City Manager Report dated April 20, 1999. ~~~
~t
City Manager Report
Apri120, 1999 ,
~tDS ~ y~ Ne/s~-i ~ 6~ c1,Z a~~~i /.~ .
1. Personnel Commendations
~T. Congratulations to Bill Seazcy, "C" Operator Waste/Wastewater for obtaining his Class
'~ "B" Wastewater License from the Florida Department of Environmental Protection (see
attachment).
Congratulations to Desmond Green, "C" Operator W/WW for obtaining his Class "C"
Drinking Water License from the Florida Department of Environmental Protection (see
attachment).
~,.. Congratulations to Leslie Boswell, "C" Operator W/WW for obtaining his class "B"
• Wastewater License from the Florida Department of Environmental Protection (see
attachment).
~' ° Thank you to Phil Nodine from a citizen for his work in removing deck debris at a local
i
residence (see attachment).
~~ ,~ 2. Information was requested by a citizen at the last City Commission meeting regazding the
~~,~
bond money. The statement was also made that every project done under this project was
over budget. The attachment from Mr. Kosoy identifies where the money has been spent,
and it shows that most projects have come in at or under budget. (See attachment)
~•A -~. Since the last meeting, city staff has met with Kelly Elmore on Atlantic Blvd. to evaluate
and discuss how to bring the medians up to par, and how to keep them that way. Please
see the Minutes of the Meeting prepared by Public Works Director Bob Kosoy. This
information reflects a plan of action to address replacing dead vegetation and improving
maintenance.
ra
~ ' 4. Please see the Project Status report from Public Works.
~`~
~~!' S. Please see the Tresca Property Construction Schedule. The City Manager met with Mr.
Bill Blake regarding the property located adjacent to the Tresca property, and further
research is being conducted to examine the feasibility of acquiring the six (6) lots in
question.
6. Please see the response from the Police Department to Mr. Gary Wilkins of 560 Sherry
Drive. Commissioners should have already received a copy of Mr. Wilkins' letter.
.~
7. The Mayor and commissioners should have received a letter dated from April 12, 1999
from Mr. Ed Revel concerning a section of sidewalk on Seminole Road. Since that letter
- was written, the concrete has been replaced by the property owner.
8. The city manager has received a letter from Fred Kyle, P.E. regarding the proposed
roundabout at the five (5) way stop. The letter indicates that a properly designed
roundabout could handle the traffic efficiently and safely (see attachment). However, the
next sentence suggests that a capacity analysis would have to be conducted to determine
whether or not the proposed facilities could handle the traffic volumes.
Additionally, the Fire Department has some legitimate concerns over a roundabout
relative to fire trucks being able to navigate a roundabout. After examining the turns
required to respond from the fire station, there are serious concerns that a roundabout
would disrupt fire operations. To allow the fire vehicles to operate, the roundabout would
have to be very small, or it would have to be designed in such a manner as to allow a fire
truck to run over it.
Plans aze in the works to set up cones in the intersection to observe the practical aspects
of the turns required by fire trucks, and traffic counts will be conducted to determine the
traffic volume in the intersection.
9. You should have a copy of the attachment from Mr. Michael Hoffman of 176 Camellia
Street. This is for your information, only.
10. The city manager has reviewed the state law and the city code regarding the connection of
private property to the public sewer system. Presently, the City is not in compliance with
either state law or city code.
At locations where the City sewer is available but property owners are on septic tanks
(OSDS), the property owners are required to tie into the public sewer system within a
specific time period. The City code directs the City to initiate the billing for sewer
within 90 days of notification whether or not the connection has been made.
It is the intent of the city manager to make the necessary notifications to property owners
regarding their obligation to tie into the sewer system, and to follow-up with appropriate
billing as per the city code.
Additionally, the city manager will be referring Section 22-90 (a) of the city code to the
City Attorney for review. It appears that there are conflicts in the city code and the state
laws that need to be resolved. See Attachments.
11. There are problems with staff trying to provide "draft" minutes to the City Commission in
72 hours. We anticipate that the rush to get minutes out in draft form within 72 hours
without proper review may be a continuing problem. To have the minutes reviewed,
typed, reviewed by the board or committee chair/membership, corrected, and provided to
the City Commission within 72 hours is not always a practical directive. If there is any
question or disagreement about the proposed minutes, it will further exacerbate the
problem. The "drafts" create a public document that has not been officially approved,
and we can expect misunderstandings and misinterpretations to occur regazdless of the
intentions of the people involved.
