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Agenda Item 1MINUTES *REGULAR CITY COMMISSION MEETING November 12, 2013 CITY HALL, 800 SEMINOLE ROAD IN ATTENDANCE: Mayor Mike Borno Mayor Pro Tem Maria Mark Commissioner Mark Beckenbach 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 6:30 p.m. Commissioner Daugherty gave the Invocation, followed by the Pledge of Allegiance to the Flag. Mayor Borno recognized audience members: Carolyn Woods' father former State Senator Cliff Reuter, former Mayor Lyman Fletcher, former Commissioner Paul Parsons, Commissioner -elect Jimmy Hill, and Judge Hugh Carithers. Approve the minutes of the Regular Commission Meeting of October 14, 2013. Approve the minutes of the Special Called Commission Meeting of September 23, 2013. Approve the minutes of the Commission Workshop of September 23, 2013. Approve the minutes of the Town Hall Meeting of October 19, 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. Michael Townsend, 1101 Scheidel Court, addressed the revitalization of the Mayport Corridor, asking what is the vision of this Commission for revitalization of the Corridor; where is the economic development that should come with revitalization that this Commission embarked upon five years ago; and what is the plan, not just to bring in business, but to develop the people of the corridor. He stated the heart of Atlantic Beach does not run down Seminole Road but rather right down Mayport Road which equally divides geographically and socioeconomically our community. He distributed an asset mapping activity that he conducted for UNF that provides a different perspective and some simple, inexpensive steps the Commission could take to develop a concrete plan for developing the most important piece of property for Atlantic Beach. Dick Hilliard, 338 11th Street, asked the Commission to defer the contract for beach cleaning, stating they had two bids that were lower than this bid. He further stated he does not believe they need to rake the beach; which would save a lot of money. He stated neither Hannah Park nor Neptune Beach rake their beaches. Lou Catania, 2279 Seminole Road, gave a slide presentation explaining a proposed recreation program called Atlantic Beach is Special that would provide assisted visits to our beaches for the families /caregivers of citizens with special needs at no cost to the family. He stated the program concept is being supported by a November 12, 2013 REGULAR COMMISSION MEETING Page 2 number of different organizations including University of Florida, Hannah Park, Jacksonville Department of Disabilities, and the Cultural Arts & Recreation Advisory Committee. He stated the estimated budget would be approximately $150,000, with a startup cost of about $29,000, which he was asking the Commission to consider funding. He stated ongoing operating costs would be funded through Atlantic Beach businesses, charitable agencies, foundations, grants and community fundraising events. John Hancock, 336 Sunrise Circle, congratulated those who were elected and wished them well, stating he appreciates anyone who serves. He spoke in favor of the dog park and stated he hopes they continue to fund it. He stated he will be out of town for the next meeting but was told that the human right ordinance will be on the next meeting. He stated he hopes as they consider equality that they say everyone is equal. Mark Tomaski, 448 Snapping Turtle Court W., thanked Mayor Borno for his service and for his willingness to hear some of the other commissioners regarding some difficult projects, such as alternating workshops, opening up public comment to the citizens, and the video broadcasting. He thanked him for being open minded enough to hear some of the people express their opinions. He wished him well and thanked him for serving for our country and for this office. No one else from the audience spoke so Mayor Borno closed the Courtesy of the Floor to Visitors. 3. Unfinished Business from Previous Meetings A. City Manager's Follow -up Report. City Manager Jim Hanson stated they discussed the cost for automatically opening the Dutton Island gate and there is a budget amendment for the next regular agenda which will add $8,000 to install equipment to automatically unlock the gates. Commissioner Beckenbach asked about the status of Master Agreement for Selva Marina Country Club. Mr. Hanson stated it has been signed by all parties and distributed. He stated the effective date of the Master Agreement is when the developer buys the property. He stated the last he heard from them, that will be sometime in December. He stated although the Master Agreement has been signed, the easement won't become effective until they buy the property and at that time it will be properly recorded. 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 LIS'IED 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 -12). 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. November 12, 2013 REGULAR COMMISSION MEETING Page 3 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. Mayor Borno read the Consent Agenda. Commissioner Woods pulled Item F. Commissioner Beckenbach pulled Item B. Motion: Approve Consent Agenda Items A, C, D, E, and G as read. Moved by Daugherty, Seconded by Beckenbach Votes: Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods Nay: 0 MOTION CARRIED Commissioner Beckenbach asked for further explanation as to why the bids were rejected. Public Works Director Rick Carper explained the price far exceeded our budget, stating the lowest bid was $612,000. He stated they will have it reengineered at a smaller scale that will not provide quite the flooding benefits that the original design would have provided. He answered several other questions from the Commission. Mayor Borno stated they would move to Item F. Commissioner Woods stated she was responding to the comments from Mr. Hilliard and asked if the Commission had any interest in deferring this item to see if they want to consider the suggestion about not raking the beach and to see if there are real savings to be had. Mr. Carper stated he believes there is benefit for raking the beach. He stated they have modified the specs to no longer require the deep raking and will only be doing 4 -6" raking of the surface which does collect some of the debris. He stated it doesn't pick up cigarette butts or broken Styrofoam cups, but any sizable debris will be picked up. He reiterated he does not have a body to dedicate to beach cleaning and would require an additional person if they were to bring this in -house for staff to do. Commissioner Woods stated she is not recommending that. Discussion ensued. Motion: Defer Item F to December 9, 2013 Commission meeting. Moved by Woods, Seconded by Mark Votes: Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods Nay: 0 MOTION CARRIED Mayor Borno called for a motion on Item B. November 12, 2013 REGULAR COMMISSION MEETING Page 4 Motion: Approve Consent Agenda Item B as read. Moved by Daugherty, Seconded by Beckenbach Votes: Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods Nay: 0 MOTION CARRIED 5. Committee Reports None. 6. Action on Resolutions None. 7. Action on Ordinances None. 8. Miscellaneous Business A. Renewal of employee benefit insurance policies (health, dental, disability, etc.) Mr. Hanson explained Harden and Associates has recommended renewing the policy with Florida Blue for a second year. He stated the cost will go up about 9.8% and in addition some of the benefits will be reduced so the cost increase can stay within the 10% increase the City has budgeted for the current year. He stated the recommendation is to approve the renewal of all the employee benefit policies for the upcoming year including medical, life and supplemental life, as well as dental, vision, short and long -term disability. Motion: Approve the renewal of all employee benefit insurance policies effective January 1, 2014 through December 31, 2014 and authorize the City Manager to sign the related documents. Moved by Woods, Seconded by Mark Votes: Aye: 5 — Beckenbach, Daugherty, Mark, Woods, Borno Nay: 0 - MOTION CARRIED B. Approval of Special Magistrate for Dangerous Dogs. Mr. Hanson stated staff is recommending approval of Attorney Jeb Branham for the Special Magistrate position and anticipates the cost will be less than $1,000 /year at an hourly rate of $175/hour. Motion: Approve the appointment of Jeb G. Branham as Special Magistrate for the City of Atlantic Beach to hear the dangerous dog cases. Moved by Woods, Seconded by Mark Votes: Aye: 5 — Beckenbach, Daugherty, Mark, Woods, Borno Nay: 0 - MOTION CARRIED November 12, 2013 REGULAR COMMISSION MEETING Page 5 C. Public Hearing on UBEX -13- 00100071, 57 West 9th Street. Request for use -by- exception as permitted by Section 24- 111(c)(6), to allow the sale of electric vehicle, including street legal golf carts, to be located on a property within the Commercial General (CG) zoning district at 57 West 9th Street. Redevelopment and Zoning Coordinator Jeremy Hubsch explained the use -by- exception showing a slide of the site plan stating the Community Development Board voted 6 -0 to recommend approval. Motion: Approve request for UBEX -13- 00100071 at 57 West 9th Street as recommended by the Community Development Board. Moved by Woods, Seconded by Beckenbach Mayor Borno opened the Public Hearing. Dick Hilliard stated there used to be buses on that corner and they never caused problems. He stated he is for it. Mark Tomaski stated he believes this would be a wonderful asset to the community and would like to see this use go through and bring in this type of business activity. He stated he believes it is good for us, it is low impact and is the kind of business he likes to see. No one else from the audience spoke so Mayor Borno closed the Public Hearing. Commissioner Daugherty asked where the vehicles are to be displayed. Mr. Hubsch pointed out on the site plan where they would be displayed. Votes: Aye: 5 — Beckenbach, Daugherty, Mark, Woods, Borno Nay: 0 - MOTION CARRIED 9. City Manager A. City Manager's Report. Mr. Hanson stated, as he reported at the workshop, the City has received an intent to sue letter on a zoning issue and he had provided the strategic planning quarterly report. He stated he has no other reports tonight. 10. Reports and /or requests from City Commissioners and City Attorney Commissioner Mark • Thanked Mayor Borno for his service to our country while serving in the Navy and as a civil servant to Atlantic Beach. She stated it was a benefit to the citizens of Atlantic Beach to have him seated as a Commissioner and as Mayor. She wished him the best of luck. Commissioner Woods • Stated Mayor Borno has served the City very well and thanked him for his service and mentorship. November 12, 2013 REGULAR COMMISSION MEETING Page 6 Commissioner Daugherty • Stated for Mayor Borno to have served Atlantic Beach as long as he has and to stick through the hard times and make this office a very dignified office, he has done a phenomenal job. He stated he looks to him as a mentor showing how this job is supposed to be done and thanked him for his service to the country and his involvement in the community. He stated we are losing a great asset tonight. He stated the connections Mayor Borno has with the Mayport Naval Station and the Navy community groups will be very hard to replace. He stated he looks forward to what God has in store for him. Commissioner Beckenbach • Thanked Mayor Borno for his service to the country, the community and the neighborhood. He stated he appreciates all he has done and he is unbelievable as far as the amount of work and service he spends for the benefit of others. City Attorney Jensen • Stated Mayor Borno is truly an officer and a gentleman and he appreciates very much his service to this City. Mayor Borno • Stated he has been blessed for 75 years to be able to help people and he believes that is his forte. He stated he enjoys it and has enjoyed being here with the City. He thanked everyone for their support over the years, especially the staff. He stated they are a tremendous group of people. God Bless everyone of you. Adjournment of Retiring Commission There being no further discussion, Mayor Borno declared the meeting of the retiring Commission adjourned at 7:22 p.m. and turned it over to the City Clerk for the next meeting. November 12, 2013 REGULAR COMMISSION MEETING Page 7 Oath of Office for New Commission • James (Jimmy) Hill - Commissioner Seat 4 • Jonathan Daugherty - Commissioner Seat 5 • Carolyn Woods - Mayor - Commissioner Seat 1 City Clerk Donna Bartle administered the Oath of Office to James (Jimmy) Hill - Commissioner Seat 4, and Jonathan Daugherty - Commissioner Seat 5; Hon. Hugh Carithers administered the Oath of Office to Carolyn Woods — Mayor /Commissioner Seat 1. The signed Oaths of Office are attached and made part of this official record as Attachment A. MINUTES OF THE MEETING OF THE NEW CITY COMMISSION OF THE CITY OF ATLANTIC BEACH IN ATTENDANCE: Mayor Carolyn Woods Mayor Pro Tem Maria Mark Commissioner Mark Beckenbach Commissioner Jonathan Daugherty Commissioner Jimmy Hill City Attorney Alan C. Jensen City Manager Jim Hanson City Clerk Donna Bartle Recording Secretary Nancy E. Bailey Call to Order of New Commission The meeting of the new Commission was called to order by Mayor Woods at 7:29 p.m. Item 12A was taken out of sequence and acted on at this time. 12. 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. Mayor Woods read the Resolution by title. Motion: Approve Resolution No. 13 -13. Moved by Daugherty, Seconded by Beckenbach Votes: Aye: 5 — Beckenbach, Daugherty, Hill, Mark, Woods Nay: 0 - MOTION CARRIED Mayor Woods read the Resolution in its entirety and presented it to Mayor Borno. She also presented Mrs. Borno with a bouquet of flowers. Nancy Bailey presented Mayor Borno with a signed photo album on behalf of the staff. Mayor Borno thanked her stating this will be displayed well, it has all the staff in it and he appreciates them. November 12, 2013 REGULAR COMMISSION MEETING Page 8 Mayor Woods also presented Mayor Borno with a boxed gavel with the inscription, "This is presented to Louis Mike Borno Jr., Mayor of the City of Atlantic Beach, November 2009 - November 2013." Mayor Borno thanked her stating he really doesn't need one of these, as his father -in -law taught him before he got married that he doesn't rule the house, all he gets to do is say yes ma'am. Mayor Woods adjourned the meeting for a ten - minute recess at 7:36 p.m. She reconvened the meeting at 7:46 p.m. 11. Courtesy of the Floor to Visitors Mayor Woods opened the Courtesy of the Floor to Visitors. Linda Almeida, 282 Magnolia Street, address Item 13A, stating she doesn't understand the moratorium because what has happened in the past is that our codes have not been enforced and that is how this all came to be. She stated, in her opinion, allowing boats, trailers, etc. to be parked on residential lots is unacceptable because of the noise, the appearance and we already have codes that say they can be parked within a certain limit. She cautioned the Commission on changing our present codes or putting them aside because they were put in for reasons. She stated to lessen the codes we have would be a detriment to our community. She asked that they look kindly on keeping things as they are and enforcing our codes. No one else spoke so the Mayor closed the Courtesy of the Floor to Visitors. 12. 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. This item was taken out of sequence and acted on earlier in the meeting. 13. A. RESOLUTION NO. 13 -16 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, IMPOSING A MORATORIUM ON THE ENFORCEMENT AGAINST STORING AND PARKING OF RECREATIONAL VEHICLES ON RESIDENTIAL LOTS, AND PROVIDING AN EFFECTIVE DATE Mayor Woods read the resolution by title. City Manager Hanson summarized the resolution stating it was prepared in follow -up to what the Commission requested at the last meeting. He explained this resolution would stop the staff from enforcing these provisions of the City Code until December 14. He stated the Community Development Board is going to meet on November 19 and they can get their recommendation to discuss at the upcoming workshop on November 25. He stated if they wanted to delay that and consider it at a later time they would probably want to change the date on the moratorium so it would be in line with when they intend to consider this for action by the Commission. November 12, 2013 REGULAR COMMISSION MEETING Page 9 Commissioner Beckenbach asked if this had not been discussed at the Community Development Board already. Building and Zoning Director Mike Griffin explained there were some items discussed at the Community Development Board and they wanted it brought back so they could better understand right - of-way widths, the edge of pavement and property lines. He stated at the next meeting they will have a Power Point showing how the edge of pavement, property lines and front yards and setbacks are related to the setbacks of recreational vehicles. Mr. Griffin answered other questions from Commission Beckenbach. Commissioner Daugherty explained the history of this issue for Commissioner Hill's benefit and why he was asking for a moratorium. City Attorney Jensen clarified that the moratorium as written is to December 10, which is just past the regular meeting on December 9. Discussion ensued. Motion: Approve Resolution No. 13 -16. Moved by Daugherty, Seconded by Beckenbach Votes: Aye: 3 — Daugherty, Hill, Mark Nay: 2 — Beckenbach, Woods MOTION CARRIED 14. City Manager Report City Manager Jim Hanson reported on the tipping fee negotiations and sanitation contract which expires on June 1, 2014. He stated he was requested to get in writing that the current sanitation hauler would agree to extend the current contract, which was attached to the amended agenda packet. He explained they agreed to extend if requested by the City for a minimum of three months and with a 90 -day notice for ending it. He stated at the last meeting they discussed the request for a crosswalk on Seminole Rd. at David St. which is scheduled for discussion at the November 25 workshop. Mr. Carper presented his report on this tonight since he will not be at the November 25 meeting. He showed a slide of the crosswalks showing the geographic distance between the existing crosswalks and the requested crosswalk at David St. He answered questions from the Commission. 