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10-28-13 Workshop 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 staffs 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 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. 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 MOW 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. Carolyn Woo. Mayor 62z ,v 01S F , Donna L. Bartle, CMC City Clerk *Formal action(if needed)will be taken at the Commission Meeting of November 12,2013.