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Amended Agenda Packet 4-14-14Added Added CITY OF ATLANTIC BEACH CITY COMMISSION MEETING April14, 2014-6:30 PM AMENDED AGENDA Call to order Invocation and pledge to the flag 1. 2. 3. A. B. c. Approve the minutes ofthe Regular Commission Meeting of March 10, 2014. Approve the minutes ofthe Special Called Meeting of February 24, 2014. Approve the minutes of the Commission Workshop ofFebruary 24,2014. Courtesy of Floor to Visitors A. Proclamation honoring Gail Baker for her Distinguished Public Service. B. Proclamation for Child Abuse Prevention Month. Unfinished Business from Previous Meetings Amended A. City Manager's Follow-up Report. 4. Consent Agenda ALL MA TIERS 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 toE & 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. 1 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 A VENUE AND OCEAN BOULEVARD; PROVIDING FOR CONFLICT; PROVIDING FOR SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE. 8. Miscellaneous Business Amended Amended A. B. c. D. Engineering Design of Stormwater Improvements for Saltair Subdivision and Sturdivant Road Sidewalk (PW1406) City Attorney Selection City Manager Search Firm Selection 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 Amended 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 5:00PM, Friday, April 11, 2014. 2 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. MINUTES OF SPECIAL CALLED MEETING OF AGENDA ITEM# 1B APRIL 14, 2014 ATLANTIC BEACH CITY COMMISSION HELD ON FEBRUARY 24, 2014 PRESENT: Mayor Carolyn Woods Mayor Pro Tern Mark Beckenbach Commissioner Jonathan Daugherty Commissioner Jimmy Hill Commissioner Maria Mark ALSO: Nelson VanLiere, Interim City Manager Richard Komando, City Attorney Donna Bartle, City Clerk Nancy Bailey, Recording Secretary Call to order. The Mayor called the meeting to order at 6:33 p.m. in the Commission Chamber. Commissioner Daugherty gave the Invocation, followed by the Pledge of Allegiance to the Flag. Mayor Woods explained the procedures for the Special Called meeting. 1. Courtesy of the Floor to Visitors 2. 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. Brian Wheeler, 25045 Marsh Landing Parkway, Genesis Group, agent for the applicant, Habitat for Humanity -Beaches Habitat, stated he was available for questions. Mike Whalen spoke in opposition to the 201 Mayport Road development. Don Ford, 338 6th Street, spoke in opposition to the 201 Mayport Road development. Lou Keith, 1845 Tierra Verde Drive, spoke in opposition to the 201 Mayport Road development. Christian Jorgensen, 92 W. 3rd Street, spoke in opposition to the 201 Mayport Road development. AGENDAITEM# JB APRIL 14, 2014 Steve Haerter, 106 19th Avenue S., Jacksonville Beach, spoke in support of the development at 201 Mayport Road. Jeff Montanye, 334 11th Street, spoke in opposition to the 201 Mayport Road development. Stephen Fouraker, 387 6th Street, spoke in opposition to the 201 Mayport Road development. Peyton Hopkins, 957 13th AvenueS., Jacksonville Beach, spoke in support of the development at 201 Mayport Road. Linda Huffman, SOl 16th AvenueS., Jacksonville Beach, spoke in support of the development at 201 Mayport Road. Chevara Orrin, 2069 N. Market St., Jacksonville, spoke in support of Habitat and the development at 201 Mayport Road. Thomas Serwatka, 1431 Riverplace Blvd. #1209, with University of North Florida, spoke in support of Habitat and Habitat housing. Wells Todd, 1761 Sea Oats Drive, stated this is a class issue and they should not cloak what they really are talking about here, which is low income, poor folks moving into Atlantic Beach. He stated you have to give people a chance. No one else in the audience spoke so Mayor Woods closed the Public Hearing. Motion: Approve Ordinance No. 90-14-221, as read. Moved by Mark, Seconded by Beckenbach Jeremy Hubsch, Redevelopment and Zoning Coordinator, showed slides including the final subject site plan (which is attached and made part of this Official Record as Attachment A), summarized the SPA and explained the waivers requested and findings of fact. He answered questions from the Commission. Brian Wheeler of Genesis Group answered questions related to the capacity of Mayport Road stating this project is past where the flyover comes down so it is separated from the full lanes of Mayport Road by the traffic separator. Jay McGarvey, 81 Ponte Vedra Blvd. answered questions related to the homes entering the free market at market rate, how the homes are appraised at point of sale, and questions related to the HOA. Discussion ensued. Mayor Woods stated her main concern about the project is related to the HOA covenants. She stated she is looking for a very real commitment of the Habitat entity to support this project ongoing and wants it clear that Habitat is taking responsibility for the project and upkeep, etc. and that it becomes a part of the SPA documents, so if there is a problem the City of Atlantic Beach only goes to Habitat and Habitat assumes all of the responsibility and passes that on to the HOA and individual homeowners. She referenced Aquatic Gardens stating the developers built it, set up the HOA and they left and the homeowners didn't want to put the money into it for the maintenance. Mr. McGarvey asked how old -2- AGENDA ITEM# 1B APRIL 14, 2014 Aquatic Gardens is. It was stated that it was built in 1982. Mayor Woods stated she wanted verbiage added to state right and obligation to enter upon such common and maintenance area to perform the maintenance work that needs to be done. She stated she would like to see that in the other areas that state they shall have the right but not the obligation; where it would be stated they do have the obligation and wants all ofthose obligations spelled out and documented as a legal part ofthe SPA agreement. Mr. McGarvey explained the HOA will be responsible for all of the landscape maintenance, not just the common area landscape maintenance and will also be responsible for the maintenance and repair of the exterior of the buildings. Mayor Woods stated that is through the HOA, which can easily be changed, and what she is looking for is the reassurance that it can't change to the degradation of the development and that Habitat is willing to put in writing that they are going to be the ones to make sure all of this gets done. Mr. McGarvey agreed to those changes. The Commission went through the waivers individually and Mr. Wheeler and Mr. McGarvey explained each. Discussion ensued. Commissioner Hill stated he wanted to go on record again as saying it is the worst place in the world to put 200 kids. Mr. McGarvey stated they are consistent with the land use and if there is a different vision for Mayport Road then they need to change the land use. Mr. Wheeler also stated that the density that is allowed in the Comprehensive Plan is much greater than what they are doing and the reason for the variances is to allow that single-family ownership. Further discussion ensued. Answering a question from Commissioner Daugherty, Mr. McGarvey explained the costs to build each Habitat home. Discussion ensued. After further discussion, Mayor Woods stated to have these requested changes for Habitat added to the SPA will require another first reading. City Attorney Rich Komando agreed, stating this will be a substantial change to the Ordinance. Mayor Woods stated the Commission has two more weeks to get together with Habitat and the City Attorney and spell out exactly what it is that they would like added to the SPA, as she plans to do, to protect the quality of the development, the individual homeowners and the City's vested rights in that area. Commissioner Beckenbach withdrew his Second. Discussion ensued. Mr. McGarvey and Mr. Wheeler answered further questions from the Commission. Commissioner Mark withdrew the Motion. Commissioner Daugherty brought up deed restrictions and Mr. Komando stated deed restrictions would have to come from the property owner. He stated it is not something the City could impose as a condition pursuant to the application for the SPA. Mayor Woods explained that the HOA mles and their mortgage mles stipulate no rentals and she believes that is an obligation they can hold them to in the SPA documents. Mr. McGarvey clarified that the real change is right and obligation, not right but not the obligation. Mayor Woods stated that was correct and all of those points will be spelled out and put in the SPA itself. Mr. McGarvey stated he would suggest they make the current document as part of the SPA. Mayor Woods stated she believes that would make it too cumbersome for necessary changes they might need to make as an HOA and believes the HOA should have some rights. She clarified it is just -3- AGENDA ITEM# lB APRIL 14,2014 the pertinent points for Habitat assuming certain obligations that they want to include, i.e. making sure there are no rentals, the maintenance, etc. and they will spell them out for Habitat. She stated they will go through the document and pull them out and they will have a conversation with Habitat prior to the next meeting. Motion: Bring back for first reading at the next meeting with the changes discussed stipulating the obligations that Habitat is going to assume for the entire project, including no rentals. Moved by Woods, Seconded by Hill Votes: Aye: 5-Beckenbach, Daugherty, Hill, Mark, Woods Nay: 0 MOTION CARRIED Mayor Woods stated she would like to recommend, due to the complexity of the issue, that they hold a separate workshop for Workshop Item 4 and also hold public comments at the end of the meeting. She asked for consensus. Commissioner Daugherty asked the City Attorney if they are allowed to give different preference during public comments to people who live in Atlantic Beach versus people who come from out of the City. Mr. Komando stated he is not aware of a legal provision that allows that; to the contrary, the legislation that passed through the Senate last year encourages opening public participation in local government, so he would recommend against that. Commissioner Mark asked that Item 3 also be moved to that separate workshop within the next three weeks. It was the consensus of the Commission to move Items 3 and 4 to a separate workshop to be held within the next three weeks. Mayor Woods stated the City Manager's office will contact the Commission to set up a time and they will have the workshop within the next three weeks. There being no further discussion by the City Commission, Mayor Woods declared the meeting adjourned at 8:08 p.m. ATTEST Donna L. Bartle, CMC City Clerk -4- Carolyn Woods Mayor roln.c.rJ'H,i!'ri4~C'm (r.'IS!77\ZI:I.""IIKRT~J',Sl'1!VJili!V>'>'£T-l'n'.r,..; ~~*N .r / . ~; ow E ;5 , / .o~ ~ tt s 1\) (1.) ~ 8 § §II ..... i "' "' ..... "' .!'> C} " " :I :I !: lt if 0 ~ 0> :; ~ g, tJJ Ill a: :r a: "' "' '!' c :I if ~I $K:ri mu:: !l i ~a~---=92.0'-::-----i~ ;c -=.J 0 __.,, ___ , ~: . -_g·::' =iOl ., ---- )> ;c 0 m r ~ ~ ~ ""{ ~ g 0 SPECIAL PLAN AREA en; ""CJ·/=.... I )> 201 MAYPORT ROAD ..l'J!.:Il'MPFa.l..tJirr1fl.llA l..la<>n ,.,_.'"-'1U IV AGENDA ITEM# IB APRIL 14, 2014 CoRN£:(('. '-'~N£: ........ .......... w <s1.15 .,.. t-'1C7J -- --. m ~~.N.~~!~ ,~~.'?.':',~ I I ATTACHMENT A z 91122 TAPESTRY PARK CIRCl-E, SUITE 201, .JACKSONVIll-E, FL 32246 Phcno ~:.;.7~o,;_:;.~o Fu 110:.:-I:~~::.~ """'"'"'~~~~~~~;::'~up.c<>m e I?.Ull:l4!mMf'l'tXI.PIXISTU~UIDIR. t l.l'.t:t Jncut'l.Nm'QJ(f£11JI..lll. m ... lt~ BEACHES HABITAT FOR HUMANITY """'"""" JPLI 8597-001 ~~"' 11.8.2013 AGENDAITEM# JC APRIL 14, 2014 MINUTES OF THE WORKSHOP OF ATLANTIC BEACH CITY COMMISSION HELD IN THE COMMISSION CHAMBER ON FEBRUARY 24, 2014 City Commission Members present: Mayor Carolyn Woods Mayor Pro Tern Mark Beckenbach Commissioner Jonathan Daugherty Commissioner Jimmy Hill Commissioner Maria Mark Staff present: Nelson VanLiere, City Manager Richard Komando, City Attorney Donna Bartle, City Clerk Nancy Bailey, Recording Secretary Call to order. The meeting, which was held for the purpose of discussing the agenda items for the Commission Meeting of March 10,2014, was called to order at 8:21p.m. by Mayor Woods. WORKSHOP-ONLY ITEMS: 1. Discussion on process for City Attorney. HR Director Cathy Berry explained her timeline for hiring the City Attorney and the search firm for the City Manager. She stated the proposals for the legal services for the City Attorney/Firm are due to her next Monday and she will distribute them to the Commission on Tuesday, which will give the Commission less than three weeks to do their background screening, reference checks and interviews. She answered questions about the hiring process from the Commission. Discussion ensued. Following the discussion, it was determined that Ms. Berry and Mr. Van Liere will expand the timeline, rank the submissions and give the rankings to the Commission and to the City Clerk for public record. Ms. Berry stated she will do reference checks and interviews on the ones who are eligible and then give them to the Commission for them to decide how many they want to interview. Ms. Berry stated she will tabulate, based on all five of the Commission's tabulations, the top five or three and then the candidates will come back and make oral presentations and the Commission would vote that night. She asked if they would prefer to do that in two separate meetings. Mayor Woods stated she would, in case there were follow-up questions. Ms. Berry suggested that they wait to see how many they get in and she will report back at the next meeting. 2. Discussion on process for City Manager Search Firm. HR Director Cathy Berry stated the RFPs for the search fi1m are due before this Friday and she will rank them. 3. Guest Speaker-Affiliate Attorney for the Liberty Counsel to speak on the HRO. This was deferred to a separate workshop. 4. Discussion on HRO memo and proposed ordinance. Minutes -City Commission Workshop Page2 This was deferred to a separate workshop. February 24,2014 AGENDA ITEM# I C APRIL 14, 2014 *DISCUSSION OF AGENDA ITEMS ON MARCH 10, 2014 COMMISSION MEETING: 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. There was no discussion on these items. 2. Courtesy of Floor to Visitors A. Presentation from Purvis Gray regarding the Audited Financial Statement of FY2012-2013. City Manager Van Liere stated Purvis Gray will present a report on this at the next meeting. 3. Unfinished Business from Previous Meetings A. City Manager's Follow-up Report. Mr. VanLiere announced that Building and Zoning Director Michael Griffin is leaving at the end of this week. He stated he is working on the Police Building RFPs right now and hopefully will have those scored before he goes. 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 Report, List of New 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 for the Mayor and City Manager to sign the paperwork. Minutes -City Commission Workshop Page3 There was no discussion on these items. 5. Committee Reports February 24, 2014 AGENDA ITEM# 1C APRIL 14,2014 A. Actuarial Valuation Reports for General Employees' Retirement System for Fiscal Year ending September 30, 2013. Mr. Van Liere explained these reports are prepared by the actuaries working for the Pension Board. He summarized the highlights of the report. B. Actuarial Valuation Reports for Police Employees' Retirement System for Fiscal Year ending-September 30, 2013. Mr. Van Liere summarized the highlights of the report, explaining the contributions from the City went up. He answered questions from the Commission. 6. Action on Resolutions A. ATTACHMENT E-6, RESOLUTION NO. 14-03 FOR ASSISTANCE 2014 UNDER THE FLORIDA INLAND NAVIGATION DISTRICT WATERWAYS ASSISTANCE PROGRAM. Public Works Director Rick Carper explained this is a standard formatted resolution required by the FIND as part of the grant application package. He explained the two grants the City is applying for this year, showing slides of the projects related to these grants. Discussion ensued and he answered questions from the Commission. Mayor Woods expressed concern about the location of the path and not having had the citizens who were concerned about the location having input when this decision was made. Further discussion ensued. Mr. Carper stated the City, for the last three years, has said this path is the number one priority and if they want to make this path, this is the only track it can go on, unless they put it out in the marsh, which is not feasible. He stated they have already done the portion of the study that says the JEA easement track is the track it has to go across. He stated that was done as part of the conceptual study; what they haven't done is say what kind of improvements can be made at the end of Levy Road. He stated the City has a 60 ft. right-of-way there and they can put parking on the north side of the right-of-way. He stated it will be up to the Commission to decide whether they are going to proceed with the project or not and whether they are going to let this neighborhood veto the entire project. Mayor Woods stated that is an overstatement; they are not vetoing an entire project. She stated her point is that they decide the whole path before they build a segment. Mr. Carper stated the whole path will be decided as part of Phase 1. He stated he doesn't have an alternative for that third segment. Mayor Woods stated it was her understanding that the money they were spending was to look at the total design and to bring the community in on the design of the entire path. She stated they have already decided they are going to build this segment so the community is not having their say on the entire path. Further discussion ensued. Mr. Van Liere asked Mr. Carper to explain why this resolution is on this agenda now. Mr. Carper explained the application to the Florida Inland Navigation District is due by April 1 and the next meeting will be the last meeting when this can be approved to apply for this grant this year. He stated the resolution is a required part of the package. He stated the final package that gets approved will not be approved until September but there are several deadlines we have to meet Minutes -City Commission Workshop Page 4 AGENDA ITEM# I C APRIL 14, 2014 February 24, 2014 before that time. He stated one is the entire package, with at least our initial concept of the project, has to be turned in and completed by April 1. He stated then they will come out and review our package and send us a request for additional inf01mation, which usually is due the first week of June, and after that, if there is anything incomplete, such as environmental permitting, that must be completed by the end of September. Commissioner Daugherty stated there is not anything they are going to do as a Commission that 100% of the people will agree on and he agrees with Mr. Carper. He stated he recognizes their concerns and they are valid concerns but he would not want to kill the entire project to accommodate a few people. He stated the impact this will have on the neighborhood as a whole has much greater value than it does for the one or two blocks that are there. Mayor Woods stated that's fine, but he isn't the one who has been telling these people for six months they are going to have a seat at the table. (Commissioner Hill left the meeting at 9:26p.m. He returned at 9:29p.m.) Commissioner Mark stated this whole thing has to be submitted as a package because of the way the FIND grant is written and what they are applying for. Mayor Woods asked if we have to do it this year. Mr. Carper explained they also asked FIND for money last year for the first line item in this project, for the other fishing accesses, and had to pull our grant application back at the September deadline because we didn't have our environmental permits yet. Mayor Woods stated her feeling is that this project is so important that they need to spend their time and resources right now making sure they have the right plan and not rushing into something because they have a JEA right-of-way they can use. Commissioner Mark stated the point is that Hansen is tasked with doing all of the community vetting and making sure these people are at the table. She stated she doesn't know how much clearer that could be. Mayor Woods stated that is perfectly clear, except this leg has already been committed to and they haven't had a chance to comment on it. Commissioner Daugherty stated there is no other option. Commissioner Mark stated, exactly, unless you build in the marsh. She asked where else are you going to make that connection. Mr. Carper stated the only other option without coming out to the new property we acquired is to come down W. 14th Street and come around the westward side. Mayor Woods stated we can move on but she wants to be clear that she doesn't believe this is the correct process and she is very bothered by it. Mr. Van Liere stated, within this process that Hansen will take us through in conjunction with the grant application, Mr. Carper said there are other iterations where we can possibly change plans. He asked if Hansen had meetings with the citizens and they came up with something different in that timeline, would we be able to alter the application to FIND? Mr. Carper stated we would be able to alter the application in June. Mr. VanLiere stated we are doing this to fulfill the grant application and they will have the input from the consultant before it is finalized, so they will have the ability to make changes. He stated we just have to send something to FIND that says this is our proposal. Mayor Woods stated our resolution says we are going to build this segment. She said she would prefer that the language just say we build the first leg and let that be determined at a later date and not specify that it has to be this leg. Mr. Van Liere asked if we can alter the description to be a little more vague. Mr. Carper stated he can change the brief description of the project just to talk about the overall project and construction of a phase. He stated the resolution that will go to FIND doesn't say this is the leg this is going on. Mayor Woods clarified that Mr. Carper will take out that language that says Levy Road to Dutton Island and we will move forward. (Commissioner Daugherty left the meeting at 9:34p.m.) 7. Action on Ordinances A. ORDINANCE NO. 90-14-221, Public Hearing and Final Reading Minutes-City Commission Workshop Page 5 AGENDAITEM# lC APRIL 14,2014 February 24, 2014 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. There was no further discussion on this item. 