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Regular City Commission - 11 Oct 2021 Draft Agenda City of Atlantic Beach Draft Agenda Regular City Commission Meeting Monday, October 11, 2021 - 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 1A. Approve minutes of the July 17, 2021 Town Hall meeting. Draft 7-17-21 Town Hall minutes 5 - 37 2 COURTESY OF FLOOR TO VISITORS 2A. Proclamation in Recognition of National Breast Cancer Action Month. Proclamation 39 PUBLIC COMMENT 3 CITY MANAGER REPORTS 3A. Accept the 90-Day Calendar 90-Day Calendar (October through December 2021) 41 - 44 4 REPORTS AND/OR REQUESTS FROM CITY COMMISSIONERS 5 UNFINISHED BUSINESS FROM PREVIOUS MEETINGS 6 CONSENT AGENDA 7 COMMITTEE REPORTS 8 ACTION ON RESOLUTIONS 8A. Resolution No. 21-58 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, AUTHORIZING THE CITY MANAGER TO PROVIDE FY 2021-22 FUNDING TO DESIGNATED NONPROFIT ORGANIZATIONS FOR ARTS, CULTURE AND RECREATION PROGRAMS AND EVENTS, UTILIZING FUNDS BUDGETED IN ACCOUNT NO. 001-6010-572-82-00; AUTHORIZING THE CITY MANAGER TO EXECUTE ANY CONTRACTS AND PURCHASE ORDER(S) IN ACCORDANCE WITH AND AS NECESSARY TO 45 - 72 Page 1 of 178 Regular City Commission - 11 Oct 2021 EFFECTUATE THE PROVISIONS OF THIS RESOLUTION; AND PROVIDING AN EFFECTIVE DATE. Resolution No. 21-58 8B. Resolution No. 21-59 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, AWARDING BID NO. 2021- 17: MULTI-YEAR CONTRACT FOR BEACH CLEANING SERVICES, SUBJECT TO THE PROVISIONS OF THIS RESOLUTION. Resolution No. 21-59 73 - 100 8C. Resolution No. 21-60 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, AWARDING BID NO. 2021- 18: MULTI-YEAR CONTRACT FOR REPAIR OF ELECTRICAL MOTORS AND PUMPS, SUBJECT TO THE PROVISIONS OF THIS RESOLUTION. Resolution No. 21-60 101 - 105 8D. Resolution No. 21-62 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF ATLANTIC BEACH, FLORIDA; ADOPTING A COMPLETE STREETS POLICY PROVIDING AN EFFECTIVE DATE. Resolution No. 21-62 107 - 111 9 ACTION ON ORDINANCES 10 MISCELLANEOUS BUSINESS 10A. Department of Children and Families Licensing and Staff Training Licensing and Staff Training 113 - 127 10B. Property to be Declared Surplus Surplus Property List 129 - 130 10C. Report Comparing Buildings in Atlantic Beach with a Seaside -Type Structural Failure Report Documents and Presentation 131 - 178 10D. Board Member Review Chair Committee Appointment ( Mayor Glasser) 11 CITY ATTORNEY/CITY CLERK REPORTS AND/OR REQUESTS 12 CLOSING COMMENTS BY CITY COMMISSIONERS AND CITY MANAGER 13 ADJOURNMENT Page 2 of 178 Regular City Commission - 11 Oct 2021 This meeting will be live-streamed and videotaped. The video recording will be posted within four business days on the City's website. 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, Fl orida Statutes, persons with disabilities needing special accommodation to participate in this meeting should contact the City Clerk’s Office by 5:00 PM, the Thursday prior to the meeting. Page 3 of 178 Page 4 of 178 Town Hall July 17, 2021 MINUTES Town Hall Meeting Saturday, July 17, 2021 - 10:00 AM Commission Chamber ATTENDANCE: Present: Ellen Glasser, Mayor - Seat 1 Bruce Bole, Commissioner - Seat 2 Michael Waters, Commissioner - Seat 3 Candace Kelly, Commissioner - Seat 4 Brittany Norris, Mayor Pro Tem / Commissioner - Seat 5 Also Present: Kevin Hogencamp, Deputy City Manager (DCM) Kim Flower, Records Clerk CALL TO ORDER 1 TOPIC FOR DISCUSSION AND PUBLIC COMMENTS 1A. COAB Adaptation Plan PCDD Askew presented and reviewed a PowerPoint regarding Phase One Adaptation Plan, attached hereto as ATTACHMENT A. It was asked when the next beach re-nourishment was scheduled. DCM Hogencamp mentioned there is no scheduled date, but it usually happens every five to seven years. Commissioner Waters mentioned this is a very personal issue to some people who have been directly affected. He expressed flooding is a significant issue and should be taken seriously. PCDD Askew mentioned retreating is one of the options, but that would require people to leave their homes. She spoke about the difference between the current neighborhoods compared to 30 years ago and how neighborhoods affect flooding. Discussion ensued regarding the concerns of flooding, the planning in place now, and how important it is to take action. PCDD Askew explained possible funding options that can be applied to support the Adaptation Plan and how coordinating and interacting with future building can benefit City projects. Commissioner Norris asked if other Local Officials could be invited to a meeting regarding the Adaptation Plan. PCDD Askew mentioned Councilmember Diamond is aware of the Adaption Plan and said it is always a good idea to continue to provide information to other Local Officials to request funding. Page 1 of 33 Agenda Item #1A. 11 Oct 2021 Page 5 of 178 Town Hall July 17, 2021 Mayor Glasser mentioned COAB did participate in the City of Jacksonville (COJ) Resiliency Sub-Committee. She said she would be willing to engage Representative Byrd regarding the plan. She expressed a desire to work with the Northeast Florida Regional Council for possible assistance. Mayor Glasser expressed concern about the Transfer of Development Rights as it is a time-sensitive issue. She asked if there were any ideas regarding transferring rights on new development projects. PCDD Askew explained staff is working on an ordinance that would require a change in Chapter 24 and would be presented to the Commission. Mayor Glasser stated possible incentives for developers could be a plus. Mayor Glasser thanked PCDD Askew for updating the presentation. She suggested the link to the map in the presentation be readily accessible to the public. Commissioner Norris offered her assistance to staff as she would like this project to move as fast as possible. She mentioned that many lots on the City's west side are empty due to poor drainage and issues with standing waters. PCDD Askew stated that the Adaptation Plan will address the drainage and standing water concerns. One suggestion is to change the finish floor elevation resulting in a height change of the structure. PCDD Askew stated staff is looking at different ways to address this situation, including changing where the height is measured from. ATTACHMENT A - Phase 1 Adaptation Plan 2 PUBLIC COMMENT - OPEN TOPIC Mayor Glasser explained the process for public comments and opened the Courtesy of the Floor to Visitors. DCH Hogencamp asked all public speakers to sign the sign -in sheet. Matt Trader stated he was impressed with the presentation. He asked about the relationship with Mayport Naval Station and the corridor. PCDD Askew responded that COAB was brought in as a courtesy but did not work directly with Mayport. Mayor Glasser mentioned the City Manager and City Engineer are working on the Resiliency Study by the Transportation Planning Organization. He spoke about the marsh side of Atlantic Beach and managing future risks due to flooding by maintaining the marsh re- nourishment. He asked if the North Florida Land Trust is an acting partner in sea level rise issues. PCDD Askew responded that Florida Land Trust is not part of the process and may be an excellent resource to reach out to. Mayor Glasser mentioned there are discussions regarding marsh re-nourishment and she suggested Mr. Trader speak to CE Steve Swann regarding current developments. Mayor Glasser replied that the City does have a relationship with the North Florida Land Trust and recalled that Mr. Trader had contributed valuable input to the City's Parks Connectivity Plan. Page 2 of 33 Agenda Item #1A. 11 Oct 2021 Page 6 of 178 Town Hall July 17, 2021 DCM Kevin Hogencamp reminded everyone about the new Farmer's Market on Sundays at Jack Russell Park. He also offered a reminder for the upcoming Budget Workshop on July 22 and August 19th. He stated staff would be spending a lot of time promoting the Tree Protection Codes and informing Residents and Citizens. He also complimented the City Staff on the great work done on the Capital Improvement Plans. Commissioner Kelly asked about the status of the mural on the overpass. DCM Hogencamp responded he does not have an update but will get an update and inform the Commission. Comments from Commissioners Commissioner Bole suggested once the budget is approved for infrastructure projects, he believed they should go to the top of the list for completion. He thanked the staff for all their hard work. Commissioner Norris thanked and complimented the Planning and Community Development staff for their hard work. Commissioner Waters thanked the Planning and Community Development staff. Mayor Glasser spoke about the meeting with the ESC and how the survey results and topics of discussion should be relayed to the Commission. She spoke about the new tree removal graphic and stated the efforts for preserving the maritime tree canopy and the permitting will be time-consuming for the staff. She addressed the recent memo about the barge water testing results and mentioned very low levels of any metals or contaminants in the City's shore sample. She expressed her concern about the recent rise in use of the Florida Statute to cut down dangerous trees and then produce an Arborist letter after the fact. She said the current Statute is not sufficient to assist Cities with doing their jobs, and suggested working to change the Statute should be a priority. She suggested a workshop be scheduled to discuss the issue further. ADJOURNMENT The meeting was adjourned at 10:47 a.m. Attest: Donna L. Bartle, City Clerk Ellen Glasser, Mayor Page 3 of 33 Agenda Item #1A. 11 Oct 2021 Page 7 of 178 Page 4 of 33 Agenda Item #1A. 11 Oct 2021 Page 8 of 178 Phase 1 Adaptation Plan Atlantic Beach, FL June 14, 2021 ATTACHMENT A 7-17-21 Town Hall Minutes Page 5 of 33Agenda Item #1A.11 Oct 2021Page 9 of 178 Why are we concerned with Adaptation? •Tidal records indicate steady rise in local sea level over past 90 years •Rate of change in sea level rise is accelerating •Atlantic Beach is flat and surrounded by tidal waters •Parts of Atlantic Beach already experience “sunny day” flooding Page 6 of 33Agenda Item #1A.11 Oct 2021Page 10 of 178 Coastal Vulnerability Assessment •Completed in June, 2019 / key step in adaptation planning process •Updated to account for Utility Service areas outside of City Limits •Modeled 25, 50, & 100 year scenarios for: •Sea Level Rise •Nuisance or “Sunny Day” flooding •Storm Surge & Rainfall Flooding •100-Year Flood Risks •Assessed potential risks to property and infrastructure/facilities Page 7 of 33Agenda Item #1A.11 Oct 2021Page 11 of 178 Goals of Adaptation Plan •Protect, plan for and adapt to the impacts of sea level rise and climate change for our citizens and infrastructure •Identify goals and strategies to minimize risk •Establish a process to implement strategies •Identify the tools to take action •Identify priorities and timeframes for implementation of strategies Page 8 of 33Agenda Item #1A.11 Oct 2021Page 12 of 178 Focus Areas for Adaptation CITY LIMITS COAB is included in the City of Jacksonville Adaptation Action Area (AAA) (areas subject to inundation from either a 500-year flood event or a Category 3 hurricane storm surge). All of COAB is considered to have potential exposure “Resiliency is the ability to collaboratively prepare for, prevent, absorb, recover from and more equitably adapt for damage from chronic stressors (i.e., aging infrastructure and sea level rise) and adverse events (i.e., hurricanes, extreme heat and high-intensity flooding).” COJ City Council Special Committee on ResiliencyPage 9 of 33Agenda Item #1A.11 Oct 2021Page 13 of 178 Coastal Vulnerability Assessment Results •Projected Future Extent of: •Nuisance Flooding •100-Yr Flood Events •Exposure Assessment: •Properties & Buildings •Critical Facilities •Infrastructure •Interactive Map Link Page 10 of 33Agenda Item #1A.11 Oct 2021Page 14 of 178 Coastal Vulnerability –Sensitivity & Ranking •Identified areas/assets that are more sensitive to flooding than others •Mapped critical assets inside COAB and our service. Exposure of each asset ranked according to current and future flooding. Page 11 of 33Agenda Item #1A.11 Oct 2021Page 15 of 178 Continuing efforts to understand the potential impacts of local sea level rise and work towards improving community resilience Update/adopt long-term capital improvement plan to include adaptation & resiliency and stormwater Ensure equitable spending throughout the community Continuing to foster productive partnerships with neighboring municipalities and state & local agencies Page 12 of 33Agenda Item #1A.11 Oct 2021Page 16 of 178 Adaptation Strategies –Reduce Exposure •Reduce Exposure or eliminate chances of assets flooding •Remove from future floodplain risk •Altering drainage systems to limit future water levels Page 13 of 33Agenda Item #1A.11 Oct 2021Page 17 of 178 Adaptation Strategies –Reduce Sensitivity •Protect asset by reducing exposure to hazard •Reduce/eliminate impacts flooding has on assets during/after flooding Page 14 of 33Agenda Item #1A.11 Oct 2021Page 18 of 178 Adaptation Strategies –Increase Adaptive Capacity Ability to adjust to impacts of SLR and changes in extreme storm events •Enhance adaptive capacity by: Public Outreach/Education Capital Improvement Plan Funding for Adaptation Projects Transfer of Development Rights Page 15 of 33Agenda Item #1A.11 Oct 2021Page 19 of 178 Adaptation Strategies –Increase Adaptive Capacity •Enhance adaptive capacity by: Cluster development Setbacks and buffers Conservation Easements Page 16 of 33Agenda Item #1A.11 Oct 2021Page 20 of 178 Adaptation Strategies –Increase Adaptive Capacity •Enhance adaptive capacity by: Floodplain regulations Building codes and standards Redevelopment standards Page 17 of 33Agenda Item #1A.11 Oct 2021Page 21 of 178 Current Strategies & Existing Regulations EXISTING PLANS •Coastal Vulnerability Assessment •Stormwater Master Plan •2030 Comprehensive Plan DEVELOPMENT REGULATIONS •Finished Floor Elevation •Base Flood Elevations •Floodplain Storage •Onsite Stormwater Storage •Impervious Surface Area •Grading and Drainage •Wetland Mitigation/BufferPage 18 of 33Agenda Item #1A.11 Oct 2021Page 22 of 178 Current Initiatives Page 19 of 33Agenda Item #1A.11 Oct 2021Page 23 of 178 Adaptation Recommendations –City Limits COJ, JAXPORT and USACE program for dredge material Websites, newsletters, social media Develop program to eradicate invasive species Reinforce value of trees for absorbingPage 20 of 33Agenda Item #1A.11 Oct 2021Page 24 of 178 Adaptation Recommendations –City Limits $$$ to remove septic tanks Increase Finished Floor Elevations in the 500-year Flood zonePage 21 of 33Agenda Item #1A.11 Oct 2021Page 25 of 178 Adaptation Recommendations West of Mayport Rd. Evaluate cost effected means to protect w. of Mayport Rd. Extend Water & Sewer Check valves for drainage ditches Raise road centerline elevations to protect propertiesPage 22 of 33Agenda Item #1A.11 Oct 2021Page 26 of 178 Adaptation Recommendations West of Mayport Rd. Marsh baseline study –monitor changes in marsh Conserve properties located along the marsh edge to maintain or develop the ability to reduce wave impacts on the immediately adjacent upland areasPage 23 of 33Agenda Item #1A.11 Oct 2021Page 27 of 178 •Protect & enhance performance of major drainageways •Initiate an in-depth study (Major drainage projects in context of CIP) •Develop 50 year plan for managing major drainageways Adaptation Recommendations Major Drainageways Page 24 of 33Agenda Item #1A.11 Oct 2021Page 28 of 178 •Improvements to major ingress and egress •Determine improvements for vulnerable roads prior to repaving to increase resilience •Share data with FDOT to help their decision process for State Roads Adaptation Recommendations Roadways Page 25 of 33Agenda Item #1A.11 Oct 2021Page 29 of 178 •Evaluate critical utility infrastructure/facilities to protect assets from 100-year flood events Adaptation Recommendations Critical Facilities/Infrastructure Page 26 of 33Agenda Item #1A.11 Oct 2021Page 30 of 178 Recommended Actions Summary of each area (city wide, west of Mayport, major drainage, roads & critical infrastructure/facilities) with recommended timeframe for implementation Immediate Near-term = <12 months Mid-term = 12 to 36 months Long-term = 36 to 48 months Page 27 of 33Agenda Item #1A.11 Oct 2021Page 31 of 178 Page 28 of 33Agenda Item #1A.11 Oct 2021Page 32 of 178 Page 29 of 33Agenda Item #1A.11 Oct 2021Page 33 of 178 Page 30 of 33Agenda Item #1A.11 Oct 2021Page 34 of 178 Page 31 of 33Agenda Item #1A.11 Oct 2021Page 35 of 178 Page 32 of 33Agenda Item #1A.11 Oct 2021Page 36 of 178 Conclusion •SLR predictions are subject to change as new info becomes available therefore, changes need to be incorporated into the data analysis •Adaptation Plan is a living document –needs to be routinely visited and updated as necessary •Recommend review every 5 years Page 33 of 33Agenda Item #1A.11 Oct 2021Page 37 of 178 Page 38 of 178 ??rntlantation of the Qtity of Qtlantit i?eatb in Recognition of ]Vational Breast Cancer Action Alonth VVHEREAS,National Breast Cancer Awareness Month has educated wornen about ear ly breas t cancer detection,diagnosis and treatment for 36 years.Now,action AND awareness are needed;and WHEREAS,breast cancer is the most con-imon cancer arnong women in the United St at es; and WHEREAS,one in about eight woinen,and one in 833 men,vvill be diagnosed with b r e a s t cancerin their lifetime;and WHEREAS,every tvvo minutes a woman in the United States is diagnosed with breast c a n c er ; and VVI-IEREAS,85%of women diagnosed with breast cancer have no family history of th e dise ase; and WHEREAS,when detected early,breast cancer is 98%treatable;and VVHEREAS,the American Cancer Society estiinates that in 2021 ,more than 28 1 ,OOO vsrillbe diagnosed with invasive breast cancer,and an estimated 44,000 will die due to the disease;and VVHEREAS,the two most common barriers to lifesaving screening are lack of ?nancial me ans and access to transportation.Due to these unprecedented times,these barriers are rnore pronounced;an d WHEREAS:In 2020,Pink Ribbon Jax raised funds toward a 3D»-l\/[obile Nlarnmograxn Bu s forBaptist Health and stage III clinical trials for the breast cancer vaccine for Nlayo Clinic,Jacksonville.year,Pink Ribbon Jax is expanding access to life-saving nianunograrns for those in need;and 'VVHEREAS,in 2021,Pink Ribbon Jax is renewing its commitment to prevention,detect ion and treatrnent of breast cancer. NOVV,THEREFORE,BE IT RESOLVED that I,Ellen Glasser,l\/Xayor of Atlantic B e a c h , dohereby proclaim the month of October 2021 as ' NATIONAL BREAST CANCER ACTION MONTH and encourage an‘citizens to support cfforts to raise awareness and access to breast cancer scree ning and treatments,as well as to consider their own health and risk for the disease. IN WITNESS VVHEREOF,I have set handandcaused the Of?c'al Seal of the City of‘Atl anti c Beachtobe af?xe "of September,202 1.Z/Q 4 /< E en Glasser.l\/layor Agenda Item #2A.11 Oct 2021Page 39 of 178 Page 40 of 178 AGENDA ITEIVI: SUBl\/[ITTED BY: TODAY’S DATE: NIEETING DATE: BACKGROUND: BUDGET : RECOMMENDATION : ATTACI-I1\/IENT: CITY OF ATLANTIC BEACH CITY COIVIIVIISSION NIEETING STAFF REPORT 90-Day Calendar for the Mayor and Commission Yvonne Calverley,Executive Assistant to the City lvlanage r / 41September29,2021 October 1 1,2021 The 90-day calendar is included on the agenda for the pur pos e ofsetting meeting dates and deterrnining the location,time and whe ther to videotape special rneetings and workshops. The rolling 90-day calendar will be revised after receiving inp ut frorn City staff and the Commission,and will be included in e a c h agend a for consideration. Sgecial Notes: -City Commission photo will be taken on Monday,Octobe r I1 at 5:45 pm in the Cotnnaission Chamber. -A waiver hearing for 1220 Selva l\/[arina Circle has been sch edu led for Monday,October 1 8 at 5:15 pm. -A Town Hall I\/Ieeting is scheduled for Saturday,October 16 at the Jordan Park Community Center fron-A 10 am to N o o n.None Approve the 90-Day Calendar for October through Decern ber 2021, 1)I\/Iayor and Commission 90-Day Calendar (October th ro ug h December2021) I REVIEWED BY CITY MANAGER:a.Agenda Item #3A.11 Oct 2021Page 41 of 178 MAYOR AND COMMISSION October 2021 SUNDAY MONDAY TUESDAY 1 2 3 4 5 6 7 8 9 ll)11 Commission 1'.’13 ESC Tree Mtg 14 15 16 Mtg 6:30 pm 5:15 pm Town Hall Meeting (Invoc-Kelly)ESC Meeting 6 pm 10 am to Noon Due Date for 10/25 (Jordan Park ) Photo 5:45 pm Agenda 17 18 19 20 21 22 23 Waiver Hearing Community ESC Outreach 1220 Selva Marina Development Subcommittee Circle 5:15 pm Board 6 pm 6:30 pm 24 25 26 27 28 29 30 Commission Mtg ESC T-E1j3D 5:30 pm,SubsommmeeDue Date for 1 1/8 (Invoc-Norris)Meemg H 3'“Agenda 31 Agenda Item #3A.11 Oct 2021Page 42 of 178 MAYOR AND COMMISSION SUNDAY November 2021 Code Enforceinent Special Magistrate Meeting -2 pm FRIDAY 7 8 9 I0 11 12 13 Commission ESC Tree Mtg Veterans Day Meeting 5:15 Pm 6:30 pm ESC Meetting6[/9111Cay omces anv°c_Mayo|_)Due Date or 1]22 Cl dAgenda039 14 15 16 17 18 19 20 Community ESC Development Subcommittee pension Board Board Mtg Meeting 6:30 pm 6:30 pm 6 pm 21 22 23 24 25 26 27 Commission ESC LEED Meeting Subcommittee City Offices City Offices 5130Pm Meeting 11 am Closed Closed (Invoc-Bole) Z8 Z9 30 Agenda Item #3A.11 Oct 2021Page 43 of 178 MAYOR AND COMMISSION Due Date for 12/13 Agenda 8 ESC Tree Subcommittee 5:15 pm ESC Meeting 6 pm 13 -15 ESC Commission Mtg subcommittee 6:30 pm Meeting 6:30 pm (Invoc-Waters) 30 21 Community Development City O?ices Board Mtg Closed 6 pm 29 31 City Of?ces ESC LEED Due Date for Closed Subcommittee 1/10 Agenda Meeting 11 am HAPPY NEW YEAR!Agenda Item #3A.11 Oct 2021Page 44 of 178 CITY OF ATLANTIC BEACH CITY CO!\/IIVIISSION NIEETING STAFF REPORT AGENDA ITEIVI:Grants For Nonpro?t Organizations SUBMITTED BY:Timmy Johnson,Recreation Director? TODAY'S DATE:September 2 1 ,202 l l\4EETl.NG DATE:October 1 1,2021 SUl\{[l\/].ARY:In accordance with Article 1,Section 2-2,of the City of Atlantic B ea ch Codeof Ordinances,the City may contribute city ?znds or other support to artistic.recreational , orcultural programs,events or projects which bene?t the residents ofAtlantic Beach,as follows: Requests for contributions to such proguarns,events or projects shall be submitted tothecultural arts and recreational advisory committee. 2.The cultural arts and recreational advisory committee will make recommendations onanysuch requests to the city commission,who will then make the ?nal decision on funding th e request. Any request for contributions which are not artistic,recreational,or cultural in na tu re shallbe submitted directly to the city commission for consideration. I, 3. The Cultural Arts and Recreation Committee met on Sept.9 and Sept.14,2021,todiscus s and recommend funding for not for pro?t organizations and Duval County Schools.T vv el ve nonpro?torganizationsandthreeschoolssubmittedapplications,and representatives of th e orga niza tion s answered questions frorn committee xnernbers.The committee unanimously voted to thefollowing: -Funding in the amount of$36,46O as delineated in Resolution 21-58. BUDGET:FY 2021-22 ?inding is in Account No.OOl—6010—572—82-00 RECONINIENDATION 'Approval of Resolution 2 1 -58 Resolution 2 1 -5 8 Committee ’s Recommendation Contributio cation ATTACHMENT: REVIEWED BY CITY MANAGER:Agenda Item #8A.11 Oct 2021Page 45 of 178 RESOLUTION NO.21-58 A RESOLUTION OF THE CITY OF ATLANTIC BEACH,FLORIDA, AUTHORIZING THE CITY MANAGER TO PROVIDE FY 2021-22FUNDING TO DESIGNATED NONPROFIT ORGANIZATIONSFOR ARTS,CULTURE AND RECREATION PROGRAMS AND EVENTS,UTILIZING FUNDS BUDGETED IN ACCOUNT NO.001-6010-572-82-00;AUTHORIZING THE CITY MANAGER TO EXECUTE ANY CONTRACTS AND PURCHASE ORDER(S)IN ACCORDANCE WITH AND AS NECESSARY TO EFFECTUATE THE PROVISIONS OF THIS RESOLUTION;AND PROVIDING AN EFFECTIVE DATE. WHEREAS,In accordance with Article 1,Section 2-2,of the City of AtlanticBeach Code of Ordinances,the City “may contribute city funds or other support to artistic,recreational,or cultural programs,events or projects which bene?t the residentsof Atlantic Beach,”and establishesguidelines, accordingly;and WHEREAS,the CulturalArts and Recreation AdvisoryCommittee(CARAC)is tasked with reviewing ?mding requests and making recommendationsto the City Commission;and WHEREAS,CARAC developed guidelines and an application for grant requests,reviewed the requests,and made a ?mding recommendationto the City Commission;and WHEREAS,grant funds are allocated in Account No.001-6010-572-82-00,which has $29,000 budgeted in FY 2021-22 for schools and $20,000 budgeted for organizations. NOW THEREFORE,be it resolved by the City Commissionof the City of AtlanticBeach as follows: SECTION 1.The City Commissionhereby authorizesthe City Managerto provide FY 2021- 22 ?mding to the following organizations and schools,utilizing funds allocatedin Account No.001- 6010-572-82-00,as follows: $13,000 Fletcher High School $12,000 Mayport Middle School 332,000 Seaside Charter School 533,000 Beaches Town Center $ $500 Word Revolt$3,000 Meraki Wellness$3,000 Connecting Thru Music391,500 Beaches Fine Arts$3,000 PossabilitiesPlus$960 New Age Hippy$1,500 FACE Agenda Item #8A.11 Oct 2021Page 46 of 178 SECTION 2.The City Manager is hereby authorized to execute the contract and such purchase order(s)in accordancewith and as necessary to effectuate the provisions of this Resolution. SECTION 3.This Resolution shall take effect immediatelyupon its passage and adoption. PASSED AND ADOPTED by the City of Atlantic Beach,this 11"‘day of October,2021. “EllenGlasser,Mayo} Attest: Donna‘L.Eartle,City Clerk Approved as to form and correctness: l3rennaM.Durden,CityAttorney Agenda Item #8A.11 Oct 2021Page 47 of 178 CARACCONTRIBUTIONSFY2021-22 oReAnlzATlo~s§W REQUESTEDAMT Funding ' RECOMMENDATION Recommendation Amount PossabilitiesPlus 4 s3,ooo 'W Fullfunding +s3,o66W Ml ‘I?/l“<e'F§"l<"iTN_ie_lln”i=I‘s”§‘MWW'$73“,Acl‘6“6W”""Fullfunding W‘T'"+s3,oo6Mw M .....u.__...__..,.u.m.__.....~_-...l_.._u___,..__._._.d_.s.2ue. Connecting Thru $3,000 +$3,000 Music Fullfunding Beaches T0u\Nl\M/‘I1Center”$3,000 M *0Fullfundingwm +$3,000 W ””'"M'53,000 MW’ Partial funding 7+$1,500 W“WW Taekwondo W $3,000 Partial funding +$1,500 ? u.L .4BirdsofFire$3,000 Partial funding 1+$1,500 FACET W‘“€5,000 0’"Pa?fi3Tfunding ' +51,506”""""T “l§"e§i/'7A§E?iTBB§WT“T§Ef§iEl”Mm*"T*Partial“fu?i‘d‘in‘gMM"T§”§"é6””“_“wW"T Wérd Revolt 55617”T Fullfunding ""”"'"’ +5 556'“”"‘"""”" l»..ww._.«-.~.—.—».—~.——»-«~-~—-—«._»—_~———.«—-a .......—»—~—~r—«——-—-~——vw——-~—~'-——-~————*——-——-—-i-~«~—v--,,,,,,,mm.“.....NJJaxDanceTheatre$3,000 No funding 0 EeachesGo éFeei?”W $3,000 M T No funding W 0 m"M‘wmwWwM Organizations Totakmw$32,420 "”"”"“_“‘"W T +$19,45o L .,M_.....,.......7u_....._u..w~.m__.,.e_m.2......u_.,,.u.u..u...-_...l._m.Mu.e_~..BUDGET $20,000 -$540 «»a«s ~~¢w~«—-»~-——-4»-i-—-—-———-w-—-v~-o««-la-»-«-4—.——-:—+-.-—-—-u--—~»«--wan-—-—————~—-—----A-———-ux —-:-‘»————A»~———’~—~—--wu—«v----a-——>-—w~~_—-.--._. Fletcher HigllSchool Mr$15,000W Partial funding +$13,000 M M Mayport Middle '" 512,000 “Fullfunding”1 $12,000 W WWWW " “SeasideCharfer “MW WM Wm lwwl ’scHool.sTOTAL:'$32,030 M"WWW"m”-"”“_"‘+$27,551???wwmw,,_ V __l___W V ,,.,_.W.e.BUDGET:$29,000 —$2,000 Agenda Item #8A.11 Oct 2021Page 48 of 178 9/22/21,2:39 PM Form Center -Atlantic Beach -CivicEngage City of Atlantic Beach Contribution Awards:Cultural Arts and Recreation Programs FY 2021-2022 -Application Guidelines Package for Schools APPLICATION GUIDELINES FOR FY 2021-2022 CONTRIBUTION AWARDS *imlicates3 required ?eldFundingAvailability:The City Commissionhas allocated funding for FY 2021-2022 to support artistic, recreational,or cultural programs,events or projects which benefit the residents of AtlanticBeach.Applications for contributions are invited from eligible Duval County Public Schools district,providing extra-curricular/extramural programs,arts,cultural and recreation programs,activities or events that serve Atlantic Beach residents. Only one (1)Contribution application may be submitted per eligible school,with award request of $100 -$15,500 per applicant.Final Contribution Award amount may be allocated as detennined by the Cultural Arts and RecreationAdvisory Committee. In the event that the amount awarded is less than the amount requested,applicants must be prepared to submit a revised program budget and description reflecting changes in scale if applicable. Please note relevant code pertaining to contributions: Sec.2-2.Charitable contributions prohibited. The City shall not contribute City funds to any charitable,non-pro?t,or other worthy cause.However,the City may contribute City funds or other support to artistic,recreational,or cultural programs,events or projects which bene?t the residents of Atlantic Beach,as follows: (1)Requests for contributionsto such programs,events or projects shall be submitted to the Cultural Arts and Recreational Advisory Committee. (2)The Cultural Arts and RecreationalAdvisory Committee will make recommendations on any such requests to the City Commission,who will then make the final decision on Fundingthe request. (3)Any request for contributionswhich are not artistic,recreational,or cultural in nature shall be submitted directly to the City C‘ommissi.onfor consideration. (out.No.95~9l-50,§1,10-28-91;out.No.05.0237,,9 1,7-8-02) Editor's note-—Ord.No.95-91-50,§1,adopted Oct.28.I991,amendedthe Code by adding §l—5(b).For purposes ofclassiiication,§.1-5(b)has been codified as §2-2 at the discretion of the editor. REQUIREDAPPLICATION DOCUMENTS Documents Required for Submittal:All applicants must complete the attached application form and provide the 0 Completed Application Form0Summaryoforganization's current budget0Programbudget0Most;current IRS W—9FormApplicationswillnotbeprocessedforreview if complete package is not received together.‘H40https'J/twvw.coab.us/Formcenter/ltemAdmlnPrevlew/?formlD=90 Agenda Item #8A.11 Oct 2021Page 49 of 178 9/22/21.2:39 PM Fonn Center -Atlantic Beach 'CivicEngage ELIGIBLE SCHOOLS ONLY Schoolsmust be public schools in the Duval County Public Schools District sewing students who are residents of Atlantic Beach. APPLICATION DEADLINE:4:30 p.m.,August 25,202] AP.P“°'"1 5 9 EIVED y P%gl1?§, Pmms Hand deliver applications to:Adele Grage Community Center 716 Ocean Blvd,Atlantic Beach,FL 32233 Mail applications to:City of Atlantic Beach Recreation &Special Must be RECEIVEDin The Recreation Of?ce Events Contribution Application by August 25,2021 716 Ocean Blvd NOT postmarked by this date.Atlantic Beach,FL 32233 Submit applications online:Via this form :City of Atlantic Beach RecreationOffice: Email (preferred methodof contact):?V§g3,i}_g?3,.“§wt31}_Q'{“i,L;4;)_é;i)_._t0j;3orcall(904)247-5828. DISQUALIFICATIONCRITERIA AT TIME OF SUBMITTAL Any applicationsreceived a?gr thedeadlinetimeanddateare immediatelydisquali?ed from funding consideration.No exceptions. ‘->APPLICATIONSRECEIVED AFTER DEADLINEDATE ARE NQTACCEPTED. ‘->E-MAILEDAPPLICATIONSARE NQI ACCEPTED. QUALIFYINGCRITERIA Applicationsare limited to Duval County Public Schools applying for funding for arts,recreationor cultural programsthat are extracurricularor extramuralor after-schoolprograms.Schools already receiving funds or ?nancial support from thc City of Atlantic Beach FY 202l~2tl22may not apply for additionalfunding. https://www.coab.us/Formcanter/llemAdminPreview/?formlD=90 2/12 Agenda Item #8A.11 Oct 2021Page 50 of 178 9/22/21,2:39 PM Form Center -AtlanticBeach -ClvicEngage PROPOSAL GUIDELINES Applications will be judged and selected for funding consideration by the Cultural Arts and Recreation Advisory Committeeon a number of criteria. 1.Serves Atlantic Beach residents.Proposal describes how many residents ofAtlantic Beach are expected to participate and how many hours participants will be engaged in the program or event.The event or program is opeir to all residentsof Atlantic Beach,and is non~discrinrinatoryand free from inherently religious activities. 2.Cultural,Arts and Recreation:Program,event or activities are cultural arts and recreation in nature (or support access to participation in cultural,arts,recreationprograms or events). 3.Community need:The proposal addresses an existing need in the community (for example there is currently a need to increase opportunities for cultural,arts and recreation programs or activities for teens). 4.Evidence Based:The program or event is supported by evidence of successfully achieving expected outcomes 5.Affordability:The event or program is free or madeaffordable to residents of Atlantic Beach.Proposal describes planned steps to ensure that participants are not denied the opportunity to participate due to their inability to pay the registration or other related fees. 6.Accessibility:The program or event is made accessible so that residents of Atlantic Beach who do not live near the program/event location and/or who do not have transportation can still participate. 7.Program Costs:Fair and justi?able program costs (detailed program/event budget required). 8.Adequately resourced:The proposal includes evidenceof supplemental funding.such as leveraging matching funds,collaboration,volunteers or other resources. 9.Originality and creativity.Applications of projects or programs that are new and unique to the community or which provide a new or unique twist on an existing program are strongly encouraged. 10.Evaluation:There is an evaluation plan that measures participation/impactand will provide useful/actionable data. 11.Timely:Completion of Special Event/Program Activity between:October 2021 and September 30.2022. CONTRIBUTION AWARD EXPENDITURES Contributions will be funded upon approval of‘the City Commissionand announcement of recipients.Expenses must be directly related to proposed program or event services,materials or activities occurring within the award period. Awardees will be required to maintain ?nancial records to support claimed expenditures and projectaccomplislunents.Funds for the proposed special event or program activity ruust not be used to replace or offset funtling sourcesnormallyavailableforanyportionofthespecialeventorprogramactivity,nor be used by the applicant tol‘und/supplementits own monetary giving.Funds may not be used for capital expenses,lobbying or other excluded activities.Funding may not he used forinherentlyreligiousactivities.https://www.coab.uslFormCenter/ltemAdmtnPrevlew/?formtD=90 °“"Agenda Item #8A.11 Oct 2021Page 51 of 178 9/22/21,2:39 PM Form Center -AtlanticBeach ~CivieEngage REPORTS AND RECEIPTS Progress reports will be submitted by the applicant to City Staff after key milestones. The City Staff will review submittedcopies of paid receipts/invoicesand a written ?nal report to ensure that funds were spent in compliance with the approval application Applicant will be required to reimbursethe City of AtlanticBeach for all inappropriatelyspent funds. Final Report is due 30 days following completion of the program or event.The Final Report will include evaluation metrics and a summary of key outcomes pertaining to the "success"of the program/event. PRIOR FINANCIALASSISTANCE Informationprovidedon applicationwill be used to review prior performance history.Signi?cant non-compliance issues will be taken into considerationand may affect future funding decisionsjointly made by the City Commission. NOTE:Eligibilityfor FY 2021-2022 Contribution Awards may be affected if an organization has previously received a ContributionAward by the Atlantic Beach City Commission.or has not fully disclosedthat a ContributionAward was not fully expended,or did not complete required ?nancial or other reportingrequirements for a previous ContributionAward.All eligibility criteria is administeredand determinedby the Recreation Director.and Cultural Arts and RecreationAdvisory Committee.All decisionsmade on eligibility by the Atlantic Beach City Commission,the Recreation Director and the Cultural Arts and RecreationAdvisory Committeeare deemed?nal. CONTRIBUTIONAWARDMAXIMUMAWARD AMOUNT :Most of the award amounts are expected to be between $100 and $15,000 *NO’l‘l3:The City Commissionand/or the Cultural Arts and RecreationAdvisory Committee.at its discretion,may modify the Contribution award to qualifiedrecipients based on merit of proposal,number of other quali?ed applicationsreceived and other criteria.The (‘ontnbution award may not exceed the maximumamount of available financial resourcesfor the FY 2021-2022 Annual AtlanticBeach Cornrnrmity ContributionProgram as approved under the C ity‘s AnimalOperating Budget. httns:lIwww.coab.uslFormCenterlltemAdminPrevlewl?formlD=90 4/12 Agenda Item #8A.11 Oct 2021Page 52 of 178 9/22/21 ,2:39 PM Form Center -AtlanticBeach -CivicEngage KEY TIMELINES FOR FY 2021-2022 PROGRAM PERIOD July 19,2021 August 25,2021 August 30,2021 September 9,2021 September 14,2021 TBD TBD TBD hH'nn'IIuMmv nnnh ninIF'nrm('§anharlllnn-lArlminDrcmlawl')fnrrnln=On Distribute Request for Proposals (RFP)and issue press notification (Notice of RFP will also be included in newsletter distributed Deadline for FY2021-2022 Contribution Awards proposals. The Recreation Director will review each application as they are received and forward eligible applications to the Cultural Arts and Recreation Advisory Committee within 3 business days of receipt. Notify semi~finaIists who will be required to present a brief summary of their proposal/answer questions to the Cultural Arts and Recreation Advisory Committee. MANDAIOR!presentations to the Cultural Arts and Recreation Advisory Committee are required by all short-list semi-?nalists. Cultural Arts and Recreation Advisory Committee will vote and make a recommendation on funding at Regular Committee meeting. QLy Commission Approval:City Commission awards Contributions and appropriates funds at Regular City Commission Meetings. Applicants notified regarding application outcome. Contribution Awards Disbursed:All FY 2021-2022 Contribution awards released to award recipients after City Commission approval (invoice required). un Agenda Item #8A.11 Oct 2021Page 53 of 178 9/22/21.2:39 PM Form Canter -AtlanticBeach -CtvtcEngage FINANCIAL AND OUTCOME REPORTING FOR AWARD RECIPIENTS FY 2021~2022 LETTER NOTIFICATION:Upon completionof the program or event.all FY 202 l~2022 award recipients will be notified to submittheir final repo?s and copies of receipts. DEADLINE:All FY 2021-2022 award recipients must submit copies of paid receipts/invoicesand a written report,including number of Atlantic Beach citizens served and program or event outcomes mthin30 day_s__of completionof the program or event. lfthe paid receipts/invoicesand written reports is not received,the award recipient will be requiredto immediately reimburse City of Atlantic Beach Contribution funds. General guidelines for ?nal reports 1.Report should clearly state how deliverablesdescribed in the proposal were met. 2.Report should be clear regarding how funding was used to bene?t residents of AtlanticBeach. 3.Describe what was accomplished in general and pertaining to AB speci?cally. 4.Description of the steps taken to reach out to AB residents to participateor attend the program. 5.Report how many from AB attended/participated(number and percent of total participantsis preferred). 6.Include feedbackreceived from participants.especiallyhighlight any from AB. 7.Includeevaluationresults and key outcomes. 8.Submit the paid receipts showing how the money from COAB was used. ?ts:All ContributionAward recipients‘final reports will be submittedbefore the RecreationDirector for approval of expenditures.ll‘determinationis made that funds were expendedinappropriately.the RecreationDirectorwill direct award recipients to reimbursethe City of AtlanticBeach. APPLICATION FORM WITH SCORING AND REVIEW CRITERIA AND GUIDANCE Funding amount requested?’Date of Event/Program:Start —End* lmm/dd/vvvv.l - A.Fair and justifiable programcosts (Program/Event B.Serves AtlanticBeach Residents*'>0‘Budget required)D YesDYesDNoDNoC.Program/event pertainsto cultural,arts,&D.Program/eventactivities completedby Septemberrecreation*30,2022*[3 Yes D YesDNoDNop.u.\..-n........nnah uu=IFnrmCnnlerlltemAdminPreVleW/?f0rmlD=-'90 6/12 Agenda Item #8A.11 Oct 2021Page 54 of 178 9/22/21,2:39 PM Form Center -Atlantic Beach -CivicEngage E.Program/event is non-discrin1inatory*F.Is the event free from inherently religious activities? * I:Yes C No I:Yes I:No NOTE:If the Yes/No conditionsare not met,the application is not eligible for funding,and will not be processed for review. -IIn--u-uuuuuuu-In-nunn-nu-nunIn--nunnunuuuuuuuu--u--nuuuuun--nunu-nu--nun:-u-nunun-annunnnuununnunnuuunnu-un NOTE:Questionsreviewers will consider are listed in italics as a helpful guide for applicants. ’1.Participants (Maximum 35 points) Location(s)where program/event will take place*Total estimated number of participants* -V v -M-«;~as.u »4’-.t».«w»«t~;el~w~,rm,~rw-Q~.»~/wwmmwwmxiwlw Number of participants who are Atlantic Beach Percent of participants who are Atlantic Beach 1‘esidents*residents* ,.v,:4I»c.~:=@&>L».*Ae'.//»:»;«r’n~$6r»a-’,-~ml., Total number of hours each participant will be directly Frequency and duration of program/event (eg.1 time engaged in program/eveut*event for 2 hours,or lx/month for 1 hour)* ,».m..«.w.-»tr.’.’»:4/"'4v'*'1.’t//.€WVm'.%.‘u<_//,_ Is the event open to all residents of Atlantic Beach who may want to participate?’-‘ E]Yes D No Is the event to occur in Atlantic Beach or to serve primarily Atlantic Beach?* C]Yes C]No NOTE:An importrmt criteria for?mding is to ensure that an adequate number ofAt/antic Beacltrest'dent.s'will bene?tfromthe progranz/event relative to tlie amount of?mdmg requested.To address this criteria,a per~person~ per~l1ourcost will be calculated by the reviewers. hnne-Ilunuuu no-ml-\nreISArmhnnfnrllinmndminDrn\rinuII’)fnrmII'\=0n VIII!Agenda Item #8A.11 Oct 2021Page 55 of 178 9/2.9121.2:39 PM Form Center -Atlantic Beach ~CtvlcEngage 2.Need (Maximum 20 points)* word limit =200 iériéiiyiiléscribéliaiiyilé6it§1{?uit§iieccll?slitiilligapsthatt11¢}313S};En11a/evetiliiiiéiiiiiiiéxadedtoad:1reéé7P1e;§§£§ti£ié"ifthe program/event targets a populationor age group that is currently unde1‘sc—rvedinAtlanticBeach. NOTE:Reviewers willconsiderthe following questions when assigning points: 0 Is there a demonstratedneedfor the program/event? 0 Is the program/eventduplicative ofotherprograms/eventsin the area? 0 Is theprogram/eventa response to a need articulatedfromthe community? 0 Does theprogram/eventtarget a populationgroup that is currently underserved?(e.g.teens,children with special needs,low—incomeresidents,etc.) 3.Description of programlevent 3.1.(Maximum 15 POINTS)* word limit Q Describe the goals and objectives of the program/event,and bene?ts to the residents of Atlantic Beach,please make sure goals and objectives are speci?c,measurable,achievable,rcsults—focuscdand timc~bound. NOTE:Reviewers willconsiderthefollowing questions when assigning points: 0 Are the goals and objectives describedin the applicationSMART(specific,measurable,achievable, results-focused,and time—bound)? 0 How will the program/eventbenefitresidentsofAtlanticBeach (pertaining to cultural arts and recreation? 0 Are the goals and objectives artistic,recreationaland/or cultural in nature? htlos://www.coab.usIFormCenter/ltemAdmlnPreviewI?tormlD=‘-90 8/12 Agenda Item #8A.11 Oct 2021Page 56 of 178 9/22/21,2:39 PM Form Center -Atlantic Beach -ClvlcEngage 3.2.Describe program/event activities (Maximum 40 points)* NOTE:lReviewlerswillconsidertliefollowingquestions’when assigning points: 0 How appropriate are these activities are in terms ofachieving the stated goals and objectives? 0 Originality and creativity —-is the program or event new and unique to the community or provide a new or unique twist on an existing program or event? 0 Is this a fanzily oriented and wholesomeevent that Cityfunding should? 3.3.Describe how the program/event will be advertised too ensure adequate participation (Maximum 5 points)* word limit =so Reviewers will considerthefbllowingquestions when assigning points: 0 Is there a planforpromoting/marketing the program/event? 0 Is this plan likelyto be e?ectiveandfeasible? 4.Describe how you will facilitate access to the program or event so that residents of Atlantic Beach who do not live near the program/event location and/or who do not have transportation can still participate. (Maximum 20 points)* vvlomrdl/limit=206' NOTE:Reviewe2'swill 0 Is this plan e?ectiveandhttps://www.coab.us/FormCentar/ltemAdminPreview/?formlD=90 Agenda Item #8A.11 Oct 2021Page 57 of 178 9/22/21,2:39 PM Form Center -Atlantic Beach -CivicEngage 5.Describe if the program is evidence based (i.e.has a record of achieving expected outcomes).(Maximum 15 points)"' \}Qo}d‘"|i}n:t’;'Wiisélw NOT will considerfolloivingaliestionswhen 0 Is the program or event based on publishedevidence? 0 Does theprogram or event have a demonstratedhistory ofsuccess (in other contexts or similar cities, or in previous years)? 6.If there is a fee or cost to participate,describe how you will ensure that participants are not denied the opportunity to participate due to their inability to pay any registration or other related fees or costs.If there is no fee or cost please state N/A.(Maximum 30 points)* violrdiylilmit=300 NOTE:Reviewers‘{4}EiI“26}i}§&2+tteyratzmg‘;?[é"s’}§b*}1swhenassigningpoints; 0 Is the program/event?'eefor residentsofAtlanticBeach? 0 If there is a fee or cost,does theproposaldescribesteps to ensure that participants are not deniedthe opportunity to participate due to their inability to pay feesor costs? https://www.coab.us/FormCenter/ltemAdminPravIew/?formlD=90 10/12 Agenda Item #8A.11 Oct 2021Page 58 of 178 9/22/21,2:39 PM Form Center -AtlanticBeach -CivicEngage 7.Evaluating Success (Maximum 30 points)* desert9 lowyou will measuresuccess.This should includehow you willassessparticipantsatisfaction, number ofparticipants and (if applicable)changes in knowledge,attitudes,skills or behaviors.Describe data collection methodsand who will be surveyed.Please also describe how data will be used to inform program improvement. NOTE:Reviewerswill considerthefollowing questions when assigning points: 0 Is there an adequate evaluationplan for measuring participation,participant satisfactionand (if applicable)changes in knowledge,attitudes,skills or behaviors? 0 PVIIdata provide actionable informationforfutureplanning? 0 l‘Vllresults be usefulfor dissemination to the community? 0 Does evaluation includefeedbackfromparticipants/audience as well as planners/organizers and volunteers? 8.Resourcing (Maximum 15 points)* Ii2i describe anywplan resources (e.g.other "thndiné;“volunteers,in-kind or collaboration with others to offset expenses NOTE:Reviewers will consider the following questions when assigning points.‘ 0 Is there a plan to leverage additional resources (other funding,volunteers,and/or in-kinddonations)? 0 Is there collaboration with other organizations that will help to offsetresources and expenditures? 0 Is this a for~pr0?t event? Contribution Award applicants and recipients agree to indemnify and hold harmless the City from any and allliability.defense costs,includingother fees,loss or damage which the City may suffer as a result of claims,demands,costs orjudgment against it,arising from all activities engaged in by Recipient in its use ofthe publicfunds.Site VisitsApplicants must be available for site visits during the application process and snecessful applicants must beavailableforsitevisitsduringprogramactivitiesorevents.11/4’)https:l/www.coab.us/FormCenterlItemAdminPreviewI?formlD=90 Agenda Item #8A.11 Oct 2021Page 59 of 178 9/22/21.2:39 PM Form Center -AtlanticBeach -CivicEngage Save the Date 11is recommendedthat all applicants consider holding time on their calendars for a 10 minute presentationon SEPTEMBER 9,2021 in the event that they should make the short-list0l’sen1i—?nalists(applicants may send any member of their staff or team to represent the application at the presentation). All decisions are ?nal. httos:I/www.coab.us/Formcenter/ltemAdminPreviaw/?formlD=90 12/12 Agenda Item #8A.11 Oct 2021Page 60 of 178 9/22/21,2:36 PM Fonn Center -AtlanticBeach -CivicEngage City of Atlantic Beach Contribution Awards:Cultural Arts and Recreation Programs FY 2021-2022 -Application Guidelines Package for Organizations APPLICATION GUIDELINES FOR FY 2021-2022 CON'I‘RlBUTION AWARDS *Wlicates3 required ?eldFundingAvailability:The City Commission has allocated funding for FY 2021-2022 to support artistic, recreational,or cultural programs,events or projects which benefit the residents of AtlanticBeach.Applications for contributionsare invited from eligible non-pro?t,501(c)(3)community organizations,providing extra— curricular/extramural programs,arts,cultural and recreation programs,activitiesor events that serve Atlantic Beach residents. Only one (1 )Contributionapplication may be submitted per eligible non—pro?t,501(c)(3)community service organization,with award request of $1 00 —$3,000 per applicant.Final ContributionAward amount may be allocated as determined by the Cultural Arts and Recreation Advisory Committee. In the event that the amount awarded is less than the amount requested,applicants must be prepared to submit a revised program budget and description retlecting changes in scale if applicable. Please note relevant code pertaining to contributions: Sec.2-2.Charitable contributions prohibited. The City shall not contribute City funds to any charitable,nOn~pro?t,or other worthy cause.However,the City may contribute City tiimls or other support to artistic,recreational,or cultural progI'arii..s.,events or projects which benefit the residents tit’/‘Atlantic:Beach,as folltm-'5: (1)Requests for contributions to such p1’0gt“cllllS,events or projects sliull be submitted to the Cultural Arts and Recreational Advisory C‘onnnittc.c. (2)The C’uh'uralArts and Recreational Advisory Committee will niakc reconnncndations on any such requests to the City Commission‘who will then make the final decision on fuiiclingthe request. (3)Any request for contribiitions \.vliicliare not artistic.reL‘i‘eational.or cultural in nature shall!he submitted directly to the City Coiiniiission for c<‘>nsitlcratioii, (Ord.No.95«9l«50.5‘l,lO»«28~9l;(f)t'<i.No.(l5«O2«37.,§l,7~8~(l2) Editor's note——Ord.No.95«9l~:3U.§](ecloptcclOct.28.I99],amended the Corieby adding ti l~5(h).For puxposes ofclzissi?catioii,§l~5(h)has been coclillcd as §2~2 at the discretion Ofthc editor. hHnn~Ilmww ?n?h II:Irnrm?anim-IliumA.4...:..D.-m.I.u..Ioc.m..tn..nn Agenda Item #8A.11 Oct 2021Page 61 of 178 9/22/21,2:36 PM Form Center -AtlanticBeach -ClvlcEngage REQUIREDAPPLICATIONDOCUMENTS Documents Required for Submittal:All applicantsmust complete the attached applicationform and provide the following documents: 0 CompletedApplicationForm 0 Summary of organization'scurrent budget 0 Program budget 0 Timelineof Key Milestones&Deliverables 0 Proof of current Non-Pro?t 501(c)(3)certi?cationform issuedby the State of Florida 0 List of Current Organization'sBoard of Directors 0 Mostcurrent IRS W—9Form 0 Letter of Recommendation(optional) Applications‘will not be processedfor review ifcomplcte package is not receivedtogether. ELIGIBLE NON-PROFIT ORGANIZATIONSONLY Non-pro?t organizations which have officially filed as a non-profit with the State of Florida must attach a copy of its current year 50l(c)(3)non—pro?tcerti?cation form.For organizationstiled with the State.the Cultural A115and RecreationAdvisory Committee,at its discretion,may consider their application. APPLICATIONDEADLINE:4:30 p.m.,August 25,2021 Ap y p&A2mQ§,202 -N p_t_i.eI_1ss Hand deliver applications to:Adele Grage Community Center 716 Ocean Blvd,Atlantic Beach,FL 32233 Mail applications to:City of Atlantic Beach Recreation &Special Must be RECEIVEDin The Recreation Office Events Contribution Application by August 25,2021 716 Ocean Blvd NOT postmarked by this date.Atlantic Beach,FL 32233 Submit applications onllne:Via this form :City of AtlanticBeach RecreationOtiiccz Email (prct'ct‘rcdmethodof contact):j;,ig;;iMi;i3°;gi3}~i,(§t2g,<;i;g¢iz;I?i_s;or call (904)247—5828. Anyconsideration.No exceptions.I->APPLICATIONSRECEIVED AFTER DEADLINEDATE ARE NOTACCEPTED.‘->E—MAILEDAPPLICATIONSARE $1 ACCEPTED.hum-Iammu mnh Iis:IFnrmCanler/ItamAdmlnPrevl6w/?fOrmlD=89 2/12 Agenda Item #8A.11 Oct 2021Page 62 of 178 9/22/21,2:36 PM Form Center -Atlantic Beach -CivlcEngage QUALIFYINGCRITERIA Applications are limited to non-governmental,non-pro?t organizations sewing the Atlantic Beach community. Excluded entities includethe following:municipal organizations,state or local government organizations and private individuals.(NOTE:Duval county schools applying for funding for extra~curricularor extramural activities/programs/sewices,after-school programs,or authorized student activity organizations that serve Atlantic Beach residents should apply using the SCHOOL application package).Organizations already receiving funds or ?nancial support from the City of Atlantic Beach FY 202l~2022 may not apply for additional funding. PROPOSAL GUIDELINES Applications will be judged and selected for funding consideration by the Cultural Arts and Recreation Advisory C'o1nmitteeon a number of criteria. 1.Serves Atlantic Beach residents.Proposal describes how many residents of AtlanticBeach are expected to participate and how many hours participants will be engaged in the program or event.The event or program is open to all residents of Atlantic Beach,and is non-discriminatoryand free from inherently religious activities. 2.Cultural,Arts and Recreation:Program,event or activities are cultural arts and recreation in nature (or support access to participation in cultural,arts,recreation programs or events). 3.Community need:The proposal addresses an existing need in the community (for example there is currently a need to increase opportunities for cultural,arts and recreation programs or activities for teens and young adults,and there is currently a need for programs and events in Jordan Park and Donner Park areas of Atlantic Beach). 4.Evidence Based:The program or event is supported by evidence ofsuccessfully achieving expected outcomes 5.Affordability:The event or program is free or made affordable to residents of Atlantic Beach.Proposal describesplanned steps to ensure that participants are not deniedthe opportunity to participate due to their inability to pay the registration or other related fees. 6.Accessibility:The program or event is made accessible so that residents of Atlantic Beach who do not live near the program/event location and/or who do not have transportation can still participate. 7.Program Costs:Fair and jtisti?ableprogram costs (detailed prograin/event budget required). 8.Adequately resourced:The proposal includes evidence of supplemental funding,such as leveraging matching funds,collaboration,volunteers or other resources. 9.Originality and creativity.Applications of projects or programs that are new and unique to the community or which provide a new or unique twist on an existing program are strongly encouraged. data.1].Timely:CompletionofSpecial Event/Program Activity between:October 202]and September 30,2022.OH’)httcs:/Iwww.coab.us/FormCanter/ltemAdmInPreview/?formtn=a9 Agenda Item #8A.11 Oct 2021Page 63 of 178 9/22/21,2:36 PM Form Center -AtlanticBeach -CivicEngage CONTRIBUTIONAWARD EXPENDITURES Contributionswill be funded upon approval of the City Commissionand announcement of recipients.Expenses must be directly related to proposedprogram or event services,materialsor activities occurring within the award period. Awardceswill be required to maintain?nancial records to support claimed expendituresand project aceomplislunents. Funds for the proposedspecialevent or program activity must not be used to replace or offset funding sources normally available for any portion of the special event or program activity.nor be used by the applicant to ?md/supplement its own monetary giving. Funds may not be used for capital expenses,lobbying or other excluded activities.Funding may not be used for inherently religious activities. REPORTS AND RECEIPTS Progress reports will be submittedby the applicantto City Staff after key milestones. The City Staff will review submittedcopies of paid receipts/invoicesand a written ?nal report to ensure that funds were spent in compliance with the approval application.Applicant will be required to reimbursethe City of Atlantic Beach for all inappropriatelyspent funds. Final Report is due 30 days following completion of the program or event.The Final Report will include evaluation metrics and a sunnnary of key outcomes pertainingto the “succcss"of the program/event. PRIOR FINANCIAL ASSISTANCE ln formation provided on applicationwill be used to review prior performance history.Signi?cant non—compliancc issues will be taken into considerationand may affect future ?mding.decisions jointly made by the City Commission. N()'l"E:Eligibility for FY 2021-2022 (‘ontribution Awards may be affected if an organizationhas previously receiveda ContributionAward by the AtlanticBeach City Commission.or has not fully disclosed that a ContributionAward was not fully expended.or did not completerequired financialor other reportingrequirements for a previous ContributionAward.All eligibility criteriais administeredand determinedby the Recreation Director,and (.‘ultural Arts and RecreationAdvisory Committee.All decisions made on eligibility by the Atlantic Beach City Commission,the Recreation Director and the Cultural Arts and RecreationAdvisory Committeeare deemed ?nal. MAXIMUMAWARD AMOUNT '*NOTE:The (‘ity Commissionand«’or the Cultural Arts and RecreationAdvisory Committee,at its discretion,maymodifytheContributionawardtoquali?ed recipients based on merit of proposal.number of other quali?edapplicationsreceivedandothercriteria.The Contributionaward may not exceed the maximumamount ofavailablciinancialresourcesfortheFY2022i-2022 Animal AtlanticBeach Community ContributionProgram as approvedundertheCity's Annual Operating Bridget.httos://www.coab.us/FormCenter/ttemAdminPrevlew/?formlD=B9 4/12 Agenda Item #8A.11 Oct 2021Page 64 of 178 9/22/21,2:36 PM Form Center -Atlantic Beach -CivicEngage KEY TIMELINES FOR FY 2021-2022 PROGRAM PERIOD July 19,2021 August 25,2021 August 30,2021 September 9,2021 September 14,2021 TBD TBD TBD Inunnollunuu.a--usln .-nIl:-so>.al“"»«~J;--lN——-A .-I.unlu.l'|u.-ulaunl?l.-o.~.Il\...('III Distribute Request for Proposals (RFP)and issue press noti?cation (Notice of RFP will also be included in newsletter distributed Deadline for FY2021-2022 Contribution Awards proposals. The Recreation Director will review each application as they are received and forward eligible applications to the Cultural Arts and Recreation Advisory Committee within 3 business days of receipt. Notify semi—?nalists who will be required to present a brief summary of their proposal/answer questions to the Cultural Arts and Recreation Advisory Committee. MANDAIOEYpresentations to the Cultural Arts and Recreation Advisory Committee are required by all short—llst semi~?nalists. Cultural Arts and Recreation Advisory Committee will vote and make a recommendation on funding at Regular Committee meeting. _C_i_t_yCommission Approval:City Commission awards Contributions and appropriates funds at Regular City Commission Meetings. Applicants notified regarding application outcome. Contribution Awards Disbursed:All FY 2021-2022 Contribution awards released to award recipients after City Commission approval (invoice required). urn Agenda Item #8A.11 Oct 2021Page 65 of 178 9/2221,2:36 PM Form Center -Atlantic Beach v CivicEngage FINANCIAL AND OUTCOME REPORTING FOR AWARD RECIPIENTS FY 2021-2022 LETTER NOTIFICATION:Upon completion of the program or event,all FY 2021-2022 award recipients will be noti?ed to submit their ?nal reports and copies of receipts. DEAQL_INE_:All FY 2021-2022 award recipients must submit copies of paid receipts/invoicesand a written report,including number of Atlantic Beach citizens served and program or event outcomes within 30 day__s__of completion of the program or event. lfthe paid receipts/invoicesand written reports is not received.the award recipient will be required to immediately reimburse City of Atlantic Beach (.‘ont11'bution funds. General guidelines for ?nal reports 1.Report should clearly state how deliverablesdescribedin the proposal were met. 2.Report should be clear regarding how funding was used to bene?t residents ofAtlantic Beach. 3.Describe what was accomplished in general and pertaining to AB speci?cally. 4.Description oftlie steps taken to reach out to AB residents to participate or attend the program. 5.Report how many from AB attended/participated(number and percent of total panicipunts is preferred). 6.lnclude feedbackreceived from participants,especially higliliglit any from AB. 7.Include cvaltiatioii results and key outeozncs. ti.Subinit the paid receipts showing how the money frtnn Ct)AI§was used. biggie:All Contribution /\wart‘l recipients‘final reports will be submitted before the Recreation Dirczctor for approval otexpemlittircs.ll‘tleterininzitionis made that lhntls were expended inappropriately.the Recreation l)ireetor will direct award recipients to reiinlnirse the City ol‘AtlantieBeach. APPLICATION FORM WITH SCORING AND REVIEW CRITERIA AND GUIDANCE Funding amount requested:*Date of Event/Program:Start -End* mm/dd/WW .~2...w»..e,a..W~e I A.Fair and justifiable program costs (Program/Event B.Serves AtlanticBeach Residents*Budget required)*D YesC]Yes D NoC]NoC.Program/event pertains to cultural,arts,&D.Program/event activities completed by Septemberrecrcation*30,2022*C]Yes [j YesC]No C]Nohttns:/lwww.coab.us/Formcenter/|temAdmlnPrevtew/?form|D=89 6/12 Agenda Item #8A.11 Oct 2021Page 66 of 178 9/22/21,2:36 PM Form Center -AtlanticBeach -CivlcEngage E.Program/event is non~discrin1inatory*F.Is the event free from inherently religious activities? >l<D Yes D No D Yes C]No NOTE:If the Yes/No conditionsare not met,the application is not eligible for funding,and will not be processed for review. Jan-uuuun--nun--nunnuunnu-nu-nun-unu---nu-uu-uu-Innunu--nIun--IuIuuInnuuInIn--nun-unu-----nunnuunn-nun-nun-nun-nu NOTE:Questionsreviewers will consider are listed in italics as a helpful guide for applicants. 1.Participants (Maximum 35 points) Location(s)where program/event will take place*Total estimatednumber of participants* Number of participants who are Atlantic Beach Percent ofparticipants who are Atlantic Beach rcsidents*resiclents* Total number of hours each participant will be directly Frequency and duration of program/event (e.g.1 time engaged in program/event*event for 2 hours,or lx/month for 1 hour)* r »Ame_.-~~.r~-..—-~r¢(.«'“raw-.7,-,»ruaB_~r~r *¢~"11w »—V rmu.-..r.rm»,,A..s,.=._~,1,ss:u-aw~,»».~u..~.».-.r r,,»..-.r..r.--.t~.v/...;.e..,m.¢sM‘».eaa..«..~r._»~.=..r—..ar»__~ Is the event open to all residents of Atlantic Beach who may want to participate?* C]Yes C]No Is the event to occur in Atlantic Beach or to serve primarily Atlantic Beach?* C]Yes C]No NOTE:An impormni (:rz'teria forfunding is to ensure that an adequate number ofAtlantic Beacrlire.s't'demswill be/1e_)’lz‘?'omthe program/event relative to the amount offzmdfng requested.To tmldressthis criteria.(I per-persom pe/=lzom'cost will be calculated by the reviewers. hHnc'II\uunu 1-nah naul?nnn?nninrlllnmhA-Minn-m.:.-....I6¢.....In_.nn Agenda Item #8A.11 Oct 2021Page 67 of 178 9/22/21,2:36 PM Fon'n Center -AtlanticBeach -CivicEngage 2.Need (Maximum 20 points)* ‘wordlimit =200 1§¥E¥'1y”Jél§§EiBcanycon1.n{{?i{y}aced§ti:gapst?éilbiiié1;;;,,;r;].;t2e“vi¢;;;ttgtgtteamtt;;i‘iataat;;‘;;‘:s1e;.g;;i‘git;.ti.;;rits program/event targets a populationor age group that is currently underserved in Atlantic Beach. NOTE:Reviewers willconsiderthefollowing questions whenassigning points: 0 Is there a demonstratedneedfor the program/event? 0 Is the program/event duplicative ofother programs/events in the area? 0 Is the program/event a response to a need articulated?omthe community? 0 Does theprogram/eventtarget a populationgroup that is currently underserved?(e.g.teens,children with special needs,low-incomeresidents,etc.) 3.Description of program/event 3.1.(Maximum 15 POINTS)* wordlimit =W150 iifhiiénric‘Bci1C*]],pt;lWeitsMel” Describe the goals and objectives of the p1'0gram/'cvcnt,and bene?ts to the residents make sure goals and objectives are speci?c,meas.1irable,aehie\-"able,results-focusedand time~bound. NOTE:Reviewers will considerthefollowing questions when assigning points: 0 Are the goals and objectives describedin the application SMART(speci?c,measurable,achievable, results—fbcused,and time-bound)? 0 How will the program/eventbene?tresidents ofAtlanticBeach azertaining to cultural arts and recreation? 0 Are the goals and objectives artistic,recreationaland/or cultural in nature? hum:-//www.mah.usIFormCanterIltemAdminPrevIew/?formlD=B9 8/12 Agenda Item #8A.11 Oct 2021Page 68 of 178 9/22/21,2:36 PM Fonn Center -Atlantic Beach -CivicEngage 3.2.Describe program/event activities (Maximum 40 points)““ ii;-gmlimit =40:) NOTE:Reviewers will consider the 0 How appropriate are these activities are in terms ofachieving the stated goals and objectives? 0 Originality and creativity ——is theprogram or event new and unique to the community or provide a new or unique twist on an existing program.or event? 0 Is this a family oriented and wholesomeevent that Cityfunding should? 3.3.Describe how the program/event will be advertised too ensure adequate participation (Maximum 5 points)” word limit =50 NOTE:Reviewers will consider thefollowing questions whenassigning points.‘ 0 Is there a plan forpromoting/marketing the program/event? 0 Is this plan likely to be e?ectiveand feasible? 4.Describe how you will facilitate access to the program or event so that residents of Atlantic Beach who do not live near the program/event location and/or who do not have transportation can still participate. (Maximum 20 points)* word limit =20tJ NOTE:Reviewersllwillconsider following questionspoints: 0 Is this plan effectiveandfeasible?h?nn-lliuunu nnak .mll:n»».r*-.-.u.../14-...A..I...:..n......:.....1-u.......in..nn Agenda Item #8A.11 Oct 2021Page 69 of 178 9/22/21,2:36 PM Form Center t AtlanticBeach -CivicEngage 5.Describe if the program is evidence based (i.e.has a record of achieving expected outcomes).(Maximum 15 points)* word limihtW;"1_§‘(l’l$l' V ’V 196%/Ehié}§iIi£$§E}l§1i}}i?2}$nside?iiéfo1Io»ving”i}ue§I§5}§§h'§Jii2}{as§igi§}§}g})oin‘:s.- 0 Is the program or event based on publishedevidence? 0 Does theprogram or event have a demonstratedhistory ofsuccess {in other contexts or similar cities, or in previous years)? 6.If there is a fee or cost to participate,describe how you will ensure that participants are not denied the opportunity to participate due to their inability to pay any registration or other related fees or costs.If there is no fee or cost please state N/A.(Maximum 30 points)* word limit =300 NOTE:Reviewers thefollowing when points;9 0 Is the program/eventfreefor residentsofAtlantic Beach? 0 Ifthere is a feeor cost,does the proposal describesteps to ensure that participants are not denied the opportunityto participate due to their inability to pay feesor costs? h?ne-Ilwuwu nnah 1::IFnrmCnnierlltamAdminPreviewl?form|D=89 10/12 Agenda Item #8A.11 Oct 2021Page 70 of 178 9/22/21.2:36 PM Form Center -AtlanticBeach -CivicEngage 7.Evaluating Success (Maximum 30 points)* Brieflydescribe how you will measure success.This should include how you will assess participant satisfaction; number of participantsand (if applicable)changes in knowledge,attitudes,skills or behaviors.Describe data collection methods and who will be surveyed.Please also describe ho\v data will be used to infornr program improvement. NOTE:Reviewers will consider thefollowing questions when assigning points: 0 Is there an adequate evaluationplan for measuring participation,participant satisfactionand (if applicable)changesin knowledge,attitudes,skills or behaviors? 0 Willdata provide actionable informationfor?xtureplanning? 0 Willresults be usefulfor disseminationto the community? 0 Does evaluation includefeedbackfromparticipants/audience as well as planners/organizers and volunteers? 8.Resourcing (Maximum 15 points)* Pleasedescribe any plan to leverage additional resources (e.g.other funding.volunteers,in-kind donations)or collaborationwith others to offset expenses NOTE:Reviewers will consider thefollowing questions when assigning points: 0 Is there a plan to leverage additional resources (other funding,volunteers,and/or in-kind donations)? 0 Is there collaboration with other organizations that will help to offsetresources and expenditures? 0 Is this afar-pro?t event? Indemni?cationContributionAward applicants and recipients agree to indemnify and hold harmless the City from any and allliability,defense costs,including other fees,loss or damage which the City may suffer as a result of claims,demands,costs orjudgment against it,arising from all activities engaged in by Recipient in its use of the publicfunds.Site VisitsApplicants must be available for site visits during the application process and successful applicants must beavailableforsitevisitsduringprogramactivitiesorevents.I-\Hna-Ilunuur nnuk nunI?nvnn?nntnrllinnnArlnninnnsu .1-..-l?l-..v.Il'\...ar\Agenda Item #8A.11 Oct 2021Page 71 of 178 9/22/21.2:36 PM Form Center -AtlanticBeach ~CivlcEngage Save the Date It is recommendedthat all applicantsconsider holding time on their calendars for a 10 minute presentationon SEPTEMBER 9,2021 in the event that they should make the short—lis1ofseini-finalists (applicants may send any member of their staff or team to represent the application at the presentation)‘ All decisionsare ?nal. ».n..-/;..,......rnnh I::IFnrmCnntnrIllAmAdmInF'ravlewI?fOrmlD=89 12/12 Agenda Item #8A.11 Oct 2021Page 72 of 178 CITY OF ATLANTIC BEACH CITY CO!\/IIVIISSION NIEETING STAFF REPORT AGENDA ITEIVI:Grants For Nonpro?t Organizations SUBMITTED BY:Timmy Johnson,Recreation Director? TODAY'S DATE:September 2 1 ,202 l l\4EETl.NG DATE:October 1 1,2021 SUl\{[l\/].ARY:In accordance with Article 1,Section 2-2,of the City of Atlantic B ea ch Codeof Ordinances,the City may contribute city ?znds or other support to artistic.recreational , orcultural programs,events or projects which bene?t the residents ofAtlantic Beach,as follows: Requests for contributions to such proguarns,events or projects shall be submitted tothecultural arts and recreational advisory committee. 2.The cultural arts and recreational advisory committee will make recommendations onanysuch requests to the city commission,who will then make the ?nal decision on funding th e request. Any request for contributions which are not artistic,recreational,or cultural in na tu re shallbe submitted directly to the city commission for consideration. I, 3. The Cultural Arts and Recreation Committee met on Sept.9 and Sept.14,2021,todiscus s and recommend funding for not for pro?t organizations and Duval County Schools.T vv el ve nonpro?torganizationsandthreeschoolssubmittedapplications,and representatives of th e orga niza tion s answered questions frorn committee xnernbers.The committee unanimously voted to thefollowing: -Funding in the amount of$36,46O as delineated in Resolution 21-58. BUDGET:FY 2021-22 ?inding is in Account No.OOl—6010—572—82-00 RECONINIENDATION 'Approval of Resolution 2 1 -58 Resolution 2 1 -5 8 Committee ’s Recommendation Contributio cation ATTACHMENT: REVIEWED BY CITY MANAGER:Agenda Item #8B.11 Oct 2021Page 73 of 178 RESOLUTION NO.21-58 A RESOLUTION OF THE CITY OF ATLANTIC BEACH,FLORIDA, AUTHORIZING THE CITY MANAGER TO PROVIDE FY 2021-22FUNDING TO DESIGNATED NONPROFIT ORGANIZATIONSFOR ARTS,CULTURE AND RECREATION PROGRAMS AND EVENTS,UTILIZING FUNDS BUDGETED IN ACCOUNT NO.001-6010-572-82-00;AUTHORIZING THE CITY MANAGER TO EXECUTE ANY CONTRACTS AND PURCHASE ORDER(S)IN ACCORDANCE WITH AND AS NECESSARY TO EFFECTUATE THE PROVISIONS OF THIS RESOLUTION;AND PROVIDING AN EFFECTIVE DATE. WHEREAS,In accordance with Article 1,Section 2-2,of the City of AtlanticBeach Code of Ordinances,the City “may contribute city funds or other support to artistic,recreational,or cultural programs,events or projects which bene?t the residentsof Atlantic Beach,”and establishesguidelines, accordingly;and WHEREAS,the CulturalArts and Recreation AdvisoryCommittee(CARAC)is tasked with reviewing ?mding requests and making recommendationsto the City Commission;and WHEREAS,CARAC developed guidelines and an application for grant requests,reviewed the requests,and made a ?mding recommendationto the City Commission;and WHEREAS,grant funds are allocated in Account No.001-6010-572-82-00,which has $29,000 budgeted in FY 2021-22 for schools and $20,000 budgeted for organizations. NOW THEREFORE,be it resolved by the City Commissionof the City of AtlanticBeach as follows: SECTION 1.The City Commissionhereby authorizesthe City Managerto provide FY 2021- 22 ?mding to the following organizations and schools,utilizing funds allocatedin Account No.001- 6010-572-82-00,as follows: $13,000 Fletcher High School $12,000 Mayport Middle School 332,000 Seaside Charter School 533,000 Beaches Town Center $ $500 Word Revolt$3,000 Meraki Wellness$3,000 Connecting Thru Music391,500 Beaches Fine Arts$3,000 PossabilitiesPlus$960 New Age Hippy$1,500 FACE Agenda Item #8B.11 Oct 2021Page 74 of 178 SECTION 2.The City Manager is hereby authorized to execute the contract and such purchase order(s)in accordancewith and as necessary to effectuate the provisions of this Resolution. SECTION 3.This Resolution shall take effect immediatelyupon its passage and adoption. PASSED AND ADOPTED by the City of Atlantic Beach,this 11"‘day of October,2021. “EllenGlasser,Mayo} Attest: Donna‘L.Eartle,City Clerk Approved as to form and correctness: l3rennaM.Durden,CityAttorney Agenda Item #8B.11 Oct 2021Page 75 of 178 CARACCONTRIBUTIONSFY2021-22 oReAnlzATlo~s§W REQUESTEDAMT Funding ' RECOMMENDATION Recommendation Amount PossabilitiesPlus 4 s3,ooo 'W Fullfunding +s3,o66W Ml ‘I?/l“<e'F§"l<"iTN_ie_lln”i=I‘s”§‘MWW'$73“,Acl‘6“6W”""Fullfunding W‘T'"+s3,oo6Mw M .....u.__...__..,.u.m.__.....~_-...l_.._u___,..__._._.d_.s.2ue. Connecting Thru $3,000 +$3,000 Music Fullfunding Beaches T0u\Nl\M/‘I1Center”$3,000 M *0Fullfundingwm +$3,000 W ””'"M'53,000 MW’ Partial funding 7+$1,500 W“WW Taekwondo W $3,000 Partial funding +$1,500 ? u.L .4BirdsofFire$3,000 Partial funding 1+$1,500 FACET W‘“€5,000 0’"Pa?fi3Tfunding ' +51,506”""""T “l§"e§i/'7A§E?iTBB§WT“T§Ef§iEl”Mm*"T*Partial“fu?i‘d‘in‘gMM"T§”§"é6””“_“wW"T Wérd Revolt 55617”T Fullfunding ""”"'"’ +5 556'“”"‘"""”" l»..ww._.«-.~.—.—».—~.——»-«~-~—-—«._»—_~———.«—-a .......—»—~—~r—«——-—-~——vw——-~—~'-——-~————*——-——-—-i-~«~—v--,,,,,,,mm.“.....NJJaxDanceTheatre$3,000 No funding 0 EeachesGo éFeei?”W $3,000 M T No funding W 0 m"M‘wmwWwM Organizations Totakmw$32,420 "”"”"“_“‘"W T +$19,45o L .,M_.....,.......7u_....._u..w~.m__.,.e_m.2......u_.,,.u.u..u...-_...l._m.Mu.e_~..BUDGET $20,000 -$540 «»a«s ~~¢w~«—-»~-——-4»-i-—-—-———-w-—-v~-o««-la-»-«-4—.——-:—+-.-—-—-u--—~»«--wan-—-—————~—-—----A-———-ux —-:-‘»————A»~———’~—~—--wu—«v----a-——>-—w~~_—-.--._. Fletcher HigllSchool Mr$15,000W Partial funding +$13,000 M M Mayport Middle '" 512,000 “Fullfunding”1 $12,000 W WWWW " “SeasideCharfer “MW WM Wm lwwl ’scHool.sTOTAL:'$32,030 M"WWW"m”-"”“_"‘+$27,551???wwmw,,_ V __l___W V ,,.,_.W.e.BUDGET:$29,000 —$2,000 Agenda Item #8B.11 Oct 2021Page 76 of 178 9/22/21,2:39 PM Form Center -Atlantic Beach -CivicEngage City of Atlantic Beach Contribution Awards:Cultural Arts and Recreation Programs FY 2021-2022 -Application Guidelines Package for Schools APPLICATION GUIDELINES FOR FY 2021-2022 CONTRIBUTION AWARDS *imlicates3 required ?eldFundingAvailability:The City Commissionhas allocated funding for FY 2021-2022 to support artistic, recreational,or cultural programs,events or projects which benefit the residents of AtlanticBeach.Applications for contributions are invited from eligible Duval County Public Schools district,providing extra-curricular/extramural programs,arts,cultural and recreation programs,activities or events that serve Atlantic Beach residents. Only one (1)Contribution application may be submitted per eligible school,with award request of $100 -$15,500 per applicant.Final Contribution Award amount may be allocated as detennined by the Cultural Arts and RecreationAdvisory Committee. In the event that the amount awarded is less than the amount requested,applicants must be prepared to submit a revised program budget and description reflecting changes in scale if applicable. Please note relevant code pertaining to contributions: Sec.2-2.Charitable contributions prohibited. The City shall not contribute City funds to any charitable,non-pro?t,or other worthy cause.However,the City may contribute City funds or other support to artistic,recreational,or cultural programs,events or projects which bene?t the residents of Atlantic Beach,as follows: (1)Requests for contributionsto such programs,events or projects shall be submitted to the Cultural Arts and Recreational Advisory Committee. (2)The Cultural Arts and RecreationalAdvisory Committee will make recommendations on any such requests to the City Commission,who will then make the final decision on Fundingthe request. (3)Any request for contributionswhich are not artistic,recreational,or cultural in nature shall be submitted directly to the City C‘ommissi.onfor consideration. (out.No.95~9l-50,§1,10-28-91;out.No.05.0237,,9 1,7-8-02) Editor's note-—Ord.No.95-91-50,§1,adopted Oct.28.I991,amendedthe Code by adding §l—5(b).For purposes ofclassiiication,§.1-5(b)has been codified as §2-2 at the discretion of the editor. REQUIREDAPPLICATION DOCUMENTS Documents Required for Submittal:All applicants must complete the attached application form and provide the 0 Completed Application Form0Summaryoforganization's current budget0Programbudget0Most;current IRS W—9FormApplicationswillnotbeprocessedforreview if complete package is not received together.‘H40https'J/twvw.coab.us/Formcenter/ltemAdmlnPrevlew/?formlD=90 Agenda Item #8B.11 Oct 2021Page 77 of 178 9/22/21.2:39 PM Fonn Center -Atlantic Beach 'CivicEngage ELIGIBLE SCHOOLS ONLY Schoolsmust be public schools in the Duval County Public Schools District sewing students who are residents of Atlantic Beach. APPLICATION DEADLINE:4:30 p.m.,August 25,202] AP.P“°'"1 5 9 EIVED y P%gl1?§, Pmms Hand deliver applications to:Adele Grage Community Center 716 Ocean Blvd,Atlantic Beach,FL 32233 Mail applications to:City of Atlantic Beach Recreation &Special Must be RECEIVEDin The Recreation Of?ce Events Contribution Application by August 25,2021 716 Ocean Blvd NOT postmarked by this date.Atlantic Beach,FL 32233 Submit applications online:Via this form :City of Atlantic Beach RecreationOffice: Email (preferred methodof contact):?V§g3,i}_g?3,.“§wt31}_Q'{“i,L;4;)_é;i)_._t0j;3orcall(904)247-5828. DISQUALIFICATIONCRITERIA AT TIME OF SUBMITTAL Any applicationsreceived a?gr thedeadlinetimeanddateare immediatelydisquali?ed from funding consideration.No exceptions. ‘->APPLICATIONSRECEIVED AFTER DEADLINEDATE ARE NQTACCEPTED. ‘->E-MAILEDAPPLICATIONSARE NQI ACCEPTED. QUALIFYINGCRITERIA Applicationsare limited to Duval County Public Schools applying for funding for arts,recreationor cultural programsthat are extracurricularor extramuralor after-schoolprograms.Schools already receiving funds or ?nancial support from thc City of Atlantic Beach FY 202l~2tl22may not apply for additionalfunding. https://www.coab.us/Formcanter/llemAdminPreview/?formlD=90 2/12 Agenda Item #8B.11 Oct 2021Page 78 of 178 9/22/21,2:39 PM Form Center -AtlanticBeach -ClvicEngage PROPOSAL GUIDELINES Applications will be judged and selected for funding consideration by the Cultural Arts and Recreation Advisory Committeeon a number of criteria. 1.Serves Atlantic Beach residents.Proposal describes how many residents ofAtlantic Beach are expected to participate and how many hours participants will be engaged in the program or event.The event or program is opeir to all residentsof Atlantic Beach,and is non~discrinrinatoryand free from inherently religious activities. 2.Cultural,Arts and Recreation:Program,event or activities are cultural arts and recreation in nature (or support access to participation in cultural,arts,recreationprograms or events). 3.Community need:The proposal addresses an existing need in the community (for example there is currently a need to increase opportunities for cultural,arts and recreation programs or activities for teens). 4.Evidence Based:The program or event is supported by evidence of successfully achieving expected outcomes 5.Affordability:The event or program is free or madeaffordable to residents of Atlantic Beach.Proposal describes planned steps to ensure that participants are not denied the opportunity to participate due to their inability to pay the registration or other related fees. 6.Accessibility:The program or event is made accessible so that residents of Atlantic Beach who do not live near the program/event location and/or who do not have transportation can still participate. 7.Program Costs:Fair and justi?able program costs (detailed program/event budget required). 8.Adequately resourced:The proposal includes evidenceof supplemental funding.such as leveraging matching funds,collaboration,volunteers or other resources. 9.Originality and creativity.Applications of projects or programs that are new and unique to the community or which provide a new or unique twist on an existing program are strongly encouraged. 10.Evaluation:There is an evaluation plan that measures participation/impactand will provide useful/actionable data. 11.Timely:Completion of Special Event/Program Activity between:October 2021 and September 30.2022. CONTRIBUTION AWARD EXPENDITURES Contributions will be funded upon approval of‘the City Commissionand announcement of recipients.Expenses must be directly related to proposed program or event services,materials or activities occurring within the award period. Awardees will be required to maintain ?nancial records to support claimed expenditures and projectaccomplislunents.Funds for the proposed special event or program activity ruust not be used to replace or offset funtling sourcesnormallyavailableforanyportionofthespecialeventorprogramactivity,nor be used by the applicant tol‘und/supplementits own monetary giving.Funds may not be used for capital expenses,lobbying or other excluded activities.Funding may not he used forinherentlyreligiousactivities.https://www.coab.uslFormCenter/ltemAdmtnPrevlew/?formtD=90 °“"Agenda Item #8B.11 Oct 2021Page 79 of 178 9/22/21,2:39 PM Form Center -AtlanticBeach ~CivieEngage REPORTS AND RECEIPTS Progress reports will be submitted by the applicant to City Staff after key milestones. The City Staff will review submittedcopies of paid receipts/invoicesand a written ?nal report to ensure that funds were spent in compliance with the approval application Applicant will be required to reimbursethe City of AtlanticBeach for all inappropriatelyspent funds. Final Report is due 30 days following completion of the program or event.The Final Report will include evaluation metrics and a summary of key outcomes pertaining to the "success"of the program/event. PRIOR FINANCIALASSISTANCE Informationprovidedon applicationwill be used to review prior performance history.Signi?cant non-compliance issues will be taken into considerationand may affect future funding decisionsjointly made by the City Commission. NOTE:Eligibilityfor FY 2021-2022 Contribution Awards may be affected if an organization has previously received a ContributionAward by the Atlantic Beach City Commission.or has not fully disclosedthat a ContributionAward was not fully expended,or did not complete required ?nancial or other reportingrequirements for a previous ContributionAward.All eligibility criteria is administeredand determinedby the Recreation Director.and Cultural Arts and RecreationAdvisory Committee.All decisionsmade on eligibility by the Atlantic Beach City Commission,the Recreation Director and the Cultural Arts and RecreationAdvisory Committeeare deemed?nal. CONTRIBUTIONAWARDMAXIMUMAWARD AMOUNT :Most of the award amounts are expected to be between $100 and $15,000 *NO’l‘l3:The City Commissionand/or the Cultural Arts and RecreationAdvisory Committee.at its discretion,may modify the Contribution award to qualifiedrecipients based on merit of proposal,number of other quali?ed applicationsreceived and other criteria.The (‘ontnbution award may not exceed the maximumamount of available financial resourcesfor the FY 2021-2022 Annual AtlanticBeach Cornrnrmity ContributionProgram as approved under the C ity‘s AnimalOperating Budget. httns:lIwww.coab.uslFormCenterlltemAdminPrevlewl?formlD=90 4/12 Agenda Item #8B.11 Oct 2021Page 80 of 178 9/22/21 ,2:39 PM Form Center -AtlanticBeach -CivicEngage KEY TIMELINES FOR FY 2021-2022 PROGRAM PERIOD July 19,2021 August 25,2021 August 30,2021 September 9,2021 September 14,2021 TBD TBD TBD hH'nn'IIuMmv nnnh ninIF'nrm('§anharlllnn-lArlminDrcmlawl')fnrrnln=On Distribute Request for Proposals (RFP)and issue press notification (Notice of RFP will also be included in newsletter distributed Deadline for FY2021-2022 Contribution Awards proposals. The Recreation Director will review each application as they are received and forward eligible applications to the Cultural Arts and Recreation Advisory Committee within 3 business days of receipt. Notify semi~finaIists who will be required to present a brief summary of their proposal/answer questions to the Cultural Arts and Recreation Advisory Committee. MANDAIOR!presentations to the Cultural Arts and Recreation Advisory Committee are required by all short-list semi-?nalists. Cultural Arts and Recreation Advisory Committee will vote and make a recommendation on funding at Regular Committee meeting. QLy Commission Approval:City Commission awards Contributions and appropriates funds at Regular City Commission Meetings. Applicants notified regarding application outcome. Contribution Awards Disbursed:All FY 2021-2022 Contribution awards released to award recipients after City Commission approval (invoice required). un Agenda Item #8B.11 Oct 2021Page 81 of 178 9/22/21.2:39 PM Form Canter -AtlanticBeach -CtvtcEngage FINANCIAL AND OUTCOME REPORTING FOR AWARD RECIPIENTS FY 2021~2022 LETTER NOTIFICATION:Upon completionof the program or event.all FY 202 l~2022 award recipients will be notified to submittheir final repo?s and copies of receipts. DEADLINE:All FY 2021-2022 award recipients must submit copies of paid receipts/invoicesand a written report,including number of Atlantic Beach citizens served and program or event outcomes mthin30 day_s__of completionof the program or event. lfthe paid receipts/invoicesand written reports is not received,the award recipient will be requiredto immediately reimburse City of Atlantic Beach Contribution funds. General guidelines for ?nal reports 1.Report should clearly state how deliverablesdescribed in the proposal were met. 2.Report should be clear regarding how funding was used to bene?t residents of AtlanticBeach. 3.Describe what was accomplished in general and pertaining to AB speci?cally. 4.Description of the steps taken to reach out to AB residents to participateor attend the program. 5.Report how many from AB attended/participated(number and percent of total participantsis preferred). 6.Include feedbackreceived from participants.especiallyhighlight any from AB. 7.Includeevaluationresults and key outcomes. 8.Submit the paid receipts showing how the money from COAB was used. ?ts:All ContributionAward recipients‘final reports will be submittedbefore the RecreationDirector for approval of expenditures.ll‘determinationis made that funds were expendedinappropriately.the RecreationDirectorwill direct award recipients to reimbursethe City of AtlanticBeach. APPLICATION FORM WITH SCORING AND REVIEW CRITERIA AND GUIDANCE Funding amount requested?’Date of Event/Program:Start —End* lmm/dd/vvvv.l - A.Fair and justifiable programcosts (Program/Event B.Serves AtlanticBeach Residents*'>0‘Budget required)D YesDYesDNoDNoC.Program/event pertainsto cultural,arts,&D.Program/eventactivities completedby Septemberrecreation*30,2022*[3 Yes D YesDNoDNop.u.\..-n........nnah uu=IFnrmCnnlerlltemAdminPreVleW/?f0rmlD=-'90 6/12 Agenda Item #8B.11 Oct 2021Page 82 of 178 9/22/21,2:39 PM Form Center -Atlantic Beach -CivicEngage E.Program/event is non-discrin1inatory*F.Is the event free from inherently religious activities? * I:Yes C No I:Yes I:No NOTE:If the Yes/No conditionsare not met,the application is not eligible for funding,and will not be processed for review. -IIn--u-uuuuuuu-In-nunn-nu-nunIn--nunnunuuuuuuuu--u--nuuuuun--nunu-nu--nun:-u-nunun-annunnnuununnunnuuunnu-un NOTE:Questionsreviewers will consider are listed in italics as a helpful guide for applicants. ’1.Participants (Maximum 35 points) Location(s)where program/event will take place*Total estimated number of participants* -V v -M-«;~as.u »4’-.t».«w»«t~;el~w~,rm,~rw-Q~.»~/wwmmwwmxiwlw Number of participants who are Atlantic Beach Percent of participants who are Atlantic Beach 1‘esidents*residents* ,.v,:4I»c.~:=@&>L».*Ae'.//»:»;«r’n~$6r»a-’,-~ml., Total number of hours each participant will be directly Frequency and duration of program/event (eg.1 time engaged in program/eveut*event for 2 hours,or lx/month for 1 hour)* ,».m..«.w.-»tr.’.’»:4/"'4v'*'1.’t//.€WVm'.%.‘u<_//,_ Is the event open to all residents of Atlantic Beach who may want to participate?’-‘ E]Yes D No Is the event to occur in Atlantic Beach or to serve primarily Atlantic Beach?* C]Yes C]No NOTE:An importrmt criteria for?mding is to ensure that an adequate number ofAt/antic Beacltrest'dent.s'will bene?tfromthe progranz/event relative to tlie amount of?mdmg requested.To address this criteria,a per~person~ per~l1ourcost will be calculated by the reviewers. hnne-Ilunuuu no-ml-\nreISArmhnnfnrllinmndminDrn\rinuII’)fnrmII'\=0n VIII!Agenda Item #8B.11 Oct 2021Page 83 of 178 9/2.9121.2:39 PM Form Center -Atlantic Beach ~CtvlcEngage 2.Need (Maximum 20 points)* word limit =200 iériéiiyiiléscribéliaiiyilé6it§1{?uit§iieccll?slitiilligapsthatt11¢}313S};En11a/evetiliiiiéiiiiiiiéxadedtoad:1reéé7P1e;§§£§ti£ié"ifthe program/event targets a populationor age group that is currently unde1‘sc—rvedinAtlanticBeach. NOTE:Reviewers willconsiderthe following questions when assigning points: 0 Is there a demonstratedneedfor the program/event? 0 Is the program/eventduplicative ofotherprograms/eventsin the area? 0 Is theprogram/eventa response to a need articulatedfromthe community? 0 Does theprogram/eventtarget a populationgroup that is currently underserved?(e.g.teens,children with special needs,low—incomeresidents,etc.) 3.Description of programlevent 3.1.(Maximum 15 POINTS)* word limit Q Describe the goals and objectives of the program/event,and bene?ts to the residents of Atlantic Beach,please make sure goals and objectives are speci?c,measurable,achievable,rcsults—focuscdand timc~bound. NOTE:Reviewers willconsiderthefollowing questions when assigning points: 0 Are the goals and objectives describedin the applicationSMART(specific,measurable,achievable, results-focused,and time—bound)? 0 How will the program/eventbenefitresidentsofAtlanticBeach (pertaining to cultural arts and recreation? 0 Are the goals and objectives artistic,recreationaland/or cultural in nature? htlos://www.coab.usIFormCenter/ltemAdmlnPreviewI?tormlD=‘-90 8/12 Agenda Item #8B.11 Oct 2021Page 84 of 178 9/22/21,2:39 PM Form Center -Atlantic Beach -ClvlcEngage 3.2.Describe program/event activities (Maximum 40 points)* NOTE:lReviewlerswillconsidertliefollowingquestions’when assigning points: 0 How appropriate are these activities are in terms ofachieving the stated goals and objectives? 0 Originality and creativity —-is the program or event new and unique to the community or provide a new or unique twist on an existing program or event? 0 Is this a fanzily oriented and wholesomeevent that Cityfunding should? 3.3.Describe how the program/event will be advertised too ensure adequate participation (Maximum 5 points)* word limit =so Reviewers will considerthefbllowingquestions when assigning points: 0 Is there a planforpromoting/marketing the program/event? 0 Is this plan likelyto be e?ectiveandfeasible? 4.Describe how you will facilitate access to the program or event so that residents of Atlantic Beach who do not live near the program/event location and/or who do not have transportation can still participate. (Maximum 20 points)* vvlomrdl/limit=206' NOTE:Reviewe2'swill 0 Is this plan e?ectiveandhttps://www.coab.us/FormCentar/ltemAdminPreview/?formlD=90 Agenda Item #8B.11 Oct 2021Page 85 of 178 9/22/21,2:39 PM Form Center -Atlantic Beach -CivicEngage 5.Describe if the program is evidence based (i.e.has a record of achieving expected outcomes).(Maximum 15 points)"' \}Qo}d‘"|i}n:t’;'Wiisélw NOT will considerfolloivingaliestionswhen 0 Is the program or event based on publishedevidence? 0 Does theprogram or event have a demonstratedhistory ofsuccess (in other contexts or similar cities, or in previous years)? 6.If there is a fee or cost to participate,describe how you will ensure that participants are not denied the opportunity to participate due to their inability to pay any registration or other related fees or costs.If there is no fee or cost please state N/A.(Maximum 30 points)* violrdiylilmit=300 NOTE:Reviewers‘{4}EiI“26}i}§&2+tteyratzmg‘;?[é"s’}§b*}1swhenassigningpoints; 0 Is the program/event?'eefor residentsofAtlanticBeach? 0 If there is a fee or cost,does theproposaldescribesteps to ensure that participants are not deniedthe opportunity to participate due to their inability to pay feesor costs? https://www.coab.us/FormCenter/ltemAdminPravIew/?formlD=90 10/12 Agenda Item #8B.11 Oct 2021Page 86 of 178 9/22/21,2:39 PM Form Center -AtlanticBeach -CivicEngage 7.Evaluating Success (Maximum 30 points)* desert9 lowyou will measuresuccess.This should includehow you willassessparticipantsatisfaction, number ofparticipants and (if applicable)changes in knowledge,attitudes,skills or behaviors.Describe data collection methodsand who will be surveyed.Please also describe how data will be used to inform program improvement. NOTE:Reviewerswill considerthefollowing questions when assigning points: 0 Is there an adequate evaluationplan for measuring participation,participant satisfactionand (if applicable)changes in knowledge,attitudes,skills or behaviors? 0 PVIIdata provide actionable informationforfutureplanning? 0 l‘Vllresults be usefulfor dissemination to the community? 0 Does evaluation includefeedbackfromparticipants/audience as well as planners/organizers and volunteers? 8.Resourcing (Maximum 15 points)* Ii2i describe anywplan resources (e.g.other "thndiné;“volunteers,in-kind or collaboration with others to offset expenses NOTE:Reviewers will consider the following questions when assigning points.‘ 0 Is there a plan to leverage additional resources (other funding,volunteers,and/or in-kinddonations)? 0 Is there collaboration with other organizations that will help to offsetresources and expenditures? 0 Is this a for~pr0?t event? Contribution Award applicants and recipients agree to indemnify and hold harmless the City from any and allliability.defense costs,includingother fees,loss or damage which the City may suffer as a result of claims,demands,costs orjudgment against it,arising from all activities engaged in by Recipient in its use ofthe publicfunds.Site VisitsApplicants must be available for site visits during the application process and snecessful applicants must beavailableforsitevisitsduringprogramactivitiesorevents.11/4’)https:l/www.coab.us/FormCenterlItemAdminPreviewI?formlD=90 Agenda Item #8B.11 Oct 2021Page 87 of 178 9/22/21.2:39 PM Form Center -AtlanticBeach -CivicEngage Save the Date 11is recommendedthat all applicants consider holding time on their calendars for a 10 minute presentationon SEPTEMBER 9,2021 in the event that they should make the short-list0l’sen1i—?nalists(applicants may send any member of their staff or team to represent the application at the presentation). All decisions are ?nal. httos:I/www.coab.us/Formcenter/ltemAdminPreviaw/?formlD=90 12/12 Agenda Item #8B.11 Oct 2021Page 88 of 178 9/22/21,2:36 PM Fonn Center -AtlanticBeach -CivicEngage City of Atlantic Beach Contribution Awards:Cultural Arts and Recreation Programs FY 2021-2022 -Application Guidelines Package for Organizations APPLICATION GUIDELINES FOR FY 2021-2022 CON'I‘RlBUTION AWARDS *Wlicates3 required ?eldFundingAvailability:The City Commission has allocated funding for FY 2021-2022 to support artistic, recreational,or cultural programs,events or projects which benefit the residents of AtlanticBeach.Applications for contributionsare invited from eligible non-pro?t,501(c)(3)community organizations,providing extra— curricular/extramural programs,arts,cultural and recreation programs,activitiesor events that serve Atlantic Beach residents. Only one (1 )Contributionapplication may be submitted per eligible non—pro?t,501(c)(3)community service organization,with award request of $1 00 —$3,000 per applicant.Final ContributionAward amount may be allocated as determined by the Cultural Arts and Recreation Advisory Committee. In the event that the amount awarded is less than the amount requested,applicants must be prepared to submit a revised program budget and description retlecting changes in scale if applicable. Please note relevant code pertaining to contributions: Sec.2-2.Charitable contributions prohibited. The City shall not contribute City funds to any charitable,nOn~pro?t,or other worthy cause.However,the City may contribute City tiimls or other support to artistic,recreational,or cultural progI'arii..s.,events or projects which benefit the residents tit’/‘Atlantic:Beach,as folltm-'5: (1)Requests for contributions to such p1’0gt“cllllS,events or projects sliull be submitted to the Cultural Arts and Recreational Advisory C‘onnnittc.c. (2)The C’uh'uralArts and Recreational Advisory Committee will niakc reconnncndations on any such requests to the City Commission‘who will then make the final decision on fuiiclingthe request. (3)Any request for contribiitions \.vliicliare not artistic.reL‘i‘eational.or cultural in nature shall!he submitted directly to the City Coiiniiission for c<‘>nsitlcratioii, (Ord.No.95«9l«50.5‘l,lO»«28~9l;(f)t'<i.No.(l5«O2«37.,§l,7~8~(l2) Editor's note——Ord.No.95«9l~:3U.§](ecloptcclOct.28.I99],amended the Corieby adding ti l~5(h).For puxposes ofclzissi?catioii,§l~5(h)has been coclillcd as §2~2 at the discretion Ofthc editor. hHnn~Ilmww ?n?h II:Irnrm?anim-IliumA.4...:..D.-m.I.u..Ioc.m..tn..nn Agenda Item #8B.11 Oct 2021Page 89 of 178 9/22/21,2:36 PM Form Center -AtlanticBeach -ClvlcEngage REQUIREDAPPLICATIONDOCUMENTS Documents Required for Submittal:All applicantsmust complete the attached applicationform and provide the following documents: 0 CompletedApplicationForm 0 Summary of organization'scurrent budget 0 Program budget 0 Timelineof Key Milestones&Deliverables 0 Proof of current Non-Pro?t 501(c)(3)certi?cationform issuedby the State of Florida 0 List of Current Organization'sBoard of Directors 0 Mostcurrent IRS W—9Form 0 Letter of Recommendation(optional) Applications‘will not be processedfor review ifcomplcte package is not receivedtogether. ELIGIBLE NON-PROFIT ORGANIZATIONSONLY Non-pro?t organizations which have officially filed as a non-profit with the State of Florida must attach a copy of its current year 50l(c)(3)non—pro?tcerti?cation form.For organizationstiled with the State.the Cultural A115and RecreationAdvisory Committee,at its discretion,may consider their application. APPLICATIONDEADLINE:4:30 p.m.,August 25,2021 Ap y p&A2mQ§,202 -N p_t_i.eI_1ss Hand deliver applications to:Adele Grage Community Center 716 Ocean Blvd,Atlantic Beach,FL 32233 Mail applications to:City of Atlantic Beach Recreation &Special Must be RECEIVEDin The Recreation Office Events Contribution Application by August 25,2021 716 Ocean Blvd NOT postmarked by this date.Atlantic Beach,FL 32233 Submit applications onllne:Via this form :City of AtlanticBeach RecreationOtiiccz Email (prct'ct‘rcdmethodof contact):j;,ig;;iMi;i3°;gi3}~i,(§t2g,<;i;g¢iz;I?i_s;or call (904)247—5828. Anyconsideration.No exceptions.I->APPLICATIONSRECEIVED AFTER DEADLINEDATE ARE NOTACCEPTED.‘->E—MAILEDAPPLICATIONSARE $1 ACCEPTED.hum-Iammu mnh Iis:IFnrmCanler/ItamAdmlnPrevl6w/?fOrmlD=89 2/12 Agenda Item #8B.11 Oct 2021Page 90 of 178 9/22/21,2:36 PM Form Center -Atlantic Beach -CivlcEngage QUALIFYINGCRITERIA Applications are limited to non-governmental,non-pro?t organizations sewing the Atlantic Beach community. Excluded entities includethe following:municipal organizations,state or local government organizations and private individuals.(NOTE:Duval county schools applying for funding for extra~curricularor extramural activities/programs/sewices,after-school programs,or authorized student activity organizations that serve Atlantic Beach residents should apply using the SCHOOL application package).Organizations already receiving funds or ?nancial support from the City of Atlantic Beach FY 202l~2022 may not apply for additional funding. PROPOSAL GUIDELINES Applications will be judged and selected for funding consideration by the Cultural Arts and Recreation Advisory C'o1nmitteeon a number of criteria. 1.Serves Atlantic Beach residents.Proposal describes how many residents of AtlanticBeach are expected to participate and how many hours participants will be engaged in the program or event.The event or program is open to all residents of Atlantic Beach,and is non-discriminatoryand free from inherently religious activities. 2.Cultural,Arts and Recreation:Program,event or activities are cultural arts and recreation in nature (or support access to participation in cultural,arts,recreation programs or events). 3.Community need:The proposal addresses an existing need in the community (for example there is currently a need to increase opportunities for cultural,arts and recreation programs or activities for teens and young adults,and there is currently a need for programs and events in Jordan Park and Donner Park areas of Atlantic Beach). 4.Evidence Based:The program or event is supported by evidence ofsuccessfully achieving expected outcomes 5.Affordability:The event or program is free or made affordable to residents of Atlantic Beach.Proposal describesplanned steps to ensure that participants are not deniedthe opportunity to participate due to their inability to pay the registration or other related fees. 6.Accessibility:The program or event is made accessible so that residents of Atlantic Beach who do not live near the program/event location and/or who do not have transportation can still participate. 7.Program Costs:Fair and jtisti?ableprogram costs (detailed prograin/event budget required). 8.Adequately resourced:The proposal includes evidence of supplemental funding,such as leveraging matching funds,collaboration,volunteers or other resources. 9.Originality and creativity.Applications of projects or programs that are new and unique to the community or which provide a new or unique twist on an existing program are strongly encouraged. data.1].Timely:CompletionofSpecial Event/Program Activity between:October 202]and September 30,2022.OH’)httcs:/Iwww.coab.us/FormCanter/ltemAdmInPreview/?formtn=a9 Agenda Item #8B.11 Oct 2021Page 91 of 178 9/22/21,2:36 PM Form Center -AtlanticBeach -CivicEngage CONTRIBUTIONAWARD EXPENDITURES Contributionswill be funded upon approval of the City Commissionand announcement of recipients.Expenses must be directly related to proposedprogram or event services,materialsor activities occurring within the award period. Awardceswill be required to maintain?nancial records to support claimed expendituresand project aceomplislunents. Funds for the proposedspecialevent or program activity must not be used to replace or offset funding sources normally available for any portion of the special event or program activity.nor be used by the applicant to ?md/supplement its own monetary giving. Funds may not be used for capital expenses,lobbying or other excluded activities.Funding may not be used for inherently religious activities. REPORTS AND RECEIPTS Progress reports will be submittedby the applicantto City Staff after key milestones. The City Staff will review submittedcopies of paid receipts/invoicesand a written ?nal report to ensure that funds were spent in compliance with the approval application.Applicant will be required to reimbursethe City of Atlantic Beach for all inappropriatelyspent funds. Final Report is due 30 days following completion of the program or event.The Final Report will include evaluation metrics and a sunnnary of key outcomes pertainingto the “succcss"of the program/event. PRIOR FINANCIAL ASSISTANCE ln formation provided on applicationwill be used to review prior performance history.Signi?cant non—compliancc issues will be taken into considerationand may affect future ?mding.decisions jointly made by the City Commission. N()'l"E:Eligibility for FY 2021-2022 (‘ontribution Awards may be affected if an organizationhas previously receiveda ContributionAward by the AtlanticBeach City Commission.or has not fully disclosed that a ContributionAward was not fully expended.or did not completerequired financialor other reportingrequirements for a previous ContributionAward.All eligibility criteriais administeredand determinedby the Recreation Director,and (.‘ultural Arts and RecreationAdvisory Committee.All decisions made on eligibility by the Atlantic Beach City Commission,the Recreation Director and the Cultural Arts and RecreationAdvisory Committeeare deemed ?nal. MAXIMUMAWARD AMOUNT '*NOTE:The (‘ity Commissionand«’or the Cultural Arts and RecreationAdvisory Committee,at its discretion,maymodifytheContributionawardtoquali?ed recipients based on merit of proposal.number of other quali?edapplicationsreceivedandothercriteria.The Contributionaward may not exceed the maximumamount ofavailablciinancialresourcesfortheFY2022i-2022 Animal AtlanticBeach Community ContributionProgram as approvedundertheCity's Annual Operating Bridget.httos://www.coab.us/FormCenter/ttemAdminPrevlew/?formlD=B9 4/12 Agenda Item #8B.11 Oct 2021Page 92 of 178 9/22/21,2:36 PM Form Center -Atlantic Beach -CivicEngage KEY TIMELINES FOR FY 2021-2022 PROGRAM PERIOD July 19,2021 August 25,2021 August 30,2021 September 9,2021 September 14,2021 TBD TBD TBD Inunnollunuu.a--usln .-nIl:-so>.al“"»«~J;--lN——-A .-I.unlu.l'|u.-ulaunl?l.-o.~.Il\...('III Distribute Request for Proposals (RFP)and issue press noti?cation (Notice of RFP will also be included in newsletter distributed Deadline for FY2021-2022 Contribution Awards proposals. The Recreation Director will review each application as they are received and forward eligible applications to the Cultural Arts and Recreation Advisory Committee within 3 business days of receipt. Notify semi—?nalists who will be required to present a brief summary of their proposal/answer questions to the Cultural Arts and Recreation Advisory Committee. MANDAIOEYpresentations to the Cultural Arts and Recreation Advisory Committee are required by all short—llst semi~?nalists. Cultural Arts and Recreation Advisory Committee will vote and make a recommendation on funding at Regular Committee meeting. _C_i_t_yCommission Approval:City Commission awards Contributions and appropriates funds at Regular City Commission Meetings. Applicants notified regarding application outcome. Contribution Awards Disbursed:All FY 2021-2022 Contribution awards released to award recipients after City Commission approval (invoice required). urn Agenda Item #8B.11 Oct 2021Page 93 of 178 9/2221,2:36 PM Form Center -Atlantic Beach v CivicEngage FINANCIAL AND OUTCOME REPORTING FOR AWARD RECIPIENTS FY 2021-2022 LETTER NOTIFICATION:Upon completion of the program or event,all FY 2021-2022 award recipients will be noti?ed to submit their ?nal reports and copies of receipts. DEAQL_INE_:All FY 2021-2022 award recipients must submit copies of paid receipts/invoicesand a written report,including number of Atlantic Beach citizens served and program or event outcomes within 30 day__s__of completion of the program or event. lfthe paid receipts/invoicesand written reports is not received.the award recipient will be required to immediately reimburse City of Atlantic Beach (.‘ont11'bution funds. General guidelines for ?nal reports 1.Report should clearly state how deliverablesdescribedin the proposal were met. 2.Report should be clear regarding how funding was used to bene?t residents ofAtlantic Beach. 3.Describe what was accomplished in general and pertaining to AB speci?cally. 4.Description oftlie steps taken to reach out to AB residents to participate or attend the program. 5.Report how many from AB attended/participated(number and percent of total panicipunts is preferred). 6.lnclude feedbackreceived from participants,especially higliliglit any from AB. 7.Include cvaltiatioii results and key outeozncs. ti.Subinit the paid receipts showing how the money frtnn Ct)AI§was used. biggie:All Contribution /\wart‘l recipients‘final reports will be submitted before the Recreation Dirczctor for approval otexpemlittircs.ll‘tleterininzitionis made that lhntls were expended inappropriately.the Recreation l)ireetor will direct award recipients to reiinlnirse the City ol‘AtlantieBeach. APPLICATION FORM WITH SCORING AND REVIEW CRITERIA AND GUIDANCE Funding amount requested:*Date of Event/Program:Start -End* mm/dd/WW .~2...w»..e,a..W~e I A.Fair and justifiable program costs (Program/Event B.Serves AtlanticBeach Residents*Budget required)*D YesC]Yes D NoC]NoC.Program/event pertains to cultural,arts,&D.Program/event activities completed by Septemberrecrcation*30,2022*C]Yes [j YesC]No C]Nohttns:/lwww.coab.us/Formcenter/|temAdmlnPrevtew/?form|D=89 6/12 Agenda Item #8B.11 Oct 2021Page 94 of 178 9/22/21,2:36 PM Form Center -AtlanticBeach -CivlcEngage E.Program/event is non~discrin1inatory*F.Is the event free from inherently religious activities? >l<D Yes D No D Yes C]No NOTE:If the Yes/No conditionsare not met,the application is not eligible for funding,and will not be processed for review. Jan-uuuun--nun--nunnuunnu-nu-nun-unu---nu-uu-uu-Innunu--nIun--IuIuuInnuuInIn--nun-unu-----nunnuunn-nun-nun-nun-nu NOTE:Questionsreviewers will consider are listed in italics as a helpful guide for applicants. 1.Participants (Maximum 35 points) Location(s)where program/event will take place*Total estimatednumber of participants* Number of participants who are Atlantic Beach Percent ofparticipants who are Atlantic Beach rcsidents*resiclents* Total number of hours each participant will be directly Frequency and duration of program/event (e.g.1 time engaged in program/event*event for 2 hours,or lx/month for 1 hour)* r »Ame_.-~~.r~-..—-~r¢(.«'“raw-.7,-,»ruaB_~r~r *¢~"11w »—V rmu.-..r.rm»,,A..s,.=._~,1,ss:u-aw~,»».~u..~.».-.r r,,»..-.r..r.--.t~.v/...;.e..,m.¢sM‘».eaa..«..~r._»~.=..r—..ar»__~ Is the event open to all residents of Atlantic Beach who may want to participate?* C]Yes C]No Is the event to occur in Atlantic Beach or to serve primarily Atlantic Beach?* C]Yes C]No NOTE:An impormni (:rz'teria forfunding is to ensure that an adequate number ofAtlantic Beacrlire.s't'demswill be/1e_)’lz‘?'omthe program/event relative to the amount offzmdfng requested.To tmldressthis criteria.(I per-persom pe/=lzom'cost will be calculated by the reviewers. hHnc'II\uunu 1-nah naul?nnn?nninrlllnmhA-Minn-m.:.-....I6¢.....In_.nn Agenda Item #8B.11 Oct 2021Page 95 of 178 9/22/21,2:36 PM Fon'n Center -AtlanticBeach -CivicEngage 2.Need (Maximum 20 points)* ‘wordlimit =200 1§¥E¥'1y”Jél§§EiBcanycon1.n{{?i{y}aced§ti:gapst?éilbiiié1;;;,,;r;].;t2e“vi¢;;;ttgtgtteamtt;;i‘iataat;;‘;;‘:s1e;.g;;i‘git;.ti.;;rits program/event targets a populationor age group that is currently underserved in Atlantic Beach. NOTE:Reviewers willconsiderthefollowing questions whenassigning points: 0 Is there a demonstratedneedfor the program/event? 0 Is the program/event duplicative ofother programs/events in the area? 0 Is the program/event a response to a need articulated?omthe community? 0 Does theprogram/eventtarget a populationgroup that is currently underserved?(e.g.teens,children with special needs,low-incomeresidents,etc.) 3.Description of program/event 3.1.(Maximum 15 POINTS)* wordlimit =W150 iifhiiénric‘Bci1C*]],pt;lWeitsMel” Describe the goals and objectives of the p1'0gram/'cvcnt,and bene?ts to the residents make sure goals and objectives are speci?c,meas.1irable,aehie\-"able,results-focusedand time~bound. NOTE:Reviewers will considerthefollowing questions when assigning points: 0 Are the goals and objectives describedin the application SMART(speci?c,measurable,achievable, results—fbcused,and time-bound)? 0 How will the program/eventbene?tresidents ofAtlanticBeach azertaining to cultural arts and recreation? 0 Are the goals and objectives artistic,recreationaland/or cultural in nature? hum:-//www.mah.usIFormCanterIltemAdminPrevIew/?formlD=B9 8/12 Agenda Item #8B.11 Oct 2021Page 96 of 178 9/22/21,2:36 PM Fonn Center -Atlantic Beach -CivicEngage 3.2.Describe program/event activities (Maximum 40 points)““ ii;-gmlimit =40:) NOTE:Reviewers will consider the 0 How appropriate are these activities are in terms ofachieving the stated goals and objectives? 0 Originality and creativity ——is theprogram or event new and unique to the community or provide a new or unique twist on an existing program.or event? 0 Is this a family oriented and wholesomeevent that Cityfunding should? 3.3.Describe how the program/event will be advertised too ensure adequate participation (Maximum 5 points)” word limit =50 NOTE:Reviewers will consider thefollowing questions whenassigning points.‘ 0 Is there a plan forpromoting/marketing the program/event? 0 Is this plan likely to be e?ectiveand feasible? 4.Describe how you will facilitate access to the program or event so that residents of Atlantic Beach who do not live near the program/event location and/or who do not have transportation can still participate. (Maximum 20 points)* word limit =20tJ NOTE:Reviewersllwillconsider following questionspoints: 0 Is this plan effectiveandfeasible?h?nn-lliuunu nnak .mll:n»».r*-.-.u.../14-...A..I...:..n......:.....1-u.......in..nn Agenda Item #8B.11 Oct 2021Page 97 of 178 9/22/21,2:36 PM Form Center t AtlanticBeach -CivicEngage 5.Describe if the program is evidence based (i.e.has a record of achieving expected outcomes).(Maximum 15 points)* word limihtW;"1_§‘(l’l$l' V ’V 196%/Ehié}§iIi£$§E}l§1i}}i?2}$nside?iiéfo1Io»ving”i}ue§I§5}§§h'§Jii2}{as§igi§}§}g})oin‘:s.- 0 Is the program or event based on publishedevidence? 0 Does theprogram or event have a demonstratedhistory ofsuccess {in other contexts or similar cities, or in previous years)? 6.If there is a fee or cost to participate,describe how you will ensure that participants are not denied the opportunity to participate due to their inability to pay any registration or other related fees or costs.If there is no fee or cost please state N/A.(Maximum 30 points)* word limit =300 NOTE:Reviewers thefollowing when points;9 0 Is the program/eventfreefor residentsofAtlantic Beach? 0 Ifthere is a feeor cost,does the proposal describesteps to ensure that participants are not denied the opportunityto participate due to their inability to pay feesor costs? h?ne-Ilwuwu nnah 1::IFnrmCnnierlltamAdminPreviewl?form|D=89 10/12 Agenda Item #8B.11 Oct 2021Page 98 of 178 9/22/21.2:36 PM Form Center -AtlanticBeach -CivicEngage 7.Evaluating Success (Maximum 30 points)* Brieflydescribe how you will measure success.This should include how you will assess participant satisfaction; number of participantsand (if applicable)changes in knowledge,attitudes,skills or behaviors.Describe data collection methods and who will be surveyed.Please also describe ho\v data will be used to infornr program improvement. NOTE:Reviewers will consider thefollowing questions when assigning points: 0 Is there an adequate evaluationplan for measuring participation,participant satisfactionand (if applicable)changesin knowledge,attitudes,skills or behaviors? 0 Willdata provide actionable informationfor?xtureplanning? 0 Willresults be usefulfor disseminationto the community? 0 Does evaluation includefeedbackfromparticipants/audience as well as planners/organizers and volunteers? 8.Resourcing (Maximum 15 points)* Pleasedescribe any plan to leverage additional resources (e.g.other funding.volunteers,in-kind donations)or collaborationwith others to offset expenses NOTE:Reviewers will consider thefollowing questions when assigning points: 0 Is there a plan to leverage additional resources (other funding,volunteers,and/or in-kind donations)? 0 Is there collaboration with other organizations that will help to offsetresources and expenditures? 0 Is this afar-pro?t event? Indemni?cationContributionAward applicants and recipients agree to indemnify and hold harmless the City from any and allliability,defense costs,including other fees,loss or damage which the City may suffer as a result of claims,demands,costs orjudgment against it,arising from all activities engaged in by Recipient in its use of the publicfunds.Site VisitsApplicants must be available for site visits during the application process and successful applicants must beavailableforsitevisitsduringprogramactivitiesorevents.I-\Hna-Ilunuur nnuk nunI?nvnn?nntnrllinnnArlnninnnsu .1-..-l?l-..v.Il'\...ar\Agenda Item #8B.11 Oct 2021Page 99 of 178 9/22/21.2:36 PM Form Center -AtlanticBeach ~CivlcEngage Save the Date It is recommendedthat all applicantsconsider holding time on their calendars for a 10 minute presentationon SEPTEMBER 9,2021 in the event that they should make the short—lis1ofseini-finalists (applicants may send any member of their staff or team to represent the application at the presentation)‘ All decisionsare ?nal. ».n..-/;..,......rnnh I::IFnrmCnntnrIllAmAdmInF'ravlewI?fOrmlD=89 12/12 Agenda Item #8B.11 Oct 2021Page 100 of 178 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM:Resolution No.21-60 Awarding Bid No.2021-18:Multi-Year Contract for Repair of Electrical Motors and Pumps TODAY’S DATE:September 28,2021 MEETING DATE:October 11,2021 SUBMITTED BY:Troy Stephens,Public Utilities Director BACKGROUND:On September 22,2021 one bid was received for Bid No.2021-18:Multi- Year Contract for Repair of Electrical Motors and Pumps.Moline Electric Motor &Machine, Inc.submitted the following prices: Billing Items (for Manpower and Equipment)Hourly Rate Machinist $2450 Motorman $24'50 $28.50All-Around Technician Overhead and Pro?t $1163 (15%) Total Hourly Amount $8913 Premium for Weekend or Holiday Work 50% rates not as are sameaswassubmittedfortheirprevious5-year contract.The period of the contract shall commence October 25,2021 and shall terminate ?ve (5)yearsafterthedateofcommencement,subject to annual appropriations as may be approved for thispurposeandincludedintheCity’s annual budgets for Fiscal Years 2022,2023,2024,2025 and2026.The Contractor may cancel the contract at the end of the 3'“or 4"‘anniversary year,without cause,upon six (6)months written noti?cation to the City.Agenda Item #8C.11 Oct 2021Page 101 of 178 BUDGET:Adequate funding is budgeted in FY2122 for Electrical l\/Iotor &Repairs within the Vi/ater Distribution,Sewer Collection and Sewer Treat:-nent accounts.T h e s e services are utilized on an as<needed basis,for various locations and arnounts.It is e s t i that $125,000 would be utilized throughout each ?scal year to be charged to the eornbine d accounts appropriately. RECOl\’ll\/IENDATION:Approve Resolution No.21-60 to Award Bid 2021-18 tol\/Ioline Electric l\/lotor &l\/Iachine,Inc. ATTACHR/IENTS:Resolution No.21 -60 2021-1 8 Bid Analysis 202 1 —1 8 Bid Tabulation Bids are on ?le vvith the City Clerk {(7 REVIEWED BY CITY MANAGER:(Agenda Item #8C.11 Oct 2021Page 102 of 178 RESOLUTION NO.21-60 A RESOLUTION OF THE CITY OF ATLANTIC BEACH,FLORIDA,AWARDING BID NO.2021- 18:MULTI~YEAR CONTRACT FOR REPAIR OF ELECTRICAL MOTORS AND PUMPS, SUBJECT TO THE PROVISIONS OF THIS RESOLUTION. WHEREAS,on September 22,2021 one bid was received and opened for City Bid No. 2021-18:Multi-Year Contract for Repair of Electrical Motors and Pumps;and WHEREAS,the one bid was from Moline Electric Motor &Machine,Inc.,with a Total Hourly Amount of $89.13 and a 50%Premium for Weekend or Holiday Work;and WHEREAS,Moline Electric Motor &Machine,Inc.is our current contractor and City staff has been very satisfied with their level of service.Moline Electric’s rates did not increase as they are the same as was submitted for their previous 5-year contract;and WHEREAS,the period of the contract shall commence October 25,2021 and shall terminate five (5)years after the date of commencement,subject to annual appropriations as may be approved for this purpose.The Contractor may cancel the contract at the end of the 3”‘or 4"‘anniversary year,without cause, upon six (6)months written notification to the City;and WHEREAS,adequate funding is budgeted in FY2122 for Repair of Electrical Motors &Pumps in the Water Distribution,Sewer Collection and Sewer Treatment accounts.These services are utilized on an as-needed basis,for various locations and amounts.It is estimated that $125,000 would be utilized throughout each fiscal year to be charged to the combined accounts appropriately. NOW THEREFORE,be it resolved by the City Commission of the City of Atlantic Beach as follows: SECTION 1.The City Commission hereby authorizes awarding Bid No.2021-18:Multi-Year Contract for Repair of Electrical Motors and Pumps to Moline Electric Motor &Machine,Inc. SECTION 2.The term ofthe contract shall be in effect for a period of (5)calendar years. SECTION 3.Notwithstanding the approval granted and other provisions contained herein,the City’s obligation under the Multi-Year Contract approved herein is subject to annual appropriationsfor this purpose as may be adopted and included in the City’s annual budgets for Fiscal Years 2022,2023,2024,2025 and 2026. SECTION 4.This Resolution shall take effect immediately upon its passage and adoption. PASSED AND ADOPTED by the City of Atlantic Beach,this 1 1”‘day of October,2021. Attest:Donna L.Bartle,City ClerkApprovedastoformandcorrectness:Brenna M.Durden,City Attorney Agenda Item #8C.11 Oct 2021Page 103 of 178 City of Atlantic Beach Multi—Year Contract Repair of Electrical Motors and Pumps Wednesday,September 22,2021 BID #2021-18 3:00 PM Moline Electric Motor &Machine,lnc Required Documents _____X Submission in Triplicate ..X Document Requirements Checklist _X Bid Form X References -3 ‘ X Proof of Experience -10 years __X Business Tax Receipt X Drug Free Workplace ...XPublicEntityCrimesStatement X _X E-Verify Form New Vendor Information Form $89.13 Award of Bid based on DepartmentAnalysis and City Manager and/or Commission Approval Confimiation of Addenda -1 (Revised Specs) TOTAL HOURLY AMOUNT Agenda Item #8C.11 Oct 2021Page 104 of 178 City of Atlantic Beach Bid 2021-18 Multi Year Contract for Repair of Electrical Motors and Pumps Wednesday,September 22,2021 Bid Analysis Pro?t &Overhead % Total Premium Weekend &Holiday Rate %50%Agenda Item #8C.11 Oct 2021Page 105 of 178 Page 106 of 178 CITY OF ATLANTIC BEACH CITY COMMISSION STAFF REPORT AGENDA ITEM:Resolution No.21-62 supporting legislation to close loopholes andcreate standards in current law exemptions front municipal tree ordinances that have caused litigation an d abuses, including the elear—cutting or land pre—development and the removal orhealthy trees that pre sen t little,if any,risk to persons or structures. TODAY’S DATE:Sept.29,2021 MEETING DATE:Oct.1 1,2021 SUBIVIITTED BY:Kevin Hogencarnp,Deputy city l\/Ianager 19454 PRIORITY:Supports “Environmental Leadership:An initiative validating cornlnitment to being a sustainable,resilient comnmunity SUMMARY:Florida under section 163.045,Florida Statutes,which was created 201 9 a?er several hurricanes caused extensive vegetation dalnage,local governments may not requir e anotice, application,approval,permit,Fee or mitigation For the pruning,trimming or removal atreeon residential property if the owner obtains documentation from an arborisl or a l=lorida—licensed land scap e architect that the tree presents a danger to persons or property. This law has le?local governments powerless in policing bad actors and caused unnecessary probl emsforbothmunicipalitiesanddevelopers;and.As such,current law should be amended to a p p l y onlyto developed single—farrlily residential property,identify industry-appropriate standards For as se ss in g tree risk and identify necessary documentation. Further.key terms in the 2019 law are vague and unde?ned,which has led to conflict an d litig ation ,speci?cally “danger,”“residential property”and “dt:n:umentalion."section 163.045,Florid a statut es,should be clari?ed to rernove these ambiguities and de?ne these key terms. RECOMMENDATION:Commission consider approving Resolution No.21-62 BUDGET:N.A. ATTACHIVIENTS:Resolution No 21 -62 Resolution No.21-08 (approved Feb.8,2021) CITY MANAGER:L Agenda Item #8D.11 Oct 2021Page 107 of 178 RESOLUTION NO.21-62 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF ATLANTIC BEACH, FLORIDA,SUPPORTING STATE LEGISLATION TO CLOSE LOOPHOLES AND CREATE STANDARDS IN CURRENT LAW EXEMPTIONS FROM MUNICIPAL TREE ORDINANCES THAT HAVE CAUSED LITIGATION AND ABUSES,INCLUDING THE CLEAR—CUTTING OF LAND PRE-DEVELOPMENT AND THE REMOVAL OF HEALTHY TREES THAT PRESENT LITTLE,IF ANY,RISK TO PERSONS OR STRUCTURES;DIRECTING THE CITY CLERK TO TRANSMIT A COPY OF THIS RESOLUTION TO THE FLORIDA GOVERNOR,THE CITY OF JACKSONVILLE,THE FLORIDA LEAGUE OF CITIES,AND THE DUVAL COUNTY DELEGATION OF THE FLORIDA LEGISLATURE,FOR DISTRIBUTION;PROVIDING FOR CONFLICTS;AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS,the continued protection and maintenance of healthy Florida tree canopies is bene?cial for habitat, climate adaptation and mitigation,stormwater management,quality of life,and community character;and WHEREAS,the City of Atlantic Beach and many other Florida communities utilize tree-protection codes to de?ne their communities’character and standards of life,and local governments should be restored local controls to protect these invaluable natural resources;and WHEREAS,under Section 163.045,Florida Statutes,which was created in 2019 after several hurricanes caused extensive vegetation damage,local governments may not require a notice,application,approval,permit,fee or mitigation for the pruning,trimming or removal of a tree on residential property if the owner obtains documentation from an arborist or a Florida-licensed landscape architect that the tree presents a danger to persons or property;and WHEREAS,this law has left local governments powerless in policing bad actors and caused unnecessary problems for both municipalities and developers;and, WHEREAS,current law should be amended to apply only to developed single-family residential property, identify industry—appropriatestandards for assessing tree risk and identify necessary documentation;and WHEREAS,further,key terms in the 2019 law are vague and unde?ned,which has led to conflict and litigation, speci?cally “danger,”“residential property”and “documentation.”Section 163.045,Florida Statutes,should be clari?ed to remove these ambiguities and de?ne these key terms;and WHEREAS,local government is more closely connected to their residents’wishes and needs than the state government,and as such,should be restored the ability to adopt regulations that re?ect the values of their respective communities and the desires of their residents;and WHEREAS,the City of Atlantic Beach seeks to preserve and protect home rule authority for Atlantic Beach and other Florida communities;and create current treeabuses,including the clear~cuttingof land pre-developmentand the removal of healthy trees that present little,if any,risktopersonsorstructures.NOW THEREFORE,be it resolved by the City Commission of the City of Atlantic Beach,Florida:SECTION 1.That the City Commission of the City of Atlantic Beach supports State legislation to close loopholesandcreatestandardsincurrentlawexemptionsfrommunicipaltreeordinancesthathavecausedlitigationandabuses,including the clear-cutting of land pre-development and the removal of healthy trees that present little,if any,risk topersonsorstructures.Agenda Item #8D.11 Oct 2021Page 108 of 178 SECTION 2.That the City Commission directs the City Clerk to transmit a copy ofthis Resolution to the Florida Governor,the City of Jacksonville,the Florida League of Cities,and the Duval County delegation of the Florida Legislature,for distribution. SECTION 3.That all resolutions or parts of resolutions in conflict with this Resolution are repealed to the extent of such conflict. SECTION 4.This Resolution shall take effect immediately upon its passage and adoption. PASSED AND ADOPTED by the City Commission of the City of Atlantic Beach,this 1l“‘day of October,2021. Ellen Glasser,Mayor Attest: Donna L.Bartle,City Clerk Approved as to form and correctness: Brenna M.Durden,City Attorney Resolution No.21-62 page 2 of 2 Agenda Item #8D.11 Oct 2021Page 109 of 178 RESOLUTION NO.21-08 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF ATLANTIC BEACH,FLORIDA,SUPPORTING FLORIDA SENATE BILL 596 AND COMPANION HOUSE BILL 6023,WHICH WOULD REPEAL FLORIDA STATUTE 163.045 TO ENABLE LOCAL GOVERNMENTS TO REGULATE MATTERS RELATING TO TREES LOCATED ON RESIDENTIAL PROPERTIES;PROVIDING FOR CONFLICTS;AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS,Florida Senator Linda Stewart and RepresentativeAnna V.Eskamani are leading the effort to repeal a state preemptionof local ordinances related to trees located on residential properties;and WHEREAS,Senator Stewart’s Senate Bill 596 and RepresentativeEskamani’sHouse Bill 6023 would repeal Section 163.045,Florida Statues,and restore the rights of local governments related to pruning,trimming,or removal of trees on residential property;and WHEREAS,Section 163.045,adopted by the Florida Legislature in 2019,advocated a way to protect residential property owners’rights,and arose after local controversiesoccurred in several places in the state related to removal and trimming of trees;and WHEREAS,the City of Atlantic Beach and many other Florida communities utilize tree- protectioncodes to define their communities’character and standards of life,and local governments should be restored local controls to protect these invaluable natural resources;and WHEREAS,local county and city governments are more closely connected to their residents’wishes and needs than the state government,and as such,should be restored the ability to adopt regulations that reflect the values of their respectivecommunitiesand the desires of their residents;and WHEREAS,the City of Atlantic Beach seeks to preserve and protect home rule authority for Atlantic Beach and local governments. NOW THEREFORE,be it resolved by the City Commission of the City of Atlantic Beach, Florida: Senate Bill regulation affecting trees located on residential properties.SECTION 2.That the City Commission directs the City Clerk to transmit a copy of thisResolutiontotheFloridaGovernor,the City of Jacksonville,the Florida League of Cities,and theDuvalCountydelegationoftheFloridaLegislature,for distribution.Agenda Item #8D.11 Oct 2021Page 110 of 178 SECTION 3.That all resolutions or parts of resolutions in conflict with this Res olu tio n are repealed to the extent ofsuch conflict. SECTION 4.'This Resolution shall take t:lTcn:t inuncdialely upon its passage adoption. PASSED AND ADOPTED by the City Commission ofthe City ofAtlnntic Beac h, this8"‘day of‘February,202]. Atlesl: o&m4,,%\,/‘éwzzb Donna 1-.Bartle.City Clerk Approved as to form and correctness: Brgma .n,City Attorney Resolution No.21-08 wage2OF2 Agenda Item #8D.11 Oct 2021Page 111 of 178 Page 112 of 178 AGENDA ITEM: SUBMITTED BY: TODAY'S DATE: IVIEETING DATE: BACKGROUND: CITY OF ATLANTIC BEACH CITY COIVIIVIISSION IVIEETING STAFF REPORT Department of Children and Families Licensing and StaffTrairIiI'ig Tlmmv Johnson,Cultural Arts &Recreation Director .- September 15,2021 October 11,2021 At the August 23 commission meeting,Staff was directed to look int o the Department of children and Families (DCF)licensing and training far t h e city‘: afterschool programs. The purpose of the DCF program is to ensure a healthy and safe envir onme nt for the children in child care settings and to improve the quality of t h ei r care through regulation and consultation. In speaking with the DCF staff,we would not be subject to licensing we do not charge a fee for the after school program.To make sure,we need to complete and submit a Child care Licensing questionnaire. Things to Consider: We would no longer be able accept latch key kids. We would need to increase the nurnber of toilets (1 for every 15kids). The ratio is 1 staff for every 25 kids. Minimum of 35 sq.ft.of usable indoor noor space per child. Ill Training School—Age child care personnel must complete all of the following: child care Facility Rules and Regulation (5 hours) Health,safety,and Nutrition (8 hours) Identifying and Reporting child Abuse and Neglect (4 hours) understanding Developmentally Appropriate Practices (5 hours )school Age-Appropriate Practices (5 hours) The Department's schooi—age specific training and the competenc yexarnlriationofferedbytheDepartmentoritsdesignated repre sentat ive with a weighted score of 70 or better (or)Agenda Item #10A.11 Oct 2021Page 113 of 178 BUDGET: RECO|V|l\/IENDATION: A1'I'ACHl\/IENTS: Completion of specia zed sch0oI—age training,provided by vo ca tio na l technical center,community college,college or university, organization or af?liates of a national organization,that requ iresdemonstrationofccrnpetenclesthroughpassageofexarninatio n(s), or completion and assessment ofa Professional Resource l=lle or materials that demonstrate competency).certlrlcates must uploa dedtotheFloridaPathways(Reglstry)(or). School—age child care personnel with successful completion introductory child care tralnlrlg for child care personnel as d e fi n e d in 5.402.305 (2),F.S.,are considered in compliance with the sch cc ka ge child care personnel training requlrements. Licensing application fee -$100 Approximate tralnlng fee for staFf—$1,000. Require staff to obtain DCF training.Agenda Item #10A.11 Oct 2021Page 114 of 178 Opening a Licensed Child Care Facility Opening a licensed Child Care Facility (CCF)can be challenging and requires substantial planning and preparation.Every facility subject to licensing must meet the licensing standards established by Florida Statutes 402.301-.319 F.S.,FloridaAdministrative Code 65C-22,F.A.Cand the ChildCare FacilityHandbook which is incorporated by reference in rule 6SC—22.001.These laws can be found at lFIFiPjZ[WW.W.-.iT1}?,flf3ml'l§§.£QIIlf59rVlC9:Q[9i§!'§'T1$i/Chlld'C3VEXJEIWS:Fv3,l1lEl;l13£?lI.§.iI1§IlF.§- Child care facility de?nition: Section 402.302(2),Florida Statutes,de?nes child care facility as ”...any child care center or child care arrangement which provides child care for more than five children unrelated to the operator and which receives a payment,fee,or grant for any of the children receiving care,wherever operated,and whether or not operated for profit.The following are not included: (a)Public schools and nonpublic schools and their integral programs,except as provided in s.402.3025; (b)Summer camps having children in full—timeresidence; (c)Summer day camps; (d)Bibleschools normally conducted during vacation periods;and (e)Operators of transient establishments,as defined in chapter 509,which provide child care services solely for the guests of their establishment or resort,provided that all child care personnel of the establishment are screened according to the level 2 screening requirements of chapter 435." Things to Consider: Business Considerations it is recommended that you review the "Basic Steps to Opening a Child Care Facility"and "Questions to Ask Yourself”prior to initiating the licensure process at:http:[[occf.f|-dcf.gi;g[ -Financial planning—It is important to consider the financial aspects of starting your own business. it is recommended that you have sufficient funds availableto cover at least one year of operating expenses for your facility.Operating expenses include,but are not limited to,startup costs, maintenance and salaries for all employees. -LocalZoning Office ~Every applicant is responsible for obtaining local zoning approval.inabilityto obtain approved electrical,plumbing,and mechanical inspections may prevent the applicant from obtaining an occupational license.in lieu of approval documentation,applicants have the option 'Water Source -if a facility's water source is a well,it will need to be tested to indicate the wellsystemismeetingrequirements.Please check with your local Health Department to inquire abouttesting,fees and the requirement to maintain written records for annual review.Opening a Licensed Child Care Facility —December 2019 Agenda Item #10A.11 Oct 2021Page 115 of 178 -RadonTesting Requirements -FloridaStatute 404.056 and Chapter 64E-S Part Xll B require that indoor radon levels must be measured in licensed child care facilities located in counties designated within the ”lntermediate”qr,_ff_l§,l,e)/gatedRadon Potential”areas.These include 48 counties out of 67 counties.Tests must be completed within 1 year after the child care facility starts operation.These mandatory tests are to be conducted in accordance with Fjg,r,i,dg__§t,a,tute 404.056.Ch,ai;,te,r54E-5Part ><llB.,andMandatemBed9n..I.e,§t.ins.,,Pr9_t9g¢?§,.and reported to the Department of Health on forms DH1777 or DH1778. 'Location -Choose Safe Places:The FloridaDepartment of Health (FDOH)is working to make sure that early care and education (ECE)programs are located in safe places —so that children aren't exposed to dangerous chemicals during their care.Even if an ECEprogram meets current state licensing regulations,children could still be exposed to environmental contamination due to location and location history.Because children are the most sensitive population,they need to be protected against harmful elements.For a free environmental assessment of your facility's location,email the FDOHHazardousWaste Site Health RiskAssessment Program at: Choos_eSafePlaces_F,@Ari,ga_@,fl,healthgov,or call 877—798-2772.To find out more about Florida .l,WWl’_\’.;.fl.9.[l.d,.3,ll§§ll:€b:f5§°V/enVlV9nmen.tal~health:lh§;.er,d.9u;:w.a_ste:Choose Safe Places,visit:h__t“tp,,__ §.l.l5£.3.§./.’._5_E=lf_CL‘_lZ{l.§§§§:.l1LT? -Fire Inspection —-Prior to being licensed,and annually thereafter,all child care facilities must be inspected by a certified fire inspector.A current and approved fire inspection must be provided to the Department or local licensing agency to be kept on file. -Tax Considerations —For information on tax requirements associated with operating a small business,contact the lRS at 1 (800)TAX—1040. To learn more about the program and make an informed decision,please watch the video "What You Need to Know About Opening A Child Care Facility"at httQ:[[occf.ll~dcf.org[and review the information below. ChildCare Regulation in Florida: The Office of ChildCare Regulation in the Department of Children and Familiesis statutorily responsible, per Florida Statutes 402.305,F.S.and Florida Administrative Code 65022,F.A.C.,for the statewide administration of the child care licensing program in 62 of Florida's 67 counties.The remaining five counties,Broward,Hillsborough,Palm Beach,Pinellas and Sarasota,have elected to designate a local licensing agency,per provisions in 402306,F.S.,to regulate child care licensing programs in their area. Locallicensing programs must meet or exceed all standards established for the provision of child care in the State of Florida. To locate child care licensing contact information statewide,please click on the following link: httrr;.{.!.w.ww.-edcfi$tate-f|-Lv§.¥i.;:r,9ara.msichildcanaicion,te?§s§h:n:»,l The following information covers general requirements only.Age Reguirement:Operator must be 21 years of age or older.Opening a Licensed Child Care Facility —December 2019 Agenda Item #10A.11 Oct 2021Page 116 of 178 Training and Credentialing Requirements: A license will not be issued until you have successfully completed all required training and credentialing and passed the associated competency exams. Opening a Licensed Child Care Facility—December 2019 Director Credential.The facility Director must have an active Director Credential.Detailed information regarding director credentials can be found at hmttiggggfgycgrayin,,fi;dMcfLcgmjydocu_m_er1ts;: 99x2483pclfpg....e.,, Staff Credential.There must be a minimum of 1 verified Credentialed Staff member for every 20 children in care,beginning with the 20”‘child,if the facility operates more than 8 hours per week. Does not include programs that only provide evening or school-aged care.Detailed information regarding staff credentials can be found at htt);jjccragiTn.?;dgf,)o,rg/dygcggngiegngj- 9,9!Z4§.€LLldfi?i?,?Jii€?1 40 Hour Introductory Child Care Training.All child care personnel must successfully complete the Department's 40 hour introductory Child Care Training.Passage of a competency exam is required for each course.The online introductory training courses are available at h,t_ts.1:,f.f_vv.wvv:m.:z?fami|i§§.._c.<9..r.I.i../.’.s....ei...r.\.zice552:9::.r.a.m_s1;hiJ.d_:§e.rexffacii_i_tJ_es The training requirement is divided into two parts. Part I is comprised of 30 hours. Child Care Facility Rules and Regulations (FACR-6 hours) Health Safety and Nutrition (HSAN—8 hours) identifying and Reporting Child Abuse and Neglect (CAAN—4 hours) Child Growth and Development (CGDR—6 hours) Behavioral Observation and Screening (BOSR~6 hours) \\'\‘\\ Part II is comprised of 10 hours that consists of a selection from the Department's Specialized Training courses. \/Understanding Developmentally Appropriate Practices (UDAP~—5 hours) AND one (1)of the following: \/infant and Toddler Appropriate Practices (ITPR—5 hours) /PreschoolAppropriate Practices (PSPR—5 hours) \/School-Age Appropriate Practices (SAPR—5 hours) 9.3 /Special Needs Appropriate Practices (SNP—-10 hours) introductory Training for Child Care Personnel Sewing School-Age Children Only.Child care personnel working in facilities sewing school-age children only or who are working exclusively with school age children in a facility serving children of different ages can meet the Part i and Part ii introductory ChildCare Training by completing the following training.Passage of a competency exam is required for each course.The oniine introductory training courses are available at htt ,:»:/_,/'www.mvflfamilies.comfservice—;iroerams;’chi|d—careff.e .,,,,,.,..,,.,,...,..,,,,,x .,.,,,,....)V ,,....,.,.,.,,,,........x.,,,.,,,,,,,»2.,,,,2,.,.._.,.._s_,.,,,._. Part I is comprised of 28 hours.Child Care FacilityRules and Regulation (FACR—6 hours)Health,Safety,and Nutrition (HSAN-—8 hours)identifying and Reporting Child Abuse and Neglect (CAAN—4 hours)Understanding Developmentally Appropriate Practices (UDAP—5 hours)’\‘\’\‘\Agenda Item #10A.11 Oct 2021Page 117 of 178 V Schooi—AgeAppropriate Practices (SAPR-5 hours) Part II is comprised of 12 hours and must be met by completing training identified in either a.or b.below. a.Successful completion of competency examinations for the following course: -Schooi—AgeProgram Quality Standards and Self-Assessment (SALT-12 hours) b.Completion of specialized school-age training,provided by a national organization or affiliates of a national organization,that requires demonstration of competencies through passage of examination(s),or completion and assessment of a Professional Resource File (portfolio of materials that demonstrate competency). -Literacy Training.All child care personnel,must complete a single course of training in early literacy and language development of children ages birth to five years.The course must be a minimum of 5-clock-hours or 0.5 Continuing Education Units (CEUs)and may be fulfilledthrough one of the following sources: \/One of the Department's web based courses:Early Literacy Birth to Three or Emergent Literacy for VPKinstructors 9.8. \’An approved literacy course.A list of approved courses can be found here i1,’EIi9?,jZ§£[§!lU:?td§f:,9fi§1dQ.9Uli‘l§3ilI5.rf':§9[5§Q:iiqf?ileii?il 911 \’One college level early literacy course (for credit or non-credit)if taken within the last five years. -Annual in-service Training.Upon completion of Part I and Part Ii introductory training requirements,child care facility personnel must complete a minimum of 10 clock-hours or 1 Continuing Education Unit (CEU)of in—servicetraining annually during the State's fiscal year which begins July 1 and ends June 30.For more information,see h,tt(igg:,{,{cc,rai,n,f)i¢ dcf.9.r::./gi9s:!4.n1.!:.nt§,/.659.1.-.i2dffil?3iZ¢?,1 -Pediatric CPR/FirstAid Training.Each child care facility must have at least one staff member onsite and during field trips with a current and valid certification in first aid training and pediatric cardiopulmonary resuscitation (CPR)procedures.CPR training may be classroom or online instruction,and must include an on—siteinstructor-based skillsassessment that is documented by a certified CPR instructor.Documentation of the online course and onslte assessment must be maintained on file at the facility. -Safe Sleep/Shaken Baby Syndrome Training.Childcare personnel who work in a facility that offers care to infants must have training regarding guidance on safe sleep practices and preventing shaken baby syndrome.One of the following courses must be completed: —— -DCF Safe Sleep Practices for ChildCare (SAFE—1 hour)QB-Early Learning Florida'sSafe Sleep Practices (SSPELFL~1 hour)Opening a Licensed Child Care Facility—~December 2019 4 Agenda Item #10A.11 Oct 2021Page 118 of 178 -Fire Extinguisher Training.All child care personnel must complete training in the use and operation ofa fire extinguisher.This training is not offered by the Department. To learn more about training requirements including online training,instructor—basedcourses,or to schedule competency exams,please visit hgttigg/,{cgr_a{in,.fl-‘gjcf.com[§lgggrt)_ents/~99,Q{l8§_:[;df Background Screening Reguirements: Any person meeting the definition of "child care personnel”is subject to background screening.This includes owners,operators,employees and volunteers working in a child care facility.Any member of the operator's family over the age of 12 when the child care facility is located in,or adjacent to,the operator's home,must be screened.Child enrichment service providers,such as dance,karate,gymnastics,tutoring etc.are also subject to screening.All individualsrequiring screening must be cleared prior to licensure, employment,volunteering or fulfilling any other role in a child care program.The screening components below will be completed as part of your application process: -Federal Bureau of Investigation (FBI)and Florida Department of Law Enforcement (FDLE). Required for all child care personnel.All electronic fingerprinting must be submitted and processed through the Background Screening Clearinghouse. a)instructions for registering as user in the Clearinghouse can be found at .l1!.tJ2.5?.PiilYYW-dcf-Stat?efle.lJ_§[£9£9é;£§!.!Il§[l2E3.l?JSE§r0Uf1d.$§I§9,lJJD19JCl0C$Z§,l,€2.§iFlI)f%,h993359itéil,H s.§_r.B§s;i_st_raIj9.z1.§,y.id.e.DCF-latif b)Guidance on initiating screenings through the Clearinghouse can be found at htt9:[[ b£§i,?.£./w.ww-dcf-stag-fl H511?[9i§[?UJ_SKb§.CkBF9U0d59£6,911HIE/f€i.9£§Z§.l!§8TlU£%h9.U.§?,..R€S.U,l'F§_.,. IMPORTANT!Ownersoroperatorsmust initiate all screenings through the Clearinghouse prior to ?ngerprinting.Failure to initiate the screening prior to fingerprinting may result in screening delays,an invalid screening,or the individual may have to be re-fingerprinted at an additional COSt. -Out of State Criminal Record Checks.Required for all child care personnel that have livedoutside of the state of Florida in the preceding five years. a)The background screening unit is able to utilize the FBIcriminalhistory results to satisfy the out-of-state criminal record check requirement for individualswhose out-of—state residency was in a state that participates in the FBINationalFingerprint File(NFF)program. A list of states participating in the National Fingerprint File (NFF)program can be found at b.t_ti2§.;/_;/‘,\»1:Az.x~4£.bLi:9.\LrL§9.tyi9e_§!_9iLsz.99.m1za.c.t.:goym;H;’ir1t9,r§t,aLe:1d.eL1U.fi9aiign:lndezsriii: national—finwgerggrint-file;_n_ff b)If the individual’sprior state of residency does not Qarticigate in the FBINational Fingerprint File(NFF)program,an out of state criminal history record must be submitted to background screening unit for review.The results may be faxed to:(850)487-6030, emailed to:bgs.outofstate.admin@myflfamilies.com or mailed to:Department of Childrenand FamiliesBackground Screening Program 1317 Winewood Boulevard, httzcszzfim/w.dci.§.tate,fl.usz.i:t9i:.ra,m;1/baslsszt9y.n.d.§9r§9.t1i.n::/docsxf?aclsiamv3£i.§cr.e.en.i_n;::CHR~AHContact—List.odf-ChildAbuse and Neglect Registry Checks.Required for all child care personnel that have livedoutsideofthestateofFloridaintheprecedingfiveyears.Nationwide abuse and neglect registryrecordrequestinformationcanbefoundatOpeningaLicensedChildCareFacllity—-December 2019 5 Agenda Item #10A.11 Oct 2021Page 119 of 178 .ht,tz2;.{£vm!.w.oi<;.f.state.fi-u$or.9s:ra.ms,/baok;;r9.unds9.reeni,.n;2/docs/‘Cleatinahou.s§,aB1:sL1i.ts....i.n§.t.ru§ .'£lQ?GUlde_.DC_E:t}§ll Sex Offender Registry Checks.Required for all child care personnel that have lived outside of the state of Florida in the preceding five years.For nationwide sex offender searches,please visit htt s:www.nso w.ov Juvenile Records Check (FDLE).Required for members of the operator's family who are 12 to 17 years of age who have direct contact with children in care or when the child care facility is located in,or adjacent to,the operator’s home.Request must be submitted online through the £91.95_g3ublic_pp_rt_al.The OR!number FL721911Zmust be used at the time of request.Complete instructions on how to request a juvenile record can be at iltiizgfzccrain,-.fi.—_d,9.i:9,!i?:/,€l99Ll.iIi¢3ii.l§/E11019-,i.:2d.f.#i»:Ell?93.1 Child Care Attestation of Good Moral Character (AGMC).Required for all child care personnel. This form can be found at hiiifjzi/,9§.[3..l,fi.:flfil9f:9[i%L»{§l9§lJ£U9,[1l$f§!Z§i_iQf Employment History Checks.Required for all child care personnel.A sample form can be viewed at b_t.te;z.f.s;.ctain=fi:sid;<9:;:£si9c,u,mentsz?x?z?.not Central Abuse Hotline Records Search (CAHRS).Required for the owner/designated representative,director and adult household members located in or adjacent to the facility.This form can be found at .f_i:ti;:_=..I;;“..c.c.r.e3..inlfi-dcf.or.e;£doc_uments!’.§1.l.Q9,5._..ladi Mandatory Abuse and Neglect Reporting Requirements Form.Required for child care personnel and adult household members located within or adjacent to facility.This form must be completed on an annual basis and can be found at h_t,.t.::2.:z’.si9c,rain...f|:dcf.oLaido_cum,o..n.t.s.:f5LS§gzdf Licensed Cagacity: The licensed capacity of a child care facility is based on indoor and outdoor square footage and other factors.The licensed capacity will be determined by the most restrictive of the following: Opening a Licensed Child Care Facility»December 2019 1.indoor square footage 2.Outdoor square footage 3.Sewer/septic capacity (as determined by EnvironmentalHealth) 4.Number of toilets/washbasins Must have a minimum of 35 square feet of usable indoor floor space for each child unless the facility was continuously licensed with no break in licensure since October 1,1992 (then 20 square feet per child). Outdoor play space is calculated at a minimum of 45 square feet per child for one half of the licensed capacity minus the children from birth to age one. An applicant seeking an Urban Child Care Facility designation,in addition to the above requirements,must: b)Consultwith the licensing staff to verify that the required outdoor play space doesnotexistorcannotbemadeavailable.Urban designation will not be granted if itisdeterminedthatoutdoorplayspaceisavailable.Agenda Item #10A.11 Oct 2021Page 120 of 178 °A child care facility with a licensedcapacity of one to fifteen children is required to have one toilet and one wash basin.The facility must have one additional toilet and wash basin for every additional 30 children. Number of Children Allowed —-Staff-to~ChildRatios: The term "staff-to-childratio”refers to the number of child care personnel that have responsibility for the direct supervision of a particular group of children in care.Staff-to-child ratios are as follows: -For infants from birth to 1 year of age,there must be 1 staff member for every 4 infants (1:4). -For children 1 year of age there must be 1 staff member for every 6 children (1:6). °For children 2 years of age there must be 1 staff member for every 11 children (1:11). ~For children3 years of age there must be 1 staff member for every 15 children (1:15). -For children4 years of age there must be 1 staff member for every 20 children (1:20). -For children 5 years of age or older,there must be 1 staff member for every 25 children (1:25). -In mixed age groups,where infants are included,1 staff member shall be responsible for no more than 4 children ofany age group. -Similarly,in mixed age groups,where children 1 year of age are included,1 staff member shall be responsible for no more than 6 childrenof any age group. -When children 2 years of age and older are in care,the staff-to-children ratio shall be based on the age group with the largest number of children within the group. Additional Considerations: As a childcare provider,you will need to consider these services.These additionalservices are not required for licensure however to meet the needs of the families in your community this may be something to consider. -Transportation ~Prior to offering transportation services,child care providers should notify the local licensing office to ensure compliance with all transportation requirements.if you choose to provide transportation you must have a driver with a valid Floridadriver's license,an annual physical examination and valid certificate(s)of course completion of First Aid and infant and Child Cardiopulmonary Resuscitation (CPR)procedures.All vehicles,including privately owned passenger vehicles that are regularly used to transport children shall be inspected annually by a mechanic,have adequate liability insurance and have appropriate child safety restraints/seat belts.Additionally,a transportation log must be correctly completed by the driver and one other staff member and be maintained.We recommend taking the Department's Transportation Safety course which provides information about licensing requirements and best practices designed to help keep children safe while passengers in child care program vehicles.To access this course,go to hJ.t1iS.;i/WWW-iT1‘z£f.l§§,mll5'35-C0"1558!7i!l.§§i:E9.%lf?TI1$Z§.l?£l.:§§1f§[and select "Training 8: Credentialing.”For more information,please refer to the Transportation Fact Sheet located at litii7<£[£§£[3,l[i:flrdCf.e.QE:i§l9.Ci4lYi§.liI.5/.7,/:Z_l§:i?df -Food Preparation —Any facility providing meals/snackswill be required to meet all food hygiene requirements as per the Child Care Facility Handbook Section 3.9. — beds may be used.Allcribs must meet regulations as outlined in Title 16,Parts 1219,1220 &1221CodeofFederalRegulations.An overview of these regulations can be viewed atUIKIEL/[WWW-§i2§.Ei§9.Yx’fP,§iE§Ei.l.§§./511334535023«iii?lfOpeningaLicensedChildCareFacility~December 2019 Agenda Item #10A.11 Oct 2021Page 121 of 178 -Night Care —Childcare provided during evening hours of6:00 p.m.to 7:00 a.m.is considered night care.Staff must remain awake during all times.Each child in care must be provided safe and sanitary bedding to be used when sleeping.Sleep bedding includes beds,cribs,or mattresses (air mattress or a foam mattress are prohibited). Application: IMPORTANT!Contact your local child care licensing office for guidance and further direction before completing an application for a license to operate a child care facility.Once all requirements are met the application process willbegin. -Complete the application which can be downloaded at h_ttJ;;g/,,fgcrain.f|; .dgi.§9m1:i2su_u1§nt;.i§Z5_4;2_df#ip.a§;§_=;l. -An application fee of $1 per child based on the licensed capacity with a minimum charge of $25 and maximum charge of $100 for both initialapplications and annual renewals. NOTE!The licensed capacity will be determined by your local child care licensing office.The amount of the application fee will be given to you. -Mailcompleted application,including fee and supporting documentation,to the localChildCare Regulation office in your area located at l1Lt12.3/K)N.W.W-dCf-5[ate-fl;SJ5;’iJI9iT§[@IIi_§1§hl.l§£§.'T§/.E9.!T}.§§§I§i5D£[‘fl.l Processin the A llcation: Once your application is ready to be processed it will be assigned to a licensing counselor for review,if one has not been previously assigned. -if the application is incomplete,it will be returned to you within 30 days.The returned application will contain a cover letter detailing the remaining information/correctionsneeded prior to resubmission. -if the application is complete,a pre-licensure inspection will be conducted on your facility.It is expected that your facility will meet all licensure requirements at that time.Should you fail to achieve compliance in any area,technical assistancewill be provided and additional direction given.The inspection process will be repeated once you are ready to try again.Please note,you will not be approved for a license until all noncompliant issues are resolved. -Once a complete application is received it willbe processed within 90 days.You willreceive a Child Care Facility license to operate once your application is approved and all licensing requirements are met.If you are denied,you will receive a letter advising you of the reason for the denial and providing you with additional information on your right to appeal. i Upon licensure: Once your license is approved you can expect the following: -You will be licensed for a period of 1 year. 'During the licensure year you will receive a minimum of 3 onsite inspections. -No later than 90 days prior to your license expiration,you will be notified that your license will soon expire.A completed application for renewal must be submitted to the licensing office no later than 45 Days prior to your license expiration date.* *Reminder:Pursuant to 65C-22.001(1)(d),F.A.C.,failure to submit a completed application for renewalofanannuallicenseatleast45dayspriortotheexpirationdateofthecurrentlicenseconstitutesalicensingviolation.Opening a Licensed Child Care Facility -December2019 Agenda Item #10A.11 Oct 2021Page 122 of 178 QdditionalInformation: if you have further questions or require additional information,please contact the local Child Care Regulation office in your area at igfctiggf/iwww.dc?stage,fl.us[gr9_g:ramsfghiidcaref5:on,;gigts.shtmi Opening a Licensed Child Care Faciiity—December 2019 9 Agenda Item #10A.11 Oct 2021Page 123 of 178 DCF School Children Training Reqmretmenfs RECREATION&SPECIALEVENTS DIRECTOR:TIMMYJOHNSON Agenda Item #10A.11 Oct 2021Page 124 of 178 40 —Hour Training Requirement 40-hour training for child care personnel working in facilities serving only school—age children is required.This requirement can be met by completing the following courses: Online Courses in Child Care Facility Rules and Regulations (RNRF —6 hours) Health Safety ond Nutrition (HSAN ~8) Identifying and Reporting Child Abuse and Neglect (CAAN —4 hours] Understanding Developmentally Appropriate Practice (UDAP —5 hours) School Age—Appropriate Practices (SAPR —5 hours) Virtual Courses LI»Achieving and Maintaining Quality in Afterschool Programs for Child Care Professionals (AMAP e l2 hours] (or) Child Growth and Development lCGDR6 hours) Behavioral Observation and Screening (BOSR — éhoursl Agenda Item #10A.11 Oct 2021Page 125 of 178 Fees and Timeline >Staff can create an account and register for the classes when available (per semester). >Classes are virtual and online. >Cost is $10 -$35 for each class. >Once the 40-hour training is completed,DCF requires staff to complete CEU’s (Continuing Education Units)annually. >Total cost of training is approximately $1,000 for 5 staff members. >Timeline would be 3-8 months.Agenda Item #10A.11 Oct 2021Page 126 of 178 Licensing Centers >DCF does not require 0 license for the City of Jacksonville's Community Centers. >Additional information will be provided. >The cost of licensing the centers will depend on how soon we can expcnnd the facilities.Acquiring ca license would mean expanding the restrooms and building to accommodate the current children, >Licensing requirements include: >A ratio of 1 staff member for every 25 children. >Minimum of 35 square feet of usable indoor floor Space. D 1 toilet for every l5 kids Agenda Item #10A.11 Oct 2021Page 127 of 178 Page 128 of 178 CITY OF ATLANTIC BEACH CITY (ICDIVIIVIISSICDIV IVIEETING STAFF REPORT AGENDA ITEIVI:Property to be Declared Surplus SUBNIITTED BY:Melissa Burns,Director of‘Finance ?z{;L TOl)AY’S DAT <.:Septeinbcr 29,2021 IVIEETING DATE:October I 1,2021 Over time,the City accurnulales various properlies that lose th ei r useful ness dueBACKGROUND: to deterioration OI’obsolescence.There are two such ilcins on listwhichhave been deerned truly of no use to the City as they were either [I01 and/or are no longer eosi.efreeiive to repair. BUDGET:None RECOMMENDATION:Declare this list ofproperly as Sllrpllls.Both of these itenvs will b e usedastrade ins to reduce cost on new vehicles. ATTACHl\/[ENT(S):None REVIEWED BY CITY IVIANAGER:L _Agenda Item #10B.11 Oct 2021Page 129 of 178 CITY OF ATLANTIC BEACH SURPLUS PROPERTY LIST AS OF OCTOBER 11,2021 DEPARTMENT DESCRIPTION SERIAUVIN #FLEET #FA # 2008 Ford F-250 3/4 Ton PiCk—UETruck 1FTNF2058ED12720 P-50 00001935 New Holland LB75 4 Wheel Drive Backhoe/Loader 31029947 M-20 00001034 Agenda Item #10B.11 Oct 2021Page 130 of 178 CITY OF ATLANTIC BEACH CITY CO1\’Il\/IISSION STAFF REPORT AGENDA lTEI\/I:A report,comparing buildings in Atlantic Beach with a Seaside—type struc turalfailure. TCDAV'S DATE:September 28,2021 NHEETING DATE:October 11,2021 SUBlVll‘l'I'ED av:Dan Arlington,Building ofricial.V*°( SUIVIIVIARY:This report considers eight buildings in Atlantic Beach and possible issuesthat could lead to structural failure.The Ivliarni Dade Ordinance and inspection forms are included.I anti ipate the State passing legisl ation,similar to the Ordinance,in 2022. REC(3lVllVIEl\lDATI()I\I: This report is informational,only.No action is requested. BUDGET:This report does not affect the budget. A1TACHlVlENTS:1.One PowerPoint presentation. 2.Ivliarni Dade Ordinance and documents for recertifying buildings in existence for 40 years or longer. CITY I\/IANAGER:Agenda Item #10C.11 Oct 2021Page 131 of 178 PIIAMEDAD3 IVI NIIVIUIVI NSPECT ON PROC DEPARTMENT OFREGULAT ORYANDECONOMICRESOU RCES URAL GU DELINES OR BUILDING E ECTR CA RECERT F CAT ON INSPECTION COMIIIIENCED INSPECTION MADE BY: Date:SIGNATURE: INSPECTION COMPLETED PRINT NAME: Date:TITLE: ADDRESS: DESCRIPTION OF STRUCTURE a.Name on Title: b.Street Address: c.Leggfbescripzion: d.owners Name: a.owners Mailing Address: r.Folio Number of Property on which Building is Located: 9.Building Code Occupancy Classificslion. h.Present Use: i.General Description.Type of Construction,Size,Number of Stories.and Additional Cornrnerlts Special Features Agenda Item #10C.11 Oct 2021Page 132 of 178 MINIMUMGUIDELINES AND INFORMATION FOR RECERTIFICATION OF ELECTRICAL SYSTEMS OF FORTY (40)YEAR STRUCTURES 1.EqLECTRlCSERVICEV;— 1.Size:Amperage ()Fuses ()Breakers () 2.Phase:Three Phase ()Single Phase () 3.Condition:Good ()Fair ()Needs Repair () 2,METERANDELECTRICROOM i 1.C|earances:Good ()Fair ()Requires Correction () 3}GUTTERSI C P Location:Go od ()Requires Repair () Taps and Fill:Good ()Requires Repair () Comments:Agenda Item #10C.11 Oct 2021Page 133 of 178 4i.iELiECTRlCALPANELS P Location:Good ()Needs Repair () 1.Panel #() MW M W ”WEZ;IW7WWT]2;;}";;iT”TW7WWWM 1 2.Panel #() Good (7 Needs Repair (mm)mm ?E2E;;?”WT”W”*”WW”PWWWWW“”“PPWM”PW”W” u Good ()Needs Repair () 4.Panel #(T M W Gdod?(“)Needs Repair () H E 5.Panel #() W Good ()Needs Repair (MM ) Comments: 5.BRANCHlcmcurrs: 1.Identified:Yes ()Must be identified () x; 2.Conductors:Good (Deteriorated ()Must be replaced ()Agenda Item #10C.11 Oct 2021Page 134 of 178 6.GROUNDiNGsERvicE:_f L Good )Repairs Required () Comments: :7.GROUMNDINGLRVOVFEQUMIPMENTR: Repairs Required Repairs Required () 9.SERVICE CONDUCTORANDCABLES:R Good )Repairs Required ()Agenda Item #10C.11 Oct 2021Page 135 of 178 1ogTYPEsOFWIRINGMETHODS: V Conduit Raceways:Good ()Repairs Required () Conduit PVC:Good ()Repairs Required () NM Cable:Good ()Repairs Required () BX Cable:Good ()Repairs Required () 11.i iFiEEDEiRCONDUCTORSR: Good ()Repairs Required () Comments: :12.EMERGENCYLIGHTING: Good ()Repairs Required () Good ()Repairs Required ()Agenda Item #10C.11 Oct 2021Page 136 of 178 E14.FIREALARMSYSTEM: Good ()Repairs Required () Comments: TWWW”wwww wwmwiw 15;SMOKEiDRE?TECTORS:iE Good ()Repairs Required () Good ()Repairs Required () .17.EMERGENCYGENERATOR: Good ()Repairs Required ()Agenda Item #10C.11 Oct 2021Page 137 of 178 18.WIRINGINoPENORUNDERCOVER,PARKINGGARAGEAREAS:A 5 A Require Additional Go od ()Repairs Required () F19.OPEN OR uNDERcovERPARKINGGARAGEAREASANDEGRESSILLuMINATioN:j; Require Additional Go od ()Repairs Required () Comments Go od ()Repairs Required () Go od ()Repairs Required () Comments:Agenda Item #10C.11 Oct 2021Page 138 of 178 22,LADDITILONALCOMMENTS: L.._.M.....f\}.4‘ §_“ “ "j \j¢ T._._-..._..__m..~..,._.«.. ....-_.W_........____....~..M.~._.~...______.......~......_....._.__._.___m__M.._.AW..m__..._.._._.__-___ SD:rs:vc:mb:js:jg:rtc1:10I12I2015:40yrtrackingsystem Agenda Item #10C.11 Oct 2021Page 139 of 178 Sec.8-11.—Existing buildings. (a)The requirements contained in the Florida Building Code,covering the maintenance of buildings,shall apply to all buildings and/or structures now existing or hereafter erected.All buildings and/or structures and all parts thereof shall be maintained in a safe condition,and all devices or safeguards that are required by the Florida Building Code shall be maintained in good working order.Electrical wiring, apparatus and equipment,and installations for light heat or power and low voltage systems as are required and/or regulated by the Building Code,now existing or hereinafter installed,shall be maintained in a safe condition and all devices and safeguards maintained in good working order. (b)This subsection shall not be construed as permitting the removal or non-maintenance of any existing devices or safeguards unless authorized by the Building Official. (c)Certificate of inspection for boilers and pressure vessels:A Certificate of inspection shall be requested from and issued by the Building Official.Certificate of inspection shall be the authorization to operate such equipment for a limited period as set forth herein: (1)A Certificate of inspection for a high—pressure boiler shall be for a period of not more than 6 months. (2)A Certificate of inspection for a low—pressure boiler shall be for a period of not more than 12 months.A Certificate of inspection is required if any of the following criteria is met or exceeded: A heat input capacity of 200,000 BTU/h (58.6 kW);a water temperature of 200°F (93°C);a nominal water capacity of 120 gallons (454 I). (3)A Certificate of inspection for an unfired pressure vessel (operating at pressures in excess of 60 PSI and having a volume of more than 5 cubic feet)shall be for a period of not more than 12 months. (4)A Certificate of Inspection may,at the discretion of the Building Official,be for a shorter period or such certificate may be rescinded and tests be ordered at any time when in the opinion of the Building Official,a condition exists making such retesting or reinspection desirable in the interest of safety. (5)A Certificate of inspection shall be posted in a conspicuous location to the operator. Exception:Boilers requiring inspections and certification by the State of Florida Fire Marshal‘s Office, Boiler Safety Program. (f)Recen‘i?cation of buildings and components: (i)For the purpose of this Subsection,recertification shall be construed to mean the requirement for specific inspection of existing buildings and structures and furnishing the Building Official with a written report of such inspection as prescribed herein. (1)inspection procedures shall conform,in general,with the minimum inspection procedural guidelines as issued by the Board of Rules and Appeals. (2)Such inspection shall be for the purpose of determining the general structural condition of the building or structure to the extent reasonably possible of any part,material or assembly of a building or structure which affects the safety of such building or structure and/or which (ii)(1)All buildings,except single-family residences,duplexes and minor structures as definedbelow,shall be recertified in the manner described below where such buildings or structureshavebeeninexistenceforforty(40)years or longer,as determined by the Building Official,who shall at such time issue a Notice of Required Inspection to the building owner.(2)Subsequent recertification shall be required at ten (10)years interval.Agenda Item #10C.11 Oct 2021Page 140 of 178 (Q)(1) (2) (3)in the event a building is determined to be structurally and electrically safe under the conditions set forth herein,and such building or structure is less than forty (40)years of age, recertification shall not be required for a minimum of ten (10)years from that time,or age forty (40),whichever is the longer period of time. Minor buildings or structures shall,for the purpose of this subsection,be buildings or structures in any occupancy group having an occupant load of ten (10)or less,as determined by Table 1003.1 (FBC)Minimum Occupant Load of the Florida Building Code and having a gross area of 2,000 sq.ft.or less. (1)The owner of a building or structure subject to recertification shall furnish,or cause to be furnished,within ninety (90)days of Notice of Required Inspection,a written report to the Building Official,prepared by a Professional Engineer or Architect registered in the State of Florida,certifying that each such building or structure is structurally and electrically safe,or has been made structurally and electrically safe for the specified use for continued occupancy,in conformity with the minimum inspection procedural guidelines as issued by the Board of Rules and Appeals. (2)Such written report shall bear the impressed seal and signature of the responsible Engineer or Architect who has performed the inspection. (3)Such Engineer or Architect shall undertake such assignments only where qualified by training and experience in the specific technical field involved in the inspection and report. (4)Such report shall indicate the manner and type of inspection forming the basis for the report and description of any matters identified as requiring remedial action. (5)In the event that repairs or modifications are found to be necessary resulting from the recertification inspection,the owner shall have a total of 150 days from the date of Notice of Required inspection in which to complete indicated repairs or modifications which shall be executed in conformance with all applicable Sections of the Building Code. When installed on threshold buildings,structural glazing systems,shall be inspected by the owner at 6 months intervals for the first year after completion of the installation.The purpose of the inspection shall be to determine the structural condition and adhesive capacity of the silicone sealant.Subsequent inspections shall be performed at least once every 5 years at regular intervals for structurally glazed curtain wall systems installed on threshold buildings. An existing building under Chapter 34 of the Florida Building Code includes any building or structure built with proper permits and completed with all mandatory inspections and for which a Certificate of Completion or Occupancy has been issued and any building or structure,including any part thereof as well as any addition or repair,built without proper permits in which the work performed commenced prior to March 1,2002 or permits obtained under the South Florida Building Code which expired without Certificates of Completion or Occupancy having been issued. A Certificate of Completion or Occupancy for any existing building built without proper permits or permits which expired may be obtained by applying to the Building Official and fulfilling the following conditions: (a)The owner shall furnish a set of as-built plans of the building or structure; a Florida registered engineer or architect and attesting that to the best of his or herknowledge,belief and professional judgment and based on his or her inspection of thestructure,the structure:(1)is structurally sound;and(2)Satisfies the requirements of the Code in effect at the time the work was commenced,indicating the date the work on the structure was commenced from the best availablerecordsandtherequirementsoftheCodeineffectonthatdate;and E’Agenda Item #10C.11 Oct 2021Page 141 of 178 (3)Complies with all requirements of the current code identified in Section 8—11(g)(2)(c) below;and (4)Complies with the permit application and any plans approved by the Building Official, if applicable. (c)The owner shall comply with the following life-safety requirements of the current Building Code; (1)Means of egress or escape. (2)Requirement of shutters. (3)Residential single station smoke detectors —installed in accordance with NFPA (1999 edition). (4)Requirement for ground fault interruptors. (5)Requirement for full size pressure and temperature relief valve lines on all water heaters. (6)Handicapped access requirements. (7)All gas piping systems shall be bonded to ground (8)Handrails shall be inspected and replaced,if necessary,in full compliance with requirements of the current Building Code. (3)The as-built certificate shall contain a narrative description of the methodology utilized to make the determination set forth in the as-built certificate.In issuing the Certificate of Completion or Occupancy,the Building Official shall be entitled to rely on the accuracy of the as-built certificate. (4)Prior to issuing the Certificate of Completion or Occupancy,the Building Official shall conduct an inspection to determine,to the best of his or her ability given the nature of the construction: (a)That the plans submitted reflect the present state of the structure;and (b)That the construction complies with the Building Code in effect at the time the work was commenced;and (c)That the structure complies with all requirements of the current Building Code identified in Section 8-11(g)(2)(c)above;and (d)That the as-built certificate represents accurately the condition of the structure. (5)Notwithstanding the provisions of this Section,the Building Official may at all times continue enforcement of the Code through any authorized means including issuance of a Notice of Violation,recording of the same,commencement of a base before the Unsafe Structures Board and/or the issuance of a civil violation notice.This section shall not be construed or serve as a defense against any enforcement action brought by the Building Official based on the current requirements of the Code. (6)The Building Official shall establish a fee for processing applications and to conduct any testing done pursuant to this section fee which would have been applicable on the date upon which construction is demonstrated to havecommenced.No refunds of impact fees paid prior to the effective date of this ordinance shall beallowed.(O1‘d.N0.01-112,§1,7-10-01;O1‘d.No.02-44,§1,3-26-02;O1‘d.N0.05-31,§1,2-1-05;Ord.No.09-59,§1,6-30-09)Agenda Item #10C.11 Oct 2021Page 142 of 178 Mlami.oade county nepartrnsnt of Regulatory and E co no m ic Resources Bi in g &collectionunit 11505 S VV.26th Sk ree l (Coral\IVay),Room149 M I A M I. FLORID A 3317542474 r 73 6 315 723 74 Fms315.2952 rnlarnidadegov NOTICE OF REQUIRED RECERTIFICATION OF 40 YEAR OLD BUILDING(S)_ Date Owner Narne Owner Care Of Owner Address Owner City.State‘Zip Code Re:Folio No. case No.Fvear Property Address:,Bldg.No ..Sq.l=t.: Dear P rope?y Owner: The Miarni»Dade county Depslrtment of Regulatory and Economic Resources has received not cati on fromtheProperty Appraisers ortice that the building on the property located at .Bldg,No: 4 isforty(40)years old or older, under section s—1 1(r)of the Miami-Dada county code,the owner of a building which has been in e x i s t e n c e forforty(40) years or longer is required to have the building inspected for the purpose of determining the general conditionof the building and the general condition or its electrical systems.in accordance with section 5-11(r).youmustsubmita written Recertifical n Report to the Building Official,prepared by a Florida registered professional orarchitect-. certifying each bu ing or structure is structurally and electrically safe for the specified use for continued occupa ncy. Each page of the electrical and structural report must be signed and sealed by the engineer or architect.i n addi tion. ifthereis more than one building on the property.please submit a site plan or copy of a survey showing th e locationofeach building,The building which is the subject of the 40—Year Receniiicalion repon must be clearly identii ied onthesiteplan or survey submitted. Enclosed is a copy of section 8—1‘I(f)of the Miarni»Dade county Code,The Recommended irnuminspection Procedural Guidelines for Building Recertirication to be utilized by your architect or engineer are onlineatthe following links:hltp://www.n1iamidade.gav/pernlits/llbrary/structurabrecertiIication.pdf and http://M/ww.n1iarnidade.goV/perrnits/library/electricahrecertification.pd£The forms which a r e inPDF(Portable Document Format)can be filled out by your architect or engineer and then printed.If you prefer.canobtainahard copy or the forms by contacting our office at (785)31 55-2374. You are required to subrnil the completed Recertiflcalion Report within ninety (90)days from the dateofthisnotice. Please mail the report with the required fee of ($403.12),in a Check made payable to IVIian1‘l-Dede to: Miami-Dade County Bu Iding official Miarni—Dade county Depa rnent of Reg atory and Economic Resources Attention:B g 8.collection unit supervisor 11305 s.w.26th street,Room 145 Miami,Florida 33175-2474 Agenda Item #10C.11 Oct 2021Page 143 of 178 Please note that single family homes,duplexes and all other buildings with an occupant load of ten (10)or less and two thousand (2,000)square feet or less in area are exempt from recertification requirements.Non-residential farm buildings on farms are also exempt from recertification requirements.If the building which is the subject of this notice is exempt for any of the above reasons,the building is not forty (40)years old or older or the building has been demolished,please notify this office and submit any available documentation.If you are claiming an exemption for an existing building,please submit dated pictures showing the front and rear of the building. Failure to submit the required Recertification Report will result in the issuance of a Civil Violation Notice or ticket without further notice to you and referral of this matter to the Unsafe Structures Unit for the initiation of condemnation proceedings.You may be liable for payment of a maximum fine of $10,510.00;and,in addition,must pay all enforcement costs incurred by the department once unsafe structures enforcement proceedings are commenced.Further,upon issuance of an unsafe structures Notice of Violation,the building must be vacated and you may ultimately have to demolish the building. Included with this package is a copy of Chapter 8C of the Code of Miami—DadeCounty relating to parking lot illumination and guardrails.In accordance with Sections 8C—2and 8C—3,the minimum prescribed standards for parking lot illumination and guardrails contained in Sections 8C—3and 8C—6were made retroactive upon adoption.As part of your submission for the 40 Year Recertification,you are required to submit the enclosed documents certifying compliance with the parking lot illumination standards and guardrail requirements signed and sealed by your architect or professional engineer. For further information,please contact the Billingand Collection Unit Supervisor at (786)315-2517 or (786)315-2374. Thank you for your cooperation in this matter. Sincerely, Jaime D.Gascon,P.E. Building Official 40yrintranetsystem Enclosures *Both architects and engineers must have proven quaii?cations by training and experience in the speci?c technical ?eld covered in the inspection report (structural or electrical)as per Section 8-11(f)of the Code of Miami—DadeCounty.Agenda Item #10C.11 Oct 2021Page 144 of 178 CERTIFICATION OF COMPLIANCE WITH PARKING LOT ILLUMINATION STANDARDS IN CHAPTER 8C—3OF THE CODE OF MIAMI-DADECOUNTY DATE: Case No.FYear Property __ Address:,Bldg.No.._,Sq.Ft.. Folio Number:-——--—: Building Description: ‘I.I am a Florida registered professional engineer or architect with an active license. 