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10-26-20 DRAFT Regular Commission agenda packet City of Atlantic Beach Draft Agenda Regular City Commission Meeting Monday, October 26, 2020 - 6:30 p.m. Commission Chamber City Hall, 800 Seminole Road INVOCATION AND PLEDGE TO THE FLAG CALL TO ORDER Page(s) 1. APPROVAL OF MINUTES 1.A. Approve minutes of the Regular Commission Meeting on July 13, 2020. 07-13-20 Draft Regular City Commission Minutes 5 - 23 1.B. Approve amended minutes of the August 12, 2019 Regular Commission Meeting and September 11, 2019 Special Called Meeting of the City Commission. 08-12-19 Amended Minutes, September 11, 2019 Amended Minutes 25 - 47 2. COURTESY OF FLOOR TO VISITORS 2.A. Presentation of checks to BEAM, Senior Center, and Beaches Council on Aging (Mayor Glasser) PUBLIC COMMENT 3. CITY MANAGER REPORTS 3.A. City Manager’s Report 3.B. Accept the 90-Day Calendar ( November 2020 through January 2021) 90-Day Calendar November 2020 through January 2021 49 - 52 4. REPORTS AND/OR REQUESTS FROM CITY COMMISSIONERS 5. UNFINISHED BUSINESS FROM PREVIOUS MEETINGS 6. 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. 6.A. Acknowledge receipt of the Monthly Financial Report for September 2020. 53 - 56 Page 1 of 93 Regular City Commission - 26 Oct 2020 Financial Report as of September 30, 2020 6.B. Acknowledge receipt of the Building Department Activity Report FY2020 through Q4. Building Report FY2020 Q4 57 - 61 7. COMMITTEE REPORTS 8. ACTION ON RESOLUTIONS 8.A. RESOLUTION NO. 20-41 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, AUTHORIZING THE POLICE DEPARTMENT TO PURCHASE RADIOS DURING THE 2020-2021 FISCAL YEAR. Resolution No. 20-41 63 - 66 8.B. RESOLUTION NO. 20-47 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, AWARDING BID #2021-03 FOR THE SEMINOLE ROAD SIDEWALK IMPROVEMENTS (BELVEDERE ST TO DAVID ST.) Resolution No. 20-47 67 - 70 9. ACTION ON ORDINANCES 9.A. ORDINANCE NO. 58-20-45 Public Hearing and Final Reading AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA AMENDING CHAPTER 2, ADMINISTRATION, ARTICLE VI, EMPLOYEE BENEFITS, DIVISION 3, GENERAL EMPLOYEES' RETIREMENT SYSTEM, SECTION 2-275, "MINIMUM DISTRIBUTION OF BENEFITS, "OF THE CODE OF ORDINANCES, TO PROVIDE FOR COMPLIANCE WITH THE SECURE ACT; PROVIDING FOR CONFLICT; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE. Ordinance No. 58-20-45 71 - 79 9.B. ORDINANCE NO. 58-20-46 Public Hearing and Final Reading AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA AMENDING CHAPTER 2, ADMINISTRATION, ARTICLE VI, EMPLOYEE BENEFITS, DIVISION 4, POLICE OFFICERS' RETIREMENT SYSTEM, SECTION 2-310.5, "MINIMUM DISTRIBUTION OF BENEFITS," OF THE CODE OF ORDINANCES, TO PROVIDE FOR COMPLIANCE WITH THE SECURE ACT; PROVIDING FOR CONFLICT; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE. Ordinance No. 58-20-46 81 - 89 9.C. ORDINANCE NO. 20-20-158 Introduction and First Reading AN ORDINANCE AMENDING THE OPERATING BUDGET FOR THE CITY OF ATLANTIC BEACH, FLORIDA FOR FISCAL YEAR BEGINNING OCTOBER 1, 2020 AND ENDING SEPTEMBER 30, 2021, AND PROVIDING AN EFFECTIVE DATE. 91 - 93 Page 2 of 93 Regular City Commission - 26 Oct 2020 Ordinance No. 20-20-158 10. MISCELLANEOUS BUSINESS 11. CITY ATTORNEY/CITY CLERK REPORTS AND/OR REQUESTS 12. CLOSING COMMENTS BY CITY COMMISSIONERS AND CITY MANAGER 13. ADJOURNMENT This meeting will be live-streamed and videotaped. To access live or recorded videos, click on the Meeting Videos tab on the city's home page at www.coab.us. If any person decides to appeal any decision made by the City Commission with respect to any matter considered at any meeting, such person may need a record of the proceedings , and, for such purpose, may need to ensure that a verbatim record of the proceedings is made, which record shall include the testimony and evidence upon which the appeal is to be based. Any person wishing to speak to the City Commission on any matter at this meeting should submit a request to the City Clerk prior to the meeting. For your convenience, forms for this purpose are available at the entrance to the Commission Chamber. Every effort is made to indicate what action the City Commission is expected to take on each agenda item. However, the City Commission may act upon any agenda subject, regardless of how the matter is stated on the agenda. In accordance with the Americans with Disabilities Act and Section 286.26, Florida Statutes, persons with disabilities needing special accommodation to participate in this meeting should contact the City Clerk’s Office by 5:00 PM, the Friday prior to the meeting. Page 3 of 93 Page 4 of 93 Regular City Commission July 13, 2020 MINUTES Regular City Commission Meeting Monday, July 13, 2020 - 6:30 PM via Videoconference INVOCATION AND PLEDGE OF ALLEGIANCE Invocation led by Commissioner Anderson. 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 (District 1308) Blythe Waters, Commissioner - Seat 3 (District 1307) Candace Kelly, Commissioner - Seat 4 (District 1306) Brittany Norris, Mayor Pro Tem / Commissioner - Seat 5 (District 1312) Also Present: Shane Corbin, City Manager (CM) Brenna Durden, City Attorney (CA) Donna Bartle, City Clerk (CC) Kevin Hogencamp, Deputy City Manager (DCM) Lori Diaz, Deputy City Clerk 1 APPROVAL OF MINUTES None 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. Senior Systems Engineer, Bob Cimon, called on each speaker. John Reich spoke regarding the 2014 beach parking survey discrepancies, and an email received July 13 from Andrew Briscoe. He requested the Commission wait on 18th Street decisions/plans until an updated survey with accurate information is complete; in order to make decisions based on the best information. Theresa and Todd Rykaczewski was present to speak on the Public Art Façade Grant and plans for use of the grant. It was requested that they provide comments when the agenda item is presented. Page 1 of 19 Agenda Item #1.A. 26 Oct 2020 Page 5 of 93 Regular City Commission July 13, 2020 DCM Hogencamp stated written comments were received from two citizens, Kim Reich and John Reich (which are attached hereto and made part of this official record as ATTACHMENT A). DCM Hogencamp read the written comments into the record. Mayor Glasser closed Courtesy of the Floor. ATTACHMENT A - Written Comments, Regular Commission Meeting, July 13, 2020 3 CITY MANAGER REPORTS 3A. City Manager’s Report CM Corbin reported on the following • COVID- 19 status, 7 employees from different departments tested positive. • Status of information in the DEP memo, included in the agenda packet. • 18th Street parking solutions. • Mobility Management Program, (pay for parking) Implementation Plan, included in the agenda packet. • Working with the department heads for budgets. Discussion and questions ensued regarding status of the lightening prediction system. Interim Police Chief Vic Gualillo and Public Works (PW) Director Scott Williams answer all questions. There was lengthy discussion regarding immediate solutions to address the parking capacity issues at 18th Street. Mayor Glasser asked for direction from the Commission. There were several ideas presented. 3B. Accept the 90-Day Calendar There was CONSENSUS to accept the 90-Day Calendar. 4 REPORTS AND/OR REQUESTS FROM CITY COMMISSIONERS 4A. Mosquito Control (Mayor Glasser) Mayor Glasser reported on the status of aerial sprays and the current arrangement for scheduling. Commission agreed with Mayor Glasser to not allow aerial spraying unless requested. 4B. Permit Required for Parades and Processions (Commissioner Anderson) Commissioner Anderson requested Commission feedback on allowing her to work with staff to draft regulations for time, place and manner of parades and processions in Atlantic Beach. Discussion ensured regarding permit regulation. Page 2 of 19 Agenda Item #1.A. 26 Oct 2020 Page 6 of 93 Regular City Commission July 13, 2020 CA Durden commented on laws to consider when proposing regulations. Questions and discussion ensued regarding special event permits, the right to free speech and peaceful protests, timing of this regulation, and the purpose of the regulation. There was CONSENSUS for Commission to review a draft. Commissioner Kelly shared the tasks and responsibilities of the Commission and how it is governed. Commissioner Norris requested CM Corbin to revisit the paid parking program. She shared thoughts on COAB being a “beach resort town”. Commissioner Waters shared concerns with conversations with DEP involving misunderstanding and misinterpretations of communications. Commissioner Waters requested Commission to consider consolidated signage and reclaiming all right-of- way parking. Mayor Glasser reported opening of a COVID-19 testing site for all three beach cities, safety precautions regarding COVID, requests to remain neighborly amongst the 18th Street issues, and continuing to work on verification of parking spaces. 5 UNFINISHED BUSINESS FROM PREVIOUS MEETINGS None. 6 CONSENT AGENDA None. 7 COMMITTEE REPORTS None. 8 ACTION ON RESOLUTIONS 8A. RESOLUTION NO. 20-23 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA ADOPTING A TELEPHONE ATTENDANCE AND PARTICIPATION POLICY FOR THE CITY COMMISSION AND CITY BOARDS AND COMMITTEES. Mayor Glasser read the Resolution by title. CA Durden reported that this policy would apply during times of normal operations for meetings where a physical quorum is required. CA Durden reported on the changes made, which are detailed in the agenda. CA Durden stated she believes it is important to have a policy in place stating whether to allow or to not allow. Page 3 of 19 Agenda Item #1.A. 26 Oct 2020 Page 7 of 93 Regular City Commission July 13, 2020 Discussion ensued regarding board member interviews, language in Section C. - part of "physical" quorum, and other cities having a similar provisions. MOTION: To approve Resolution No. 20-23 as read. Motion: Blythe Waters Second: Candace Kelly Commissioner Waters stated the policy meets our goals of increased participation. Commissioner Anderson is concerned that the policy thwarts government in the sunshine and that the Resolution was drafted and brought to Commission by CA Durden without authority, permission or approval from anyone in the City, then billed the City over $1200.00. She read an email from a citizen regarding the City Attorney. She stated she is voting against it. Commissioner Kelly stated she will consider Commissioner Anderson's comments. Commissioner Norris stated she appreciates that our City Attorney is proactive, is not in favor of including the Commission in the proposed telephonic attendance allowances. Mayor Glasser stated she is not in favor of the policy based on current legislation. Round 2 Commissioner Waters spoke regarding the benefits of the policy and believes that remote participation in meetings is the way of the future. Commissioner Anderson spoke regarding the policy being subject to abuse and is not in favor. She spoke regarding the way the Resolution was presented, and the billing for it. Commissioner Kelly agreed remote participation being the way of the future; however, agreed that elected officials should not be included in telephonic attendance allowances. Commissioner Norris agreed remote participation being the way of the future, and requested examples of abuse of a policy/telephonic attendance. Mayor Glasser provided examples and is not in favor of this policy. Blythe Waters (Moved By) For Candace Kelly (Seconded By) Against Ellen Glasser Against Cindy Anderson Against Brittany Norris Against Motion failed 1 to 4. Page 4 of 19 Agenda Item #1.A. 26 Oct 2020 Page 8 of 93 Regular City Commission July 13, 2020 There was CONSENSUS for staff to draft a policy that telephonic attendance is not allowed. Mayor Glasser asked to deviate from the order of the agenda by moving Item 10A to after Item 8A to hear from residents. MOTION: To move Item 10A to after Item 8A Motion: Brittany Norris Second: Candace Kelly Ellen Glasser For Cindy Anderson For Blythe Waters For Candace Kelly (Seconded By) For Brittany Norris (Moved By) For Motion passed 5 to 0. 10A. Public Art Grant Request - 1221 Mayport Road (This Item was moved out of sequence and acted on at this time.) CM Corbin provided a summary of the funding, Planning and Community Development Director (PCDD) Amanda Askew provided slides of the application and project details which are included in the agenda packet. Todd Rykaczewski grant applicant with Word Revolt Art Gallery spoke regarding the importance of this project for promoting positivity. Questions ensued regarding the design, location of the bike rack, care of the foliage/plants and the blown glass light fixtures. Mr. Rykaczewski answered all questions. MOTION: Approve the Art Grant for 1221 Mayport Road in the amount of $5,278.50. Motion: Brittany Norris Second: Blythe Waters Ellen Glasser For Cindy Anderson For Blythe Waters (Seconded By) For Candace Kelly For Brittany Norris (Moved By) For Motion passed 5 to 0. Page 5 of 19 Agenda Item #1.A. 26 Oct 2020 Page 9 of 93 Regular City Commission July 13, 2020 8B. RESOLUTION NO. 20-24 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, AWARDING THE SEMINOLE ROAD SIDEWALK EXTENSION WORK TO JAX UTILITIES MANAGEMENT, INC. Mayor Glasser read the Resolution by title. CM Corbin provided background of the extension on the shared use path on Seminole Road. PW Director, Scott Williams provided information regarding bid and specifications of the sidewalk extension. Questions ensued regarding the south portion being a more difficult project due to being in the business section, budget difference from original project allowing monies already allocated to be rolled over to next year. MOTION: To approve Resolution No. 20-24 as read. Motion: Brittany Norris Second: Candace Kelly Ellen Glasser For Cindy Anderson For Blythe Waters For Candace Kelly (Seconded By) For Brittany Norris (Moved By) For Motion passed 5 to 0. 8C. RESOLUTION NO. 20-25 A RESOLUTION OF THE CITY OF ATLANTIC BEACH AUTHORIZING THE CITY MANAGER TO SIGN A NEW MAINTENANCE AGREEMENT BETWEEN THE CITY OF ATLANTIC BEACH AND THE FLORIDA DEPARTMENT OF TRANSPORTATION Mayor Glasser read the Resolution by title. PW Director Williams reported on the contract for landscaping, mowing, weeding and pond work on the DOT right-of-way. He stated the contract is up for renewal. Commissioner Anderson stated that there is a discrepancy in the Resolution, under the fifth "whereas" should state ""the City being compensated $56,691.76 per annum". Discussion and questions ensued regarding what the contract covers, landscaping vs street repairs. Page 6 of 19 Agenda Item #1.A. 26 Oct 2020 Page 10 of 93 Regular City Commission July 13, 2020 MOTION: To adopt Resolution No. 20-25 with the added language of "per annum" in the fifth "Whereas". Motion: Brittany Norris Second: Candace Kelly Ellen Glasser For Cindy Anderson For Blythe Waters For Candace Kelly (Seconded By) For Brittany Norris (Moved By) For Motion passed 5 to 0. 8D. RESOLUTION NO. 20-26 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, AUTHORIZING THE POLICE DEPARTMENT TO PURCHASE BODY- WORN CAMERAS AND SOFTWARE. Mayor Glasser read Resolution by Title CM Corbin reported on the budgeted body cameras. Interim Police Chief Gualillo reported on what the purchase covers. Discussion and questions ensued regarding adding policies, training and retention periods, how videos are maintained and who manages the records for the police department. MOTION: Adopt Resolution No. 20-26 as read. Motion: Brittany Norris Second: Candace Kelly Ellen Glasser For Cindy Anderson For Blythe Waters For Candace Kelly (Seconded By) For Brittany Norris (Moved By) For Motion passed 5 to 0. 9 ACTION ON ORDINANCES None. Page 7 of 19 Agenda Item #1.A. 26 Oct 2020 Page 11 of 93 Regular City Commission July 13, 2020 10 MISCELLANEOUS BUSINESS 10A. Public Art Grant Request - 1221 Mayport Road (This Item was moved out of sequence and acted on earlier in the meeting.) 10B. Audit Finding 17-1 Update (Finance Director Melissa Burns) CM Corbin stated this is in response to a discrepancy in the audit. Finance Director (FD) Melissa Burns provided a presentation titled Update on Audit Finding 17-1 (which is attached and made part of this Official Record as ATTACHMENT B) Questions ensued and FD Burns explained that the journaling errors occurred in FY2018, and were not picked up in previous audits due to audits only taking a random sampling. Mayor Glasser recognized Deputy Finance Director Brittany Percell for finding the errors. ATTACHMENT B - Update on Audit Finding 17 -1 10C. Fund Balance Policy FD Burns reported on the draft Fund Balance with requested changes as detailed in the agenda packet. Discussion and questions ensued regarding what Reserve Funds could be used for and uses of the V1.Surplus Fund. Further discussion ensued regarding adding funding for hurricane recovery and land acquisition. There was CONSENSUS for staff to present a Resolution. 11 CITY ATTORNEY/CITY CLERK REPORTS AND/OR REQUESTS CC Bartle thanked Nancy Pyatte publicly for her dedication and assistance with the minutes. She worked with us for three years and recently retired, her last day was June 19. CA Durden responded to the comments earlier in the meeting, she stated she takes the comments to heart, and as requested by Commissioner Anderson will remove the $1200 from her invoice for drafting proposed Resolution 20-23. She reiterated that the City needs a policy and requested further direction on how to proceed. 