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. There was no discussion on this item. 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. Mr. Hubsch showed a slide of the site. B. Tree Ordinance Revisions. Brea Paul, Chair of the Community Development Board, stated her Board discussed this and they believe our Code is pretty thorough. She stated the only thing they opted to change was the length of time for mitigation for construction, i.e. if you cut a tree down to put in a pool, currently you only have to wait six months. She stated they recommended increasing that to a year. (Commissioner Daugherty returned at 9:37p.m.) Ms. Paul answered questions from the Commission. Mr. Griffin also answered questions from the Commission. Ms. Paul stated she would like to see if they could use some of the tree mitigation fund to bring back where the City partnered with the homeowners for some planting. Commissioners Beckenbach and Hill stated they would like to see a Tree Board come back and Commissioner Hill stated he would like to put that on an agenda and have an arborist look at our entire canopy. Discussion ensued. C. Sign Code Amortization Update. Mr. Griffin explained the sign amortization starts in Neptune Beach on April 5, 2014 and they will be notifying their property owners who have nonconforming freestanding signs that they will have to be done by April 14. He stated there will be a workshop in Neptune Beach to discuss extending the amortization. He stated the sign amortization in the City of Jacksonville starts in 2018. He stated they created an overlay district to match up with the signage of Neptune Beach and Atlantic Beach so we Minutes -City Commission Workshop Page6 AGENDA ITEM# I C APRIL 14,2014 February 24,2014 would have a matching community. Mr. VanLiere stated he is looking for direction about sending the letters out (example is attached to staff report). Discussion ensued. Mayor Woods stated they should send the letters out. 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.) There was no discussion on this item. E. Robert Street Ditch-Approval of Design Proposal. Mayor Woods commended Commissioner Beckenbach for following through with this. Mr. Carper gave a summary of the staff report, stating FDOT has agreed that if Atlantic Beach will fund the design and permitting of the fix, they will pay for the construction. He stated this will only apply to the two blocks of Robert Street that are the DOT right-of-way. He stated the third block between Dudley Street and Dutton Island Rd. will not be affected by this project. F. Rose Park Improvements-Dog Park Completion. There was no discussion on this item. G. Options for City Sanitation Contract. Mr. Carper summarized his staff report stating our current contract expires May 31. He explained the three options and answered questions from the Commission. He stated his recommendation is to authorize the City Manager to negotiate with our current contractor. H. Donner Park Baseball Field Improvements CDBG 2014. Mr. Carper answered questions from the Commission. He stated his recommendation is to accept the bid and move forward. (Commissioner Beckenbach left the meeting at 10:12 p.m. He returned at 10:14 p.m.) I. Public Works Building Canopy Replacement. Mr. Carper stated the engineer who inspected it strongly recommended this be replaced before hurricane season. Mr. Van Liere stated the bids for the East Coast Drive drainage project were partially funded under the Public Works budget and they came in way under bid. He stated the amount they carne in under is about what they need to do the repairs to the roof in the Public Works yard, so he suggests that they move the money into a maintenance line item and take care of the canopy problem with that. Mr. Carper stated the advantage to that is that it allows it to be done without a budget modification requiring two readings. Commissioner Hill stated he would like to have the major structural pieces of all of our buildings looked at a little more often so we can budget. Mr. Carper stated three years ago they started a building maintenance division and part of their job is to do this. Mr. VanLiere stated he would also like to suggest, because of the estimated amount of $75,000 would typically be something they would have to bid out, that they just go with four quotes to speed up the process and asked if that would be AGENDA ITEM# 1C APRIL 14, 2014 Minutes -City Commission Workshop Page7 February 24, 2014 acceptable to the Commission. Mayor Woods asked the Commission if anyone had a problem with doing that. No one said they had a problem with it. J. Engineering Design of Stormwater Improvements for the Saltair Neighborhood (RFP #14-02). Mr. Carper stated he had seven proposals submitted. He recommended the Commission approve awarding this to Ayers. K. Engineering Design of Stormwater Improvements for the Seminole Road South of City Hall (RFP #14-03). Mr. Carper stated they had five applicants and staff recommends awarding this to the Genesis Group. L. Crosswalk Enhancements. Mr. Van Liere briefly summarized Chief Classey' s staff report in his absence. M. Police Department Annual Report for 2013. There was no discussion on this item. 9. City Manager A. City Manager's Report. None. Commissioner Beckenbach asked about the tipping fees. Mr. VanLiere stated there is nothing new but he is meeting with the City of Jacksonville tomorrow on annexation and will bring it up again. 10. Reports and/or requests from City Commissioners and City Attorney Commissioner Daugherty stated he will be proposing at strategic planning that a roundabout be put in at the five-way stop. Commissioner Hill stated a roundabout is not pedestrian friendly and that is a pedestrian priority intersection. Commissioner Hill stated he would like to move the Mayor Pro Tern next to the City Clerk so he can take notes and move the City Manager and City Attorney down from the dais. Mayor Woods stated the run with Donna was another great event and appreciates her bringing that to our City. Mayor Woods opened the Courtesy of the Floor to Visitors. Raymond Johnson, 3036 Stratton Lane, spoke in opposition to the HRO. AGENDA ITEM # 1 C APRIL 14, 2014 Minutes-City Commission Workshop Page 8 February 24, 2014 Christian Jorgensen, 92 W. 3rd, spoke in opposition to the HRO. Mike Whalen, 1420 Mayport Rd., spoke in opposition to the Habitat project and addressed issues with the sign ordinance. Michael Sheklin, 1985 Brista De Mar Circle, spoke in support of the HRO. Tricia Russell, 8720 CR 13 N., St. Augustine, spoke in support of the HRO. Linda Swafford, 9690 Taylor Field Rd., Jacksonville, spoke in opposition to the HRO. Judy Sheklin, 1985 Brista De Mar Circle, spoke in support of the HRO. Dan Merkan, 3159 College St., Jacksonville, spoke in support ofthe HRO. Adjournment There being no further discussion by the City Commission, Mayor Woods declared the meeting adjourned at 10:42 p.m. Donna L. Bartle, CMC City Clerk Carolyn Woods Mayor *Formal action (if needed) will be taken at the Commission Meeting of March 10,2014. f}roclamation Honoring Gail Baker for her Distinguished Public Service WHEREAS, in her position of Recreation Coordinator, Gail Baker served the citizens of Atlantic Beach and the surrounding communities for 21 years; and WHEREAS, from the first day the doors opened, Gail Baker had a vision that the Donner Park Community Center would become a place where children thrive by having access to the support, services and opportunities they needed to succeed; and WHEREAS, Gail Baker was the driving force behind a successful after-school program that provides a safe haven to keep kids away from violence which allows them to develop skills and interact positively with peers; and WHEREAS, Gail Baker brought a caring nature to her position and those who worked with her often saw young children greet "Miss Gail" with an enthusiastic hug; and WHEREAS, Gail Baker's sense of caring was not limited to the community's youth but included senior citizens as well. She was instrumental in creating a senior citizens program which provides a place for the seniors to be creative and socialize; and WHEREAS, referred to by many as the "heartbeat of the community", Gail Baker did a tremendous job creating and coordinating the many events that occur throughout our community such as: the after-school program, senior citizens program, OctoberFest event, Angel Tree, Donner Park toy giveaway, and summer camp; and WHEREAS, Gail Baker earned the affection of a host of area residents who were proud to call her "friend", and her dedication to the community had won the highest regard of the City Commission and citizens of Atlantic Beach; and NOW THEREFORE BE IT RESOLVED by the City Commission of the City of Atlantic Beach that Gail Baker be forever honored and remembered for her many years of devotion and dedicated service to the City of Atlantic Beach and its citizens. BE IT FURTHER RESOLVED that the City of Atlantic Beach expresses its sincere regret at the passing of our friend and extends deepest sympathy to her loved ones. IN WITNESS WHEREOF, I have set my hand and caused the Official Seal of the City of Atlantic Beach to be affixed this 14th day of April2014. ~rodamation WHEREAS, Florida's future prosperity depends on nurturing the healthy development of more than four million children currently living, growing and learning within our many diverse communities; and WHEREAS, every child is entitled to be loved, cared for, secure, and protected from verbal, sexual, emotional, and physical abuse, exploitation and neglect; and WHEREAS, child abuse continues to be one of our nation's most serious public health problems. Studies have shown that the abuse and neglect of children can cause severe, costly and lifelong problems affecting all of society, including physical and mental health problems, school failure and criminal behavior; and WHEREAS, research shows that parents and caregivers who have social networks and know how to seek help in times of trouble are more resilient and better able to provide safe environments and nurturing experiences for their children; and WHEREAS, individuals, businesses, schools, and faith-based and community organizations must make children a top priority and take action to support the physical, social, emotional and educational development and competency of all children; and WHEREAS, during the month of April, Prevent Child Abuse Florida, in collaboration with the Florida Department of Children and Families, will be engaging communities throughout the state in a coordinated effort to prevent child abuse and neglect by promoting the awareness of healthy child development, positive parenting practices and the types of concrete support families need within their communities. NOW THEREFORE, I, Carolyn Woods, Mayor of the City of Atlantic Beach, Florida, do hereby proclaim the month of April2014, as CHILD ABUSE PREVENTION MONTH and urge all citizens of the City of Atlantic Beach to work together to help reduce child abuse and neglect and make every effort to promote programs that benefit children and their families. IN WITNESS WHEREOF, I have set my hand and caused the Official Seal of the City of Atlantic Beach to be affixed this 14th day of April, 2014. Caroi~OR City Manager Follow Up Marsh Multi-Purpose Path AMENDED AGENDA ITEM# 3A APRIL 14, 2014 Because of comments I questions raised by Commissioners in recent commission meetings and also by residents at the Community meeting, Staff recommends the Commission consider providing new guidance on the City's efforts for the Marsh Multi-Purpose Path. Should we pursue the current time line and try to be ready for construction of the first phase in the upcoming year? Or, should we slow the process down and direct the Consultant to expand the scope of the Phase 1 Preliminary Study, including additional public input sessions? Focus would include more in-depth examination of possible routes and of life-cycle costs alternative materials for the path as a whole, since future maintenance cost was a concern expressed by Commissioner Hill and other residents at the Community meeting. Additionally, if directed by the Commission, the Consultant could include studying whether providing additional east-west access (e.g., W9th and I or W. 14th St) would be a feasible alternative to the Multi-purpose Path, while still achieving the goal of improved marsh access. Ifthe Commission desires to proceed in this manner, request authorization for Staff to negotiate Scope modifications and to transfer previously authorized funds, as necessary, up to my purchasing authority ($25,000), from the Final Design Phase to the Preliminary Study Phase. BUILDING DEPT. MONTHLY ACTIVITY REPORT --- COMPARISON REPORT REPORT FOR THE MONTH FEBRUARY 2014 - --· COMPARISION 2013-2014 PERMIT TYPE I NUMBER OF PERMITS I I T I TOTAL INSPECTIONS ----I YTD 2013 YTD 2014 YTD 2013 YTD 2014 YTD 2013 YTD 2014 - 1$ 34o,ooo.oo 1 SINGLE FAMILY 1 7 $2,116,041.00 DUPLEX 0 I 0 I $0.00 '$ -! -·- i 1$ 1 ,369,683.00 ! --- REMODEL/ADDITIONS 74 I 150 $631,476.00 COMMERCIAL NEW 0 ! 2 ~ -I$ 11 '132,911.0~ OTHER 381 i 211 837,306.00 : $ 1 ,463,888.00 I TOTAL 456 370 :$ 2,546,989.00 i $15,344,316.00 ' 669 672 -I i : I I ~-- PERMITS ISSUED FOR THE MONTH OF FEBRUARY 2014 NO.PERMITS PERMIT COST CONSTRUCTION VALUE INSPECTIONS PERFORMED SINGLE FAMILY --- 7 I,$ 7,611.00 1: 2,116,041.00 !.BUILDING I 210 NEW DUPLEX MUL Tl FAM 0 I$ I ELECTRICAL 48 ·-----I~ 266,400.00 I PLUMBING RESIDENTIAL ADDITIONS 3 1,115.00 55 COMMERCIAL NEW 2 23,626.00 $ -, 38 11,132,911.00 MECHANICAL I COMMERCIAL ADDITIONS 0 I$ -$ -MISC. i 7 COMMERCIAL ALTERATIONS 4 $ 470.00 $ 53,380.00 PERMITS MISC 27 $ 3,356.00 $ 407,774.00 TOT ALi 358 ELECTRICAL 32 $ 3,147.00 $ - MECHANICAL GAS 7 $ 567.00 $ -Projects to Note: New DuQiex MECHANICAL HVAC I 24 $ 2,412.00 $ -NONE r --- PLUMBING I 27 $ 3,907.00 $ - I ROOFING l 21 $ 1,645.oo 1 $ 108,690.00 WINDOW/DOOR 17 $ 1,270.00 I $ 76,256.00 Projects to Note: New Dwelling DEMOLITION 1 1$ 100.00 i$ -AddressNaluation I REINSPECTION FEES 2 I$ 110.00 $ ~_j68 W. 10th St.. I$ 125,000.00 PERMIT RENEWALS 0 1$ -$ -70 W. 10th St. $ 125,000.00 OCCUPANCY INSPECTIONS 3 1$ 300.00 $ -1042 Beach Ave. $ 489,650.00 PENALTY FEES 2 $ 360.00 $ 500.00 327 5th St. $ 400,000.00 SIGNS 1 $ 65.00 $ -1360 East Coast $ 500,000.00 FENCES 6 $ 210.00 $ -1675 Selva Marina $ 325,000.00 DRIVEWAYS 3 $ 105.00 $ -421 Sargo Rd $ 151,391.00 WELL 0 $ -$ - 245.00 i I$ -~~ SIDING 4 $ 6,550.00 New Commercial -- POOL 0 $ -I I$ -ABCC $ 5,732,911.00 - TOTAL 193 $ 5o,621.oo I 1$ 14,168,502.00 ! Nancy House $ s,4oo,ooo.oo I CODE ENFORCEMENT MONTHLY ACTIVITY 0 0 ., ____ _ JUNK AND DEBRIS I 0 . 0 0 --~------· --·----·---~----·· ·---··--· OUTSIDE STORAGE I 4 0 4 -·-···-···-·---------------------·--o ------r ___ o___ ---o - -·----+ ·------------··--- 0 --~ .. -. --· -----.. ------- __ _j_ DILAPIDATED STRUCTURE 0 4 --··· -----···· --~---··· ---····· --- TRASH TRASH VIOLATIONS ___ 2___ -----t-____________ o ____________ --+-___ 2 __ ---------- VEHICLES ILLEGAL PKG/STORAGE JUNK/INOPERABLE ZONING ILLEGAL USES OVERCROWDING 14 --------------- 6 ------------------- 1 -- 1 4 -, ··--·------- DOG DINING 0 0 BUS-IN-ESSTAXRECEIP_T _____ , ________ 1 ---~-------0- -------------- SEWER CONNECTIONS 0 -- 4 TOTALS 87 57 13 -----·-- 2 1 0 ---------------· ------------~--------------- 0 I o --------------------'---------------------- 0 -------1----___ o ____ _ 2 ----------- 0 0 ------------------------- 2 5 -·--· --------- 30 64 YTD 2013 YTD 2014 -----1--- City of Atlantic Beach AGENDA ITEM# 4A FINANCIAL REPORT APRIL 14, 2014 February 2014 Cash Balances Prior Current Dollar Percent Fund(s) 01/31/14 02/28/14 Change Change General $ 8,698,244 $ 8,795,295 $ 97,050 1.12% Tree Replacement 6,493 10,949 4,456 68.63% Convention Development Tax 82,149 71,958 (10,191) -12.41% Local Option Gas Tax 112,159 134,837 22,678 20.22% Better Jax 1/2 Cent Sales Tax 331,680 355,147 23,467 7.08% Police Training, Forfeiture, Grants, etc. 116,209 131,434 15,226 13.10% Community Development Block & ARRA Grants (952) (952) 0.00% Debt Service 0.00% Capital Projects 2,835,483 2,868,746 33,263 1.17% Utility 5,176,099 5,294,866 118,767 2.29% Sanitation 704,730 705,708 978 0.14% Building Code Enforcement 148,875 200,120 51,245 34.42% Storm Water 1,649,010 1,722,067 73,057 4.43% Pension -Police 71,855 64,772 (7,083) -9.86% Pension -General 120,476 132,764 12,288 10.20% Total $ 20,052,511 $ 20,487,713 $ 435,202 2.17% Total Restricted Cash 7,595,997 Total Unrestricted Cash $12,891,715 Cash and Investments Annual Prior Current Dollar Percent Account Yield 01/31/14 02/28/14 Change Change Bank of America -Depository $ 3,237,808 $ 3,593,151 $ 355,343 10.97% Guggenheim Floating Rate A 3.93% * 3,654,393 3,666,453 12,060 0.33% Hartford Floating Rate Bond A 3.31% 2,516,296 2,518,751 2,455 0.10% lnvesco Floating Rate A 3.70% 3,642,234 3,639,028 (3,206) -0.09% Main Stay Short Term Duration High Yield A 2.97% 2,513,098 2,536,787 23,689 0.94% Legg Mason WA Cash Reserve Fund 1,777 1,777 0.00% First Trust Short Duration High Income A 3.27% 2,000,590 2,010,949 10,359 0.52% Putnam Diversified Inc. 4.10% * 1,238,268 1,258,405 20,137 1.63% Alliance Limited Duration High Income A 2.38% * 1,244,550 1,258,914 14,364 1.15% MSSB Money MarkeUCash 0.00% SBA-Florida Prime 348 348 0.00% Cash on Hand 3,150 3,150 0.00% Subtotal $ 20,052,511 $ 20,487,713 $ 435,202 2.17% Police Pension Investments $ 7,834,758 $ 8,097,085 $ 262,327 3.35% General Pension Investments 14,256,991 14,740,788 483,797 3.39% Subtotal $ 22,091,749 $ 22,837,873 $ 746,124 3.38% Total $ 42,144,259 $ 43,325,586 $ 1,181,326 2.80% * Denotes the 30 day SEC Yield Anualized City of Atlantic Beach FINANCIAL REPORT February 2014 AGENDA ITEM# 4A APRIL I4, 20I4 Revenues Annual YTD -42.00% YTD Dollar Fund I (Footnote) Estimate of Estimate Actual Variance General (1) $ 10,931,117 $ 4,554,632 $ 6)59,153 $ 2,204,521 Convention Development Tax 80,300 33A58 39,100 5,641 Local Option Gas Tax 421,009 175A20 176,958 1,538 Better Jax 1/2 Ct Sales Tax 694,870 289,529 307,360 17,831 Police Training, Fotfeiture & Grants, etc. 110,041 45,850 47,960 2,110 Grants 75,000 31,250 7,641 (23,609) Capital Projects (2) 495,000 206,250 172A15 (33,835) Utility 8,611,203 3,588,001 3A49,932 (138,070) Sanitation 1)89,000 745A17 752,897 7A81 Building Code Enforcement (3) 281,550 117,313 196A23 79,111 Storm Water (4) 1,155,000 481,250 530,846 49,596 Pension -Police (5) 1,329,681 554,034 801,855 247,822 Pension-General (5) Total $ 2,190,980 912,908 28,164,751 $ 11,735,313 $ Analysis of Major Variances (Variances >$25,000 AND 10.00%) 1,389,615 476,707 14,632,156 $ 2,896,843 In general, the major variances are created when the actual funds received-to-date are different from the percentage of the budget elapsed-to-date. They are as follows: (1) The positive variance in the General Fund is mostly due to the timing of property tax receipts. The bulk of the receipts come in November and December. (2) The city has not received expected grant monies from the State of Florida nor the City of Jacksonville; therefore there is a negative variance in Capital Projects. (3) Building Code Enforcement permit activity is running above projected revenues, similar to surrounding jurisdictions and counties. (4) The positive variance in the Storm Water Fund is due to unanticipated revenues from fixed asset auction sales and interest income. (5) The $247,822 and $476,707 positive variances in the Pension Fund-Police and Pension Fund-General, respectively, resulted from changes in market values of the investments of more than the anticipated amount. Percent Variance 48.40% 16.86% 0.88% 6.16% 4.60% -75.55% -16.41% -3.85% 1.00% 67.44% 10.31% 44.73% 52.22% 24.68% City of Atlantic Beach AGENDA ITEM# 4A FINANCIAL REPORT APRIL 14, 2014 February 2014 Expenses Annual YTD -42.00% YTD Dollar Department I (Footnote) Estimate of Estimate Actual Variance Governing Body $ 42,933 $ 17,889 $ 16,922 $ 967 City Administration 2,647,727 1,103,220 1,057,112 46,108 General Government (1) 640,370 266,821 350,074 (83,254) Planning and Building (2) 434,709 181 '129 143,356 37,772 Public Safety (3) 5,692,612 2,371,922 1,665,485 706,436 Recreation and Special Events 396,901 165,375 151 '182 14,193 Public Works (4) 7,877,621 3,282,342 2,156,296 1,126,046 Public Utilities (5) 10,793,308 4,497,212 3,903,583 593,629 Pension -Police 751,628 313,178 325,957 (12,779) Pension -General (6) 852,850 355,354 424,157 (68,803} Total $ 30,130,659 12,554,441 10,194,126 $2,360,315 Annual YTD -42.00% YTD Dollar Resource Allocation Estimate of Estimate Actual Variance Personnel Services (1 ,3) $ 9,541,493 $ 3,975,622 $ 3,609,863 $ 365,759 Operating Expenses (1-4) 10,726,368 4,469,320 3,601 '157 868,163 Capital Outlay (1 ,4) 5,785,010 2,410,421 576,282 1,834,139 Debt Service (2,4) 2,448,768 1,020,320 1,728,064 (707,744) Transfers Total $ 1,629,020 678,759 30,130,659 $ 12,554,442 $ Analysis