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1A- Minutes 3-10-14 1 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING April 14, 2014 - 6:30 PM AGENDA Call to order Invocation and pledge to the flag 1. A. Approve the minutes of the Regular Commission Meeting of March 10, 2014. B. Approve the minutes of the Special Called Meeting of February 24, 2014. C. Approve the minutes of the Commission Workshop of February 24, 2014. 2. Courtesy of Floor to Visitors 3. Unfinished Business from Previous Meetings A. City Manager’s Follow-up Report. 4. Consent Agenda ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED TO BE ROUTINE BY THE CITY COMMISSION AND WILL BE ENACTED BY ONE MOTION IN THE FORM LISTED BELOW. THERE WILL BE NO SEPARATE DISCUSSION OF THESE ITEMS. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY. SUPPORTING DOCUMENTATION AND STAFF RECOMMENDATIONS HAVE BEEN PREVIOUSLY SUBMITTED TO THE CITY COMMISSION ON THESE ITEMS. A. Acknowledge receipt of the Building Department Monthly Activity Report, Code Enforcement Monthly Activity Report, and Financial Report for February 2014. B. Award the contract for Concrete Repairs, Bid No.1314-08, for the Public Works/Utilities Department to Taylor Concrete Services & C.A.P. Contracting Inc., for one year. C. Award the contract for the Dutton Island Road Sidewalk and Drainage Project: CDBG 2014 (PW1301) Bid No. 1314-07 to Core Construction and authorize the City Manager to execute the contract documents on the City’s behalf. D. Authorize Insituform Technologies, LLC to install cured-in-place pipe (CIPP) for the FY14 Sewer Rehabilitation Project in the amount of $145,200, using specifications and pricing in JEA Contract No. 116616. Authorize the City Manager to sign the contract with Insituform Technologies, LLC. E. Award a contract for Bid No. 1314-06 for the Repair and Fiberglass Lining of Manholes on Saturiba Drive in the amount of $54,450.00 to J & H Waterstop Utilities, Inc. and authorize the City Manager to sign the contract. F. Declare the list of property as surplus so that the items on it may be disposed of in the most beneficial way to the City. G. Award a contract for Bid No. 1314-05 for the Interior Repair and Painting of Ground Storage Tank at Water Plant #2 in the amount of $75,504.00 to E & D Contracting Services, Inc. and authorize the City Manager to sign the contract. H. Approve the Amendment to the Verizon Wireless Site Lease and authorize the City Manager to sign the lease documents. 2 5. Committee Reports None. 6. Action on Resolutions None. 7. Action on Ordinances A. ORDINANCE NO. 90-14-222, Public Hearing and Final Reading AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA, AMENDING CHAPTER 24, ARTICLE III, DIVISION 4, SECTION 24-84 OF THE CODE OF ORDINANCES, LAND DEVELOPMENT REGULATIONS, TO REPEAL CONDITIONS OF LOTS EXTENDING BETWEEN BEACH AVENUE AND OCEAN BOULEVARD; PROVIDING FOR CONFLICT; PROVIDING FOR SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE. 8. Miscellaneous Business A. Engineering Design of Stormwater Improvements for Saltair Subdivision and Sturdivant Road Sidewalk (PW1406) (Note: A revised staff report and attachments will be provided to the City Commission prior to the Workshop on March 24, 2014.) B. City Attorney Selection C. City Manager Search Firm Selection D. Evaluation of Police Building Expansion and Remodeling Feasibility Study (RFP No. 14- 04) 9. City Manager A. City Manager’s Report. 10. Reports and/or requests from City Commissioners and City Attorney A. Charter Review Committee (Mayor) B. Recruitment of Grant Writing Services (Mayor) C. Theatre in the Park (Mayor) D. Appointments to the Board Member Review Committee (Mayor) If any person decides to appeal any decision made by the City Commission with respect to any matter considered at any meeting, such person may need a record of the proceedings, and, for such purpose, may need to ensure that a verbatim record of the proceedings is made, which record shall include the testimony and evidence upon which the appeal is to be based. Any person wishing to speak to the City Commission on any matter at this meeting should submit a request to the City Clerk prior to the meeting. For your convenience, forms for this purpose are available at the entrance to the Commission Chambers. Every effort is made to indicate what action the City Commission is expected to take on each agenda item. However, the City Commission may act upon any agenda subject, regardless of how the matter is stated on the agenda. In accordance with the Americans with Disabilities Act and Section 286.26, Florida Statutes, persons with disabilities needing special accommodation to participate in this meeting should contact the City