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03-25-91 v CITY OF ATLANTIC BEACH REGULAR MEETING MONDAY, March 25, 1991 AGENDA Call to Order Invocation and pledge to the flag 1. Approval of the minutes of the regular meeting of March 11, 1991, and Special Meeting March 18, 1991. 2. Recognition of Visitors: 3. Appearances: A. Proposal for Beaches Community Town Center and resolution in support of same B. Annual audit report (Purvis Gray, and Company) C. Walt Fanton relative to Saratoga welcome D. Engineer Todd Smith with a report on Fire Department CPR program 4. Old Business: A. Discussion and related action regarding contract modification of Beach Avenue contract with Gee & Jenson and approval of addendum #4 (Public Services Director Robert Kosoy) 5. Consent Agenda: A. Request from the Jacksonville Beach Lions Club to hold a road block April 27, 1991 6. Committee Reports: A. Recommendation and report on bid 9091-7, Rehabilitation and coating of storage tanks (Chairman, Commissioner Glenn Edwards) B. Recommendation and report on bid 9091-8, Demolition and removal of house at 1920 George Street (Chairman, Commissioner Glenn Edwards) C. Recommendation and report on bid 9091-9, Service agreement for Motorola Communications Equipment (Chairman, Commissioner Glenn Edwards) D. Utility Committee Report (Robert Kosoy, Public Services Director) E. Solid Waste Committee Report (Mark McGowan) 7. Resolutions: A. Approval of Resolution 91-11 relative to changing length of time for financing improvements for Section H from eighteen to twenty years (William Howell, Project Manager) 8. Ordinances: A. Introduction and first reading of Ordinance #80-90-43 regarding Stormwater Management Utility Program B. Introduction and first reading of Ordinance #80-90-44 regarding Stormwater Management Utility Fees C. Ordinance #58-91-14 relative to rehiring retired city employees 9. New Business: A. Approval of Change Order #3, increase contract time by 20 days for completion of new city hall building (Clement, Rumpel, Goodwin Architects - Tom McNett) B. Change orders for Section H (Project Manager William Howell) C. Request to solicit through the Competitive Negotiations Act an architect to design a community center for Donner Park (Mayor Gulliford) D. Approval to retain professional services of Howie Green Tank Inspection for re-coating of the water ground storage tanks (Bob Kosoy, Public Services Director) E. Request approval of four P.O.s to Barber and Assoc. (Bob Kosoy) 10. City Manager reports and/or correspondence: A. Chief Thompson - Report on truck traffic on East Coast Drive B. Bob Kosoy - Section H report 11. Mayor to call on City Commissioners, City Attorney and City Clerk: A. Discussion relative to height variance on Lot 7, Ocean Breeze (Commissioner Robert Cook) Adjournment MINUTES OF THE REGULAR MEETING OF THE ATLANTIC BEACH CITY COM- MISSION HELD IN CITY HALL AT 7:15 PM ON MONDAY, MARCH 25, 1991 V V O O PRESENT: William I. Gulliford, Jr. , Mayor T T Robert B. Cook E E Glenn A. Edwards D D Adelaide R. Tucker, and John W. Weldon, Commissioners M S AND: Harry E. Royal, Acting City Manager 0 E Alan C. Jensen, City Attorney T C Maureen King, City Clerk I 0 Y NAME OF ON EN ABSENT: Kim D. Leinbach (On vacation) COMMRS. N D S 0 The meeting was called to order by Mayor Gulliford. The invocation, offered by Commissioner Cook, was followed by the pledge to the flag. 1. Approval of the minutes of the regular meeting of March 11, 1991, and Special Meeting of March 18, 1991 Cook x x Edwards x Motion: Approve minutes of regular meeting of March 11, 1991 Tucker x x Weldon x No discussion before the vote. The motion carried unanimously. Gulliford x Cook x Edwards x x Motion: Approve minutes of special meeting of March 18, 1991 Tucker x x Weldon x No discussion before the vote. The motion carried unanimously. Gulliford x 2. Recognition of visitors: None 3. Appearances: A. Proposal for Beaches Community Town Center and Resolution No. 91-10 in support of same Michael Dunlap presented a concept plan of a proposed project to beautify the area of Atlantic Boulevard from Third Street to the ocean and from Atlantic Boulevard, one block north in Atlantic Beach and three blocks south in Neptune Beach. He said the business owners in the area had expressed support of the project. He would propose to reduce the current 100 foot right-of-way to 64 feet for traffic and provide sidewalks, additional parking, sidewalk cafes, and landscaping. A gazebo would be located at the end of the street. Possible funding could be by private donations from Atlantic and Neptune Beach residents, and private and public contributions. He emphasized that the project was still in the preliminary phase and that they would hope to meet individually with merchants in the area. Dezmond Waters asked whether the brick road underneath the pavement could be restored and Mr. Dunlap said this was a possibility but he felt it would be very costly. • PAGE TWO V V MINUTES NAME OF MARCH 25, 1991 COMMRS. MSYN Mayor Gulliford presented in full, in writing, Resolution #91-10 endorsing the concept of the proposed improvements and indicating the city's willingness to work in a partnership with the City of Neptune Beach and other governmental agencies and businesses to explore such proposals as deemed within the best interests of the City of Atlantic Beach. Motion: Approve passage of Resolution #91-10 In discussion before the vote Commissioner Cook inquired into the cost of the project and Mayor Gulliford pointed out no financial commitment was being made at this time. The motion carried unanimously. David Hansford of the Sun Dog Diner reported the Third Annual Sock Hop was scheduled for June 1, 1991, and asked permission to close the street to traffic from 6:00 AM until midnight for that activity. He suggested this would be an appropriate occasion to provide information and raise funds for the improvement project. Cook x Edwards x x Motion: Approve the closing of the streets as requested for Tucker x a sock hop to be held on June 1, 1991 Weldon x x Gulliford x :ommissioner Weldon felt a written request should be presented to the city and after brief discussion, it was agreed to ask the City Manager to set forth the conditions in a letter to the individuals involved. The question was called and the motion carried unanimously. B. Annual audit report Mr. Jerry Handley of Purvis, Gray & Company, the firm which had conducted the city's annual audit, reported the city was in sound financial condition and that equity and reserve ratios were good. He pointed out the only problem area seemed to be in the Oak Harbor Water and Sewer account where the city did not have the resources available to fund the debt service and renewal and replacement accounts as required in the Oak Harbor Bond Ordinance. It was also noted the audit report recommended that the inventory taking process be monitored by someone other than the individuals responsible for taking the inventory and the Finance Director was asked to assume this responsibility. Discussion ensued regarding additional revenue sources, particularly in light of the reduction of state revenue sharing funds, and Mr. Handley said most municipalities charge impact fees and user fees. Mayor Gulliford thanked Purvis, Gray & Company for their work and :omplimented them on their professionalism. / . PAGE THREE V V MINUTES NAME OF MARCH 25, 1991 COMMRS. MSYN C. Walt Fanton relative to Saratoga welcome Mr. Fanton from the Military Affairs Committee, explained the various plans and preparations to handle the crowds and traffic expected in connection with the return of the Saratoga from deployment in the Middle East. He said parking would be available at Hanna Park, St. Johns Church, St. Johns Creek Estates, and Pan Am Plaza. He also said a local radio station was sponsoring a contest and was offering a $1,000 prize for the best banner. The ships would start arriving at 8:00 AM and would continue arriving through about 10:30 AM. D. Engineer Todd Smith with a report on Fire Department CPR program Mr. Smith reported that mannequins had been purchased with donations from the American Legion and Fleet Reserve and the Fire Department planned to schedule CPR classes for the general public. Classes for the public would be four hours and would cover adult CPR, or six hour classes which would also cover infant and child CPR. The cost of $15.00 would include the necessary materials. Eight hour classes would also be offered to health care professionals. Mayor Gulliford thanked Mr. Smith and urged the Commissioners to participate in the classes. 4. Old Business: A. Discussion and related action regarding contract modifications of Beach Avenue contract with Gee & Jenson and approval of addendum 14 Public Services Director Kosoy reported that Addendum #4 covered additional work in connection with the Beach Avenue water and sewer line special assessment project. Mr. Kosoy questioned the number of hours estimated for meetings and recommended the six hours for meetings with the City Commission be deleted until details for financing the project could be worked out. Cook x x Motion: Approve Gee & Jenson's Addendum #4 for additional Edwards x x assistance with the Beach Avenue Water and Sewer Tucker x extension project in the amount of $3,448.00 Weldon x Gulliford x In discussion before the vote Commissioner Tucker inquired whether Gee & Jenson had been aware the city would pay for the cost of the paving and Mr. Kosoy said they had not. The question was called and the motion carried unanimously. • PAGE FOUR V V MINUTES NAME OF MARCH 25, 1991 COMMRS. MSYN 5. Consent Agenda: A. Request from the Jacksonville Beach Lions Club to hold a road block fund raiser on April 27, 1991 Cook x Edwards x Motion: Approve passage of Consent Agenda Tucker x Weldon x No discussion before the vote. The motion carried unanimously. Gulliford x At the Mayor's request Agenda Items 9A and 9B were taken out of sequence and acted upon at this time 9A. Approval of Change Order #3 to increase contract time by twenty days for completion of the new City Hall building Tom McNett of Clements, Rumpel, Goodwin Architects, explained the change order was for additional electrical requirements, additional fire extinguishers and to revise metal support clips. The Change Order also added twenty days to the contract time which Mr. McNett said had been necessitated due to the difficulty in acquiring the light fixtures for the Commission Chambers. The change order would add $2,091.46 to the contract and adjust the substantial completion date to April 1, 1991. Cook x x Edwards x x Motion: Approve Change Order 13 in the amount of #2,091.46 Tucker x Weldon x Brief discussion ensued before the vote and Mr. McNett explained the Gulliford x difficulties which had been experienced regarding the lighting fixtures and the metal clips. The question was called and the motion carried on a 4 - 1 vote with Commissioner Weldon voting nay. Mayor Gulliford inquired regarding landscaping plans and Mr. McNett said the landscaping had been designed to work with the existing landscaping at the Public Safety Building. He also suggested possibly adding some flowering shrubs along Seminole Road. Mr. McNett also reported the edges of the lagoon would be reshaped and beautified. Discussion ensued regarding the weir at the north end of the lagoon and Bob Kosoy was instructed to look into any alternatives which might be available to improve the flow of the water. 9B. Change Orders for Section H Project Manager Billy Howell presented Change Orders #30 and #32 proposing to pave portion of Camelia Street and Jasmine Street south of West Fourteenth Street. These changes had been discussed at the Commission meeting on January 14, 1991, when Bill Layton of Bessent, Hammack & Ruckman explained a portion of these two streets had previously been deleted from the project because of landfill materials in the area. It was now proposed to pave a portion of these streets. • PAGE FIVE V V MINUTES NAME OF MARCH 25, 1991 COMMAS. MSYN Cook x x Edwards x x Motion: Approve Change Orders 130 and #32 as requested Tucker x Weldon x In discussion before the vote Mr. Howell said he felt between Gulliford x $22,000 and $30,000 should be left over from the project. The question was called and was unanimously approved. 6. Committee Reports: A. Recommendation and report on Bid #9091-7 for rehabilitation and coating of storage tanks Commissioner Edwards reported eight bids were received for the rehabilitation and coating of ground storage reservoirs. He said investigation of the three lowest bidders revealed two did not have the required experience painting potable water tank and none had met the bid specifications. It was the recommendation of the Awards Committee that the City Commission accept the bid of the fourth low bidder, Inducon Corporation, of Gainesville, FL as the lowest responsible bidder meeting the bid requirements. Cook x Motion: Award contract for rehabilitation and coating of Edwards x x ground storage reservoirs as specified under Bid Tucker x #9091-7 to Inducon Corporation of Gainesville, FL Weldon x x in the amount of $44,880.00 Gulliford x No discussion before the vote. The motion carried unanimously. B. Recommendation and report on bid 19091-8 for demolition and removal of house at 1920 George Street Commissioner Edwards reported of the five bids received, it was the recommendation of the Awards Committee that the City Commission accept the low bid from Burkhalter Wrecking and make award accordingly. Cook x x Motion: Award contract for demolition and removal of house Edwards x x at 1920 George Street as specified under Bid #9091-8 Tucker x to Burkhalter Wrecking in the amount of $1,318.00 Weldon x Gulliford x No discussion before the vote. The motion carried unanimously. C. Recommendation and report on bid #9091-9 for service agreement for Motorola Communications Equipment Commissioner Edwards reported of the seven bids received, Motorola Communications, Inc. was the only bidder authorized by Motorola to service Motorola radios, and it was the recommendation of the Awards Committee the City Commission make the award accordingly. PAGE SIX V V MINUTES NAME OF MARCH 27, 1991 COMMRS. MSYN Cook x Motion: Award contract for service of the city's Motorola Edwards x x communications equipment to Motorola Communications, Tucker x x Inc. in the amount of $2,570.40 Weldon x Gulliford x No discussion before the vote. The motion carried unanimously. Bid #9091-10 - Materials for water main installation on Gavagan Road in the city's Buccaneer District. Commissioner Edwards reported three bids were received but since the bid opening it has been determined that this project might be completed at no cost to the city by a developer working in the area. He requested that this bid not be awarded at this time. The City Commission concurred. Bid #9091-13 - Russell Park parking lot expansion Commissioner Edwards reported bids had been opened for this project this date. Two bids had been received, both of which were over the budgeted amount. Due to a misunderstanding it was felt information had not been provided to prospective bidders and it was the recommendation of the Awards Committee that the project be re-bid. The City Commission concurred. D. Utility Committee Report Bob Kosoy reported that the committee had prioratized the projects recommended in its report of January 4, 1991. The total estimated cost of the eleven projects which the committee recommended for the upcoming year was $2,445,000.00 and the report recommended funding sources for the various projects. A copy of the report and recommendations of the Utility Committee, dated March 20, 1991, is attached hereto and made a part hereof. Cook x Edwards x Motion: Approve the projects and priorities with their Tucker x x estimated costs as presented Weldon x x Gulliford x After brief discussion, the question was called and the motion carried unanimously. Commissioner Weldon pointed out Items 1 and 4 would be funded from funds dedicated to Buccaneer. The city was obligated to undertake items 2, 3, and 5 to comply with the DER Consent Order and the committee hoped funds could be borrowed from Buccaneer rather than issue bonds. Mayor Gulliford inquired into the possibility of consolidating the enterprise funds and contributing the 50% overage which is charged to Buccaneer customers to the General Fund. Committee Member Alan Potter suggested reviewing the Buccaneer bond covenants regarding restrictions on the surplus funds until the PAGE SEVEN V V MINUTES MARCH 25, 1991 NAME OF COMMRS. MSYN bonds were retired. He said the city could then contact the Buccaneer bond holders to seek relief from the bond covenant in that amount. Motion: Approve the concept of utilizing funds as Cook x recommended by the Utility Committee, under the Edwards x x direction of the Finance Director, and with the Tucker x assistance and approval of the City Attorney Weldon x x Gulliford x No discussion before the vote. The motion carried unanimously Alan Potter said he had spoken with DER and explained what the city is trying to accomplish and the DER had requested the city present a letter to DER outlining the new schedule and advising that the city had now approved funding for the improvements and upon review of such letter, the DER would amend the Consent Order. E. Solid Waste Committee Report Mayor Gulliford introduced Mark McGowan, Chairman of the Solid Waste Committee and thanked Mr. McGowan for his efforts on behalf of the Atlantic Beach Solid Waste Committee as well as the Regional Solid Waste Committee. Mr. McGowan introduced Bill and Theresa Todd, also members of the Atlantic Beach Solid Waste Committee. Ms. Todd presented the results of a recent survey which had been sent to Atlantic Beach residents in the spring edition of the Courier. Survey results are attached hereto and made a part hereof. Solid Waste Committee recommendations were as follows: - Reduce frequency of residential solid waste pick up to: Garbage - Three days per week Yard trash - One day per week Recyclables - One day per week - Increase rates for commercial solid waste pick up to be consistent with current residential rates; - Begin curbside recycling of corrugated cardboard and mixed residential paper; - Amend city code to require residents to place garbage containers at the curb. After brief discussion, Mayor Gulliford requested the proposed amendments to the existing ordinance be placed on the next agenda for discussion and Ms. Todd agreed to draft a proposed change and provide a copy to the City Attorney for review and Mr. Kosoy agreed to work out the logistics with city staff. • PAGE EIGHT MINUTES V V MARCH 25, 1991 NAME OF COMMAS. MSYN Discussion ensued relative to commercial solid waste collection rates and Harry Royal was asked to present his recommendations in this connection at the next meeting. Ms. Todd said the recycling contractor had provided a proposal to collect corrugated at curb side for 34-cents per household per month, which would include an additional container per household and she urged the city to move ahead with this since the recycling container had been removed from Russell Park. Cook x Motion: Authorize the City Manager to negotiate with Waste Edwards x x Management for curbside recycling of corrugated Tucker x cardboard based on the aforementioned proposal Weldon x x Gulliford x No discussion before the vote. The motion carried unanimously. Mayor Gulliford read a letter from Waste Management reporting on the success of the city's recycling program. 7. Resolutions: A. Resolution #91-11 Mayor Gulliford presented in full, in writing, Resolution #91-11: A RESOLUTION AMENDING RESOLUTION #88-7 OF THE CITY OF ATLANTIC BEACH, FLORIDA, WHICH ADOPTED MATTERS IN CONNECTION WITH PLANS, CONSTRUCTION COSTS, LEVY AND COLLECTION OF SPECIAL ASSESSMENTS FOR SECTION H, TO CHANGE THE TIME FOR PAYMENT OF SPECIAL ASSESSMENTS, AND PROVIDING AN EFFECTIVE DATE. Cook x Edwards x x Motion: Approve passage of Resolution #91-11 Tucker x x Weldon x No discussion before the vote. The motion carried unanimously. Gulliford x 8. Ordinances: A. Ordinance No. 80-90-43 - First Reading AN ORDINANCE AMENDING THE CODE OF ORDINANCE OF THE CITY OF ATLANTIC BEACH, AMENDING CHAPTER 22, UTILITIES, ADDING NEW ARTICLE IV TO ESTABLISH A STORMWATER MANAGEMENT UTILITY PROGRAM TO PROVIDE GENERAL PROVISIONS, DEFINE THE CUSTOMER BASE, CREATE AN ENTERPRISE FUND, PROVIDE FOR BILLING AND COLLECTION, DEFINE SEVERABILITY, PROVIDING AN EFFECTIVE DATE. Mayor Gulliford presented in full, in writing, Ordinance No. 80-90-43 on first reading. Cook x Edwards x x Motion: Approve passage of Ordinance No. 80-90-43 on first Tucker x reading and set for public hearing on April 8, 1991 Weldon x x Gulliford x No discussion before the vote. The motion carried on a 4 - 1 vote with Commissioner Cook voting nay. B. Ordinance No. 80-90-44 - First Reading AN ORDINANCE AMENDING THE CODE OF ORDINANCES OF THE CITY OF PAGE NINE V V MINUTES NAME OF MARCH 25, 1991 COMMRS. MSYN ATLANTIC BEACH, AMENDING CHAPTER 22, UTILITIES, ADDING UNDER ARTICLE IV A SECTION TO ESTABLISH STORMWATER MANAGEMENT UTILITY RATES, TO PROVIDE GENERAL PROVISIONS, DEFINE FEE CATEGORIES, ESTABLISH A FEE SCHEDULE, SET ENFORCEMENT AND PENALTY PROCEDURES, ESTABLISH AN APPEAL PROCESS, DEFINE SEVERABILITY, AND PROVIDING AN EFFECTIVE DATE. Mayor Gulliford presented in full, in writing, Ordinance No. 80-90-44 on first reading. Cook x Edwards x Motion: Approve passage of Ordinance No. 80-90-44 on first Tucker x x reading and set for public hearing on April 8, 1991 Weldon x x Gulliford x In discussion before the vote, Commissioner Edwards inquired whether the funds would be restricted to stormwater use and Mayor Gulliford replied in the affirmative. The question was called and the motion carried on a 4 - 1 vote with Commissioner Cook voting nay. C. Ordinance No. 58-91-14 - First Reading AN ORDINANCE OF THE CITY OF ATLANTIC BEACH AMENDING CHAPTER 2, SECTION 2-276, VOLUNTARY RETIREMENT CONDITIONS, SUBPARAGRAPH (a)(2), PROVIDING FOR A CHANGE IN THE LANGUAGE RELATIVE TO RETIREMENT DATE, AND ADDING A NEW SUBSECTION (c) TO PROVIDE CONDITIONS FOR REEMPLOYMENT OF RETIRED EMPLOYEES, PROVIDING AN EFFECTIVE DATE Mayor Gulliford presented in full, in writing, Ordinance No. 58-91-14 on first reading. Cook x x Edwards x Motion: Approve passage of Ordinance No. 58-91-14 on first Tucker x x reading and set for public hearing on April 8, 1991 Weldon x Gulliford x In discussion before the vote the City Attorney said he felt the City Manager may have some input regarding the negotiations between Attorney John Dickinson and the State of Florida relative to the city's retirement ordinance. The question was called and the motion carried unanimously. 9. New Business: Items 9A and 9B were acted upon earlier in the evening. C. Request to solicit through the Consultants Competitive Negotiation Act an architect to design a community center for Donner Park Mayor Gulliford explained this had been discussed at the recent meeting of the Recreation Advisory Board and he suggested the city proceed to engage an architect to design a community center for Donner Park. • PAGE TEN V V MINUTES NAME OF MARCH 25, 1991 COMMRS. MSYN Cook x Motion: Direct the City Manager to pursue competitive Edwards x x negotiations to secure a short list of architects to Tucker x x be presented to the City Commission for Weldon x consideration Gulliford x No discussion before the vote. The motion carried unanimously. D. Approval to retain professional services of Howie Green Tank Inspection for re—coating of the ground storage water tanks Bob Kosoy explained inspection services were needed at the number one water plant on Eleventh Street. He said Mr. Green was very experienced in this type of work and he recommended the city retain Mr. Green for this work at a cost not to exceed $3,500.00. Cook x Motion: Retain the professional services of Howie Green for Edwards x x inspection of the recoating of ground storage water Tucker x tanks at the #1 water plant at a cost not to exceed Weldon x x $3,500.00 Gulliford x In discussion before the vote Commissioner Tucker inquired whether Mr. Green had not been responsible for the recent error in estimating the amount of work involved in recoating the tank. Mr. Kosoy said the tank had been drained a year ago and it was not felt necessary to drain it again at this time. This had proved to be a mistake since the interior condition of the tank was worse than had originally appeared. E. Request approval of four Purchase Orders to Barber and Associates Mr. Kosoy explained each of the individual purchase orders had been below the $2,500.00 bid threshold and were issued for work at the #1 water plant. However, the collective sum of the purchase orders in the amount of $4,000.00 exceeded the $2,500 threshold for one vendor and Mr. Kosoy requested approval for the purchase orders. Cook x Edwards x x Motion: Approve Purchase Orders 3352, 3352, 3354 and 3359 to Tucker x Barber & Associates in the total amount of $4,000.00 Weldon x x Gulliford x No discussion before the vote. The motion carried unanimously. 10. City Manager reports and/or correspondence A. Chief Thompson with report on truck traffic on East Coast Drive Chief Thompson introduced Victor Gualillo, a new police officer with the Atlantic Beach Police Department and gave a brief overview of his expertise and experience. PAGE ELEVEN V V MINUTES NAME OF MARCH 25, 1991 COMMRS. MSYN Chief Thompson also reported the Traffic Division had reviewed the truck traffic on East Coast Drive as requested. It was their recommendation trucks should be restricted except for local deliveries. B. Section H status report Bob Kosoy said he had met with the Project Manager, Billy Howell, and he had outlined some of the deficiencies in a letter dated March 22, 1991. He also provided a spread sheet summarizing change orders which he said represented just over 7% of the original construction cost. 11. Mayor to call on City Commissioners, City Attorney and City Clerk City Attorney Jensen said he had received a check for $65,000.00 in settlement of the Hanover Insurance case. Mayor Gulliford inquired into which account the money would be deposited and after brief discussion the Finance Director was asked to report back at the next meeting regarding disposition of funds. Mr. Jensen also reminded the City Commission he had been authorized to offer $12,000.00 inclusive of fees and costs in the Clemens suit. He said the attorney had indicated Mr. & Mrs. Clemens may be willing to accept $10,000.00 for the land value and fees and costs as set by the court. He felt this would be close to the $12,000.00 authorized by the City Commission. Commissioner Edwards invited all interested to attend a Boy Scout Troop 37 spaghetti dinner on March 30, 1991. Commissioner Cook asked for clarification regarding the variance to the height restrictions which had been requested for Lot 7, Ocean Grove. The City Attorney explained the original plans had been changed and the owners were no longer seeking a variance. The amended plans had not yet been presented to the Building Department for approval. Don Ford reminded the City Commission the City had adopted the Coastal Construction Code which required the Building Official to determine whether construction would cause damage to the existing dune area. Mayor Gulliford confirmed that the Commissioners had received a letter from the City Manager relative to an IBM Seminar on April 2 - 4 which he planned to attend. Mr. Leinbach planned to stay with a friend so the only expense would be for travel. No one voiced any objection to Mr. Leinbach's attending the seminar. Mayor Gulliford also presented a letter inviting Atlantic Beach to nominate two outstanding leaders in community service, one youth and one adult, to be honored at the National Leadership Forum on Community Service to be held in Washington D.C. October 16-20, • • PAGE TWELVE V V MINUTES NAME OF MARCH 25, 1991 COMMRS. MSYN 1991. He asked the City Commissioners to consider potential nominees. The Mayor also stated he felt the City Commission needed to give some thought to the uses of city parks. He said the city expended funds to assist and promote Little League Baseball. However, this organization served more children from surrounding communities than children from Atlantic Beach and it was his feeling the city needed to negotiate some sort of reimbursement to the city from this organization. The tennis courts were also being used at no cost by residents from surrounding communities and he felt the city needed to consider establishing user fees to help supplement the expenditures necessary to maintain these recreational facilities. He asked that this matter be placed on the agenda for discussion and the next meeting so a policy regarding user fees could be established. Bob Kosoy reported he had received a letter from James Pitts indicating that he would not need water and sewer service for Mayport Crossing Apartments before December 15, 1991. He pointed out the City Commission had established a September 15, 1991 deadline for completion of the surge tank at the Buccaneer wastewater treatment plant, and asked if this date could now be adjusted to November 15, 1991 . Cook x Motion: Move completion date for installation of surge tank Edwards x x in Buccaneer wastewater treatment plant to November Tucker x 15, 1991 as requested Weldon x x Gulliford x No discussion before the vote. The motion carried unanimously. There being no further business to come be . - the City Commission, the Mayor declared the meeting ad'ourne- at 10:01 'M. William I. Gullifo d, Mayor/Presiding Olfic= ATTES T: Man King, City C1erkV _4ft • CITY OF . fitieufac 'earl - '?efiteda • 716 OCEAN BOULEVARD 4% P.0.BOX 25 ATLANTIC BEACH,FLORIDA 32233 ate TELEPHONE(904)249-2395 March 20, 1991 MEMORANDUM TO: Kim D. Leinbach/City Manager FROM: Robert S. Kosoy/Director of Public Services '\l RE: WATER AND SEWER COMMITTEE REPORT On March 20, 1991 Mr. Alan Potter, Commissioner Weldon. Bob Kosoy, and Tim Townsend met to discuss the prioritization of the projects from our January 4, 1991 report and a five year program. We discussed and agreed that new requests for proposals (RFP's) would not be necessary for the Atlantic Beach WTP' s. This work can be bid using a 1987/1989 set of plans and specifications prepared by Gee & Jenson, with some modifications. Bob Kosoy advised that such modifications must be made by Gee & Jenson, due to the proprietary nature of engineering plans. It was agreed that after a careful review of the plans and specifications, required changes would be identified and a fee negotiated with Gee & Jenson to prepare a bid package. The Committee hereby recommends the attached prioritized list of Water and Sewer improvements. Regarding funding, Items 1 and 4 should be from the $680, 000. 00 dedicated funds to Buccaneer. Items 2, 3, and 5 are items the City is obligated to complete in 1991 - sewer commitments ( Item 2) and the DER Consent Agreement ( Items 3 and 5) . These items may be funded by borrowing necessary monies from Buccaneer, say $1. 4 million, at 8% for 10 years. The $1. 96 million payback would translate to approximately $16, 000. 00/month, or $4. 00 per month per customer, or $12. 00 per quarter increase. We project that the following projects should be considered for FY 1991-92: PROJECT APPROX. COST 1. 500, 000 gallon Ground $750, 000. 00 Storage Tank @ A. B. #2 WTP 2. Water Distribution lines $100, 000. 00 per year in Atlantic Beach We project that the following projects should be considered for FY 1992-93: PROJECT APPROX. COST 1. 250, 000 gallon Elevated $350, 000. 00 Tank for A. B. @ #2 WTP 2. Third Well @ Assisi Lane $50, 000. 00 WTP 3. Additional 500, 000 GPD $500, 000. 00 capacity @ Buccaneer WWTP 4. Distribution lines in A. B. $100, 000. 00 per year Beyond 1993 it is difficult to predict and it is recommended the 3 year program be revised, if necessary, semi-annually. A semi-annual revision will provide a far more accurate assessment of progress and establish a future course of action, rather than a 5 year "Automatic Pilot" program. RSK/tb cc: Commissioner Weldon Alan Potter Harry E. McNally/Buccaneer Division Chief Tim Townsend/Plants Division Chief File PRIORITY LIST OF WATER AND SEWER IMPROVEMENT FOR UPCOMING YEAR PRIORITY ITEM NO. IN DESCRIPTION CURRENT 1/4/91 LIST COST EST. 1 1 Increase capacity $390, 000. 00 @ Bucc. WWTP 2 8 Sea Gardens Lift $150, 000. 00 (2) Station 3 9 Mayport Road Bore $150, 000. 00 (2) and Jack 4 2 2nd Ground Storage $275, 000. 00 Tank Assisi WTP 3 2nd Hydro Tank $35, 000. 00 Assisi WTP 5 5 Upgrade AB #2 WTP $500, 000. 00 ( 1 ) 6 Upgrade AB #1 WTP $525, 000. 00 6 10 Oak Harbor Sewer $450, 000. 00 (2) Rehab 7 11 Combined Outfall $20, 000. 00 Sherman's Point 8 4 Analyze Davco $20, 000. 00 Problems 9 7 Loop WTP #1 and $20, 000. 00 #2 @ A. B. $2, 445, 000. 00 +► Study and Design Cost cannot be determined at this time ( 1 ) Revised from 1/4/91 figure (2) Cost estimates furnished by Gee & Jenson NOTE: A. Other preliminary cost figures furnished by Mr. Alan Potter, Sr. , P. E. B. Item 3 Mayport Road Bore and Jack and Item 6 Oak Harbor Sewer Rehab have funds designated in FY 1990-91 budget. h' •H ILL . 1- u -Lf -L4yl mar LL , ii 11 ; 11 IVO . Ull - .0 March 22, 1991 Atlantic Beach Solid Waste Committee Recommendations 1. Reduce the frequency of residential solid waste pickup from Six days per week to five days per week. The collection at each residence should be based on the following schedule: Garbage will be picked up three days per week Yard trash will be picked up one day per week Recyclables will be picked up one day per week 2 . The solid waste collection rates for commercial accounts should be increased to make them consistent with the current residential rates . 3. Begin curbside recycling of corrugated cardboard and mixed residential paper ( junk mail ) as soon as practical . Our contractor, Waste Management, has quoted an add-on price of $0 . 34 per household per month ($4.08 per year) to provide this service. An additional recycling container for each household is included in the quoted price. 4. Amend Section 16-2(b) of the Atlantic Beach Code. This section currently requires residents to place their garbage cans at least 20 feet from the curb. This section should be changed to require that residents place their garbage containers at the curb. F`_y TEL : 1-904-2( -14` 1 ridr Z. ' '1 1 1 . 1 E "Yu .v. a , March 22 , 1991 Atlantic Beach Solid Waste Committee Survey of Solid Waste Issues Survey cards were sent to Atlantic Beach residents as an enclosure in the March 1991 issue of the Atlantic Beach Courier. The response was excellent; as of March 20th we had received 336 replies . This represents approximately 8. 4% of the households in Atlantic Beach. The replies were compiled by the Solid Waste Committee and the results are presented in the following paragraphs . 85. 7% of the responding households have three or fewer occupants . 48. 8% of the homes place their garbage out three or fewer times per week. 19. 6% of the people said they put their garbage out six times per week . 91 .7% of the respondents are participating in the recycling program. 48 . 5% of the people favored changing to a volume based rate structure, 41 . 1% were opposed. 70 . 2% of the responding homes believed garbage pickup three or fewer times per week was enough. Only 10 . 4% of the people thought garbage pickup six days per week was necessary. 72 . 6% of the responding residents placed their garbage at the curb for pickup .