Excerpts from various minutes M S
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January 24, 2000 -- - - - - - -. - _
Commissioner Beaver requested that Item C be removed from the Consent BEAVER X
Agenda for discussion. BORNO X X
MITCHELSON X
Motion: Approve Consent Agenda items A and B as prevented. WATERS X X
MESERVE X
There was no discussion and the motion carried unanimously.
C. Award Contract for Janitorial Service for City Buildings
Pursuant to the Specifications of Bid No. 9900 -5 to Jani -King
Cleaning Service for a Period of One Year, at a Cost of
. $19,616.76 and Eliminate the Custodian Position from the List
of Authorized Positions (City Manager)
Commissioner. Beaver noted the cost spread between the three bids and
stated he was familiar with the work of Jani -King. He requested that staff
oversee their work to ensure a good job.
Motion: Award Contract for Janitorial Service for City BEAVER X X
Buildings pursuant to the specifications of Bid No. 9900 -5 to BORNO X X
Jani -King Cleaning Service for a period of one year, at a cost METCHELSON X
of $19,616.76 and eliminate the custodian position from the WATERS X
MESERVE
list of authorized positions.
City Manager Hanson indicated that a quality control person from each
building would monitor the work and written records would be kept.
A brief discussion concerning maintenance responsibilities occurred, and
Commissioner Waters requested that the fluorescent lighting on the outside
of the building be repaired.
Commissioner Beaver stated that Jani -King often subcontracted work, and
requested that staff make sure the company performing the work was
insured.
There being no further discussion, the motion carried unanimously.
5. Committee Reports:
A. Adelaide Beach History 2000 Committee Report and Request for
Funding (Mayor)
Joanna Fletcher, Chair of the Atlantic Beach History 2000 Committee,
provided a status report on the history book to be published. Mrs. Fletcher
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indicated that one quote had been received from Drummond Press to print
500 books for $10,405 or 1,000 books for $14,745.
Mrs. Fletcher further indicated that the $6,000 original funding from the city
was basically still intact and those funds would be used to purchase copies
of photographs from the Beaches Historical Society and to hire a graphic
designer to help with the layout of the book. Mrs. Fletcher requested
additional funding in the amount of $15,000 to cover printing costs. The
report is attached and made part of this official record as Attachment B. BEAVER X
BORNO X X
Motion: Approve an amount up to S15,000.00 to cover the cost MITCHEL SON X
of printing the books. WATERS X X
MESERVE X
Discussion ensued and it was decided that the Committee should meet with
the City Manager to work out the requirements of the bidding process for
printing, and with the Finance Director to identify a funding source.
There being no further discussion, the motion carried unanimously.
/'" 6. Action on Resolutions:
There was no action on Resolutions.
7. Action on Ordinances:
A. Ordinance No. 20 -00-45 - Public Hearing and Final Reading
AN ORDINANCE AMENDING THE OPERATING BUDGET
FOR THE CITY OF ATLANTIC BEACH, FLORIDA FOR
FISCAL YEAR 1999/2000 BEGINNING OCTOBER 1, 1999
AND ENDING SEPTEMBER 30, 2000 BEAVER X
BORNO X X
Motion: Approve Ordinance No. 20 -00-45 on final reading. MITCHEL SON X X
WATERS X
Mayor Meserve opened the public hearing. No one wished to speak and the MESERVE X
Mayor declared the public hearing closed.
There was no discussion and the motion carried unanimously.