of Major Variances (Variances >$25,000 AND 1 0.00%) 678,760 10,194,126 $ 2,360,317 In general, the major variances are a result of timing differences created between the percentage of budget elapsed-to-date and actual expenditures. They are as follows: (1) The negative variance in General Government resulted from the budget for insurance premiums, other than health, and debt service being prorated over twelve months when budgeted, but expensed when paid -insurance in October and SunTrust '99 debt payoff in December. (2) The positive variance in Planning and Building resulted from a vacant position for a Redevelopment and Zoning Coordinator. The position has been vacant since the beginning of the fiscal year. (3) The positive variance in Public Safety was partially due to the budget proration practice mentioned above -Fire contract with COJ is billed quarterly in arrears (approximately $260,000 in January); and, lifeguard expenditures will appear seasonally during April-September. The remaining variance is due to turnover/unfilled positions in the Police Patrol and Crime Suppression divisions. (4) The variance in the Public Works Department was due to: project activity budgeted that has not been started/completed -see Project Activity schedule; only three payments recorded to the trash hauler and fleet maintenance provider (October payments for September activity were recorded in FY13 for year -end cut-off); Storm Water Fund debt payments were expensed in October when paid, but prorated for budget purposes; and minimal expenses have been incurred towards the Parks Master Plan consultant or the resurfacing/street paving program. (5) The positive variance in the Public Utilities Department is due to budgeted project activity that has not been started/completed. (6) The negative variance in Pension -General resulted from a doubling from three to six DROP participants with higher benefits. Percent Variance 5.41% 4.18% -31.20% 20.85% 29.78% 8.58% 34.31% 13.20% -4.08% -19.36% 18.80% Percent Variance 9.20% 19.42% 76.09% -69.36% 0.00% 18.80% City of Atlantic Beach AGENDA ITEM# 4A FINANCIAL REPORT APRIL 14, 2014 February 2014 Project Activity-Current Year Activity Only Project YTD YTD Project Name Number Budget Actual Balance Status Public Safety: Kennel Improvements PS1401 40,000 40,000 s Life Guard Building Improvements PS1402 6,000 6,000 s $ 46,000 $ $ 46,000 Public Utilities: Reclaim Water Plant PU0805 1,352,858 137,774 1,215,084 I Replace the Water Main on Pine Street PU1304 53,199 40,962 12,237 c Replace 4" Water Main at Wonde!Wood and Finegan PU1305 82,567 30,196 52,372 c PT Repair at Lift Station C PU1306 10,280 10,280 B Repair 24" Effluent Force Main PU1308 5,260 5,260 0 c Repair 12" Force Main PU1309 3,363 3,363 0 c Water Plant #2 Tank Rehabilitation PU1401 125,000 125,000 E Water Plant #2 Rehabilitation GST PU1402 100,000 100,000 A AC Main Sea Oats PU1403 390,000 390,000 R In line Valve Installations PU1404 50,000 50,000 s Manhole Replace Saturiba PU1405 86,000 86,000 A Sewer Rehabilitation Saturiba PU1406 27,264 27,264 E Donner Subd Sewer Upgrade PU1407 155,000 155,000 E Effluent Outfall Replacement PU1408 300,000 300,000 E Effluent Pump at WWTP PU1409 50,000 50,000 I Subtotal $ 2,790,791 $ 217,554 $ 2,573,237 Parks Maintenance: Marsh Master Plan Signs PM1301 625 625 c Rose Park Development PM1302 197,357 190,699 6,658 I Russell Park Tennis Courts 1-2 PM1401 100,000 100,000 s Bull Park Gazebo PM1402 40,000 40,000 X Donner Park Ball field Improvements PM1403 75,000 103 74,897 B Electric Gate at Dutton Island Park PM1404 8,000 I Marsh Project Pedestrian Path PW1408 150,000 150,000 E March Overlook and Kayak Launch PW1409 295,000 295,000 E Marsh Preserve Path PHZ-1 PW1410 40,000 30,998 9,002 c Subtotal $ 905,982 $ 222,425 $ 675,557 Public Works: Dutton Isle Road Sidewalks PW1301 65,263 849 64,414 A East Coast Drive Drainage Improvements PW1306 319,046 77 318,969 B East Coast Drive Improvements PW1401 79,000 79,000 B Fountain PW1402 7,500 7,500 E Welcome Sign PW1403 11,000 1,750 9,250 E Robert Street Ditch PW1404 50,000 50,000 E Sidewalk and Curbs PW1405 25,000 25,000 I Salt Air Drainage and Sidewalk Improvements PW1406 380,000 51 379,949 E Seminole Road Improvements PW1407 490,000 54 489,946 E Subtotal $ 1,426,809 $ 2,781 $ 1,424,029 Total $5,169,582 $ 442,760 $ 4,718,823 Status Key A-Bid/RFP Advertised I -Project In-progress B -Bid Awarded N -Complete/Non-Capital C -Project Completed R-Re-budget Next Fiscal Year OR Re-Evaluated D -Design Completed S -Staff Researching DE -Deferred X -Project Cancelled E -Design Phase CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGE NDA ITE M II •113 1\PRI L. 14,2014 AGENDA ITEM : Concrete Repairs for the Public Works/Utilities Department SUBMITTED BY: Rick Carper, P.E., Public Works Directo ~ DATE: March 7, 2014 STRATEGIC PLAN LINK: None -annual contract. BACKGROUND; Bid number 1314-08 was opened on March 6, 2014 at 3:00PM. There w ere three bidders. Bid award criteria based on the lowest total of items 1 thru 18. Bidders C .A. P . Contracting, Gruhn May, Inc Taylor Concrete Inc Services Total $203.79 $282.25 $202.15 The bid stated the contract would be awarded to two contractors. RECOMMENDATION: Award the contract for Concrete Repairs for the Public Works/Utilities Department to Taylor Concrete Services & C.A.P . Contracting Inc., for one year. BUDGET: Concrete repair is budgeted as a discrete line item in the Streets, Stormwater, Water and Sewer 3400 accounts . Total funds allocated in current year budget are $74,000 . ATTACHMENTS: Bid Tabulation Sheet REVIEWED BY CITY MANAGER: ~ f/ a--;2_th./ BID 1314-08 Required Documents Submission in Triplicate -All Documents Document Requirements Checklist Bid Form Insurance Certificate References -Three (3) Buisness Tax Receipt Proof of Experience-Five (5) Years Drug Free Workplace Public Entity Crimes Statement Completed W-9 Form New Vendor Information Form Documentation of any Addenda Grand Total for all Tear Out, Removal, Pour and Finish -Amounts of Items 1-18 of Bid Form, as per the Award Criteria noted in Section II, Item 5 of Bid Soecifications City of Atlantic Beach ANNUAL CONTRACT FOR CONCRETE REPAIRS March 6, 2014 C.A.P Contracting, Inc. Gruhn May, Inc. X X X X X X X X X X X X X X X X X X X X X X X X ! $203.79 $282.25 Award of Bid based on Department Analysis and City Commission Approval 3:00PM Taylor Concrete Services, Inc X X X X X X X X X X X X $202.15 RE-Bid Opening: March 06, 2014 BID 1314-08 ANNUAL CONTRACT: CONCRETE REPAIRS $4.50 $4.45 $6.75 5 " thick concrete, per SF $4.75 $4.80 $6.90 $5.00 $5.15 $7.20 ) 18 " curbing City Standard curb, per LF $27.00 $19.00 $31.00 $20.00 $17.95 $22.00 18 " curbing Median Curb, per LF $17.00 $19.20 $25.00 I 8 " curbing Miami Curb, per LF $17.00 $17.85 $31.00 18 " Ribbon Curb, per LF $17.00 $17.85 $26.00 $0.24 $0.40 $0.50 $4.50 $3.55 $5.90 $4.75 $4.15 $6.30 14) 18" City Standard curbing, Per LF (per $20.00 $18.20 $26.00 sheet) " Drop Curb, Per LF (per detail $17.00 $16.10 $10.00 $13.00 $16.55 $26.00 $13.00 $15.50 $26.00 $13.00 $15.50 $19.00 > $8.00 $8.75 $9.50 ~~ c:8 $14.00 $3.25 $8.80 t"";J> $1.00 $0.20 $1.00 ~::j 0 tr:l t:Sa::: ~~ 5:; RE-Bid Opening: March 06, 2014 Adjust manhole ring & covers per attachment "B", per each Adjust water valve jackets per attachment "C", per each Replace concrete collar around manhole per attachment "B", per each Replace concrete collar around water valve Uacket per attachment "C", per each $275.00 $150.00 $425.00 $250.00 BID 1314-08 ANNUAL CONTRACT: CONCRETE REPAIRS $400.00 $400.00 $400.00 $400.00 $580.00 $230.00 $410.00 $220.00 CITY OF ATLANTIC BEACH CITY GO MMI SS ION MEETING STAFF REPORT AGRNI)J\ I mM II 4C APR IL 14,20 111 AGENDA ITEM : DuHon Island Road Sidewalk & Drainage Project: CDBG 2014 SUBMITTED BY: Rick Carper, P .E .. , Pub lic Works Dire ctor /L.c- DATE: March 13, 2014 STRATEGIC PLAN LINK: CDBG Gran t Projects for Mayport Road Area Improvements BACKGROUND: Bids were opened for the Dutton Island Road Sidewalk & Drainage Project: CDBG 201 4 (PW130 1) IB id 1314-07 on Thursday Marc h 6th . Pars Cons tru ctio n Services ($56,096 .15) and Core Constr uction ($56,696.00) subm itt ed bids which were both with in the ;a uthorized budg et. CDBG projects require a ra ting a nd rank ing eva luatio n to d ete rmin e which co ntractor scores the most poin t s with price and Section 3 requirements factored Into awarding points. This scoring sys tem is thoro ughl y d iscusse d at the Mandatory Pre-Bid Meetings that occur for all CDBG projects. Staff met with COJ staff on March 12 to score and rank the two bid s s ubmitted. Based on the scorin g criteria, Core Construction rece ived 88.47 points and Pars Constru ction Services rece ived 82 points . BUDGET: A total of $65,000 was budgeted In the FY 20 14 for this project (account 110 - 5002-541-6300, PW 1301 ). RECOMMENDATION: T he Commission approve awa rding the contract for th e proj ect to Core Construction and authorize th e City Manager to execu te th e contract do cum ents on th e City's behalf. ATTACHMENTS: 1. Bid Tab 2. Section 3 !Eval Ua tion Scoring Sheet ----24 ?/: 1 _,..; REVI EW ED BY CITY MANAGER: _r_l_·l~'_;;..__. _ __;,::-4_;.r ...;;;·" • .t'..:t~A ________ _ BID 1314-07 City of Atlantic Beach Dutton Island Rd. Sidewalk & Drainage Projectg, CDBG 2014 March 6, 2014 A.W.A. Contracting Co., Inc. Core Construction Co Pars Construction Services -~;~::¥: Qty U11it Cost I Total Cost I UnitCOSt I Total Cost I U11it Cost I Total Cost ~~i·· 0 ~!lt•·.J· i,i·; ft·'.ii[~i(!:: \!i ···•"!< ; " • : .. • ).~1~~5~; Description 1. Maintenance & Protection of Traffic LS 1 $0.00 $0.00 $12,600.00 $12,600.00 $1,516.00 $1,516.00 2. Soil Erosion & Sediment Control LS 1 $0.00 $0.00 $805.00 $805.00 $1,542.00 $1,542.00 3. Clearii•y, Gradiny & Fill Material LS 1 $0.00 $0.00 $10,305.00 $10,305.00 $20,000.00 $20,000.00 4. lnstan 15" HOPE LF 63 $0.00 $0.00 $29.00 $1,827.00 $48.50 $3,055.50 5. Install 18" HOPE LF 80 $0.00 $0.00 $33.35 $2,668.00 $51.05 $4,084.00 6. Install Tyee C Inlet EA 3 $0.00 $0.00 $2,300.00 $6,900.00 $2,690.56 $8,071.68 7. Remove t:.II.I~Lu•y concrete headwall EA 3 $0.00 $0.00 $1,150.00 $3,450.00 $633.34 $1,900.02 B. Install concrete headwall EA 1 $0.00 $0.00 $2,300.00 $2,300.00 $1,850.00 $1,850.00 9.1nstall 4' wide 5" thick ncrete SF 1187 $0.00 $0.00 $4.60 $5,460.20 $4.85 $5,756.95 ,..;~ . ..:~· (including ADA bump ramp) 10. Install tJc:uc•:nnan crossing LS 1 $0.00 $0.00 $575.00 $575.00 $1,020.00 $1,020.00 11. Install tree '"'' " LF 50 $0.00 $0.00 $2.30 $115.00 $14.00 $700.00 12. Relocate stop sign EA 2 $0.00 $0.00 $328.00 $656.00 $350.00 $700.00 13. Relocate power box EA 1 $0.00 $0.00 $1,150.00 $1,150.00 $1,500.00 $1,500.00 14. Relocate mailbox EA 4 $0.00 $0.00 $40.25 $161.00 $225.00 $900.00 15. Remove tree EA 1 $0.00 $0.00 $2,875.00 $2,875.00 $500.00 $500.00 16. Svudiity SF 5000 $0.00 $0.00 $0.55 $2,750.00 $0.40 $2,000.00 17. As-Builts LS 1 $0.00 $0.00 $2,098.80 $2,098.80 $1,000.00 $1,000.00 Total Base Bid (Items 1 -17) No Bid Form $56,096.15 ) While verifying bids, the folluwnlg rnatematical error was found: Core Cou:::.uu"uunwrOte -fotafb' of actual total is $56,696 for a difference of $45 Award of Bid based on Department Analysis and Commission Approval Evaluation and Scoring MatriX EvcluatorName::--'~-·7f~i?r1::!~'--....:;=;;;;::::~'~-----EvaluatorName:~ oifjf:C Evaluator Name:~-. --..._==<~:r~~~--==,_.;:;.:::'-';,~,i"i~=S..----- Evafualor Name:._......;;._ ____________ _ ~-eo-,.,_ ~.~-&-i -u.rt/:-1 /1./e.-r-~ \' >.. ConlrocforName ~~> G,~ - GUARANTEED MAXIMUM PRICE(GMP) " ' Basts Of Award Posslble ~~ ctlk-(~ ~,&((C..~ Po!nl$ Pricing (Lowest Respcill$/bl& Bid) 50 .. &D. q.r_. ':M Secllon 3 Economic Opportunltlas Plan (EOP). (1·5) polnls Will be awarded to Contractors providing speoillcs of plan lmolementatlon ccmpfetfitit the raoufmd mouest fOr fnformatron and orovldlna the_req_ulred sfona!Ures. 5 5 ~ Sect!on 3 Confract!ng and EmploymentOppartunlfles(TOble A& B) ·Table A· Preference for SO<::Jion .31lusinen Concems . category T -(5) points Will ba awarded to Certified Sectron 3 businesses that prev!ds jobs and or tralning 5 opportunfHes for focal residents. (Conlriletcl'$ and or Subcontractors must be certified as a. Section ·3 -----busln~~ee prior to bid submlttd snd provide the required sacllon 3 certifloat!on Jetter with their RFP {;) 6. ·submlllal to reeelvo tho,allowable tsroolnt6. . . Category 2 -(2.0) points wliJ be awarded to Businesses· that provide hiring from partnering agencies or other ·:· 2 approved apprenticeshfp or )raining Programs: Youthbulld, Jacksonville Job Corps, Ready·4Work; CRC lns!illde, 0 h Clara Whfie Mls$£on or FSCJ. . category 3 -Other Certified Seotron 3 business oanoems. (Subcon!ractors mum be cettiffed as a Section 3 2 busln-prior to bid submittal ~~d. provide tile requlr6d Section 3 CerHffcaHon let!er(s)' Wlll!tttelr RFF Q 0 submittal to reoeJire.the allowable 2).Polnts'. -Table B -p,.,ference for TYaTning and/or Employment . Category 1·-Residents· in the Service Area or Neighborhood (Reeldents-those tha1 reside within a 5-mlle radius of 6 @~va.. @)tvv~ the covered projeol). 0 Reeldente New Hire( e) ·1.0 Points for each new hlra ldentined. (General Contraolors ldenti!ying Section I 3 reeldents·ln their submlltals to maJ<Imlle cr.rniJ!ative points must provide "rutl-tlme "tr7ployment far I the duration ·of the project" as a direct resu~ of the e>ependlttlre ot Secflon 3 covered Jlnanclal assistance as defined In Title 24, Part 135.6). •(Maximr.rn of 10iiolnts) "Corrtracron. can rsctJIWJ :r mufmum of 10 points to int:tude,. t:omblnlttfon of trafnliig a(fd or hiring or for hiring the mi!Xfmum Df{10) nsw-hfrot~. o. ReS!dont Tl'alnlng-1 ;O Point for each tt.lil'!Geldentmed. (MaJdmu·m of4-polnls} 4 0 C*~ . CateQO!Y 2-Homeless persons In the·serv!ce area 2 Q . .2-. . Cotei}O!Y 3w Olher Sect!on 3 Residents ·2 0 0 Jacksonvnte small and Ernergfng Business (JSEB) Program. Businesses providing hlrtng oppartunlffes for resldenis In 2 0 0 1he project service area. Experience and: P~ Performdnee·-Propose/3 must submit evidence of previous eJCperfence w!lh new conslTUCI!on 10 ~v lO or subs!an11of rehabl\lto1ion ofmsldenffOI.orcommerclal properffes. Submit names offour(4) references. Flnanelal. capceny-B!ddern shoU submit copies of certified ~non dol stotemenis tor the post !Wo yea Ill: and 10 pravtde evldenceoflhe nrm's finanCial copoblllty,. resources and lhe nece=l)'wor!<lng COpffal to assure 1inandal ~0 co stoblllty through~ to the cpn1!)1e1fon 'Of 1he Pi'ojec!(s), TOTAL roo g-z.., f5B·¥1 ~ CONTRACTORAANKINS •See Section XVII for additional detaJJs, AU bids will be evaluated based on lhe flnn which submits lhe lowest bid. The lowest Guaranteed Maximum Price -will be awarded 1iftv·· 50.0 · coinfs. Each flnn who submitted a higher bid (Price proposal-the Guatanteed Maximum Price) than lhe·lowes! bid will be awarded a reduced number of points relative.to .the ratio of !he lowest bil;! to Its higher bid multiplied • ample: lfthe lowest bid was-$1'0,000.00 and the higher bid was $12,500.00, tile finn whlt:h submitted the lowest bfd would reeeive SO points and the firm which submlt!ad the higher l;ild wtll be awarded-($10;0oO.OO/$i·2,SOO~O so " 40 polrits. Thee final score will be evaluated In a fair and ·Impartial manner, on. fts own merit: and rated !'locord1ng to the lowest Guaranteed Maximum. Prlca (GMPJ .• Se~ 3 comprtance, experience .and financial ~apacl1y lo detejrcl .the lowest responsive responsible bidder. Each finn wm be calculated on the sum of polrils received from pricm 50 , Section 3 awarded ornts 30 , ex enanca 10 and flnancral acl ·10 for the maJOmum cumulative olnts of 10 . olnts. g ( ) p ( ) p ( ) eap ty( ~ p p ClTY OF ATLANTIC BEACH CITY COMIMISSION MEETING STAFF REPORT AGENDA ITEM: Sewer Rehabilitation for FY14 SUBMITTED BY: Donna Kaluzniak, Utility Dirccto~ DATE : March 10,2014 STRATEGIC PLA N LINK: N/A AOENDII 1'1 EM# 4U APRIL 14 , 2Cl l4 BACKGROUND: The Ci ty\ 2006 Sewer Master Plan Upda te recommended that the City usc cured-in -place pipe techno logy to upgrade the o ld, cracked c lay sewer mains, and use li ning to reha bilitate deteriorated maaho les. For past sewer rehab ili tation projects, the City has piggybacked on cxisring J EA co ntracts. These are large dollar contracts that were compe titively bid. J EA awa rd ed a three-year, S5 + million con tract to lnsituform Techn ologies, LLC on November I 5, 201 1 for cured-in -place pipe. The sewer rehabilitation project for ry 14 will inc I ude: • Cont inuati on of cured-i n-place pipe and manhole 1 ining on Satu ri ba Drive fi·om Se mi no ! c Road to Se lva Marina . o n Sea Oats Drive north of Saturiba Drive, and on Beach A venue and Ocean Blvd. between 15111 and 16'11 Streets. • Point repairs that may b e needed in order to complete cured-in-place piping. Us ing the JEA co ntract unit prices tor ln si tufotm, the cost for cured-in-p lace pipe rehabi lit at ion for the project is app rox ima tely $145,000 incl uding a I 0% contin gency. Any point repairs found necessa ry would bt::: compl eted with the City's a nnual Uti lity Contractor. BUDGET: A total of$190,000 was bud ge:ted fo r sewer rehabilitation in Ute Sewer Fund under acc o unt number 410-5506-535-6300. RECOMMENDATION: Authorize Insitufonn Tec hn ologies, LLC to in stal l cured-in-place pipe (CIPP) for the FY 14 Sewer Rehabi litation Project in the amount of$145,200, usi ng s pecifications and pticing in J EA Cont ract No. 116616. Authorize the City Manager to s ign the contract with lns itufonn Techno logies, LLC . ATTACHMENTS: l. 2. Cost Es timat<~ for project us in g JEA's lnsituform con tra ct pricing. l ns ilulb rm Teci1J1ologies, LLC con tract. REVlliW ED BY ClTY MANAGER: -,.-r7. ba~v-iv-..../ ·~------------~----~------------------------------------------ A GENDA ITEM fl 40 APR IL 14, 20 14· TASK SUMMARY I PRICING ESTIMATE-CIPP UNIT PRIC E CONTRACT · 2007 PA#: COAB • Sua Oats, Saturiba & 16th St $ 144,301 .40 Item Spec sc Est. Units Descri ption Unit Prices Total I II No. No. No. Qty. II Price 1 6 .9.6 0 LS T esting All•ow ance $ 1,000 .00 $ 1,000.00 2 961.1 816 LF Furn is h an d install 8" C IPP lining , 6 mm thick $ 27 .2 5 $ 22,236.00 Furnis h and install1 2" CIPP lin ing , 6.0 mm 4 961.1 2,7 16 LF thick $ 31.80 $ 86,368.80 Recon nect exi sting services using robo tic 2 7 963 .4 32 EA internal cullter $ 250.00 $ 8,000.00 33 965 3,433 LF CCTV and Li ght Clean 8" -21" Dia pipe $ 3.00 $ 10 ,299.00 7 .3.16 Pe rcen t General Co ndi tions 2.50% $ 3,19 7.60 10 Percent Contingen cy 10.0 0% $ 13,200.00 IESTIIOI)!ITED TOTAL COST : $ 144,301.40 3/11 /20 14 page 1 of 1 AGREEMENT UTILIZING JEA CONTRACT# 116616 BETWEEN THE CITY OF ATLANTIC BEACH AND INSITUFORM TECHNOLOGIES, LLC FOR FY13 GRAVITY SEWER REHABILITATION AGENDA ITEM# 4D APRIL 14, 2014 THIS AGREEMENT, made and entered into in duplicate this day of , 2014 (hereinafter referred to as the "Effective Date"), by and between the CITY OF ATLANTIC BEACH, a municipal corporation existing under the Constitution and the laws of the State of Florida, ( hereinafter referred to as the CITY) and INSITUFORM TECHNOLOGIES, LLC, a Delaware limited liability company authorized to do business in Florida with principal office at 17988 Edison Avenue, Chesterfield, MO 63005 (hereinafter referred to as the Contractor), for the FY14 Gravity Sewer Rehabilitation Project (hereinafter referred to as the Project). WITNESSETH: WHEREAS, effective November 15, 2011, JEA entered into Contract Number 116616 (hereinafter referred to as the "JEA Contract") with Contractor; and WHEREAS, said Contract is in full force and effect until November 15, 2014 and has been competitively procured and awarded by JEA as contracting authority according to Florida law; and WHEREAS, The Atlantic Beach Code, more particularly Section 2-336 (6), Code of Ordinances authorizes and allows the CITY to use inter alia contracts of other local governmental entities, including JEA, which have been competitively procured and awarded; and WHEREAS, the JEA Contract is broad enough to include the Project and Contractor has agreed to allow the CITY to use its JEA Contract; and WHEREAS, it is in the best interest of the parties to use the JEA Contract for the Project and to add those contractual provisions the CITY is required to use by ordinance or poli cy; now th erefore AGENDA ITEM # 4D A PRI L 14,20 14 I N C O NSIDERATION of Lh e prem1 ses and of the mu tual cove nant s and ag ree ments here in after co nt a ined, and for other good and va lu ab le co nsi dera ti on th e pa rties agree as foll ows: A RT I CLE 1: Incorporation of Recitals : Th e above s tate d rec it als ar e tw.e a nd co rr ect and l by thi s re ference , are mad e a pa rt hereof a nd are in corpora ted herein . AR T I CLE 2 : E ngagement of C ontractor: C IT Y hereby engages Co nt rac tor and Co ntr actor_hereby accep ts sa id engagement fo r th e p urp ose of co nstru cti ng ured -in-Pi ace Pj pe for the FY 14 Grav ity Sewer Re ha bilit atio n Proj ect, as descr ibed in a nd according to th e prov is ions of: th e JEA Contrac t and its ex hibits, equip me nt descr iptj ons and qu ota tion s made th ere und er (h ere in afte r referr ed to as the Work), an d, by thi s re fere nce, ma de a part her eof and are in co rp ora ted here in ; a nd in acc ord ance wi th th e oth er prov isions, require<.! by law , ordin a nce or poli cy for th e CITY, co nt a in ed in thi s Ag reement. With res pec t to th e Pr oj ect , th e pr ov is ions, term s and con di tion of t he JEA Co ntr act sh all appl y unl ess specifi ca ll y preempted he re in . There fore , any co nflic t betwee n th e provi s io ns of this Ag reement an d those in th e JEA Co nh·ac t shall be res ol ve d in favo r of t hi s Ag reement, but onl y to th e ex tent o f an y con fli ct. A RT I C L E 3: Coordination and Services Provide d by C ITY: CITY sha ll des ignate a Proj ec t Manager who will , on behal r of the CITY , coo rdin ate with Contract or a nd admini ste r thi s Ag reeme nt acco rdi ng to th e te rm s a nd conditi ons co ntained herein and in th e Ex hibit (s ) at tac hed her eto and made a p a 1i hereof. lt shall be th e respons ibility of Man age r to coordin ate a ll Proj ect re lat ed act ivi ti es with th e des ignated Proj ect Man ager. T he CITY's Proj ec t Manage r shall be: Ti m Tow nse nd , Spec ial Proj ects Ma nage r (Te lephon e: 904-247-5839; FAX: 904-2 42-3475; E-mail: tt ow nse ndCa~coa b .us) or oth er des ignee as direc ted by the Utili ty Director . A RTICLE 4: Duration of Agreement/Pricing Available to Othe r E ntities: T he tenn of thi s Ag ree ment sha ll co mm ence on the Effec tive Date a nd sha ll '\GEN!Jt\ ITEM # 40 t\PR II 14 ,20 14 co ntinu e and remain in full force a nd effect as to alJ it s terms, co nd iti o ns and provision as set forth her ei n, th rough a period of tim e whi ch is the ear li er of the Con tractor's delivery and City's accep tance of the Project wit hin th e t im e period set forth in any purchase order or twe lve (12) months from the Effective Date. ARTICLE 5: Payments for Services of Contractor: 5.l. Exce pt as provided in Secti on 5.2 hereo f, the CiTY will co mp ensate Contractor for the Project in acco rd ance with pur cha se orders iss ued and used by the City of At·la ntic Beach Purchasing Department; provided however, payment in voices shatJ be sen t to th e autho 1ized City representative as specified in said pu rc ha e order or oth er subsequent wr itten in strum ent signed by the C ity's Project Manager. 