Clerk by 5:00 PM, Friday, April 11, 2014. MINUTES AGENDA ITEM# lA APRIL 14,2014 *REGULAR CITY COMMISSION MEETING March 10, 2014 CITY HALL, 800 SEMINOLE ROAD IN ATTENDANCE: Mayor Carolyn Woods Mayor Pro Tern Mark Beckenbach Commissioner Jonathan Daugherty (arrived at 6:33p.m.) Commissioner Jimmy Hill Commissioner Maria Mark Call to Order/Pledge: City Manager Nelson VanLiere City Attorney Richard Komando City Clerk Donna Bartle Recording Secretary Nancy E. Bailey Mayor Woods called the meeting to order at 6:32p.m. Commissioner Hill gave the Invocation, followed by the Pledge of Allegiance to the Flag. 1. A. B. c. Approve the minutes of the Regular Commission meeting of February 10, 2014. Approve the minutes of the Commission Workshop of January 27, 2014. Approve the minutes of the Beaches Habitat for Humanity Community Meeting of January 22, 2014. Mayor Woods asked if there were any corrections to the above minutes. There were no corrections so Mayor Woods stated the minutes will stand as submitted. 2. Courtesy of Floor to Visitors Mayor Woods opened the Courtesy ofthe Floor to Visitors. Don Ford, 338 6th Street, addressed the changes to the agenda stating the final information wasn't out until today for tonight's meeting. He stated that is not a legal notice. He stated you don't give people enough time to review the agenda before they come to the meeting. He stated this Commission has done a great job on creating a transparent meeting and getting as much information as possible out but you have to give the public enough time to review everything that is on that agenda and to throw it out there on the day of the meeting, somebody needs to look hard at that. He stated if you can't get it on the agenda, as a department head, in a timely manner so the public can review it then maybe they should pull it and put it on the next meeting. Louise Geib, 1019 Big Pine Key, stated they need a pedestrian activated flashing light at the crosswalk at 11th and Seminole Rd. Chris Jorgensen, 92 W. 3rd, spoke in opposition to the Habitat project at 201 Mayport Road, stating his main concern is safety and security. Lee Catherine Hicks, Republic Services, 8619 Western Way, Jacksonville, addressed the sanitation contract and encouraged a rebid of the contract. She stated she believes Republic can beat this price. She pointed out that the commercial rate is missing from the staff report. She also stated Republic is considered the recycling experts in the industry, locally, and there was no addressing of a potential revenue source on the recycling materials in the staff report. No one else from the audience spoke, so Mayor Woods closed the Courtesy of the Floor to Visitors. March 10,2014 REGULAR COMMISSION MEETING AGENDA ITEM# 1A APRIL 14, 2014 Page2 A. Presentation from Purvis Gray regarding the Audited Financial Statement ofFY2012-2013. Ron Whitesides, Purvis Gray & Company, Audit Partner in charge of the City's outside independent auditors, presented the summary of the results of the annual audit report for 2013, stating the audit went quite well and the City continues to process the funds and take care of the citizens' money in a very prudent manner. He stated the City is in a strong financial condition. He answered questions from the Commission. 3. Unfinished Business from Previous Meetings A. City Manager's Follow-up Report. City Manager Nelson VanLiere stated the City Attorney RFPs have come in and the Commission has been given those packets. He stated staff plans to have presentations by the two firms on the March 24 Workshop agenda. Discussion ensued. It was the consensus of the Commission to have presentations at the next Workshop and vote on it at the next Commission Meeting. He further stated the proposals for City Manager search firms have also come in, Cathy Berry has ranked them, and he would like them to also be put on the March 24 Workshop. It was the consensus of the Commission to bring the top 3 ranked to the next Workshop meeting for their presentations, with voting at the next Commission meeting. Mr. VanLiere announced that last weekend we had our first customer pay their utility bill from our website and there has already been a decrease in activity at the utility counter. He stated he gave out the budget calendar to the department heads this morning so they will stali putting their budgets together and he would like to have the budget workshop meeting in April. He stated he will have Yvonne Calverley contact the Commission to arrange the meeting. Discussion ensued. Mayor Woods suggested that they schedule two meetings, in case a second was needed. He announced that the Pension Board has two members, Vic Gualillo and Tim Townsend, whose terms have expired and