15. Comments from Mayor and Commissioners A. Amend noise ordinance to prohibit lawn work before 9:00 a.m. on weekends. Commissioner Mark asked to move this to the workshop on November 25 for more discussion and clarification, stating it should read to prohibit commercial lawn work, not just lawn work, and, secondly, to consider discussing prohibiting commercial construction on Sundays. It was the consensus of the Commission to move this discussion to the November 25 meeting. November 12, 2013 REGULAR COMMISSION MEETING Page 10 B. Project List. Commissioner Mark stated a workshop will be held on December 9, 2013 at 5:00 p.m. to discuss this item. C. Report on Solid Waste Contract. Commissioner Daugherty asked what the status was with Council President Gulliford's resolution to include us in the Jacksonville contract. Mr. Hanson explained he is working on this. Discussion ensued. D. Design for remodeling and expansion of Police Building. Mayor Woods stated a workshop will be held on November 18, 2013 at 5:30 p.m. to discuss this item. E. Request letter of commitment to the Florida Department of Transportation (FDOT) seeking their support and funding. Mayor Woods stated she had requested the letter of commitment, which was in the agenda, and asked for consensus to send the letter to FDOT. Motion: Send letter of commitment to the Florida Department of Transportation (FDOT) seeking their support and funding. Moved by Daugherty, Seconded by Mark Votes: Aye: 5 — Beckenbach, Daugherty, Hill, Mark, Woods Nay: 0 - MOTION CARRIED City Attorney Jensen • Welcomed Commissioner Hill, stating he looked forward to working with him and everyone else. Commissioner Hill • Thanked everyone for allowing him to serve, stating he will take the oath extremely serious and further his deep commitment to Atlantic Beach. Commissioner Mark • Congratulated Mayor Woods, Commissioner Hill and Commissioner Daugherty. • Requested the Human Rights ordinance be put on the workshop on November 25 for discussion. • Announced that this Saturday is MarshFest from 10:00 — 3:00 at Dutton Island and encouraged everyone to come out. Commissioner Daugherty • Grateful to have the opportunity to serve for another four years and to complete some of the tasks they have already started. • Congratulated Mayor Woods, stating he looks forward to working with her. • Stated he looks forward to serving with Commissioner Hill. November 12, 2013 REGULAR COMMISSION MEETING Page 11 • Will leave on November 25 for a missionary trip to Mexico and will miss the workshop but will return on December 7. • Will be hosting the fishing clinic at MarshFest. Commissioner Beckenbach • Congratulated Mayor Woods, Commissioner Hill and Commissioner Daugherty stating he is looking forward to working with everyone. • Stated he was moved by Mike Townsend's vision for the Mayport Corridor. He stated he is looking forward to reading his vision for the corridor. Mayor Woods • Welcomed Commissioner Hill and congratulated Commissioner Daugherty on his reelection. • Thanked everyone for their support, stating she is looking forward to what they can do for Atlantic Beach. • Reported on an email from Jack Berry regarding the veterans recognition ceremony stating he wanted to thank Billy Ray for helping set up. • Also appreciated Mike Townsend's report on the Mayport Corridor Improvement Plan and hopes he will stay involved when we do our visioning process. • Stated there has been discussion about whether we want to videotape additional meetings and should they add to this budget amendment or discuss at the workshop. Commissioner Daugherty stated he would like to handle these as separate issues. It was the consensus to handle these separately but not add this discussion to the meeting of November 25. Mr. Hanson added if they are talking about adding money for additional videotaping, the Commission needs to decide specifically which meetings they want videotaped so staff can put a price on it. He stated they can videotape any meeting in this room but the equipment is not available for any other meeting location. • Asked if there is a sample for the Human Rights Ordinance. Commissioner Mark stated there is a sample template that has been used in other municipalities that have passed the Human Rights Ordinance. She stated the City Attorney is looking at a question regarding enforcement of that ordinance. Mr. Jensen stated he will let the Commission know as soon as he finds out. • Hopes to see everyone at MarshFest. Adjournment There being no further business to come before the Commission, Mayor Woods declared the meeting adjourned at 8:28 p.m. Carolyn Woods ATTEST: Mayor /Presiding Officer Donna L. Bartle, CMC City Clerk *A Workshop was held on October 28, 2013 for the purpose of discussing these items. Please refer to the Workshop Minutes for the previous discussion. November 12, 2013 ATTACHMENT A I solemnly swear that I will support the Constitution and will obey the laws of the United States and of the State of Florida, that I will, in all respects, observe the provisions of the Charter and Ordinances of the City of Atlantic Beach, and will faithfully discharge the duties of the office of Mayor. Oath of office administered by: aritl ers Circuit dge Carolyn Wo s Mayor - Seat I November 12, 2013 I solemnly swear that I will support the Constitution and will obey the laws of the United States and of the State of Florida, that 1 will, in all respects, observe the provisions of the Charter and Ordinances of the City of Atlantic Beach, and will faithfully discharge the duties of the office of Commissioner -Seat 5. Oath of office administered by: 4L1 _ Donna L. Bartle City Clerk • nathan Daugherty Commissioner — Seat 5 November 12, 2013 I solemnly swear that I will support the Constitution and will obey the laws of the United States and of the State of Florida, that I will, in all respects, observe the provisions of the Charter and Ordinances of the City of Atlantic Beach, and will faithfully discharge the duties of the office of Commissioner -Seat 5. Oath of office administered by: Donna L. Bartle City Clerk MINUTES OF THE WORKSHOP OF ATLANTIC BEACH CITY COMMISSION HELD IN THE COMMISSION CHAMBER ON OCTOBER 21, 2013 City Commission Members present: Mike Borno, Mayor Maria Mark, Mayor Pro Tem Mark Beckenbach, Commissioner Jonathan Daugherty, Commissioner Carolyn Woods, Commissioner Staff present: Jim Hanson, City Manager Michael Classey, Chief of Police Nancy Bailey, Recording Secretary Also present: Jimmy Hill, Commissioner -elect The meeting, which was held for the purpose of discussing the police building project was called to order at 6:32 p.m. by Mayor Borno. He welcomed Commissioner -elect Jimmy Hill. He stated they all had the agenda as well as a handout from Steve Lindorff (which is attached and made part of this Official Record as Attachment A). He asked that Chief Classey give a summary of the history of the planning for the police building and stated they will have public input before they go into the Commission discussions. Chief Mike Classey gave a slide presentation (which is attached and made part of this Official Record as Attachment B) summarizing the highlights of the history of the planning for the police building. He answered questions from the Commission. Mayor Borno explained the process for public comments and opened the Courtesy of the Floor to Visitors. Lou Keith, 1845 Tierra Verde Drive, stated he liked what Chief Classey said. We had a building with about half staff at 4,000 s.f. when this whole thing started. He stated he is a big believer in comparative analysis. He stated he previously sent them a comparison of the first five police departments starting in Fernandina Beach to St. Augustine stating the average square footage of these five facilities per employee is approximately 220 s.f. He stated if you multiply that by how many employees our police department has today and it comes up to about 9,000 s.f. which seems like a pretty doable number. He stated as a member of the Police Committee he had no confidence in any of the figures provided by that architectural firm. He stated the newly elected/reelected Commission made a promise to this community not to borrow money. He stated they could do very well by adding a storage facility on City -owned property and remodeling the existing building and putting on additions and operating very efficiently. He stated space can be saved by simple scheduling. Steve Kallao, 552 Dutton Island, stated the citizens don't want to infringe in the park and don't want to spend $5,000,000 so they would have to say what are their other considerations, which would be moving the police building somewhere else or remodeling the existing building. He stated he reviewed the flood plain situation with Mike Griffin and, as you know, the existing building was in the 100 year flood plain but the new flood plain documents came out June 3 and it is now in the 