B. Ordinance No. 65 -00-25 - Introduction and First Reading
AN ORDINANCE OF THE CITY OF ATLANTIC BEACH,
FLORIDA, CLOSING PORTIONS OF WEST FIRST
STREET, AND PROVIDING AN EFFECTIVE DATE (City
/"N Manager)
ATTACHMENT B
JANUARY 24, 2000 COMMISSION MEETING
/'"` ATLANTIC BEACH HISTORY COMMITTEE 2000
UPDATE ON ACTIVITIES AND REQUEST FOR FURTHER FUNDING
January 24, 2000
L MEETINGS:
The committee bas met the fourth Tuesday of each month at 6PM. Further meetings will
be im the Commission Chambers at 6:30, on the fourth Tuesday. Regular committee members
include: Joanna Fletcher, chair, Steve Piscitelli, Carole Carstater, Ann Winfree, Cam Brown,
Janice Waters.
II. FOCUS:
The committee has focused on creating a history book of Atlantic Beach. The goal is to
create a readable history of the city, providing factual information, but emphasizing personal
memories and anecdotes of the residents who have lived in the city throughout the decades.
III. ORAL INTERVIEWS:
The committee has sent approximately 200 interview questionnaires along with a letter of
explanation about the committee and our endeavor. The mailing list was compiled through word -
of- mouth and suggestions returned from the interview sheets.
Approximately 35-40 responded to the questionnaire. Several of these people have been
interviewed. All have been notified that someone will call them when information is needed for a
specific research topic.
W. BOOK:
The committee has chosen these topics as significant in Atlantic Beach history:
NEIGHBORHOODS
THE BEACH
THE CORNER (TOWN CENTER)
EDUCATION (SCHOOLS)
GOVERNMENT
PARKS AND PUBLIC SPACES
TRANSPORTATION (AIR, RAIL AND ROAD)
AB DURING WWII
INTERESTING CRIMES AND CAPERS
ARCHITECTURE
ARTS AND ENTERTAINMENT
LANDMARKS (AB HOTEL, LE CHATEAU, HOTEL CONTINENTAL ETC.)
Also a time -line has been created of selected events, "A SNAPSHOT OF ATLANTIC
BEACH AND THE WORLD."
V. RESEARCH:
At this point the following research has been completed:
NEIGHBORHOODS: Donner Subdivision: The Rhythms of a Community:
Work in progress: Selva Marina and Old Atlantic Beach
THE CORNER: Work in Progress
EDUCATION: Mantic Beach Elementary School
PARKS AND PUBLIC SPACES: Work in Progress
TRANSPORTATION: Completed
AB DURING WWII: Completed
LANDMARKS: AB Hotel, Le Chateau, Hotel Continental completed
VI. PUBLISHING:
We have one quote from Dru mind Press, a local company, for the following:
SIZE: 113/4 X 8 3/4,112 PAGES (+ HARD COVER), 104 PAGES/I COLOR,
8 PAGES /4 COLOR 500 books: $10,405.00
1000 books: $14,745.00
VIL OTHER EXPENSES:
The initial $ 6000.00 funded by the city in June of 1998 is basically in tact, minus postage
and mailing and copying charges. We anticipate using these funds in the near future to purchase
copies of photographs from the BAHS and to hire a graphic designer to help with the layout of
the book.
VEIL REQUEST FOR FUNDING:
The Committee respectfully requests additional funding of $15,000.00 to cover the cost of
printing, which can be reimbursed upon sale of the book. It is anticipated that we can sell the
book for approximately $25.00. Any profits can be returned to the committee to help fund further
projects such as a video and historical markers.
IX. QUESTIONS:
1. The committee would like to know the procedure for bidding, re: printing
2. Will the city be responsible for the storage of the books?
3. Can the city collect money for the sale of the book?
X. COMMENTS:
The Mantic Beach History Committee 2000 is dedicated to contributing to this
community a lasting memento containing some of the highlights of the history of our city. We
insist that it be done in the quality and style which Atlantic Beach and its citizens expect and
deserve. As a volunteer committee, work and family are priorities, and delays are sometimes
unforseen. However, we will make every effort to follow the time -line attached.
