10-10-22 Draft Agenda
City of Atlantic Beach
Agenda
Regular City Commission Meeting
Monday, October 10, 2022 - 6:30 p.m.
Commission Chamber
City Hall, 800 Seminole Road
Atlantic Beach, FL 32233
INVOCATION AND PLEDGE TO THE FLAG
CALL TO ORDER
Page(s)
1. APPROVAL OF MINUTES
*
1.A.
Approve minutes of the Budget Workshop held on August 8, 2022.
08-08-22 Budget Workshop DRAFT Minutes
5 - 23
2. COURTESY OF FLOOR TO VISITORS
2.A.
Atlantic Beach Youth Council
2.B.
City Commission Nonprofit Grant Presentations
PUBLIC COMMENT
3. CITY MANAGER REPORTS
3.A.
Accept the 90-Day Calendar (Oct.-Dec. 2022)
90-Day Calendar (October - December 2022)
25 - 28
3.B.
2022 Priorities Update
3.C.
eBikes
4. REPORTS AND/OR REQUESTS FROM CITY COMMISSIONERS
4.A.
Declaration of Emergency Proclamation (Mayor Glasser)
Emergency Proclamation
29 - 30
5. UNFINISHED BUSINESS FROM PREVIOUS MEETINGS
6. CONSENT AGENDA
ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED TO BE ROUTINE BY THE CITY
COMMISSION AND WILL BE ENACTED BY ONE MOTION IN THE FORM LISTED BELOW. THERE WILL BE
NO SEPARATE DISCUSSION OF THESE ITEMS. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED
FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY. SUPPORTING
Page 1 of 64
Regular City Commission - 10 Oct 2022
DOCUMENTATION AND STAFF RECOMMENDATIONS HAVE BEEN PREVIOUSLY SUBMITTED TO THE CITY
COMMISSION ON THESE ITEMS.
6.A.
Accept of Water and Sewer Infrastructure at Selva Preserve II for City Ownership
and Maintenance
Selva Preserve Water & Sewer Utility Infrastructure Acceptance
31 - 47
7. COMMITTEE REPORTS
*
7.A.
ESC Report - Sustainability and Resilience Community Action Plan
Link to Draft Community Action Plan
8. ACTION ON RESOLUTIONS
8.A.
RESOLUTION NO. 22-69
A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, AUTHORIZING THE
CITY MANAGER TO PROVIDE FY 2022-23 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 EFFECTUATE THE
PROVISIONS OF THIS RESOLUTION; AND PROVIDING AN EFFECTIVE DATE.
Resolution No. 22-69
49 - 51
8.B.
RESOLUTION NO. 22-71
A RESOLUTION OF THE CITY OF ATLANTIC BEACH AUTHORIZING A TWO-YEAR
AUDITOR ENGAGEMENT EXTENSION CONTINUING THE AUDITING SERVICES OF
PURVIS GRAY & COMPANY; SUBJECT TO AND CONTINGENT UPON INCLUSION OF
FUNDING FOR THIS PURPOSE IN THE FISCAL YEAR 2022-23 AND 2023-2024 CITY
COMMISSION-APPROVED BUDGETS; AUTHORIZING THE EXPENDITURE OF
$50,000 ALLOCATED IN THE FISCAL YEAR 2022-23 BUDGET AND $52,000
ANTICIPATED TO ALLOCATED IN THE FISCAL YEAR 2023-2024 BUDGET FOR THIS
PURPOSE; AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE ANY
CONTRACTS; AND AUTHORIZING THE CITY MANAGER TO EXECUTE ANY
PURCHASE ORDERS AS NECESSARY TO EFFECTUATE THE PROVISIONS OF THIS
RESOLUTION; AND PROVIDING AN EFFECTIVE DATE.
Resolution No. 22-71
53 - 64
9. ACTION ON ORDINANCES
9.A.
ORDINANCE NO. 95-22-122
AN ORDINANCE OF THE CITY COMMISSION OF THE CITY OF ATLANTIC BEACH,
FLORIDA, AMENDING CHAPTER 5 OF THE CODE OF ORDINANCES, BEACHES AND
PARKS, ARTICLE I, – IN GERNERAL; ADDING NEW SECTION 5-9 PROHIBITING
SMOKING IN CITY PARKS AND BEACHES; ADDING NEW SECTION 5-10 PROVIDING
Page 2 of 64
Regular City Commission - 10 Oct 2022
FOR PENALTIES; PROVIDING FOR SEVERABILITY; PROVIDING FOR CONFLICT; AND
PROVIDING FOR AN EFFECTIVE DATE.
10. MISCELLANEOUS BUSINESS
11. CITY ATTORNEY/CITY CLERK REPORTS AND/OR REQUESTS
12. CLOSING COMMENTS BY CITY COMMISSIONERS AND CITY MANAGER
13. ADJOURNMENT
This meeting will be live-streamed and videotaped. 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 64
Page 4 of 64
Budget Workshop
August 8, 2022
MINUTES
Budget Workshop Meeting
Monday, August 8, 2022 - 5:00 PM
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: Shane Corbin, City Manager (CM)
Brenna Durden, City Attorney (CA)
Donna Bartle, City Clerk (CC)
Vanessa Angers, Records Clerk (RC)
CALL TO ORDER
Mayor Glasser called the meeting to order at 5:00 pm.
1. PUBLIC COMMENT
None.
2. FY 2022-2023 BUDGET TOPICS
CM Corbin stated this meeting was the first of three Budget Workshops, and more could
be requested if needed. He reviewed the budget meeting process emphasizing the larger
budgets being the Police Department, Public Works, and Utilities. He stated the other
departments are relatively flat and do not have much change in the budget.
Finance Director (FD) Burns presented an overview (attached hereto and made part of
this Official Record as ATTACHMENT A) of the Fiscal year 2022-23 Budget,
Commission Workshop #1.
Commissioner Norris asked if ARPA funding was included in the FY2023. FD Burns
responded the second allotment of ARPA funds was included.
ATTACHMENT A of 8-8-22 Minutes
A. Ad Valorem Taxes
FD Burns reviewed the current millage rate as 3.2285, property values increased 12%,
rolled back millage rate is 2.8937. She mentioned the City is required to budget at least
Page 1 of 19
Agenda Item #1.A.
10 Oct 2022
Page 5 of 64
Budget Workshop
August 8, 2022
95% of the Tax Levy and the City usually budgets between 95-97% of the levy. FD
Burns provided additional information regarding the City’s Ad Valorem Taxes.
Mayor Glasser spoke about reducing the millage rate by .125, returning $33 monthly to
the citizens. She expressed the reduction would not greatly affect the City and its project.
She mentioned with the external factors of inflation, lowering the millage rate would be
meaningful to the citizens. She asked for the Commission to consider her suggestion.
Commissioner Boles spoke about inflation rates, expressed his concern about lowering
the millage rate, and limited necessities in the unknown future.
Commissioner Kelly expressed her opinion of rolling back the millage rate instead of
saving for future projects and climate change.
Commissioner Waters explained he would like to talk to additional people about the
future of inflation rates before making a decision.
Commissioner Norris asked if she could be provided a total savings amount a citizen
would receive with the rollback rate from COJ and if the COAB rolled its rates. FD
Burns responded she would provide that information at a later date. Commissioner
Norris expressed her thoughts that $33 a month of saving is not a huge win for
households, but the rollback would be a big hit for the City. She expres sed concerns
about housing market prices, inflation, and the difficulty of raising the millage rate in the
future if needed. She is open to further discussion.
Mayor Glasser summarized her opinion on lowering the millage resulting in cutting the
City’s budget by $300,000. She asked CM Corbin to add the topic for further discussion
on the next budget agenda.
Commissioner Norris asked for a sample budget showing the possible $300,000 cut
for the City. CM Corbin and FD Burns responded the cut would most likely affect
capital projects.
B. Other General Fund Revenues
FD Burns explained a decrease in Electric Utility Taxes of 11.5% in FY2021 and a slight
rebound of 1.4% in FY2022. She spoke about revenue estimates decreased for the
General Fund by -1.27% Municipal Revenue Sharing and Local Government Half Cent
Tax -2.24% (not Better Jax Funds).
C. Salary Increases
FD Burns noted a 5% increase for all General Employees. 10% increase for Police
Officers and 17% for ABPD Command Staff, and a 7.5% increase in health insurance.
Page 2 of 19
Agenda Item #1.A.
10 Oct 2022
Page 6 of 64
Budget Workshop
August 8, 2022
Commissioner Waters asked about the additional increase from Command Staff and who
directly the increase would affect. CM Corbin explained the Command staff is separate
from the Union and the Union employees received a raise last year the Command staff
did not. The Command staff includes the Chief, Commanders, and Lieutenants (totaling
five).
FD Burns reviewed the Police Department with an increase of 2% to include two
additional officers, step-plan and pay adjust for Command staff, and five additional
vehicles. The Fire and Lifeguard budget increased by 1.69% overall.
Mayor Glasser asked for a complete list of all employees’ salaries and proposed raises.
FD Burns said she would provide that information at the next Budget Workshop.
D. Public Safety
Police Chief (PC) Victor Gualillo explained that COAB and Duval county is having
difficulty recruiting Police Dispatch. PC Gualillo reviewed information regarding the
pay increase JSO offered last year to Dispatchers in training to help fill open positions.
PC Gualillo is asking for COAB to increase its pay to match JSO, which would be a 23%
increase.
Commissioner Waters asked about the status of the previously requested additional
officers. PC Gualillo explained due to the economy and the struggle with Officer
recruiting, the budgeted positions were not filled. Commissioner Waters asked about
the protocol for police vehicle replacement. PC Gualillo responded vehicles are typically
replaced at 70k-100k miles and input from mechanic and maintenance records.
Police Chief Victor Gualillo spoke about the Public Safety Officer, Ocean Rescue, and
Non-Sworn Employees position and suggested adjusting compensation to attract
qualified applicants.
Commissioner Kelly asked if the City had difficulty staffing Lifeguard positions. PC
Gualillo said there was some difficulty in staffing all the positions.
Police Chief Victor Gualillo reviewed the staffing needs (36 total officers) and the
reasoning for additional officers for the Police Department. He spoke about the strain
on the current officers with the number of current officers.