they have agreed to serve additional te1ms, stating they were unopposed so they didn't actually have to have an election. He asked for permission to put a grant application on the Special Called Meeting of March 24 for a generator for City Hall. He stated in order to officially apply they have to come to the Commission and the deadline is March 28. It was the consensus of the Commission to do that. He announced the Police Building RFP will be on next agenda. He stated there were problems in scheduling the next Town Hall meeting. It was the consensus of the Commission to have Ms. Calverley contact them with new dates. City Clerk Bartle asked which staff members they want there and do they want it videotaped. It was consensus of the Commission to not require staff to be there and that there will be no videotaping. 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 March 10, 2014 REGULAR COMMISSION MEETING AGENDA ITEM# 1A APRIL 14,2014 Page3 CONSIDERED SEPARATELY. SUPPORTING DOCUMENTATION AND STAFF RECOMMENDATIONS HAVE BEEN PREVIOUSLY SUBMITTED TO THE CITY COMMISSION ON THESE ITEMS. A. Acknowledge receipt of the Building Department Monthly Activity Report, Code Enforcement Report, List ofNew Business Taxes, Financial Report and Utility Sales Report for January 2014. B. Accept the FY 2012-2013 Audit Report. C. Award Bid for East Coast Drive Drainage and Streetscape Improvements to J.B. Coxwell Contracting and authorize the City Manager to execute the contract documents on the City's behalf (Bid No. 14- 1213-12R). D. Extend the contract for small asphalt paving repairs with Tom's Asphalt Repairs, Inc. for one year at the current prices. E. Approve the Interlocal Agreement Amendment for the Distribution of 911 Funds for Call-Taker Salaries and authorize the Mayor and City Manager to sign the paperwork. Mayor Woods read the Consent Agenda. Commissioner Daugherty pulled Item D. Motion: Approve Consent Agenda Items A, B, C, & E as read. Moved by Beckenbach, Seconded by Hill Votes: Aye: 5-Beckenbach, Daugherty, Hill, Mark, Woods Nay: 0 MOTION CARRIED Commissioner Daugherty stated this expired on February 28, 2014 and asked why they didn't see this in advance. Mr. Carper explained there was a delay in getting letters back agreeing to the extension. He stated their work is satisfactory. Motion: Approve Consent Agenda Item D as read. Moved by Daugherty, Seconded by Beckenbach Votes: Aye: 5-Beckenbach, Daugherty, Hill, Mark, Woods Nay: 0 MOTION CARRIED 5. Committee Reports A. Actuarial Valuation Reports for General Employees' Retirement System for Fiscal Year ending September 30, 2013. B. Actuarial Valuation Reports for Police Employees' Retirement System for Fiscal Year ending September 30,2013. City Manager Van Liere asked that the Commission accept these reports as delivered. March 10, 2014 REGULAR COMMISSION MEETING Motion: Accept the Actuarial Valuation Reports above as delivered. Moved by Daugherty, Seconded by Beckenbach Votes: Aye: 5-Beckenbach, Daugherty, Hill, Mark, Woods Nay: 0 MOTION CARRIED 6. Action on Resolutions AGENDA ITEM# 1A APRIL 14, 2014 Page4 A. ATTACHMENT E-6, RESOLUTION NO. 14-03 FOR ASSISTANCE 2014 UNDER THE FLORIDA INLAND NAVIGATION DISTRICT WATERWAYS ASSISTANCE PROGRAM. Mayor Woods read Attachment E-6, Resolution No. 14-03 by title. Public Works Director Rick Carper gave a slide presentation on the Marsh Master Plan Ped Path, stating he had revised the FIND grant application to be non-specific. He reported a community meeting has been scheduled for March 19 in the Chamber to discuss this. Discussion ensued. He explained the Resolution. Motion: Approve Attachment E-6, Resolution No. 14-03 as read and authorize the City Manager to sign the Application for the Florida Inland Navigation District Waterways Assistance Program grants. Moved by Mark, Seconded by Beckenbach Mr. Carper answered questions from the Commission. Votes: Aye: 5 -Beckenbach, Daugherty, Hill, Mark, Woods Nay: 0 MOTION CARRIED 7. Action on Ordinances A. ORDINANCE NO. 90-14-221, Public Hearing and First Reading AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, DUVAL COUNTY, FLORIDA, REZONING PARCEL IDENTIFICATION NUMBER 177649-0000 FROM COMMERCIAL LIMITED (CL) AND RESIDENTIAL MULTI-FAMILY (RG-M) TO A SPECIAL PLANNED AREA (SPA) AS PERMITTED BY SECTIONS 24-116 THROUGH 24-126 OF THE CODE OF ORDINANCES TO ALLOW A MAXIMUM OF EIGHTY (80) RESIDENTIAL UNITS, PROVIDING FOR SPECIAL CONDITIONS; PROVIDING FINDINGS OF FACT; PROVIDING FOR CONFLICT; PROVIDING FOR SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE AND RECORDING. Mayor Woods read Ordinance No. 90-14-221 by title. She opened the Public Hearing. Chris Jorgensen, 92 W. 3rd St., spoke again in opposition to the development. Sally