500 year flood plain. He stated this means, in terms of construction, the costs Minutes — City Commission Workshop October 21, 2013 Page 2 would go down considerably because they don't have to adhere to FEMA's construction rules and don't have to raise the level of the floor plan. He stated if they did decide to remodel that building it would mean a lot in terms of construction costs because before it was prohibitive but now that they don't have to adhere to those, it would be a viable alternative to add additions and remodel the existing building, if that's what they decide to do. Jack Varney, 2257 Ocean Forest Dr. W., stated the decision has to be made by the Commission and if they think somebody else can make it for them they are just wasting our time and our money. It is your job, you do it and you face the music; it's a contentious issue. You need to trust the people who work for you, they will bring you the information you need and if they don't you can deal with them because they are your employees. Take advantage of the people you have there; don't believe anything you see that comes from anyone else outside without checking it out and having it documented in writing and checked out by somebody who knows, because there are too many numbers out there that are phony. He stated a suggestion to the Commission is to be thorough, do it right, do it right the first time so you don't have to do it again. You are going to take heat, take the heat and move on. No one else from the audience spoke so Mayor Borno closed the Courtesy of the Floor to Visitors. Mayor Borno stated they keep hearing 14,000 s.f. and $5 million. He stated that is history and is not where we are at. He stated we are here to make the best viable decision and figure out what we need. He stated we are not here to design the police department, etc., we are here to establish what they are willing to consider and that will govern what they are going to look at and how much they will put into it. He stated, related to the comment about borrowing money, they have accumulated up to $2.7 million currently from half cent sales tax to do whatever and they don't have to look for another source of funds; they can always look for half cent sales tax. He stated it has to be worked out in how much they want to restrict the usage of that for other projects. Mayor Borno asked the City Manager if the information on the 500 year flood plain was correct. Mr Hanson stated that was not his understanding. He stated he believes they need to get an architect who is familiar with the FEMA rules to look at it if they want to pursue this building. He stated they need to look at what is proposed and give them an educated written recommendation as to what it would cost to meet the regulations. Discussion ensued regarding the 100 year and 500 year flood plain. Commissioner- elect Jimmy Hill stated, from listening to the citizens, a new police building is not the answer and they should consider remodeling this building as a compromise He stated the officers are living in a pig sty and it has to be addressed immediately. He stated they have to give these officers a better work environment as soon as we can. He stated he believes the Animal Control could function out of any building the City owns just as well, which would free up some space; unless there is some violent aspect that he is not aware of that we are protecting with the law enforcement, which may be the case. He stated he got a clear message that the citizens don't want a new building and he is very much for a remodel of this facility. He stated the new information on the flood plain is certainly worth looking at. He stated it makes it much more attractive than it was knowing that we might put money into something that is really Minutes — City Commission Workshop October 21, 2013 Page 3 expensive to upgrade. He stated if there was a chance that we don't have to spend that additional money to raise the elevation, he understands it. Mayor Borno passed the Chair to Commissioner Woods, stating this is going to be a decision made underneath her as Mayor. He asked if she would take the Chair, hold the Commission discussion and carry on with that part of it, he would appreciate it. Commissioner Woods thanked the Mayor. She stated she would like to ask everyone to state yes or no as to whether they should remodel, build a new building or look for a new place. Mayor Borno stated he believes the best approach would be to get an architect to evaluate that building to see if anything can be done to it to make it serviceable to support the operations of this depth Intent within the budget. Commissioner Mark stated she believes they should look at a new site and use this money for new construction rather than taking a risk that we are putting good money after bad. She stated it is not the expansion part, except that it will take out some trees and we will have some parking issues, but her main concern is the remodeling. She stated it would make better sense to her to concentrate on finding a proper site in the Mayport area on Levy Road. She stated if they do their due diligence and look at a site that would work and know the cost for new construction then they would know almost to the penny what they are going to spend. She stated this building could be rehabbed to be used as a community center. She stated the police station would be in an area where is it probably needed the most. Commissioner Daugherty stated, as stewards of resources and representatives of the citizens, they need to find something that is paletteable and meets the needs of the police department. He stated his preference is to renovate and expand the existing building but he is also open to looking at a Levy Road location. Commissioner Beckenbach stated, at a minimum, he would look at refurbishing this building with an option to expand the building. He stated he does not see using anymore than we already have saved. He stated there is a lot they can do with that amount of money. Slides were shown of the expanded site. Mayor Borno stated related to the report that Steve Lindorff submitted, Chief Classey was asked if he had seen it and was it accurate and he stated it was not totally accurate. Commissioner -elect Hill asked if the funds that were saved for this project were not spent on this project where would they go, or were they borrowed. Mr. Hanson stated none of them were borrowed. He stated they would have the same restrictions as when they came in. He stated he believes all of the funds came from half cent sales tax funds. They would be limited to the same improvements that Better Jacksonville Half Cent Sales Tax Funds are which are capital improvement projects, mostly bricks and mortar, but you could do street projects or sidewalks. Commissioner -elect Hill stated the location of that building anchors this park because there is the strong perception that there is a strong police presence which is one of the reasons moving it is a scary thing. He stated the bones are good but the AC unit was not replaced on the fire side and will need to be done at some point. He stated he does not want to move it, but does want to Minutes — City Commission Workshop October 21, 2013 Page 4 modify it to fit today's standards. He stated he believes they can do a better job of utilizing even what is there. He stated they can get an architect and tell them what we need it to do and then they might get the right answer. Discussion ensued regarding the location. Commissioner Woods stated it all comes back to how the department is run and where we focus our resources, stating she believes we need more COPS officers. Discussion ensued. Commissioner Mark stated it had been suggested to her that they look for another place to put the fire station and have the City of Jacksonville help them do some kind of relocation with that, possibly even in Neptune Beach. Mr Hanson stated that suggestion was made to Neptune Beach officials and was very quickly shut down. Commissioner Woods stated she wants to get more officers into different parts of the community, and get as minimal a building as they can come up with so they can be conservative with their resources. She stated most people like it here and she believes it can be remodeled. Discussion ensued regarding Animal Control. Commissioner -elect Hill asked what is the difference between COPS officers and regular officers. Chief Classey explained the difference. Discussion ensued. Commissioner Woods recapped that five Commissioners are willing to renovate with expansion staying within budget of the money that has been set aside. Commissioner -elect Hill asked if a reasonable renovation can take place in two stages so they can function out of the building or should they immediately make plans for a period of time to house them. Chief Classey stated he believes they would need to plan on moving offsite. Commissioner Woods stated they could have the architectural team look at that. Mr. Hanson stated it may be possible to put temporary space, such as the portables used at the schools, located in the parking lot. Commissioner Mark stated they need to also