Mayor Glasser reviewed the current number of officers and other budgeted positions
within the department stating the current officers do a great job.
Mayor Glasser asked what the Commission could do to assist Officer Stafford, who was
not vested before getting injured. Human Resources Director (HRD) Cathy Varian
explained Officer Stafford has applied for disability through the Pension Board, and HR
is working with him regarding other benefits. Mayor Glasser asked HRD Varian to
Page 3 of 19
Agenda Item #1.A.
10 Oct 2022
Page 7 of 64
Budget Workshop
August 8, 2022
please speak with the Commission with any questions or suggestions in assisting Officer
Stafford.
Mayor Glasser asked what portion of the City’s total budget is spent on Public Safety.
FD Burns would provide that information at a later date.
Commissioner Boles asked about the savings regarding hiring a staff attorney. FD Burns
responded that information was not included in the budget.
HRD Varian confirmed that the seasonal part-time positions - lifeguards, crossing
guards, and parking enforcement – are currently on a step plan starting at $15.00 per
hour and are included in the 3% COLA.
CM Corbin explained if no objections or concerns are received from the Commission
regarding the Police Budget presented tonight, he will move forward with the proposed
budget and provide the final details to the Commission for review.
3. CITY COMMISSION COMMENTS/QUESTIONS
Comments and questions were addressed during the presentations.
ADJOURNMENT
Mayor Glasser adjourned the meeting at 6:07 p.m.
Attest:
Donna L. Bartle, City Clerk Ellen Glasser, Mayor
Date Approved: __________________
Page 4 of 19
Agenda Item #1.A.
10 Oct 2022
Page 8 of 64
Fiscal Year 2022-23 Budget
Commission Workshop #1
August 8, 2022
ATTACHMENT A
8-8-22 Minutes Page 5 of 19Agenda Item #1.A.10 Oct 2022Page 9 of 64
OVERVIEW
Fund FY22 ORIGINAL FY22 AFTER AMENDMENTS*FY23 PROPOSED % Change FY22
Amended vs FY23
Proposed
General Fund 16,075,519$ 17,679,214$ 18,141,185$ 2.61%
Special Revenue Funds 12,267,291 15,915,821 15,558,749 -2.24%
Water Funds 6,871,358 6,903,345 6,984,664 1.18%
Sewer Funds 8,609,502 8,687,903 8,593,313 -1.09%
Sanitation Fund 2,434,719 2,436,126 2,491,329 2.27%
Building Dept. Fund 575,629 595,095 625,381 5.09%
Stormwater Fund 4,215,663 4,302,604 4,780,320 11.10%
Pension Funds 3,591,245 3,857,035 3,367,636 -12.69%
Total 54,640,926$ 60,377,143$ 60,542,577$ 0.27%
* Largely due to ARPA Funds
ATTACHMENT A
8-8-22 Minutes Page 6 of 19Agenda Item #1.A.10 Oct 2022Page 10 of 64
DISCUSSION ITEMS
•Ad Valorem Taxes
•Other General Fund Revenues
•Salary Increases
•Public Safety
ATTACHMENT A
8-8-22 Minutes Page 7 of 19Agenda Item #1.A.10 Oct 2022Page 11 of 64
AD VALOREM TAXES
•Current Millage 3.2285
•Property Values increased 12%
•Rolled Back Millage Rate is 2.8937. At this rate
the tax levy will be the same as FY2022.
•Required to budget at least 95% of Tax Levy
•The City usually receives between 95-97% of
the levy
ATTACHMENT A
8-8-22 Minutes Page 8 of 19Agenda Item #1.A.10 Oct 2022Page 12 of 64
AD VALOREM TAXES
•In addition to Truth in Millage (TRIM) requirements, local
governments must conform to the maximum millage limitation
requirements which include the voting requirements of the
governing board
•The City’s maximum millage that only needs a majority vote is
3.0782 mills
•The City can use a higher rate up to 3.2285 mills, but any rate
more than 3.0782 mills would require a two-thirds vote of the
governing board.
•A two-thirds vote is based on the full membership of the body,
not on the members present
ATTACHMENT A
8-8-22 Minutes Page 9 of 19Agenda Item #1.A.10 Oct 2022Page 13 of 64
AD VALOREM TAXES
Difference
Between Millage
Rates Millage Rate Tax Levy
$ Difference from
Rolled Back
Difference
Between Tax
Levies
Voting
Requirement
3.2285 7,769,175$ 805,674$ Two-Thirds
0.1250 3.1035 7,468,371$ 504,870$ (300,804)$
0.1500 3.0785 7,408,210$ 444,709$ (60,161)$
0.1503 3.0782 7,407,488$ 443,987$ (722)$ Majority
0.1750 3.0535 7,348,049$ 384,548$ (60,161)$
0.2000 3.0285 7,287,888$ 324,387$ (60,161)$
0.2250 3.0035 7,227,727$ 264,226$ (60,161)$
0.2500 2.9785 7,167,566$ 204,065$ (60,161)$
0.2750 2.9535 7,107,406$ 143,905$ (60,160)$
0.3000 2.9285 7,047,245$ 83,744$ (60,161)$
0.3250 2.9035 6,987,084$ 23,583$ (60,161)$
0.3348 2.8937 6,963,501$ -$ (23,583)$
ATTACHMENT A
8-8-22 Minutes Page 10 of 19Agenda Item #1.A.10 Oct 2022Page 14 of 64
AD VALOREM TAXES
•Taxable Values will be Increasing for 2022 Tax Year
•See Example below for the effect of increase taxable value and the current
millage rate and a millage rate .125 mills lower
•Due to increase in taxable value 3.2285 mills translates to $29.70 tax increase
•A .125 reduction in millage is a $33.24 decrease in taxes from 3.2285 mills
and a $3.54 reduction from FY2022 (2021 Tax Year)
FY22 (2021)
Proposed
FY23 (2022)Differences
256,694$ 265,894$ 9,200$
Taxes @ 3.2285 Mills 828.74 858.44 29.70$ Increase in Taxes
Taxes @ 3.1035 Mills 825.20
Difference in Taxes (33.24)$ Decrease in Taxes from 3.2285 Mills
Taxable Value
ATTACHMENT A
8-8-22 Minutes Page 11 of 19Agenda Item #1.A.10 Oct 2022Page 15 of 64
OTHER TAXES & INTERGOVERNMENTAL
REVENUES –General Fund
•Decrease in Electric Utility Taxes
•Decreased 11.5% in FY2021
•A slight rebound of 1.4% in FY2022
•Other Utility Taxes remain the same
•Revenue Estimates Have Decreased for General Fund:
•Municipal Revenue Sharing –1.27%
•Local Government Half-Cent Sales Tax –2.24%
(Not Better Jax Funds)
ATTACHMENT A
8-8-22 Minutes Page 12 of 19Agenda Item #1.A.10 Oct 2022Page 16 of 64
PERSONNEL
•5% Increase in Wages for General Employees
Other Local Governments are between 5-7%
State of Florida is 5.38%
•10% Increase For Police Officers
Received 7% in 2022
Additional 10% requested to remain competitive
•17% For ABPD Command Staff
Did not receive 7% increase in 2022
10% to match officer request, see above
•7.5% Increase In Health Insurance
ATTACHMENT A
8-8-22 Minutes Page 13 of 19Agenda Item #1.A.10 Oct 2022Page 17 of 64
PUBLIC SAFETY
•Police Budget totals $5,882,137; an increase of 2%
•Requesting two additional officers –($250,000 for Officers and
Equipment)
•Requesting step-plan and pay adjustments for Command Staff,
Emergency Communication Operators (ECOs) & Emergency
Communication Supervisor (ECS)
•Requesting 5 vehicles
•3 Replacements
•2 for the additional officers requested
•Fire/Lifeguards Budget increase 1.69% overall
ATTACHMENT A
8-8-22 Minutes Page 14 of 19Agenda Item #1.A.10 Oct 2022Page 18 of 64
PUBLIC SAFETY –Sworn Admin Staff
•Provide the Same Benefits as Sworn Police Officers which include:
•Promotional Pay Compensation –Promoted Officers with six months
service in current step as of 10/1 of each year will advance to next step
•Officers promoted to an Administrative Staff Position will enter the step
plan of their promoted rank at no less than a 10% increase from their
previous ABPD step plan
•Step plan adjustments to match Union agreements for Lieutenant and
Commander to correct pay compression –17% Total:
•FY2022 –7%
•FY2023 –10%
•Adjust pay scale of Chief an average of 9.65%
ATTACHMENT A
8-8-22 Minutes Page 15 of 19Agenda Item #1.A.10 Oct 2022Page 19 of 64
PUBLIC SAFETY –ECOs & ECS
•Increase ECO and ECS salaries appox. 23% to compete with JSO
•ECO and ECS with at least Six (6) months service in their current Step as of
October 1 of each year will be advanced to the next step.