5.2. No twith standin g a ny co ntrary prov is ion, the max imum ind ebted ness of the C ITY for a ll fees, reim burs able items or oth er cost , t o th e Con tra c tor for th e Project, pursuant to this Agreement, sha ll not exceed th e amount of One Hundred Forty Five Thousand Dollars ($145 ,000 .00) unl ec;;s approved in writing by amendment to th e Purchase Order. ARTICLE 6: Notice: Any and all required noti ce to the CJTY und er tl1i s Agreement sha ll be deli vered by certifi ed mail, return recei pt requested , or by other d el ive ry wi th receipt to the fo l low in g: Donna Ka I uzni ak Utility Director 1200 San dpip e r Lane Atlantic Beac h, FL 32233 dkalu zniak @coa b.us ARTICLE 7: Laws, Ordinances, Rules and Regulations: In th e co nstru ction of the Project th e Co ntractor mu st compl y wi th any and all ap pli cab le federal, sta te and lo ca l la ws, rul es, regu lations and ordinan ces , as the sa me exis t and may be amended from time to time. Such laws rules , r egu lati ons and -3- AGENDA ITEM# 4D APRIL 14, 2014 ordinances shall include, but are not limited to, Chapter 119, Florida Statutes, (the Florida Public Records Law) and Section 286.011, Florida Statutes, (the Florida Sunshine Law), as they apply to the Project contemplated in this Agreement. If any of the obligations of this Agreement are to be performed by a subcontractor, the provisions of this Section shall be incorporated into and become a part of the subcontract. ARTICLE 8: Conflict of Interest: The parties will follow the provisions of applicable ordinances and laws with respect to required disclosures by public officials who have or acquire a financial interest in a bid or contract with the CITY, to the extent the parties are aware of the same. ARTICLE 9: Non Discrimination: The Contractor represents that it has adopted and will maintain a policy of non discrimination against employees or applicants for employment on account of race, religion, sex, color, national origin, age or handicap, in all areas of employment relations, throughout the term of this Agreement. The Contractor agrees that, if any of the Services to be provided pursuant to this Agreement are to be performed by a subcontractor, the provisions of this Article shall be incorporated into and become a part of the subcontract. ARTICLE 10: Counterparts: The parties agree that for the execution of this agreement, time is of the essence. Therefore, this Agreement, and all amendments thereto, may be executed in several counterparts, each of which shall be deemed an original, and all of such counterparts together shall constitute one and the same instrument. The parties further agree that facsimile ("fax") or e-mail transmission of all signatures with originals to follow shall constitute and be evidence of an executed Agreement. [Remainder of page is left blank intentionally. Signature page follows immediately.] -4- AGENDA ITEM# 4D APRIL 14,2014 IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and year first above written. ATTEST: By: Donna L. Bartle T1tle: City Clerk ATTEST: By: Signature Debra Jasper Contracting and Attesting Officer CITY OF ATLANTIC BEACH: By: Nelson VanLiere Tttle: City Manager INSITUFORM TECHNOLOGIES, LLC By: Signature Diane Partridge Contracting and Attesting Officer -5- CITY OF ATLANTIC BEACH CJTY COMMlSSION MEETING STAFF REPORT AGENDA ITEM: Repair and Fiberglass Lining of Manholes on Saturiba Drive Bid No. 1314-06 SUBMITTED BY: Donna Kaluznlak, Utility Oirect~r ~ DATE: Ma rch 12, 20 I 4 STRATEGJC PLAN LINK: N/A MiUNf)A ITEM II tiE 1\PRII. 14 ,2014 BACKGROUND: The 2006 Sewer Master Plan recommended inspection, repair and coat ing or lining of manho les in the City's sewer co ll ection system. The manholes on Saturiba Drive arc very deep and in need ofrehabilitation. Fiberglass lining wil l protect and extend the li fe of th e manholes. The C ity advertised fm bid s for th e Repair and Fiberg lass Lining of Manholes on Saturiba Otive. T hree contracto rs submitted bids a long with approp ri ate documen tation: Con tractor Dan us Gruh11 May, lnc. J & H Waterstop Utilities, Inc. Utilities, lnc. Subtota l, Base $99,540.00 $57,929.00 $49,500.00 Bid Item s 10 % $9,954.00 $5 ,792.90 $4,950.00 Contingency Tota l $109,494.00 $63,721.90 $54,450.00 The re sponsive low bidder was J & H Waterstop Utilities, ln c. in t11e amount of$54,450.00 including contingency. BUDGET : A tota l of $86,000 was budgeted for the project in th e Sewer Fund under acco unt number 410-5506-535-63-00. R ECOMMENDATION : Award a contract for Bid No. 13 14-06 for the Repair and Fibetglas s Lining of Manholes on Saturiba Drive in th e amo unt of$54 ,450.00 to J & H Watersto p Uti litks, Inc. and authorize the City Manager to sign the contract. ATTAC HM ENTS: I. Bid Tabulation I~EVIEWED BY CITY MANAGER: -;r. 1/o.-, ~ --------------~--------------------- BID 1314-06 Required Documents Submission in Triplicate-All Documents Document Requirements Checklist Bid Form Bid Bond-5% of Total Bid Drug Free Workplace Public Entity Crimes Statement W-9 Form New Vendor Information Form Insurance References -three (3) FL General Contractor's License or Undergound Utility Contractor's License Proof of Experience-Ten (10) Years Documentation of any Addenda BASE BID ITEM: Repair & fiberglass lining of 11 sanitary sewer manholes on Saturiba Dr., ranging from approx. 9' to 13' in depth .· Lump Sum Ten Percent (10%) Contingency Total Base Item Plus 10% Contingency ~ " "'" '". City of Atlantic Beach Repair & Fiberglass Lining of Manholes on Saturbia Drive March 12, 2014 Danus Utilities, Inc. Gruhn May, Inc. X X X X X X X X X X X X X X X X X X X X X X X X NA NA ' ' . ·····: ... · .... . ;! . · . ; . • ; •···· . ; ; . .; ; !. ·. · ... · .. $99,540.00 $57,929.00 $9,954.00 $5,792.90 $109,494.00 $63,721.90 .;.; . ..... ····. ; .. ""if, '"' Award of Bid based on Department Analysis and City Commission Approval 3:00PM J & H Waterstop Utilities, Inc. X X X X X X X X X X X X NA .·•·.·· ' ··· . ........... ' ',:·' ...... · •·. $49,500.00 $4,950.00 $54,450.00 "'' AGENDA ITEM: SU BMITT ED BY: DATE: BACKGROUND: BUDGET: RECOMMENDATION: ATTACHMENTS: REVIEWED BY: CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT List o f property to be declared surplu s Ne lso n Van Liere, C ity Ma nager March 11 , 20 14 AGENDA I !'EM H ti F APRIL 14.2014 Over time, the City acc umul ates va ri ous properti es that lose thdr usefuln ess due to deter io ratio n or obso lescence. On ly it e ms deemed trul y of no use to th e Cit y a re on t his Ji st. These assets were eitl.1er not o pera ti onal, have been deemed no longer cos t-effective to repa ir, or were rece ived thmugh f01rfeiture . There is no bud get for t hi s acti o n D(:clare th is list of property as su rp lus so th at th e items o n it may be disposed of in th e most beneficia l way to the City. Lis t of pt·opetty to be declared surplus City Manager DEPARTMENT Fleet Maintenance Public Works Forfeiture -PO DESCRIPTION 1995 Ford F150 Pickup Truck CITY OF ATLANTIC BEACH SURPLUS PROPERTY LIST AS OF MARCH 11, 2014 FLEET# P-2 2003 Chevrolet S-1 0 4 x 2 Pickup Truck P-57 2006 Toyota Land Cruiser V-8 N/A 0:\Finance\Fixed Assets\[Surplus Property List 03-11-14.xls]list for staff report Mileage 64,663 70,850 117,969 AGENDA ITEM# 4F APRIL 14, 2014 03/11/14 FIXED SERIALNIN# ASSET# 1 FTEF15Y3SNB25511 21 1 GCCS 14X938180038 1188 JTEHT05J3621 02154 N/A CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM II <JC APRIL 1'1. 2014 AGENDA ITEM: Interior Repair and Painting of Grow1d Storage Tank at Water Plant #2 Bid No. 13 14-05 SUBMITTED BY: DATE: Donna Kaluz niak, Uti lit y Directotfi}} March l2, 2014 LV ST RATEGI C PLAN LINK: N/ A BACKGROUND: As part of the City's maintenance program , the gro und and elevated s tora ge tanks at the City's wate r plant s arc inspected, rehabil it ated and coated on a regular ba sis. The Cit y ad ve ttised for bid s for repairs a nd coating for th e int erior of the 500,000 ga llon Ground Storage Tank at Water Plant #2. Six contractors attended the mandatory pre·-bid meetin g and four con tractors s ubmitted bid s: Con tractor Cram Coatings E & D Contracting Elite Pipeline Wo11h Contract in g, Serv ic,es , Inc. lnc. Subtotal, Base $10 8,000.00 $68,640.00 $86.300.00 $88 ,200.00 Bid Items LO % $10,800.00 $6,864.00 $8,630.00 $8,820.00 Contingency Total $118,800.00 $75,504.00 $94,930.00 $97,020.00 The responsive low bi dder was E & D Co ntrac tin g s~rvices, Inc. in the amount of $75,504.00 including co ntingency. BUDGET: A total of$ J 00,000 was buclge:tcd for the project in the Water Fund und er account numb er 400-55 0 2-533 -63-00. RECOMMENDATION: Award a contract for Bid No . 13 I 4-05 for the lnletior Repair and Painting of Ground Storage Tank at Water Plant #2 in th e omount of $75,504.00 toE & 0 ContracUng Serv ice , Jn c. an d auth orize th(~ City Manager to sign th e contract. ATTACHMENTS: I. Bid Tabulation REV IE WED BY C ITY MANAGER: ~,_/7.:....:.._/h_c.='___.,~ ..... ;&"'"""'-"""/..'--';.,c'-6'1'----------- BID 1314-05 Required Documents Submission in Triplicate -All Documents Document Requirements Checklist Bid Form Bid Bond-5% of Total Bid Drug Free Workplace Public Entity Crimes Statement W-9 Form New Vendor Information Form Insurance References -three (3) General Contractor's License Proof of Experience-Ten (10) Years Documentation of any Addenda BASE BID ITEM: Repair & recoat the interior of the 500,000 gallon ground storage tank at water plant #2, 2301 Mayport Road Lump Sum Ten Percent (10%) Contingency Total Base Item Plus 10% Contingency City of Atlantic Beach INTERIOR REPAIR & PAINTING OF GROUND STORAGE TANK AT WATER PLANT #2 March 12, 2014 Crom Coatings E & D Coatings Inc. Elite Pipeline X X X X X NO X X X X X X X X X X X X X X X X X X X X X X X NO X X NO -provided a receipt from the City of Wyoming, Ml X X NO NA NA NA ' H: :~n· .\ '• I •.·· .. ··· .. ' '; ' I ' ·. . •••••• I< •••• > ,: ·' ' :• ' :•:. ,', :,: < •' : ; :,. ''< ·.· : •.·.:., $108,000.00 $68,640.00 $86,300.00 $10,800.00 $6,864.00 $8,630.00 $118,800.00 $75,504.00 $94,930.00 .. ~ "' .. ) ~ "~ . Award of Bid based on Department Analysis and City Commission Approval 3:00PM Worth Contracting, Inc. X X X X X X X X X X X X NA lc . . .. • : . .i . . . ....... ·. ' .. , .• ::: •••• $88,200.00 $8,820.00 $97,020.00 CITY OF ATLANTIC BEACH CITY COMMISS ION MEETING STAFF REPORT AGENDA ITEM 1141~ APRIL 14, 201<1 AGENDA ITEM: Modification to Ve rizo n Wireless Lease SUBMlTTED B Y: Do nn a Kalu zn iak, Utilit y Di rector DATE : Mar ch 14,20 14 STRATEGIC PLAN LINK: N/A BA CKG ROU ND: Verizon Wir eles::; c urre ntl y has a lease with the Cit y of At lanti c Beac h to rent antenn a space on a nd nea r our e leva ted water tank at Water Pl ant No. I (469 11 111 St.). Verizon would lik e to enl arge th ei r emergency ge nerator, req uiring a larger co ncrete pad and an ad diti o na l 15 sq uare fee t of area a t the pl ant. Based o n pa st practice per information fi·om other uti lities, Veri zo n agreed to in crease the ir rent by $692.04/yea r. In addition , Verizon requested to extend their le:ase for three addi ti ona l 5-yca r increments at th e curre nt rent rates. Sta ff ad vise d Veri zo n th at th e.Y wo uld not be in te res ted in ex tendin g th e lease w ithout a cos t in crease, and negot iated a $6,000/year in crease in the amo unt of the rent. Yerizon has agreed to th e total rent in crease of $6,692.04 per ye ar . Statf also had Ve ri zo n up grade their in s ura nce to be consistent with current req uirements, whi c h th ey have done. BU DG ET: Yerizo n 's cunent rent is $18,232.36 pe r year, with an annu al increase of 4%. The additi onal rent would in crease th e ir payment to $24,924.40 wi th an ann ual increase of3%. Over th e 2 1-yca r period of the lease, thi s will mean in cre ased revenues of$2 13,938. RECOMMENDATION: Approve th e Ame ndm ent to the Vetizon Wireless S it e Lease an d aut ho ri ze th e Cit y Manager to s ign the lease documents. ATTACHMENTS: I . 2. 3. T hird Amend ment to PCS Si te Lea se Amend ed Short Form Lease insuran ce Ce rtifi cate Lessee Site Name: Mayport Road Site ID: I 00402 Third Amendment to PCS Site Lease AGENDA ITEM# 4H APRIL 14,2014 This Third Amendment to PCS Site Lease (this "Third Amendment") is made this_ day of , 2014 (the "Effective Date"), between City of Atlantic Beach, ("Owner") and Verizon Wireless Personal Communications LP d/b/a Verizon Wireless, ("Lessee"). Owner and Lessee are at times collectively referred to hereinafter as the "Parties" or individually as the "Party''. WHEREAS, Owner and Lessee's predecessor in interest, PCS PrimeCo, LP, a Delaware limited partnership, entered into a PCS Site Lease dated November 9, 1995, as amended by that certain First Amendment to PCS Site Lease, dated February 24, 2011, as amended by that certain Second Amendment to PCS Site Lease, dated August 31, 2012, (collectively, the "Lease") for the lease of a portion of certain real property and a communications facility (the "Site"), located at 469 11th Street, Atlantic Beach, Duval County, Florida; WHEREAS, Owner and Lessee desire to modify the Lease as set forth below. NOW, THEREFORE, in consideration of the mutual covenants and conditions set forth herein, and other valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the Parties hereto agree to be legally bound to this Third Amendment as follows: 1. All capitalized terms in this Third Amendment, not otherwise defined herein, shall have the meaning ascribed to them in the Lease. 2. Owner and Lessee agree and acknowledge that the Lease shall be amended and modified to reflect that Lessee's lease area of Real property shall be a total 21 0' sq ft. References in the Lease as to any other total square feet shall be henceforth deleted. Lessee's 210' sq. ft. lease area of Real property shall be comprised of the following, in addition to Lessee's access for ingress, egress, and utilities thereto: 16' 8" x 8' ( 13 3. 3 3 sq ft.) lease area for pad and cabinets, 3' x 3' (9 sq ft.) lease area for portion of generator on slab, 3' x 4' (12 sq ft.) lease area for portion of generator on slab, 3 '9" x 4' (15 sq ft.) lease area for portion of generator on slab, and 4' x 1 0' ( 40 sq ft.) lease area for LP tank on slab. 3. Exhibit A-1 to the Agreement is hereby amended and modified with Exhibit A-2 accordingly. In the event of any inconsistency or discrepancy between the Lease and Exhibit A-2 attached hereto, Exhibit A-2 attached hereto shall control. 4. Rent. In consideration of Owner's approval of Lessee's modifications to its equipment, the current annual rent shall be increased by $6,692.04, partial years to be prorated, which increase shall commence based upon the date Lessee commences construction on the Real property. In the event the date Lessee commences construction on the Real property falls between the 1st and 15th of the month, the rent increase shall commence on the 1st of that month and if the date construction commences falls between the 16th and 31st of the month, then the rent increase shall commence on the 1st day of the following Lessee Site Name: Mayport Road Site ID: 100402 AGENDA ITEM# 4H APRIL 14,2014 month (either, the "Commencement Date"). The parties agree to memorialize the Commencement Date in writing. Effective as of the date Lessee's next annual rent payment is due, the rent shall escalate at a rate of three percent (3%) per year, and shall continue to escalate at this same rate each year thereafter. Within 30 days after a written acknowledgement confirming the Commencement Date has been received by Lessee, Lessee will pay Owner the rent increase for the remainder of the current lease year. By way of illustration of the preceding sentence, if the Commencement Date is January 1 and the written acknowledgement confirming the Commencement Date is dated January 14, Lessee shall send to the Owner the rent increase payment by February 13. 5. Extension Periods. Section 4 of the Lease, titled Extension, is hereby amended and modified to reflect that there shall be three (3) additional Extensions Periods beyond that currently set forth in the Lease 6. All remaining provisions of the Agreement shall remain in full force and effect as to all other terms and conditions, and shall remain binding on the Parties hereto. 7. The Agreement and this Third Amendment contain all agreements, promises or understandings between Owner and Lessee and no verbal or oral agreements, promises or understandings shall be binding upon either the Owner or Lessee in any dispute, controversy or proceeding at law, and any addition, variation or modification to the Agreement and this Third Amendment shall be void and ineffective unless made in writing and signed by the Parties. In the event any provision of the Agreement and this Third Amendment is found to be invalid or unenforceable, such a finding shall not affect the validity and enforceability of the remaining provisions of the Agreement and this Third Amendment. (Signature Page to Follow) 2 Lessee Site Name: Mayport Road Site ID: 100402 AGENDA ITEM# 4H APRIL 14,2014 IN WITNESS WHEREOF, the Parties have set forth their hand and seal as of the date indicated above. Witnesses: By: ________ _ Name: ________ _ By: ________ __ Name: -------- By:, ________ __ Name: By: ________ _ Name: -------- 3 Owner: City of Atlantic Beach By: ___________ _ Name: -------------Title: ___________ __ Date: -------------- Lessee: Verizon Wireless Personal Communications LP d/b/a Verizon Wireless By: ___________ _ Name: Apama Khurjekar Title: Area Vice President Network Date:, ___________ __ Lessee Site Name: Mayport Road Site ID: I 00402 After Recording Return To: Rogers Lewis Jackson Mann & Quinn, LLC P.O. Box 11803 Columbia, S.C. 29211 Attn: Jessica Crowson State of Florida County of Duval ) ) ) Amended Short Form Lease AGENDA ITEM# 4H APRIL 14, 2014 This Amended Short Form Lease ("Memorandum") is made this __ day of _______ , 2014, between City of Atlantic Beach, a municipality of the State of Florida ("Owner") and Verizon Wireless Personal Communications LP d/b/a Verizon Wireless, ("Lessee"). Owner and Lessee are at times collectively referred to hereinafter as the "Parties" or individually as the "Party". WHEREAS, Owner and Lessee's predecessor in interest, PCS PrimeCo, LP, a Delaware limited partnership, entered into a PCS Site Lease dated November 9, 1995, as amended by that certain First Amendment to PCS Site Lease, dated February 24, 2011, as amended by that certain Second Amendment to PCS Site Lease, dated August 31, 2012, (collectively, the "Lease") for the lease of a portion of certain real property and a communications facility (the "Site"), located at 469 11th Street, Atlantic Beach, Duval County, Florida; and WHEREAS, Lessee's leasehold interest to the Site was previously recorded in that certain Short Form Lease, dated October 2, 1995 and recorded July 15, 1996 in Book 8391, Page 201, in the public records of Duval County, Florida. WHEREAS, the parties entered into a Third Amendment to PCS Site Lease ("Third Amendment") to document modifications to Lessee's lease area of Real property the Site; and WHEREAS, this Memorandum is not intended to supersede, replace, or release Lessee's rights under any prior recorded Memorandum; 1. The Property leased by Owner to Lessee pursuant to the Lease, as amended, is further described on Exhibit 1 attached hereto. The Lease includes the non-exclusive appurtenant rights for ingress and egress, and utility purposes over, under or along an existing right of way extending from the nearest public right of way. 1 AGENDA ITEM# 4H APRIL 14, 2014 2. The initial term of the Lease is five (5) years and commenced on or about November 9, 1995. As amended by the Third Amendment, the Lease will automatically renew for seven (7) additional terms of five (5) years each, unless earlier terminated as provided in the Lease. 