For the reasons above, the city manager recommends setting the 72 hours as a goal for
these drafts. However, it should be recognized that there will betimes when it is not
possible to provide the information, with proper review, within the 72 hour time frame .
12. Department Heads taking Boazd/Committee Minutes
When department heads are assigned to boazds or committees and take minutes of the
meetings, it often creates confusion for the committee, the commission, and/or the
department head. People do not understand the role of the department head, and board
and committee members often have conflicting expectations. This has been seen in the
past on the Parking and Traffic Committee, the Stormwater Review Committee, Parks
and Recreation Board, and other similaz committees and boazds. This is particulazly
problematic when staff recommendations conflict with the recommendations of boazds or
committees.
It would be advantageous to have an "unbiased" person handle the recording of the
minutes at meetings. Preferably, this person should have the necessary education and
~~ skills to take accurate minutes and perform administrative tasks as needed. It is the
recommendation of the City Manager that we eliminate the record keeping function of
department heads who are assigned to boazds and committees.
Atlantic Beach has some staff people, like the Beautification Coordinator, that provide
recording functions for several boazds or committees. Existing staff should be able to
pick up the extra meetings and obligations, although there will be some additional
expense. There are also members of the City Clerk's staff that maybe able to assist in
this process.
In the absence of any objection on the part of the City Commission, the city manager will
begin to make this transition immediately.
13. Commissioners assigned as Staff Liaison
There has been some question as to the role of the City Commissioners who are assigned
as liaison to boards and committees. It would be helpful for the City Commission to
discuss and determine the appropriate role of City Commissioners assigned to boards and
committees.
n
.~
14. Water Billing Discussion
Under the existing City Code, there is no discretion for a water bill to be adjusted for a
customer due to a leak or break in a line on their side of the meter. As a result, a
homeowner or business owner has no course of appeal over a large bill created by
conditions beyond their knowledge or control. Under the circumstances, does the City
Commission want to hear appeals on such matters, or would they be inclined to change
the code to allow the city manager some discretion, or would they be inclined to leave it
alone?
l
. - ~t~
.~
MEMORANDUM
April 14, 1999
TO: Bi(I Searcy, "C" Operator WasterlWastewater
FROM: Bob Kosoy, Director of Public Works ~~.~.~~
SUBJECT: Class "B" Wastewater License
Congratulations on obtaining your Class "B" Wastewater License from the Florida
Department of Environmental Protection. We realize the effort put forth in obtaining
this license as this is a difficult course. Don't forget to make a copy of your license
card and wall certificate for your personnel file when you receive them. Once again,
congratulations, and keep up the good work!
cc: David Thompson, City Manager
George Foster, Human Resources Director
Harry E. McNally, Buccaneer Plant Division Director
Attachment
RSK/~?
n
Jeb Bush
Governor
Apri15, 1999
WILLIAM R SEARCY
774 RENAULT DRIVE
ATLANTIC BEACH, FL 32233
Twin Towers Office Building
2600 Blair Stone Road David B. Struhs
Tallahassee, Florida 32399-2400 Secretary
RE: Results of the February 26, 1999 Examination
Congratulations! You have passed the WASTEWATER B examination held on
February 26, 1999. Your exam result is as follows:
Examination Taken Minimum Passing Score Score Achieved Status
WASTEWATER B 65% 74% Pass
Please use this letter as verification that you have an acti~~c WASTEWATER B lice;;~~.
in accordance with Chapter 403, F.S. and Rule 61E12-41, F.A.C. You will receive a
license card and wall certificate from the Department of Environmental Protection as
soon as they are available.
If you have any question you may contact the Operator Certification Program at
850/921-4019, or write to the letterhead address.
Sincerely,
Stephen A. Bullock
Environmental Manager
Operator Certification Program
SB/ms
~'
Department of
Environmental Protection
"Protect. Conserve and Manage FJorido's Environrnent and Natural Resources"
Printed on regckd paper.