•ECO’s promoted to ECS will enter the ECS step plan in the same manner as
police officers that are promoted
Year JSO Salary Current ABPD Salary
In Training (Year 1)$44,000 $34,652.80
Year 1 (ABPD)$35,692.80
2nd Year $46,200 (5% Increase)$37,460.80 (5% Increase)
3rd Year $49,896 (8% Increase)$38,584.00 (3% Increase)
ATTACHMENT A
8-8-22 Minutes Page 16 of 19Agenda Item #1.A.10 Oct 2022Page 20 of 64
PUBLIC SAFETY –Part-Time Officers
•The current rate of pay is $20 per hour, which has
not changed since 2017
•Not eligible for benefits such as insurance and
retirement
•Adjust compensation to the same as full-time sworn
officers to attract well qualified applicants
ATTACHMENT A
8-8-22 Minutes Page 17 of 19Agenda Item #1.A.10 Oct 2022Page 21 of 64
PUBLIC SAFETY –Ocean Rescue
•Seasonal Part-Time positions –no benefits such as insurance
or retirement
•First time in many years all needed positions were not filled
•Provide same COLA as other employees receive
PUBLIC SAFETY –Non-Sworn Employees
•Are not on a Step-Plan
•Continue to provide salary increases as other employees receive
ATTACHMENT A
8-8-22 Minutes Page 18 of 19Agenda Item #1.A.10 Oct 2022Page 22 of 64
PUBLIC SAFETY
Two Additional Police Officer Positions (34)
32 Officers 34 Officers 36 Officers
20 Patrol (1 Sgt/4 Off)20 Patrol (1 Sgt/4 Off)
2 Relief Shifts
24 Patrol (1 Sgt./5 Off)
2 Traffic Officers 2 Traffic 1 Traffic Officer
1 TDY to CID 1 TDY to CID 2 TDY to CID
Admin (6)Admin (6)Admin (6)
CSU 1 CSU 1 CSU 1
GIU 2 GIU 2 GIU 2
*1 Part Time Parking Attendant was added in FY 2022
ATTACHMENT A
8-8-22 Minutes Page 19 of 19Agenda Item #1.A.10 Oct 2022Page 23 of 64
Page 24 of 64
AGENDA ITEIVI:
SUBNIITTED BY:
TODAY’S DATE:
IVIEETING DATE:
BACKGROUND:
BUDGET:
RECOMMENDATION:
A'I‘TACl-IIVI NT:
REVIEVVED BY CITY IVIANAGER:
CITY OF ATLANTIC BEACH
CITY COIVIIVIISSIOIVI IVIEETING
STAFF REPORT
90-Day Calendar for the Mayor and Commission
Yvonne Calverley,Executive Assistant to the City l\/Ianager
September 28,2022
October 10,2022
The 90-day calendar is included on the agenda for the pur
pos
e
ofsetting
meeting dates and deterrnining the location,time and whet
her
to
videotape special meetings 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.
is
-An appeals hearing is scheduled for ]\/Ionday,October at5:15pm.
Subject:Appeal of Chapter 19 v Pavers in the ROW
-A ribbon cutting for Selva Preserve is scheduled for Sat
ur
da
y,
October22
at 9:1 5 am‘
-A Town Hall Meeting is scheduled for Saturday,October 22from10am
to Noon at the Jordan Park Community Center.
None
Approve the 90-Day Calendar for October through Decem
ber
2022.
1)Nlayor and Comrnission 90-Day Calendar (October th
ro
ug
h
Decen1her
$2 C042-Agenda Item #3.A.10 Oct 2022Page 25 of 64
SUNDAY MONDAY
October 2022
FRID/\\
2 3 4 5 6 7 8
Fall Fest
11 am to 2 pm
(Donner Park)
9 10 11 12 Mayofs 13 14 15
Appeals Hearing CARAC Mtg Advisory
5:15 pm 6 pm Council Noon
Commission Mtg ESC Tree Subcom
6:30 pm 5:15 pm
(Invoc —Bole)ESC Mtg 6 pm
16 17 13 Community 19 20 21 22 Family Fun Day &
Development ESC Outreach Campout-Russel1Park
Board S“b°°m"1me5 Selva Preserve Ribhon
5 pm 3:30 pm CIItting9:l5 am
Town Hall Meeting
10 am (Jordan Park)
23 24 25 26 27 28 29
Commission Mtg City Employee
6:30 pm ESC LE1?-D Picnic
(Invoc —Waters)Sub°°““T1m°@ 11:30 to 2:30
Noon (Russell Park)
30 31 City Government Week —October 17 through 23
Agenda Item #3.A.10 Oct 2022Page 26 of 64
MAYOR AND COMIVHSSION
November 2022
SUNDAY MONI).-\\'WEDNE5 M‘'I-‘klDA\SATURDAY
1 2 3 4-5
Mayofs Special
CARAC Mtg Advisory Council Magistrate
6 pm Noon Hearing
2 pm
6 7 8 9 ESC Tree 10 11 12
General Subcom 5:15 pm
Pension Board
Veterans Day
Election ESC Meeting Meeting City omces
6 Pm 6:30 pm Closed
13 14 15 1o ESC LEED 17 18 '19
Commission Mtg Community Subcom Noon
6:30 pm Development
hBoardESCOutrcac
6 m Subcommittee
P 3:30 pm
20 21 Z2 Z3 24 25 26
City Offices City Offices
Closed Closed
27 28 29 30
Commission Mtg
6:30 pm
Agenda Item #3.A.10 Oct 2022Page 27 of 64
MAYOR AND COMMISSION
December 2022
I l,11>I >\'x
4 5 6 7 S 9 10
11 12 13 14 Esc nee 15 16 17
Subcommittee
Commission Mtg CARAC Mtg 5:15 pm
6:30 pm 6 pn1 ESC Mg
6 pm
18 19 20 2'1 22 23 24
Community ESC Outreach
Development Committee City Of?ces
Board 3:30 pm Closed
6 pm
25 26 27 28 29 30 31
City Offices ESC LEED
C1053!‘Subcommittee
Noon
Agenda Item #3.A.10 Oct 2022Page 28 of 64
PROCLAMATION
A PROCLAMATION OF THE CITY OF ATLANTIC BEACH,FLORIDA,
DECLARING A STATE OF LOCAL EMERGENCY DUE TO THE
IMMINENCE OF HURRICANE IAN;PROVIDING THE CITY WITH
POWERS,INCLUDING,BUT NOT LIMITED TO,THOSE PURSUANT TO
FLORIDA STATUTES,CHAPTER 252.38(3),AND CHAPTER 2,ARTICLE
VIII,DIVISION 2,SECTIONS 2-402,AND 2-403 OF THE CODE OF
ORDINANCES OF THE CITY OF ATLANTIC BEACH;AND PROVIDING A
TERMINATION DATE.
WHEREAS,Section 252.3 8(3),Florida Statutes,authorizes the City of Atlantic Beach to
declare a state of local emergency and,upon declaration of a state of local emergency,to waive
certain procedures and formalities otherwise required of political subdivisions by law;and
WHEREAS,Chapter 2,Article VIII,Division 2,Section 2-402 ofthe Code of Ordinances
of the City of Atlantic Beach de?nes "emergency"as "any occurrence,event,disaster or threat
thereof,whether accidental,natural,or caused by man,in war or peace,which results or may result
in substantial injury ‘br harm to the populationof the city or substantial damage to or loss of property
within the city";and
WHEREAS,Chapter 2,Article VIII,Division 2,Section 2-403 ofthe Code of Ordinances
ofthe City of Atlantic Beach authorizes certain powers in the event ofa local state of emergency;
and
WHEREAS,the approachof Hunicane Ian,with potentiallydamagingwinds,heavy rains and
storm surge,creates a disaster emergency endangering the safety,health and welfare of the City of
Atlantic Beach,its citizensand visitors;and
WHEREAS,the threat of ?ooding,property damage and personal injury are attendant,and
imminentdisasteremergency conditionsare expectedwithinthe next 72 hotus;now therefore:
BY THE AUTHORITY VESTED IN US BY CHAPTER 2,
“ADMINISTRATION”,AND ARTICLE VIII.“EMERGENCY
MANAGEMENT”,SECTION 2-403 OF THE CODE OF ORDINANCES OF
THE CITY OF ATLANTIC BEACH,I,ELLEN GLASSER,AS MAYOR OF
THE CITY ATLANTIC BEACH,AND I,SHANE‘CORBIN,AS CITY
MANAGER OF THE CITY OF ATLANTIC BEACH,DO HEREBY DECLARE
THAT:
ofthe City of AtlanticBeach existsbecauseof the imminenceof Hurricanelan.Such emergency consistsof,but is not limited to ?ooding,high winds,property damage and injuries to the residentsfrom flyingdebrisandotherconditionsattendanttohurricane-forcewindsand rain,all endangeringthe safety,healthandwelfareoftheCityofAtlanticBeachanditsresidentsandvisitors.Term of the State of Declaration of Emergency.The state of declaration of emergency,asdeclaredherein,shall last until such time as the threat of or danger ?'om the emergency no longer exists.At the time it is found that the emergency no longer exists,this Declaration shall be automatically01929934-2 Proclamation ——Hurricane Ian State of Emergency 9~27—22 Page 1 of 2 Agenda Item #4.A.10 Oct 2022Page 29 of 64
Kerlninaled:huu/ever.this declaration shall not continue [hr longer than seven (7)consecutive da
ys
froin
the date hereofunless renewed by subsequent declaration.
Instruetinn.to Pub c Safety Personnel.we hereby instruct all public safety pe
rs
on
ne
l
to include.but not med to the Police Department.Public works D<:pa1'ln1eI1l and,Pl
an
ni
ng
and
Community Developrnenl ln exercise all authority conferred by lzuv and/or ordinance to
the couubined etrorts orun local.slate and Federal authorities [0 alleviate this situation.
IVI
e Corbin
City I\/Tanager
Date:°7/27/2:222,Titnc:4 -:09 P-WM
ATTEST:
Danni:L .Barl Ic
City Clerk
tvuaasssa 2 Proclamatlon —Hurricane Ian Slate of Ernergency 9-27-22 P
a
g
e
2of2
Agenda Item #4.A.10 Oct 2022Page 30 of 64
CITY OF ATLANTIC BEACH
CITY CDN[l\/IISSION IVIEETING
STAFF REPOIIT
AGENDA ITEIVI:/\Cceptat1ce of VV/ate!’and Sewer ln?‘astrLIcture at Selva l’reserV‘
c
IIForCity
Ownership and Maintenance
SUBl\/[ITTED BY:TI‘oy Stephens,Public Utilities Di1‘ector
DATE:September 1,2022
l\’IEETING DATE:October 10,2022
BACKGROUND:Construction on the water and sewer infrastructure for Whi
test
one
Construction project.Selva Preserve II,located in Atlantic Beach,has recently been c
o
r
n
p
l
e
t
e
d
.
'l‘he contractor has completed construction in accordance with approved plans and has su
br
ni
tt
ed
all
necessary docunlentation.City staff completed a Final inspection,and the D
e
p
ar
tr
n
c
nt
of
Environznental Protection has cleared the water and sewer systexns for service.
BUDGET:No immediate irnpact to operating budget.The included schedule of willbe
added to the city’s assets.
REC()lV[l\/IENDATION:Accept the water and sewer in?astrtnzture at Sclva Preserve l
l
sub
divi
sion
for ownership and maintenance by the City of Atlantic Beach.
ATTACHNIENT:1.Selva Preserve II Final Acceptance Package
REVIEWED BY crrv lVlANA(;ER:$4 $4»'Agenda Item #6.A.10 Oct 2022Page 31 of 64
Selva Preserve Water &Sewer Utility Infrastructure Acceptance
Agenda Item #6.A.10 Oct 2022Page 32 of 64
City of Atlantic Beach
INFRASTRUCTUREACCEPTANCECHECKLIST
PROJECT:??lil i€$€‘?V€.2 Transfer
ENGINEER:..me .3 M ..LL%C0.3 PHONE:ii -349‘@030EMAIL-luCa5cad WW9 5%‘M l“
DEVELOPER:PiE im 3 ,L LC PHONE:EMAIL:
CONTRACTOR:Nb’;‘ii?Sto it 6 Cami".PHONE:Q35”‘l (M1 lZ0EMAIL:
ACCEPTANCECHECKLISTAND ATTACHMENTS
J 1.Engineer's FinalCertification
2.FDEP Clearance Letter on Water,Sewer and ReclaimMains
3.Copies of Required Tests —~Pressure tests,bactis,sewer televising,locate wire testing,compaction
reports,etc.
N 4.SJRWMDCertification of Completion of Construction
5”“;/.5;‘;S.PurmoStation ”Start—Ug”—A copy of pump station start-up report with the name of Pump (ex:
Myers),control panel (ex:Unitron)and pump site address.
—--—6.Record of Final Inspection ~Final inspection record should indicate attendees and deficiencies
noted.Include Engineer/inspector's Certification that all punch-list items have been satisfied.
2/7.Owner's Affidavit ~The original affidavit should be completed by the owner or developer.TheaffidavitshouldaddresstheCityofAtlanticBeach.
J 8.Approved As—BuiltDrawing Letter —Approval letter received for infrastructure improvements andlandscapingtobeacceptedbymaintenancepriortoissuanceoffinalacceptanceletter.€§€_€’,?le)
if 9.Schedule of Values —-Schedule of values for infrastructure to be accepted by the City.
*9!10.Billof Sale for water and/orsewer improvements —This is required whereby all materials and
11.Deed of Dedication and/or Easements or Recorded Plat v Recorded plat depicting easements,ortheoriginalexecutedGrantofEasementorDeedofDedicationdocumentsignedandsealed,andopinionoftitleletterdeclaringtheownershipofthelandsbeingdedicated.12.Maintenance Bond -1~year term (Sec.24-233)Please submit all applicable documents for final infrastructure acceptance.Agenda Item #6.A.10 Oct 2022Page 33 of 64
ENGINEER'S FINAL CERTIFICATION
8 [20:!,5 2 2.Date:
Selvol Prgserve 7-Tran sFerProjectName:
As required by the city of Atlantic Beach,this is to inform you that based on upon site observation;thework
appears to be completed and to the best of our knowledge substantially conforms to the city or At
la
nti
c
aeach Approved Plans rat the above referenced project‘
Engineer is certifying the following systern:
Potable Vvater system El’
Reclaim ed Vvater system lj
sewer system I2’
Lift station [:1
other [3
25 Lucas 3-LuCa$+Assoo.lrlc.Engineer’:Name Illrlnt)CDITIDHIIV,
I 505 ccda r 91-.
s,.g/....».s;g.......,.....,.,,.,,
Lelail-or6>aell.rou+h.ge+._)O.C\CJor\v'\He FL 3220‘!
Email Adi.-Ires:a Phone Number City.Slate.Zia CD11!Agenda Item #6.A.10 Oct 2022Page 34 of 64
l FLORIDAnneaarmnror‘Roi:Désantis
Environmental Protection G°"e”‘°‘
Jeanette NuiiezBobMartinezCenterLt.Governor2600BlairStoneRoad
Tallahassee,Florida 32399-2400 Shawn Hamilton
Secretary
PW Clearance Electronic Submission
Potable Water TOTAL Clearance
t 08/25/2022
I"Dear James Lucas,
rp-g:~4r,-|rClearanceType:1 Us
Construction Permit Number:013 I776—056~DSGP
i Supplier PWS ID:2160200
Project Name:SELVA PRESERVE 2 TRANSFER
Permittee:AB LOTS,LLC
PWS Supplier:ATLANTIC BEACH WATER SYSTEM
PWS Owner:ATLANTIC BEACH WATER SYSTEM
7
Deviations (When applicable):N/A
This letter acknowledgesreceipt of the clearancerequest form and supporting information,dated08/25/2022.The submitted informationdemonstratesthe system extension has been constructed inaccordancewiththeFDEPPermitNumberaboveandrelatedplansandmaterialsandthatsatisfactorypressureandbacteriologicaltestswereconductedinaccordancewiththeAWWApstandards.Based on thecertificationandsatisfactorybacteriologicalresults,the Department is clearing the system for service.
Cleared for use
.Enclosures:
All Supporting documentationprovided by the applicant can be found here:https://pi'odenv.rlep.state.fl.us/DepNe:ms/public/electronic-documents/2160200/facility ISearchThislinkwillnotbeavailableimmediatelv.These documents will be available no later than 3 davsNfromthedateofissuanceofthisletter.
Community Public Drinking Water SystemsIfyouhaveanyquestionsorcommentsregarding this TOTAL clearance,please contact Conor Lucey viae-mail at Conor.Lucey@F1oridaDEP.gov for further information.Sincerely,STATE OF FLORIDA DEPARTMENTOF ENVIRONNIENTALPROTECTION Agenda Item #6.A.10 Oct 2022Page 35 of 64
FLBRDA DEPARTMENT or-'"°
"?
;,?
,;:
:.'.'
,*,
Environmental Protection ...
...
..
Lt.GovernorNortheastDistrict
8800 Baymaadows way West.Suite 100
‘MmI“nJacksonville.Florida 32256 ggrg
taw
August 2,2022
Nlrs.Darnice O'Leary,Authorized Agent
AB Lots,LLC
I768 Beach Avenue
Atlantic:Beach,Florida 32233
doIeary2@comeast.net.
Duval County —Vt/nstevvater Permitting
Selva Preserve 2 Transfer
Perlnit No.001 1650-D69—l)VVC,Issued on:August 27,2021
Log #4404
Address:Estrella Lane,Lillkside Drive and Parksicle Drive ('RE#172564-0690)Final Clearance
Dear 1\/Its.O'Leary:
This acknowledges receipt of forrn 52—so4.3oo(3)(b),Non?canon o/‘completion o_fC'
onstrucli
on
for a DoIne.s'Iic Wastewater Collection/Transmission System,on August 2,2022 for thereferencedpennit.
Based on the submitted certi?cation,we are clearing this project for service.This is aclearanceforthispermit.
Ifyou have any questions concerning this letter,please contact me at (904)255-71 64 or b
y
en1ailatjemexy@coj.nct.Your continued cooperation in our wastcwater program is appreciated.
Sincerely,
( }\6 8vv~v}/
Joseph Emery.2-.5.
Environrnental Quality Division,co:
c:
James M.Lucas,P.E.,jrnlgatox-@bellsout
Troy Stephens,Cily ot‘Atlantic Beach Uti
D1-31>:Jennifer Lynes.Stephen Spence
Agenda Item #6.A.10 Oct 2022Page 36 of 64
DRINKING WATER MICROBIAL SAMPLE COLLECTION ‘
8;LABORATORY REPORTING FORMAT
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E sen:Fm-mass Palm Ava.-Tamna.FL 33519 -513 630851 6 Fax aI:.s3o.43z7 -E34639
El sou Nonhlaka am-1 Sun!1045 «All:rIu.Iu|=Spvln?l FL azvm»497.931.1594 A sum:.,,
:1 zusn,Monlne 5..3...D.r...............=._3z:—n>|-.,o.m..m .Fax 3513.219 0275-Eaianss
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m...mm.:Sulrcanlrack Lab ID:
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sum In in In ulnl 3 la -rn Dlnirp H 3XifIL‘‘»”(....-.u..f..I"£...§;n..«Adxlvcua)u.‘:'u'."5r.,n spin rum..."mm.'o..."‘=t§%9*
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mama:gr avsvnr-cum rumu--s lor all-Inbuuon ruuuna a up
Unlcn:nlhavwlsu not-d.all tests are preiormed Inaeoom
anee
wnnamp:--_.urn’.olulorlnzar 1:17....»chlo?na <c:..=xE.
D".II".RI-nu.‘‘n.Iy".M.‘hDa:NELAC srari?lrds.and the results ralala inmesamples.
clown man--ms Dom _D...and ......Puvs ...,.m..:u......r ..,.m......
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El Empluynd bye uerllfud Int:Cl Employed by DEF ur DON
EIAunux‘2od nsyraunmaulvu at supplier niwuaor
‘VNSERTNAKE Art)l\alA!LENCv .\m>v.:-cu:n=.|zs:.v.\‘To us:vs mom-1 A=E:=
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<..,.-.m«..aw goal ‘»l¢.a—u n;u:.=.oo.4n.w.wi..om.»..n..,4.,........,.....,....?,._.,..m,......u=....s.,..,...,,........D-............//
1 *:.“‘2-“.€.':T3Z.-“?k-—«»«2.°,J.."”,:.~Z“»i._i_“’;;Z'Z;T.;§Z'ZT.:“£ff.ZTE::L1Z:'““""“""‘“"'’"’
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Agenda Item #6.A.10 Oct 2022Page 37 of 64
DRINKING WATER MICROBIAL SAMPLE COLLECTION
8.LABORATORY REPORTING FORMAT
[:1 5531 Soulhnolnk Pkwy -Jack...“n.32216 —an4,:oa.sasu »Fax no-a.~uss.sas4 -532514:1 4955 sw 41.:am -o ....m..,mans »:as1,371.2:44s A Fnx 352.355 E539 -EnzomB19209Last:-romy w....us.......FL 3:102:.954.539 :22:.,(354,:9.22.1 ‘$311259610s-u..=...‘um...Ava.—....,,.‘FL 5251:-513.530.9319 ~F a1a.s:u:.4327 -5315591:!use Norllvlnko am.Suite 1043 ~Al|nm<-mi:Svvinsx.FL 321cu~4o1,na7.1u4 .seam:*J 2 2 0 8 9 *El use H «mm.s Suite :3.1-.u=>......c.:=:.:-zzn1~aso.2Is.a274 -F-x 150.215 9275-E31 mas __
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sub-contract Lab ID:
nlyols Requasind (check all (ha!a?ply
T D1&|a L__LEnl
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Agenda Item #6.A.10 Oct 2022Page 38 of 64
2’lvlaln
D Main
I3
Mdrm Dave :4TestPressure/«5 7 Starting 4;2 ()4nunmonofTest____QZ2j__Hours (2 Hour Nllnlmum)
City of Atlantic Beach
Water Pressure Test Fornnat
Leakage Test _;_;/A___,Minutes (Wet Tap)Loss for Metal Seated Valves —0.0075 x Mg
Allowable Water Lass L =§;Q (@ 150 psl)L=Allowable Lnalcace10875.73 s =Length of Pipe In FeetD=Norrnal Diameter In Inches4/,.Pipe sixes ?Inches é Inches InchesTotalLengths325'Feet ('
Feat Feetaasz
Allowable falculatlonsz
£2 /*7 3 (I /we)
Toml Allouved Loss per Hour (Gallons)
=
Total Allowed for lvletal Seated Valves (Gallons)
2..31 =(Zn-Q
Total Allowed Loss for the Test
r 137 NO.L QATE A“.E I-955 F A'“C;"'UALI-as I PA§FAI
LUR
E
(1 )"A-I/u .54 45 J Z
l
Remarks:
.41?”M72“
,.