TIMELINE FOR ABHC BOOK
NOVEMBER 23, 1999
JAN FEB MAR APR MAY JUNE JULY AUG SEPT OCT NOV DEC
Condnne
Ntth Research Research
Research a mpiete
Edit Editing
Book oomptete
Design Design Design
wmpiete
Draft ready. Bids out for Printer Printer Printer
Printer
Market-Mg Market tng
Sate Sate
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January 11, 1999 -
the high cost for resident observation on the Buccaneer Wastewater
Treatment Plant Expansion Project, which he felt should be done by the
City Engineer, and (3) the high cost for the research on the tailwater control
system for the Core City Drainage Project.
Mayor Shaughnessy suggested that Mr. Friedman review minutes of
previous Commission Meetings where these items were discussed and
directed Public Safety Director Thompson to meet with Mr. Friedman to
discuss his concerns.
C. Ann Murphy - Media One
Ann Murphy, Community Relations Manager for Media One, presented the
city with a check in the amount of $5,000.00 in accordance with their
franchise agreement. Ms. Murphy announced that Media One would be
helping the City's History 2000 Committee by filming the oral tradition
segment of the project.
3. Unfinished Business From the Previous Meeting:
A. Consider Upgrading the Windows for the Lifeguard Building
(City Commission)
Stephen Kuti of 1132 Linkside Drive suggested not installing any
windows in the building considering it would be used only six months of
the year.
Dorothy Kerber of 365 1st Street inquired why the building was changed
from three to two stories and suggested the use of glass block instead of
windows in the building.
Pete Dowling, Contractor for the lifeguard building project, updated the
Commission on the project and stated that he had previously reconunended
upgrading the siding (which was approved by the Commission on
December 14, 1998) and the windows. Mr. Dowling further stated that
the Commission requested that he research the use of single pane windows
in the building, and he found that a regular single pane window would not
withstand the wind load requirements for oceanfront use. He reported that
to meet the wind load requirements, the pane would have be 1/4" plate
glass, which is a special order item, and the city would not realize any cost
,^. savings over the double pane upgrade. Mr. Dowling then reconunended
upgrading the windows to Marvin double pane windows at a cost of
$3,548.00.
MINUTES OF THE SPECIAL CALLED MEETING OF ATLANTIC BEACH CITY
COMMISSION HELD IN CITY HALL, 800 SEMINOLE ROAD, AT 5:00 PM ON
WEDNESDAY, AUGUST 26, 1998
Present: Suzanne Shaughnessy, Mayor
Richard Beaver, Commissioner
John Meserve, Commissioner
Theo Mitchelson, Commissioner
Also: James Jarboe, City Manager
Maureen King, City Clerk
Alan Jensen, City Attorney
Absent: Mike Borno, Commissioner
The meeting was called to order by Mayor Shaughnessy.
I. Approval of Proposed Atlantic Beach History 2000 Committee budget, and approval
to submit an application for grant funds
Woody Winfree presented a draft of the grant application along with a suggested budget and the
Commissioners took a few minutes to review the materials submitted.
Discussion ensued and following some suggested minor changes such as including the U.S.
Congressional District number, filling in the name of the organization - History 2000 Committee (City
of Atlantic Beach), amending target date from December 1999 to November 1999 to allow time for
people to acquire the books for Christmas gifts, and also to have the books available for sale at the
Tree Lighting in the first week of December. With regard to storage of exhibit materials, Mayor
Shaughnessy suggested that committee look into the possibility of storing these materials at the
Beaches Historic Society.
Discussion ensued regarding whether the budget figures had been increased and Ms. Winfree pointed
out that dollar figures had been included for Media One and volunteer hours but the cost to Atlantic
Beach remained unchanged at $6,000.
Ms. Winfree also pointed that she had previously published a monthly publication and had been
involved in budgeting and cost cutting and, in the event the grant was not approved, the project
would be tailored to fit the available budget.