3. The terms, covenants and provisions of the Lease and Third Amendment of which this is a Memorandum, shall extend to and be binding upon the respective executors, administrators, heirs, successors and assigns of Owner and Lessee. IN WITNESS WHEREOF, the Parties have set forth their hand and seal as ofthe date indicated above. Witnesses: By: ________ _ Name: ----------------- By: ________ _ Name: --------- By: ________ _ Name: By: _______ __ Name: -------- 2 Owner: City of Atlantic Beach By: ___________ _ Name: ____________ _ Title: ___________ _ Date: ___________ _ Lessee: Verizon Wireless Personal Communications LP d/b/a Verizon Wireless By: ___________ _ Name: Apama Khurjekar Title: Area Vice President Network Date: ---------------------- State of Florida County of Hillsborough ) ) ) Acknowledgement AGENDA ITEM# 4H APRIL 14, 2014 I, , a Notary Public for said County and State, do hereby certify that [NAME] to me personally known, who, being by me duly sworn, did say that s/he is [TITLE] of City of Atlantic Beach, and that s/he, being authorized to do so, executed the foregoing instrument on its behalf. Sworn to and subscribed before me this __ day of _________ , 201_. Notary Public State ofNorth Carolina County of Mecklenburg ) ) ) Acknowledgement I, , a Notary Public for County and State of Nmih Carolina, do hereby certify that Aparna Khurjekar, to me personally known, who, being by me duly sworn, did say that she is Area Vice President Network ofVerizon Wireless Personal Communications LP d/b/a Verizon Wireless, and that she, being authorized to do so, executed the foregoing instrument on its behalf. Sworn to and subscribed before me this __ day of _________ , 201_. Notary Public My Commission Expires: ______ _ 3 Exhibit "1" Legal Description of Property: AGENDA ITEM# 4H APRIL 14, 2014 Portion of Government Lot 5, Section 17, Township 2 South, Range 29 East, Duval County, Florida a/k/a 469 11th Street, Atlantic Beach, Florida [See Attached Site Plan] 4 Lessee Site Name: Mayport Road Site ID: I 00402 Exhibit A-2 (See attached drawing) 4 AGENDA ITEM# 4H APRIL 14, 2014 PAVED ROAD LESSEE PROPOSED GAS LINE ROUTE 5' RADIUS SAFETY ----,--...._ BUFFER FROM lP TANK Flll POINT LESSEE 8' x 15' EQUIPMENT PAD AND CABINETS INSIDE 8' x 16'8" LEASE AREA PORTION OF LESSEE' GENERATOR AND SLAB INSIDE 3' x 3' LEASE AREA EXISTING CONCRETE --;--- CULVERT OUTLET I I I \ \ \ \ AGENDA ITEM# 4H APRIL 14,2014 ESTIMATED MAGNETIC NORTH EXISTING WATER TANK EXISTING WATER TANK LEG FOUNDATION LESSEE EXISTING METER ---- LESSEE PROPOSED SUB-PANEL ~-~~~-LESSEE EXISTING LsnNG TREE LESSEE 500 GALLON LP TANK AND PAD INSIDE 4' x 10' LEASE AREA PPC LESSEE EXISTING ATS TO BE REPLACED WITH PROPOSED ATS LESSEE EXISTING DISCONNECT LESSEE EXISTING UTILITY RACK LESSEE PROPOSED lP GENERATOR ON EXISTING SLAB AND NEW SLAB EXTENSION PORTION OF LESSEE' GENERATOR AND SLAB INSIDE 3'9" X 4' LEASE AREA ~x---x---x---x--x--x~ 1 SCOPE OF WQRK: ADD NEW lP GENERATOR ON EXISTING CONCRETE PAD AND NEW SLAB EXTENSION. REMOVE EXISTING GENERATOR. ADD NEW SUB-PANEL REPLACE EXISTING ATS WITH NEW 200A ATS. VERIZON WIRELESS 14055 RIVEREDGE DRIVE SUITE 600 TAMPA, FL 33637 TEL: (813) 615-4800 FAX: (813) 615-4902 SITE PLAN SCALE: 3/32" = 1'·0" EXCELL COMMUNICATIONS, INC. 6247 AMBER HILLS ROAD BIRMINGHAM, ALABAMA 35173 PHONE: 205.956.0198 FAX: 205.956.2632 SITE NAME: ISSUED: 10/23/13 MAYPORT ROAD REVISED: 12/09/13 VERIZON SITE ID: REVISED: 12/16/13 JAX_39 REVISED: 1------------1 PAGE: DESCRIPTION: 1 OF 1 LEASE EXHIBIT ~ AGENDA ITEM# 4H APRIL 14, 2014 I DATE(MM/DDIYYYY} AC:~Rc;,9 CERTIFICATE OF LIABILITY INSURANCE '-.----03/06/2014 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Aon Risk Services Northeast, Inc. New York NY office 199 water Street New York NY 10038-3551 USA INSURED verizon wireless and its subsidiaries And Affiliated companies c/o verizon Lease Administration 7701 E. Telecom Parkway Mail Code: FLTDSB1W Temple Terrace FL 33637 USA COVERAGES city of Atlantic Beach, FL Attn: Donna Kaluzniak, Utility Director 902 Assisi Lane Atlantic Beach FL 32233 USA CONTACT NAME: PHONE (866) 283-7122 j iffc. No.): (800) 363-0105 (NC. No. Ext): E·MAIL ADDRESS: INSURER(S) AFFORDING COVERAGE NAIC# INSURER A: National union Fire Ins Co of Pittsburgh 19445 INSURER B: INSURER C: INSURER D: INSURER E: INSURER F: code: insured under the policy as required by written contract. SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCEULED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE ©1988·2014 ACORD CORPORATION. All rights reserved. ACORD 25 (2014/01) The ACORD name and logo are registered marks of ACORD N ;;; N <D 0 ('") "' 0 0 r-- "' 0 z .f! <II <.> I;: t (lj u AGENDA ITEM: SUBMITTED BY: DATE: CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM# 7 A APRIL 14, 2014 Through lots between Beach Avenue and Ocean Boulevard Michael Griffin, CBO, CFM Building and Zoning Director JWe February 12, 2014 STRATEGIC PLAN LINK: None BACKGROUND: Attached is a copy of the November 19, 2013 staff repoti submitted to the Community Development Board (CDB) to discuss City Code Section 24-84 (c) which relates to through lots along Beach A venue and Ocean Boulevard. This section requires double frontage lots extending from Beach Avenue to Ocean Boulevard to have the front yard face Ocean Boulevard. As indicated to the CDB, 10 of the 22 through lots already front and have a Beach Avenue address. Only 4 through lots are addressed and front along Ocean Boulevard, the other lots have side street addresses. Currently the ordinance requires an existing through property to redirect the front yard to Ocean Avenue if the existing structure is demolished and rebuilt. Staff requests the Commission eliminate this portion of Section 24-84 to allow through lots to front onto either Beach A venue or Ocean Boulevard. Below is a list of through lot addresses fronting onto Beach Avenue. 120 Beach A venue 0 Beach Avenue (unpublished address) 250 Beach A venue 136 Beach Avenue 178 Beach A venue 328 Beach Avenue 436 Beach Avenue 620 Beach A venue 360 Beach Avenue 578 Beach A venue The CDB voted unanimously (see attached draft minutes) to request Section 24-84 (c) be amended to allow through lots along Beach A venue and Ocean Boulevard to front along Beach Avenue. Our Public Works Department does not object to this amendment and does not consider this as adding a traffic impact upon this portion of Beach Avenue. BUDGET: RECOMMENDATION: ATTACHMENTS: No Impact Approval of Ordinance 90-14-222 which amends Section 24-84 of the City Code to repeal conditions of lots extending between Beach A venue and Ocean Boulevard as recommended by the Community Development Board. November 19, 2013 CDB staff report and draft minutes. Ordinance 90-14-222 REVIEWED BY CITY MANAGER: ----71. {/ ~ c:::{?:t.-e City of Atlantic Beach Building and Zoning Dep;t~~m.e11t 800 Seminole Road ' ···· , Atlantic Beach, Florida 32233 Telephone (904) 247-5800 Fax (904) 247-5805 www.coab.us Memorandum To: Community Development Board From: Michael Griffin, CBO, CFM Building and Zoning Director Date: November 5, 2013 Re: Through lots between Beach Avenue and Ocean Boulevard AGENDA ITEM# 7A APRIL 14, 2014 This is to request a recommendation from the Community Development Board to the City Commission that through lots between Beach A venue and Ocean Boulevard be allowed to have front yards that access along Beach Avenue. City Code Section 24-84. (c) Double frontage lots states, "Special treatment of Ocean Boulevard lots with double frontage. For double frontage lots extending between Beach A venue and Ocean Boulevard, the required front yard shall be the yard, which faces Ocean Boulevard." Currently there are 22 total through lots between Beach Avenue and Ocean Boulevard with 10 lots addressed on Beach Avenue, 5 lots addressed on side streets, 4 lots, with Ocean Boulevard addresses, and 3 vacant lots with no address. Given the current available access and street width there does not appear to be a reason Beach Avenue cannot handle the possible 7 properties that may want to have access to Beach Avenue. Our Public Works Depatiment has no objection to allowing the remainder of lots to front onto Ocean Boulevard. ORDINANCE NO. 90-14-222 AGENDA ITEM# 7A APRIL 14,2014 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 BOULEVARD; PROVIDING FOR CONFLICT; PROVIDING FOR SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City Commission of the City of Atlantic Beach, Florida, finds that it is necessary to amend Chapter 24, Article III, Division 4, Section 24-84 of the Atlantic Beach Code of Ordinances. NOW THEREFORE, BE IT ENACTED BY THE CITY COMMISSION ON BEHALF OF THE PEOPLE OF THE CITY OF ATLANTIC BEACH, FLORIDA: SECTION 1. Regulation Amended. That Section 24-84 of the Code of Ordinances, specifically the Land Development Regulations of the City of Atlantic Beach, Florida, is hereby amended to read as follows: Sec. 24-84. Double frontage lots. (a) Double frontage lots. On double frontage lots, the required front yard shall be provided on each street, except for lots as set forth below and as set forth in section 24-88 (b) Special treatment of ocean-front Lots. For lots having frontage on the Atlantic Ocean, the front yard shall be the yard which faces the Atlantic Ocean, and the required front yard shall be measured from the lot line parallel to or nearest the ocean. (c) Special treatment of Ocean Boulevard lots 'vVith double frontage. For double frontage lots extending bet'.veen Beach Avenue and Ocean Boulevard, the required front yard shall be the yard, 'vVhich faces Ocean Boulevard. ORDINANCE NO. 90-14-222 Page 1 of2 AGENDA ITEM# 7A APRIL 14, 2014 SECTION 2. Conflict. If any portion of this ordinance is in conflict with any portion of any other ordinance, then the provisions of this ordinance shall govem. SECTION 3. Severability. If any section, sentence, clause or phrase of this ordinance is held to be invalid or unconstitutional by any court of competent jurisdiction, then said holding shall in no way affect the validity of the remaining portions of this ordinance. SECTION 4. Effective Date. This Ordinance shall take effect immediately upon its final passage and adoption. PASS ED by the City Commission on first reading this 1Oth day of March 2014. PASS ED by the City Commission on second and final reading this 14th day of April 2014. ATTEST: DONNA L. BARTLE, City Clerk CAROLYN WOODS, Mayor, Presiding Officer Approved as to fmm and corr-ectness: RICHARD KOMANDO, City Attomey ORDINANCE NO. 90-14-222 Page 2 of2 AGENDA ITEM# 7 A APRIL 14, 2014 Draft Minutes of the October 15, 2013 regular meeting of the Community Development Board was seconded by Harley Parkes. It was unanimously approved 6-0. 6. REPORTS. A. Through Lots. Michael Griffin stated ·that this item is to request a recommendation from the Community Development Board to the City Commission to repeal Section 24-84: (c) The Land Development Code which relates to double frontage lots which requires new structures built in between Beach Avenue and Ocean Blvd, to actually front onto Ocean Blvd. Currently th.ere are only 4 lots with Oc~~n Blvd addresses and 10 lots addressed on Beach Avenue, and 3 vacant lots with no address. Sylvia Simmons is concerned about letting homeowners place 6ft tall fences right along Ocean Blvd. Mr. Parkes stated that the economic value of having a Beach Ave. address is not arguable. Kelly Elmore made~' motion to amend th~ code to allow through lots between Beach Ave. to Ocean Blvd. to front on Beach Ave. Mr. Stratton seconded the motion. The motion was unanimous.ly approved 6-0. B. Tree Ordinance. Mi.c.hael Griffin stated that the Tree Ordinance is not up for discussion for this ~~ening. Mr. Griffin stated this is just a heads up that this will be coming UR iti the Dec;ember meeting. Mr. Elmore stated he will be missing the December 17Fh meeting. Brea Paul stated that Jason Burgess will not be staying on the board and the new board member will be Linda Lanier. 7. ADJOURNME,NT-8 :31 PM Brea Paul, Chair Attest Page 5 of5 CITY OF: ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AM ii NDcD AOFNI)A ITEM # IIA 1\fl ttll . Itt, 20 14 AGENDA ITEM: Engineering Design of Storm water Improvements for Saltair Subdivision and Sturdivant Road Sidewalk (PW1406) SUBMITIED BY: Rick Carper, P.E ., Public Works Director({_, March 12, 2014 DATE: STRATEGIC PLAN LINK: 13. Stormwater Master Plan Projects BACKGROUND: In March, the Commission approved Staff's recommendation of Ayres & BUDGET: Associates for the Engineering Design of Stormwater Improvements for Saltair Subdivision and Sturdivant Road Sidewalk and authorized staff to negotiate scope and fees for these services. Staff, in consultation with the City Manager, has reached agreement on the Scope of Services and Fee p1roposal attached to this staff report. The Scope of Services includes project dE!Sign, geotechnical and environmental services and environmental permitting. The consultant proposes to have design completed to support a planned bid d ~1 te of August 2014. The Base Fee proposal is $33,507.91, with an additional $27 00.00 in Limiting Amount Fees (services performed as needed). The total fee is $36,207.91. Total budget for project P\t\11406 is $380,000, with $250,000 from Stormwater Account, 470-0000-538-6300 and $130,000 in the Half Cent Sales Tax Account, 131-5002-541-6300. RECOMMENDATION: Staff recommends the Commission approve the Scope of Services and Fee Proposal for Engineering Design of Stormwater Improvements for Saltair Subdivision and Sturdivant IRoad Sidewalk and authorize the City Manager to sign the contract with Ayres & Associates . ATTACHMENTS : A. Scope of Services for Engineering Design for Saltair Subdivision and Sturdivant Road SidE~walk B. Contract Fee Summary REVIEWED BY CITY MANAGER: __ /_t_,, __ • _..;.../-_~_~_"-!'-=---------- March 26, 2014 Mr. Rick Carper, PE Public Works Director City of Atlantic Beach 1200 Sandpiper Lane Atlantic Beach, Florida 32233 Re: Stormwater Improvements for Salt Air Neighborhood Subject: Scope & Fee Proposal Dear Mr. Carper: AMENDED AGENDA ITEM# SA APRIL 14,2014 Ayres Associates (Consultant) is pleased to present our scope of services and fee proposal for this drainage project. This scope of work is to provide professional engineering services for final plans and permitting of improvements within the Salt Air Neighborhood to restore the drainage patterns and provide proper conveyance of stormwater runoff. General Objective The general objective of this project is to provide a functioning stormwater conveyance system that will eliminate occurrences of standing water after storm events. Stormwater conveyance will be restored through construction of roadside swales along Magnolia, Pine, Poinsettia, Sylvan, Seaspray, and David Streets. The limits of the proposed improvements will be based on the excerpt from the City's 2012 Stormwater Master Plan Update for this neighborhood, included as Exhibit A. In addition a sidewalk will be designed on Sturdivant Road from Magnolia to Sherry Drive. Project Description This project is located on southern end of the Salt Air Neighborhood. The improvements under this project will occur on seven streets within the neighborhood, which are; Magnolia Street- Swale/Ditch modifications, Pine Street-Swale/Ditch modifications, Poinsettia Street- Swale/Ditch modifications, Sylvan Drive-Swale/Ditch modifications, David Street-Swale/Ditch modifications, Seaspray Avenue-Swale/Ditch modifications, and Sturdivant Avenue- sidewalk. The stormwater collection/conveyance system will be designed based on a (5) year design storm event. Scope of Services The Scope of Services for the project involves the tasks as listed below: Phase I -Data Review/Collection Survey 5220 Shad Road 0 Suite 200-3 0 Jacksonville, FL 32257 • 800.678.4713 e www.AyresAssociates.com AMENDED AGENDA ITEM# SA APRIL 14,2014 The City has obtained survey of this project area. Consultant will review the existing survey data and make a determination of supplemental information needed based on general objective of this project. Supplemental data, if required, will be requested through the Department of Public Works project manager. The City will provide support in obtaining the ASCII file from surveyor. The City will assist and/or provide information and direction as to the location of known flooding problem areas within the project limits. Phase II -Design and Permitting Drainage Design I Plans Production Design phase services will include the preparation of plans and specifications for the construction of the drainage improvements as well as the sidewalk improvements along Sturdivant Avenue. Drainage analysis I design and plans preparation will include: (a) Drainage Design/Analysis. Collection/Conveyance Systems design. Drainage design will be in accordance with the applicable sections of the City of Jacksonville Land Development Code as well as FOOT Drainage Manual. b) Drainage Plans. Plan sheets, notes, and details sufficient for construction of proposed improvements. The index of drawings for plan set will generally include, but not necessarily be limited to the following: A. Key Sheet B. General Notes C. Project Layout D. Drainage Map E. Plan and Profile F. Drainage Structures G. Cross Sections H. Drainage Details I. Utility Conflicts J. Erosion & Sedimentation Control Details K. Stormwater Pollution Prevention Plan Where applicable, information can be combined on drawing sheets Sidewalk Design The 4-foot sidewalk will be designed to avoid existing features to the extent practical. Sidewalk design will be in accordance with the latest Land Development Code and Americans with Disabilities Act (ADA) standards. Permitting Requirements Consultant will schedule a pre-application meeting with the St. Johns River Water Management District (SJRWMD) to discuss the project and determine what permits may be required. The pre-application meeting will be held after the corrections have been made to the 30% plans submittal. Meeting minutes will be documented and distributed to the City within 5 business days from the date of the pre-application meeting. Based on the outcome of the pre-application meeting and the direction received from the SJRWMD any applicable permit applications will be submitted after the 60% review comments have been received and corrections made. Consultant will respond to any 5220 Shad Road" Suite 200-3 • Jacksonville, FL 32257 • 800.678.4713 • www.AyresAssociates.com AMENDED AGENDA ITEM# 8A APRIL 14, 2014 subsequent requests for additional information (RAI) to obtain the permit. The City will be responsible for any necessary permit application fees. Project Submittal Requirements 30% Design Plans: Five (5) sets of half-sized (11" x 17") plans will be furnished to the City for review and comment. Design documentation with calculations, an opinion of probable cost and other pertinent design information will also be provided along with the design plans. The plans will be reviewed by the City and written comments will be provided. The City will provide written review comments within two (2) weeks from submittal. 60% Design Plans: Five (5) sets of half-sized (11" x 17") drawings will be furnished to the City for review and comment. Design documentation with calculations, an opinion of probable cost and other pertinent design information will also be provided along with the design plans. The plans will be reviewed by the City and written comments will be provided. The City will provide written review comments within two (2) weeks from submittal. 100% Design Plans: Five (5) sets of half-sized (11" x 17") drawings will be furnished to the City for review and comment. Design documentation with calculations, project quantities (compbook), a final opinion of probable cost and other pertinent design information will also be provided along with the design plans. Draft Bid Documents and Project Specifications using City standard format will be included in this submittal. The plans will be reviewed by the City and written comments will be provided. The City will provide their standard up front bid package information. The City will provide written review comments within two (2) weeks from submittal. Final Submittal: Comments received from the City on the 100% submittal will be incorporated in the plans and specifications. Five (5) sets of half sized (11" X 17") drawings and specifications will be signed and sealed and furnished to the City for their records. Utility Coordination Within the project limits, the Consultant will be responsible for coordination with affected utility companies in order to minimize utility conflicts. Consultant will coordinate with the known private (City of Atlantic Beach Water & Sewer) and public utility (AT&T & Com cast) companies within the project area and obtain plans of their existing facilities. The Consultant will contact these utilities and submit 60% design plans that include all known existing utilities. The Consultant shall make final contact with these utilities to submit 90% plans that show all existing and proposed utility relocations. Meetings Consultant will schedule design plan review meetings at each phase submittal to discuss review comments and relay any design information necessary to convey the intent of the plans. Consultant will attend up to two meetings with the SJRWMD to discuss the permitting aspects of the project. Consultant will attend one public meeting to gather citizen input on the design of this project. A separate meeting will be held with the City Commission to present the recommended project design. 