CONTRACTOR DATE IIVSPECTOR D
A
T
E
H:\water Pressur:‘res:Format -DRAF-T.docx
Agenda Item #6.A.10 Oct 2022Page 39 of 64
CITYOF ATLANTICBEACH
UTILITIESDEPARTMENT
902 ASSISILANE
JACKSONVILLE,FLORIDA32233
TELEPHONE:(904)247-5886
www.coab.us
August 29,2022
Ralph Colton
RE:Selva Preserve Project
Utilities Inspection Clearance
This letter is to confirm that the City of Atlantic Beach Public Utilities infrastructure inspection checklisthas beencompletedsatisfactorily.
Should you have additional questions,feel free to call Troy Stephens,Utilities Director,at (904)247-5875 or email Troyattstephens@coab.us
Sincerely,
”'i“rt«§Sterpi/isms
Troy Stephens
Public Utilities Director
CC:Chris Walker,Distribution Director cwalker@coab.us Agenda Item #6.A.10 Oct 2022Page 40 of 64
QWNEWS i5iFFiEAԤiET GP C5NS?RUCTi@N CDMPLETEON
§ELVA PRESERVEBi
AB Lots,LLC,legal cmmer of iots 1:5 of the piat of Seiva Preserve ii,iocated in Atlantic Beach,Fiorida,certify that the work under the above—namedproject including ali appurtenances
therein has been satisfactoriiy cempieted;that aii charges or billsfor labor or services
performed or materials furnished,and other charges against the subcontractors have been paid
in ‘iuiiand in accordance with the terms of the contract;that no iiens have attached against the
property and improvements of owner;that no notice of intent to ciaim iiens is outstanding;that
ne suits are pending by reason an the project under the contract;that aii Workers
Compensation claims have been settied and no pubiic liabiiity claims are pending.
This affidavit is made for the purpose of inducing the city of Atlantic Beach to accept said
construction for ownership and maintenance.
AB Lots,LLC
1768 Beach Avenue
Atlantic Beach,FL
By;its Manager
.’/W
State of -l’-’i”‘si.«‘:"dis/~’*~
County of 'i"J“1.i§.,>«’-‘~—“é
The foregoinginstrument was ecicnowieciged betcire me this .:é‘"*}day of ?é:.;T—’i~J3,2022 by
‘A who is personaiiy known to me or has produced
as identification.
V _»ix»“5IC£)i.i_EEi§as Notary Pubnc :3EiAi'43‘¥'3:i°%iiS3lOiii
&F!ReS:iieaesn‘E Fé'¢.nc‘cd'z'.‘"wP.’/ctergFi?,
W
_~...__—.—.—-—————s———Agenda Item #6.A.10 Oct 2022Page 41 of 64
Exhibit A (cont)
City of Atiantic Beach
Schedule of Vaiues
Wastewater System
Project Name:Seiva Preserve
Contractor:White Stone Construction
Deveioper:AB Lots,LLC
UNiT QUANITY UNIT COST TOTAL COSTForceMains(Size,Type &Pipe Class)
LF
LF
LF
LF
LF
Sewer Valves (Size and Type)
EA IFEAI
EA
EA
E
V
EA
Gravity Mains (Size,Type 8.Pipe Ciass)
8"PVC DR 18 I LF 475 $23.90 $11,352.50
LF}f LFEJLF i
LF ILateraisSizeandType)
5"PVC DR 18 T EA
I EA
EAiEA
EA
Manhoies (Size and Type)
4-6 foot deep [EA 3 $8,221.00 $24,663.006-8 foot deep F‘EA
3-10 foot deep EA i10-12 foot deep EA J>12 foot deep EA |E ‘TLEA i__JEA
T L EA
EA
EA
Lift Station
Wet welt Lump SumPump—outAssembly with box Lump SumElectrical&Controls Lump SumSubmersiblepumps,equi ment and piping Lump SumAbovegroundpumps,equipment and piping Lump Sum f +-Land Lump Sum
V
Lump Sum fl[Lump Sum [Total Sewer System 053?‘36,015.50 Agenda Item #6.A.10 Oct 2022Page 42 of 64
Exhibit A
Ctty et Atlantic Beach
Schedule of Values
Potable Water System
Project Name:Selva Preserve
Contractor:White Stone Construction
Developer:AB Lots,LLC
__UNIT QUANITY UNIT COS TOTAL COSTWaterMains{Size,Type 8.Pipe Class)
4"DR 18 LF 362 $31.46 $11,388.52
2"DR 11 POLY LF 161 $21.00 $3,381.00
LF
LF
Water Valves (Size and Type)_{__4"Gate Valve EA 2 $2,400 $4,800.00
2
Hydrants Assembly (Size and Type)
1
L_I
Services {Size and Type}I1"Poly DR 11,service complete EA 5 $1,638.76 $8,193.80
EA
,EAE’EA l
Total Water System Cost $27,763.32
Agenda Item #6.A.10 Oct 2022Page 43 of 64
BILLQBԤAEE
tlritrrr lsrrnovsa/mars
for
SELVA PRESERVE Hi
AB Lots,Li..C,_1_768BeachAvenue,AtlanticBeach,FL,(the ‘‘Seller”)for and in
considerationof the sum of Ten and No/100Dollars ($10)and other good and valuable
consideration,the receipt and sufficiency of which is hereby acknowledged,hereby
grants,bargains,sells,transfers and delivers to city of Atlantic Beach,a political
subdivision of the State of Florida,the following personal property:
Water and wastewater utility improvernentsin Estrela Lane,AtlanticBeach,FL.
See Exhibit A,Schedule of Values
The Seller does,for itself and its successors and assigns,covenant to and with city
of Atlantic Beach and its successors and assigns,that it is lawful owner of said personal
property;that the personal property is ?'ee of all encumbrances;that it has good rights to
sell the same;and that it will Warrant and defend the sale of the personal property against
the lawful claims and demands of all persons.
91 ‘WITNESS WEEREOF,the Seller has causedthisinstrumentto e dulyexecutedanddeliveredbyitsdulyauthorizedofficeonthisof..336,.71“
‘W13.N ESS:QWNER:
Witness Signature Manager,AB Lots,LLC ,1"
i‘
.s .,
Print Witness Name Print Managefs Name ./
State of ECountyof1
The foregoing instrument wasacknowledged ‘beforeme this ii}day of
,,2022,bY
who is personally‘known to me or has produced 2 Q;as Agenda Item #6.A.10 Oct 2022Page 44 of 64
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cu:usvu :L xu snaAgenda Item #6.A.10 Oct 2022Page 47 of 64
Page 48 of 64
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM:Resolution No.22-69 authorizing the city manager to provide FY 2022-23
funding to designated nonpro?t organizations for arts,culture programs and
events.
SUBMITTED BY:Latrenia Thomas,Recreation Director
TODAY’S DATE:September 21,2022
MEETING DATE:October 10,2022
SUMMARY:In accordance with Article 1,Section 2-2,of the City of Atlantic Beach 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 residents of Atlantic Beach,as follows:
1.Requests for contributions to such programs,events or projects shall be submitted to the cultural
arts and recreational advisory committee.
2.The cultural arts and recreational advisory committee will make recommendations on any such
requests to the city commission,who will then make the ?nal decision on funding the request.
3.Any request for contributions which are not artistic,recreational,or cultural in nature shall be
submitted directly to the city commission for consideration.
The Cultural Arts and Recreation Committee met on Sept.8 and Sept.13,2022,to discuss and
recommend funding for Duval County Schools,nonpro?t and for pro?t organizations.Three schools,six
nonpro?t and three for pro?t organizations submitted applications.A representative from each
organization gave a ?fteen minute presentation and answered questions from committee members.The
committee unanimously voted to recommend the following:
0 Funding in the amount of $59,121 as delineated in Resolution 22-69.
BUDGET:FY 2022-23 funding is in Account No.001-6010-572-82-00
RECOMMENDATION:Approval of Resolution 22-69
REVIEWED BY CITY MANAGER:Agenda Item #8.A.10 Oct 2022Page 49 of 64
RESOLUTION NO.22-69
A RESOLUTION OF THE CITY OF ATLANTIC BEACH,FLORIDA,
AUTHORIZING THE CITY MANAGER TO PROVIDE FY 2022-23 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
EFFECTUATE THE PROVISIONS OF THIS RESOLUTION;AND
PROVIDING AN EFFECTIVEDATE.
WHEREAS,In accordance with Article 1,Section 2-2,of the City of Atlantic Beach Code of
Ordinances,the City “may contribute city funds or other support to artistic,recreational,or cultural
programs,events or projects which benefit the residents of Atlantic Beach,”and establishes guidelines,
accordingly;and
WHEREAS,the Cultural Arts and Recreation Advisory Committee (CARAC)is tasked with
reviewing funding requests and making recommendations to the City Commission;and
WHEREAS,CARAC developed guidelines and an application for grant requests,reviewed the
requests,and made a funding recommendationto the City Commission;and
WHEREAS,grant funds are allocated in Account No.001-6010-572-82-00,which has
$30,000 budgeted in FY 2022-23 for schools and $45,000 budgeted for organizations.
NOW THEREFORE,be it resolved by the City Commission of the City of Atlantic Beach as
follows:
SECTION 1.The City Commission hereby authorizes the City Manager to provide FY 2022-
23 funding to the following organizations and schools,utilizing funds allocated in Account No.001-
6010-572-82-00,as follows:
$5,000 Brush Up!Canvas Painting Class
$5,000 FACE4kids
$4,421 NOVA Dance &Wellness Academy
334,950 Connecting Thru Music
$5,000 Beaches Fine Arts Series
$10,000 Fletcher High School
$1,250 New Age Hippy$10,000 Mayport Middle School$3,000 PossAbilitiesPlus$2,500 D-l TrainingSECTION2.The City Manager is hereby authorized to execute the contract and suchpurchaseorder(s)in accordance with and as necessary to effectuate the provisions of this Resolution.Agenda Item #8.A.10 Oct 2022Page 50 of 64
SECTION 3.This Resolution shall take effect immediately upon its passage and adoption.
PASSED AND ADOPTED by the City of Atlantic Beach,this 10”‘day of October,2022.
Ellen Glasser,Mayor
Attest:
Donna L.Bartle,City Clerk
Approved as to form and correctness:
Brenna M.Durden,City Attorney
Agenda Item #8.A.10 Oct 2022Page 51 of 64
Page 52 of 64
AGENDA ITEM:
SUBMITTED BY:
TODAY’S DATE:
MEETING DATE:
BACKGROUND:
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
Resolution 22-71
A RESOLUTION OF THE CITY OF ATLANTIC BEACH
AUTHORIZING A TWO-YEAR AUDITOR ENGAGEMENT
EXTENSION CONTINUING THE AUDITING SERVICES
OF PURVIS GRAY &COMPANY;SUBJECT TO AND
CONTINGENT UPON INCLUSION OF FUNDING FOR
THIS PURPOSE IN THE FISCAL YEAR 2022-23 AND 2023-
2024 CITY COMMISSION-APPROVED BUDGETS;
AUTHORIZING THE EXPENDITURE OF $50,000
ALLOCATED IN THE FISCAL YEAR 2022-23 BUDGET
AND $52,000 ANTICIPATED TO ALLOCATED IN THE
FISCAL YEAR 2023-2024 BUDGET FOR THIS PURPOSE;
AUTHORIZING THE MAYOR AND CITY MANAGER TO
EXECUTE ANY CONTRACTS;AND AUTHORIZING THE
CITY MANAGER TO EXECUTE ANY PURCHASE
ORDERS AS NECESSARY TO EFFECTUATE THE
PROVISIONS OF THIS RESOLUTION;AND PROVIDING
AN EFFECTIVE DATE.
Melissa Burns,Director of Finance
September 27,2022
October 10,2022
At the regular Commission meeting held on September 26,2022,the
Commission gave consensus to bring back the Auditor Engagement
Extension back for approval as a resolution.
As discussed in the meeting,auditors are required to be selected by an
auditing committee comprised of a member of the government board and
Given the minute time frame,it is not in the best interest to issue a RFP thisclosetotheendofthe?scal year to be audited.Purvis Gray &Company was contacted and they provided the engagementextensionforthenexttwoyearsfortheFY2022andFY2023audits.TheFY2022Auditcostis$47,000 with an additional $3,000 for a single audit.A single audit is required if the City has expended $750,000 or more inFederaland/or State funds.With the funds from the American Rescue PlanActhavingbeenexpended,a single audit is required.Agenda Item #8.B.10 Oct 2022Page 53 of 64
BUDGET:A total of$64,550 has been budgeted in Fiscal Year 2023 cove
r
auditing
services and the accounting consultant which assists with yea
r—
end
close
and writing up the ?nancial statements.
RECOIVIIVIENDATION:Commission approve continued engagement of (he audit ?rr
n
ofPurvis
Gray &Company For the audits for FY2022 and FY2023.
ATTACHR/lENT(S):Purvis Gray and Cornpany engagement l<:I.t<->1‘
REVIEWED BY CITY MANAGER:4_g %Agenda Item #8.B.10 Oct 2022Page 54 of 64
RESOLUTION NO.22-71
A RESOLUTION OF THE CITY OF ATLANTIC BEACH AUTHORIZING
A TWO-YEAR AUDITOR ENGAGEMENT EXTENSION CONTINUING
THE AUDITING SERVICES OF PURVIS GRAY &COMPANY;SUBJECT
TO AND CONTINGENT UPON INCLUSION OF FUNDING FOR THIS
PURPOSE IN THE FISCAL YEAR 2022-23 AND 2023-2024 CITY
COMMISSION-APPROVED BUDGETS;AUTHORIZING THE
EXPENDITURE OF $50,000 ALLOCATED IN THE FISCAL YEAR 2022-23
BUDGET AND $52,000 ANTICIPATED TO ALLOCATED IN THE FISCAL
YEAR 2023-2024 BUDGET FOR THIS PURPOSE;AUTHORIZING THE
MAYOR AND CITY MANAGER TO EXECUTE ANY CONTRACTS;AND
AUTHORIZING THE CITY MANAGER TO EXECUTE ANY PURCHASE
ORDERS AS NECESSARY TO EFFECTUATE THE PROVISIONS OF
THIS RESOLUTION;AND PROVIDING AN EFFECTIVE DATE.
WHEREAS,the City of Atlantic Beach desires to continue the auditing services of Purvis
Gray &Company,for the purpose of performing the required annual ?nancial audit;and
WHEREAS,the ?scal year 2022-23 budget includes $50,000 for this purpose.
NOW THEREFORE,be it resolved by the City Commission of the City of Atlantic Beach
as follows:
SECTION 1.Subject to and contingent upon inclusion of funding for this purpose in the
?scal year 2022-23 and 2023-2024 City Commission-approved budgets,the Mayor and City
Manager is hereby authorized to sign a two—year agreement continuing the auditing services of
Purvis Gray &Company.
SECTION 2.The City Manager is hereby authorized to approve a purchase order for
$50,000 on behalf of the City of Atlantic Beach.
SECTION 3.This Resolution shall take effect immediately upon its passage and adoption.
PASSED AND ADOPTED by the City of Atlantic Beach,this 10th day of October,2022.
Ellen Glasser,Mayor
Attest:
Donna L.Bartle,City ClerkApprovedastoformandcorrectness:Brenna M.Durden,City Attorney Agenda Item #8.B.10 Oct 2022Page 55 of 64
PURVIS (Sin-Ail’
September 20.2022
Honorable Nlayor,City Commissioners
and Management
City of Atlantic Beach,Florida
800 Seminole Road
Atlantic Beach,Florida 32233
we are pleased to confirm our understanding of the services we are to provide for the cit
y
ofAtlantic
Beach (the city)for the years ending september 30,2022 and 2023.
Audit scope and Objectives
VVe W I audil the financial statements of the governmental activities,the businessvtype the
aggregate discretely presented component units.each major fund,and the aggregate re
ma
i
lngfund
information,including the disclosures,which collectively comprise the basic financial statement
s,
ofthe
city as of and for the years ending september 30,2022 and 2023.Accounting principles general
lyacceptedintheunitedstatesofAmerica(GAAP)provide for certain required supplementary inf
or
ma
tio
n
{RS|),such as rnanagernent’s discus n and analysis (IV|D8u‘-\).to supplement the city's b
a
s
i
c
financia
lstatements.such information,although not a part of the basic financial statements,is req
uir
ed
bythe
Governmental Accounting Standards Board who considers it to be an essential part of financia
l
reporti
ngforplacingthebasicfinancialstatementsinanappropriateoperational,economic,or historic
al
context.
As part of our engagement,we will apply certain limited procedures to the City's RSI i acco
rdan
ce
with
auditing standards generally accepted in the United states of America (GAAS).These limited pro
ced
ureswillconsistofinquiriesofmanagementregardingthemethodsofpreparingtheinfor
mati
on
and
comparing the information for consistency with management's responses to our inquiries,thebasic
financial statements,and other knowledge we obtained during our audit ofthe basicfinancial sta
te
me
nts
.
we will not express an opinion or provide any assurance on the information because thelimited
procedures do not provide us with sufficient appropriate evidence to express an opinion or pr
ov
id
e
any
assurance.The following RSI is required by GAAP and will be subjected to certain limited pro
ced
ure
s.
but
will not be audited:
1)Management's Discussion and Analysis
2)Required Pension and other Postretirement Benefits
3)l\/lajor Fund Budgetary Information
we have also been engaged to report on supplementary information other than RSI that acco
mpan
ies
the
city's financial statements.we will subject the following supplementary information to t
h
e
auditing
procedures applied in our audit of the 'ancial statements and certain additional procedures,inclug
comparing and reconciling such information directly to the underlying accounting and other r
e
c
o
r
d
s
used
to prepare the financial statements or to the financial statements themselves,and other additi
onalproceduresinaccordancewithGAAS,and we will provide an opinion on it in relation to t
h
e
financia
lstatementsasawholeinareportcombinedwithourauditor’s report on the financial statement
s.
CE RTIFIED PUBLIC ACCOUNTANTS
caiiir.-iviue l o..—.iia i -ni/i.iiiasst-e l 5rll'tIS(1ta |()i'lnnr.lo |iaitt-i.iiid |‘raiiip.i
puIv§sgray,cor1'l
i\1zinIuci-inl (\IIV€III.s\lI .i...i PlnrisliiI|IxIl|I.Ilc\0:i(.cI ..i .iit.\.ea.....a..ie
i’\IIlnAlr|1rII(lEIIl mt.iibart.i'ili.-Hi)(J an -IVICC its»Agenda Item #8.B.10 Oct 2022Page 56 of 64
Honorable Mayor,City Commissioners
and Management
City of Atlantic Beach,Florida
Atlantic Beach,Florida 32233 -2-September 19,2022
1)Schedule of Expenditures of Federal Awards (if applicable)
2)Combining Non-Major and Fiduciary Fund Statements
3)Schedule of Source and Expenditure of City oflacksonville Grant Funds (if applicable)
4)Historical Revenues and Expenditures
5)Schedule of Net Revenue in Accordance with Bond Resolutions and Other Bond Debt Disclosures
In connection with our audit ofthe basic financial statements,we will read the following other information
and consider whether a material inconsistency exists between the other information and the basic
financial statements,or the other information otherwise appears to be materially misstated.lf,based on
the work performed,we conclude that an uncorrected material misstatement of the other information
exists,we are required to describe it in our report.
1)OtherStatisticalInformation
The objectives of our audit are to obtain reasonable assurance about whether the financial statements as
a whole are free from material misstatement,whether due to fraud or error,and issue an auditor's report
that includes our opinions about whether the financial statements are fairly presented,in all material
respects,in conformity with GAAP,and report on the fairness of the supplementary information referred
to in the second paragraph when considered in relation to the financial statements as a whole.
Reasonable assurance is a high level of assurance but is not absolute assurance and,therefore,is not a
guarantee that an audit conducted in accordance with GAAS and Government Auditing Standards will
always detect a material misstatement when it exists.Misstatements,including omissions,can arise from
fraud or error and are considered material if there is a substantial likelihood that,individually or in the
aggregate,they would influence the judgment of a reasonable user made based on the financial
statements.The objectives also include reporting on:
I Internal control overfinancial reporting and compliance with provisions of laws,regulations,contracts,
and award agreements,non-compliance with which could have a material effect on the financial
statements in accordance with Government Auditing Standards.
I Internal control over compliance related to major programs and an opinion (or disclaimer of opinion)
on compliance with federal and state statutes,regulations,and the terms and conditions of federal
and state awards that could have a direct and material effect on each major program and state project
in accordance with the Single Audit Act Amendments of 1996 and Title 2 U.S.Code of Federal
Regulations (CFR)Part 200,UniformAdministrative Requirements,Cost Principles,and Audit
Requirements for Federal Awards (Uniform Guidance),Florida State Single Audit Act —Florida
Department of Financial Services —State Projects Compliance Supplement,and Chapter 10.550,Rules
Auditor's Responsibilities for the Audit of the Financial Statements and Single AuditWewillconductourauditinaccordancewithGAAS;the standards for financial audits contained inGovernmentAuditingStandards,issued by the Comptroller General of the United States;the Single AuditActAmendmentsof1996;and the provisions of the Uniform Guidance,Florida State Single Audit Act,andChapter10.550,Rules oftheAuditor General,and will include tests of accounting records,a determination Agenda Item #8.B.10 Oct 2022Page 57 of 64
Honorable Mayor,City Commissioners
and Management
City of Atlantic Beach,Florida
Atlantic Beach,Florida 32233 -3-September 19,2022
of major program(s)in accordance with Uniform Guidance,and other procedures we consider necessary to enable
us to express such opinions.As part of an audit in accordance with GAAS and Government Auditing Standards,
we exercise professional judgment and maintain professional skepticism throughout the audit.
We will evaluate the appropriateness of accounting policies used and the reasonableness ofsignificant accounting
estimates made by management.We will also evaluate the overall presentation of the financial statements,
including the disclosures,and determine whether the financial statements represent the underlying transactions
and events in a mannerthat achieves fair presentation.We will plan and perform the audit to obtain reasonable
assurance about whether the financial statements are free of material misstatement,whether from:(1)errors,
(2)fraudulent financial reporting,(3)misappropriation of assets,or (4)violations of laws or governmental
regulations that are attributable to the government or to acts by management or employees acting on behalf of
the government.Because the determination of waste and abuse is subjective,Government Auditing Standards
do not expect auditors to perform specific procedures to detect waste or abuse in financial audits nor do they
expect auditors to provide reasonable assurance of detecting waste or abuse.
Because of the inherent limitations of an audit,combined with the inherent limitations of internal control,and
because we will not perform a detailed examination of all transactions,there is an unavoidable risk that some
material misstatements or non—compliancemay not be detected by us,even though the audit is properly planned
and performed in accordance with GAASand GovernmentAuditing Standards.In addition,an audit is not designed
to detect immaterial misstatements or violations of laws or governmental regulations that do not have a direct
and material effect on the financial statements or on major programs.However,we will inform the appropriate
level of management of any material errors,any fraudulent financial reporting,or misappropriation of assets that
come to our attention.We will also inform the appropriate level of management of any violations of laws or
governmental regulations that come to our attention,unless clearly inconsequential.We will include such matters
in the reports required for a Single Audit.Our responsibility as auditors is limited to the period covered by our
audit and does not extend to any later periods for which we are not engaged as auditors.
We will also conclude,based on the audit evidence obtained,whether there are conditions or events,considered
in the aggregate,that raise substantial doubt about the government's ability to continue as a going concern for a
reasonable period oftime.
Our procedures will include tests of documentary evidence supporting the transactions recorded in the accounts,
tests of the physical existence of inventories,and direct confirmation of receivables and certain assets and
liabilities by correspondence with selected individuals,funding sources,creditors,and financial institutions.We
will also request written representations from your attorneys as part of the engagement.
I Risks associated with improper revenue recognition.I Potential risk for management override of controls.Our audit of financial statements does not relieve you of your responsibilities.Agenda Item #8.B.10 Oct 2022Page 58 of 64
Honorable Mayor,City Commissioners
and Management
City of Atlantic Beach,Florida
Atlantic Beach,Florida 32233 -4-September 19,2022
Audit Procedures-Internal Control
We will obtain an understanding of the government and its environment,including internal control relevant to
the audit,sufficient to identify and assess the risks of material misstatement ofthe financial statements,whether
due to error or fraud,and to design and perform audit procedures responsive to those risks and obtain evidence
that is sufficient and appropriate to provide a basis for our opinions.The risk of not detecting a material
misstatement resulting from fraud is higher than for one resulting from error,as fraud may involve collusion,
forgery,intentional omissions,misrepresentation,or the override of internal control.Tests of controls may be
performed to test the effectiveness of certain controls that we consider relevant to preventing and detecting
errors and fraud that are material to the financial statements and to preventing and detecting misstatements
resulting from illegal acts and other non-compliance matters that have a direct and material effect on the financial
statements.Ourtests,if performed,will be less in scope than would be necessary to render an opinion on internal
control and,accordingly,no opinion will be expressed in our report on internal control issued pursuant to
Government Auditing Standards.
As required by the Uniform Guidance and Chapter 10.550,Rules ofthe Auditor General,we will perform tests of
controls over compliance to evaluate the effectiveness of the design and operation of controls that we consider
relevant to preventing or detecting material non-compliance with compliance requirements applicable to each
major federal award program.However,our tests will be less in scope than would be necessary to render an
opinion on those controls and,accordingly,no opinion will be expressed in our report on internal control issued
pursuant to the Uniform Guidance and Chapter 10.550,Rules of the Auditor General.
An audit is not designed to provide assurance on internal control or to identify significant deficiencies or material
weaknesses.Accordingly,we will express no such opinion.However,during the audit,we will communicate to
management and those charged with governance internal control related matters that are required to be
communicated under the American institute of Certified Public Accountants professional standards,Government
Auditing Standards,and the Uniform Guidance,and Chapter 10.550,Rules of the Auditor General.
Audit Procedures—Compliance
As part of obtaining reasonable assurance about whether the financial statements are free of material
misstatement,we will perform tests of the City's compliance with provisions of applicable laws,regulations,
contracts,and agreements,including grant agreements.However,the objective of those procedures will not be
to provide an opinion on overall compliance,and we will not express such an opinion in our report on compliance
issued pursuant to Government Auditing Standards.
The Uniform Guidance and Chapter 10.550,Rules of the Auditor General requires that we also plan and perform
the audit to obtain reasonable assurance about whether the auditee has complied with federal statutes,
and Florida Department of Financial Services -State Projects Compliance Supplement for the types of compliancerequirementsthatcouldhaveadirectandmaterialeffectoneachoftheCity's major federal programs and stateprojects.Forfederal programs and state projects that are included in the Compliance Supplement,our complianceandinternalcontrolprocedureswillrelatetothecompliancerequirementsthattheComplianceSupplementidentifiesasbeingsubjecttoaudit.The purpose of these procedures will be to express an opinion on the City'scompliancewithrequirementsapplicabletoeachofitsmajorprogramsinourreportoncomplianceissuedpursuanttotheUniformGuidanceandChapter10.550,Rules of the Auditor General.Agenda Item #8.B.10 Oct 2022Page 59 of 64
Honorable Mayor,City Commissioners
and Management
City of Atlantic Beach,Florida
Atlantic Beach,Florida 32233 -5-September 19,2022
Responsibilities of Management for the Financial Statements and Single Audit
Our audit will be conducted on the basis that you acknowledge and understand your responsibility for:
(1)designing,implementing,establishing,and maintaining effective internal controls relevant to the preparation
and fair presentation of financial statements that are free from material misstatement,whether due to fraud or
error,including internal controls over federal and state awards,and for evaluating and monitoring ongoing
activities to help ensure that appropriate goals and objectives are met;(2)following laws and regulations;
(3)ensuring that there is reasonable assurance that government programs are administered in compliance with
compliance requirements;and (4)ensuring that management and financial information is reliable and properly
reported.Management is also responsible for implementing systems designed to achieve compliance with
applicable laws,regulations,contracts and grant agreements.You are also responsible for the selection and
application of accounting principles;for the preparation and fair presentation of the financial statements,
schedule of expenditures of federal awards and state financial assistance,and all accompanying information in
conformity with accounting principles generally accepted in the United States of America;and for compliance with
applicable laws and regulations (including federal and state statutes),rules,and the provisions of contracts and
grant agreements (including award agreements).Your responsibilities also include identifying significant
contractor relationships in which the contractor has responsibility for program compliance and for the accuracy
and completeness ofthat information.
You are also responsible for making drafts offinancial statements,schedule of expenditures of federal awards and
state financial assistance,all financial records,and related information available to us and for the accuracy and
completeness of that information (including information from outside ofthe general and subsidiary ledgers).You
are also responsible for providing us with:(1)access to all information of which you are aware that is relevant to
the preparation and fair presentation of the financial statements,such as records,documentation,identification
of all related parties and all related-party relationships and transactions,and other matters;(2)access to
personnel,accounts,books,records,supporting documentation,and other information as needed to perform an
audit under the Uniform Guidance;(3)additional information that we may request for the purpose ofthe audit;
and (4)unrestricted access to persons within the government from whom we determine it necessary to obtain
audit evidence.At the conclusion of our audit,we will require certain written representations from you about the
financial statements;schedule of expenditures of federal awards and state financial assistance;federal and state
award programs;compliance with laws,regulations,contracts and grant agreements;and related matters.
