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6-8-15 MINUTES REGULAR CITY COMMISSION MEETING June 8, 2015 CITY HALL, 800 SEMINOLE ROAD IN ATTENDANCE: Mayor Carolyn Woods City Manager Nelson Van Liere Mayor Pro Tern Mark Beckenbach City Attorney Richard Komando Commissioner Jimmy Hill City Clerk Donna L. Bartle Commissioner Maria Mark ABSENT: Commissioner Jonathan Daugherty Call to Order/Pledge: Mayor Woods called the meeting to order at 6:32 p.m. Mayor Woods gave the Invocation, followed by the Pledge of Allegiance to the Flag. 1. Approval of Minutes A. Approve the minutes of the Commission Meeting of May 26, 2015. 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 of the Floor to Visitors. She welcomed the audience and explained the process for public comments. Shaughan Moore, 190 Magnolia St., expressed concerns regarding the construction on his street stating it is unorganized; culverts are crooked and could cause drainage issues and safety hazards; telephone poles are an issues at the ditch line; and driveways are torn up and have been for weeks. Nell Johnson, 387 Belvedere St., reported on her experience and the benefits of having the senior citizen program at the Gail Baker Community Center. Chris Jorgensen, 92 W. 3rd St., spoke about the Habitat property on Mayport Road. He also spoke in favor of the Seaside Community Council and asked that they look into barrier islands from Virginia down. He offered suggestions on things to look into such as impacts of dredging, drought and increased ships on the ocean. He suggested having members for each of the communities all the way down the coast. Mitch Reeves, 1663 Sea Oats Dr., spoke in support of Ordinance No. 70-15-17 and thanked Bill Gulliford for his help in passing the twenty-year term. Brad Kennelly, 2265 Beachcomber Trail, referred to documents he sent through an email earlier regarding the Fleet Landing sign and the Kangaroo sign. He explained he would like to see the Fleet Landing Sign be relocated back to the original location that was approved by the Commission in 2001 and the Kangaroo property brought into compliance with the current Code of Atlantic Beach. He highlighted the reasons. June 8,2015 REGULAR COMMISSION MEETING Page 2 J. David Lambert, 1823 Selva Grande Dr., read a letter from Andrew Miller, Executive Director of The Public Trust (which is attached and made a part of this Official Record as Attachment A) pertaining to the Seaside Community Council and explained that he is in agreement with everything that Andy stated in his letter. Josh Gellers, 1701 San Pablo Rd. S. Apt. 403 Jacksonville, Professor at the University of North Florida, explained the reasons the Commission should approve the creation of the Seaside Community Council and stated the benefits it would have to the City. No one else from the audience spoke, so Mayor Woods closed the Courtesy of the Floor to Visitors. Mayor Woods reported that funding will be determined during the budget process in a few months and the Recreation department is recommending funds to continue the Senior program. Item 8B was taken out of sequence and acted on at this time. 8B. Proposed Ordinance Creating a Seaside Community Advisory Council. Mayor Woods reported that, after hearing comments at the last meeting, she did further research. She distributed copies of the articles from her research and summarized her findings. She asked Commission Hill if he brought back any particular changes he wanted to make. Commissioner Hill explained he was planning on it, but had more questions first. Commissioner Hill explained the reasons for his opposition which includes protecting the budget of this small city and not trying to solve problems outside of our border. He further explained that he would support expanding the Council's scope and signing on as a sponsor along with other communities, but does not want the City of Atlantic Beach to carry the load. City Manager Van Liere and City Clerk Bartle answered questions from Commissioner Mark regarding the expected budget impact and staff involvement. Mayor Woods answered questions. Discussion ensued. It was the consensus of the Commission to move this forward to the next agenda for first reading. Commission Hill reiterated that he was opposed. City Attorney Komando asked for clarification that may be incorporated into the ordinance that explains the process for appointing members after the initial group are appointed. He asked whether the process to appoint subsequent members would go through the Board Member Review Committee. The Mayor stated that is the intent and that if it is not clear, we need to make it clear. Mr. Komando stated he would get with the City Clerk and make sure it happens. 3. Unfinished Business from Previous Meetings A. Disaster Planning: Co-location Site Selection. IT Director Keith Randich gave a slide presentation (which is attached and made part of this Official Record as Attachment B) and explained his staff report and recommendation. He answered questions from the Commission. Motion: Approve authorization for the City Manager to sign the service agreement between the City and Cologix for 3 years for the amount of$1221 per month plus the one-time $500 set up fee. Moved by Mark, Seconded by Beckenbach June 8,2015 REGULAR COMMISSION MEETING Pane 3 Votes: Aye: 4—Beckenbach, Hill, Mark,Woods Nay: 0 MOTION CARRIED B. New City Phone System. IT Director Keith Randich gave a slide presentation (which is attached and made part of this Official Record as Attachment C) and explained his staff report and recommendation. Motion: Approve authorization for the City Manager to sign the purchase agreement between the City and Verteks Consulting for the amount of$64,285.96 for the new City Phone System. Moved by Mark, Seconded by Beckenbach Mr. Randich answered questions from the Commission. Votes: Aye: 4—Beckenbach, Hill, Mark, Woods Nay: 0 MOTION CARRIED 4. Consent Agenda ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED TO BE ROUTINE BY THE CITY COMMISSION AND WILL BE ENACTED BY ONE MOTION IN THE FORM LISTED BELOW. THERE WILL BE NO SEPARATE DISCUSSION OF THESE ITEMS. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY. SUPPORTING DOCUMENTATION AND STAFF RECOMMENDATIONS HAVE BEEN PREVIOUSLY SUBMITTED TO THE CITY COMMISSION ON THESE ITEMS. A. Acknowledge receipt of the Financial Report for April 2015. Mayor Woods read the Consent Agenda. Motion: Approve Consent Agenda Item A. Moved by Woods Votes: Aye: 4—Beckenbach, Hill, Mark, Woods Nay: 0 MOTION CARRIED 5. Committee Reports None. 6. Action on Resolutions None. June 8,2015 REGULAR COMMISSION MEETING Page 4 7. Action on Ordinances A. ORDINANCE NO. 60-15-20, Public Hearing and Final Reading AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA, AMENDING CHAPTER 17, ARTICLE IV, SECTION 17-51 OF THE CODE OF ORDINANCES, SIGNS AND ADVERTISING STRUCTURES, TO REMOVE THE DEADLINE FOR NONCONFORMING SIGNS TO COME INTO COMPLIANCE; PROVIDING FOR CONFLICT; PROVIDING FOR SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE. Mayor Woods read Ordinance No. 60-15-20 by title. She opened the Public Hearing. Brad Kennelly, 2265 Beachcomber Trail, reiterated his comments from earlier regarding the Fleet Landing sign and the Kangaroo sign and stated he believes the City should enforce the Sign Ordinance and go with a monument sign. No one else from the audience spoke so the Mayor closed the Public Hearing. Building and Zoning Director Jeremy Hubsch summarized his staff report and the changes made and answered questions from the Commission. Discussion ensued. Motion: Approve Ordinance No. 60-15-20 as read. Moved by Mark, Seconded by Beckenbach Votes: Aye: 4—Beckenbach, Hill, Mark,Woods Nay: 0 MOTION CARRIED B. ORDINANCE NO. 70-15-17, Introduction and First Reading AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA AUTHORIZING THE MAYOR TO EXECUTE AN INTERLOCAL AGREEMENT WITH THE CITY OF JACKSONVILLE, CITY OF JACKSONVILLE BEACH, THE TOWN OF BALDWIN AND THE CITY OF NEPTUNE BEACH PROVIDING FOR THE DISTRIBUTION FORMULA FOR DIVIDING THE PROCEEDS OF THE LOCAL OPTION GAS TAX; PROVIDING AN EFFECTIVE DATE. Mayor Woods read Ordinance No. 70-15-17 by title. City Manager Nelson Van Liere explained the Ordinance. Motion: Approve Ordinance No. 70-15-17 as read by title. Moved by Mark, Seconded by Beckenbach Votes: Aye: 4—Beckenbach, Hill,Mark,Woods Nay: 0 MOTION CARRIED June 8,2015 REGULAR COMMISSION MEETING Page 5 8. Miscellaneous Business (Discussion only) A. Maintenance Bond Code. Mr. Hubsch summarized his staff report explaining why staff recommends reducing the maintenance bond requirements in Section 24-233 from 100% to 15%. Doug Layton further explained the bond and answered questions from the Commission. Mayor Woods suggested that staff look into the Habitat PUD in order to answer questions raised. It was the consensus of the Commission to move this forward in the process to the Community Development Board. B. Proposed Ordinance Creating a Seaside Community Advisory Council. This item was taken out of sequence and acted on earlier in the meeting. 