C~)
MEMORANDUM
April 12, 1999
TO: Desmond Green, "C" Operator W1VVW
FROM: Bob Kosay, Director of Public Works ~'~~
SUBJECT: Drinking Water "C" License
Congratulations on obtaining your Drinking Water "C" License from the Florida
Department of Environmental Protection. We realize the effort put forth in obtaining this
license as this is a difficult course. Don't forget to make a copy of your license card and
wall certificate for your personnel file when you receive them. Once again,
congratulations, and keep up the good work!
cc: George Foster, Human Resources Director
Tim N. Townsend, AB Plant Division Director
- RSK/~
(l)
MEMORANDUM
April 12, 1999
TO: Leslie Boswell, "C" Operator W/1IVW
FROM: Bob Kosay, Director of Public Works '~~
SUBJECT: Wastewater "B" License
Congratulations on obtaining your Wastewater "B" License from the Florida Department
of Environmental Protection. I would like to commend you for the superior effort put
forth in obtaining this license, as we know this was a real challenge. When you receive
your license card and wall certificate, please make a copy for your personnel file.
Congratulations for a job well done!
~'
cc: George Foster, Human Resources Director
Tim N. Townsend, AB Plant Division Director
RS IUD
(i ~
MEMORANDUM
April 19, 1999
TO: Phil Nodine, Streets & Maintenance Division Director
FROM: Bob Kosoy, Director of Public Works
SUBJECT: Deck Debris Removal - 200 Nautical Blvd. South
Attached you will find a letter of thanks from Mr. Robert D. "Bob" Hines of 200 Nautical
Blvd. South, expressing his appreciation for the professional and courteous way you
I^, handled the deck debris removal at his mother-in-law's residence. I would like to
congratulate you for this recognition of your excellent service, and thank you for the fine
example you set forth in responding to the needs of our residents.
Keep up the good work!
RSK/~
cc: David Thompson, City Manager
George Foster, Human Resources Director
Personnel File
RoGvJit _`~. "Qa~"rte ?Jic~ii d~issP,s
~4~c /3e~ls, ~1' 3a?~33
City of Atlantic Beach
Public Works Department
800 Seminole Road
Atlantic Beach, FL 32233
Attn: Mr. Phil Nodine
RE: Deck Debris Removal
200 Nautical Blvd. South
Dear Mr. Nodine:
I want to thank you for the professional and courteous way you handled the debris removal at my
mother in law's house. My wife and I moved to Atlantic Beach 20 years ago because it was a
small community that looked after it's citizens in a caring way. We feel we have a police, fire and
public works department that responds to our every need without question or hesitation. It's nice
I~ to know that our elderly can get a little extra special treatment in time and need.
Mr. Nodine you reminded me of the basic reasons why we live in Atlantic Beach and it is nice to
know our community has not changed in these important areas even after 20 years of tremendous
growth. Thant: you for your service.
Yours Truly,
~ ~r .L~ ~~ - GC~1
~~
Robert D. `Bob" Hines
RDH/cw
cc: Mr. David Thompson, Acting City Manager of Atlantic Beach
~'~
(~J
MEMORANDUM
April 21, 1999
TO: David Thompson, City Manager
FROM: Robert S. Kosoy, Director of Public Works ~~
SUBJECT: Construction Projects Completed in Last Four Years
In the last four years, the following construction projects have been completed:
BOND ISSUE PROJECTS COMPLETION
DATE COST
Atlantic Beach Wastewater Treatment Plant Expansion 8/96 S 4,050,732.35
Buccaneer Water Treatment Plant Expansion 4/97 627,819.00
Oceanwalk Water Line Connector 9196 27,269.62
Utility Improvements - Saltair Subdivision 8/96 753,246.11
Water Main Extension - Mayport Road 12/96 31,849.08
Beach Avenue Water & Sewer Extensions 2/98 799,001.64
Oak Harbor Water & Sewer Rehabilitation 1/97 1,044,639.67
Bikini Beach Sewer Extension 6/97 12,445.00
Atlantic Boulevard Water Extension (Town Center) 1/98 45,848.76
Saratoga/Forrestal/Belvedere Sts. Utility Improvements 5/98 409,749.14
Lining Sanitary Sewers Near LS A & Courtyards LS 10/98 89,802.37
Royal Palms Unit 1 Water Distribution Improvement 8/98 281,992.75
Piping & Instrumentation @ New Well #4 @ WTP #2 6/98 61,639.00
New Well @ Water Plant #2 (Well #4) 6/98 76,130.30
Lift Station Valve Improvements -Lift Stations A to F 6/98 79,445.50
Repair and Painting of Elevated Water Tank No. 1 4198 41,700.00
TOTAL BOND ISSUE PROJECTS 8,433,310.29
Memo: Construction Projects Completed in Last Four Years
t~ April 21, 1999
Page Two
NON-BOND ISSUE PROJECTS COMPLETION
DATE COST
City Hall Bridge 9196 ~ 25,975.00
Jasmine St. Retention Pond 2197 37,909.00
Dudley Street Sanitary Sewer Extension 9198 24,900.58
Levy Road Improvements (Cost is estimated) 1/99 309,533.20
Chlorine Handling Room 2/99 11,950.00
TOTAL NON-BOND ISSUE PROJECTS 410,267.78
Please note that of the twenty-one (21).projects, only five required additional funding.
This additional funding averaged only 2.7% and was required to complete additional
work after design and bid, e.g. drainage work on Beach Avenue and the lift station line
r collapse in Mayport Road near Saratoga Circle. Sixteen (16) projects were finished at
or under the appropriated funding.
We strive to keep all projects within budget while attempting to require the highest
_ quality work from contractors. This constant, time-consuming effort requires a total
commitment from the entire Department of Public Works. We will continue to maintain
high standards for our Capital Improvement Program.
RSKI~
C~~
~3
MINUTES OF MEETING
DATEITIME: April 21, 1999 @ 9:30 a.m.
ATTENDEES: David Thompson, City Manager
Kelly Elmore, Greenscape (246-6219 /Fax 241-8382)
Robert S. Kosoy, Director of Public Works'~~
Phil Nodine, Streets and Maintenance Division Director
Ron Schiebler, City Gardener
SUBJECT: Landscaping Medians on Atlantic Blvd.
On April 21, 1999, a meeting was held at the Atlantic Blvd. medians, near the old
Pic-n-Save building, to discuss the following items:
1) Palm Tree Replacement -There is one dead palm tree in front of Publix and
due to the fact that the contractor installed one extra palm tree, we cannot
require its replacement. However, Kelly Elmore will contact the firm who
installed the palm trees and attempt to have it removed. Kelly estimates the
cost of the new palm tree would be approximately X4,000.00.
2) Palm Tree Fertilization - We received a quote from B&L Landscaping,
~, dated March 30, 1999, for fertilization of the palm trees three times per year
(April, August and December) for a total of X1,485.00. This requisition will be
entered by Public Works.
3) Fertilization Program - A meeting will be set up with Arlington Rivers Lawn
Care, Inc. and their spraying sub-contractor, Nader's Pest Raiders, to explain
that the current weed control program is inadequate. We will require closer
adherence to the project specifications and possibly additional work to
achieve the treatment level required. This meeting will be attended by the
Kelly Elmore, Phil Nodine and Ron Schiebler.
4) Replantina -Ron Schiebler presented a preliminary survey of the plants
needed to finish the medians. Kelly Elmore will prepare a more detailed
survey and he will attempt to obtain a quote from the contractor doing work
for Jacksonville Beach, B&L Landscaping. This quote will be in accordance
with their contract with Jacksonville Beach and afford us the opportunity to
"piggy-back" on their pricing.
If there are any additions or corrections to these minutes, please advise.
Attachments: B&L Proposal
Preliminary Survey
RSK/~
.,
JPOSAL SUBMITTED TO
CITY OF
ATLANTIC BEACH
B & L LANDSCAPE CO., INC.
Landscape & Irrigation Contractors
P.O. Box 24384
JACKSONVILLE, FLORIDA 32241
(904) 262.1264
FAX (904) 880.1478
PHONE
DATE
STREET J08 NAME
800 SEMINOLE ROAD
CITY, STATE and 21P CODE JOB LOCATION
ATLANTIC BEACH FL 32225
ARCHITECT ATTN • MR • RICK BEAVER GATE OF PLANS JOB PHONE
We hereby submit specifications and estimates for:
FURNISHING MATERIALS, LABOR PSPJ EQUT_PMF~?T FOR THE FOLLOT,IING:
FURNISH AND APPLY FERTILIZER TO PHOENIX DACTYLIFERA PALMS PLANTED
TN THF. MFDTAN nF ATT.ANTII' BLVD
THIS APPT,TC:ATTOy TO 8E THREF.~-~-~'zME$ gER ~'~Fl~ T~,nvGr'~-^i-r"s~~B-Ezi~t ""
OF EACH YEAR.
EACH APPLICATION TO BE FOR THE SUM OF $495.00
3 x $495.00 = $1,485.00
W@ Pt'OpOS2 hereby to furnish material and tabor -complete in accordance with above specifications, for the sum of:
SEE ABOVE dollars (5 ).
Payment to be made as follows:
UPON COMPLETION OF THE WORK AND RECEIPT OF TNVOTCF_
Any accounts older than 30 days will be charged interest at the rate of 1T/:°6 per month. All costs of collections will be assessed to the
Purchaser Including all attorney's fees and court costs.
All material is guaranteed to be as specified. Atl work to be completed in a workmanlike
manner according to standard practices. Any alteration or deviation from above speufirarons Authorized
involving extra costs will be executed only upon written orders, and will become an extra Signature
charge over and above the estimate. All agreements contingent upon stakes, accidents or 30
delays beyond our control. Owner to carry fire, tornado and other necessary insurance. Our Note: This proposal may be
workers aro fully covered by Workman's Compensation Insurance. withdrawn by us if not accepted within days.
ACC@ptatlCe ~f Proposal -The above prices. specifications
l and conditions are satisfactory and are hereby accepted. You are authorized to do the Signature
work as specified. Payment v,ill be made as outlined above.
Date of Acceptance:
Signature
~ To Reortfer Call
1-8Q0-225.5380
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April 12, 1999
Mr. David Thompson
Acting City Manager
City of Atlantic Beach
800 Seminole Road
Atlantic Beach, Florida 32233
RE: Atlantic Boulevard Medians
Dear David:
Two years ago, Greenscape of Jacksonville orchestrated the planting of the Atlantic
Boulevard medians from Mayport Road to Third Street. Ir, the time since, the City of
Atlantic Beach, who agreed to maintain the medians, has done a spotty job at best of
providing basic horticultural maintenance. Though the City was wise to privatize the
maintenance, they have done a poor job of enforcing the maintenance specifications of
the contract. The result of these inaction's are a series of weed infested, vacant planting
beds that will be difficult and expensive to reestablish to their former, original luster.
I am writing to you to express my concern and dismay that such a once proud and
community uplifting project has been allowed to deteriorate to such a condition. As a
Board member of Greenscape and Atlantic Beach resident, I am appalled that there seems
~~ to be so little interest from the Commission or staff to remedy the situation. Greenscape is
• applying for final payment to FDOT for this project, and their evaluation and final
punchlist comments will be less than sterling concerning the condition of the plant
material and plant beds.
- ~ Greenscape may be willing to inject some funds into rehabilitating this project. But we
would like to have a commitment from the City of Atlantic Beach stating that they will
enforce the maintenance specifications, RFP new landscape maintenance companies and
inject some funding into the project to bring it back into an acceptable condition.
Greenscape holds the City liable for the current conditions given their original acceptance
of the Maintenance Agreements with FDOT and the fact that Greenscape is not officially
off the hook with FDOT yet.
I know that you have your hands full as interim City Manager, but I would like to meet
with you on site to review conditions and discuss the best possible way to get this project
looking like it should. I know you contributed a day's hard labor to this end, and I would
hope you feel a vested interest of seeing these needed modifications made. Please contact
me at 246-6219 to arrange a time and date to meet and discuss.
S'ncerel
~• V1.~--
t l Kelly R. E] ore, RLA, ASLA
~ ~~ ~
~'~
CITY OF
MEMORANDUM
April 19, 1999
TO: DAVID THOMPSON
CITY MANAGER
FROM: BOB KOSOY
PUBLIC WORKS DIRECTOR
RE: PROJECT STATUS REPORT
1200 SANDPIPER LANE
ATLANTIC BEACH, FLORIDA 32233-4381
TELEPHONE (904) 247--5834
FAX (904) 247-5843
Attached is the updated status report on Public Works projects recently completed or currently
underway.
If you have questions on any of these projects, please call.
._ RSK:dk
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MEMORANDUM
April 13, 1999
TO: Timmy Johnson, Director of Recreation
FROM: Bob Kosoy, Director of Public Works ~~%~
SUBJECT: Tresca Property Construction Schedule
We received a copy of the Tresca Property Construction Schedule on 4/12/99, and
ask that you please forward the minutes of the preconstruction meeting to my attention.
(~ In addition, please advise who is providing construction review and resident observation
services.
We will need notification of roadway closures and minimum 48-hour notification for
water and sewer locates and tie-ins.
cc: David Thompson; City Manager
Donna Kaluzniak, Asst. Director of Public Works
Phil Nodine, Streets & Maintenance Division Director
Harry McNally, Buccaneer Plant Division Director
Tim Townsend, AB Plant Division Director
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