Your responsibilities include adjusting the financial statements to correct material misstatements and confirming
to us in the management representation letter that the effects of any uncorrected misstatements aggregated by
us during the current engagement and pertaining to the latest period presented are immaterial,both individually
and in the aggregate,to the financial statements of each opinion unit taken as a whole.
(2)employees who have significant roles in internal control,and (3)others where the fraud could have a materialeffectonthefinancialstatements.Your responsibilities include informing us of your knowledge of any allegationsoffraudorsuspectedfraudaffectingthegovernmentreceivedincommunicationsfromemployees,formeremployees,grantors,regulators,or others.In addition,you are responsible for identifying and ensuring that thegovernmentcomplieswithapplicablelaws,regulations,contracts,agreements,and grants.You are alsoresponsiblefortakingtimelyandappropriatestepstoremedyfraudandnon—compliancewith provisions of laws,regulations,contracts and grant agreements that we report.Additionally,as required by the Uniform Guidance Agenda Item #8.B.10 Oct 2022Page 60 of 64
Honorable Mayor,City Commissioners
and Management
City of Atlantic Beach,Florida
Atlantic Beach,Florida 32233 -6-September 19,2022
and Chapter 10.550,Rules of the Auditor General,it is management's responsibility to evaluate and monitor non-
compliance with federal and state statutes,regulations,and the terms and conditions of federal and state awards;
take prompt action when instances of non-compliance are identified including non-compliance identified in audit
findings;promptly follow up and take corrective action on reported audit findings;and prepare a summary
schedule of prior audit findings and a separate corrective action plan.
You are responsible for identifying all federal and state awards received and understanding and complying with
the compliance requirements and for the preparation ofthe schedule of expenditures of federal awards and state
financial assistance (including notes and non-cash assistance received,and COVID-19-related concepts,such as
lost revenues,if applicable)in conformity with the Uniform Guidance and Chapter 10.550,Rules of the Auditor
General.You agree to include our report on the schedule of expenditures of federal awards and state financial
assistance in any document that contains,and indicates that we have reported on,the schedule of expenditures
of federal awards and state financial assistance.You also agree to include the audited financial statements with
any presentation of the schedule of expenditures of federal awards and state financial assistance that includes
our report thereon.Your responsibilities include acknowledging to us in the written representation letter that:
(1)you are responsible for presentation of the schedule of expenditures of federal awards and state financial
assistance in accordance with the Uniform Guidance and Chapter 10.550,Rules of the Auditor General;(2)you
believe the schedule of expenditures of federal awards and state financial assistance,including its form and
content,is stated fairly in accordance with the Uniform Guidance and Chapter 10.550,Rules of the Auditor General;
(3)the methods of measurement or presentation have not changed from those used in the prior period (or,ifthey
have changed,the reasons for such changes);and (4)you have disclosed to us any significant assumptions or
interpretations underlying the measurement or presentation of the schedule of expenditures of federal awards
and state financial assistance.
You are also responsible for the preparation of the other supplementary information,which we have been
engaged to report on,in conformity with GAAP.You agree to include our report on the supplementary
information in any document that contains,and indicates that we have reported on,the supplementary
information.You also agree to include the audited financial statements with any presentation of the
supplementary information that includes our report thereon.Your responsibilities include acknowledging to us
in the written representation letter that:(1)you are responsible for presentation of the supplementary
information in accordance with GAAP;(2)you believe the supplementary information,including its form and
content,is fairly presented in accordance with GAAP;(3)the methods of measurement or presentation have not
changed from those used in the prior period (or,if they have changed,the reasons for such changes);and (4)you
have disclosed to us any significant assumptions or interpretations underlying the measurement or presentation
of the supplementary information.
financial audits,attestation engagements,performance audits,or other studies related to the objectives discussedintheAuditScopeandObjectivessectionofthisletter.This responsibility includes relaying to us corrective actionstakentoaddresssignificantfindingsandrecommendationsresultingfromthoseaudits,attestation engagements,performance audits,or studies.You are also responsible for providing management's views on our currentfindings,conclusions,and recommendations,as well as your planned corrective actions for the report,and for thetimingandformatforprovidingthatinformation.Agenda Item #8.B.10 Oct 2022Page 61 of 64
Honorable Mayor,City Commissioners
and Management
City of Atlantic Beach,Florida
Atlantic Beach,Florida 32233 -7-September 19,2022
Engagement Administration,Fees,and Other
We understand that your employees will prepare all cash,accounts receivable,or other confirmations we request
and will locate any documents selected by us for testing.
At the conclusion of the engagement,we will complete the appropriate sections of the Data Collection Form that
summarizes our audit findings.It is management's responsibility to electronically submit the reporting package
(including financial statements,schedule of expenditures of federal awards,summary schedule of prior audit
findings,auditor's reports,and corrective action plan)along with the Data Collection Form to the federal audit
clearinghouse.We will coordinate with you the electronic submission and certification.The Data Collection Form
and the reporting package must be submitted within the earlier of 30 calendar days after receipt of the auditor's
reports or nine months after the end of the audit period.
We will provide copies of our reports to City management;however,management is responsible for distribution
of the reports and the financial statements.Unless restricted by law or regulation,or containing privileged and
confidential information,copies of our reports are to be made available for public inspection.
The audit documentation for this engagement is the property of Purvis,Gray and Company,LLPand constitutes
confidential information.However,subject to applicable laws and regulations,audit documentation and
appropriate individuals will be made available upon request and in a timely manner to a federal or state oversight
agency or its designee,a federal or state agency providing direct or indirect funding,or the U.S.Government
Accountability Office for purposes of a quality review of the audit,to resolve audit findings,or to carry out
oversight responsibilities.We will notify you of any such request.If requested,access to such audit
documentation will be provided underthe supervision of Purvis,Gray and Company,LLPpersonnel.Furthermore,
upon request,we may provide copies of selected audit documentation to the aforementioned parties.These
parties may intend,or decide,to distribute the copies or information contained therein to others,including other
governmental agencies.
The audit documentation for this engagement will be retained for a minimum of five years afterthe report release
date orfor any additional period requested by a federal or state oversight agency or its designee.If we are aware
that a federal awarding agency,pass—through entity,or auditee is contesting an audit finding,we will contact the
party(ies)contesting the audit finding for guidance prior to destroying the audit documentation.
Ronald D.Whitesides,CPA is the engagement partner and is responsible for supervising the engagement and
signing the reports or authorizing another individual to sign them.We expect to begin our audit approximately
April 2023.
required.Our standard hourly rates vary according to the degree of responsibility involved and the experiencelevelofthepersonnelassignedtoyouraudit.Our invoices for these fees will be rendered each month as workprogressesandarepayableonpresentation.If we elect to terminate our services for non—payment,ourengagementwillbedeemedtohavebeencompleteduponwrittennotificationoftermination,even if we havenotcompletedourreports.You will be obligated to compensate us for all time expended and to reimburse us for Agenda Item #8.B.10 Oct 2022Page 62 of 64
Honorable Mayor,city commissioners
and Management
City of Atlantic Beach,Florida
Atlantic Beach,Florida 32233 Sept
emb
er
19,2022
all out-or-pocket costs through the date of termination.The above fee is based on anticipated from
your personnel and the assumption that unexpected circumstances will not be encountered duringthe
engagement.If significant additional time is necessary,we wi keep you informed of any problems weencounter
and our fees will be adjusted accordingly.
I issue written reports upon completion of oursingle Audit.our reports will be addressed tomanage
mentandthegoverningboardofthecity.Circumstances may arise in which our report may differ itsexpected
form and content based on the results of our audi .Depending on the nature of these circumstance
s,
itmaybe
necessary for us to mo y our opinions,add a separate section,or add an emphasis-of-matter orotherrrr
latlerparagraphtoourauditorsreport,or if necessary,withdraw from this engagement.if our opinions areotherthan
unmodified,we will discuss the reasons with you in advance.if,for any reason,we are unable tocomple
te
the
audit or are unable to form or have not formed opinions,we may decline to express opinions or is
su
e
reports,or
we may withdraw from this engagement.
The 6overnn'lentAudItI'ng Standards report on internal control over financial reporting and on co
m
pli
an
ce
and
other matters will state that:(1)the purpose of the report is solely to describe the scope of t ofinternal
control and compliance and the results of that testing,and not to provide an opinion on the effe
ctiv
ene
ss
ofthe
entity's internal control or on compliance,and (2)the report is an integral part of an aud
it
perfor
med
in
accordance with G‘overnr7ierltAudit/‘ng Standards in Considering the entity’s internal control and c
o
The
Urliforrn Guidance and Chapter 10.550,Rules of the Auditor General report on internal control o
v
e
r
complianc
eWillstatethatthepurposeofthereportoninternalControlovercomplianceissolelytodescrib
e
thescopeof
testing of internal control over compliance and the results of that testing based on the requir
ement
s
ofthe
Uniform Guidance and Chapter 10.550,Rules affhe Auditor General.Both reports will state that th
e
reportisnot
suitable for any other purpose.
we appreciate the opportunity to be of service to the city and believe thi letter accurately su
m
m
ar
iz
es
the
slgni icant terms of our engagement.If you have any questions,please let us know.If you agree withtheterms
of our engagement as described in this letter,please sign and return it to us.
Res pectfu Ily Su brn itted
PURVIS,GRAV AND COMPANY,LLP
Ronald D.\IVhitesides,CPA
Partner
RDVV/sdrrl
Agenda Item #8.B.10 Oct 2022Page 63 of 64
Honorable Mayor,City Commissioners
and Management
City of Atlantic Beach,Florida
Atlantic Beach,Florida 32233 -9-September 19,2022
RESPONSE:
This letter correctly sets forth the understanding of the City of Atlantic Beach,Florida.
Management Signatu re:
Title:
Date:
Governance Signature:
Title:
Date:Agenda Item #8.B.10 Oct 2022Page 64 of 64