12 CLOSING COMMENTS BY CITY COMMISSIONERS AND CITY MANAGER Commissioner Anderson spoke regarding the benefits of having in-house counsel versus outside counsel, including time, access and costs. She suggested looking at hiring in-house counsel. Commissioner Kelly spoke regarding an in-house attorney and the need for experience in the position. Page 8 of 19 Agenda Item #1.A. 26 Oct 2020 Page 12 of 93 Regular City Commission July 13, 2020 Mayor Glasser let our residents know the Commission is listening to them, and sent out special thoughts to employees who have tested positive. She thanked the City's essential services and also thanked Interim Police Chief Gualillo for his leadership during these unusual times. 13 ADJOURNMENT There being no further discussion, Mayor Glasser declared the meeting adjourned at 9:43 PM. Attest: Donna L. Bartle, City Clerk Ellen Glasser, Mayor _____________________________ Date Approved Page 9 of 19 Agenda Item #1.A. 26 Oct 2020 Page 13 of 93 Page 10 of 19 Agenda Item #1.A. 26 Oct 2020 Page 14 of 93 ATTACHMENT A July 13, 2020 MinutesPage 11 of 19Agenda Item #1.A.26 Oct 2020Page 15 of 93 ATTACHMENT A July 13, 2020 MinutesPage 12 of 19Agenda Item #1.A.26 Oct 2020Page 16 of 93 ATTACHMENT A July 13, 2020 MinutesPage 13 of 19Agenda Item #1.A.26 Oct 2020Page 17 of 93 Page 14 of 19 Agenda Item #1.A. 26 Oct 2020 Page 18 of 93 Update on Audit Finding 17-1 ATTACHMENT B July 13, 2020 Minutes Page 15 of 19Agenda Item #1.A.26 Oct 2020Page 19 of 93 Audit Finding 17-1 17-1 – Timeliness and Accuracy of Bank Reconciliations Condition―The Ɵmely reconciliaƟon of bank accounts is one of the key components of a sound system of internal controls. During the audit we noted that bank reconciliations for September 2017 had not been completed as of December 2017. The bank reconciliation was provided during final fieldwork in February 2018, but we noted errors in the reconciling items. Management made corrections to the September 2017 bank reconciliation, however, there remains a $10,000 unreconciled difference. Effect―Inaccurate or delayed bank reconciliaƟons result in an increased risk that errors or irregulariƟes will go undetected for extended periods of time. Recommendation―We recommend that the City implement procedures to ensure that all bank accounts are reconciled within 20 days of month-end. FY18 Update―At the commencement of the audit, the City had material unreconciled balances in excess of $500,000, which were uncorrected for a significant time period. This also resulted in the delay and completion of the audit. As of September 30, 2019, the City had an unreconciled difference of $105,000. The City will need to continue to investigate this significant variance and determine the source of the difference. ATTACHMENT B July 13, 2020 Minutes Page 16 of 19Agenda Item #1.A.26 Oct 2020Page 20 of 93 UNRECONCILED ITEM FOUND •Six week time period given during last presentation to investigate unreconciled difference •Item found in week 3 by Deputy Finance Director •Finance Director tasked Deputy Finance Director to look through the Clearing Account from October 2018 through September 2019 for a fresh look ATTACHMENT B July 13, 2020 Minutes Page 17 of 19Agenda Item #1.A.26 Oct 2020Page 21 of 93 Journal Entries •Found a journal entry in the amount of over $5.2M to bring Clearing Account to zero – this should not have been done •Found 22 separate journal entries that were done incorrectly, these were mostly to record debt service payments which came to a total of $4,535,802.40 •The difference between the two is $665,196.30 which was the original difference in the Depository account. ATTACHMENT B July 13, 2020 Minutes Page 18 of 19Agenda Item #1.A.26 Oct 2020Page 22 of 93 Journal Entries - Continued •There was an additional error where there was items that were recorded twice – the total amount of the error was $555,152.66 •This left the difference of $110,043.65 both in the Clearing Account and the Depository Account. This resulted in more cash in the Depository Account. 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