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09-10-18 Comm. Meeting MinutesI�AlI�NUTES `' Regular City Commission hfileeiing lr7 Monday, September 10, 2013 - 6030 PI`Vi[ Commission Cham be INVOCATION AND PLE DGE OF ALLEGIENCE CALL TO ORDER: Mayor Glasser called the meeting to order at 6:30 PM. City Clerk Bartle called the roll. ROLL CALL: Present. Ellen Glasser, Mayor - Seat 1 John Stinson, Commissioner - Seat 2 Candace Kelly, Commissioner - Seat 4 Brittany Norris, Commissioner - Seat 5 Brenna Durden, City Attorney (CA) Donna Bartle, City Clerk (CC) Absent: Blythe Waters, Mayor Pro Tem/Commissioner, Seat 3 Also Present: Joe Gerrity, City Manager (CM) Kevin Hogencamp, Deputy City Manager (DCM) Michelle Cook, Chief of Police Cathy Barry, HR Director Russell Caffey, Finance Director 1. APPROVAL OF MINUTES Mayor Glasser asked if there were any corrections or changes needed. There were no corrections and the minutes stand as submitted. A. Approval of Minutes of the Regular Commission Meeting August 13, 2018 B. Approval of Minutes of the Commission Workshop August 20, 2018 C. Approval of Minutes of the Regular Commission Meeting on August 27, 2018 2. COURTESY OF FLOOR TO VISITORS PUBLIC COMMENT Mayor Glasser explained the process for public comments and opened the Courtesy of the Floor to Visitors. There were no speakers. Regular City Commission September 10, 2018 Page 1 of 10 3. CITY MANAGER REPORTS A. City Manager's Report CM Gerrity reported on: • Acknowledged and thanked Desmond Green for his service. Mr. Green is a 29 year Utilities employee who is retiring from the City. • Yvonne will be contacting the Commission to schedule individual meetings to preview of the Utility Rate Study on September 26, 2018. • Staff is monitoring Hurricane Florence for storm preparedness. • Thanked Police Chief Cook for providing a Beach Re -nourishment Driving Course. Contract approval for 10th Street Beach walkover and recommendations for re- arranging parking in the area will be on the next agenda. B. Accept the 90 -Day Calendar (September through November, 2018) CM Gerrity stated he wanted to add September 26, 2018 for the Utility Rate Study to the calendar. Mayor Glasser reminded the Commissioners of the Town Hall Meeting tentatively scheduled for October 13, 2018, the Annual Board and Committee Member Reception on October 25, 2018, and Workshop topics. Commissioner Norris stated she will not be able to attend the Town Hall Meeting. Consensus was given to accept 90 -Day Calendar with the addition of the September 26, 2018 meeting. 4. REPORTS AND/OR REQUESTS FROM CITY COMMISSIONERS A. Proclamation in Recognition of Blessings in a Backpack Day Mayor Glasser reported this is to recognize Blessings in a Backpack Day. An event is scheduled for Sept 27, 2018 at Mayport Elementary School. Mayor Glasser will be assisting with packing the backpacks and taking donations. The funds are used to help feed children throughout the school year. This Proclamation will be presented on the day of the event. B. Annual Performance Appraisal of Charter Appointed Officers (Commissioner Stinson) Commissioner Stinson presented and explained a draft Performance Appraisal form he created for the three Charter Officers - the City Clerk, the City Manager, and the City Attorney. Mayor Glasser suggested using three separate forms - one for each Charter Officer. Regular City Commission September 10, 2018 Page 2 of 10 CA Durden explained that the City Charter does not specify how an Annual Performance Review should work, nor does it specify that it must occur in the setting of an open meeting. Ms. Durden distributed a form prepared by City Staff and explained the differences from the form Commissioner Stinson offered. CA Durden stated the Commissioners are obligated to undertake performance evaluations for each of the 3 Charter Officers as per a provision in the City Charter. Ms. Durden spoke about the proposed changes to the form and designating a specific time of year when these evaluations should be conducted. Discussion ensued about the Charter obligation and addressing employee issues, should they arise. MO TION.- To adopt the document drafted by City Attorney Brenna Durden, named City of Atlantic Beach Charter Officers Annual Performance Review, to be performed annually and to be completed and included in the September 24, 2018 Agenda Packet. Motion: John Stinson Second: Brittany Norris Ellen Glasser For Candace Kelly For Brittany Norris (Seconded By) For John Stinson (Moved By) For Motion passed 4 to 0. Discussion ensued regarding the frequency of Performance Evaluations and an effective date. Commissioner Kelly: In favor of the simplicity of the form but questioned the form's adequacy should a Commissioner feel the need to give an unsatisfactory evaluation to an employee. As far as the frequency is concerned, she thinks annual evaluations are satisfactory going forward. Commissioner Norris: No comment. Commissioner Stinson: Provided a brief overview of his experience with the process over the past few years noting that is was time consuming and difficult to achieve full participation by elected officials. He stated that a less time-consuming process could enable more participation and be more productive. Mayor Glasser: Prefers these evaluations be done annually, rather than quarterly. Regular City Commission September 10, 2018 Page 3 of 10 The Commissioners gave their reports as follows: Commissioner Norris: No report. Commissioner Stinson: • Spoke about Resolution 18-34 (on this Agenda). • Spoke about controling property values and making housing more affordable in Atlantic Beach. • Spoke about the importance of following Roberts' Rules of Order. • Talked about Selva Preserve and the difference between a greenway and a path. Commissioner Kelly: • Attended Atlantic Beach Elementary School 9/11 Observance last week. • Spoke about the 10th Street project plans. Mayor Glasser: • Spoke about Roberts Rules' of Order. • Also attended the Atlantic Beach Elementary School 9/11 Observance last week. • Spoke about the after effects of 9/11. • Will be attending a 9/11 ceremony onboard the USS New York at NAVSTA Mayport. • Expressed her concerns for the people and the states that will be affected by Hurricane Florence. • Talked about the first Jazz Festival scheduled for this Saturday. • Stated the first Teen Council meeting will be held later this month. • Spoke about the 10th Street project. 5. UNFINISHED BUSINESS FROM PREVIOUS MEETINGS A. RESOLUTION NO. 18-34 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF ATLANTIC BEACH, FLORIDA DIRECTING CITY STAFF TO ACCEPT A DONATION FROM AN ANONYMOUS DONOR VIA THE PUBLIC TRUST ENVIRONMENTAL LEGAL INSTITUTE OF FLORIDA, INC.; DIRECTING STAFF TO DEVELOP INITIAL PLANS FOR A GREENWAY ON THE SELVA PRESERVE PROPERTY; NAMING THIS PROPERTY "JUNE PARK"; AND PROVIDING FOR AN EFFECTIVE DATE. (Note: Due to Commissioner Waters' anticipated absence from this meeting, Item 5A (Resolution No. 18-34) will not be taken up or discussed by the Commission.) Consensus was given to move Item 5A to the September 24, 2018 Agenda. 6. CONSENT AGENDA None. Regular City Commission September 10, 2018 Page 4 of 10 7. COMMITTEE REPORTS None. 8. ACTION ON RESOLUTIONS None. 9. ACTION ON ORDINANCES A. Public Hearings and First Reading on Adoption of a Tentative Millage Rate and Ordinance No. 20-18-150 establishing the Operating Budget for fiscal year 2018/2019. AN ORDINANCE ADOPTING THE FINAL BUDGET FOR THE CITY OF ATLANTIC BEACH, FLORIDA FOR FISCAL YEAR BEGINNING OCTOBER 1, 2018 AND ENDING SEPTEMBER 30, 2019. First Item to be considered: Adoption of a Tentative Millage Rate The Millage Rate is 3.2285 The Tentative Millage Rate is 3.2285 The Roll -Back is 3.0252 The Tentative Millage Rate is 6.72% higher than the roll back rate. The purpose for adopting the millage rate of 3.2285 is to maintain a level of ad valorem tax revenue sufficient to support funding for the proposed level of services at anticipated and proposed cost and to continue to maintain the City's infrastructure. Finance Director Caffey reported on adopting a tentative millage rate and Ordinance No. 20-18-150 and provided a review of the changes made to the budget. Mr. Caffey spoke about the roll back rate which is established by the Property Appraiser's Office. MOTION. • To adopt the tentative millage rate as presented of 3.2285. Motion: Candace Kelly Second: Brittany Norris Mayor Glasser opened the Public Hearing. There were no speakers. Mayor Glasser closed the public hearing. Regular City Commission September 10, 2018 Page 5 of 10 Candace Kelly (Moved By) For Brittany Norris (Seconded By) For Ellen Glasser For John Stinson For Motion passed 4 to 0. Discussion ensued as follows: Commissioner Stinson: Spoke about finding a way to keep bringing down the millage rate. He thanked Staff for manageing the budget. Commissioner Kelly: No comment. Commissioner Norris: No comment. Mayor Glasser: Expressed her thanks to Staff. MOTION: To adopt Ordinance No. 20-18-150 establishing the operating budget for Fiscal Year 2018-2019 as presented. Motion: John Stinson Second: Brittany Norris Mayor Glasser opened the Public Hearing. There were no speakers. The Public Hearing was closed. The Commissioners thanked the Staff for their work on the budget. Ellen Glasser For Candace Kelly For Brittany Norris (Seconded By) For John Stinson (Moved By) For Motion passed 4 to 0. 10. MISCELLANEOUS BUSINESS A. Insurance Broker of Record for City of Atlantic Beach for Property and Casualty, Workers' Compensation, Risk Management and Employee Benefits Services. Cathy Berry, HR Director, provided the history of Harden & Associates and reviewed the three-year terms. She noted they have not increased their fees since 2012 and provide exemplary service. Ms. Berry recommended continuing the contracts with Harden & Associates for employee benefits and property and casualty (same rates). She explained the contract for Personal Health Information (PHI). Regular City Commission September 10, 2018 Page 6 of 10 Discussion ensued about how employees view their health insurance. Harden & Associates conducted a climate survey. There were some comments received that the benefits are expensive, so that is being addressed. Ms. Berry stated the City pays 96% for employee -only, base plan health insurance. MOTION: To approve a new 3 -year contracts with Harden & Associates to continue to act as the City's Broker of Record for employee benefits and Property & Casualty Insurance at the original 2013 rates and authorize the City Manager to execute the agreements. Motion: John Stinson Second. Candace Kelly Discussion ensued as follows: Commissioner Kelly: Agrees with raising the City's liability (Umbrella) rates. Commissioner Norris: Agreed, no additional comments. Commissioner Stinson: Talked about commission -based risk management versus fee-based services. Mayor Glasser: Thanked Ms. Berry for her comprehensive staff report. Ellen Glasser For Candace Kelly (Seconded By) For Brittany Norris For John Stinson (Moved By) For Motion passed 4 to 0. B. Renewal of the General Liability and Workers' Compensation Insurances. Ms. Berry stated the recommendations are for Preferred Governmental Insurance Trust for General Liability and Florida League of Cities for Workers' Compensation. Discussion ensued about steps in place to reduce claims. Ms. Berry stated the City has Safety Committee programs. They work closely with the Florida Municipal Insurance Trust (FMIT) and Preferred Governmental Insurance Trust (PGIT) for resources and grants. Shaun Woleshin, Vice President at Harden & Associates, spoke about the City's resources with regard to risk management, and encouraged the City Commission, CM Gerrity, and Cathy Berry to support risk management training initiatives. He spoke about the "Me Too" movement seminar that Harden & Associates is hosting on Thursday night. The seminar helps organizations deal with this movement and attempts to help mitigate exposures. Regular City Commission September 10, 2018 Page 7 of 10 Mayor Glasser asked Mr. Gerrity and Ms. Berry to report back with updates regarding the Safety Committee. MOTION. • To (1) Approve the renewal of all liability insurances with Preferred Governmental Insurance Trust for 2018-2019 and authorize the City Manager to sign all related renewal documents; and (2) Approve renewal of our Workers' Compensation Insurance with Florida Municipal Insurance Trust (FMIT) through the Florida League of Cities for the 2018-2019 in the amount of $190,639 and authorize the City Manager to sign all related renewal documents. Motion: John Stinson Second. Brittany Norris Brittany Norris (Seconded By) For John Stinson (Moved By) For Ellen Glasser For Candace Felly For Motion passed 4 to 0. C. Discussion ensued about ideas for the next Workshop Agenda topics. Commissioner Norris: More affordable housing. Commissioner Stinson: The pending Referendum in November, and educating residents on how the government in Atlantic Beach works ('Government 101' or 'City 101 ' class). Mayor Glasser inquired about a pending Ordinance. CA Durden explained there was Ordinance that was adopted in November of 2017, which changed the election cycle to eliminate the Primaries and go to the General Elections schedule. This will be on the ballot in November as a Referendum to be voted on by the Citizens of Atlantic Beach. Ms. Durden stated there is no other draft Ordinance pending before this Commission at this time. There has been discussion by this Commission about changing the term of the Mayor, but to -date the Commission has not taken up the Item. Commissioner Kelly: Update on the Mayport Road improvement plan, update from the Parking Committee (PPSARC), update on LEED, and the final Stormwater Report. Mayor Glasser: Complete Street approach for Mayport Road, bike paths/routes, Section 24 review, hours for bars and restaurants, and violence in the community. CM Gerrity replied to Commissioner Stinson's comment on educating residents on the City's government processes. He stated Government Week is October 22 - 28, 2018 and there are plans for each day of the week, including Government 101. Regular City Commission September 10, 2018 Page 8 of 10 Commissioner Kelly: Suggested Amendment 1 as an Agenda Item at the Town Hall Meeting. Commissioner Norris: Spoke about her experience with the Coalition to Participate. Mayor Glasser asked for topic suggestions for the next scheduled Town Hall. Commissioner Kelly: Stated it could start with a report of 'where we are now', then let the meeting dialogue flow from there. CM Gerrity stated next Monday's workshop agenda could be a review the LDC. The next Public meeting is mid-November for the LDC. 11. CITY ATTORNEY/CITY CLERK REPORTS AND/OR REQUESTS CA Durden expressed her appreciation to Commissioner Stinson's for his comments about Roberts' Rules of Order. She spoke about the Commission having discussion when a Motion is not pending. She did find a "Relaxed Rule" for small boards in Roberts' Rules of Order. She asked the Commissioners about policy and practice and how they would like to set policy going forward with regard to 'Discussions and Motions'. Reminded everyone that last year at this time we were dealing with the hurricane. She spoke about 9/11 and the millennial generation. 12. CLOSING COMMENTS BY CITY COMMISSIONERS AND CITY MANAGER Commissioner Stinson: • Spoke about discussion before motions, fact -gathering versus debating a topic. • Spoke about Item 5A and being cautious with this decision. • Spoke about the 9/11 Memorial in New York. Commissioner Kelly: • No comment. Commissioner Norris: • Spoke about 9/11 and taking the time to enjoy what is important. CM Gerrity: • No comment. Mayor Glasser: • Spoke about Roberts' Rules, having discussions before motions, and the Commissioners right to place issues on the agenda. • Spoke about Item 5A and getting more information and having more discussion before making a decision on this item. Regular City Commission September 10, 2018 Page 9 of 10 13. Attest: ADJOURNMENT There being no further discussion, Mayor Glasser declared the meeting adjourned at 8:15 PM. Donna L. Bartle, City Clerk Date Approved: 9/Zf J% $ Ellen Glasser, Mayor Regular City Commission September 10, 2018 Page 10 of 10