9. City Manager A. City Manager's Report. • 90-Day Calendar (June - August 2015) Mr. Van Liere reported the following: • Last week, the City received the preliminary estimate for the property tax values showing the total value for Atlantic Beach went from 1.275 Billion to 1.361 Billion, a 6.7% increase. • The information in the newspaper about Atlantic Beach not passing an ordinance implementing the second homestead exemption for senior citizens was incorrect, we passed it in 2000. • There is a new Union representative for LIUNA, Ronnie Burris; it was previously Andy Beemis. The union went without a business partner for quite some time. We had negotiated a contract last year but was unable to get them to sign off on it, but now with the new manager we were able to and will begin negotiating the next one. • The Strategic Planning report was received today and has been posted to your Sharefile accounts; this document will be discussed at the Workshop on June 22, 2015. • Mr. Van Liere and Chief Deal met with Patsy Bishop and the Neptune Beach Assistant Chief regarding the alcohol consumption at the Dancing in the Streets event to see if they can come up with ideas on how to scale it back a bit; asked the Commission for feedback on any concerns they may have regarding the event. Commissioner Hill suggested putting a mechanism in place to make sure they do not over serve alcohol. • Thursday morning several staff members will attend a hurricane training exercise in Jacksonville Beach. • He has not heard any feedback on the 2005 study regarding the roundabout since he sent it out a while back and with the upcoming budget season near, he wanted to know if the Commission has any interest in bringing the topic back into discussions. The consensus was not to pursue a roundabout as a traffic solution at this time. • Asked for direction on whether or not to pursue a cart-friendly ordinance. The consensus was to work with the City Attorney and draft an ordinance that would make our streets cart-friendly. • The next agenda will include the CRA proposal. • Listened to the complaints mentioned tonight about the Saltair project and plans to jump on that in the morning. He explained there were some delays due to the phone company not getting out of our way and a few other things like that, but we will see what we can do to make it better. Commissioner Mark June 8,2015 REGULAR COMMISSION MEETING Page 6 would like an internal policy that when there is a delay that the affected neighbors be notified. Commissioner Beckenbach agreed with that and believes there should be more of a proactive approach. Commissioner Hill suggested a project board be posted in the City and updated at least weekly. Someone in the audience spoke up about safety issues at the bus stop on Mayport Road and Plaza Drive. Mayor Woods stated that the public works director and police chief should contact her to discuss the issues. 10. Reports and/or requests from City Commissioners and City Attorney City Clerk Bartle • Reported she will be attending the Florida Association of City Clerk Summer Academy in Orlando from Monday, June 22nd through Wednesday, June 24th and Nancy Bailey will fill in for her at both the Workshop and Regular meeting on June 22°'. Commissioner Mark • Reported she has been reappointed to the Growth Management and Economic Affairs Policy Committee with the Florida League of Cities and will hold their legislative conference in June. Also, Jeremy Hubsch has been appointed to the Committee, so they will both attend the League of Cities policy meeting on June 24th and 25tH • Plans to attend the pension workshop prior to that meeting. • Reported she and Commissioner Hill attended the ethics training in the City of Jacksonville and completed 3 of the 4 hours; the last hour is to be done online. • Asked City Manager Van Liere if he had heard any more on the bus shelters. Mr. Van Liere stated he had driven around town to look at the different styles of shelters and believes the intersection that the lady was referring to was privately owned all the way up to the sidewalk which is why the bench is sitting on the sidewalk. He explained we would have to get with the owner and ask them to get some kind of right of way to actually put a shelter there. He stated he agrees that is probably the place he can see people dashing to the bus and crossing the road in a hurry which is a dangerous situation. Commissioner Mark described the possible hazards and wondered if JTA would be open to looking at moving it to a different location away from that one intersection. City Attorney Komando • Reported he was asked at the last meeting whether or not there could be some included attachment or insert as it relates to the Charter Review Amendments. He spoke to the Supervisor Holland today and he indicated they can, but it is incumbent on us to deliver to him what it is we want to include in the ballot and we do pay for our printing costs; estimating the document to be 15 pages, the cost would be about $2.00 per mailer. Discussion ensued. They decided not to do a fifteen-page mailer. Mayor Woods suggested putting copies of the proposed Charter Amendments at the library and City Hall. Commissioner Hill expressed interest in using our newsletter to send out a synopsis including a link to additional information and/or instructions on where citizens can go to pick up a full copy. After further discussion, it was decided the City Attorney would come up with a one-page mailer that would list the amendments and include a link to our website for more information as well as instructions on where they can pick up copies. June 8,2015 REGULAR COMMISSION MEETING Page 7 Commissioner Hill • Recognized that the gentleman who commented on the signs had brought the issue up before and wanted to make it known that the Commission is not ignoring it. • Acknowledged the Boy Scout in the audience and thanked him for coming out. Mayor Woods • Reported she had received mail from Realtors.com which had an opening headline called "Demand for Walkable Urbanism Driving the Economy". She explained it covers ideas that the Commission has been discussing and thought they might want to look into it. Adjournment There being no further business to come before the Commission, Mayor Woods declared the meeting adjourned at 8:46 p.m. ATTEST: 1 -b Carolyn Wood• 41/.41-4, + Mayor/Presiding Officer Donna L. Bartle, CMC City Clerk ATTACHMENT A CC Minutes of 6/8/15 UBLIC ,0„ TRUST Environmental Legal Institute of Florida June 8th,2015 City of Atlantic Beach City Commission 800 Seminole Road Atlantic Beach, FL 32233 Re: Public Comments Regarding Seaside Community Council June 8th,2015 Public Meeting PLEASE INCLUDE THESE COMMENTS AS PART OF THE PUBLIC RECORD FOR THE JUNE 8m,2015 PUBLIC MEETING Dear Commissioners: My name is Andrew Miller and I wish to briefly address you with regards to the potential Seaside Community Council. I am one of the nominees to potentially serve on this council and I believe it could be helpful to your deliberations to explain why I believe such a council will be beneficial to the City of Atlantic Beach specifically, and Northeast Florida generally. In last weeks Florida Times Union two editorials ran on the same page. One took the view that seismic airgun testing off our coast should be encouraged, so as to collect data useful in energy exploration in order to wean the U.S. of foreign oil. The other took the position that seismic airgun testing should be discouraged, citing concerns over damage to migratory patterns and feeding habits of marine mammals. Both editorials ended with the exact same quotation, "Denying knowledge is denying the opportunity to make an informed decision on a topic critical to our future." This is the point precisely. Not everyone will agree on the causes, the impacts, or even the existence of, some of the issues facing the City of Atlantic Beach. These issues may include things like dune restoration, storm water, "green" building, beach renourishment, and the tree canopy. But everyone, on each side of these issues, can certainly agree that the City of Atlantic Beach must make informed decisions on topics critical to our future. The council's job will be to assist the Commission in making these informed decisions. If anyone is concerned that the council will be packed with environmentalist activists with a biased agenda, I invite the inclusion of others with varied perspectives to join the council, so long as they are willing to do the work it will require to serve the City of Atlantic Beach. I am willing to do said work. As for my own bias, I do not deny that I advocate for the environment, but who on the Commission doesn't? Certainly every commissioner, and more importantly, every resident of the City of Atlantic Beach, wants nothing but the best for our local, regional, and even global environment. But I have another bias, and that is towards saving, and even making,the City of Atlantic Beach money. As a taxpayer, I do not want my money, or that of my neighbors, to go to waste. As an environmental advocate I have learned that many relatively simple changes will not only help the environment, but just as importantly to many, will also save, or even earn, money. Just one example, a recent study found that 9,771 Northeast Florida jobs were related to hunting, fishing, and wildlife viewing, with retail sales of$390 million each year. Certainly we can all agree that promoting jobs and increasing revenue for Northeast Florida is a worthy goal. And the fact is that there are many possibilities for helping the environment and saving or even earning money at the same time. And so it is that we simply disagree on the weight to be given to certain issues, the priority of our various goals, and the methods of achieving those goals. It will be up to the Commission to digest the information the council delivers, and decide which issues to tackle, which goals to set, and which methods to adopt to achieve those goals. Thus in the end, the agenda, efforts, and achievements of the Seaside Community Council will match that of the Commission. The City of Atlantic Beach has an opportunity to be a leader in Northeast Florida, and to better serve the residents of the City of Atlantic Beach through knowledge. I ask that you vote in favor of establishing the Seaside Community Council, and I ask that you participate in its operation, so that your residents can best capitalize on preserving our unique natural resources and protecting the city's financial future. Sincerely, /5/Andrew Miller Andrew Miller Executive Director The Public Trust ATTACHMENT B CC Minutes of 6/8/15 City Co- Location Project JUNE 2015 KEITH RANDICH, IT DIRECTOR Highest Priority Applications Website Enterprise Application (Finance, Billing, Permitting, Payroll) Email Phone System Police Dispatch and Record Management 1 Capability Gained by the City Have the ability to communicate between Citizens, Elected Officials, and Staff at the most critical time surrounding an emergency: -Immediately before -Immediately after Avoid the delays that are built in to the old Emergency Plan Co-Location Site IP''' �. ., 0 , ..,,,,,„..,,,, , ,,.,,,4t,,,,,,,,,, sis",,t. a. 7 I ' .. i . ''''''''''"4"°'''Hii:i';','''''''''''''11.\4*.iii I, i'' 1 :1 .. ti u 2 Features of the Facility I 24/7/365 Support 24,000 Square feet Raised floor a f , ,� �1 Redundant Power N+1 Generator 1250 KVA/ Multiple Carriers 15,000 Gallons of Diesel Costs for Colo space Budget - $10,000 Co-location Site Colo space- $500 setup + $15,01/year($5000 in FY 2014/15) l ' a 3 ATTACHMENT C CC Minutes of 6/8/15 New Phone System P JUNE 2015 KEITH RANDICH, IT DIRECTOR New City Phone System Replace 75 Phones in City Hall, PD, Public Works,Water Treatment Plant,Water Plants 1&2 New Features: • Remotely Monitored 24/7 • Integrated with the City's DR Plan • Auto Attendant Answer Main City Line,Police Dispatch,Utility Billing • Call Recording • Call Accounting and Reporting Phone Usage Call Tracking 4 Costs Budget - $102,500 Phone System O $78,000 One time costs $13,200/year Annual costs ($4400 in FY 2014/15) Phone system, phones,software licenses, training, installation, 7 x 24 monitoring,call recording, and support- $64,000 Servers for Voice mail and Phone network management-$8000 Firewall and Router at DR Site-$6000 Data and Phone lines-$13,200/year $18,000/year -turn off existing analog phones $4800 savings on phone lines annually 5