5220 Shad Road ~ Suite 200-3 • Jacksonville, FL 32257 • 800.678.4713 • www.AyresAssociates.com Time Schedule AMENDED AGENDA ITEM# SA APRIL 14,2014 Within five (5) days after Notice to Proceed (NTP), Consultant will update the schedule provided with actual dates based on the NTP date. The schedule will follow the outline below. Receive NTP Submit 30% Plans 30% Review Comments (City) SJRWMD Pre-Application Meeting Submit 60% Plans 60% Review Comments (City) Submit Permit Applications Submit 100% Plans/Specs 100% Review Comments (City) Final Plans Within 30 days after NTP 10 days after 30% Plans Submittal 5 days after 30% Comments Within 30 days after 30% Comments 1 0 days after 60% Plans Within 10 days after 60% Comments Within 30 days after Permits approved 10 days after 100% Plans Within 1 0 days after 1 00% Comments An updated schedule will be submitted with each phase submittal described above under the Project Submittal Requirements. Fee Consultant will complete the scope of services described herein for a total lump sum and limiting amount of $36,207.91, as detailed in Exhibit B. Phase Ill -Construction Administration If Phase Ill is authorized by the City, the specific construction administration services to be provided by the Consultant during the period of construction will be negotiated separately but may include: (1) Review and approval of all shop drawings and distribution of same to City and Contractor. (2) Periodic inspections of the work in progress, particularly during critical stages of construction. (3) Review and approval of Contractor Pay Requests. (4) Processing of any required Change Order Requests. (5) Attendance at and production of minutes for required coordination meetings. (6) Review results of all testing performed during the course of construction. (7) Resolution of conflicts between the City, Contractor and/or Permitting Agencies. (8) Final walk through and project closeout. (9) Project certification to approving agencies (1 0) Coordination of "As-Built" plans from Contractor for submission to the City of Atlantic Beach. ( 11) Provide plans to Contractor and CAD disk for preparation of "As-Built" plans of the project. (12) Provide the City of Atlantic Beach with "As-Built" plans prepared by the Contractor and reviewed by the Engineer. 5220 Shad Road e Suite 200-3 • Jacksonville, FL 32257 • 800.678.4713 a www.AyresAssociates.com EXHIBIT B CONTRACT FEE SUMMARY SALT AIR NEIGHBORHOOD STORMWATER IMPROVEMENTS AMENDED AGENDA ITEM# 8A APRIL 14, 2014 Date of Proposal 3/26/2014 Estimated AGENDA ITEM: SUBMITTED BY: DATE: STRATEGIC PLAN: CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT Recruitment of City Attorney Catherine Berry, J.D., Director of Human Resources March 18, 2014 None AGENDA ITEM# 8B APRIL 14, 2014 BACKGROUND: The City issued RFP #14-05 for a City Attorney-Firm and received two proposals. We are hearing from those two candidates at the March 24, 2014 Workshop, with questions and answers from the Commission following each presentation: • Chris White from GrayRobinson, P.A. • Rich Komando from Kopelousos, Bradley & Garrison, P.A. RECOMMENDATION: Interview both candidates at the March 24, 2014 Workshop and select the finalist at the April14, 2014 Commission Meeting. ATTACHMENTS: Proposals from both candidates were previously distributed electronically and in hard copy and are available at the City Clerk's Office. BUDGET: None. REVIEWED BY CITY MANAGER: ~ {/' ~ 7 tty AGENDA ITEM: SUBMITTED BY: DATE: STRATEGIC PLAN: CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT City Manager Recruitment Catherine Berry, J.D., Director of Human Resources March 18, 2014 None AGENDA ITEM# 8C APRIL 14, 2014 BACKGROUND: The City issued RFP #14-06 for an Executive Search Firm to aid in the recruitment and selection of a permanent City Manager. We received seven proposals and are hearing short oral presentations from the top three at the March 24, 2014 Workshop, with questions and answers from the Commission following each presentation: 1. Colin Baenziger & Assoc. from Daytona Beach, Florida; 2. Strategic Government Resources from Keller, Texas; and 3. Springsted, Inc. from Richmond, Virginia. RECOMMENDATION: Interview the top three candidates at the March 24, 2014 Workshop and select the finalist at the April14, 2014 Commission Meeting. ATTACHMENTS: Proposals from the top three candidates were previously distributed electronically and in hard copy and are available at the City Clerk's Office. BUDGET: Costs for the search firm are not included in the current budget. REVIEWED BY CITY MANAGER: _'-?/_'-=·:........::;..[/a;_..;;;.CkA.-t;;,.;,.,:..-..£:..;1c.--=u.-._=;.:,.,;:;./--------- CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT i\Mf"NDE D AGG NDA ITEM II 8J) Al'RIJ.J4,20 1'1 AGENDA ITEM: SUBMITTED BY: Evalu ation of Police Building Expansio n and Remodeling Feasibility Study (RFP #14-04){(\(.,. Michael D. Classey -Chief of Police March 11,2014 DATE: STRATEGIC PLAN LINK: 4. Police Building BACKGROUND: T he City advertised a Request for Proposals (RFP) for Professional Architectural and Engine ering Services to provide a feasibility study regarding improvements to the current Public Safety Building. The City received a total of 11 proposals. The firm s that submitted proposals were RQA W Consulting Engineers and Architects, Fisher Architecture, Little Architectural Consulting, VIA Concepts, PQI-I Group, Akel-Logan-Shafer AJchitects, POND Architects, TTV Architects, Hutchins Architects, CRA Architects and RDB Architecture. After staff evaluation, the top three fu·ms were ranked in the tel lowing order: 1st -CRA Architects 2 '111 -Akel-Logan-Shafer Architects 3rd -PQH Group CRA Arch was the top-ranked finn for several t·easons. They were ranked at or near the top in all three major grading criteria (professional quali fications and project team, past simi lar experience and project approach). T heir Project Team has desig ned 31 public safety facilities in just the last 10 years. They hav e a strong foundation in government project with 90% of their clients being public agencies and over 87% of their business js repeat cHents. The have extensive experience with Disaster Recovery Operations and Accreditation Standards. BUDGET: The exact budget impact is currently not known, but may exceed $20,000. The initial funding will come from the Police Department budget which will be reimbursed by the Government Capital Fund with a nudyear budget amendment. RECOMMENDATION: To authorize staff to negotiate w it h the top-ranked firms, in order oftheir rankings, for architectural and engineering se1vices for the feasibility oftbe police bui lding expansion and l'emodeling, To authorize the City Manager to sign an agreement with the selected vendor to perform these services up to $30,000. ATTACHMENT: Evaluation ofProposals Rating Sheet (Proposals arc on file at tl1e City C lerk's Of:fice) REVIEWED BY CITY MANAGER: --:7-7, ~~~ ------------------------------------ ·" Evaluation of Police Safety Building Expansion and Remodeling Feasibility Study Proposals Professional Past record of Financial Qualifications and Professional Project Responsibility Total FIRM Project Team accomplishments approach References and Insurance Proximity Ranking score Scaled value 30% 25% 25% 10% 5% 5% RQAW 6.6 5.6 6 10 6 2.3 1.98 1.4 1.5 1 0.3 0.115 6.295 Fisher Kopp 5.6 5 7 8 10 10 1.68 1.25 1.75 0.8 0.5 0.5 6.48 Little 8.3 7.3 7.6 10 9 6.6 2.49 1.825 1.9 1 0.45 0.33 7.995 VIA 6.3 5 5.6 6.6 7.6 '10 1.89 1.25 1.4 0.66 0.38 0.5 6.08 PQH 8.6 8 7.6 8 10 10 2.58 2 1.9 0.8 0.5 0.5 3 8.28 AKEL Logan 8 8 8.6 9.3 10 9.6 2.4 2 2.15 0.93 0.5 0.48 2 8.46 POND 6 7 5 8 10 9 1.8 1.75 1.25 0.8 0.5 0.45 6.55 TTV Arch 5 6 4 5 9 10 1.5 1.5 1 0.5 0.45 0.5 5.45 Hutchins Arch 5 4 5 4 4 10 1.5 1 1.25 0.4 0.2 0.5 4.85 CRAArch 8 8.6 9 9.3 9 6 2.4 2.15 2.25 0.93 0.45. 0.3 1 8.48 ROB Arch 8 5 5 5 8 10 2.4 1.25 1.25 0.5 0.4 0.5 6.3 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING AMENDED AGENDA ITEM# lOA APRIL 14,2014 AGENDA ITEM: Charter Review Committee SUBMITTED BY: Carolyn Woods, Mayor DATE: April 7, 2014 BACKGROUND: The City's Charter serves as the City's fundamental governing document and outlines certain authority and restrictions the City has over municipal affairs. A review of the State laws, regulations and considerations for City Charter reviews has been prepared by our City Attorney and is included as reference. Charge: Our City Charter was last reviewed and updated by vote, as required, in August 1993. There have been a few changes to certain sections over the years, of note to our voting districts and timing of the election cycle. However, there have been many societal, economic and technological changes in the past two decades that warrant new consideration of how we govern and are governed. This concern has been echoed during the past few years in Town Hall meetings, Commission meetings and during the election cycles. A variety of citizens have expressed an interest in having a review preformed with specific items of concern mentioned including, but not limited to, the need for a City Mission Statement, incorporation of more open government policies, and protections of our neighborhood parks. Please note that no changes can be made to the City's Charter without the vote of the people. To this end is a proposal for the formation of a Citizen Charter Review Committee. The Committee is tasked with conducting a comprehensive review of the City's Charter. The purpose of the Committee is to evaluate the Charter and make recommendations to the Commission. The Committee is authorized and empowered to conduct a comprehensive study of any or all phases of the City government. The Committee will be as self-sufficient as possible, performing their own research, taking their own minutes and dictating their own schedule, with aid and guidance provided by the City Attorney and insight from all Department Heads. Each member shall first review completely the current Charter before the first Committee Meeting. Membership: Size -7 members • Appointments The following citizens are known to be very thoughtful, studied and of serious intent for the task at hand and may be considered for appointment to the Committee. Dr. Joan Carver Mr. David Vincent Mr. Donald Wolfson Mr. Tom Goodrich Dr. Mark Tomaski Ms. Judith Leroux Ms. Kathy Carithers Ms. Sally Clemens Mr. Mike Barno The Mayor shall appoint two members, each Commissioner shall appoint one member, and the Commission as a group shall appoint the final member for a total of seven (7) members. All members shall be chosen from applications received by the City Clerk as of April4, 2014. • Committee Structure -The members shall elect among themselves a Chairperson, a Vice Chairperson, and a Secretary to take the minutes of each meeting. All members must be Atlantic Beach residents. The Committee shall determine its own schedule. Referendum: By ordinance, the recommendations adopted by the City Commission, in accordance with Florida Statute, will be placed on an upcoming ballot for voter approval. Based upon this ballot requirement, the City Commission may decide to propose one amended Charter, or propose individual amendments, which ask the citizens of the City of Atlantic Beach to approve or reject each amendment. Either method of amending the Charter requires ballot language to be submitted to the Duval County Supervisor of Elections, in accordance with the following deadlines for the 2015 elections: a.) May 18, 2015 for the August 25th Primary Election; or b.) August 28, 2015 for the November 3rct General Election. Committee Meetings: Charter Review Committee meetings are required to allow for public comment and input from the community at each publicly noticed meeting. Considerations should be viewed in the context of protecting and promoting the general health, safety and well- being of the citizens of Atlantic Beach. Meetings should follow Robert's Rules of Order. The Charter Review Committee shall ask for input from each of the City's Department Heads, including the Chief of Police. Time should be allowed for the Department Heads to do their own research and present to the Committee separately. Timetable and Sunset Provision: • Meetings -The dates and times of the meetings are to be determined by the committee with the first meeting to take place within 2 (two) weeks of the Committee approval. • Sunset Date-This Committee shall make a written report to the Commission six (6) months after its first meeting. Committee duration may be extended up to two (2) months, as needed. Sunset will be automatic with the Committee's Final Report to the Commission. BUDGET: Any anticipated costs are comprised of staff time. RECOMMENDATION: Appoint the Charter Review Committee as charged. ATTACHMENTS: 1. Charter Review Memorandum by Richard Komando March 11, 2014 2. Board I Committee Member Applications To: From: Date: Re: I s sue: Mlt<:MOUANDUM City of Atl antic Beach Cmn mi ss ioners Ric hard Ko mand o April8,20 14 Chart er Review 1\MENDED AGENDA ITBM H l UI\ APR I(. 14,20 14 Wh at proce durals ste ps sho u ld be fo ll owed fo r th e City of Atl anti c Deac h to rev iew any pot enti al Chart er revi sions? Bacl<ground lnfor·mation , A pplicable C harte r P1·o v is ions and F lorida S tatutes: Sec ti on 1 of the Cit y of Atl anti c Beach Ord ina nce N um ber 28-93-3 was adopt ed o n A ugust 23rd, 1993, and a new Chart er was ado pt ed whi ch a mend ed and repea led all for mer C hart er prov isions. T he CUITe nt C harter was ap p rove d at an e lec ti on he ld on Octobe t· 5, 1993. The fo rm er Charter derived fr om Chap ter 57-11 26 of th e 195 7 Laws of Flo rid a. Sectio n 166.03 1, Fl orida Statutes ti lled, "Chart er amend men ts," rea ds as foll ows: (I) Th e gove rnjn g body of a muni c ipa lit y may, by ordi na nce, or the elec tors of a muni c ip alit y may, by petiti on signe:d by I 0 perce nt of the registe red e lectors as of th e las t p recedin g muni c ip al ge nera l e lecti on, s ub rnit to the elec tors of sa id muni cipalit y a proposed amendm ent lo it s cha rte r, whi ch amendm ent may be to any part or to all of sa id cha rt er except tha t par t desc ribing th e bo und ari es of such muni cip alit y. The gove rnin g bo dy of the mu nicip alit y shal l place th e pro posed ame ndm ent co n ta in ed in lhe ordi na nce o r petit ion to a vo te of the e lectors at t he nex t ge nera l e lecti on held with in th e muni cipa lit y or at a specia l e lec ti on. ca ll ed for such purp ose. (2) Upo n adoption o f an ame ndm ent to th e chart er of a mu ni ci pa lit y by a maj orit y of the e lectors vo tin g in a referendum up on suc h ame ndm ent , the govern in g bo dy o f said muni cipal it y sha ll have th e amendment in corporated int o the char ter and shall fi le th e rev ised chatter wi th th e Depar tment of State. AU such ame ndrnen ts a re effecti ve on th e da te s peci fi ed therein or as o th e rwise provided in the chart er. (3) A muni c ip alit y may a mend it s c harter rursua nt to this sec ti on notwiths tandi ng any cha rt e r provisions to th e co ntrary. T his secti on sha ll be s upp leme nta l to th e p rov is ions of a ll oth er laws re la tin g to th e ame111 dm cnt of mun ic ip al cha rte rs and is not int end ed to dim inis h any sub s tanti ve or proced ura l powe r ves ted in any muni c ip ality by prese nt law. A rnuni c ipa lit y may, by ordi na nce an d with o ut re fe rendum , rede fin e it s bou nd aries to Page I 1\MENIJED AOEN IJ/1 ITFM II l OA /\PH il , 14,20 14 in c lu de onl y th ose la nd s previously ann exed and s hall fil e sa id redefi niti o n w ith th e Departm en t of State purs uant to th e prov is ions of sub section (2). (4) There shall be no res tric ti ons by th e muni cipality o n any e mployee 's or e mployee gro up's po li tica l ac t iv ity, whil e not wo rkin g, i n a ny refere ndu m changin g e mployee r ig ht s. (5) A muni c ip alit y may, by unanim o us vo te of the govcrnj ng bod y, aboli sh muni ci pal depa rtm ents prov id ed for in th e muni cip a l chart er and am end prov isions or la nguage o ut of th e cha rt er wh ich has been j udic ia ll y con strued, e ith er by judgment or by binding legal precede nt from a decis ion of a court of las t reso rt, to be con tra ry to e ith er the State Co nstituti on or Federa l Consti tu tio n. (6) Eac h munici pal ity shall , by ord ina nce or ch atier prov ision, prov ide procedu res for fi llin g a vaca ncy in office caused by deat h, resignati on, or re mova l fi ·o m office. Suc h ord jnance o r charter provis ion shall a lso prov ide proced ures fo r fill i ng a vacancy i n cand idacy ca used by dea th , withdrawa l or remova l from th e ba ll ot of a qualified ca ndida te follo wing th e e nd of the qua li fy in g period which leaves fewer than two candi da tes for an of fice. Practical Cons iderations : S in ce th e last Charter rev isions in 1993, the po pul ati o n of the City of Atl ant ic Beach has grown app rox ima te ly 6. 7%.1 Over th e pas t twe nty-on e yea rs, we have rea li zed cha nges in th e eco nomy, i nc reased use of tech nology a nd an i mproved awa re ness of o ur env ir on ment a nd it s protecti on. These changes and num e rous othe rs may fi·o m t ime to tim e requ ire a rev iew of how the City's gove rnm ent funct ions. Unde r Horn e Ru le a utho rit y, a Charter is s imil ar in co n cept to a loca l const itu tion whi c h provi des broad gui dance ~md auth ority to o ur leaders and ci tize ns. Proposed Process : I . The City Comm ission may first wis h to dec ide if the curre nt t im e is app ropriate for Charte r Rev iew. 2. If th e C ity Co mmi ss ion a nswers th e fir s t qu esti o n in th e affinn ati ve , a des ig nated n ll m ber or p ro pose d Charter Review Co mmittee mem bers should be decide d, und e rs tan din g th at th e co mmitment may take a nu mber of meetin gs, us ually twice a month . 3. T he City sho uld accept app li ca ti ons co nsistent with t he C it y's established Co mmittee member appoi ntment process. Sec. 2-19 Rule 8. T he mayor-co mmi ss ioner may appoi nt , from time to t ime, suc h special o r selec t commi ttees as in his discre ti on he deems des irab le, or as may be desired by th e cit y co mm iss ion , to expedite th e hand li ng of th e business and affairs of th e ci ty. 1 I1 Lip:l/www .clrsearch.com/ At l ant ic-13each-Domograpl l ics/rL/Popu I at ion-G row th -an d-Popu iALion-Stat ist ics Pa ge 2 1\MENOGD AGI!ND/\ I I'EM II lOA APRIL 14 ,20 14 4. The City Commission may wis h tCl draft a brief charge for the proposed Charter Review Committee. Genera ll y, t he directi o n requires that eac h Committee member first review comp lete ly the current Charter before attend in g the first schedu led mee tin g . The purpose of th e Charte r Review Comm ittee will be to prese nt recomm ended amendments to the City Com mi ssio n. understanding that there is a possibility after disc uss ion and review that no recommended amendments are neces sa ry. 5. C harte r Review Commi ttee meetings a re required to all ow for public comment and inpu t from the commun it y at each publi c ally noticed meet in g. Co nsid eration s should also be viewed in the contex t of protecting and promoting th e gene ra l hea lth , safe ty and we ll- bein g of th e citizens or At la ntic Beach. Meetin gs s hould al so follow Robert's Rules of Order. 6. The Charter Review Com mittee wo uld lik ely wan t to ask for input from each of th e City's Department Heads , including th e Chief of Police . 7. The Cha rter Review Comminee may wi s h to eslab li sh a reg ular sched ul e for f uture Chart er review. 8. Upon the conclu s ion of th e Charter Review Committee's work, a report shall be presented to the City Commissio n with the ConuJiitlee's findings. 9. By ord in ance, the recommenda ti ons adopted by th e C ity Commission in accorda nce with Florida Statute wi ll be placed on an upcoming ballot for vo ter app roval. Based upon this ballo t req uirement , the City Comm ission ma y dec id e to propose one amended Charter, or propose indi vid ual amendme nt s wlhic h ask the ci ti ze ns of the C ity of Atlantic Beach to approve or reject each am endm e nt. Either method of ame ndin g the Charter requires ballot language to be subm itted to the Duva l Coun ty Superviso r of Elect ions in acco rd ance with the fol low ing deadlines for the 20 15 e lec tions: a .) Ma~ 181h, 2014 for th e August 26 111 Prim ary E lec tion; or b.) August 27 111 for the November 41' General Election. Page 3 CITY OF ATLANTIC BEACH AMENDED AGENDA ITEM# lOA APRIL 14,2014 BOARD I COMMITTEE MEMBER APPLICATION FORM Please check (-.J) the box beside each Board or Committee that you are applying to serve on. If you check more than one, please rank your interest in each board I committee by order of priority. (A summary of each board/committee is available on page 2 of this form.) Code Enforcement Board Pension Board of Trustees Cultural Arts and Recreation Advisory Committee DATE: :J I I 7.. \ ( ., APPLICANT'S NAME: ADDRESS: DAYTIME PHONE: '1 # 4 ~ 1.. '-1 ' -L-i ...., '1 :03 -'1: _ Community Development Board Board Member Review Committee r Ch..,_ ... +(,-Re~\ •"\l.l Coy.-..,......;~~ .... EVENING PHONE: "1 o4. · :2...L-i ~ Lf-._. Lt ..r E-MAIL ADDRESS: ~co-v-""'--" ·i"' e £CW """<~~r·r· FAX: ______________ _ Please explain any employment experience, board/committee experience, and/or community volunteer experience relative to the board/committee applying for. ~'("O~q~'l\""'"': .Pt.J:...,,;JO Y" <:...P P,l; ~ <('~ S:1 \."-""'-"-"-"'-'>-Ll Vp._'n._ '!,. lo\\,v~~ <){:-f\...r-\-,. I.e)..~~ ~'n <~l _.lh~ .. ,i,._,v-1-' 'f+<<>.