Clemens, 1638 Park Terrace West, asked if anyone has been paying the taxes on the property since it was vacant and in foreclosure. She stated Habitat is non-profit, however, the citizens are March 10, 2014 REGULAR COMMISSION MEETING AGENDA ITEM# !A APRIL 14,2014 eager to go into this property and then it would be taxable, so it is interesting about who has been paying the taxes all these years it has been vacant. Mike Whalen, 1420 Mayport Rd., spoke in opposition to the development, stating they are getting ready to give Habitat thirteen variances to our Zoning Code. No one else from the audience spoke so Mayor Woods closed the Public Hearing. Redevelopment and Zoning Coordinator Jeremy Hubsch gave a summary of what has happened since the last meeting related to public safety and the long-term maintenance and the HOA. Mayor Woods stated the question was brought up earlier and she wanted to address it. She stated this was what was discussed at the last meeting and why it was moved to another first reading because it constituted major changes. She stated the language did not get to the Commission until today and the Commission needs to decide whether they need to address this tonight or defer it because they didn't get the information until today. Commissioner Daugherty stated if this language is reflective of what they asked for in the workshop he believes they should go ahead and consider it. He stated that is the purpose of the workshop, to go through things and ask staff to get back to us. He stated he believes it is a reflection of what they asked for and he would like to consider it. Commissioner Hill stated, in his opinion, the public notification side of it isn't being met. He stated he doesn't want to stop the process but he would like to ask if they are comfortable with the public notification side. Page 5 City Attorney Komando stated the public does have a right to be notified and believes that notification did take place at the workshop when there was an indication, in the conversation between Habitat and the Commission, that some of the conditions that were contained in the HOA draft were to be included so there would be an enforcement mechanism through zoning, as opposed to an HOA document that could be changed. He stated he believes the public's ability to be notified as to what the content was did occur at the last meeting. He stated this is just the memorialization of those comments. Discussion ensued. Mr. Hubsch explained the changes made as requested by the Commission. Mr. Komando read the definition of the common areas from the HOA documents. Discussion ensued. Motion: Approve Ordinance No. 90-14-221 as read. Moved by Mark, Seconded by Beckenbach Discussion ensued. Jay McGarvey, 81 Ponte Vedra Blvd., PVB, Chairman of Board of Beaches Habitat, explained the taxation related to the development. He answered questions from the Commission. Mr. Hubsch explained what a SPA is and the variances were discussed. (Commissioner Beckenbach left the meeting at 8:16p.m. He returned at 8:17p.m.) Commissioner Hill stated he wanted to go on the record as saying the process for these variances was very different for this organization than it would have been for many. He stated he recognizes that and he would like to address it as an issue to be dealt with. He stated this project flew through to us March 10,2014 REGULAR COMMISSION MEETING AGENDA ITEM# lA APRIL 14, 2014 Page6 and we beat it up pretty good; but through the Board, which would have been the first filter, it flew through. He stated none of that makes it the right project, we have a road that is maxed out with volume. He stated the process of taking ownership of it was suspicious in the sense that it didn't go to a regular market. He stated he is not saying there is anything that went wrong or it was done inappropriately, but it certainly didn't go through a realtor, go on the market and show up as it should have. He stated he believes it would have been a really different situation had it gone that route. He stated it is not Habitat's fault that they are savvy at what they do and were in position to take possession of it but he believes they would have been looking at a different project had it taken a different route. He stated he has genuine concerns that they are blocking a piece of property away from the rest of our citizens taxwise because he believes that it will not generate the revenue it would in another type of development. He stated he thinks it is the wrong project for that and giving exceptions to do what is wrong for our community is a mistake. Motion: Call the question. Moved by Commissioner Mark Motion failed due to no second. Commissioner Daugherty stated he believes they