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Excerpts from various minutes M S O E T C I O Y /.".\ Minutes Page 5- O N E N COMMtsstONE S N D S 0 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 M S O E T C I O Y Minutes Page 6- O N E N January 24, 2000 COMMISSIONERS N D S O 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 M S O E T C I O Y ON Minutes Page -3- COMMISSIONERS ND S o 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. M S O E T C Minutes - Page 7 I O Y July 13, 1998 O N E N COMMISSIONERS N D S 0 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 M S O E T C Minutes Page -8- i o Y O N E N June 22, 1998 COMMISSIONERS N D S 0 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: