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10-14-19 Regular City Commission MeetingMINUTES Regular City Commission Meeting Monday, October 14, 2019 - 6: 30 PM Commission Chamber INVOCATION AND PLEDGE OF ALLEGIANCE 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 Cindy Anderson, Commissioner - Seat 2 Blythe Waters, Mayor Pro Tem / Commissioner - Seat 3 Candace Kelly, Commissioner - Seat 4 Brittany Norris, Commissioner - Seat 5 Also Present: Shane Corbin, City Manager Brenna Durden, City Attorney ( CA) Kevin Hogencamp, Deputy City Manager ( DCM) Lori Diaz, Deputy City Clerk WELCOME NEW CITY MANAGER, SHANE CORBIN Following the Invocation and Pledge to the Flag, Mayor Glasser welcomed new City Manager Shane Corbin to his first official meeting. 1. APPROVAL OF MINUTES 1A. Approve minutes of the Commission Budget Workshop on August 8, 2019. 1. A. Approve minutes of the Commission Workshop on September 9, 2019. Mayor Glasser asked if there were any corrections or changes needed. There were no corrections to the minutes. Mayor Glasser stated the minutes stand as submitted. 2. COURTESY OF FLOOR TO VISITORS 2. A. Recognition of 3 volunteers who assisted during Hurricane Dorian - Chief Michelle Cook Chief Cook expressed her gratitude for the 37 police department volunteers, noting there are now more volunteers than police officers. Chief Cook reviewed the history of the volunteer program. She stated that to date our volunteers have donated over 1, 600 hours of service to the COAB for traffic control, special events, clerical, community engagements, etc. Regular City Commission October 14, 2019 At this meeting Chief Cook wanted to recognize three volunteers for their service, going above and beyond during Hurricane Dorian, as follows: Ziad Dagher Aston Perry Joseph Schwartz Mayor Glasser extended appreciation on behalf of the Commission to the volunteers for their service. PUBLIC COMMENT Mayor Glasser explained the process for public comments and opened the Courtesy of Floor to Visitors. Deputy City Clerk Diaz stated there were no speaker cards submitted. No one wished to speak so Courtesy of Floor was closed. 3. CITY MANAGER REPORTS 3.A. City Manager Reports CM Corbin addressed the Commission and reported on the following: Spoke about rain measurement and stated there were no reports of personal property or flood damages due to the recent heavy rains. There were a few temporary road closures. Parks and Trails Master Plan - charrettes with the landscape architects are scheduled for October 29 and 30, 2019, from 6 PM to 8 PM. Family Fun Day and Campout - at Jack Russel Park on Saturday, October 19, 2019, 3 PM to 10 PM. Paid Parking - still working on with Neptune Beach, the official launch is pending. Beaches Leader will publish a news release with all the details. Commission Workshop - tentative for next week, pending topic. 3.B. Accept the 90 -Day Calendar (October through December 2019) There was CONSENSUS from the Commission to accept the 90 -Day Calendar with the insertion of the charrette dates and no workshop for next week. 4. REPORTS AND/OR REQUESTS FROM CITY COMMISSIONERS 4.A. Little Free Libraries in Parks (Commissioner Anderson) Commissioner Anderson stated that she is a proponent for free libraries and has one in her front yard. Ms. Anderson stated there is one in Donner Park and one in Jordan Park, and recently one appeared in Johansen Park. She inquired about placement/location to then CM Gerrity who stated he was unaware of this library. Research revealed a Girl Scout Troop was responsible and they had permission from PW Director Scott Williams. Commissioner Anderson expressed concerns about the absence of rules for supervision of these libraries and monitoring materials, as well as other similar projects/activities in COAB. Regular City Commission October 14, 2019 DCM Hogencamp addressed the Commission and stated he has prepared an example of regulations/procedures for this and other similar types of projects. Some key issues to address are liability and safety, not impeding the right-of-way, maintenance, content/appropriateness of materials, separation of church and state, an application process, etc. This can be developed at the direction of the Commission. Discussion ensued about establishing a how-to guide for accepting donations, addressing this issue in the Parks Master Plan, designating action/approval via ordinance/resolution/staff function, and monitoring materials. There was CONSENSUS from the Commission for staff to draft a Resolution for this and other similar types of projects. 4.B. Use of funds generated by Town Center paid parking program (Commissioner Norris) Commissioner Norris spoke about formalizing the use of funds generated from the paid parking program. Following are her suggestions for discussion: Beaches Town Center (TC) landscaping. Complete Streets Initiatives/Projects. Holding funds pending contract renewal decision. Mayor Glasser stated that the TC landscaping is funded already from the Convention Development Tax Fund. Use of the funds would be for unfunded projects such as a shuttle, Complete Streets, transit shelters, benches, or suggestions from staff. City Attorney Durden explained that the use of funds should be done by an ordinance to establish a specific trust fund for the budget, working with the City Manager and the Finance Director to present to the Commission. 4.C. Neighborhood Identity (Mayor Glasser) Mayor Glasser spoke about branding for COAB which was budgeted for last year, but has since lapsed. She reviewed that the intent for branding was not for changing COAB or commercializing or creating tourism. A non -local firm was selected, then the vote was reconsidered, which resulted in no award or no new RFP. Mayor Glasser stated that 40,000 has been set aside in this budget for use with neighborhood identity. Discussion ensued about creating a vision for stronger neighborhoods and corridors, improving beach accesses, treating the beach as our biggest park, and utilizing color palettes for municipal buildings. Mayor Glasser Spoke about the Employee Picnic. Recognized the COAB Dispatchers who are not always able to attend the employee events: Shawna Patterson, Mike O'Brien, Fred Gilbert, Veronica Richard, Jacob Barbian, and Kianna Brown. Recognized the longest serving COAB employees: Carlene Matthews - 43 yrs., Ellen LaVake - 38 yrs., Chris Walker - 35 yrs., Robbie Harding - 33 yrs., Troy Stephens - 29 yrs., James Peyton - 29 yrs., and Donna Bartle - 28 yrs. Regular City Commission October 14, 2019 Commissioner Waters Thanked all COAB volunteers that help the city. They provide value with their time and service and their work matters to our community. Commissioner Kelly Spoke about paid parking in Neptune Beach and Atlantic Beach, free parking and reduced/discounted parking. She reiterated that the COAB parking spots count towards beach renourishment numbers and by law COAB can only give a reduced price. Spoke about the installation of 5G towers around town. She reviewed that the state repealed our Home Rule and COAB must allow this use. 5. UNFINISHED BUSINESS FROM PREVIOUS MEETINGS None. 6. CONSENT AGENDA None. 7. COMMITTEE REPORTS None. 8. ACTION ON RESOLUTIONS 8.A. RESOLUTION 19-58 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, AUTHORIZING THE CITY MANAGER TO PROVIDE FY 2019-20 FUNDING TO DESIGNATED NONPROFIT ORGANIZATIONS FOR ARTS, CULTURE AND RECREATION PROGRAMS AND EVENTS; AND PROVIDING AN EFFECTIVE DATE. Mayor Glasser read the Resolution by title. Director Recreation and Special Events Timmy Johnson addressed the Commission and provided a slide presentation of the Cultural Arts and Recreation Advisory Committee CARAC) contribution program, as detailed in the staff report included in the agenda packet. There were sixteen (16) applications received and Mr. Johnson reviewed the contribution guidelines, applications, the CARAC scoring process, and the recommended contributions. Discussion and questions ensued about the applications, requested amounts, non- qualified requests, the scoring process for the Duval County Schools requests, and applications for events located outside of COAB. Mr. Johnson and CARAC Member O'Bannon responded to all questions. Mr. Johnson provided a brief description of some of the new applicants/programs - New Age Hippy, Meraki Wellness, Birds of Fire, OMI, and FACE. Regular City Commission October 14, 2019 MOTION: To adopt Resolution No. 19-58 as read. Motion: Cindy Anderson Second: Brittany Norris Ellen Glasser For Cindy Anderson (Moved By) For Blythe Waters For Candace Kelly For Brittany Norris (Seconded By) For Motion passed 5 to 0. 8.B. RESOLUTION NO. 19-59 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, AUTHORIZING THE EXPENDITURES OF FUNDS FROM THE TREE CONSERVATION TRUST FUND FOR DEFINED TREE PLANTINGS ON PUBLICLY OWNED LANDS WITHIN THE CITY OF ATLANTIC BEACH; AUTHORIZING THE CITY MANAGER TO EXECUTE CONTRACTS AND PURCHASE ORDERS IN ACCORDANCE WITH AND AS NECESSARY TO EFFECTUATE THE PROVISIONS OF THIS RESOLUTION; AND PROVIDING AN EFFECTIVE DATE. Mayor Glasser read the Resolution by title. Planning and Community Development Director Amanda Askew addressed the Commission and provided a slide presentation of the Environmental Stewardship Committee (ESC) recommendations for tree planting, as detailed in the staff report included in the agenda packet. This is for planting 115 trees in Donner Park, Johansen Park, and the Royal Palms/Sailfish Drive neighborhood. Discussion ensued about tree plantings on Seminole Rd. S. and the ongoing construction projects, the various types of trees and proposed locations, and establishing a plant palette with species diversification. CA Durden referred to the Resolution, stating that on the last line in Section 1., she wants to add the word 'other' before 'publicly owned lands within the COAB'. CA Durden explained the motion can include that language. MOTION: To adopt the Resolution No. 19-59 with the amended language to Section 1., adding 'other' before 'publicly owned lands within the COAB'. Motion: Brittany Norris Second: Blythe Waters Regular City Commission October 14, 2019 Ellen Glasser For Cindy Anderson For Blythe Waters (Seconded By) For Candace Kelly For Brittany Norris (Moved By) For Motion passed 5 to 0. 9. ACTION ON ORDINANCES 9A. ORDINANCE NO. 58-19-44, Public Hearing and Final Reading AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, COUNTY OF DUVAL, STATE OF FLORIDA, AMENDING ARTICLE VI, DIVISION 5, DEFINED CONTRIBUTION PLANS; AND PROVIDING FOR CONFLICT, FOR SEVERABILITY AND FOR AN EFFECTIVE DATE. Mayor Glasser read the Ordinance by title. Human Resources Director Cathy Varian addressed the Commission and spoke about the City's Defined Contribution Plan and efforts to encourage participation by eligible employees, as detailed in the staff report included in the agenda packet. Ms. Varian stated this is the second reading of the Ordinance to propose a mandatory provision for all new eligible employees in an effort to help employees prepare for retirement. Mayor Glasser opened the Public Hearing. There were no speakers. The Public Hearing was closed. Discussion ensued about the proposed changes to encourage more participation, and how the ICMA provides information and guidance for employees about investing. Ms. Varian stated she would invite ICMA to come to COAB to speak to the employees about their investment plans. MOTION: To approve Ordinance No. 58-19-44 as read. Motion: Blythe Waters Second: Brittany Norris Commissioner Waters spoke about providing employees with financial preparedness for investment and retirement savings. There was a brief discussion about providing an education policy. CA Durden confirmed this would not need to be in the Ordinance but can be a policy directive from the City Manager to the Human Resources Director. MOTION: To defer action on this Ordinance until such time when a provision can be added for ensuring employees have education in retirement fund management. Regular City Commission October 14, 2019 Motion: Candace Kelly Second: No second Motion failed due to lack of a second. Original motion passed as follows: Blythe Waters (Moved By) For Brittany Norris (Seconded By) For Ellen Glasser For Cindy Anderson For Candace Kelly Against Motion passed 4 to 1. Mayor Glasser summarized the discussion, noting that the Commission has asked the City Manager to direct Human Resources to include an educational component. Although it was not made part of the Ordinance, they are looking for it to be in a policy. 10. MISCELLANEOUS BUSINESS None. 11. CITY ATTORNEY/CITY CLERK REPORTS AND/OR REQUESTS There were no reports or requests. 12. CLOSING COMMENTS BY CITY COMMISSIONERS AND CITY MANAGER Mayor Glasser Thanked everyone who participated in the hurricane relief drive. It was very productive. Spoke about the Town Hall meeting and the many topics discussed. Recognized and thanked the police officers, detectives, and dispatch personnel in Tybee Island, GA for their help given to her sister recently, which saved her life. City Manager Corbin Thanked the Commission for this opportunity. 13. ADJOURNMENT There being no further discussion, Mayor Glasser declared the meeting adjourned at 8:25 PM. Attest: Donna L. Bartle, City Clerk Ellen Glasser, Mayor 27/Zt) Date Approved: Regular City Commission October 14, 2019