The Mayor inquired regarding disposition of any surplus funds and Ms. Winfree pointed out there
probably would not be any surplus since grant funds would be dispersed quarterly and the last check
would be a reimbursement of fluids. Commissioner Meserve noted that no revenues from the sale
of books had been included in the budget and it was agreed to indicate that revenues would be spent
,r^ for additional printings. It was also suggested that books be sold at cost to residents of Atlantic
Beach.
`� Page Two
Minutes of Special Called Meeting
August 26, 1998
Ms. Winfree also pointed out that they had received commitments for letters of support from
comnn unity leaders and it was agreed to also request a letter from Mike Paschall, the President of the
Beaches Historic Society and Mayor Delaney.
Commissioner Mitchelson moved to approve the proposed Atlantic Beach History 2000
Committee budget, and also approve submission of an application for grant funds as well as
authorization for staff to draft a letter of support for inclusion in the grant application to be
signed by the Mayor, as well as approve the two pieces of money that were requested in
separate units, one of $500 for start up costs and the other of $6,000 to be used for the
matching funds for grant application, or if no grant, then for the total amount of the city's
budgeted monies for this project. The motion was seconded by Commissioner Beaver.
In discussion, it was agreed that this project would be funded from general fund revenues and would
be included in the 1998/99 budget.
�..� The motion carried unanimously.
2. Clarification of the proposed contract with T.L. Rice, Inc.
Mitchelson
Commissioner *PPM* said he felt some confusion arose out of the language of the motion he made
at the Special Called Meeting of August 18, 1998, when the City Commission authorized the City
Manager to execute a contract with L.T. Rice, Inc. He pointed out that while his motion contained
the phrase continuation contract, the subject contract was a new contract and not a continuation of
any existing contract.
The Mayor submitted a copy of the agreement which was approved by the City Commission on
August 18, 1998, a copy of which is attached as Exhibit A, and pointed out that once this contract
is signed, all other contracts are null and void. Also, the intent of the City Commission was for a
continuation of services, not a continuation contract.
Following a brief discussion, Commissioner Mitchelson moved to approve the contract as
submitted as Exhibit A, and authorize its signing by either the Mayor or City Manager. The
motion was seconded by Commissioner Meserve and carried unanimously.
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The Mayor inquired as to who would provide pest control for Atlantic
Boulevard medians and was advised that pest control would be undertaken by a
sub- contractor, under the Arlington Rivers contract. Also under the new
contract, Arlington Rivers would be responsible for fertilization.
BEAVER X X
Motion: Award contract to Arlington Rivers Lawn Care for Atlantic BORNO X
Boulevard Median Maintenance the amount of $15,228 MESERVE x x
MITCHELSON X
SHAUGHNESSY X
The motion carried unanimously.
E. Acknowledge receipt of monthly report of new occupational licenses
issued during Jane, and monthly reports from Building, Code
Enforcement, Fire, and Recreation Departments (City Manager)
Mayor Shaughnessy requested that fire inspections be included in future Fire
Department monthly reports. BEAVER X
BORNO X X
Motion: Accept monthly reports from the City Manager MESERVE X
MITCHEL SON X
The motion carried unanimously. SHAUGHNESSY X X
n
5. Committee Reports:
A. Animal Control Review Committee, Carolyn Woods, Chair (Mayor)
The City Manager reported that Carolyn Woods had contacted him and indicated
that the committee had scheduled their first meeting for Thursday, July 16, 1998.
The Mayor requested that Ms. Woods present a committee report at the next
Commission meeting.
B. Atlantic Beach History 2000 Committee, Joanna Fletcher/Woody
Winfree, Co- Chairs (Mayor)
Joanna Fletcher reported that she and Woody Winfree had met and had drafted
a mission statement and an outline of the objectives of the committee, a copy of
which is attached hereto as Exhibit D.