~·vn:c. r~~~c~\rs ~k J--~kJ~I'\_~·''~ 1.:\..._.,-_., .. rr.j. Please provide a brief explanation of your interest or any special qualifications you have in this field and your reasons for wishing to be appointed to this board/committee. Please return completed form to Donna L. Bartle, City Clerk, 800 Seminole Road, Atlantic Beach, FL 32233 PLEASE NOTE: Members of the Code Enforcement Board, Community Development Board and Pension Board of Trustees are required to file Statement of Financial Interest Forms. Also, information regarding "Conflict of Interest" is provided on page two of this application. This application will expire two (2) years after date of submittal. Joan Carver's Home Page Links C un il·ylum Vitae Honors Pro~o:ram http://UsersJu .edu/jcnrver 1 Professional Biography D1·. Joan Carver is Dean of the College of Arts and Sciences and Professor of Political Science at Jacksonville University. Prior to becoming dean in 1983 Dr. Carver was a full-time member of the teaching faculty. Dr. Carver holds a B.A. (magna cum laude) from Barnard College, an M.A. from the University of North Carolina (Chapel Hill), and a Ph.D. from the University of Florida. Her major for all three degrees was political science. Dr. Carver has been involved with a number of professional and community activities. She served from 1990 through 1993 as a member of the Defense Adviso•·y Committee on Women in the Services, a committee advisory to the Secretary of Defense, and was chair of the Career Opportunities Subcommittee and u member of the Executive Committee. She is a past member of the Board of Directors of the Florida Humanities Council and chairman of the Board of Advisors of the World Affairs Council; past president of the Women's Caucus for Political Science: South; of the Florida Political Science Association; of the N .E. Florida Chapter of the American Society for Public Administration; and of the Jacksonville Women's Network. Dr. Carver is a past member of the MayOJ''s Commission on the Status of Women, of the Board of the Jacksonville YWCA, member and President of the Board of St. Johns Country Day School, and a past Board member and Secretary of the Jacksonville Community Counci l lnc. She is currently on the boards of Meninak and the jacksonville League of women voters. Dr. Carver has served as Chair of the .J.U. Faculty and of a number of university committees. Dr. Carver's research interests are in urban government and poJitics, Florida politics, and women in politics. Among the journals in which her articles have appeared are the Journal of Politics, Urban Affairs Qua1terly, American Politics Quarterly, and The Florida Historical Quarterly. Honors and awards received include being selected as Jacksonville University Professor of the Year in 1971 and as an EVE award recipient in education in 1982. She is a member of Phi Beta Kappa and Phi Kappa Phi. 3/12/14, 9 .561\M Pnoc 1 of 2 CITY OF ATLANTIC BEACH AMENDED AGENDA ITEM# I OA APRIL 14,2014 BOARD I COMMITTEE MEMBER APPLICATION FORM Please check (..J) the box beside each Board or Committee that you are applying to serve on. If you check more than one, please rank your interest in each board I committee by order of priority. (A summary of each board/committee is available on page 2 ofthis form.) Code Enforcement Board Pension Board of Trustees Community Development Board Board Member Review Committee Cultural Arts and Recreation Advisory Committee :x_ C~{er b-Q.LJt~()Q CoMMi\t-e-e__ DATE: 3-\\~ \\1 APPLICANT'S NAME: ADDRESS: DAYTIME PHONE: (Cfo'\) Z-\{~-333(,.? EVENING PHONE: («\o'{) ~lot -o~SV Please explain any employment experience, board/committee experience, and/or community volunteer experience relative to the board/committee applying for. I ' ON ft...,__ hc-,-,ycJ oF-ti-L Be.o.ti..A.-s r.I\Je.. Ar.J..s ~tt'U· Please provide a brief explanation of your interest or any special qualifications you have in this field and your reasons for wishing to be appointed to this board/committee. - _.:{. 've_ frv-{Jd I.N ~ $/lt)c.J-. 19'13 · ..:r ccr-€ a6c--uf-'/t..J__ ~ c-ttcvo Ju,.L of-C:t..t/ CO.NI.M Ulo.Jr I > ' .T vVC<ldd f,('-1.-k /NiicJvtJc/ f/V t.A.r cltcvk.r- Please return completed form to Donna L. Bartle, City Clerk, 800 Seminole Road, Atlantic Beach, FL 32233 PLEASE NOTE: Members of the Code Enforcement Board, Community Development Board and Pension Board of Trustees are required to file Statement of Financial Interest Forms. Also, information regarding "Conflict of1nterest" is provided on page two ofthis application. This application will expire two (2) years after date of submittal. CITY OF ATLANTIC BEACH AMENDED AGENDA ITEM# lOA APRIL 14,2014 BOARD I COMMITTEE MEMBER APPLICATION FORM Please check (.,J) the box beside each Board or Committee that you are applying to serve on. If you check more than one, please rank your interest in each board I committee by order of priority. (A summary of each board/committee is available on page 2 of this form.) Code Enforcement Board Pension Board of Trustees Cultural Arts and Recreation Advisory Committee v Community Development Board Board Memjq Review Committee ~~~ DATE: ~/~10/t( APPLICANT'S NAME: ~~,; ~ ADDRESS: 1.23 &cw.av f3krr:L a 5 DAYTIME PHONE: d q 4-l.OD 7 EVENING PHONE: p ~ E-MAIL ADDRESS: 1\;>(Q rj +hers@tDf\1.CL/5tr..ef" FAX: _________ _ Please provide a brief explanation of your interest or any special qualifications you have in this field and your reasons for wishing to be appointed to this board/committee. Please return completed form to Donna L. Bartle, City Clerk, 800 Seminole Road, Atlantic Beach, FL 32233 PLEASE NOTE: Members of the Code Enforcement Board, Community Development Board and Pension Board of Trustees are required to file Statement of Financial Interest Forms. Also, information regarding "Conflict of Interest" is provided on page two of this application. This application will expire two (2) years after date of submittal. 1 AMENDED AGENDA ITEM# lOA APRIL 14,2014 CITY OF ATLANTIC BEACH BOARD/COMMITTEE MEMBER APPLICATION FORM Please check (~) the box beside each Board or Committee that you are applying to serve on. If you check more than one, please rank your interest in each board I committee by order of priority. (A summary of each board/committee is available on page 2 of this form.) Code Enforcement Board ;l ,/ Pension Board of Trustees Cultural Arts and Recreation Advisory Committee 1 L Community Development Board Board Member Review Committee ~"-D--r~r ~~view Cu~rt~titfe4- DATE: ;1 o..rc.h II, ~014 APPLICANT'S NAME: _.V:.o::.....::.a;_:_v"-'-": J<.!..--_l/._.· rl'l_t-~_.-t_-1-_______ _ ADDRESS: DAYTIME PHONE: ?~4 -t.I~;J-5Lf;;..3 --~------~--~~~-- EVENING PHONE: __ S_oot_~ ______ _ E-MAIL ADDRESS: l:>v:tl\ ~1/<JJ ?'It~'~·~" M FAX:----------------- Please explain any employment experience, board/committee experience, and/or community volunteer experience relative to the board/committee applying for. ,'"''.vol~·,{ •'of\ rev~ei.V.'":l i'n (fa ,..,--.-w. s r(l/«..$ ""+- II yt!!!c.r-5. Dr4ttc-re.l.e~"t-e~p~6e"'"~e.. ,-,. c 1"'-/~1 rEQ.( tesh.fe :r;::'Aiso """"' .... fl~a.ro/ ;r;;:.x.Po.ck .a"' Please provide a brief explanation of your interest or any special qualifications you have in this field and your reasons for wishing to be appointed to this board/committee. Please return completed form to Donna L. Bartle, City Clerk, 800 Seminole Road, Atlantic Beach, FL 32233 PLEASE NOTE: Members of the Code Enforcement Board, Community Development Board and Pension Board of Trustees are required to file Statement of Financial Interest Forms. Also, information regarding "Conflict of Interest" is provided on page two of this application. This application will expire two (2) years after date of submittal. 1 DAVID VINCENT 1130 Seminole Road 0 Atlantic Beach, FL 32233 0 (904) 422-3423 0 dvin711@yahoo.com AREAS OF EXPERTISE • Strategic/Tactical Planning • Business Development • Operational Risk Mitigation • Regulatory Compliance • Anti-Money Laundering Practices • Relationship Management • Project Management • ProcesslmproveDlent • Six Sigma Methodology • Business Requirements • Technology Release Testing • Employee Development EDUCATION BACHELOR OF BUSINESS ADMINISTRATION-FINANCE University of Central Florida-Orlando, FL PROFESSIONAL DEVELOPMENT • FINRA -Registered Representative (Series 7 & 66) • Undergoing Six Sigma Greenbelt Certification • Licensed FL Life, Health and Variable Annuity • Formal Training in MS Excel, Access and Visio PROFESSIONAL EXPERIENCE BANK OF AMERICA MERRILL LYNCH-JACKSONVILLE, FLORIDA GWBAL WEAL1H AND INVESTMENT MANAGEMENT 2003 -Present FINANCIAL ADVISOR-PRACTICE MANAGEMENT DEVELOPMENT PROGRAM {FEBRUARY 2013-PREsENT) Worked with mentors and managers to develop a pipeline of affluent clients, identify client needs, develop relationships with existing and prospective clients, review investment goals, prepare investment recommendations that align with client goals, and the business management skills needed to operate an optimal practice model. INvESTMENT SOLUTIONS-CUENT ONBOARDING SERVICES OPERATIONS TEAM MANAGER-MONEY MANAGER SERVICES QANUARY 2012-FEBRUARY 2013) Responsible for ensuring the Service and Operations teams consistently provide world-class service to 200 institutional money manager clients with more than $18 Billion in assets under management resulting in over $25 million in annual revenue to the FirDl. Other activities include fraud prevention, anti-money laundering and identity theft prevention by ensuring adherence to Customer Information and Know Your Client progra01 requirements in compliance with the USA Patriot Act Successfully migrated the entire business to the Jacksonville ca01pus from New Jersey including facilitating the recruiting and training of eleven service and four operations representatives. Currently leading a Six Sigma project teaOl to reduce the number of manual trades processed by the Mutual Fund Trading Desk at Merrill Lynch. FINANOAL DATA SERVICES, INC SENIOR OPERATIONS ANALYST-UK TRANSFER AGENCY DEALING TEAM (SEPTEMBER 2009-JANUARY 2012) Responsible for the UK equity trading desk which executed more than One Million trades annually for BlackRock UK clients. Managed the daily responsibilities of the tea01 to shift resources where business conditions required in order to ensure the highest level of service was provided in the most tiOlely and accurate way possible. Created and enforced internal controls while maintaining trading and custodial relationships with offshore business partners representing more ihan £30 Billion in assets under management SPECIALIST-MONEY MARKET TRADING DESK {JUNE 2008-SEPI'EMBER 2009) Managed the daily functions of the Money Market Services leaOl. Developed talent on the team through mentoring and providing written feedback as part of the performance management process. Designed, iDlplemented and managed a manual process to support the rollout of a new feature of the Merrill Lynch Bank Deposit Program® allowing the tea01 to enroll over $25 Billion in the progra01 within the first six months. ANALYST-MUTUAL FuND TRADING DESK (0CI'OBER2005-JUNE 2008) Responsible for ensuring accurate and timely execution of more than 240 million automated mutual fund trades and corrections per year. Participated in the successful migration of thousands of Mutual Fund holdings from an acquired broker dealer, Advest, onto the Merrill Lynch trading platform. MERRILL LYNCH INSURANCE GROUP SERVICES ANALYST-ANNUITY CLAIMS AND FINANCIAL PROCESSING TEAM (MARGI 2003-0CTOBER 2005) Verified and paid death claims associated with the Firm's proprietary annuities. Obtained Series 7 and Series 66licenses. Completed the Merrill Lynch Six Sigma Apprentice Progra01. AMENDED AG I3NDA ITEM II l OA CITY OF ATLANTI C REACII APR IL 14, 20111 BOARD I COMMITTEE M EMBER AJ'PLICATION FORM Plea s~.: chccl<. d) the bu~ h~:sidc rach Board or Committee that you arc ~pp l y in g lo serve on. If you t;hcck mon.! thau mw, p lease .-unk yoUI in lcn.•st in 'lCh board I cummit t ~,;c by order of priori ty (A summary ofcuch hnurd /c nmmillcc is uvuilahlc on pagc2 ofthit-10rn1.) Code En ro r ccmcn l now·cl Pension Boa rd o f'! rustecs ( 'ulturnl Artll and Recreation Advisory l'om mi tll.:c DA'I~: 3 /14/1 4 AJlPLIC 'ANTS NAMJ' X C 'ummunily Developme nt Bomd Board Member Rcvicw ('ommittct. Charter Revi e w Committee Mark Tomaski ADl>RHSS 448 Snapping Turtle Court West, Atlantic Beach, Florida 3223 3 DAY liMb P II ONE: cell 881 -0984 I:V f·NJNC, PIJONI · c ell 881 -0984 1 -M/\IL ADJ>R r:ss: mtomaski ®comcast.net FAX: 904 -543 -9172 Please explai n ,1n y <.:mp loy mcu l cxpcri em:l:, lma rclkomlm l tce cxrcricncc, und /or commu nity vu lu n lccr ~.:xrcrit.~I IC.:I.' rdutivc to Uu;. hour c..l/commillcc apply111g for I am a participant of a profession that demands me to think c ritically and l og i cal ly, and I make decisions in a disciplined manner . I have chaired and conducted meetings for 20+ years, b e ginning a s chief resident and c ontinuing to the p r esent time as a s mall business own er . I was a member of a p e er rev iew commit t ee for an insurance provide r, director of mo re than one me dical unit , cha~red a committee on school start times, and now medical direct or-at a private med i cal practice. I a m experien ced at publ ic speaking, have participated-in camp aigning for publ ic office, have bee n a guest lecturer and appeare d several time s i n court as an e xpert witne ss. Plcnsc provide u bn fcxphlllation ofyour interes t oruny spcciul q u ;~li l kutions you have in U1is licld and your· reasons for wishing to be ap poin ted to t!us buurd /commi iiL'c I a m v e ry familiar with the c i ty charter and am comm itted to the princi ple that the charte r r e view comm i ttee exi s t s to s e rve citiz ens , and that its primary conside rat ion is to e nsure that i ts c onci usi ons are b e nefici al to the COAB ci tizens. Be ing a l o ngtime AB resident who has a stake in the cit-y 's futur e without any ..f i n ancial., or. oth er, conflicts ~ am c e rtai L can be a member of this c omm i ttee that i s approachable, nonjudgmental and receptive to community input. I t would inde ed be a pri v i l e g e to participate in this comprehensive r e view o f our city cha r ter to ensure that i t reflects the will of i ts c itizens. Plc.rsc return complctctl form to Donna L. Oartll·. Ci )' Clerk. 800 Sc:n t i11ok Ruml . Atluntic Heach , FL 32233 I'[ E/\SF NOT !~: Mem bers of lht; f'ode l'nlorcl'nH.:n l Bu;mJ. C'u rnmunit} l>cn:loptmml Bomd and Pr..:n s loll Boaru L)f rrustc~.-·s arc rcqurrcd to fil< S la l ~mcn l of I· inam:ial I nl crcst l·orms 1\ I so. i n lunnation rcgording "( 'onfl icl of lnl~&cst " IS provrdcd 011 page two Ol this appl i Cation . J'his npJ)Ii&.:a t ion WIIJ CXplrl! two{:)} ye'lta atlcr date 01 ~ubmitt:d AMENDED AGENDA ITEM# lOA CITY OF ATLANTIC BEACH APRIL 14,2014 BOARD I COMMITTEE MEMBER APPLICATION FORM Please check(--/) the box beside each Board or Committee that you are applying to serve on. If you check more than one, please rank your interest in each board I committee by order of priority. (A summary of each board/committee is available on page 2 of this form.) Code Enforcement Board Pension Board of Trustees Community Development Board Board Member Review Committee Cultural Arts and Recreation Advisory Committee ~ J .. c.J(4,e. T.C:IL /(J'u//u__ (1,·1//f .-r/ DATE: 1 -ll-).. ot'f APPLICANT'S NAME: 5q / I ... , /1' 1-c:. V"1 e f'\ s !'=" ADDRESS: ~l~v~3~3~+13~~~~~l~<--~t~~~R~t~~~~~c~~~~~~~=-~~r ________________ __ DAYTIME PHONE: d-... 'f 9 -~~ 7"1-EVENING PHONE: sa ~ ~ E-MAIL ADDRESS: E:.-c 1-c ""'""'~ n.s I~ a&!. FAX: ___________ _ ~ Please explain any employment experience, board/committee experience, and/or community volunteer experience relative to the board/committee applying for. Please provide a brief explanation of your interest or any special qualifications you have in this field and your reasons for wishing to be appointed to this board/committee. to~~LU~~~~~~~~4-~~~~~~~~~LL~~~~~~~~~~~ bt-e'~ M"''"''"d. .fqy..-~rus 1"hevc tf!ttur-1 htf>~r d.v .. t,l"'ed .cf(,/Jc tq c oof' c va. t"t o I) , " I)~ A ts-e..,, c e It I C' & I ±b I ql'< 1 bp e 0 l"!p•n O"' SrnS'c=. c .;)t'h"" "'..-11 ... e. ho" 0!1 J. c. o"""'pv.p(l)1...S'e . \. • I) I I ~" QJJrhA~l raurb t tl> tJectc:! ct.JA.It'c:. IVJ c drz.-c"' £vu:nJ '7 Ia n7 ~oi-<'i5 e ffs./ I We c::ttl t/h. a k 0\JJ:: ,.lbiA /d b "-&SS Cc r To . fbI S' c C) ro m I tt '=' e. ' Please return completed form to Donna L. Bartle, City Clerk, 800 Seminole Road, Atlantic Beach, FL 32233 PLEASE NOTE: Members of the Code Enforcement Board, Community Development Board and Pension Board of Trustees are required to file Statement ofFinancial Interest Forms. Also, information regarding "Conflict of Interest" is provided on page two of this application. This application will expire two (2) years after date of submittal. 1 CITY OF ATLANTIC BEACH AMENDED AGENDA ITEM# lOA APRIL 14,2014 BOARD I COMMITTEE MEMBER APPLICATION FORM Received Please check (...J) the box beside each Board or Committee that you are applying to serve on. If you check more than one, please rank your interest in each board I committee by order of priority. APR _ 2 2014 (A summary of each board/committee is available on page 2 of this form.) _Code Enforcement Board _Community Development Board Office of City Clerk Pension Board of Trustees Board Member Review Committee Cultural Arts and Recreation Advisory Committee E\5 c BAII<IE R i<.E\1/E:. w c~. DATE: 4-/\/\4-, APPLICANT'S NAME: :J;?oNA-L")? M, Wo.u=.s.o N' ADDRESS: \]25 (3eAcM PhJc. P\.'"TLP..N:nc:._ lS~lrl. F-J...... 3 :L~33 DAYTIME PHONE: q·o~-Ce31-Coof.S EVENING PHONE: q o4 -:t4-~-oB4 7 Please explain any employment experience, board/committee experience, and/or community volunteer experience relative to the board/committee applying for. t\eyoQ Cc?AB I CHF'H(C.rtAt-.l £..._ ~ 1\.c=-N&: R... -a'MML.lr.IT'"1 )?~v. ~"'\flj) Please provide a brief explanation of your interest or any special qualifications you have in this field and your reasons for wishing to be appointed to this board/committee. E:_-c:;$~1,VOJL ~i--1 bt"IN& ,r--J f\£3:, dt~C£ I "tBI I " KNow.r...~~<OE-OF CNAR-71=-/{ ~ CrT:\ !Su,L.~(b'J G-G'\>E-' Please return completed form to Donna L. Bartle, City Clerk, 800 Seminole Road, Atlantic Beach, FL 32233 PLEASE NOTE: Members of the Code Enforcement Board, Community Development Board and Pension Board of Trustees are required to file Statement of Financial Interest Forms. Also, information regarding "Conflict of Interest" is provided on page two of this application. This application will expire two (2) years after date of submittal. CITY OF ATLANTIC BEACH AMENDED AGENDA lTEM # lOA APRIL 14,2014 BOARD I COMMITTEE MEMBER APPLICATION FORM Please check (--1) the box beside each Board or Committee that you are applying to serve on. If you check more than one, please rank your interest in each board I committee by order of priority. (A summary of each board/committee is available on page 2 of this form.) Code Enforcement Board Pension Board of Trustees Community :Development Board Board Member Review Copnniti,(:e Cultural Arts and Recreation Advisory Committee t< c..f\cu.--k-r Ke.lJL-e.c.U .±>t.> ~oL DATE: lf-~ ... \c.-} APPLICANT'S NAME: . :.:J Wl j ±k le,.ro v Y: ADDRESS: \l~sC S::e..lvtA..fV\tbv't~ DY1~ d A\3 u..LL . . • h~ / DAYTJ.ME-PHONE: 3 0 -3-Y-3$0 · :gvE~TG PHONE: ~ ( u -Ill-\ '-f E-MAIL ADDRESS: d tA... J..el\''.nl @. Qo I. t~AX: 0{ o4 2C. o .:-2--1 I 4-- Please explain any employment experience, board/committee experience, and/or community volunteer experience relative to the board/committee applying for. Please provide a brief explanation of your interest or any special qualifications you have in this field and your reasons for wishing to be appointed to this board/committee. o 1n:-t-1 ~ -+ ~~ C-ha.vie.V n~ .. v'1~ . ..wa...~-::.. e.¥ :tv~J() ,-~ ISS u...e.....S: , _l. t,.;cn-<-/ cA. I . et..VIv""'tn~U-he"'-/~ ... pr-:l.Sbrvt;...'·hiJV', Please return completed form to Donna L.J3artle, City Clerk, 800 Semmole Road, Atlantic Beach,FL 32233 ' ' PLEASE NOTE: Members of the Code Enforcement Board, Community Development Board and Pension Board of Trustees are required to file Statement of Financial Interest Forms. Also, information regarding "Conflict. of Interest'' is provided on page two of this application. This application will expire two (2) years after date of submittal. 1 AMENDED AGENDA ITEM# lOA APRIL 14,2014 CITY OF ATLANTIC BEACH Received BOARD/COMMITTEE MEMBER APPLICATION FORM APR -4 2014 Please check (..,J} the box beside each Board or Committee that you are applying to serve on. If you check more than one, please rank your interest in each board I committee by order of priority. (A summary of each board/committee is available on page 2 of this form.) Office of City Clerk Code Enforcement Board Pension Board of Trustees Cultural Arts and Recreation Advisory Committee Community Development Board Board Member Review Committee ~ tti.Ji..O ~-" t'"l'T£E I -' t.o ' c DATE: ~ cfJ J,IJ1 ti APPLICANT'S NAME: ~·s tJt~;t'' 6oN.Jo .:tP... ADDRESS: .423 ~AJ ~U'S'I D£J'tJi: N~ 11-T/.Jf·~~~ {Q~~&I/1 fi. 3:2:1-13-"i"'f'o DAYTIME PHONE: (fD«<) ?..ell.-q~'f~ EVENING fHONE (<,bf) :?"' .... q~f.! CJf (t;iJ'I) '(J 'l-: 3~~!%:~~,.:---:....::;__.:....::_::.__ E-MAIL ADDRESS: .. f~c..lfti'C ~ FAX: -=IU-'-'/A'-'----------- Please explain any employment experience, board/committee experience, and/or community volunteer experience rela~ve to the board/committee ap~lying for. . J ..., .... . I"~ ~ 1 ~ ~ ~ .. """"" ¢ H4-,"'. ~ ~ ..... J .... Please provide a brief explanation of your interest or any special qualifications you have in this field and your reasons for wishing to be appointed to this board/committee. Please return completed form to Donna L. Bartle, City Clerk, 800 Seminole Road, Atlantic Beach, FL 32233 PLEASE NOTE: Members of the Code Enforcement Board, Community Development Board and Pension Board of Trustees are required to file Statement of Financial Interest Forms. Also, information regarding "Conflict oflnterest" is provided on page two of this application. This application will expire two (2) years after date of submittal. 1 AGENDA ITEM: SUBMITTED BY: DATE: BACKGROUND: CITY OF ATLANTIC BEACH CITY COMMISSION MEETING Grant Writing Services Carolyn Woods, Mayor March 13, 2014 AGENDA ITEM# lOB APRIL 14, 2014 Atlantic Beach is entering into a time of community growth with plans for improvements to our marsh park system, development of a visioning plan and continued improvements to our business corridors. All of these dreams take time, energy and money. In the never- ending pursuit of the capital needed to achieve quality outcomes it is time for Atlantic Beach to enlist the help of professional grant writing services. Our talented and dedicated staff does a great job in working with the funds available but don't always have the time needed to dedicate to grant research, proposals and follow through. By having a professional group advocating for and coordinating our city efforts across departments and continually researching and monitoring grant availability, our staff will be able to focus more on their immediate responsibilities. All departments will be able to rely on the knowledge if there is money to be "found". The grant writing team will be working for us to do just that. BUDGET: It is anticipated a Professional Grant Writing Firm will generate revenue for our City's budget. RECOMMENDATION: Direct staff to develop a request for proposals, RFP, for professional grant writing firms. ATTACHMENT: Example RFP from Staff Example RFP GRANT WRITING SERVICES BACKGROUND: AGENDA ITEM# JOB APRIL 14,2014 It is the intention of the City to apply for grants which address documented City needs associated with service delivery and necessary capital infrastructure improvements environmental/"green" initiatives; technology; recreation; community development/redevelopment, emergency preparedness and capital assets. In addition, it is the intent of the City to apply for grants which not only are consistent with identified City needs but those grants which can be properly and efficiently administered by staff taking into account existing duties and responsibilities. A goal of the City's grant program is to secure funding for services and projects which the City otherwise would be required to utilize local tax dollars. PROPOSAL REQUIREMENTS: Proposers must submit a detailed proposal which includes, at a minimum, the following: A. Define the methodology/approach to be used to identify the needs of the City which would be eligible for funding through grants, including whether costs will be hourly or per grant written and submitted. B. Detail the procedure you would utilize in identifying grants which would address the needs identified as "A" above. C. Generally, detail the involvement and role of City staff and City resources in the grant writing process. Describe, in detail, the process you would utilize to prepare the actual grant application. D. List your experience in the identification and preparation of grants for municipalities. Specifically, detail your experience with federal and state grants for public safety agencies; infrastructure improvement including storm water/water quality; recreation; environmental initiatives; technology; community development/redevelopment and capital assets. E. List up to five (5) funded grants which you developed detailing the funding source, amount requested and amount funded which would address the needs of the City addressed above. F. Describe the background, experience and qualifications of the person(s) who will act as the grant writer and the qualifications of any staff who will assist with the preparation of the grant applications (include their role, education, relevant experience and related qualifications). G. Provide at least three (3) references including name of contact, affiliation, address, direct dial telephone number and e-mail address. H. Describe in detail the fee structure you propose for providing contractual grant writing services SELECTION: City will select based on its review of the proposals submitted. The criteria used will include qualifications; experience, fee structure, ability to best meet the needs of the City and the proposal most advantageous to the City as determined by the City Commission on a pay-as-you-go basis. AGENDA ITEM: SUBMITTED BY: DATE: BACKGROUND: CITY OF ATLANTIC BEACH CITY COMMISSION MEETING Theatre in the Park Carolyn Woods, Mayor March 13, 2014 AGENDA ITEM# I OC APRIL 14,2014 Atlantic Beach Experimental Theatre, ABET, has been a wonderful partner with Atlantic Beach for over 20 years. They have put on a variety of plays every year that entertain and amaze audiences of all ages. As a community theatre they offer many life experiences for our citizens to engage in. From theatre classes, to summer camps and performing, every aspect teaches life skills and offers good clean fun. These kinds of partners and events are what help to make Atlantic Beach the great community we are. In an effort to engage, entertain and give back to the community ABET would like to partner with the City to host a Theatre in the Park Festival in the fall at Johansen Park. Much as Art in the Park has exposed our community to the visual arts the Theatre in the Park hopes to share the wonders of the performance arts with the community. Atlantic Beach Experimental Theatre representatives Judy Hewlett and Jane Bull will give a presentation outlining the festival itself. BUDGET: Anticipated maximum of $6,500, primarily in staff time. RECOMMENDATION: Partner with Atlantic Beach Experimental Theatre to host the Theatre in the Park Festival in the fall. The Cultural Arts and Recreation Advisory Committee and Timmy Johnson will coordinate with ABET. AGENDA ITEM: UBMJTTED BY: DATE: BACKGROUND: CITY COMMISSION MEETING STAFF REPORT 1\ppoinlment to lhe 13oartl Member Review Com mittee Donna L. Bartle, C ity C l erk fi~ March 14,2014 M1ENDA ITWvl // 100 APR il. 14.20 14 The Board Memb er Review Co mmittee (BMRC) was crea ted by Reso luti on No. 05-04 on Apr il 11 , 2005 and was later amend ed by Resolution No. 06-03 on Feb ruary 13, 2006 and Reso lution No. 12-08 on 1\pril 9. 20 12. T he purpose of the Board Membe r Review Comm ittee is to encourage citize ns to appl y to serve on the City's boards and committees includin g req uesting appl ic ants to consider boards or committees other than those that th ey originally applied fo r, to review and consider availab le appli ca ti ons when vaca ncies occ ur, to consider recommending ex istin g board and co mmittee me mbe rs to an additional term and to make recommendations to th e Mayor as to whi ch applicants to appo int to till tho se vacancies. Board Member Review Co mmittee citizen mem bers will be appointed by th e Mayo 1· subje ct to approva l of the co mmi ss ion. Citi ze n member Rita Pierce's 151 term wi\1 expire on March 27, 20 14 an d citizen memb er Jerry J ohn so n 's 151 term will exp ire on May 14, 20 14 . Ci ti zen membe rs may serve two 2-year terms and both have expressed an int eres t in being co nsidered for reappointment to an addi ti onal term. Be low is a Ji st of a pplican ts to cons ider for members hip on the Board Member Review Co nuni ttee. 1) Grant Healy (new app li cant) 2) Glad Ho gan (new app licant) 3) Jerry Jo hn so n (current member-tenn exp ire s 5/14/14) 4) Rita Pierce (c urrent member-term expires 3/27/L4) RECOMMENDATION: Consider each of U1e four applicants and reappo int/appoint two members to serve on th e Board Memb er Rev iew Con unittee for 2- year terms as follows : One beginning jmm edia tc ly t1nd ending on March 27.20 16 and one beginning May 15,2014 and .endin g on May 14,2016. ATTACHMENTS: I) Resolution No. 12-08 2) Board Member Review Committee Membership List 3) Applications/resumes on all four candid ates RESOLUTION NO. 12-08 AGENDA ITEM# 1 OD APRIL 14,2014 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA AMENDING THE NUMBER OF MEMBERS, APPOINTMENT OF MEMBERS AND MEMBERSHIP CRITERIA FOR THE BOARD MEMBER REVIEW COMMITTEE, PROVIDING FOR AN EFFECTIVE DATE AND FOR OTHER PURPOSES. WHEREAS, a Board Member Review Committee was created by the Mayor and Commission by Resolution 05-04 adopted on April II, 2005 and amended by Resolution 06-03 which was approved on February 13, 2006, to review applications and make recommendations for the appointment and reappointment of members to the city's Boards and Committees, and WHEREAS, it is desirable to replace the City Manager as a member on this Committee with another citizen member. NOW THEREFORE, be it resolved by the City Commission of the City of Atlantic Beach as follows; SECTION 1. Creation: Resolutions 05-04 and 06-03 of the City of Atlantic Beach creating and amending the BOARD MEMBER REVIEW COMMITTEE shall be further amended as follows. SECTION 2. Purpose: The purpose of the Board Member Review Committee is to encourage citizens to apply to serve on the city's boards and committees including requesting applicants to consider other boards or committees than those that they originally applied for, to review and consider available applications when vacancies occur, to consider recommending existing board and committee members to an additional term and to make recommendations to the Mayor as to which applicants to appoint to fill those vacancies. SECTION 3. Membership: There will be a total of six (6) members on this Committee. The first member will be one of the sitting City Commissioners, who shall serve as chairman of the Committee, shall serve a one-year term and will be eligible for additional terms. Each one-year term for the Commissioner shall begin on December 1st. This member shall be appointed by the Mayor and be subject to the approval of the commission. The second, third, and fourth members shall be citizens of Atlantic Beach. They will be appointed by the Mayor subject to approval of the commission. The citizen members shall have backgrounds or experience in committee work or human resources. The citizen appointments shall serve two-year terms which will be staggered and be eligible to serve a second two-year term. The fifth member will be the chairman of the board or committee for which vacancy or re-appointment is currently being considered. They shall serve only for those meetings where membership on their board or committee is being considered. The City Clerk shall serve as a non-voting member and perform all necessary administrative duties. SECTION 4. Duties and Responsibilities (a) Review available applications for vacancies on city boards and committees and interview applicants as the Committee determines necessary to make informed recommendations. (b) Receive input on the needs of the boards and committees that have vacancies for consideration as to the geographical, professional and philosophical balances needed so that each of those boards and committees can successfully accomplish their intended purposes established by the Mayor and Commission. AGENDA ITEM# IOD APRIL 14, 2014 (c) When a reappointment is being considered, solicit and receive input from the Chairman, members or the staff liaison of the board or committee where the vacancy has occurred, or others on the appointee's past record of service including, but not limited to, attendance, preparation and overall contribution to the board or committee. (d) Make recommendation(s) to the Mayor on appointments or reappointments to the city's boards and committees as set forth in the Charter of the City of Atlantic Beach. Recommendations shall be in the form of committee minutes along with copies of any applications of all candidates interviewed. (e) Make additional recommendations for membership if the Mayor does not approve the original recommendation for appointment. SECTION 5. Meetings and Notice: The meetings of this Board Member Review Committee shall be set at regular times and will be open to the public as well as to the other city elected officials although non-members of the Board Member Review Committee shall only observe and not be active participants in the meeting. A notice of meetings shall be provided in accordance with state law. Additionally, copies of the applications for appointment shall be transmitted to the Mayor and Commission prior to any meetings where interviews will be conducted and in the city commission agenda packet. SECTION 6. Effective date: This Resolution shall take effect immediately upon its final passage and adoption. PAS SED by the City Commission this _q_+t_· _' _ day of A p r I. I , 2012. ATTEST: 4~1 .J/J;~ DONNA L. BARTLE City Clerk Approved as o form and correctness: Resolution No. 12-08 MIKEBORNO Mayor Page 2 of2 CITY OF ATLANTIC BEACH Board Member Review Committee (BMRC) AGENDA ITEM# I OD APRIL 14, 2014 Created by Resolution No. 05-04 on April11, 2005; Amended by Resolution No. 06-03 on Feb. 13, 2006; Amended by Resolution No. 12-08 on Apri/9, 2012 Total of Six Members (5 voting members & 1 non-voting member): Commissioner member-1 year term-no term limit; Three Citizen Members-2 year term-2 term limit; Chairman of the board or committee for which vacancy is currently being considered; City Clerk-non voting member. NAME & ADDRESS Jonathan Daugherty 830 Hibiscus Street Atlantic Beach, FL 32233 Solomon G. Brotman 2041 Beach A venue Atlantic Beach, FL. 32233 Rita Pierce 483 Aquatic Drive Atlantic Beach, FL 32233 Jerry Johnson 2322 Beachcomber Trail Atlantic Beach, FL 32233 POSITION/ EXP. DATE CHAIR Commission Member Regular Voting Member 2nd Term exp. 12/1/13 Citizen Member Regular Voting Member 1st Term exp. 3/27/15 Citizen Member Regular Voting Member 1st Term exp. 3/27/14 Citizen Member Regular Voting Member 1st Term exp. 5/14/14 Chairperson of Related Board Board/Committee Chair or Committee being addressed Voting Member Staff Liaison for Related Board or Committee being addressed No expiration Attends meeting to provide information to applicants being interviewed and to the BMRC members No expiration BUSINESS Varies Varies HOME/CELL/ EMAIL (904) 859-2469 (904) 249-2041 (904) 396-4091 (904) 396-9091 FAX (904) 241-1974 ritapierce1 @hotmail.com (904) 372-7064 (904) 923-7033 Jhnsnjrry 1654@bellsouth.net Varies Varies Donna Bartle City Clerk/Recording Secretary (904) 247-5809 dbartle@coab.us (904) 247-5846 Fax All Official Correspondence Should Be Mailed to: 800 Seminole Road Atlantic Beach, FL 32233 Email: dbartle@coab.us AGENDA ITEM# IOD CITY OF ATLANTIC BEACH APRIL 14, 2014 BOARD I COMMITTEE MEMBER APPLICATION FORlVl Please check (~) the box beside each Board or Committee that you are applying to serve on. If you check more than one, please rank your interest in each board I committee by order of priority. (A summary of each board/committee is available on page 2 of this form.) Code Enforcement Board Pension Board of Trustees Cultural A1ts and Recreation Advisory Committee Community Development Board Board Member Review Committee o+l~ DATE: j -/J -If-!-APPLICANT'S NAME: (Je,i{Jd)L 4. 1{1\Ly ADDRESS: d-O 7'5 v~L~ \\Joc/<:.R DAYTIME PHONE: q'oq_ ~tft-S~q I EVENING PHONE: C(oCf Cl\0 -q~tt..f E-MAIL ADDRESS: aC\.~e_~~ ~[~,~AX: ~ L --------------------------- Please explain any employment experience, board/committee experience, and/or community volunteer experience relative to the board/committee applying for. Please provide a brief explanation of your interest or any special qualifications you have in this field and your reasons for wishing to be appointed to this board/committee. Please retum completed form to Donna L. Bartle, City Clerk, 800 Seminole Road, Atlantic Beach, FL 32233 PLEASE NOTE: Members of the Code Enforcement Board, Community Development Board and Pension Board of Trustees are required to file Statement of Financial Interest Forms. Also, information regarding "Conflict of Interest" is provided on page two of this application. This application will expire two (2) years after date of submittal. 1 CITY OF ATLANTIC BEACH BOARD I COMMITTEE MEMBER APPLICATION FORM AGENDA ITEM# I OD APRIL 14,2014 Please check(~) the box beside each Board or Committee that you are applying to serve on. If you check more than one, please rank your interest in each board I committee by order of priority. (A summary of each board/committee is available on page-2 ofthis form.) -'-- Code Enforcement Board Pension Board of Trustees Cultural Arts and Recreation Advisory Committee DATE: 3-/ Y ·-I L/ APPLICANT'S NAME: ADDRESS: GLAD Community Development Board Board Member Review Committee 7 ) DAYTIME PHONE: -"~"---'-Y_1_--=3"-7~1:_:~=--------EVENING PHONE: ~f. r-37! _s E-MAIL ADDRESS: 9/ rld ::f.:f-7::;:)1-::;-({2 ~i_/;rt> C/YYI FAX: ________________________ _ Please explain any employment experience, board/committee experience, and/or community volunteer experience relative to the board/committee applying for. 35 1 'fil.S, r!lf'(JLol{t: D 1-\ S A ff/{+(l(liACisTj{JJoJNtM r+ty 01~(1., ffiA{lfiiiKf IS R.Ufl) tts foV I NJJf!-ftr-tJDe-.A.J'(' /trt-ftt fJ F l/t-e-. iLOf?f()(?_fl7JotJ,· fYl« t:rt J3of! p X:tJ\)tLI:J£1hE IVT wrt·H 'TH.E.s&: CO/lfbiUtTI 0 !-JS. {to fl(A>·rmp_., f\r _{\11$SI(n2 lfOUSp ;"12o Af2-P l'rtiW iS'KfL Ill PAMO --1 ~fotv9fiJLt! r(jf!.-Fuvlt/oXI Ill Ct-CUfl-t ·r-yl f..;-I-: Please provide a brief explanation of your interest or any special qualifications you have in this field and your reasons for wishing to be appointed to this board/committee. -I Pf?OFt!ss tv~rtt ~fUJN> 1j31C-J r/IZS .I H140E t. e,4/lMeo zv R. gt4o pc;o(?Lt! f.AJI!E.LL - IHJ'"D 10 ·Be. A-111EPt &7fJIL Po fL.. /Hf st PES. :r ftm AU AD, D 11Wt.e7C (ofL:;: .L./,t'<£ '7V Tl·hNt;.. £ 11111) EOetJ TH{')u f-tt f: AWl Ot-J)~ / Please return completed form to · Donna L. Bartle, City Clerk, 800 Seminole Road, Atlantic Beach, FL 32233 PLEASE NOTE: This application will expire two (2) years after date of submittal. 1 AGENDA ITEM# lOD CITY OF ATLANTIC BEACH APRIL 14,2014 BOARD I COMMITTEE MEMBER APPLICATION FORM Please check (--J) the box beside each Board or Committee that you are applying to serve on. If you check more than one, please rank your interest in each board I committee by order of priority. (A summary of each board/committee is available on page 2 of this form.) Code Enforcement Board Pension Board of Trustees Cultural Arts and Recreation Advisory Committee FAX: Community Development Board _____k( Board Member Review Committee ---------------------------- Please explain any employment experience, board/committee experience, and/or community volunteer experience tive to the board/committe~ applying for. Please provide a brief explanation of your interest or any special qualifications you have in this field and your reasons for wishing to be appointed to this board/committee. ~ Please return completed form to Donna L. Bartle, City Clerk, 800 Seminole Road, Atlantic Beach, FL 32233 PLEASE NOTE: Members of the Code Enforcement Board, Community Development Board and Pension Board of Trustees are required to file Statement of Financial Interest Forms. Also, information regarding "Conflict oflnterest" is provided on page two ofthis application. This application will expire two (2) years after date of submittal. 1 CITY OF ATLANTIC BEACH BOARD I COMMITTEE MEMBER APPLICATION FORM Received AGENDA ITEM # I OD APRIL 14,2014 Please check (-i) the box beside each Board or Committee that you are applying to serve on. If you check more than one, please rank your interest in each board I committee by order of priority. MAR 1 4 2014 (A summary of each board/committee is available on page 2 of this form.) Code Enforcement Board Pension Board of Trustees Cultural Arts and Recreation Advisory Committee Community DevfeV~tti&!f 9t¥c!frd Board Member Review Committee DATE: !J:3/o1 /!'-/ APPLICANT'S NAME: &rf} !0~5'£flJ)Oo f?e((~£ I j ADDRESS: Lf'f3 fi[1LJI1T! 6 JJI<.J V£. fiTLA[\/rt 0 l3E8f2;H, PL. 3d..(}a3 I ' DAYTIME PHONE:(qOL/) J..4-J-/tJ7t.f-{t-() EVENING PHONE: (7 7!) )q I d..-tf q <-f 5 ( ~) E-MAIL ADDRESS: ri+Qp;erct:L/ fi)hofrna;(FAX: __________ _ . ~c.om Please explain any employment experience, board/committee experience, and/or community volunteer experience relative to the board/committee applying for . . ~ . Please provide a brief explanation of your interest or any special qualifications you have in this field and your reasons for wishing to be appointed to this board/committee. -J~Q.~fp-~~~~ j;p ~ efdtv~ ~ ~~· fli/ XluJ ~ ~ uz y ~uvvV av~ .~ f!_V/ &:vt 7 Please retun::InPited form to Donna L. Bartle, City Clerk, 800 Seminole Road, Atlantic Beach, FL 32233 PLEASE NOTE: Members of the Code Enforcement Board, Community Development Board and Pension Board of Trustees are required to file Statement of Financial Interest Forms. Also, infmmation regarding "Conflict oflnterest" is provided on page two of this application. This application will expire two (2) years after date of submittal. 1 RITA KISSEADOO PIERCE 483 Aquatic Dr. Atlantic Beach, Fl. 32233 (904) 241-1974 Ritapierce 1 @hotmail.com OBJECTIVE: Community Development Board Member EDUCATION: B.S.-Allied Health Services (1988) Concentration-Drug Dependency University ofNorth Florida Health and Accident Insurance License (20 1 0) Florida State College Educator Preparation Institute Certificate (20 1 0) EDUCATIONAL HIGHLIGHTS: • Instructor Planning (American Red Cross) • Program Planning and Evaluation • Administrative Management • Social Structure and Personality • Counseling RECENT JOB AND VOLUNTEER WORK 2012-2014 2012-2013 2006-2010 2004-2006 Board Member Review Committee Involved in organization of beautification and safety in my community Learn to Read pro gram Kelly Educational Staffing Substitute Teacher Performed teaching duties for various elementary grade school levels (Pre-School, Disabled, through sixth grades). MILITARY SERVICE 1974-1977 United States Navy Yeoman 2nd Class Counselled Drug Awareness program Performed clerical duties AGENDA ITEM # 1 OD APRIL 14, 2014