think about total disruption to community, at the five -way, the park, etc. due to the construction. Chief Classey stated he shares some of Commissioner Mark's concerns about this facility but he doesn't believe the Commission can move on to another site until it exhausts the abilities of the current site. He stated what can be done on that site and what the cost will be are two big factors. Commissioner Mark stated it is going to cost us money to figure out what can be done and what that cost is going to be, so of that $2.7 million be prepared to spend money to have an architectural design company to do that whole analysis. She stated they will be spending money on something that, in her mind, could still be a major question mark as to whether that is something we want to do. Commissioner -elect Hill stated the good thing is that the structure of that building is a very simple structure, it is not a complex building. He stated it is a 2x4 framed building with sheetrock walls; it is very easy to make major adjustments. He stated structurally it is a truss roof that will withstand whatever interior wall changes that need to be made, fairly simply. He stated it is pretty feasible to do most anything and it definitely needs to be done. He stated his concern is getting these officers into a working environment quickly. Minutes — City Commission Workshop October 21, 2013 Page 5 Commissioner Woods stated she will put this on the agenda in the very near future to develop an RFP to have an architectural firm look at our site and tell us where to go. Commissioner Daugherty suggested it might be very symbolic for this Commission to put this on next agenda. Discussion ensued. Mayor Borno stated Winston Churchill was addressing Parliament during World War II when they asked him, in his wisdom, to give some words of advice. He stated Churchill got up and said, never, never, never, never, never, never, never, never, never give up, then he sat down. Mayor Borno stated keep that in mind Commissioner Woods reiterated they will have this on the agenda and asked the Commission to send in what they believe the parameters should be, or decide whether they would like another workshop to discuss. Further discussion ensued. Mr. Hanson stated he and Chief Classey should be involved in these discussions. Commissioner Woods clarified that at the workshop on October 28 they will bring the items they would like to develop in an RFP and on the November 12 they will vote on developing an RFP. Mr. Hanson stated the Commissioners should come to the meeting on October 28 with their parameters for the RFP so they can start putting those together. Commissioner Mark stated after the vote on November 12 they can have a workshop to actually do the RFP. Mr. Hanson explained the meetings on November 12 are to complete old business with the current Commission, then they will adjourn the current Commission, swear in the newly elected officials and reconvene with the new Commission. Commissioner Woods clarified that the issue of the RFP will be on the portion of the meeting with the new Commission. Commissioner Woods reopened the floor to visitors. Don Ford, stated Fleet and Associates already did a needs assessment and the building hasn't changed since then. Jack Varney, stated this isn't going to be as easy as they think it should because there are some other finer requirements they will have to build into that RFP, i.e. laboratory for fingerprinting, sally ports and holding cells and cost justification analysis to determine what they are going to have or not have, etc. He suggested they go back to the requirements that were set forth previously, analyze the cost benefits of them, prioritize them and then build what they need into that RFP from that list. Mark Tomaski, 448 Snapping Turtle Court West, asked why the video was not on tonight, stating he received several calls and texts asking why it wasn't on because they thought this was a very important topic. Mr. Hanson replied that we have a limited budget and a number of times Minutes — City Commission Workshop October 21, 2013 Page 6 we can put meetings on. He stated we don't have the budget to televise every meeting that goes on and if the Commission wants to expand the budget they can do that. Commissioner Mark stated if they start getting into the details of what is going into the building then they are going to get into this whole other discussion about the police and the procedures, etc. Commissioner Woods stated she believes they are staying within the parameters, this is the site and this is our budget and then they will talk to the Chief about prioritizing the needs and space on those parameters. Further discussion ensued. Commissioner Woods stated she wants to include green building codes and discuss how far down that road they want to go. Discussion ensued. Commissioner Woods turned the meeting back over to Mayor Borno. There being no further discussion by the City Commission, Mayor Borno declared the meeting adjourned at 7:55 p.m. Nancy E. Bailey Recording Secretary Mike Borno Mayor Bailey, Nancy ATTACHMENT A From: Steve Lindorff [SLindorff @jaxbchfl.net] Sent: Monday, October 21, 2013 2:45 PM To: Bartle, Donna Subject: Police Facility Agenda Item for October 21, 2013 Attachments: THE TRUTH ABOUT THE POLICE FACILITY COMMITTEE.pdf Donna, I understand that there may be an opportunity for public comment on this agenda item. I have to work this evening and will be unable to attend. I would appreciate it the attached could be copied and distributed at the meeting. I assume that as correspondence on this item, it will become a part of the official record. Thank you! Steve Lindorff, Member Police Facility Citizen's Committee 2092 Vela Norte Circle Atlantic Beach, FL 32233 1 THE TRUTH ABOUT THE POLICE FACILITY COMMITTEE'S WORK • The committee NEVER entertained a $5.2 million facility. It started with the "value engineered" $4.8 million version of the ADG consulting firm's plan. And the $4.8 million version was quickly rejected by the committee as over -built and too expensive. o SIDE NOTE: ADG got the size of the various components right. They are recognized experts and have over 170 public safety clients throughout the southeast U.S., including working with the Haskell Company on design and construction of the Jax Beach police building. The REAL ISSUE is which of the various components are needed v. those that are simply nice to have. • The Police Chief gave the committee as list of the Necessary v. the Nice components which committee members then used to derive the "right" size for a new facility. NECESSARY NICE ELIMINATED Administration Chief's Office -217sf Chief's Conference Room -180sf Waiting Vestibule -80sf Chief's Administrative Assistant Space -224sf Mini -Break Room -20sf Storage -40sf Restroo m -64sf Support Services Commander's Office -160sf Records Unit Records Work Area -284sf Public Access Counter -60sf Records Storage -182sf Officer Access Window -24sf Records Supply Storage -55sf Copier /Work /Supply Area -140sf Juvenile File Storage -74sf Supply Receiving Area -40sf Animal Control Office Area -72sf Secured Storage -24sf File Storage -24sf Investigations Division Interview /Safe Room -144sf CSU Detective's Work Area -128sf General Detective's Work Area - 128sf Secured Storage -80sf Sergeant's Office -80sf Equipment Storage -40sf Copy /Work /Supply Storage -140sf Property & Evidence Evidence Custodian Work Area- 126sf Officer Drop -Off Area -120sf Bulk Evidence Storage -300sf Evidence Retrieval Area -60sf Valuables Vault -25sf Wash -Up Area -20sf Narcotics Vault -55sf Weapons Vault -53sf Evidence Processing Lab /Decom- 66sf Misc. Evidence Storage -300sf NECESSARY NICE ELIMINATED Patrol Division Patrol Hub -144sf EOC/Tactical /Training Room -140sf Secured Equipment Storage -40sf Sergeant's Open Work Area -252sf File Storage -40sf Briefing /Muster Room -266sf COPS Bike Storage -40sf Commander's Offices -266sf Communications Call Taker /Dispatch Work Stations - 209sf Public Access Window -24sf Supervisor's Office -60sf Officer's Access Window -24sf Secured Equipment Room -117sf Fire Suppression Equipment Room - 60sf Uni -Sex Restroom -60sf Misc. Storage -40sf Locker /Break Area -39sf Facility Functional Areas Public Lobby -331sf Central Breakroom -160sf Quartermaster Storage -160sf Public Restrooms -250sf Armory -120sf Second Floor Vestibule -120sf Holding Cells -216sf Ammunition Storage -60sf Hazmat /Drug /Blood Drying Room - 80sf Booking Desk -94sf Tactical Equipment Storage -140sf Secured Interview Room -66sf Sallyport -658sf Facility Services Janitor's Closets -21sf Staff Restrooms -448sf Electrical Room -120sf Mechanical Rooms -138sf Staff Locker Rooms -320sf Mobile Command Vehicle Storage - 640sf Data Cable Closet -20sf Server /IT Room -100sf Emergency Generator Enclosure - 156sf Data Cabling Closet -20sf Misc. Storage -200sf Summary Data TOTAL IN ADG PLAN = 13,114 sf TOTAL IN COMMITTEE'S "COST FEASIBLE" PLAN = 5,468 sf plus 1,880 sf for hallways, etc. = 7,348 sf • Allowing for a bit of building design "wiggle room ", the Committee ultimately agreed to recommend a new building housing the "Necessary" components listed above which would not exceed 9,000 sf. o SIDE NOTE: Some of the components in the category involve police operational policy choices that are within the province of the City Commission in concert with its staff. These include the sally port and holding cells. These were left in the Committee proposal by majority vote. • With the help of a volunteer with architectural training, a sketch floor plan was developed that had a total footprint of 65' x 136', or 8,840 sf., and could be accommodated (but take up much area) in the same location as the ADG plan. • The components that were labeled "Nice" could be accommodated by remodeling the existing police building which would not necessarily have to be done immediately, but accomplished over time as funds were available. The committee recommended that up to 4,999 sf be set as the limit to avoid any potential issues with "substantially improving" an existing structure. • The committee recognized that it did not possess the expertise to provide a definitive cost estimate, but, believing that the charge to committee mandated one, went through an exercise of applying a number of scenarios to derive some cost data. This resulted in the following information being added to the final report: • The bottom line is that NO ONE can really say what the building will cost because the final building program has not been decided nor has a realistic budget been set. That is why the committee strongly recommended that the Commission retain the services of a Design -Build construction firm to work with the Commission and staff on a two - phased process with the first being an exploratory step that would lead to finalizing a program for the construction of the new facility and establishing a maximum guaranteed price (a "budget ") followed by actually solving the problem by building the project. Steve Lindorff, Member Police Facility Citizen's Committee 2092 Vela Norte Circle Atlantic Beach, FL 32233 Based on ADG Data Based on CC &A Estimator's Data Committee Adjustment Using Mid -Range Cost New Building $2,295,000 $2,016,000 $2,133,000 [$255/sf] [$224/sf] [$237/sf] Remodeled Space $600,000 $600,000 $1,184,762 [$120 /sf] [$120 /sf] [$237/sf] Site Work $350,000 $350,000 $350,000 Furnishings /Equipment $250,000 $250,000 $250,000 A/E Fees $280,000 $257,280 $313,421 Estimated Cost $3,775,000 $3,473,280 $4,231,183 • The bottom line is that NO ONE can really say what the building will cost because the final building program has not been decided nor has a realistic budget been set. That is why the committee strongly recommended that the Commission retain the services of a Design -Build construction firm to work with the Commission and staff on a two - phased process with the first being an exploratory step that would lead to finalizing a program for the construction of the new facility and establishing a maximum guaranteed price (a "budget ") followed by actually solving the problem by building the project. Steve Lindorff, Member Police Facility Citizen's Committee 2092 Vela Norte Circle Atlantic Beach, FL 32233 a- 1 v -. crl ATTACHMENT B History Surnmary f1 CD C CD 4 e -7‹ o V vl o tJ If) Na, CO 5 cr) 0 , L- 0 0 CL. L_ CU r8_ 4.-o .0 CV 0 CU 0 0 E ts rd a) 4., ( 0 0 -.0 a c .E C -0 DI r ' 0 u - I- ` 0 " LE - Cs• CU ti-. V -C3 til E �▪ ��1 3 1 >7 = NI a) 730 CI) 2 2 cn 4j al a L_ . �. ,I•-' rd 0_ tn 173 W C C 0 L' 0 0 rri 0 C ?Pi: 42 ._ W I DI C rd C co =C a) — . 17 (7/ CP o C E,E , 00 � — E 73 o -a a..) 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E .= c ft m- y) ... = E ..0 0 tirl c Cri , ,0 c ' 4.• r\I :€11 f‘i E -05 0"1" E E NI = 8 cdi -I w ln 0 0 u CO C " u U 12 ,t v m f MINUTES OF SPECIAL CALLED MEETING OF ATLANTIC BEACH CITY COMMISSION HELD ON OCTOBER 28, 2013 PRESENT: Mayor Mike Borno Mayor Pro Tem Maria Mark Commissioner Mark Beckenbach Commissioner Jonathan Daugherty Commissioner Carolyn Woods ALSO: Jim Hanson, City Manager Donna Bartle, City Clerk Nancy Bailey, Recording Secretary The Mayor called the meeting to order at 6:33 p.m. in the Commission Chamber. Item 2 was taken out of sequence and acted on at this time. 2. RESOLUTION NO. 13 -15 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, REQUESTING THE FLORIDA DEPARTMENT OF TRANSPORTATION TO DESIGNATE STATE ROAD A1A IN ATLANTIC BEACH, DUVAL AND NASSAU COUNTIES AS A FLORIDA SCENIC HIGHWAY Mayor Borno read the Resolution by title. Motion: Approve Resolution No. 13 -15. Moved by Daugherty, Seconded by Mark Votes: Aye: 5 — Beckenbach, Daugherty, Mark, Woods, Borno Nay: 0 MOTION CARRIED Mayor Borno presented the Resolution to Linda Lanier, explaining this supports designating a portion of A1A as a scenic highway. Ms. Lanier accepted the Resolution and further explained this designation. A slide was shown of the portion of the highway designated in this Resolution. 1. Courtesy of the 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. Teresa Flores, 233 Belvedere St., addressed the Commission regarding the request for a crosswalk at David St. and Seminole Road. She gave the history of the new crosswalks at Seminole and 11th and Seminole and 15th and asked that they reevaluate their request for this crosswalk. Sheri Lawhun, 190 Seminole Road, also addressed the crosswalk at David St. and Seminole Road stating they need one there because it is very unsafe. She gave a handout to the Commission and related her concerns regarding her previous requests to various staff for a crosswalk at this location. Eric Kritsky, 196 Seminole Road, stated this stretch of Seminole Road from the municipal building to Atlantic on the weekends is a drag strip. He stated they need the crosswalk at David and Seminole Road for the safety of the pedestrians within this area. Lou Keith, 1845 Tierra Verde Drive, addressed the Commission regarding agenda item 4C. He asked if any of the labs were involved in the recent E. coli testing and if they were he believes consideration should be given to not use them. He stated he believes it was poor judgment that a live person did not call Ms. Kaluzniak or someone to report this. Related to item 12A, he also asked Commissioner Mark if the 9:00 a.m. on weekends for cutting lawns would include all contractors, i.e. building contractors, etc., or is it just going to be for citizens mowing their yards and lawn contractors. He stated he believes it is bad to single out one contractor and believes it should include everyone. Donna Mount, 231 Seminole Road, addressed the crosswalk, stating her husband recently had hip surgery and two knee replacements and he is finding it is harder to cross the street with the traffic. She believes a crosswalk will be helpful. She also asked for an update on the ordinance on cars parked on the right -of -way and the streetscape. Paul Gunsaulies, 780 Begonia Street, addressed the moratorium that was discussed at a previous meeting for the 15 ft. rule for campers, boats and recreational vehicles. He stated since they didn't actually vote on it, it didn't actually happen and asked that they readdress that moratorium and follow through with what they agreed to do previously so he and his neighbors are not in violation until this is resolved. Richard Selby, 3 Forrestal Circle N., stated he believes they should put in the crosswalk and if they are going to put them in over here, they better consider putting them in on Mayport Road. He stated they have been very negligent about all businesses there. Mitch Reeves, 1663 Sea Oats Drive, related an incident at the crosswalk at the tennis courts and stated he can understand their frustration on that road. He also stated he didn't see any of the Commissioners or City officials at this weekend's Halloween event for the children at town center and was disappointed he saw no police on the Atlantic Beach side to help the children cross the street. He stated it could have been due to bad communication but if it was there needs to be some way to open those communications. He stated he would like to see that corrected next year if it comes up. He stated his real reason to address the Commission tonight was because of questions he received from citizens about the agenda of Nov 12. He stated after the new Commission takes their oath the agenda does not have the Courtesy of the Floor to Visitors and asked if, when the new Commission goes into session, since it will be a new meeting, will they offer public speaking before that meeting. No one else from the audience spoke so Mayor Borno closed the Courtesy of the Floor to Visitors. 2. RESOLUTION NO. 13 -15 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, REQUESTING THE FLORIDA DEPARTMENT OF TRANSPORTATION TO DESIGNATE STATE ROAD A1A IN ATLANTIC BEACH, DUVAL AND NASSAU COUNTIES AS A FLORIDA SCENIC HIGHWAY -2- This item was taken out of sequence and acted on earlier in the meeting. 