have done the best they could possibly do to put assurances in that this is going to survive and be a viable community. Votes: Aye: 4-Beckenbach, Daugherty, Mark, Woods Nay: 1-Hill MOTION CARRIED B. ORDINANCE NO. 90-14-222, Introduction and First Reading AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA, AMENDING CHAPTER 24, ARTICLE III, DIVISION 4, SECTION 24-84 OF THE CODE OF ORDINANCES, LAND DEVELOPMENT REGULATIONS, TO REPEAL CONDITIONS OF LOTS EXTENDING BETWEEN BEACH A VENUE AND OCEAN BOULEY ARD; PROVIDING FOR CONFLICT; PROVIDING FOR SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE. Mayor Woods read Ordinance No. 90-14-222 by title. Motion: Approve Ordinance No. 90-14-222 as read. Moved by Mark, Seconded by Hill Votes: Aye: 5-Beckenbach, Daugherty, Hill, Mark, Woods Nay: 0 MOTION CARRIED 8. Miscellaneous Business A. Public Hearing-Request for Use-by-Exception (UBEX-13-00100077) to allow for a drive-thru service lane associated with a restaurant (Panera Bread) within the Commercial General (CG) Zoning District and located at 1021 Atlantic Boulevard. March 10, 2014 REGULAR COMMISSION MEETING Mayor Woods read the request for Use-by-Exception by title. AGENDA ITEM# lA APRIL 14,2014 Page7 Motion: Approve UBEX 13-00100077, as recommended by the Community Development Board. Moved by Daugherty, Seconded by Mark Mayor Woods opened the Public Hearing. No one from the audience spoke so she closed the Public Hearing. Votes: Aye: 5-Beckenbach, Daugherty, Hill, Mark, Woods Nay: 0 MOTION CARRIED B. Tree Ordinance Revisions. Motion: Accept Community Development recommendations to extend the six month time limit for tree mitigation to 12 months and instruct staff to draft an ordinance to amend Chapter 23 of our Code. Moved by Mark, Seconded by Hill Votes: Aye: 5-Beckenbach, Daugherty, Hill, Mark, Woods Nay: 0 MOTION CARRIED C. Sign Code Amortization Update. Mayor Woods explained staff is seeking direction on the enforcement of the upcoming deadline to meet Code on January 1, 2015. Commissioner Hill stated he would like to take a different approach and sunset signs at the end of their useful life. Mr. Hubsch stated Neptune Beach pushed their amortization back six months to September 3 and have the ability to push it back another six months. He stated he can coordinate with them and do more research on it and provide some information back to the Board for the Commission to be able to make an informed decision, if that is the way they want to go. Commissioner Hill stated he would think that would be a complete waste of time to push it six months. He stated this is a long-term issue and will be a way for the Commission to let our businesses know that we really support them. Commissioner Beckenbach stated he would like to figure out how long they are talking about and who makes the decision as to whether the sign is serviceable or not any longer. Discussion ensued. It was the consensus of the Commission to direct staff to research options on how to sunset the signs. Mr. Hubsch stated he will explore some options to be business friendly and help try to improve the esthetics. D. Request for a Waiver from City Code Section 19-7 Driveway Limitations to Allow a Circular Driveway on a Lot with Less Than 100 Foot Frontage (149 Oceanwalk Dr. S.) March 10, 2014 REGULAR COMMISSION MEETING AGENDA ITEM# lA APRIL 14,2014 Motion: Approve the reguested waiver to the City Code Section 19-7 reguirements. Moved by Beckenbach, Seconded by Mark Votes: Aye: 5-Beckenbach, Daugherty, Hill, Mark, Woods Nay: 0 MOTION CARRIED E. Robert Street Ditch-Approval of Design Proposal. PageS Motion: Direct staff to proceed with Hanson with design and permitting as discussed in the attached Scope Proposal. Moved by Beckenbach, Seconded by Mark Votes: Aye: 5-Beckenbach, Daugherty, Hill, Mark, Woods Nay: 0 MOTION CARRIED F. Rose Park Improvements -Dog Park Completion. Motion: Authorize the City Manager to move $40,000 in account 001-6020-572-6300 from Project PM1402 (Gazebo) to Project 1302 (Rose Park). Moved by Mark, Seconded by Beckenbach Votes: Aye: 5-Beckenbach, Daugherty, Hill, Mark, Woods Nay: 0 MOTION CARRIED G. Options for City Sanitation Contract. Motion: Exercise the option for extension contained in the current contract with Advanced Disposal Contract for seven years and authorize the City Manager to negotiate the extension for the City. Moved by Beckenbach, Seconded by Mark Mr. Carper addressed the comments made by Ms. Hicks, stating the proposal by Advanced Disposal to extend the current contract addresses commercial in that proposal, because it doesn't address it. He stated they are saying extend the contract, as is, at the current rate. He stated that is one of the topics that will be part of our discussion if they approve authorizing the City Manager to negotiate. He stated, as far as a recycling rebate, that would be great. Discussion ensued. Mr. Carper answered questions from the Commission. Mayor Woods asked the City Attomey if it is inappropriate for us to continue this contract instead of putting it out to bid. Mr. Komando stated, no, that is why there is an extension provision as part of the contract. He stated it is something that is generally contemplated when the original RFP goes out. March 10,2014 REGULAR COMMISSION MEETING AGENDA ITEM# lA APRIL 14, 2014 Page9 Mr. Carper clarified his recommended motion is to approve the extension but allow the City Manager to negotiate the terms; it isn't to have the City Manager negotiate, bring those terms back and then the Commission say, no, go rebid it. Votes: Aye: 3 -Beckenbach, Mark, Woods Nay: 2 -Daugherty, Hill MOTION CARRIED H. Donner Park Baseball Field Improvements CDBG 2014. Motion: Authorize staff to negotiate with Core Construction to bring cost within budget of $75,000. Moved by Daugherty, Seconded by Mark Mr. Carper explained they have already done the infield work, this is outfield and other infrastructure. He answered questions from the Commission. Votes: Aye: 5-Beckenbach, Daugherty, Hill, Mark, Woods Nay: 0 MOTION CARRIED I. Public Works Building Canopy Replacement. Motion: Authorize staff to prepare a budget modification to replace the canopy at the Public Works building. Moved by Beckenbach, Seconded by Mark Votes: Aye: 5-Beckenbach, Daugherty, Hill, Mark, Woods Nay: 0 MOTION CARRIED Mr. VanLiere stated this is the one we wanted to go forward with quotes rather than bid out. He stated our limit would be $25,000 to go out to bid on a project like this, but they are trying to get this repaired and secured before the hurricane season and they can cut down a lot of time if they can just go straight with quotes rather than through the bidding process. Mr. Carper stated they didn't change the staff report to change the motion to do that. Commissioner Daugherty stated he would make a motion to bring this back up for discussion. City Attorney Komando stated that would be a motion to reconsider. Motion: Reconsider Moved by Daugherty, Seconded by Mark Mayor Woods, Mr. VanLiere and Mr. Carper explained the reconsideration is to change the motion to allow staff to proceed based on quotes rather than the bid process and the source of the funds is the savings from the East Coast Drive project that would not be bid out this year. Votes: March 10,2014 REGULAR COMMISSION MEETING Aye: 5-Beckenbach, Daugherty, Hill, Mark, Woods Nay: 0 MOTION CARRIED AGENDA ITEM# 1A APRIL 14, 2014 Page 10 Motion: Allow staff to proceed based on quotes rather than the bid process and the source of the funds are allocated from the East Coast Drive drainage project and authorize City Manager to approve requisitions up to the budgeted amount of $75,000. Moved by Daugherty, Seconded by Beckenbach Votes: Aye: 5-Beckenbach, Daugherty, Hill, Mark, Woods Nay: 0 MOTION CARRIED J. Engineering Design of Storm water Improvements for the Saltair Neighborhood (RFP # 14-02). Motion: Authorize staff to begin negotiations with the top-ranked firm, Ayres Associates, for engineering services for the Stormwater Improvements for the Saltair Neighborhood and Sidewalk on Sturdivant A venue. Moved by Beckenbach, Seconded by Daugherty Votes: Aye: 5-Beckenbach, Daugherty, Hill, Mark, Woods Nay: 0 MOTION CARRIED K. Engineering Design of Stormwater Improvements for the Seminole Road South of City Hall (RFP #14-03). Motion: Authorize staff to negotiate with the top-ranked firm, Genesis Group, for engineering services for the Stormwater Improvements for Stormwater and Streetscape Improvements for Seminole Road south of City Hall. Moved by Beckenbach, Seconded by Mark Commissioner Hill asked if this has anything to do with the attempted mitigation of parking or are they just addressing drainage at this point. Mr. Carper stated the parking will be addressed through the streetscape improvements. Votes: Aye: 5-Beckenbach, Daugherty, Hill, Mark, Woods Nay: 0 MOTION CARRIED L. Crosswalk Enhancements. Chief Mike Classey reported on the crosswalk enhancements, summarizing his staff report. March 10,2014 REGULAR COMMISSION MEETING AGENDA ITEM# 1A APRIL 14, 2014 Page 11 Discussion ensued. Chief Classey answered questions from the Commission. It was the consensus of the Commission to have further discussion on this at the budget workshop. M. Police Department Annual Report for 2013. Chief Classey summarized his staff report on the Police Department Annual Report. He answered questions from the Commission. He also reported on the Chat with the Chief, stating the next Chat will be April 1 at 6:00 p.m. in the Commission Chamber; the Citizen's Police Academy; and the recent EOC meeting. Commissioner Hill discussed the gang tagging issue that is creeping into the City. He requested the Chief get with Neptune Beach to discuss this issue. 9. City Manager A. City Manager's Report. City Manager Van Liere reiterated there will be a community meeting on March 19 in the Chamber at 6:00 p.m. regarding the Marsh Multipurpose Path. Commissioner Beckenbach asked if the meeting would be videotaped. Mr. Carper explained the format of the meeting, stating it would not be conducive to videotaping. He stated the announcement for the community meeting has the link to the website for updates. Commissioner Hill stated he wants the meeting videotaped regardless of the quality. Mr. Carper stated he will coordinate with IT but most of it will be looking at people's backs. Discussion ensued. City Clerk Bartle asked if the Commission is coming. Mayor Woods stated it will need to be noticed and minutes taken. Mr. Carper stated he has already written on his announcement that two or more Commissioners may attend and the consultant will take minutes. 10. Reports and/or requests from City Commissioners and City Attorney Commissioner Beckenbach • Stated he believes the Strategic Plan will be more of a visioning process this year and would like to develop something with the Commission talking about that vision and get a group of citizens who are also interested in something like that. He stated he hopes they start their visioning process now for that strategic plan. • He further discussed the workshops, stating they are impmiant to him to get answers to questions about the agenda items. He stated the workshops should be longer meetings and the Commission meetings should be a little shorter because they have already talked about it in the workshop and the citizens have come back and lobbied them over those two weeks. He stated if they want him to put the protocol for the workshops on as an agenda item he will do that but he would like to continue with the format as far as the workshops. He stated he does not want to talk to every one of the managers for a particular meeting. He stated talking to the managers away from the sunshine is not what he ran on. He ran on the fact that he would like to be in the sunshine when he talked to the managers. He stated being prepared is great but not knocking on everybody's door before he comes to the meetings. He stated he wants to learn at the meeting in front of the citizenry so they know what to lobby him with and then have the vote in two weeks. Commissioner Hill • Related to Commissioner Beckenbach's comments, he stated a big part of preparedness is the input from the community and they get a lot of information very last minute and if anyone is coming up March 10, 2014 REGULAR COMMISSION MEETING AGENDA ITEM# 1A APRIL 14, 2014 Page 12 here with a decision made prior to hearing from the community he believes it would be a mistake in the process. He stated he believes the public often has information they are not aware of. • Stated there is a real safety concern on Mayport Rd. with kids disembarking off a school bus and asked if the Chief could figure out a way to address it. He stated they are leaving the bus and going behind the bus through traffic, crossing active lanes of traffic daily. Mayor Woods suggested that the busses pull off of Mayport to drop them off. Commissioner Daugherty • Stated the CDBG funds are to help struggling neighborhoods and putting in dugouts in the Donner Park isn't going to help that neighborhood at all. He stated it will help ABAA and that is pretty much it. He believes this is a misuse of those funds. He stated one of his biggest complaints about CDBG funds is that they don't have citizen input on it or Commission input on it. He stated they are given a project that staff decides it should be spent on and it is usually right before the deadline of the application. Mayor Woods stated they discussed where the money is going at the budget meetings. Commissioner Mark • Regarding Commissioner Daugherty's comments about Donner Park, she stated Donner is in one of the most underserved communities in Atlantic Beach and Atlantic Beach Athletic Association does an outstanding job in trying to get the community to allow kids of all socioeconomic levels to play baseball and softball. She stated Russell is probably the most overused park and to relieve some of the pressure off of this park, Donner Park was the only alternative. She stated Commissioner Daugherty approved the funds to be used. • Asked that Mayor Woods give the preamble before public comments because some of