Mayor Shaughnessy requested that the committee report to the City Commission
on a quarterly basis.
rte+ C. Stormwater Review Committee, Lyman Fletcher, Chair (Mayor)
Lyman Fletcher reported that the committee had met with Col. Rice and had
reviewed the third draft of the proposed Request for Proposals (UP). He
EXHIBIT D _
r�.INIJTES - JULY 13, 1998
r+.
ATLANTIC BEACH HISTORY 2000 COMMITTEE
MISSION STATEMENT
To research, collect and document events, stories, photographs and memorabilia which pertain to
the history of the land and inhabitants of what is now known as Atlantic Beach, Florida. This
documentation shall include political, .municipal, architectural, and cultural development beginning as far
back as research can be found and progress through the last decade of the twentieth century.
This collection, upon completion, shall be presented in its entirety to the City of Atlantic Beach,
Florida, for archival preservation. Highlights from this collection shall be edited as determined by the
committee, and presented in a bound limited edition book to be available to the public at the celebration
of the millenium.
OBJECTIVES
I. To provide the city with a documented history, to include written, oral and/or visual
documentation.
A. Research shall be collected via
1. Interviews
2. Newspaper articles
3. Reference materials
4. Historical society
B. Contributors shall encompass long -time residents, local writers, photographers, and historians
who have a particular talent, or anyone particularly interested in the history of Atlantic Beach
C. Expenses for the ABHC shall include:
1. Postage and mailings
2. Advertising
3. Publishing
D. Funding for the ABHC shall be requested from the following sources
1. Historic Preservation Grant, (State of Florida)
2. Florida Assistance Grant (Division of Cultural Affairs)
3.. City of Atlantic Beach
E. Income (potential) from the sale of the bound limited edition book shall be used to help cover
publishing expenses.
II. To enhance public awareness of the city's history and to promote historical preservation in the
future development of the city.
A. Placement of attractive historical markers designating sigixtficant historical sites or events
within the city.
B. Recognition of homes having historical significance and designating homes which attempt to
preserve specific historic elements upon renovation,
1. Historic preservation medal or plaque which can be. displayed on the house or
property. This medal may be awarded by the city and also applied for by citizens
renovating their homes.
2. Tideviews articles highlighting tidbits of history in each edition.
C. Expenses shall include:
1. Cost of historical markers
2. Cost of historic preservation plaques or medals
3. Application forms
4. Letters of recognition and postage
D. Funding:
1. City of Atlantic Beach
2. Application fee for historic designation plaque or medal
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B. Appointment of a Committee to Write the History of Atlantic
Beach (Mayor)
Mayor Shaughnessy appointed Joanna Fletcher and Woodie Wmfree to co -chair
the Atlantic Beach History 2000 Committee and requested that they present a
brief report outlining their goals and objectives for the project during the July
13, 1998 Commission Meeting.
The Commission unanimously approved the appointments.
C. Discussion and Related Action Regarding Participation in a Cost -
Sharing Venture to Construct Two Beach Accesses to American
Disabilities Act (ADA) Standards (Mayor)
Mayor Shaughnessy explained that during a discussion with the Bureau and
Coastal Systems of the Department of Environmental Protection (DEP), the
offer was made to fund construction of two handicapped beach accesses on a
/ 0-, 50 - 50 cost sharing basis. It was further explained that the DEP was putting
its budget together and the city needed to request the state to participate in the
joint venture with the city.
Some discussion ensued and it was determined the two handicapped beach
accesses would cost approximately $30,000.00. Mayor Shaughnessy reported
that the project would not be funded until 1999 and would occur
simultaneously with the next beach renourishment.
Motion: Request $15,000.00 from the State to cost share on an BEAVER X
equal basis in the construction of two handicapped beach accesses ME SERVE X X
to American Disabilities Act Standards. SRAUGHNESSY X X
Commissioner Meserve stated it was a good idea and would provide access to
the beach for residents of Fleet Landing who use a walker.
There being no further discussion, the motion carried unanimously.
8. City Manager Reports and/or Correspondence: