion: Approve the Master Agreement/Recreation & Greenspace Easement with The Atlantic Beach
Country Club, Inc. and Atlantic Beach Partners LLC.
Moved by Woods, Seconded by Mark
Mayor Borno explained this is to approve a Master Agreement and related Recreation and Greenspace
Easement for the Country Club project.
T.R. Hainline further explained the Master Agreement and Recreation and Greenspace Easement. He also
explained the amendment to the Master Agreement which he stated is related to interruptions for maintenance
and repair work on the reclaimed water system. He stated they are asking that those interruptions have a time
limit of a maximum of 5 days. He stated this does not apply to a force majeure incident, which is something
no one can anticipate such as acts of God. He answered questions from the Commission. Public Utilities
Director Donna Kaluzniak answered questions from the Commission related to the 5 days limit. She
explained she believes they could accommodate the 5 days schedule with having redundancy. She stated they
may have to order some additional spare parts, etc. and keep them on hand, but the major components like the
pumps, filters, chlorine facilities, etc. they either have duplicity or redundancy or they are more readily
available items that they can get more quickly and repair more quickly. She stated also the annual contractors
are responsive to us 24/7. After further discussion, it was agreed to add a clause at the end of paragraph 5.f.iii
stating "unless agreed to by the Country Club or Atlantic Beach Partners or unless another suitable water
source is provided." Discussion ensued and Mr. Hainline and Ms. Kaluzniak answered questions from the
Commission.
Amended Motion: Amend agreement to include the above statement.
Moved by Woods, Seconded by Mark
Discussion ensued related to the use of potable water. Ms. Kaluzniak stated she would research whether a
permit would be required for excess potable water usage.
Votes:
Aye: 5 — Beckenbach, Daugherty, Mark, Woods, Borno
Nay: 0 -
MOTION CARRIED
Mr. Jensen stated he wanted to assure that the original motion includes authorization for the Mayor to sign.
Amended Motion: Amend to include authorize the Mayor to sign the agreement.
Moved by Woods, Seconded by Mark
October 14, 2013 REGULAR COMMISSION MEETING Page 6
Votes:
Aye: 5 — Beckenbach, Daugherty, Mark, Woods, Borno
Nay: 0 -
MOTION CARRIED
Mayor Borno called for a vote on the original motion as amended twice.
Votes:
Aye: 5 — Beckenbach, Daugherty, Mark, Woods, Borno
Nay: 0 -
MOTION CARRIED
C. Proposed Rates for Sale of Reuse Water to Customers.
Mr. Hanson stated this was a report made at the workshop and there were no amendments to this. He stated
he had some requests from the workshop for additional research which has not been completed yet.
D. Professional Engineering Services for Power Systems and Arc Flash Studies for Water Treatment
Plant Nos. 1— 4, RFP #13 -03.
Motion: Authorize staff to begin negotiations with the top ranked firm, J. Collins Engineering
Associates, LLC for completing the Professional Engineering Services for Power Systems and Arc
Flash Studies for Water Treatment Plant Nos. 1— 4, RFP #13 -03.
Moved by Woods Seconded by Mark
Votes:
Aye: 5 — Beckenbach, Daugherty, Mark, Woods, Borno
Nay: 0 -
MOTION CARRIED
E. Report on Interactive Voice Response (IVR) Option.
Mr. Hanson explained this was reported on at the workshop and Finance Director Nelson Van Liere had
proposed to add this service for our customers' convenience in paying their bills and he has recommended a
vendor to go with.
Motion: Authorize the City Manager to enter into a contract with Bill2Pay, an automated payment
provider, to develop and implement an IVR web page payment option and implement these services to
include a convenience fee (Option 2), for credit card payments.
Moved by Woods, Seconded by Mark
Votes:
Aye: 5 — Beckenbach, Daugherty, Mark, Woods, Borno
Nay: 0 -
MOTION CARRIED
F. Pay increase for the City Clerk.
October 14, 2013
REGULAR COMMISSION MEETING Page 7
Mayor Borno explained the City Clerk does not fall into categories for the pay study review and to not leave
her out he would make a motion to approve a salary increase.
Motion: Approve a salary increase of 2% plus $1,000 for the City Clerk, retroactive to 10 -1 -13.
Moved by Borno, Seconded by Woods
Votes:
Aye: 5 — Beckenbach, Daugherty, Mark, Woods, Borno
Nay: 0 -
MOTION CARRIED
9. City Manager
A. City Manager's Report.
Mr. Hanson introduced Cathy Berry, who was in the audience, reporting she has been hired as the new HR
Director and will start next Monday.
He also reported on the list of ongoing and budget projects to be completed over the next year.
Mr. Hanson reported on the Salt Air Subdivision reconstruction of the swale system. He stated they will
survey the residents to assure the majority of them want the project and will get a summary of their input for
the Commission before moving ahead with design, bidding, etc.
He stated he appreciates Mitch thanking him for his volunteering but stated he did not volunteer at the Ferry
Fest this year. He stated he did attend and is a member of the Exchange Club, who was handling some of the
parking, but they had plenty of people there and didn't need him so he didn't do any work.
He asked Keith Randich to report on the tablets for the Commission. Mr. Randich summarized his staff
report on the tablets for the Commission explaining they will be using the iPad and asked for one or two
volunteers to work with staff to try out different software apps and to test the interface with the file share
website. He stated once they are all satisfied they have a successful process they will roll out the balance of
the tablets to the rest of the Commissioners. Commissioner Mark and Commissioner Woods volunteered.
Discussion ensued.
10. Reports and /or requests from City Commissioners and City Attorney
A. Report on Boil Water Notice.
Commissioner Mark stated Donna Kaluzniak gave a very good presentation at the workshop and believes the
protocol for safety measures she has put in with all the labs that do our testing is crystal clear so she does not
anticipate it being an issue in the future. She stated she is not requesting that Ms. Kaluzniak make another
report on this.
B. Discussion and Recommendations for the Process and Procedure of Commission Evaluation of
City Manager /City Clerk/City Attorney.
Commissioner Beckenbach withdrew this item, stating it was discussed at the workshop and he will continue
to bring things to the workshops for discussion.
October 14, 2013 REGULAR COMMISSION MEETING Page 8
C. RCBS Corporation vs. the Estates of Atlantic Beach, LLC, et al.
City Attorney Jensen explained the City was sued; we had to defend but have been reimbursed 100% for all
of the legal fees and insurance deductible because we prevailed on the lawsuit, so the lawsuit did not cost the
City anything.
City Clerk Bartle
• Thanked the Commission for the raise.
• Reminded the Commission that there is a Town Hall meeting this Saturday, 10/19/13, at Adele Grage
from 10:00 -noon and stated unless they wanted her to be there she asked if someone would do the
minutes. Jim Hanson stated he would do the minutes.
• Wished a Happy Birthday to Nancy Bailey.
Commissioner Mark
• Stated she hopes Commissioners looked at the project list the City Manager submitted at her request
and believes Commissioners tend to forget all the projects they have requested. She encouraged them
to look at the list and prioritize those projects they feel need to be done within this fiscal year and
identify the other projects that can be on the back burner to be revisited when they go through the
Strategic Planning again. She asked that they, as Commissioners, be mindful when they are giving
the various tasks for staff to do that time is the biggest value they have and she does not believe it is
fair or prudent on the Commission's part to continue to stack these projects on staff and expect them
to get done, when they aren't cognizant of all of the things that are being done. She pointed out that
these projects don't even include what staff does on a normal basis with their jobs, but are over and
beyond those responsibilities. She believes they need to look at these projects again and refine the
priorities for staff.
• Stated it has come to her attention that some elected officials have been surreptitiously approached by
individuals within our community with the intent to influence their vote regarding certain matters that
have yet to come before us as a Commission, with promises of some future benefits by an elected
official should they vote in the affirmative. She stated if these solicitations have indeed been made on
behalf of another elected official or officials, that elected official or officials are in direct violation of
Florida Statutes, Chapter 112.313 Standards of Conduct for Public Officers. She read paragraph 2
Solicitation or Acceptance of Gifts. She stated she strongly recommends that the official who has
been approached file a formal complaint with the Florida State Ethics Commission immediately
because this type of unethical behavior should not be tolerated and she is embarrassed for the
Commission and the citizens that this type of behavior is transpiring.
Commissioner Beckenbach
• Will not be at the town hall meeting due to a prior vacation planned and apologized to the citizens.
• Stated he is curious as to what Commissioner Mark was speaking about and stated if there is
something that is going on he would like to find out what it is. He stated if there is a Commissioner
who has been approached please bring it to the ethics board and get it out in the open.
Commissioner Daugherty
• Welcomed the new Human Resources Manager and encouraged her to continue the health fairs.
• Stated the trash contract is coming up in July and asked for a formal report from the City Manager at
the next meeting as to where we are with our negotiations with Jacksonville and would like to open
October 14, 2013 REGULAR COMMISSION MEETING Page 9
the discussion on what they would like to have in their next trash contract and whether they should be
sending it out for bid at this time.
• Stated since Commissioner Mark brought this issue up, he wants to clear the air. He stated this
Commission has been big on open government and transparency and has fought heavily for it, making
numerous advances. He stated he has been told that a lot of the Commissioners have been polled by
different citizens and encouraged on the issue of Mr Hanson's employment and it is no secret that
Commissioner Woods has asked the City Attorney to draft a resolution to terminate both the City
Manager and the City Attorney. He stated he has been very public on his stance and there was an
article in the newspaper last week on this. He stated he asked the City Attorney whether he needed to
disclose something and was told, legally, he did not have to disclose it because there is no proof, just
his word versus someone else's. He stated what Commissioner Mark was talking about was that he
was approached by two people who asked him to change his vote to fire Jim Hanson. He stated he
told them he has not found anything egregious in Mr. Hanson's' actions and believes the City is in
incredible shape because of the work he has done. He stated what disturbed him was these people told
him that they already knew they had the votes to do this and told him who they thought would vote.
He stated they told him he doesn't want to be in a 3 -2, you want to be in a 4 -1. He stated they
indicated that Commissioner Woods had asked them to meet with him and he asked her about this and
she said she had no knowledge of it. He stated they said should he do this that he would be the next
Mayor Pro Tem. He stated it upsets him that this happened. He stated he is not saying that
Commissioner Woods had any part in that at all and as far a filing an ethics complaint he is not going
to do that because there is no proof and he sincerely hopes that that would never happen that way. He
stated he does want to let people know that there are people who are going around talking to
Commissioners and polling them, and he is not going to name those people either.
Commissioner Woods asked if it was illegal for citizens to ask their Commissioners how they feel on
a vote and try to influence them. Mr. Jensen stated no. Commissioner Daugherty stated what is
illegal is for one Commissioner to ask someone else to go talk to another Commissioner and he is not
saying that that was done; he is saying that is what he was told by them. He stated he asked them
directly if Commissioner Woods had asked for them to meet with him and they said, why do you
think we called you.
Mayor Borno
• He reported on a proposal by Kurtis Loftis brought up at the Beaches Chamber meeting for the
lifeguard chairs for the Winter Lights Festival from November 29 — January 2.
• Stated they all received an invitation to go to Veterans Day celebration and reminded them to respond
if they are attending.
Commissioner Woods
• Stated there have been some pretty serious accusations thrown her way and she wanted to address
them. She stated when people approach her about issues and talk to her about their concerns she tells
them to talk to the other Commissioners. She stated it sounds like that is what happened, they felt
strongly about an issue, asked her how they could make it happen and she told them to talk to every
single Commissioner. She stated it is pretty much that simple and hopes Commissioner Daugherty
gives that same advice to citizens when they come to him. She stated she believes Commissioner
Daugherty and Commissioner Mark owe her a serious and heartfelt apology for spreading such
insidious gossip. Commissioner Daugherty stated he never said she had anything to do with it. She
stated he mentioned her name a number of times so she is not here to argue with him she just really
feels this whole thing was completely out of line and he should pay more attention to what gets read
October 14, 2013 REGULAR COMMISSION MEETING Page 10
in the beginning of the meeting and how people are treated and spreading this kind of gossip, rumor
and innuendo is very unhelpful. She thanked Mayor Borno for the opportunity to address this.
Commissioner Mark
• Stated since she was brought into this she asked to readdress what Commissioner (Mayor - elect)
Woods just said. She stated she did not mention any names and does not feel she owes her a public
apology. She stated, secondly, according to what Commissioner Daugherty said, it was more than just
talking to him and trying to find out what his vote would be or trying to sway his vote, it was also
with the promise of another future benefit. She stated that is clearly a violation. She stated whether
they said that on their own and then were going to try to convince Commissioner Woods to do that,
she doesn't know, nor does she know who was involved in it. She stated she had heard this before
from several different sources and felt like it was her duty as a Commissioner to bring this up. She
stated no one has approached her at all. Commissioner Woods stated she can categorically say none
of it is true. Commissioner Mark stated then she has people out there speaking for her.
Commissioner Daugherty stated if there was anything that connected her to this he would have filed
an ethics complaint but it was just what he was told and he believes he should let the Commission
know about it.
Commissioner Beckenbach
• Stated the Beaches Leader had everything that soon -to -be Mayor Woods was thinking about and what
she did and he does not believe you can be more open than what was in the newspaper long before
what was going on. He stated he gets lobbied all the time. He stated if people told Commissioner
Daugherty that he was going to be the Mayor Pro Tem he would be really hard pressed to really
believe that.
Adjournment
There being no further business to come before the Commission, the Mayor declared the meeting adjourned
at 8:19 p.m.
Mike Borno
ATTEST: Mayor/Presiding Officer
Donna L. Bartle, CMC
City Clerk
*A Workshop was held on September 23, 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 SEPTEMBER 23, 2013
PRESENT: Mayor Mike Borno
Mayor Pro Tem Maria Mark
Commissioner Mark Beckenbach
Commissioner Jonathan Daugherty
Commissioner Carolyn Woods
ALSO: Jim Hanson, City Manager
Donna Bartle, City Clerk
Nancy Bailey, Recording Secretary
The Mayor called the meeting to order at 6:32 p.m. in the Commission Chamber.
1. Public Hearings on adopting Resolution 13 -11 for the Millage Rate.
A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA LEVYING THE AD
VALOREM PROPERTY TAX MILLAGE RATE FOR MUNICIPAL PURPOSES ON ALL
TAXABLE PROPERTY WITHIN THE CITY FOR THE FISCAL YEAR BEGINNING
OCTOBER 1, 2013 AND ENDING SEPTEMBER 30, 2014; STATING THE PERCENTAGE
BY WHICH THE MILLAGE TO BE LEVIED EXCEEDS THE ROLLED -BACK RATE; AND,
PROVIDING AN EFFECTIVE DATE.
Mayor Borno stated the first item to be considered was Adoption of the Millage Rate by
Resolution 13 -11. He stated the Tentative Millage Rate is 3.3285; the Roll —Back Rate is 3.3156
and the Tentative Millage Rate is 0.39% higher than the Roll -Back rate.
He stated the purpose for adopting the millage rate of 3.3285 is to maintain a level of ad valorem
tax revenue sufficient to maintain adequate funding for the existing level of services at the
estimated cost and to continue to maintain the City's infrastructure.
Motion: Adopt a final Millage Rate for Operating Purposes of 3.3285.
Moved by Woods, Seconded by Mark
Mayor Borno opened the Public Hearing. No one from the audience spoke so he closed the
Public Hearing.
Roll Call Votes:
Aye: 5 — Beckenbach, Daugherty, Mark, Woods, Borno
Nay: 0
MOTION CARRIED
2. Public Hearing on adopting Ordinance No. 20 -13 -125 establishing the Operating
Budget for fiscal year 2013 /2014.Budget ordinance & resolution; 2nd reading and
final adoption.
AN ORDINANCE ADOPTING THE FINAL BUDGET FOR THE CITY OF ATLANTIC
BEACH, FLORIDA FOR FISCAL YEAR BEGINNING OCTOBER 1, 2013 AND ENDING
SEPTEMBER 30, 2014.
Mayor Borno stated the second item to be considered was Ordinance No. 20 -13 -125 establishing
the Operating Budget for fiscal year 2013/2014 of $29,482,771 and asked for a motion to adopt
Ordinance No. 20 -13 -125 establishing the Operating Budget for fiscal year 2013/2014.
Motion: Adopt Ordinance No. 20 -13 -125 establishing the Operating Budget for Fiscal
Year 2013/2014.
Moved by Woods, Seconded by Mark
Mayor Borno opened the Public Hearing. No one from the audience spoke so he closed the
Public Hearing.
Roll Call Votes:
Aye: 5 — Daugherty, Mark, Woods, Beckenbach, Borno
Nay: 0
MOTION CARRIED
3. RESOLUTION NO. 13 -12
A RESOLUTION PROVIDING FOR THE ISSUANCE BY THE CITY OF ATLANTIC
BEACH, FLORIDA OF ITS HEALTH CARE FACILITIES REVENUE BONDS (FLEET
LANDING PROJECT), SERIES 2013B, IN AN AGGREGATE PRINCIPAL AMOUNT NOT
TO EXCEED $20,000,000, AND FOR A LOAN BY THE CITY TO NAVAL CONTINUING
CARE RETIREMENT FOUNDATION, INC., A FLORIDA NOT - FOR - PROFIT
CORPORATION, IN A PRINCIPAL AMOUNT EQUAL TO THE AGGREGATE PRINCIPAL
AMOUNT OF SAID SERIES 2013B BONDS, FOR THE PURPOSES OF (A) FINANCING
OR REFINANCING ALL OR ANY PART OF THE COST OF A CAPITAL PROJECT FOR
THE CONTINUING CARE RETIREMENT FACILITY KNOWN AS "FLEET LANDING" AS
DESCRIBED IN THIS RESOLUTION, (B) FUNDING A DEBT SERVICE RESERVE FUND
FOR THE SERIES 2013B BONDS AND (C) PAYING A PORTION OF THE COSTS OF
ISSUING THE SERIES 2013B BONDS; PROVIDING FOR THE RIGHTS OF THE
HOLDERS OF THE SERIES 2013B BONDS AND FOR THE PAYMENT THEREOF;
AUTHORIZING THE EXECUTION AND DELIVERY OF A TRUST INDENTURE AND
LOAN AGREEMENT; AUTHORIZING A NEGOTIATED SALE OF THE SERIES 2013B
BONDS, AND APPROVING THE CONDITIONS AND CRITERIA FOR SUCH SALE;
AUTHORIZING THE EXECUTION AND DELIVERY OF A BOND PURCHASE
AGREEMENT WITH RESPECT TO THE SERIES 2013B BONDS; AUTHORIZING A
PRELIMINARY OFFICIAL STATEMENT AND A FINAL OFFICIAL STATEMENT WITH
RESPECT TO THE SERIES 2013B BONDS; AUTHORIZING THE EXECUTION AND
DELIVERY OF THE SERIES 2013B BONDS AND OTHER RELATED INSTRUMENTS
AND CERTIFICATES; MAKING CERTAIN OTHER COVENANTS AND AGREEMENTS
IN CONNECTION WITH THE ISSUANCE OF THE SERIES 2013B BONDS; AND
PROVIDING FOR AN EFFECTIVE DATE.
Mayor Borno read the Resolution by title.
Motion: Approve Resolution No. 13 -12 as read.
Moved by Mark, Seconded by Daugherty
Mayor Borno explained this is authorizing the issuance of tax exempt bonds by Fleet Landing.
Mayor Borno opened the Public Hearing.
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Peter Dame, Akerman Senterfitt, Bond Counsel for the City, stated their job is to read the
documents and make sure the City is protected and the financial wherewithal of the City is not
pledged or otherwise implicated in the payment of these bonds. He explained the bonds are an
economic development assistance to Fleet Landing to help them get lower cost financing and not
put the City at risk. He assured the Commission that the City is not at risk here and stated after
looking at the documents they believe they do protect the City in the way they are supposed to.
Josh Ashby, One Fleet Landing, stated he would answer any questions the Commission had
and appreciates the Commission considering this issue on a fast track so they can take advantage
of this week's more advantageous pricing in the bond market and they are ready to continue
moving forward with the transaction at this point.
Chauncey Lever, Foley and Lardner, Bond Council for Fleet Landing, explained they
prepared the Resolution that is before the Commission stating it authorizes the necessary
documentation for the financing and provides that these are conduit bonds payable solely from
the revenues received from Naval Continuing Care Retirement Foundation Inc. and other
security pledged under the bond documents.
No one else from the audience spoke so Mayor Borno closed the Public Hearing.
Votes:
Aye: 5 — Beckenbach, Daugherty, Mark, Woods, Borno
Nay: 0 -
MOTION CARRIED
4. Approval of purchase of playground equipment for Rose Park.
Public Works Director Rick Carper gave a slide presentation of the Rose Park Playground
concept summarizing his staff report. He explained this was in this Special Called Meeting due
to the time limitations. He stated if this is approved tonight then they can get it on order and
have it ready to be installed when the contractor doing the ground work at Rose Park is ready to
accept it and the ribbon cutting for the park happens all in one fell swoop. He stated he is asking
for authorization for the City Manager to contract with Playmore Recreational Concepts.
Motion: Authorize the City Manager to approve the Rose Park playground purchase from
Playmore Recreational Services.
Moved by Woods, Seconded by Mark
Mr. Carper answered questions from the Commission. He stated they expect to have the ribbon
cutting in mid - November.
Votes:
Aye: 5 — Beckenbach, Daugherty, Mark, Woods, Borno
Nay: 0 -
MOTION CARRIED
5. Authorization to Execute Contract with PBA (Police) Union.
City Manager Jim Hanson stated the PBA (Police) Union members voted to ratify the proposed
amendments in the contract that was proposed by the City and discussed by the Commission in
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the shade meeting, stating the only change this year was dealing with pay. He stated funds for
the pay increases were included in the budget and recommended they authorize the Mayor to
sign the contract on behalf of the City.
Motion: Authorize the Mayor to sign the Agreement between the Coastal Florida Police
Benevolent Association and the City of Atlantic Beach.
Moved by Woods, Seconded by Daugherty
Votes:
Aye: 5 — Beckenbach, Daugherty, Mark, Woods, Borno
Nay: 0 -
MOTION CARRIED
6. Authorization to Execute Contract with LIUNA (Blue Collar) Union.
Mr. Hanson stated the LIUNA (Blue Collar) Union did ratify the contract with a vote of 13 -1. He
stated this includes the same pay increases similar to those of other City employees and three minor
contract amendments as discussed in the shade meeting. He recommends the Commission authorize
the Mayor to sign the contract.
Motion: Authorize the Mayor to sign the Agreement between Northeast Florida Public
Employees' Local 630 LIUNA, AFL -CIO and the City of Atlantic Beach.
Moved by Woods, Seconded by Mark
Votes:
Aye: 5 — Beckenbach, Daugherty, Mark, Woods, Borno
Nay: 0 -
MOTION CARRIED
There being no further discussion by the City Commission, Mayor Borno declared the meeting
adjourned at 6:49 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 SEPTEMBER 23, 2013
City Commission Members present:
Mayor Mike Borno
Mayor Pro Tem Maria Mark
Commissioner Mark Beckenbach
Commissioner Jonathan Daugherty
Commissioner Carolyn Woods
Staff present:
Jim Hanson, City Manager
Alan Jensen, City Attorney
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 October 14, 2013, was called to order at 6:49 p.m. by Mayor Borno.
Item 10A. was taken out of sequence and discussed at this time.
10A. Report on Boil Water Notice.
City Manager Hanson explained why the safety of the water system was never in question. He
stated the Reverse 911 warning system should have been used and staff should have prepared a
clear and short media announcement to be sent out, stating he takes responsibility for this
mistake.
Public Utility Director Donna Kaluzniak further explained the time line of what happened and
the steps that were taken up to rescinding the boil water notice. She also explained the format
requirements and protocol of the Department of Environmental Protection (DEP) for notices
related to the groundwater rule. She answered several questions from the Commission.
Chuck Ged, Owner, Advanced Environmental Laboratories, explained the testing process.
He answered questions from the Commission. He further discussed their notification procedures
for a presumptive positive, stating they are not required by law to notify the client of this but
some clients want to know in anticipation that there may be, in 48 hours, a boil water notice. He
stated it is up to the client to decide if they would like it or not. Ms. Kaluzniak stated the City
did not tell the lab that they do not want to know; the City wants to know anytime there is a
possible problem so they can be prepared and start working on it, etc. She stated perhaps there
was miscommunication of what we want but that is what we want. She stated we have three labs
under contract and she had all of them sign very specific statements that we want to be notified
immediately; if they send an email and do not hear back within one hour, they are to keep calling
until they get a live person. She stated this applies to any sample results that are abnormal. Mr.
Ged stated they have also implemented that from their end as well. He stated Ms. Kaluzniak has
provided them with a list in hierarchy of phone numbers and email addresses. He stated they
will also contact the DEP if all else fails. Ms. Kaluzniak stated it is on our list also that they are
to notify DEP and send them all of the bacteriological samples for us as well.
Ms. Kaluzniak stated that we now have a link on our website for citizens to sign up for the
Reverse 911 system so they can get notification for any kind of emergencies.
Minutes — City Commission Workshop September 23, 2013
Page 2
Ms. Kaluzniak further stated she did not take the time to brief staff on how to answer some of the
questions like she should have. She believes it may have saved some time and phone calls if she
had better answers for the people who were not in the utility business to help answer some of the
residents' questions and concerns. She asked Chief Classey to explain the Incident Command
System, stating we should have invoked that system since we did have a potential emergency
situation.
Chief Mike Classey explained the Incident Command System, stating it applies to any type of
emergency as an all- hazard type of organizational management system.
Ms. Kaluzniak explained the improvements for the future including putting the Incident
Command System for emergencies into place; improved notification process with Reverse 911;
post all emergency notices on the City Website immediately; assembling a media contact list and
a contact list for critical facilities. Commissioner Mark pointed out that the Commission should
also be contacted immediately during these emergencies. Ms. Kaluzniak stated other
improvements include written, signed notification procedure with laboratories with a contact list;
refresher training for operators; review and update standard operating procedures; and work with
DEP to determine ways to reduce potential for precautionary notices. Ms. Kaluzniak answered
several other questions from the Commission.
Item 8B. was taken out of sequence and discussed at this time.
8B. Approval of Master Agreement and Greenspace & Recreation Easement
Mayor Borno stated they have spent a lot of time in meetings on this which he believes have
been extremely productive and the documents show the markups agreed to by all parties. He
asked if the Commission had any questions because the representatives were here to answer
them. He stated if not they will take action on this at the next Commission meeting.
Mr. Hanson stated the changes were made to the Master Agreement and the Easement as
discussed in the workshop on September 10. He stated the amendments made since that
workshop were shown in strikethrough and underline format in the copies in the agenda packet
and summarized those changes. He stated if approved on October 14, this would be signed by
the City and all other parties, but would not go into effect unless and until the developer, Atlantic
Beach Partners, acquires title to the property. He answered questions from the Commission.
Laura Ferrante, Board Member of Selva Marina Country Club, stated it is her
understanding that as soon as they close the real estate transaction, they want to break ground the
following day. She stated Selva Marina Country Club will be closed as of the end of October.
Replying to a request from Commissioner Woods, Mr. Hanson explained, for the benefit of the
audience, Marc Hudson, who works for the North Florida Land Trust, is the consultant for the
City dealing with the Recreation and Conservation Easement.
Minutes — City Commission Workshop September 23, 2013
Page 3
Commissioner Mark stated this has been a lot of work, a lot of compromise and discussion, but
believes on all three sides of the parties it has been a great experience and hopes the community
is happy with what they have been able to do.
C. Proposed Rates for Sale of Reuse Water to Customers.
Mr. Hanson explained the proposed rates as presented previously at the workshop on September
10. Discussion ensued.
Item 4D. was taken out of sequence and discussed at this time.
4D. Award a contract to in the amount of $ for construction of the
Reclaimed Water Facilities, Bid No. 1213 -11. In addition, authorize staff to encumber
$ as a contingency. The Notice to Proceed for construction of Reclaimed
Water Facilities, Bid No. 1213 -11 shall become effective on the date that Atlantic Beach
Partners and Atlantic Beach Country Club achieve final closing on the property sale
between the two parties. However, in order to meet the deadline to provide water to the
golf course, the reuse pump must be purchased immediately due to delivery time for the
pump. Staff recommends that the Commission award the contract and allow immediate
purchase of the pump only, with no further construction until the date of the final closing
noted above.
Mr. Hanson stated bids were opened last week and Ms. Kaluzniak and John Collins worked on
this to get the numbers in line. He stated he emailed the Commission the revised version over
the weekend.
Ms. Kaluzniak explained the bid stating it came in over budget. She stated the low bidder was
Sawcross Inc. She stated because the bids came in over budget, J. Collins & Associates did a
value engineering to reduce some things in the project to bring it as close to the budget number
as possible. She explained the items that were removed or modified, which totaled $180,000.
She stated after the recommended deductions by staff and the engineer, the total amount came to
$1.259 million, including a $42,000 contingency. She also stated one of the items they are
removing from the contract is a $9,000 temporary reclaim pump which she will order out of this
budget year so it can be delivered in time. She answered questions from the Commission. She
explained when this is awarded it will be contingent upon the land sale.
John Collins, J. Collins Engineering, further explained why the bids came in over budget, how
they did their estimates and their value engineering. He also answered questions from the
Commission.
*Discussion of Agenda Items on October 14, 2013 Commission Meeting:
1. A. Approve the minutes of the Regular Commission Meeting of September 9, 2013.
B. Approve the minutes of the Budget Workshop for August 6, 2013.
C. Approve the minutes of the Budget Workshop for August 13, 2013.
D. Approve the minutes of the Special Called (Shade) Meeting of August 26, 2013.
Minutes — City Commission Workshop September 23, 2013
Page 4
F. Approve the minutes of the Commission Workshop of August 26, 2013.
G Approve the minutes of the Special Workshop of September 10, 2013.
There was no discussion on this item.
2. Courtesy of Floor to Visitors
A. Proclamation Declaring November 2013 Pancreatic Cancer Awareness Month in
the City of Atlantic Beach.
There was no discussion on this item.
Mayor Borno opened the Courtesy of the Floor.
Richard Selby, 3 Forrestal Circle N. asked why are we building a $1.2 million water treatment
plant for a private golf course and why is there such a mad rush to service a golf course. He
stated it is a private entity. He also asked what are the developers bringing to the table. He
stated also related to the reclamation water, they have been using pot water on Mayport Rd.
forever and now they are going to give them special water usage but still use the more expensive
pot water on Mayport Rd. He stated he sees no advantage for Atlantic Beach. He also stated he
appreciates the automobile accident they had on Mayport Rd. at Atlantic Blvd. because it took
out every bush. He stated now they can pull up to that stop sign and look over and see Florida
Ave. and not get hit because their vision is totally blocked. He stated he loves those bushes
being gone.
Lou Keith, 1845 Tierra Verde Drive, asked if they accepted the pay study on their earlier vote
as gospel. Mayor Borno stated yes.
Steve Fouraker, 387 6th Street, stated he knows this is a different format for the Commission
meeting but stated this is their only chance for the angry citizen to get up here and rant and asked
to have public comments earlier then the Commission can get to their business of governing. He
addressed the Commission about the complaint that the Sherry Drive and 8th Street vegetation in
the right -of -way was a hazard in turning on to Sherry Drive. He related the background of the
planting and removal of this vegetation and stated he believes this has gone from being a safety
hazard to an aesthetic issue. He stated when it goes from being a public safety issue to an
aesthetic issue, that is where he has a problem with the enforcement of that particular injunction
so he is asking the City to get involved and stop what he considers the clear cutting of the
vegetation in front of that house on 8th Street and Sherry. He stated he hopes the City learns to
deal with homeowners with a little more sensitivity about this kind of issue.
Mayor Borno asked Mr. Mayhew if there was anything new in the information he provided to the
Commission and if he would keep his comments to something new, he would add his handout
into the record of the minutes. Mr. Mayhew stated he would like the audience to hear what he
has to say.
Mayor Borno left at 8:22, he returned at 8:24.
Minutes — City Commission Workshop September 23, 2013
Page 5
Bill Mayhew, 1870 N. Sherry Dr., addressed the Commission stating he had already provided
this to them in writing but wanted to read it to them again. He read from his handout regarding
the pension plans in Atlantic Beach stating there is still work that needs to be done and discussed
moral obligations and what is owed to the employees and citizen taxpayers. He stated he
believes the City should not continue the defined benefit plans.
3. Unfinished Business from Previous Meetings
A. City Manager's Follow -up Report.
Mr. Hanson reported the sale of 765 Sabalo Drive was completed with the highest bid being
from Robert Henderson for $115,000. He stated Mr. Henderson will have 45 days to close on
the property. He answered questions from the Commission.
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 Tl'EMS. 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 Financial Report, Building Department Monthly
Activity Report, List of New Business Taxes and Utility Sales Report for August.
B. Authorize the City Manager to sign the contract with Atlantic Beach
Experimental Theater (ABET).
C. Award the contract for Concrete Repairs for the Public Works/Utilities
Department to DP Contracting Inc. for one year with a two 1 year renewals
starting October 15, 2013.
D Award a contract to in the amount of $ for construction of
the Reclaimed Water Facilities, Bid No. 1213 -11. In addition, authorize staff to
encumber $ as a contingency. The Notice to Proceed for construction
of Reclaimed Water Facilities, Bid No. 1213 -11 shall become effective on the
date that Atlantic Beach Partners and Atlantic Beach Country Club achieve final
closing on the property sale between the two parties. However, in order to meet
the deadline to provide water to the golf course, the reuse pump must be
purchased immediately due to delivery time for the pump. Staff recommends that
the Commission award the contract and allow immediate purchase of the pump
only, with no further construction until the date of the final closing noted above.
E. Acknowledge receipt of the FY 2012 -13 - Summary of Utility Accounts Written
Off
Item 4D was taken out of sequence and discussed earlier in the meeting. There was no
discussion on the other items.
5. Committee Reports
None.
Minutes — City Commission Workshop September 23, 2013
Page 6
6. Action on Resolutions
None.
7. Action on Ordinances
A. ORDINANCE NO. 75- 13 -19, Introduction and First Reading
AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA, AMENDING
CHAPTER 21 TRAFFIC AND MOTOR VEHICLES ARTICLE II STOPPING,
STANDING AND PARKING TO RENAME PARKING MORE THAN SEVENTY -
TWO HOURS PROHIBITED TO PARKING IN THE RIGHT OF WAY WITH
REVISED REQUIREMENTS AND TO PROVIDE A FINE STRUCTURE FOR
VIOLATING THAT SECTION AND PROVIDING AN EFFECTIVE DATE.
Mayor Borno read Ordinance No. 75 -13 -19 by title.
Chief Mike Classey summarized the Ordinance. He answered questions from the Commission.
Discussion ensued and a change was suggested to remove "on a regular basis at his or her place
of residence" and change it to "on a regular basis at a residence" in the second paragraph of Sec.
21 -23. Chief Classey stated he will make the change as agreed to by the Commission.
8. Miscellaneous Business
A. Public Hearing on UBEX -13- 00100065, Tier One Construction, request for use -
by- exception as permitted by Section 24- 111(c)(6), to allow a contractor, not requiring
outside storage, to be located on a property within the Commercial General (CG) zoning
district at 33 West 6th Street.
Redevelopment and Zoning Coordinator Jeremy Hubsch explained the use -by- exception with a
slide presentation including a site aerial of the property. He stated the Community Development
Board unanimously recommended approval. He stated the applicant was not here tonight.
Discussion ensued regarding the length of time for approval of these requests.
B. Approval of Master Agreement/Recreation & Greenspace Easement with The
Atlantic Beach Country Club, Inc. and Atlantic Beach Partners LLC.
This item was taken out of sequence and discussed earlier in the meeting.
C. Proposed Rates for Sale of Reuse Water to Customers.
This item was taken out of sequence and discussed earlier in the meeting.
D. Professional Engineering Services for Power Systems and Arc Flash Studies for
Water Treatment Plant Nos. 1— 4, RFP #13 -03.
Ms. Kaluzniak summarized her staff report, stating this is a new OSHA and National Fire
Protection rule for worker safety to eliminate or reduce the potential for Arc Flash hazard. She
explained to meet the requirements of the rule they have to have an analysis which includes
modeling the system and determining distance and personal protective equipment, labeling,
Minutes — City Commission Workshop September 23, 2013
Page 7
training and making sure they meet the requirements of OSHA. She stated they did a Request
for Proposal and the top ranked firm was J. Collins Engineering Associates. She stated staff
recommends the Commission authorize negotiation with that firm.
E. Contract with Bill2Pay, an automated payment processing company, to
implement an Interactive Voice Response (IVR) system and a web hosted payment
portal.
Finance Director Nelson Van Liere summarized his staff report proposing the Commission
authorize the City to sign a contract with Bill2Pay, which is an automatic payment processing
company, to start having an interactive voice response system (IVR) to accept credit card
payments over the phone and a web - hosted payment portal. He stated the representative from
Bill2Pay was in the audience. He stated staff recommends Option 2 which passes the fees on to
the customer. He answered questions from the Commission. Discussion ensued.
Kyle Crawford, representative from Bill2Pay, explained the process and answered questions
from the Commission.
9. City Manager
A. City Manager's Report.
Mr. Hanson reported the next quarterly Town Hall Meeting will be held on October 19 at 10:00
a.m. in the Adele Grage Center.
10. Reports and /or requests from City Commissioners and City Attorney
A. Report on Boil Water Notice.
This item was taken out of sequence and acted on earlier in the meeting.
B. Discussion and Recommendations for the Process and Procedure of Commission
Evaluation of City Manager /City Clerk/City Attorney.
Commissioner Beckenbach responded to Richard Selby's comments. He stated he would call
and send him some information to explain why we are pushing for this recommendation. He
announced there will be a town hall meeting on Selva Marina tomorrow at 6:30 p.m.
Commissioner Beckenbach outlined his proposal for the evaluation process for the City
Manager, City Clerk and City Attorney, which he distributed to the Commission at the meeting.
He stated his goal is not to berate somebody or say they are doing everything wrong; his goal is
to make sure that individual is given from the Commission what they expect of that individual.
He stated there should also be a quarterly follow -up report and whether or not they are achieving
those goals. He asked that they review his proposal and give him their ideas and suggestions.
Discussion ensued. Mr. Hanson responded to the evaluation proposal, stating he supports
looking at the strategic goals. He stated in the two forms submitted there are a lot of changes
that would be needed because there are a lot of provisions in those where he does not believe the
Commission would be knowledgeable enough to be able to rate the City Manager and gave
Minutes — City Commission Workshop September 23, 2013
Page 8
examples. He further stated the outline he submitted is not the way they do evaluations for City
employees. He stated when the City employees are evaluated they fill out a form for the
supervisor to review before the supervisor does anything. He stated in the case of a public
review he does not believe they will get that. He stated he believes it more appropriate that they
should meet with the employees first, rather than to indicate they are going to fill out the form
and can't change it after reading the employee's, which implies that their mind is made up and
they don't want any more input. Commissioner Woods recommended that, since Commissioner
Beckenbach has been working with some people on this, they have an ad hoc committee to meet
with each of the positions individually and get the input and come up with a form. Mr. Hanson
stated he does not believe that the people Commissioner Beckenbach has been meeting with
know much about the performance reviews and he would object to them being on the ad hoc
committee; he believes they are some of the most negative people he has heard. He stated if they
want to have people on a committee, get positive business people who understand how
performance reviews work. Commissioner Woods stated she believes it should be a very small
committee of 3 or 4 people and each of the positions be involved. Commissioner Mark stated it
would be nice if the committee had some kind of HR background or experience and understand
reviews and how that whole process works, especially with these three positions because with
Sunshine anything that is written down is discoverable. She stated she believes they need to be
very careful that these are objective evaluations because it could easily get into a personality
level and when you talk about the public input she believes there needs to be parameters set. She
stated she also believes it important to have some type of self assessment. She stated she has
never, as an employee who has been through numerous reviews, not had an opportunity to give
her assessment of her job performance and then meet one on one with her direct supervisor to
discuss it and have the opportunity to go back and refine what was discussed during the
evaluation. She stated she would be very careful in how they treat this in a public forum; it is to
talk about things objectively and not to berate, embarrass or humiliate anyone in public or to
allow the public to do that. Discussion ensued. Mayor Borno stated he has completed his
evaluations and would make copies for the Commission of the format he used.
City Attorney Alan Jensen explained the Resolution for annexation for the golf course that was
distributed to the Commission tonight. He asked that it be added to the agenda for October 14 as
an action item. Commissioner Woods expressed concern about losing ad valorem taxes if we are
the initiating City. Mr. Jensen explained that State Statute requires that we, as the initiating
entity, pass the initiating resolution, which is what this is. He stated this initiating resolution
asks them to begin negotiations regarding annexation and addressing all the issues contained in
there; it also addresses specifically ad valorem taxation. He explained that this is statutorily
required to begin the process that we have all agreed to do with the Selva Marina Country Club
and Atlantic Beach Partners, with their full support. He stated he met last week with the
attorneys for the General Counsel's office with the City of Jacksonville, the attorneys at Rogers
Towers for the developers /property owners, and discussed it with the City Manager. He stated
he has received comments back from the Rogers Towers attorneys but has not yet received
anything back from the Jacksonville Counsel's office. He stated there may still be some final
tweaks but believes the sooner we start this process the better and asked that the Commission add
this as an action item to the agenda of October 14. Discussion ensued.
Minutes — City Commission Workshop September 23, 2013
Page 9
Mayor Borno asked that an item 8F also be added for action to the agenda of October 14, which
is a pay raise for the City Clerk. Commissioner Daugherty asked why this did not include the
City Manager. Mayor Borno stated Mr. Hanson said he did not want to be considered.
Mr. Jensen reported on the RCBS lawsuit stating the City of Atlantic Beach won the lawsuit at
the trial level and prevailed on the appeal as well and in accordance with the agreement the
Estates of Atlantic Beach will reimburse all costs incurred by the City. Commissioner Mark
asked that this be brought up at the October 14 meeting.
Commissioner Mark asked that they double side the agenda packets. Commissioner Beckenbach
stated they are going to go paperless. Mr. Hanson stated they just adopted the budget and they
can ask Keith Randich to start moving ahead on it. Commissioner Mark asked Mr. Hanson to
bring to the October 14 meeting the list of all the projects and departments working on them and
talk about it during the City Manager Report. Discussion ensued.
There being no further discussion by the City Commission, Mayor Borno declared the meeting
adjourned at 9:56 p.m.
Mike Borno
Mayor
Donna L. Bartle, CMC
City Clerk
*Formal action (if needed) will be taken at the Commission Meeting of October 14, 2013.
Minutes of Town Hall Meeting
Saturday, October 19, 2013
Present: Mayor Pro Tem Maria Mark
Commissioner Carolyn Woods
Commissioner Jonathan Daugherty
City Manager Jim Hanson
Eight citizens attended — George Zikeli, Lou Keith, Sally Clemens, Jimmy Hill, Steve and
Monica Osborne, and Alexi Gonzales and her husband
Mayor Pro Tem Mark called the meeting to order in the Adele Grage Community Center at 10:01 am. She
explained that Mayor Borno was unable to attend because of a recently scheduled funeral that he had to
attend. (Note: Mayor Borno did join the meeting at approximately 11:25 am after the funeral was over).
Comments and discussions are summarized as follows:
• George Zikeli was the first citizen that spoke. He wanted the Police Department to do more about
enforcing the noise ordinance dealing with loud parties. He indicated that there had been a problem with a
house across from his residence at 573 Royal Palms Drive. He also wanted the parks to be open before
8 am. Specifically he was referring to Dutton and Tide Views Parks so that he could go fishing.
• Steve Osborne of Hidden Paradise Subdivision expressed a concern about the proposed multi - purpose
path that is part of the Marsh Master Plan. Commissioner Woods stated that she had set a meeting with
neighborhood residents on Saturday, October 26th at 10 am to discuss their concerns. Mr. Osborne
indicated that homeowners had been aware of the Marsh Master Plan in 2011, but did not think it applied
to them. Mr. Osborne wanted to know if any parking was proposed in the Levy area in connection with the
Marsh Master Plan. Commissioner Woods asked the City Manager to attend the meeting on Saturday,
October 26t.
• Jimmy Hill said that he was opposed to using another consultant to plan for the Marsh Master Plan
development and asked if the City could send a copy of the Tideviews newsletter to utility bill customers
that receive their bills electronically.
• Lou Keith expressed a concern about the Mayor using his prerogative to move items forward on the
agendas to accommodate groups of people. He felt like any other citizens that attend the meeting should
have their opportunity to speak first. He went on to voice several disagreements with the pay plan and
update done by Cody and Associates for the City of Atlantic Beach. Specifically, he felt like the maximum
pay in the Grade for the Police Chief was too high. He went on to say that City employees had received an
average of an 11% pay raise.
• Jimmy Hill said that he wanted to look into the pay scales for City employees after he gets sworn in and
indicated that "several top officers have told him that there are problems ".
• Monica Osborne said she thought the Police Officers had a "very adversarial relationship with the
community" and that she did not trust them. She related a story of a police officer she saw picking up
garage sale signs and showing a bad attitude while doing so.
• George Zikeli said that when he called the Police Department several years ago they were there in three
minutes but he thought their response would probably be slower now.
• Jimmy Hill said that the Police Department does not have a "Citizen Corp" mentality. He said that the
officers had not been told to mingle with the public, but that they are "mercenaries not living here ". He
said that he wanted to be able to see through the windows of the police cars. But thought it was not the
officer's fault that these problems existed.
• Sally Clemens commented on the difference in speed limits of 20 versus 25 mph in various City streets,
wanted more stop signs on arterial streets, wanted to invite everyone to the MarshFest on November 10h,
feels safe in her neighborhood, wants the canal through Johansen Park kept cleaner so homeless people will
not camp there, wants garage sale signs limited to only the yard of the garage sale owner, commented that
it was the culture of younger people now not to smile at others, and wanted to amend the City Charter to
require paperwork to be submitted prior to running for office for Commissioner in Atlantic Beach and that
minimum requirements for Commissioners include at least five years as a U.S. citizen and a resident of
Atlantic Beach at least three years. She also wanted all Commissioners to run at large.
• Mayor Borno joined the meeting at 11:25 pm.
There being no further citizen comments, the Town Hall Meeting was adjourned at 11:25 am.
Jim Hanson
City Manager
Maria Mark
Mayor Pro Tem
City of Atlantic Beach
FINANCIAL REPORT
September 2013
AGENDA ITEM # 4A
NOVEMBER 12, 2013
Cash Balances
Fund(s)
General
Tree Replacement
Convention Development Tax
Local Option Gas Tax
Better Jax 1/2 Cent Sales Tax
Police Training, Forfeiture, Grants, etc.
Community Development Block & ARRA Grants
Debt Service
Capital Projects
Utility
Sanitation
Building Code Enforcement
Storm Water
Pension - Police
Pension - General
Prior
08/31/13
$ 6,529,285
6,493
88,590
(2,483)
390,071
150,374
67,231
2,725,534
5,712,233
676,870
118,960
1,641,438
94,615
36,708
Total $ 18,235,919
Total Restricted Cash
Total Unrestricted Cash
Current
09/30/13
$ 5,996,150
6,493
85,148
22,554
420,413
138,373
73,113
2,724,229
5,800,616
680,084
116,044
1,643,564
82,413
48,330
Dollar
Change
$ (533,135)
(3,442)
25,037
30,342
(12,001)
5,882
(1,305)
88,383
3,214
(2,917)
2,127
(12,202)
11,622
$ 17,837,524 $ (398,395)
$7,874,450
$9,963,074
Percent
Change
Cash and Investments
Account
Annual
Yield
Bank of America - Depository
Guggenheim Floating Rate A
Invesco Floating Rate A
Loomis Investment Grade Bond A
Lord Abbett Income A
Delaware Diversified Income Fund
Lord Abbett Short Duration Fund
Invesco Corporate Bond A
Pioneer Strategic Income A
Legg Mason WA Cash Reserve Fund
Putnam Diversified Inc.
Alliance Limited Duration High Income A
Lord Abbott Floating Rate
MSSB Money Market/Cash
SBA - Florida Prime
Cash on Hand
Subtotal
Police Pension Investments
General Pension Investments
Subtotal
Total
* Denotes the 30 day SEC Yield Anualized
N/A
3.97%
4.31%
2.56%
0.08%
4.15%
3.45%
4.08%
Prior
08/31/13
$ 2,741,200
2,172,238
2,490,016
1,001,363
472,380
498,704
1,011,554
331,843
1,014,685
1,001,749
2,500,692
1,998,106
997,895
2
344
3,150
$ 18,235,919
Current
09/30/13
$ 3,346,746
2,835,127
2,820,909
1,017,017
1,777
2,483,629
2,857,723
1,469,807
1,001,293
344
3,150
$ 17,837,524
$ 7,341,912 $ 7,593,617
13,374,481 13,847,140
$ 20,716,393 $ 21,440,757
$ 38,952,312 $ 39,278,281
Dollar
Change
$ 605,546
662,890
330,893
(1,001,363)
(472,380)
(498,704)
5,463
(331,843)
(1,014,685)
(999,971)
(17,063)
859,617
471,912
1,001,292
$ (398,395)
$ 251,706
472,659
$ 724,364
$ 325,969
-8.17%
0.00%
-3.89%
- 1008.39%
7.78%
-7.98%
0.00%
8.75%
-0.05%
1.55%
0.47%
-2.45%
0.13%
- 12.90%
31.66%
-2.18%
Percent
Change
22.09%
30.52%
13.29%
- 100.00%
- 100.00%
- 100.00%
0.54%
- 100.00%
- 100.00%
- 99.82%
0.00%
0.00%
0.00%
N/A
0.00%
0.00%
-2.18%
3.43%
3.53%
3.50%
0.84%
City of Atlantic Beach
FINANCIAL REPORT
September 2013
Revenues
AGENDA ITEM # 4A
NOVEMBER 12, 2013
Fund / (Footnote)
Annual
Estimate
YTD - 100.00%
of Estimate
YTD
Actual
Dollar
Variance
Percent
Variance
General (1)
Convention Development Tax
Local Option Gas Tax
Better Jax 1/2 Ct Sales Tax
Police Training, Forfeiture & Grants, etc.
Grants - (3)
Debt Service
Capital Projects
Utility - (4)
Sanitation
Building Code Enforcement - (5)
Storm Water
Pension - Police (2)
Pension - General (2)
$ 11,102, 740
87,500
433,655
657,738
112,645
108,866
71,900
5,000
8,610,929
1,814,950
282,600
1,097,430
1,233,745
2,173,963
Total $ 27,793,661
$
11,102, 740
87,500
433,655
657,738
112,645
108,866
71,900
5,000
8,610,929
1,814,950
282,600
1,097,430
1,233,745
2,173,963
27,793,661
10,951,205 $
88,536
415,405
670,455
126,325
255,206
69,790
(54,636)
8,271,547
1,784,948
299,151
1,074,148
1,130,248
2,046,752
27,129,079 $
(151,535)
1,036
(18,250)
12,717
13,680
146,340
(2,110)
(59,636)
(339,382)
(30,002)
16,551
(23,282)
(103,497)
(127,211)
(664,582)
- 1.36%
1.18%
-4.21%
1.93%
12.14%
134.42%
-2.93%
- 1192.73%
- 3.94%
- 1.65%
5.86%
- 2.12%
- 8.39%
- 5.85%
-2.39%
Analysis of Major Variances
This is the final monthly report for the year generated on a budget basis. Finance will
continue to make adjustments based on items that we are made aware of in October that
relate to last year. These adjustments will be reflected in the Audit report for 2013 later in
the year. Now that we have reached year end, all of the timing differences in the
variances have been overcome. The investment returns for the remained down by 2.2%
from last year as September returns were flat. The variances in revenues include a
reversal of prior gains from earlier in the year in investment earnings due to the sharp
decrease in the fixed income bond market. Most other revenue categories are near
budget estimates except for Public Utilities where sales volumes are down and the
Pension Plans as described below.
(1) The 1.36% slight negative variance in the General Fund indicates that revenues overall
approximated the budgeted amounts. A couple of other revenue sources that were
slightly down were the utility tax and franchise fees from JEA as well as revenues from
the communications services tax. Property tax collections ended the year slightly above
budget by $27,039. State shared tax revenues were also slightly above budget for the
year.
(2) The $103,497 negative variance in the Police Employee Pension Fund and the $127,211
negative variance in the General Employee Pension Fund resulted from the increase in
the market values of the investments being lower than the budget year to date.
(3) Grant revenues are higher than the budget because C.D.B.G. and F.E.M.A. Wind retro -fit
grant proceeds related to last year's grant expenditures were received this year. Those
balances were then used to off -set the funds spent last year bringing the cash balance
back to zero.
(4) Utility sales were well under budget for Year for both Water and Sewer. Base charges
are below budget by about 7% and 2% and volume sales are below projections by about
12% in water and 5% in sewer. These are partially off -set by the receipt of a rebate from
electric energy savings from JEA of $142,066. Water and sewer volume sales normally
increase over the late summer months but there was not enough of an increase to
achieve budget this year..
(5) Building Permit fee revenues ended the year about 12% above projections.
City of Atlantic Beach
FINANCIAL REPORT
September 2013
Expenses
AGENDA ITEM # 4A
NOVEMBER 12, 2013
Department / (Footnote)
Governing Body
City Administration (2)
General Government (2)
Planning and Building
Public Safety (1,5 )
Recreation and Special Events
Public Works (3)
Public Utilities (4)
Pension - Police
Pension - General
Total
Annual
Estimate
YTD - 100.00%
of Estimate
YTD
Actual
Dollar Percent
Variance Variance
$ 42,645
2,474, 839
1,064,477
448,160
5,497,886
406,151
6,130,393
9,334,737
653,056
856,123
$ 26,908,467
$ 42,645
2,474,839
1,064,477
448,160
5,497,886
406,151
6,130, 393
9,334,737
653,056
856,123
26,908,467
$ 40,225
2,349,491
1,035,155
408,607
5,288,805
387,140
4,961,700
8,213,979
705,609
931,497
$ 2,420 5.67%
125,348 5.06%
29,322 2/5%
39,553 8.83%
209,081 3.80%
19,011 4.68%
1,168,693 19.06%
1,120,758 12.01%
(52,553) -8.05%
(75,374) - 8.80%
24,322,209 $2,586,258
Resource Allocation
Personnel Services (5)
Operating Expenses (2)
Capital Outlay (1) & (2)
Debt Service (4)
Transfers
Annual
Estimate
YTD - 100.00%
of Estimate
YTD Dollar Percent
Actual Variance Variance
$ 9,658,810
10,290,417
3,110,374
2,519,412
1,329,454
$ 9,658,810
10,290,417
3,110,374
2,519,412
1,329,454
$ 9,305,423 $ 353,387 3.66%
9,440,048 850,369 8.26%
1,799,422 1,310,952 42.15%
2,447,863 71,549 2.84%
1,329,454 - 0.00%
Total $ 26,908,467
$ 26,908,467 $ 24,322,209 $ 2,586,258
Analysis of Major Variances
Overall, the major variances are the result of capital projects that have been postponed
or are behind schedule. Variances are created when the actual funds spent to date are
different from the percentage of the budget elapsed to date. Now that we have reached
year end, the timing variances are eliminated. Some of the variances are described
below.
(1) The positive variance in the Public Safety divisions is mostly due to the Patrol and
Dispatch both experiencing employee turnover and some savings in operating expenses.
The Lifeguard expenses have now been fully expended and came in close to budget.
The budgeted expenditures on the Police Building add to that variance since the project
is on hold. — see Project Activity Schedule.
(2) The positive variance in City Administration results from various small amounts in
Finance, City Clerk and IT created by some turnover and savings on budgeted health
insurance..
(3) The variance in the Public Works Department is due to various contracted service
items not fully underway such as the East Coast Drive Drainage project or the Rose Park
project. The department has spent about 46% of its project budget — see Project Activity
Schedule.
(4) The positive variance in Public Utilities results mostly from operations savings in the
sewer division and from unspent funds on budgeted capital expenditures. The
department has spent approximately 77% of its project budget.
(5) The positive variance in the Personnel Services results from vacant positions that have
not been filled across multiple departments. The City budgets full employment, so any
vacancy contributes to a positive variance. The Lifeguards are typically seasonal
employees working June through September. This includes vacancies in Finance,
Planning, Police Patrol and recently Human Resources.
City of Atlantic Beach
FINANCIAL REPORT
September 2013
Project Activity - Current Year Activity Only
AGENDA ITEM # 4A
NOVEMBER 12, 2013
Project Name
Project
Number
Budget
YTD
Actual
Public Safety
Police Building Renovation /Design /Construction
Public Utilities:
TMDL - Lift Station /Main Transfer Flow
TMDL Upgrade /Construction - WWTP #1
TMDL Sludge /Odor Improvements
Water Main - 12th Street at Ocean Blvd /Beach Ave
Water Main - 14th & 15th Street at Ocean Boulevard
Reclaim Water Plant
Rehab of Interior of Tank #1
Recoat Both Ground Storage Tanks WP #3
Replace the Water Main on Pine Street
Replace 4" Water ?Main at Wonderwood and Finegan
PT Repair at Lift Station C
PT Repair at West 6th and Stock
Repair 24" Effluent Force Main
Repair 12" Force Main
Replace Yard Pump
Sewer Rehabilitation 2013
Subtotal
Public Works:
Marsh Master Plan Signs
Marsh Master Plan Project Design
Rose Park Development
Marsh Path at Tideviews
Dutton Island Road Sidewalks
Sidewalk and Curb Replacements
City Hall Parking Lot Lights
Irregation Improvements Atlantic Blvd.
Sidewalk on West 9th Street
East Coast Drive Drainage Improvements
Subtotal
Total
Status Key
A - Bid Advertised
B - Bid Awarded
C - Project Completed
D - Design Completed
DE - Deferred
PS0504 60,000
PU0906
PU1106
PU1110
PU1204
PU1205
PU0805
PU1301
PU1303
PU1304
PU1305
PU1306
PU1307
PU1308
PU1309
PU1310
PU1311
PM1301
PM1303
PM 1302
PM 1304
PW 1301
PW 1302
PW1303
PW 1304
PW 1305
PW 1306
YTD
Balance Status
0 60,000 DE
$ 60,000 $
$ 60,000
9,282 9,282
88,762 88,762
15,591 15,591
34,122 34,121
190,620 190,620
192,889 191,039
41,500 37,927
55,000 51,253
90,000 61,347
180,000 98,888
17,000 10,280
55,000 19,891
86,000 7,851
56,000 5,019
18,435 18,434
202,300 189,669
0 C
0 C
0 C
1 C
0 C
1,850 B
3,573 C
3,747 C
28,653 I
81,112 I
6,721 I
35,109 C
78,149 R
50,981 R
1 C
12,631 C
$ 1,332,501 $ 1,029,974 $ 302,527
38,700
34,000
232,840
35,000
79,064
10,000
32,000
4,600
33,000
364,707
7,243
34,590
225,228
0
23,140
6,041
24,896
4,600
25,669
48,214
31,457 I
(590) E
7,612 I
35,000 R
55,924 I
3,959 I
7,104 C
0 C
7,331 C
316,493 R
$ 863,911 $ 399,622 $ 464,289
$2,256,412 $ 1,429,596 $826,817
E - Design Phase
I - Project In-progress
N - Complete /Non - Capital
R - Re- budget Next Fiscal Year OR Re- Evaluated
X - Project Cancelled
BUILDING DEPT. MONTHLY ACTIVITY REPORT
COMPARISON REPORT
REPORT FOR THE MONTH SEPTEMBER 2013
COMPARISION 2012 - 2013
PERMIT TYPE
NUMBER OF
YTD 2012
20
PERMITS j
YTD 2013
9
YTD 2012
$ 7,075,045.00
YTD 2013
$4,550,300.00
TOTAL INSPECTIONS
YTD 2012
YTD 2013
SINGLE FAMILY I
DUPLEX
0
0
$ -
$3,386,132.00
REMODEUADDITIONS
237
217
$ 3,890,707.00
$0.00
COMMERCIAL NEW
0
0
$ -
$ -
OTHER
1891
1655
$ 7,741,095.00
$ 6,104,062.00
TOTAL
2148
1881
$ 18,706,847.00
$14,040,494.00
3468
3709
PERMITS ISSUED
NO.PERMITS
0
FOR THE
PERMIT COST
, $ -
MONTH
OF SEPTEMBER 2013
CONSTRUCTION VALUE
$ -
INSPECTIONS PERFORMED
BUILDING
123
SINGLE FAMILY
NEW DUPLEX MULTI FAM
0
$ -
$ -
ELECTRICAL
43
RESIDENTIAL ADDITIONS
18
$ 2,065.00
$ 364,975.00
PLUMBING
58
COMMERCIAL NEW
0
$ -
$ -
MECHANICAL
52
COMERCIAL ADDITIONS
0
$ -
$ -
MISC.
38
COMMERCIAL ALTERATIONS
0
$ -
$ -
PERMITS MISC
0
$ -
$ -
TOTAL
314
ELECTRICAL
22
$ 1,703.00
$ -
MECHANICAL GAS
5
$ 375.00
$ -
MECHANICAL HVAC
25
$ 2,369.00
$ -
PLUMBING
24
$ 2,141.00
$ -
ROOFING
16
$ 1,335.00
$ 99,890.00
WINDOW /DOOR
8
$ 637.00
$ 95,168.00
DEMOLITION
2
$ 200.00
$ -
REINSPECTION FEES
0
$ -
$ -
PERMIT RENEWALS
0
$ -
$ -
OCCUPANCY INSPECTIONS
2
$ 200.00
$ -
PENALTY FEES
2
$ 284.00
$ -
SIGNS
0
$ -
$ -
FENCES
7
$ 245.00
$ -
DRIVEWAYS
4
$ 140.00
$ -
WELL
0
$ -
$ -
SIDING
1
$ 145.00
$ 18,852.00
DA
vIB
POOL
3
$ 670.00
$ 104,000.00
TOTAL
139
$ 12,509.00
$ 682,885.00
PREPARED 10
City of Atl
PROGRAM OL1
/22/13, 9:22:21
antic Beach
22L
AGENDA ITEM # 4A
NOVEMBER 12, 2013
LICENSE ACTIVITY REPORT BY BUSINESS NAME
NEW LICENSES FOR ALL YEARS BETWEEN: 09/01/13 TO 09/30/13
DEPT: ALL DEPARTMENTS CLASS: ALL CLASSES
LIC #
BUSINESS NAME
BUSINESS ADDRESS
14- 00007828 ATLANTIC SPEECH THERAPY
447 ATLANTIC BLVD
ATLANTIC BEACH FL 32233
14- 00007830 ATLANTIC SPEECH THERAPY
447 ATLANTIC BLVD
ATLANTIC BEACH FL 32233
13- 00007831 BOWL OF PHO
725 ATLANTIC BLVD UNIT 09
ATLANTIC BEACH FL 32233
13- 00007832 CAROLINA BEDDING DIRECT LLC
377 8TH ST
ATLANTIC BEACH FL 32233
ISSUED TYPE CLASSIFICATION
BUS PHONE #
904 - 652 -5408
904 - 652 -5408
9/06/13 NEW RESTAURANTS(INC. SNACK BARS & TAKE 0
904 - 434 -8171
9/06/13 NEW CONSULTANT, NOT OTHERWISE CLASSIFIED
904- 307 -1765
9/13/13 NEW OCCUPATIONAL THERAPIST
9/13/13 NEW PROFESSIONAL, OTHER THAN LISTED
14- 00007838 COCA -COLA REFRESHMENTS USA, IN 9/13/13 NEW VENDING MACHINE
1085 ATLANTIC BLVD
ATLANTIC BEACH FL 32233
14- 00007836 CONTINENTAL INDEMNITY COMPANY 9/13/13 NEW INSURANCE COMPANY
OUTSIDE CITY
ATLANTIC BEACH FL 32233
14- 00007852 DOWNEY REALTY, INC.
372 AHERN ST
ATLANTIC BEACH FL 32233
14- 00007821 GRETCHEN DETERS - MURRAY
346 MAGNOLIA ST
ATLANTIC BEACH FL 32233
14- 00007825 J.W. CLEANING SERVICE
179 JACKSON RD
ATLANTIC BEACH FL 32233
14- 00007847 MADISON INSURANCE COMPANY
OUTSIDE CITY
ATLANTIC BEACH FL 32233
9/30/13 NEW REAL ESTATE BROKER
9/13/13 NEW MARRIAGE OR FAMILY COUNSELOR
9/05/13 NEW CLEANING /JANITORIAL /MAID SERVICE
9/30/13 NEW INSURANCE COMPANY
14- 00007839 NATIONAL TEACHERS ASSOCIATES L 9/30/13 NEW INSURANCE COMPANY
OUTSIDE CITY
ATLANTIC BEACH FL 32233
14- 00007841 NORTH FLORIDA PEST CONTROL, IN 9/30/13 NEW PEST CONTROL /EXTERMINATOR
36 W 6TH ST
ATLANTIC BEACH FL 32233
13- 00007822 PIE HEAVEN BAKERY CAFE
1980 MAYPORT RD
ATLANTIC BEACH FL 32233
813 - 569 -2600
402 - 827 -3424
904 -241 -4242
904 - 247 -9939
904 - 677 -6366
803 - 754 -2942
972 -532 -2100
904 - 223 -5843
9/04/13 NEW RESTAURANTS(INC. SNACK BARS & TAKE 0
904 -994 -5387
14- 00007848 PROTECTIVE LIFE AND ANNUITY IN 9/30/13 NEW INSURANCE COMPANY
OUTSIDE CITY
ATLANTIC BEACH FL 32233
GRAND TOTALS
AC:
PP:
IN:
VO:
PG:
BR:
OB:
UC:
LIC:
NEW LICENSES - - --
13
1
0
0
0
0
0
0
14
Gallons Actual Revenue
0000 Revenue Per 1,000 gi
66.642 $422,943 $6.35
66.642 $422,943 $6.35
Gallons Actual Revenue
0000 Revenue Per 1,000 gi
49.449 $421,657 $8.53
49.449 $421,657 $8.53
AGENDA ITEM # 4A
NOVEMBER 12, 2013
City of Atlantic Beach, FI.
Utility Sales Report
Water Sales
September 2013
Gallons Actual Revenue
Accounts 0000 Revenue Per 1,000 gi
September 2012
Gallons Actual Revenue
Accounts 0000 Revenue Per 1,000 gl
Atlantic Beach
Buccaneer
Total Water Sales
5,643 41,534 $155,981
2,489 17,364 $88,274
58,898 $244,254
8,132
$3.76
$5.08
$4.15
5,619 39,421 $147,637 $3.75
2,454 19,103 $95,961 $5.02
8,073 58,524 $243,598 $4.16
Gallons
Water Plant Production
Atlantic Beach
Buccaneer
Total Production
Total Water Billed
Water Loss for month:
Percentage Loss
Total 12 mo. Avg. Loss
Sewer Sales
Atlantic Beach
Buccaneer
Total Sewer Sales
Sewer Treatment
Atlantic Beach
Total Sewer Treated
0000
47,646
16,619
64,265
58,898
5,367
8.35%
9.93%
Gallons Actual Revenue
Accounts 0000 Revenue Per 1,000 gl
5,235 31,320 $242,312 $7.74
2,394 19,070 $179,344 $9.40
7,629 50,390 $421,657 $8.37
Gallons
0000
48,184
23,658
71,842
58,524
13,318
18.54%
16.01%
Gallons Actual Revenue
Accounts 0000 Revenue Per 1,000 gi
5,198 31,087 $236,406 $7.60
2,350 20,242 $186,537 $9.22
7,548 51,329 $422,943 $8.24
AGENDA ITEM # 413
NOVEMBER 12, 2013
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Reject All Bids for East Coast Drive Drainage and Streetscape
Improvements
SUBMITTED BY: Rick Carper, P.E., Public Works Director /L
DATE: October 16, 2013
STRATEGIC PLAN LINK: 14. Stormwater Master Plan Projects.
BACKGROUND: The purpose of this Stormwater Project was to resolve intermittent
flooding at the East Coast Drive and Atlantic Blvd intersection caused by a too
small storm pipe running from Atlantic Blvd to Ahern Street. Because of the
construction required for a resolution meeting the City's Drainage Level of
Service Standards while not causing new stormwater issues downstream (Sherry
Drive), Staff proposed to include a Streetscape element to the project that would
make East Coast Drive off Atlantic and Ahern Street between East Coast and
Ocean Drives match the existing Town Center Streetscape. This proposal was
approved and funding included in the FY 13 -14 Budget. Bid number 1213 -08 was
opened on October 17, 2013 at 3 :00 PM. There were seven bidders. All bids
exceeded the available project budget, with the lowest bid at 5612,923.58 by
Florida Infrastructure, Inc.
BUDGET: Budget balance for the combined project for the East Coast Drive Drainage
Improvements (PW 1306) and Streetscape Improvements (PW1401) is $396,686.
An additional $48,214 has already been expended for Survey, Geotechnical and
Design Engineering and Permitting.
RECOMMENDATION: Staff recommends the Commission reject all bids. Staff is working
with Edwards Engineering to see if a down scoped project can still provide
reasonable water level reductions at this intersection. If a satisfactory solution
can be obtained, Staff proposes to revise the Plans and Bid Specifications, and
then advertise for Rebid.
ATTACHMENTS: Bid Tabulation Sheet
REVIEWED BY CITY MANAGER:
City of Atlantic Beech
East Coast Drive Drainage Improvemonts
1015/2013
BID 1213 -12
3:00 PM
BGCO, Inc
Required Documents
Callaway Contracting
Florida Infrastructure
Hager Construction
Kirby Development
Miranda Contracting
Petticoat- Schmitt
Submitted in Triplicate
Document Requirements Checklist
Bid Form
Bid Bond in the Amount of 5% of Bid
Drug Free Workplace
Public Entity Crimes Statement
W -9
Trench Safety Affidavit
Documentation of Receipt of Any
Addenda (1 Addcndum, 5 items: Revised
Pre -Bid Minutcs, Q &A, Soils Report,
Revised Plans Shcct 6, Revised Plans
No
Total (Base Bid Plus 10% Contingency
of Items 1 -41)
51,065.191.60
5714.48532
0562,666.56
Total (Base Bid & Additive Alternate
Bid Items, Plus 10 % Contingency,
Items 1- 41, 43 - 54)
91,146,194.50
5784,770.40
561192358
5032.312.18
5690,729.63
0710,181.56
5772,396.38
., _ _ ._.
Hager [onstr"eiYon. °.8otorad la2orceelto fieiytem p26 of51Y',uoO Aeebalt�i�Is$1,175. �nta"i' oven( I+ iIK'ereF�ceis�v$Y'7;dd7.*fOYess Than total mountenrered.
Kirby Development, Entered incorrect total for Item 01 as $27,264.96. Actual total Is 527,164.96. Entered incorrect total of Subtotal of Base Bid as 5548.497.50. Actual Is5548,047, Entered incorrect total 01 item 847 as 4,236. Actual Is54,326. Total overall difference is 5495.54 less than total entered (Subtotal of base 2 Alternate *1094
Award of Bid bonne an Canaria/opt Analysis and Commission Approval
AGENDA ITEM # 4C
NOVEMBER 12, 2013
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Extension of Contracts for Environmental Laboratory Services
RFP No. 10 -08
SUBMITTED BY: Donna Kaluzniak, Utility Director
DATE: October 8, 2013
BACKGROUND: State and federal agencies require the City to perform numerous laboratory
tests on drinking water and on wastewater treatment plant effluent to ensure compliance with
regulations.
This work requires specialized skill, experience, equipment, and laboratory certification through
the Department of Health.
The City has contracts with three local environmental laboratories to conduct the various
analyses — Columbia Analytical Services (CAS), Environmental Conservation Laboratories
(ENCO) and Advanced Environmental Laboratories (AEL). Staff has required the laboratories to
provide a signed agreement to immediately notify the City of any test result that exceeds a
regulatory requirement.
The current contract was issued based on results of a Request for Proposal, and was a 3 -year
contract with an option for a 2 -year renewal. Staff is requesting approval to renew the existing
contract for the 2 -year period at the current rates.
The current laboratories have agreed to honor their current pricing if we extend the contract.
Staff is fairly certain that re- issuing a Request for Proposal and awarding new contracts would
result in a price increase, as the existing contract was awarded during the economic downturn.
Staff recommends renewal of the existing contracts for another year at the current price
structures.
BUDGET: These services are used on an as- needed basis, and funding is included in the
Water and Sewer Funds in the amount of approximately $90,000 under account numbers 400-
5502 -533 -3400 and 410 - 5508 -535 -3400.
RECOMMENDATION: Extend the annual contracts for environmental laboratory services for
one additional year to Columbia Analytical Services, Environmental Conservation Laboratories,
and Advanced Environmental Laboratories, Inc. at the current contract prices.
ATTACHMENTS: 1. Letters of Agreement to Extend Contract from Columbia Analytical
Services, Inc., Advanced Environmental Laboratories, and Environmental
Conservation Laboratories.
REVIEWED BY CITY MANAGER:
AGENDA ITEM # 4C
NOVEMBER 12, 2013
October 8, 2013
Mr. Brian Weigel
Laboratory Director
ALS Group - Columbia Analytical Services, Inc.
RE: Extension of Annual Contract
RFP 10 -08
Dear Mr. Weigel:
As you are aware, the annual contract with the City of Atlantic Beach for environmental laboratory
services expires on November 8, 2013. We would like to extend the contract for two additional years
at the current prices. If this is acceptable, please sign below and email back to me by October 15, so I
can prepare a staff report for the City Commission.
We look forward to recommending that we continue our contract with your company.
Sincerely,
Donna Kaluzniak
Utility Director
ALS GROUP - COLUMBIA ANALYTICAL SERVICES, INC. AGREES TO EXTEND THE
CONTRACT WITH THE CITY OF ATLANTIC BEACH AT THE PRICES SUBMITTED IN
PROPOSAL NO. 10 -08 FOR TWO ADDITIONAL YEARS BEGINNING NOVEMBER 13, 2013.
Brian Weigel, Laboratory Director
Public Utilities Department
/003
Date
1200 Sandpiper Lane
Atlantic Beach, FL 32233
(904) 247 -5834
AGENDA ITEM i1 4C
NOVEMBE R 12, 2013
October 8, 2013
Mr. Paul LeBlanc
Laboratory Manager
Environmental Conservation Laboratories, Inc.
RE: Extension of Annual Contract
RFP 10 -08
Dear Mr. LeBlanc:
As you are aware, the annual contract with the City of Atlantic Beach for environmental laboratory
services expires on November 8, 2013. We would like to extend the contract for two additional years
at the current prices. If this is acceptable, please sign below and email back to me by October 15, so
can prepare a staff report for the City Commission.
We look forward to recommending that we continue our contract with your company.
Sincerely,
)45rp422
Donna Kaluzniak
Utility Director
ENVIRONMENTAL CONSERVATION LABORATORIES, INC. AGREES TO EXTEND THE
CONTRACT WITH THE CITY OF ATLANTIC BEACH AT THE PRICES SUBMITTED IN
PROPOSAL NO. 10 -08 FOR TWO ADDITIONAL YEARS BEGINNING NOVEMBER 13, 2013.
(8trilynecv , lso, rM lames W. Greggory
61 2013.10.08 09 :37:03 - 04'00'
October 8, 2013
lames W. Gregory Senior Vice President Date
Public Utilities Department
1200 Sandpiper Lane
Atlantic Beach, FL 32233
(904) 247 -5834
October 8, 2013
Walter Kronz
General Manager
Advanced Environmental Laboratories, Inc.
RE: Extension of Annual Contract
RFP 10 -08
Dear Mr. Kronz:
AGENDA ITEM # 4C
NOVEMBER 12, 2013
As you are aware, the annual contract with the City of Atlantic Beach for environmental laboratory
services expires on November 8, 2013. We would like to extend the contract for two additional years
at the current prices. If this is acceptable, please sign below and email back to me by October 15, so I
can prepare a staff report for the City Commission.
We look forward to recommending that we continue our contract with your company.
Sincerely,
&)7-1—=^44i(zrv-:Q
Donna Kaluzniak
Utility Director
ADVANCED ENVIRONMENTAL LABORATORIES, INC. AGREES TO EXTEND THE
CONTRACT WITH THE CITY OF ATLANTIC BEACH AT THE CURRENT PRICES FOR TWO
ADDITIONAL YEARS BEGINNING NOVEMBER 13, 2013.
Walter Kronz, General Manager
/Q X0/3
Date
Public Utilities Department 1200 Sandpiper Lane
Atlantic Beach, FL 32233
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Extension of Annual Contract for Orthophosphate
Bid No. 1011 -05
SUBMITTED BY: Donna Kaluzniak, Utility Directo
DATE: October 7, 2013
BACKGROUND: Orthophosphate is a chemical used in water treatment to prevent lead and copper
in house plumbing from leaching into the water.
AGENDA ITEM # 4D
NOVEMBER 12, 2013
Carus Phosphates, Inc. was awarded a 3 -year contract with two one -year renewals in November 2010.
Staff is requesting approval of the one year renewal at the 2010 rates.
Carus Phosphates has been the low bidder and provider of Orthophosphates for many years. The cost
of the product is reasonable and deliveries are timely.
The City has contacted Carus Phosphates, Inc. regarding an extension of their current contract for one
year at the current rates and they have agreed.
BUDGET: Funding is included in the Water Treatment fund under account no. 400 - 5502 -533 -5200
in the amount of $5,000.
RECOMMENDATION: Extend the contract for Orthophosphate for one additional year to Carus
Phosphates, Inc. at the current contract prices, effective December 1, 2013.
ATTACHMENTS: 1. Letter of agreement to extend contract from Carus Phosphates, Inc.
REVIEWED BY CITY MANAGER.
October 8, 2013
Mr. Craig Principi
Carus Phosphates
RE: Extension of Bid No. 1011 -05
Dear Mr. Principi:
AGENDA ITEM # 4D
NOVEMBER 12, 2013
As you are aware, the annual contract with the City of. Atlantic Beach for Orthophosphate expires
November 30, 2013. We would like to extend the contract for another year at the current prices, if this
is acceptable to your company.
If acceptable, please sign below and return by fax to me October 15, 2013 so I can prepare a staff
report for the City Commission.
We look forward to recommending that we continue our contract with your company.
Sincerely,
Donna Kaluzniak
Utility Director
CARUS PHOSPHATES, INC. AGREES TO EXTEND THE CONTRACT FOR
ORTHOPHOSPHATE WITH THE CITY OF ATLANTIC BEACH AT THE PRICES SUBMITTED
IN BID NO. 1011 -05 FOR AN ADDITIONAL YEAR EFFECTIVE DECEMBER 1, 2013.
k) (� 1 r%,, CAI) I
Public Utilities Department
1018' 13
Date
1200 Sandpiper Lane
Atlantic Beach, FL 32233
(904) 247 -5834
AGENDA ITEM # 4E
NOVEMBER 12, 2013
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Extension of Annual Contract for Polymer
Bid No. 1011 -03
SUBMITTED BY: Donna Kaluzniak, Utility Directo
DATE: October 7, 2013
BACKGROUND: Polymer is a chemical used at the Wastewater Treatment Plant to help with the
sludge dewatering process. Polymers are complex, proprietary formulas that must go through
performance testing at the treatment plant as part of the bid process.
Fort Bend Services, Inc. had the best formula and lowest cost and was awarded a 3 -year contract with
two one -year renewals in November 2010. Staff is requesting approval of the one year renewal at the
2010 rates.
Staff has been pleased with the performance of this product and timely delivery, and the vendor has
agreed to renew the contract at the current rates.
BUDGET: Funding is included in the Sewer Treatment fund under account no. 410- 5508 -535-
5200 in the amount of $35,000.
RECOMMENDATION: Extend the contract for Polymer for one additional year to Fort Bend
Services, Inc. at the current contract prices, effective December 1, 2013.
ATTACHMENTS: 1. Letter of agreement to extend contract from Fort Bend Services, Inc.
REVIEWED BY CITY MANAGER:
October 7, 2013
Mr. David James
Fort Bend Services
RE: Extension of Bid No. 1011 -03
Dear Mr. James:
AGENDA ITEM it 4E
NOVEMBER 12, 2013
As you are aware, the annual contract with the City of Atlantic Beach for Polymer expires November
30, 2013, We would like to extend the contract for another year at the current prices, If this is
acceptable to your company.
If acceptable, please sign below and return to me by October 15, 2013 so I can prepare a staff report
for the City Commission.
We look forward to recommending that we continue our contract with your company.
Sincerely,
4.441-4.-
Donna Kaluzniak
Utility Director
FORT BEND SERVICES AGREES TO EXTEND THE CONTRACT WITH THE CITY OF
ATLANTIC BEACH AT THE PRICES SUBMITTED IN BID NO, 1011 -03 FOR AN
ADDITIONAL YEAR EFFECTIVE DECEMBER 1, 2013,
Pubiic Utilities Department
lOg 3
Date
1200 Sandpiper Lane
Atlantic Beach, FL 32233
(904) 247 -5834
AGENDA rfM # 4F
NOVEMBER 12, 2013
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Beach Cleaning Annual Contract, Bid No. 1213 -13
SUBMITTED BY: Rick Carper, P.E., Public Works Director
DATE: October 4, 2013
STRATEGIC PLAN LINK: No link, Beach Cleaning Services included in Annual Budget
BACKGROUND: On September 26, 2013, a bid opening was held for the Annual
Contract for Beach Cleaning and Raking for the new fiscal year (12 -month period).
Because of the nature and sensitivity of dealing with sea turtles during the hatching
season (March 1 — October 31), the bid specifications were revised to place more
emphasis on the requirements and protocol of operating on the beach with equipment
during this season. The City requested the bidders supply three references with
similar project experience in order to secure a beach cleaning company familiar with
handling these unique requirements.
The City received four (4) responses from companies as shown on the Bid Tab,
Although Beachcombers was not the low bid, they were the only responder to show
actual beach cleaning experience,
Beachcombers North, Inc, has provided the City with beach cleaning services since
the 1990's. They have demonstrated excellent professionalism and knowledge in
performing their services. During the last 6 years that Public Works has managed the
beach cleaning contract, very few issues have come up and only one incident
regarding the sea turtles occurred which was quickly discussed and addressed to
avoid similar problems in the future. Beachcombers has shown they will "do what it
takes" to ensure services are provided properly with concern for the turtles being
paramount while still keeping the beaches clean,
BUDGET: The new fiscal year budget includes $33,000 in account 001 - 6020 -572 -3400
(Parks Maintenance, Contractual Services).
RECOMMENDATION: Due to the need for experience in this type of service, staff
recommends awarding the contract to Beachcombers North, Inc. in the amount of
$32,916.00 for one year, from November 1, 2013 through October 31, 2014, and
authorizing the City Manager to sign the new contract. This cost is the same as the
City has paid for the past four years.
ATTACHMENTS: 1. Bid Tab
REVIEWED BY CITY MANAGER:
City of Atlantic Beach
Annual Contract for Beach Cleaning
September 25, 2013
BID 1213 -13
3:00 PM
Beachcombers North, Inc.
Required Documents
Faith Construction Group, Inc.
Foreman Services
Service Group 360 Int., LLC
Submission in Triplicate - All Documents
X
X
X
X
Document Requirements Checklist
X
X
X
X
Bid Form
X
X
X
X
Insurance Certificate
X
X
X
X
References - Three
X
X
X
X
Business Tax Receipt Receipt (formerly Occupational
License) and any License Required Within this Field
X
X
X
X
Drug -Free Workplace
X
X
X
X
Public Entity Crimes Statement
X
X
X
X
W -9 Form
X
X
X
X
TOTAL ANNUAL COST (52 WEEKS PER YEAR)
$32,916.00
AP
$28,912.00
$27,820.00
$49,764.00
Award of Bid based on Department Analysis and Commission Approval
AGENDA ITEM # 4G
NOVEMBER 12, 2013
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Professional Engineering Contract for Power Systems and Arc Flash Studies
for Water Treatment Plant Nos. 1 — 4, RFP #13 -03
SUBMITTED BY: Donna Kaluzniak, CEP, Utility Directo
DATE: October 18, 2013
STRATEGIC PLAN LINK: None
BACKGROUND: New National Fire Protection Agency (NFPA) and Occupational Safety &
Health Administration (OSHA) rules require employers to protect workers from injuries and fatalities
due to arc flash hazards. An arc flash happens when electrical arcs create an explosion that can
vaporize metals, plastics and flesh. Most electrical injuries are caused by arc flash rather than shock.
An arc flash can be caused by many things, including corrosion, condensation, even dropping tools
and creating a spark.
An arc flash hazard analysis per NFPA standards must be conducted on all of the large electrical
equipment in order to determine approach boundaries for both qualified and non - qualified personnel,
and recommended personal protective gear at specific distances. The analysis includes a short circuit
study, fault current analysis, preparation of up -to -date single line diagrams and computer modeling of
the electrical equipment. Labeling of equipment and staff training will be provided as well.
At the October 14, 2013 Commission Meeting, the City Commission authorized staff to negotiate a
contract with the top ranked firm, J. Collins Engineering Associates, LLC (JCEA).
A contract was negotiated in the amount of $53,975 for the scope of work specified in RFP #13 -03.
This amount is very consistent and on the low end of costs paid by other utilities for similar work. As
another comparison, one of the firms that responded to RFP #13 -03 provided a price for the work
(though they were not supposed to do so) in the amount of $88,000, significantly higher than the
amount negotiated with JCEA.
BUDGET: A total of $60,000 was included in the FY14 budget for this work.
RECOMMENDATION: Award a contract to J. Collins Engineering Associates, LLC for
completing the Professional Engineering Services for Power Systems and Arc Flash Studies for
Water Treatment Plant Nos. 1 — 4 in the amount of 53,975 and authorize the City Manager to sign the
contract.
ATTACHMENTS: 1. Scope and cost proposal from J. Collins Engineering Associates, LLC
REVIEWED BY CITY MANAGER:
1
J. COLLINS ENGINEERING ASSOCIATES, LLC
11516 -3 San ,lase Blvd.
.lacksunv ille, Fl- 32223
(904) 262 -4121
Fax 262 -4122
john @i jeIDIlinsengineering.coR
October 18, 2013
Donna Kaluzniak
Utility Director
City of Atlantic Beach
902 Assisi Lane
Atlantic Beach, FL 32233
AGENDA ITEM # 4G
NOVEMBER 12, 2013
Re: Engineering Services for Aro Flash Computer Study at Four (4) Water Treatment
Facilities
Dear Donna:
J. Collins Engineering Associates, LLC (JCEA) is pleased to provide an engineering fee
proposal for the asbuilt verification of existing electrical equipment, field work and
preparation for an Arc Flash Computer Study for the electrical and power components of
the COAB Water Treatment Plants 1, 2, 3 & 4.
David Lassetter, PE (electrical engineer for recent electrical system improvements at
WWTP#1) will be conducting most of the field work, coordination, and review of Arc
Flash Computer Study. Eaton will be performing the Arc Flash Computer and Modeling
Study. The City Employee Training will be conducted by Cogburn Bros., Inc.
The general scope of work for the evaluation of the Four (4) Water Treatment Facilities:
• Review all available as -built drawings for each facility.
• Electrical Engineer will review previous electrical and control drawings, conduct
field work and will develop the information that is to be used as the basis of the
arc flash computer study.
• Eaton will prepare an Arc Flash analysis with short circuit and device
coordination
• Electrical Engineer will review and finalize the study and field verify the warning
label installations.
The full scope of work is attached based on the City of Atlantic Beach's Request for
Proposals (RFP). The total fee for this work is $53,975 (attached).
J. Collins Engineering Associates, LLC (JCEA) in conjunction with David Lassetter, PE
is pleased to provide the City with these engineering services.
AGENDA ITEM # 40
NOVIMI3E R 12, 2013
Page 2 of 2
October 18, 2013
If you have any questions, please call me at 716 -6282 (Cell).
Sincerely,
John E. Collins, Jr,, P.E.
AGENDA ITEM # 4G
NOVEMBER 12, 2013
POWER SYSTEMS AND ARC FLASH STUDIES FOR
WATER TREATMENT PLANT NOS. 1 - 4
I. SCOPE OF WORK:
The Scope of Work for the Power Systems and Arc Flash Studies at the City of Atlantic
Beach's Water Treatment Facilities No. 1, 2 3 & 4 is described below:
• Perform and document Arc Flash and Short Circuit Analyses for all equipment
and electrical panels.
• Perform and document Protective Device Coordination and Evaluation.
• Perform associated training for Atlantic Beach Utility personnel.
• Label all motor control centers, switch gear, breaker boxes, electrical buckets,
transformers and panels with any and all additional informational labels (i.e.,
hazard /risk categories) as may be appropriate to satisfy the standard of the
National Fire Protection Association (N FPA 70E). Make recommendations on
Personal Protective Equipment (PPE) requirements.
• Identify all required boundaries and indicate such on the labels necessary for
compliance with all applicable National Electric Code (N EC) and N FPA 70E
requirements.
Engineer shall collect data and prepare an up -to -date single line electrical diagram for each of
the facilities listed below. Engineer shall coordinate and provide a fault current analysis and a
coordination and arc flash study of the power distribution system for each of the following
facilities:
• Water Treatment Plant 1
• Water Treatment Plant 2
• Water Treatment Plant 3
• Water Treatment Plant 4
- 469 11th Street
- 2301 Mayport Road
- 902 Assisi Lane
- 2848 Mayport Road
The work will include providing a fault current and a coordination and arc flash study at the
Utility service point and illustrating on the Time Current Curve coordination plots at least one
step of Tine -side primary overcurrent protection upstream of this point. All switch gear,
switchboard, panels, transformers, generators, and motors must be shown. The Power System
Study shall include the following:
A. Short Circuit Study. The short circuit study shall be performed with the aid of a appropriate
computer program and shall be in accordance with the latest applicable I E EE and A N SI
standards. H and drawn coordination curves shall not be acceptable.
B. The fault current analysis shall determine which type of fault creates the highest fault current
and therefore determines the interrupting capacity of the overcurrent devices. Base
selections on the analysis. Analyze faults when the system is connected to the utility source
and emergency power source.
C. Provide a comprehensive one -line of the system and tabulated data and included the
following for each overcurrent device.
1. Ampere rating
AGENDA ITEM # 4G
NOVEMBER 12, 2013
2. Interrupting ampere rating.
3. Frame size, sensor or plug rating.
4. Trip settings.
5. Fault available at line terminals.
6. Ground fault trip settings.
7. Type of cable, cable size and cable length from load
terminals to next overcurrent device.
D. Coordination Study. Using an appropriate computer program, provide a coordination study of
the system (including emergency power systems), from sources through the largest branch
circuit device in each radiating branch. Include as many plots as required to cover all
radiating branches, with no more than six (6) curves on any one plot. Illustrate plots on
log -log graph paper and tabulated recommended settings for each branch. The curves
shall also include, but not be limited to, the following information:
1. Time current characteristic curves for all relays, fuses,
breaker trip devices, etc.
2. Cable damage curves for all feeders.
3. Transformer inrush currents and damage curves.
E. Arc Flash hazard analysis. Engineer will complete the Arc Flash Hazard Analysis in
accordance with the procedures stated in N FPA 70E. The analysis will be performed in
conjunction with the short circuit and protective device coordination studies. Fault current
momentary duty and protective device clearing times are required to perform the arc flash
hazard analysis and will be pulled from the Short Circuit and Protective Device
Coordination studies. Results of the arc flash hazard analysis are used to define the flash
protection boundary and the incident energy at any position or level in the electrical
distribution system where work could be performed on energized parts. Required protective
fire resistant (FR) clothing and safe working distances will be specified for all calculated fault
locations.
At the Conclusion of the Arc Flash Study, Engineer will submit the following for each circuit
condition and arc location analyzed:
1. Arc fault magnitude
2. Device clearing time
3. Duration of arc
4. Arc flash boundary
5. Working distance
6. Incident energy
7. Required fire resistant clothing
8. ANSI compliant warning labels listing incident energy, are flash boundary, and
risk category.
F. Provide an executive summary for the study explaining the results and any
conclusions and recommendations.
G. SUBMITTALS. The engineer will provide one original hard copy of the study and one
in Adobe PD F format. Standard detail sheets shall be in Auto CADD version 2007.
AGENDA ITEM # 4G
NOVEMBER 12, 2013
SUMMARY
FEE & REIMBURSEABLES
October 18, 2013
City of Atlantic Beach, FL - Arc Flash Study -Four (4) WTF
LABOR COSTS &
WORK ITEM BREAKDOWN
Work Item
FEE
TOTAL
Task I — Evaluation & Study Phase
LABOR
1. Historical Data Collection
$1,143
2. Review Asbuilts
$4,357
3. Conduct Field Inspections
$9,239
4. Data Collection for Arc Flash Computer Model
$6,713
5. Review Model & Provide Results
$3,257
6. Install Protection Labels
$3,256
Totals
REIMBURSABLE COSTS
Mileage, Courier, Postage, Report Production, etc
Arc Flash Model - Eaton
Employee Training - Cogburn Bros.
SUBTOTAL REIMBURSABLE COSTS
TOTAL ENGINEERING COST
$27,965
OTHER COSTS
$760
$23,500
$1,750
$26,010
$53,975
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Renewal of Employee Benefit Insurance Policies
SUBMITTED BY: Jim Hansea,City.Man
DATE: October 21, 2013
S'TRATEGIC PLAN LINK: None
AGENDA ITEM # 8A
NOVEMBER 12, 2013
BACKGROUND: Several insurance policies related to employee benefits are up for renewal on
January 1, 2014. To give adequate time for enrollment of employees in new or
changed plans, these policies should be approved in November by the City
Commission.
BUDGET:
The policies include the City sponsored plans for medical, life insurance and
supplemental life as well as several voluntary policies that are paid by the
employees which include dental, vision and short and long term disability.
The most expensive of these policies is the employee medical insurance. The
City switched carriers last January to Florida Blue after an extensive process of
bids and evaluation of benefits done by the City's insurance broker; Harden &
Associates. This year, after another lengthy review process, representatives
from Harden & Associates are recommending renewal of the policy with
Florida Blue effective January 1, 2014. The cost will go up approximately
9.8% both for the City and for employee coverages. In addition, some of the
benefits will be reduced so that the cost increase can stay within the 10%
increase that the City has budgeted.
Representatives from Harden & Associates will be at the Workshop on October
28th to present their recommendations and answer questions. A copy of the
PowerPoint presentation that they will use is attached to this staff report.
The recommendation from Harden & Associates is to renew the other
employee benefit policies with the existing carriers. The cost for life and
supplemental life insurance from Standard Insurance will remain the same as in
the past year. Dental insurance is provided by the Guardian Insurance
Company and will have an increase of 8% in the PPO Plan and a 4% increase
in the DHMO Plan. Policies for vision, provided by Humana CompBenefits
and short/long term disability, provided by Lincoln, will cost the same next
year as they have in the past year.
The City has included in the FY 14 budget for a 10% increase in employee
healthcare coverage. The City's cost for medical insurance in the FY 14 year is
budgeted at $855,000.
RECOMMENDATION:
AGENDA ITEM # 8A
NOVEMBER 12, 2013
Approve the renewal of all employee benefit insurance policies listed below
effective January 1, 2014 through December 31, 2014 and authorize the City
Manager to sign the related documents.
• City Sponsored Policies
Medical — Florida Blue
Life and Supplemental Life — Standard
• Voluntary Policies
Dental — Guardian
Vision — Humana CompBenefits
Short/Long Term Disability - Lincoln
ATTACHMENTS: PowerPoint presentation from Harden & Associates.
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HARDEN
Results of 2013 Renewal
. 'Florida Blue Options reduced current medical
rates by 18% ($188,085 under
current/renewal CIGNA premium of
$1,426,119) with enhanced benefits.
. Savings provided funding for wellness
program (biometrics).
HARDEN
January 1, 2014 Renewal Options
. Original Florida Blue renewal of 29.1% negotiated
down to 19.0% with no changes,
• Florida Blue plan alternatives recommended bring
increase to 9.8% (within 10% budget).
a Marketed to Aetna — 37% increase over current.
. 2014 rates are below the 2013 CIGNA renewal and
plan benefits are significantly better than 2013
CIGNA options.
HARDEN
10/21/2013
AGENDA ITEM # 8A
NOVEMBER 12, 2013
1
Reasons for Increase?
▪ 8.9% due to Health Care Reform (paid by Florida
Blue, impacts rates)
. 9 -12% due to medical trend (Inflation)
Loss ratio for Immature plan year at 78% through
August
. Administrative expenses — 18%
• Run -out of accounts for an additional 15% of
renewal calculation
HARM
Sample Benefit Changes to Core Pan
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Advanced Imaging
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$ ;.500
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HARDEN
10/21/2013
AGENDA ITEM # 8A
NOVEMBER 12, 2013
2
AGENDA ITEM # 11A
NOVEMBER 12, 2013
RESOLUTION NO. 13 -13
A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, HONORING
MAYOR LOUIS "MIKE" BORNO, JR. FOR HIS DISTINGUISHED PUBLIC SERVICE
WHEREAS, Mike Borno has served the citizens of Atlantic Beach as an elected official for a total of
14 years and 7 months, which he served with distinction accomplishing many strategic priorities; and
WHEREAS, Mike Borno represented the citizens of Atlantic Beach in a forthright, honest and
objective manner; and
WHEREAS, for the past 13 years, Mike Borno has been one of the most actively involved members
of the Northeast Florida League of Cities, which consists of 34 cities in the northeast area. He served with
distinction as the Regional Director for six years and as President for the past two years; and
WHEREAS, Mike Borno attended six Annual Legislative Conferences, several Legislative Action
Days and numerous meetings in Tallahassee as requested by the Florida League of Cities to speak with our
legislators on important issues affecting our City such as Home Rule and pension reform; and
WHEREAS, the City Commission recognizes what a valuable and important contribution Mike
Borno has made as a member of the City Commission and as a citizen of Atlantic Beach. With his help and
guidance, the citizens of Atlantic Beach have benefited greatly from the numerous projects and list of
accomplishments that were completed during his tenure. These projects include the opening of Dutton
Island Preserve for public use, construction of the Oceanside Rotary Skate Park, completion of the Hopkins
Creek drainage project, implementation of the revitalization project for Mayport Road /A1A Commercial
Corridor, the creation of the River Branch Preserve, completion of the wastewater treatment system
expansion and consolidation and dedication of the Beaches Veterans Memorial Park; and
WHEREAS, Mike Borno gave most generously of his time, talents, and energy to preserve the
character and quality of life in Atlantic Beach for the benefit of all the citizens and the influence that he had
upon the development in this City and the gracious residential atmosphere its citizens enjoy is apparent to all.
NOW THEREFORE BE IT RESOLVED, the City Commission of the City of Atlantic Beach,
Florida, hereby expresses its deep appreciation for the dedicated service and contributions of Mike Borno
and on behalf of the citizens of Atlantic Beach extend heartfelt gratitude and best wishes for continued
success and happiness in the future.
ADOPTED by the City Commission of Atlantic Beach, Florida, this 12th day of November 2013.
Maria Mark, Mayor Pro Tem Carolyn Woods, Commissioner
Mark Beckenbach, Commissioner Jonathan Daugherty, Commissioner
List of Ongoing and Budgeted Nojects
Project
tteRponsible
Individual
September 30, 2013
Estimated Time
for Completion
Notes
Includes Strategic Goals not
already completed.
Project has already been ongoing
Considerable for almost three years.
«1
A. Strategic Goals
1. Tipping Fees
2. Golf Course
> Completion/ approval of
agreements with ABCC
> Construction of reuse
facilities
> Adoption of reuse rates
4. Police Building
6. Marsh Master Plan
> Construct overlooks on
Dutton, W. 6th St and new
kayak launch Dutton isle
> Construct 1st phase of ped
path at Tideviews
> Design, permitting and
ROW for entire ped path
> Possible moving ahead of
ped path construction If grants
available?
7. Mayport corridor/ Marsh
Oaks neighborhoods
8. Parks planning (Master
Plan)
9. New sidewalks (Sturtevant
St.)
11. Tree Ordinance
modifications
12. Incentives for economic
development
Hanson, Jensen
Hanson
Kaluznlak
Hanson
Classey, Hanson
Carper
Carper
Carper
Carper
Griffin/ Hubsch
Carper
Carper
Griffin
Griffin
13. Go paperless (tablet
computers for commissioners) Randich
14. Stormwater Master Plan
Projects
> Salt Air Swale
Reconstruction
> Seminole Rd Reconst.
15. Identifying Boundaries
Carper
Carper
Carper
AGENDA ITEM # 12B
NOVEMBER 12, 2013
Additional time above what
20 hrs. already done 20 hrs. est.
520 hrs.
20 hrs.
Depends on Commission's
Considerable Decisions
20 hrs.
Considerable
Unknown
2040 hrs.
Considerable
Minor
Unknown
240 hrs.
20 hrs.
Considerable
Considerable
20 hrs.
Possibly deferred because grand
funding not received for FY 14
Depends on changes made