3. Public Hearing on UBEX -13- 00100071, 57 West 9th Street. Request for use -by- exception as permitted by Section 24- 111(c)(6), to allow the sale of electric vehicle, including street legal golf carts, to be located on a property within the Commercial General (CG) zoning district at 57 West 9th Street. Mayor Borno read the use -by- exception by title. Mr. Hanson explained there was an error in putting this on the agenda. He stated they understood the applicant wanted it done quickly, however they found they did not have time to properly advertise this for the Public Hearing tonight. He stated staff will explain the staff report but it will have to be acted on at the November 12 meeting. Jeremy Hubsch explained the use -by- exception stating this is for a different site than previously approved. He showed slides of the new site and a preliminary site plan, a list of examples of potential uses in CG zoning, and development standards. He stated the Community Development Board voted 6 -0 to recommend approval. He stated the applicants did want to display some vehicles which they will bring inside in the evenings and the Commission will need to consider whether to allow that. He answered questions from the Commission. Ted Jackrel, 13707 Little Harbor Court, (owner of the business) also answered questions from the Commission. Commissioner -elect Jimmy Hill asked that the record show that he was in the audience for viewing purposes only so this can get fast tracked. Mayor Borno opened the Public Hearing. No one spoke so he closed the Public Hearing. Mayor Borno stated no action could be taken tonight. Motion: Defer to November 12, 2013 on the current Commission's agenda. Moved by Daugherty, Seconded by Woods Votes: Aye: 5 — Beckenbach, Daugherty, Mark, Woods, Borno Nay: 0 MOTION CARRIED 4. ORDINANCE NO. 75- 13 -19, Public Hearing and Final 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 Daugherty, Seconded by Mark Mayor Borno explained the Ordinance is revising the parking ordinance to make it easier for the -3- Police to enforce parking limits on the right -of -ways. 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 5. Crosswalk on Seminole Road at David Street. Mayor Borno stated he had asked that this be put on the agenda and explained that Chief Classey would give a report on this. Chief Classey explained the criteria for putting in crosswalks. He pointed out that every intersection is a legal crosswalk; it doesn't matter if lines are painted. He stated lines do not require anything greater from the driver than an unmarked crosswalk. He stated sometimes there is almost a false sense of security in a marked crosswalk with people thinking if I step out into it, the car has to stop, which is not true. He explained the car only has to yield or stop for a pedestrian in the crosswalk if the pedestrian already has control of the crosswalk and a pedestrian is only able to get that control of a crosswalk by stepping out when it is safe to do so. He stated you can't just step out in front of a car into a marked or unmarked crosswalk. He stated this crosswalk is within a school zone and they don't want to encourage people, primarily the kids walking to school, to cross there because they have a marked crosswalk at Seaspray that is manned by a crossing guard in the morning and afternoon. He stated that is where they want to direct people to cross at because it is a much safer place. He further explained additional reasons for not putting in a crosswalk at this intersection. He also discussed the crosswalks at 11th Street, which he stated has had a crosswalk there for 20 years, and 15th Street, explaining why these intersections are quite different from David Street. He answered several questions from the Commission. Discussion ensued. Mayor Borno further explained the reason he brought this up was to provide uniformity and to be consistent. He stated he would lean toward putting the crossing lights and the sign up for pedestrian crossings. He also mentioned the flashing lights at the school zone remaining so far down Seminole, at what used to be the original crossing until they shifted it to Seaspray. Chief Classey stated they asked Duval County Schools to look into that, because it does seem excessively long on the south end, and they said they don't want to move it. Further discussion ensued. Rick Carper stated one of the projects on the list to be discussed tonight is to install a sidewalk down Sturdivant from Seminole Road to Sherry Drive. He stated right now David Street ends at Atlantic Beach Elementary. He stated they will probably be having this same conversation sometime down the road for a crosswalk at Sturdivant. After further discussion Commissioner Beckenbach stated he would like to workshop this item. Motion: Defer to November 25th Workshop. Moved by Beckenbach, Seconded by Woods Discussion ensued. -4- Mr. Carper stated he will prepare and release the RFP for the Seminole drainage and streetscape improvements the first week in December so the actual RFP would not be awarded until February and the Saltair improvements are a month behind that. Commissioner Woods asked if they could discuss this at the November 25 meeting. Mr. Carper stated they could. He stated he won't have the plans ready for 6 -8 months but they can talk about it in the workshop and getting more guidance from the Commission helps him refine his RFP before he releases it. Votes: Aye: 5 — Beckenbach, Daugherty, Mark, Woods, Borno Nay: 0 MOTION CARRIED 6. Board Member Review Committee recommendations for appointments to the Police Officers' Pension Board of Trustees and the Community Development Board. Commissioner Daugherty explained the recommendations of the Board Member Review Committee for the vacancies on the Police Officers' Pension Board of Trustees and the Community Development Board. Motion: Reappoint William Tomson and John Wolfel to serve an additional term on the Police Officers' Pension Board of Trustees. Moved by Daugherty, Seconded by Borno Votes: Aye: 5 — Beckenbach, Daugherty, Mark, Woods, Borno Nay: 0 MOTION CARRIED Motion: Reappoint Kirk Hansen and Patrick Stratton to serve an additional term on the Community Development Board beginning January 1, 2014. Moved by Daugherty, Seconded by Borno Votes: Aye: 5 — Beckenbach, Daugherty, Mark, Woods, Borno Nay: 0 MOTION CARRIED Motion: Appoint Linda Lanier to serve on the Community Development Board for a term beginning January 1, 2014. Moved by Daugherty, Seconded by Borno Commissioner Mark disclosed Ms. Lanier serves on her Board of a non - profit and asked if she needs to recuse herself from voting. Mayor Borno asked if there was a benefit for her getting on the Board. Commissioner Mark stated no it is all volunteer. Votes: Aye: 5 — Beckenbach, Daugherty, Mark, Woods, Borno Nay: 0 MOTION CARRIED -5- Mr. Hanson pointed out there was a minor change in the wording of the Resolution adopted and to keep the minutes correct they should make an amendment. He explained on the 4th Whereas there was a strike out as follows "allowing for an extension of an existing route; ". Motion: Amend Resolution to remove the above wording. Moved by Woods, Seconded by Mark Votes: Aye: 5 — Beckenbach, Daugherty, Mark, Woods, Borno Nay: 0 MOTION CARRIED Mayor Borno called for a vote to pass the Resolution, as amended. 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 7:58 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 OCTOBER 28, 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 November 12, 2013, was called to order at 8:04 p.m. by Mayor Borno. Mayor Borno announced the City Attorney may receive a phone call and if he does he will be excused to leave the meeting. 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. There was no discussion of this item. 2. Courtesy of Floor to Visitors There was no discussion of this item. 3. Unfinished Business from Previous Meetings A. City Manager's Follow -up Report. Mr. Hanson reported on the comment about the police officers at the Halloween event, stating they approved the permit for that which required off duty officers and whose off duty officers to use is up to the event organizers. He also reported on a request by some citizens to open the gate at Dutton at 6:00 a.m. on summer weekends rather than 7:30 a.m. when the park rangers start their day. He stated the City experimented with this in the summer of 2012 and reported the cost to open the gate early ranged between $4400 -6000 for the season and Commission did not budget for that overtime for FY 2013. He stated staff looked at an electronic lock which would automatically open the gate and the cost was $4,500, plus $3,500 to power the gate, for a total of $8,000. He asked if the Commission wanted staff to prepare a budget amendment to do this or leave it alone. Discussion ensued. It was the consensus of the Commission for staff to prepare the budget amendment. Commissioner Beckenbach stated they need to advertise that this is available. Minutes — City Commission Workshop October 28, 2013 Page 2 Item 8B was taken out of sequence and acted on at this time. B. Approval of Special Magistrate for Dangerous Dogs. Mr. Hanson reported on the applicants who were interviewed for the Special Magistrate to hear the dangerous dog cases, stating staff's unanimous recommendation was to appoint Jeb Branham, who was in the audience. He explained Mr. Branham's background, stating his rate will be $175/hr and they estimate expenses to be less than $1000 /year. He stated staff's recommendation is to approve the appointment of Jeb Branham as Special Magistrate. Mayor Borno asked if the fee for his services can be transferred back to the person who has the case. City Attorney Jensen stated expenses can be charged back to those cases. Discussion ensued regarding reviewing the contract periodically. Jeb Branham addressed the Commission stating he has no problem working on an at -will basis. He stated if the Commission gets tired of him and doesn't like what he is doing they should have the right to get rid of him. Item 8A was taken out of sequence and acted on at this time. A. Renewal of employee benefit insurance policies (health, dental, disability, etc.). Mr. Hanson introduced Brooks Faison of Harden and Associates to present the benefit changes for January 1, 2014. Brooks Faison, Sr. Vice President of Harden and Associates, gave a slide presentation explaining the 2014 renewal options, reasons for the renewal increase, and the benefit changes to the core plan. 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 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 Depaitlnent 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 -12). 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. Minutes — City Commission Workshop October 28, 2013 Page 3 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. Commissioner Daugherty pulled item C. (Alan Jensen left the meeting at 8 :31.) Public Utilities Director Donna Kaluzniak explained the reason for having annual contracts with three different labs is to give us some flexibility. She stated each test they have to run for water and wastewater has to be done with a specific method or methods that are approved and the lab has to be certified for those methods by the Department of Health and the National Environmental Laboratory Accreditation System. She stated not all labs are certified for all tests and all methods and this gives us a little flexibility. She stated she did include for renewal Advanced Environmental Laboratory, which was the lab that did not notify us of the E. coli. She stated she has removed from them all of the drinking water testing but would like to keep them on board for a couple of the wastewater tests that are specific methods that the other laboratories don't do. She stated all three labs have sent her signed agreements that for any unusual, problematic positive bacteriological we will be notified immediately. She stated Advanced Environmental Laboratory knew that we were very displeased with our lack of proper notification. She stated if the Commission does not want to use them, staff will come up with a Plan B. She answered questions from the Commission. Discussion ensued. Commissioner Daugherty also pulled item F. Public Works Director Rick Carper explained why he is not recommending awarding the bid to the low bidder, stating he is recommending staying with Beachcombers North, due to their outstanding performance for the five years they have been working for him and the fact that they were the only one that met the qualification standards we put in our bid package for beach cleaning experience. He answered questions from the Commission. Discussion ensued. 5. Committee Reports None. 6. Action on Resolutions None. 7. Action on Ordinances None. 8. Miscellaneous Business A. Renewal of employee benefit insurance policies (health, dental, disability, etc.). This item was taken out of sequence and acted on earlier in the meeting. B. Approval of Special Magistrate for Dangerous Dogs. Minutes — City Commission Workshop October 28, 2013 Page 4 This item was taken out of sequence and acted on earlier in the meeting. 9. City Manager A. City Manager's Report. Mr. Hanson reported on an intent to sue letter received related to a building permit issued to a property on Beach Avenue. He stated this has been turned over to the City's insurance company. He stated the strategic planning quarterly report was distributed and if the Commission has any questions, give him a call. 10. Reports and /or requests from City Commissioners and City Attorney Adjournment of Retiring Commission Oath of Office for New Commission • Jonathan Daugherty - Commissioner Seat 5 • Jimmy Hill - Commissioner Seat 4 • Carolyn Woods - Mayor- Commissioner Seat 1 Call to Order of New Commission 11. Recognition of Outgoing Commissioners A. RESOLUTION 13 -13 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, HONORING MAYOR LOUIS "MIKE" BORNO, JR. FOR HIS DISTINGUISHED PUBLIC SERVICE. Discussion ensued regarding the new Commission adding a Courtesy of Floor to visitors after they take office. 12. Comments from Mayor and Commissioners The Commission invited Commissioner -elect Jimmy Hill to come to the table during the rest of the meeting. A. Amend noise ordinance to prohibit lawn work before 9:00 a.m. on weekends. Commissioner Mark explained a citizen called her to add to the noise ordinance that commercial lawn companies not start before 9:00 a.m. on Saturday and Sunday and another asked about not allowing commercial construction on Sunday. Discussion ensued. Commissioner Mark stated she will put this agenda item on the workshop for discussion on November 25 and they will see what the feedback is from the citizens. Minutes — City Commission Workshop October 28, 2013 Page 5 B. Project List. Commissioner Mark stated she would like to have a workshop to look at the project list, discuss the items and prioritize each. Discussion ensued. The consensus of the Commission was to have a workshop on the project list at 5:00 p.m. before the December 9 meeting. C. Report on Solid Waste Contract. Mr Hanson reported the City's sanitation contract will expire next summer and normally we would be sending out bids now because the contractor needs several months to complete the order of equipment. He stated due to the City's negotiation with Jacksonville they don't know what to put in the bid specs. He reported on the issue with the tipping fees and proposed compromise with Jacksonville. Commissioner Daugherty disclosed he received a contribution to his campaign fund from one of the waste haulers. Discussion ensued. Mr. Hanson stated he will brief Commissioner -elect Hill on the background of the tipping fee issue. The Commission directed staff to get an update from Council President Gulliford. Mr. Carper stated he will ask the present hauler if they will extend for six months, in writing, and will report back at the November 12th meeting. Mr. Hanson and Mr. Carper answered questions from the Commission. D. Design for remodeling and expansion of Police Building. Commissioner Woods stated, at the workshop, it was decided the Commission would set parameters for an RFP. Commissioner Daugherty stated his parameters were that it be on this side of creek; look at phased construction (addition or separate bldg); move staff to that building; and a sally port area should be an add alternate. Discussion ensued. It was the consensus to have another workshop at 5:30 p.m. on November 18 for the purpose of giving the parameters of RFP including leaving the meeting with a clear picture of what they are going to build related to the content and purpose. E. Discussion of possible moratorium on enforcement of restrictions for boat and trailer parking in front yards. Commissioner Daugherty stated it was his understanding when they previously discussed this that there would be a moratorium on enforcement until a decision was made, however they didn't vote to do that. He stated he would like to bring it up as an action item on the November 12 meeting to place a moratorium until the decision is made by the Community Development Board. Discussion ensued. Commissioner Daugherty stated a lot of people are getting 10 -day notices so until the Community Development Board makes a decision, he believes we should hold off on these tickets like they had discussed. Building and Zoning Director Mike Griffin explained the process stating he believes the Community Development Board will make a recommendation at their next meeting on November 19. Discussion ensued. It was the consensus to have the moratorium on the entire City until they vote on it in December. Commissioner -elect Hill stated the community is a water - surrounded island and boats, specifically, are a quality of life issue that makes Atlantic Beach part of what it is and he would like to go on record that he would like to not restrict access to quality of life issues as often as possible. Discussion ensued. Commissioner Daugherty clarified what he is proposing is that on Minutes — City Commission Workshop October 28, 2013 Page 6 the meeting on November 12 they do a moratorium on the enforcement of this until this is considered by the Community Development Board. Commissioner Woods discussed the proposed letter to the FDOT that she distributed. Adjournment There being no further discussion by the City Commission, Mayor Borno declared the meeting adjourned at 10:10 p.m. Mike Borno Mayor Donna L Bartle, CMC City Clerk *Formal action (if needed) will be taken at the Commission Meeting of November 12, 2013.