these issues are so hotly debated and so passionate we tend to forget decorum in the meetings and she would appreciate that the Mayor give that reminder before public comments. • Related to the Agenda Workshops, etc., Mr. Ford said in his public comment that to get an amended agenda the day of the meeting is wrong and she agrees. She stated if staff is constantly having to amend an agenda it puts a lot of stress on them. She stated she doesn't know if the Commission realizes what kind of additional workload is created because of these last minute items or the items not getting to them by the deadline. She stated she will fuss at Donna Bartle a little because she is the City Clerk, she sets the deadlines and she needs to keep their feet to the fire on those deadlines and if it is not going to make it by that deadline, pending some dire emergency that they have to hear, it doesn't make the agenda. She stated if staff, from the City Attorney to the City Manager to Department Heads, doesn't believe they have a realistic timeframe to get something done by these deadlines, then you say no. She stated that is what they are here for; we don't need a "yes" staff, they need a staff who is going to work with them, and a staff they can work with, and work within their constraints and timelines as well. She stated, as far as being prepared, she was the one that sent the email because after the last workshop it seemed as though some of the Commission had not even looked at the agenda items because of the questions that were being asked when the answers were right there in the report. She stated she realizes some questions they want to publicly ask so the citizens have an opportunity to hear the answers. She stated there is no sunshine violation to meet with department heads or the City Manager. She stated if they have specific questions that may require a lengthy commentary, she believes it would be prudent to meet with those department heads with those intricate questions so when they do present it in public at a workshop or Commission meeting, they know precisely what to ask in a concise manner. She stated it doesn't do anyone any good to sit here and have questions asked with a two hour commentary on it. She stated some of the topics have been discussed and answered ad nauseam and they just continued. She stated she apologizes if she offended any of her fellow Commissioners but she does believe that they, as a March 10,2014 REGULAR COMMISSION MEETING AGENDA ITEM# I A APRIL 14, 2014 Page 13 Commission, need to learn how to work more efficiently and make better use of everyone's time. She reiterated Ms. Bartle needs to keep their feet to the fire and if she is afraid to say no to them then they need to revisit that whole process, because she is here to keep them on the straight and narrow for that. She stated there has not been one agenda she has not had to amend since they started this process. Ms. Bartle stated this time there were four amendments. Mayor Woods • Announced we have some Board positions corning open and wanted to remind the public to apply. Ms. Bartle stated the immediate opening is for the Board Member Review Committee, which the Commission appoints. She stated she needs applications in by this Friday, 3/14/14, in order to get it in the agenda for the next Commission Meeting. She also stated Code Enforcement will have a vacancy due to a member who will be resigning at the end of the month and Cultural Arts is also corning up soon. She stated although they need applications for all the Boards and Committees to get an applicant base up, those are the three we need right away. City Clerk Bartle • Referring to what Commissioner Mark mentioned, she stated she has tried to encourage people to not amend the agenda whenever she believed we had a precedence that we shouldn't put it on the agenda because of something that was said at a previous meeting or whatever, but we don't have clear rules about the amended agendas, so it is very difficult for her to say no to someone. She stated she would like to have input from the Commission on some rules they could live with and let her say no to them. Mayor Woods stated they would be open to her suggestions on that. Ms. Bartle stated she will bring something back, if not at the next meeting, the one after that. She stated she will see what is working for other people. Adjournment There being no further business to come before the Commission, Mayor Woods declared the meeting adjourned at 10:01 p.m. ATTEST: Donna L. Bartle, CMC City Clerk Carolyn Woods Mayor/Presiding Officer *A Workshop was held on February 24, 2014 for the purpose of discussing these items. Please refer to the Workshop Minutes for the previous discussion.