2.On ,20 ,at AM/PM,I measured the level of illumination in the parking |ot(s)serving the above referenced building. 3.Maximum foot candle Minimum foot candle Maximum to Minimum Ratio :,foot candle 4-The level of illumination provided in the parking lot meets does not meet the minimum standards for the occupancy classification of the building as established in Section 8C—3of the Code of Miami-Dade County. Signature and Seal of Professional Print Name Engineer or Architect Agenda Item #10C.11 Oct 2021Page 145 of 178 CERTIFICATION OF COMPLIANCE WITH PARKING LOT GUARDIU-\|LS REQUIREMENTS IN CHAPTER 8C OF THE CODE OF MIAMI-DADE COUNTY DATE: Re:Case No.FYear Property Address:,Bldg.No.:_,Sq.Ft.: Building Description: i am a Florida registered professional engineer or architect with an active license.On ,20___,I inspected the parking lots servicing the above referenced building for compliance with Section 8C—6and determined the following (check only one): The parking lot(s)is not adjacent to or abutting a canal,lake or other body of water. The parking lot(s)is adjacent to or abutting a canal,lake or other body of water and parked vehicles are protected by a guardrail that complies with Section 8C—6of the Miami- Dade County Code. The parking lot(s)is adjacent to or abutting a canal,lake or other body of water and parked vehicles are not protected by a guardrail that complies with Section 8C-6 of the Miami—DadeCounty Code.I have advised the property owner that he/she must obtain a permit for the installation of the guardrail and obtain all required inspection approvals to avoid enforcement action. Signature and Seal of Architect or Engineer (Print Name)Agenda Item #10C.11 Oct 2021Page 146 of 178 GENERAL CONSIDERATIONS SCOPE OF STRUCTURAL INSPECTION The fundamental purpose of the required inspection and report is to confirm in reasonable fashion that the building or structure under consideration is safe for continued use under the present occupancy.As implied by the title of this document,this is a recommended procedure,and under no circumstances are these minimum recommendations intended to supplant proper professional judgment. Such inspection shall be for the purpose of determining the general structural condition of the building or structure to the extent reasonably possible of any part,material or assembly ofa building or structure which affects the safety of such building or structure and/or which supports any dead or designed live load,and the general condition of its electrical systems pursuant to the Building Code. In general,unless there is obvious overloading,or significant deterioration of important structure elements there is little need to verify the original design.It is obvious that this has been “time tested’if still offering satisfactory performance.Rather,it is of importance that the effects of time with respect to deterioration of the original construction materials be evaluated.It will rarely be possible to visually examine all concealed construction,nor should such be generally necessary.However,a sufficient number of typical structure members should be examined to permit reasonable conclusions to be drawn. Visual Examination will,in most cases,be considered adequate when executed systematically.The visual examination must be conducted throughout all habitable and non—habitable areas of the building,as deemed necessary by the inspecting professional to establish compliance.Surface imperfections such as cracks,distortion,sagging,excessive deflections,significant misalignment,signs of leakage,and peeling of finishes should be viewed critically as indications of possible difficulty. Testing Procedures and quantitative analysis will not generally be required for five (5)structural members or systems except for such cases where visual examination has revealed such need,or where apparent loading conditions may be critical. Manual Procedures such as chipping small areas of concrete and surface finishes for closer examinations are encouraged in preference to sampling and/or testing where visual examination alone is deemed insufficient.Generally,unfinished areas of buildings such as utility spaces,maintenance areas,stainrvells and elevator shafts should be utilized for such purposes.in some cases,to be held to a minimum,ceilings or other construction finishes may have to be opened for selective examination of critical structural elements.in that event,such locations should be carefully located to be least disruptive most easily repaired,and held to a minimum.In an event,a sufficient number of structural members must be examined to afford reasonable assurance that such are representative of the total structure. Evaluating an existing structure for the effect of time,must take into account two,basic considerations; movement of structural components with respect to each other,and deterioration of materials. With respect to the former,volume change considerations,principally from ambient temperature changes,and possible long time deflections,are likely to be most significant.Foundation movements will frequentlybeofimportance,usually settlement,although upward movement due to expansive soils actually mayoccur.However,it is infrequent in this area.Older buildings on spread footings may exhibit continual,evenrecentsettlementsiffoundedondeepunconsolidatedfinegrainedorcohesivesoilsorfromsubterraneouslossesormovementsfromseveralpossiblecauses.Agenda Item #10C.11 Oct 2021Page 147 of 178 With very little qualification,such as rather rare chemically reactive conditions,deterioration of building materials can only occur in the presence of moisture,largely to metals and their natural tendency to return to the oxide state in the corrosive process. in this marine climate,highly aggressive conditions exist year round.For most of the year,outside relative humidity may frequently be about 90 or 95%,while within air—conditioned buildings,relative humidity will normally be about 35 to 60%.Under these conditions moisture vapor pressures ranging from about 1/3 to 1/2 pounds per square inch will exist much of the time.Moisture vapor willmigrate to lower pressure areas. Common building materials such as stucco,masonry and even concrete,are permeable even with these slight pressures.Since most of our local construction does not use vapor barriers,condensation will take place within the enclosed walls of the building.As a result,deterioration is most likely adjacent to exterior walls,or wherever else moisture or direct leakage has been permitted to penetrate the building shell. Structural deterioration will always require repair.The type of repair,however,will depend on the importance of the member in the structural system and degree of deterioration.Cosmetic type repairs may suffice in certain non—sensitivemembers such as tie beams and columns,provided that the remaining sound material is sufficient for the required function.For members carrying assigned gravity or other loads, cosmetic type repairs will only be permitted if it can be demonstrated by rational analysis that the remaining material,if protected from further deterioration can still perform its assigned function at acceptable stress levels.Failing that,adequate repairs or reinforcement will be considered mandatory. Written Reports shall be required attesting to each required inspection.Each such report shall note the location of the structure,description of type of construction,and general magnitude of the structure,the existence of drawings and location thereof,history of the structure to the extent reasonably known,and description of the type and manner of the inspection,noting problem areas and recommending repairs,if required to maintain structural integrity. EVALUATION Each report shall include a statement to the effect that the building is structurally safe,unsafe,safe with qualifications,or has been deemed safe by restrictive interpretation of such statements.it is suggested that each report also include the following information indicating the actual scope of the report and limits of liability.This paragraph may be used: “As a routine matter,in order to avoid possible misunderstanding,nothing in this report should be construed directly or indirectly as a guarantee for any portion of the structure.To the best of my knowledge and ability, this report represents and accurate appraisal of the present condition of the building based upon careful evaluation of observed conditions,to the extent reasonably possible.” FOUNDATION: significantloadpressures were completely uniform,settlements would probably be uniform and of little practicalconsequence.in the real world,however,neither is likely.Significant deviations from either of these twoidealismarelikelytoresultinunequalverticalmovements.Agenda Item #10C.11 Oct 2021Page 148 of 178 Monolithic masonry,generally incapable of accepting such movements will crack.Such cracks are most likely to occur at corners,and large openings.Since,in most cases,differential shears are involved,cracks willtypically be diagonal. Small movements,in themselves,are most likely to be structurally important only if long term leakage through fine cracks may have resulted in deterioration.In the event of large movements,continuous structural elements such as floor and roof systems must be evaluated for possible fracture or loss of bearing. Pile foundations are,in general,less likely to exhibit such difficulties.Where such does occur,special investigation will be required. ROOFING SYSTEMS: Sloping roofs,usually having clay or cement tiles,are of concern in the event that the covered membrane may have deteriorated,or that the tiles may have become loose.Large deflections,if merely resulting from deteriorated rafters or joists will be of greater importance.Valley Flashing,and Base Flashing at roof penetration will also be matters of concern. Flat roofs with built up membrane roofs will be similarly critical with respect to deflection considerations. Additionally,since the will generally be approaching expected life limits at the age when building recertification is required,careful examination is important.Blisters,wrinkling,alligatoring,and loss of gravel are usually signs of difficulty.Punctures or loss of adhesion of base flashing,coupled with loose counterflashing will also signify possible problems.Wind blown gravel,if excessive,and the possibility of other debris,may result in pounding,which if permitted,may become critical. MASONRY BEARING WALLS Random cracking,or if discernible,definitive patterns of cracking,will of course,be of interest.Bulging, sagging,or other signs of misalignment may also indicate related problems in other structural elements. Masonry walls where commonly constructed of either concrete masonry remits or scored clay tile,may have been constructed with either reinforced concrete columns tie beams,or lintels. Steel bar joists are,of course,sensitive to corrosion.Most critical locations will be web member welds, especially near supports,where shear stresses are high possible failure may be sudden,and without warning. Cold formed steel joists,usually of relatively light gage steel,are likely to be critically sensitive to corrosion, and are highly dependent upon at least normal lateral support to carry designed loads.Bridging and the floor or roof system itself,if in good condition,will serve the purpose. Wood joists and rafters are most often in difficult from “dry rot",or the presence of termites.The former (a misnomer)is most often prevalent in the presence of sustained moisture or lack of adequate ventilation.A member may usually be deemed in acceptable condition if a sharp pointed tool will penetrate no more than about one eight of an inch under moderate hand pressure.Sagging floors will most often indicate problem supporting bulb tees against uplift may also be of importance,with significant deterioration.Floor and roofsystemsofcaseinplaceconcretewithselfcenteringreinforcing,such as paper backed mesh and rib-lath,may be critical with respect to corrosion of the unprotected reinforcing.Loss of uplift anchorage on roofdeckswillalsobeimportantifsignificantdeteriorationhastakenplace,in the event that dead loads areotherwiseinadequateforthatpurpose.Agenda Item #10C.11 Oct 2021Page 149 of 178 STEEL FRAMING SYSTEM Corrosion,obviously enough,will be the determining factor in the deterioration of structural steel.Most likely suspect areas will be fasteners,welds,and the interface area where bearings are embedded in masonry. Column bases may often be suspect in areas where flooding has been experienced,especially if salt water has been involved. Thin cracks usually indicate only minor corrosion,requiring minor patching.Extensive spalling may indicate a much more serious condition requiring further investigation. Of most probable importance will be the vertical and horizontal cracks where masonry units abut tie columns,or other frame elements such as floor slabs.Of interest here is the observation that although the raw materials of which these masonry materials are made may have much the same mechanical properties as the reinforced concrete framing,their actual behavior in the structure,however,is likely to differ with respect to volume change resulting from moisture content,and variations in ambient thermal conditions. Moisture vapor penetration,sometimes abetted by salt laden aggregate and corroding rebars,will usually be the most common cause of deterioration.Tie columns are rarely structurally sensitive,and a fair amount of deterioration may be tolerated before structural impairment becomes important.Usually,if rebar loss is such that the remaining steel area is still about 0.0075 of the concrete area,structural repair will not be necessary.Cosmetic type repair involving cleaning,and patching to effectively seal the member,may often suffice.A similar approach may not be unreasonable for tie beams,provided they are not also serving as lintels.In that event,a rudimentary analysis of load capability using the remaining actual rebar area,may be required. FLOOR AND ROOF SYSTEMS Cast in place reinforced concrete slabs and/or beams and joists may often show problem due to corroding rebars resulting from cracks or merely inadequate protecting cover of concrete.Patching procedures will usually suffice where such damage has not been extensive.Where corrosion and spalling has been extensive in structurally critical areas,competent analysis with respect to remaining structural capacity, relative to actual supported loads,will be necessary.Type and extent or repair will be dependent upon the results of such investigation. Precast members may present similar deterioration conditions.End support conditions may be important. Adequacy of bearing,indications of end shear problems,and restraint conditions are important,and should be evaluated in at least a few typical locations. CONCRETE FRAMING SYSTEMS will,in most cases similarly to related to rebar corrosion possibly abetted by the may contribute adversely to the rate of deterioration.Columns are frequently most suspect.Extensivehoneycombismostprevalentatthebaseofcolumns,where fresh concrete was permitted to segregate,dropping into form boxes.This type of problem has been known to be compounded in areas where floodinghasoccurred,especially involving salt water.in spall areas,chipping away a few small loose samples of concrete may be very revealing.Especially,since loose material will have to be removed even for cosmetic type repairs,anyway.Fairly reliable Agenda Item #10C.11 Oct 2021Page 150 of 178 quantitative conclusions may be drawn with respect to the quality of the concrete.Even though our cement and local aggregate are essentially derived from the same sources,cement will have a characteristically dark grayish brown color in contrast to the almost white aggregate.A typically white,almost alabaster like coloration will usually indicate reasonably good overall strength.The original gradation of aggregate can be seen through a magnifying glass.Depending upon the structural importance ofthe specific location,this type of examination may obviate the need for further testing if a value of 2000 psi to 2500 psi is sufficient for required strength,in the event that visual inspection indicates good quality for the factors mentioned. WINDOWS Window condition is of considerable importance with respect to two considerations.Continued leakage may have resulted in other adjacent damage and deteriorating anchorage may result in loss of the entire unit in the event of severe wind storms short of hurricane velocity.Perimeter sealant,glazing,seals,and latches should be examined with a view toward deterioration of materials and anchorage of units for inward as well as outward (section)pressures,most importantly in high buildings. WOOD FRAMING Older wood framed structures,especially of the industrial type,are of concern in that long term deflections may have opened important joints,even in the absence of deterioration.Corrosion of ferrous fasteners will in most cases be obvious enough.Dry rot must be considered suspect in all sealed areas where ventilation has been inhibited,and at bearings and at fasteners.Here too,penetration with a pointed tool greaterthan about one eight inch with moderate hand pressure,will indicate the possibility of further difficulty. LOADING It is of importance to note that even in the absence of any observable deterioration,loading conditions must be viewed with caution.Recognizing that there will generally be no need to verify the original design,since it will have already been “time tested”,this premise has validity only if loading patterns and conditions remain unchanged.Any material change in type and/or magnitude or loading in older buildings should be viewed as sufficient jurisdiction to examine load carrying capability of the affected structural system. SCOPE OF ELECTRICAL INSPECTION The purpose of the required inspection and report is to confirm with reasonable fashion that the building or a recommendation procedure,and under no circumstances are these minimum recommendations intendedtosupplantproperprofessionaljudgement.Agenda Item #10C.11 Oct 2021Page 151 of 178 ELECTRIC SERVICE A description of the type of service supplying the building or structure must be provided,stating the size of amperage,ifthree (3)phase or single (1)phase,and ifthe system is protected by fuses or breakers.Proper grounding of the service should also be in good standing.The meter and electric rooms should have sufficient clearance for equipment and for the serviceman to perform both work and inspections.Gutters and electrical panels should all be in good condition throughout the entire building or structure. BRANCH CIRCUITS Branch circuits in the building must all be identified and an evaluation of the conductors must be performed. There should also exist proper grounding for equipment used in the building,such as an emergency generator,or elevator motor. CONDUIT RACEWAYS All types of wiring methods present in the building must be detailed and individually inspected.The evaluation of each type of conduit and cable,if applicable,must be done individually.The conduits in the building should be free from erosion,and checked for considerable dents in the conduits that may be prone to cause a short.The conductors and cables in these conduits should be chafe free,and their currents not over the rated amount. EMERGENCY LIGHTING Exit signs lighting and emergency lighting,along with a functional fire alarm system must all be in good working condition. BORA Approved —Revised September 17,2015/RER-10/13/2015 Agenda Item #10C.11 Oct 2021Page 152 of 178 0‘,REGULATORY AND ECONOMIC RESOUR CESDEPA RTNI ENTI\/IUI\lI NSPECT ON PROCEDURAL GU DEL NES OR BUILDING STRUCTURAL RECERTIFICATION INSPECTION COIVIIVIENCED INSPECTION IVIADE av: Date: SIGNATURE: INSPECTION COIVIPLETED Date:PRINT NAME. M-T TITLE: ADDRESS: 1.DESCRIPTION OF STRUCTURE a.Name on Title: b.Street Add ress: C.Legal Description: :1.Owner's Name: e.Owner's I\/Iailing Address: f.Folio Nurnber of Property on which Building is Located: g.Building Code Occupancy Classification: h.Present Use: i.General Description: Addition Comments:Agenda Item #10C.11 Oct 2021Page 153 of 178 j.Additions to original structure: 2.PRESENTCONDITIONOF STRUCTURE a.General alignment (Note:good,fair,poor,explain if significant) 1.Bulging 2.Settlement 3.Deflections 4.Expansion 5.Contraction b.Portion showing distress (Note,beams,columns,structural walls,floor,roofs,other) c.Surface conditions —describe general conditions of finishes,noting cracking,spalling,peeling,signs of moisture penetration and stains. d.Cracks —note location in significant members.Identify crac|<size as HAIRLINEif barely discernible;FINEif less than 1mminwidth;MEDIUM if between 1 and 2 mm width;WIDEif over 2 mm.Agenda Item #10C.11 Oct 2021Page 154 of 178 e.General extent of deterioration —cracking or spalling of concrete or masonry,oxidation of metals;rot or borer attack in wood. f.Previous patching or repairs g.Nature of present loading indicate residential,commercial,other estimate magnitude. 3.INSPECTIONS D a.Date of notice of required inspection b.Date(s)of actual inspection c.Name and qualifications of individual submitting report: d.Description of laboratory or other formal testing,if required,rather than manual or visual procedures e.Structural repair—note appropriate line: 1.None required 2.Required (describe and indicate acceptance) 4.SUPPORTING DATA a.sheet written data c.drawings or sketches Agenda Item #10C.11 Oct 2021Page 155 of 178 5.MASONRY BEARINGWALL =Indicate good,fair,poor on appropriate lines: a.Concrete masonry units b.Clay tile or terra cota units c.Reinforced concrete tie columns d.Reinforced concrete tie beams e.Lintel f.Other type bond beams g.Masonry finishes —exterior 1.Stucco 2.Veneer 3.Paint only 4.Other (describe) h.Masonry finishes —interior 1.Vapor barrier 2.Furring and plaster 3.Paneling 4.Paint only 5.Other (describe) i.Cracks 1.Location —note beams,columns,other 2.Description j.Spalling 1.Location —note beams,columns,other k.Rebar corrosion—checkappropriate line1.None visible2.Minor—patchingwi||suffice3.Significant—butpatching will suffice Agenda Item #10C.11 Oct 2021Page 156 of 178 4.Significant—structura|repairs required I.Samples chipped out for examination in spall areas: 1.No 2.Yes —describe color,texture,aggregate,general quality 6.FLOORAND ROOF SYSTEM a.Roof 1.Describe (fiat,slope,type roofing,type roof deck,condition) 2.Note water tanks,cooling towers,air conditioning equipment,signs,other heavy equipment and condition of support: 3.Note types of drains and scuppers and condition: b.Floor system(s) 1.Describe (type of system framing,material,spans,condition) c.Inspection —note exposed areas available for inspection,and where it was found necessary to open ceilings,etc.for inspection of typical framing members. 7.STEELFRAMINGSYSTEMa.Description Agenda Item #10C.11 Oct 2021Page 157 of 178 b.Exposed Stee|—describe condition of paint and degree of corrosion c.Concrete or other fireproofing —note any cracking or spalling and note where any covering was removed for inspection d.Elevator sheave beams and connections,and machine floor beams —note condition: 8.lCONCRETEFRAMINGSYSTEM a.Full description of structural system b.Cracking 1.Not significant 2.Location and description of members affected and type cracking c.General condition d.Rebar corrosion -check appropriate line 1.None visible 2.Location and description of members affected and type cracking 4.Significant —structura|repairs required (describe)e.Samples chipped out in spall areas:1.No2._Yes,describe color,texture,aggregate,general quality:Agenda Item #10C.11 Oct 2021Page 158 of 178 9.WINDOWS a.Type (Wood,steel,aluminum,jalousie,single hung,double hung,casement,awning,pivoted,fixed,other) b.Anchorage—type and condition of fasteners and latches c.Sealant —type of condition of perimeter sealant and at mullions: d.Interiors seals —type and condition at operable vents e.General condition: 10.WOODFRAMING a.Type —fully describe if mill construction,light construction,major spans,trusses: b.Note metal fitting i.e.,angles,plates,bolts,split pintles,other,and note condition: c.Joints —note if well fitted and still closed: d.Drainage —note accumulations of moisture e.Ventilation —note any concealed spaces not ventilated: f.Note any concealed spaces opened for inspection: js:lm:jg:rtc:10/13/2015:40yearrecertificationsystem BORAApproved —Revised September 17,2015/RER—10/13/2015 Agenda Item #10C.11 Oct 2021Page 159 of 178 LZOZJ9q0130 uodaa Sugpung Lpeag :>_n,ue]1v;o /(1_r_)aAgenda Item #10C.11 Oct 2021Page 160 of 178 LZOZ‘v aunr ‘pesdenoa - 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