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7-24-23 Final Agenda City of Atlantic Beach Final Agenda Regular City Commission Meeting Monday, July 24, 2023 - 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 Special Town Hall Meeting on June 27, 2023. Town Hall Meeting Draft Minutes 5 - 21 2. COURTESY OF FLOOR TO VISITORS 2.A. Presentation of check for Aquatic Gardens Drainage Improvements (Senator Yarborough and State Representative Michael) PUBLIC COMMENT 3. CITY MANAGER REPORTS 3.A. Accept the 90-Day Calendar (July-Sept. 2023) 90-Day Calendar (July-Sept. 2023) 23 - 26 4. REPORTS AND/OR REQUESTS FROM CITY COMMISSIONERS 5. UNFINISHED BUSINESS FROM PREVIOUS MEETINGS None. 6. CONSENT AGENDA ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED TO BE ROUTINE BY THE CITY COMMISSION AND WILL BE ENACTED BY ONE MOTION IN THE FORM LISTED BELOW. THERE WILL BE NO SEPARATE DISCUSSION OF THESE ITEMS. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY. SUPPORTING DOCUMENTATION AND STAFF RECOMMENDATIONS HAVE BEEN PREVIOUSLY SUBMITTED TO THE CITY COMMISSION ON THESE ITEMS. 6.A. Authorize the City Manager to sign the attached amendment to the three-year (2022-2025) agreement with the Union. PBA Union Negotiations Amendment 27 - 28 Page 1 of 113 Regular City Commission - 24 Jul 2023 7. COMMITTEE REPORTS None. 8. ACTION ON RESOLUTIONS * 8.A. RESOLUTION NO. 23-23 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF ATLANTIC BEACH, FLORIDA, AUTHORIZING AN AGREEMENT BETWEEN THE CITY OF ATLANTIC BEACH AND THE BOYS’ AND GIRLS’ CLUBS OF NORTHEAST FLORIDA, INC., FOR PROGRAMMING MANAGEMENT OF GAIL BAKER COMMUNITY CENTER AND JORDAN PARK COMMUNITY CENTER; AUTHORIZING THE CITY MANAGER TO EXECUTE CONTRACTS AND PURCHASE ORDERS IN ACCORDANCE WITH AND AS NECESSARY TO EFFECTUATE THE PROVISIONS OF THIS RESOLUTION; PROVIDING FOR CONFLICTS; AND PROVIDING AN EFFECTIVE DATE. Resolution No. 23-23 29 - 66 * 8.B. RESOLUTION NO. 23-24 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, AUTHORIZING THE EXPENDITURES OF FUNDS FROM THE TREE CONSERVATION TRUST FUND FOR DEFINED TREE PLANTINGS ON PUBLICLY OWNED LANDS WITHIN THE CITY OF ATLANTIC BEACH. Resolution No. 23-24 67 - 68 8.C. RESOLUTION NO. 23-25 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, AUTHORIZING THE CITY TO ACCEPT THE 2021 JUSTICE ASSISTANCE GRANT PROGRAM Resolution No. 23-25 69 - 72 * 8.D. RESOLUTION NO. 23-26 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF ATLANTIC BEACH, FLORIDA, AUTHORIZING THE EXECUTION OF A PURCHASE AND SALE AGREEMENT BETWEEN THE CITY OF ATLANTIC BEACH AND HOOSE HOMES AND INVESTMENTS, LLC, FOR THE PURCHASE OF 2.16+- ACRES OF REAL PROPERTY IN ATLANTIC BEACH ON DORA DRIVE (PARCEL ID 172118 0000, 172119 0000, 172122 0000) FOR THE PRICE OF $1,075,000; DESIGNATING AMERICAN RESCUE PLAN ACT FUNDS TO BE USED FOR THIS PURPOSE; AUTHORIZING THE CITY MANAGER TO EXECUTE CONTRACTS, COMPLETE DUE DILIGENCE EFFORTS AND PURCHASE ORDERS IN ACCORDANCE WITH AND AS NECESSARY TO EFFECTUATE THE PROVISIONS OF THIS RESOLUTION; PROVIDING FOR CONFLICTS; AND PROVIDING AN EFFECTIVE DATE. Resolution No. 23-26 73 - 105 * 8.E. RESOLUTION NO. 23-27 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF ATLANTIC BEACH, FLORIDA, ESTABLISHING THE PROPOSED MILLAGE RATE, THE CURRENT YEAR ROLLED-BACK RATE, AND THE DATE, TIME AND PLACE FOR THE FIRST AND 107 - 113 Page 2 of 113 Regular City Commission - 24 Jul 2023 SECOND PUBLIC HEARINGS TO CONSIDER THE PROPOSED FISCAL YEAR 2023-24 MILLAGE RATE AND BUDGET AS REQUIRED BY LAW; DIRECTING THE CITY MANAGER TO FILE SAID RESOLUTION WITH THE PROPERTY APPRAISER OF DUVAL COUNTY PURSUANT TO REQUIREMENTS OF FLORIDA STATUTES AND THE RULES AND REGULATIONS OF THE DEPARTMENT OF REVENUE OF THE STATE OF FLORIDA; PROVIDING FOR CONFLICTS; AND PROVIDING AN EFFECTIVE DATE. Resolution No. 23-27 9. ACTION ON ORDINANCES None. 10. MISCELLANEOUS BUSINESS None. 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, Florida Statutes, persons with disabilities needing special accommodation to participate in this meeting should contact the City Clerk’s Office at (904) 247-5821 or at City Hall, 800 Seminole Road, Atlantic Beach, FL 32233, no later than 5:00 PM on the Thursday prior to the meeting. Page 3 of 113 Page 4 of 113 Town Hall June 27, 2023 MINUTES Town Hall Meeting Tuesday, June 27, 2023 - 6:00 PM Commission Chamber City Hall, 800 Seminole Road Atlantic Beach, FL 32233 ATTENDANCE: Present: Bruce Bole, Commissioner - Seat 2 Michael Waters, Commissioner - Seat 3 Candace Kelly, Commissioner - Seat 4 Curtis Ford, Mayor - Seat 1 Jessica Ring, Commissioner - Seat 5 Also Present: Ladayija Nichols, Deputy City Clerk (DCC) Joe Gerrity, Interim City Manager (CM) Kevin Hogencamp, Deputy City Manager (DCM) Steve Swann, City Engineer (CE) CALL TO ORDER Mayor Ford called the meeting to order at 6:01 p.m. 1 TOPIC FOR DISCUSSION Potential Water system expansion into Neptune Beach • Staff Presentation • Mayor's Comments CM Gerrity gave a presentation (which is attached hereto and made a part of this Official Record as Attachment A). Mayor Ford mentioned that the most recent request from Neptune Beach (NB) was for fire suppression purposes that pertained to 572 Atlantic Boulevard (Publix). He advised that communications and updates regarding the potential water expansion could be found on the City's website (http://coab.us/2065/Potential-Water-System-Extension-into-Ne). He read off a list of questions that have been received (which is attached hereto and made a part of this Official Record as Attachment B). 6-27-23 Attachment A 6-27-23 Attachment B 2 PUBLIC COMMENT DCC Nichols called each speaker to the podium. Page 1 of 17 Agenda Item #1.A. 24 Jul 2023 Page 5 of 113 Town Hall June 27, 2023 Nancy Staats mentioned that she is curious about what will be developed at the 500 Atlantic Boulevard property. She expressed that it seems like there are still a lot of unanswered questions. Jim Wheatley expressed concerns about potential parking and traffic issues that could be related to this development. Shelle Thole discussed concerns about the developer of the 500 Atlantic Blvd property. Jackie Beckenbach mentioned that she agreed with the sentiments from Shelle Thole. She expressed concerns about who would benefit from this development. Hank Groff spoke about his love for the beach communities. He encouraged the Commission to consider the effects of an increase in water usage over time. Susanne Barker thanked the Commission for having this meeting and allowing the public to share their thoughts. She mentioned that she feels AB should not provide water for the potential development. Carolyn Zisser communicated that she agrees with the previous comments made and expressed concerns about how this topic came about. Brinkley Harrell expressed concerns about fire emergency water usage. He also addressed concerns about utility rates across the beach communities. Pat Hazouri encouraged the Commission to not approve selling any water to the developer. Cindy Anderson asked additional questions. ADDITIONAL QUESTIONS ANSWERED Mayor Ford answered the following questions: Why would AB give water to NB at 125% of what is charged to AB residents and businesses. - CM Gerrity informed that going above the 25% would require permission from the Public Service Commission. Why would AB provide water to the developer and not directly to the City of NB. - Mayor Ford expressed that he would prefer an explicit request from the City Council of NB requesting water. Commissioner Bole shared that he would like to get the Riverkeepers' opinions. He informed everyone that he doesn't know what the developer is building. Commissioner Kelly communicated that it all depends on what is being built. She pointed out that traffic is already an issue and that she is not quite reassured yet. Page 2 of 17 Agenda Item #1.A. 24 Jul 2023 Page 6 of 113 Town Hall June 27, 2023 Commissioner Ring expressed concerns about the green tower and the developer not knowing what's going to be built. Mayor Ford expressed that he doesn't believe the developer under requested when asking for water and that he is not concerned about what will be developed, his concern would be the impact on traffic. Commissioner Waters explained that this could be a frustrating process and that the decision could take a while. CE Swann explained that the pressure system is limited because of the height of the water towers. He explained that the City is in the process of upgrading water plants. He shared that Water Plant #1 should be completed by the end of this year. The earliest the City would potentially be able to provide water to the development is at least two years out. ADDITIONAL PUBLIC COMMENT Carolyn Zisser commented that the City needs a formal request from NB. Hank Groff encouraged the Commission to think about the finances of this potential development. Kenny Camish expressed concerns about the potential water expansion into NB. Chris Rule, retired fire fighter from the City of Jacksonville Beach, shared his knowledge on water tanks and fire suppression. Jim Wheatley asked if anyone has researched the developers' company that is interested in potentially receiving water from AB. John Rating encouraged the Commission to take their time with this issue and think the matter over carefully. Carolyn Zisser asked a variety of questions. Brinkley Harrell expressed concern for the funding that it could potentially take for a water expansion. ADDITIONAL DISCUSSION Mayor Ford expressed that the City Attorney has been directed to not engage unless a formal request was received from the Council of NB. He also mentioned that if there is an agreement to be done, the City of AB would create it and let NB decide on how they would like to proceed. Commissioner Bole explained that the City is still in the discovery stages of this potential project and encouraged citizens to continue to put their questions in writing. Commissioner Ring thanked everyone for attending the meeting and sharing their thoughts. Page 3 of 17 Agenda Item #1.A. 24 Jul 2023 Page 7 of 113 Town Hall June 27, 2023 ADJOURNMENT The meeting adjourned at 7:37 p.m. Attest: Date Approved:________________ Donna L. Bartle, City Clerk Curtis Ford, Mayor Page 4 of 17 Agenda Item #1.A. 24 Jul 2023 Page 8 of 113 Attachment A to 6-27-23 Minutes Page 5 of 17Agenda Item #1.A.24 Jul 2023Page 9 of 113 Attachment A to 6-27-23 Minutes Page 6 of 17Agenda Item #1.A.24 Jul 2023Page 10 of 113 Attachment A to 6-27-23 Minutes Page 7 of 17Agenda Item #1.A.24 Jul 2023Page 11 of 113 Attachment A to 6-27-23 Minutes Page 8 of 17Agenda Item #1.A.24 Jul 2023Page 12 of 113 Attachment A to 6-27-23 Minutes Page 9 of 17Agenda Item #1.A.24 Jul 2023Page 13 of 113 Attachment A to 6-27-23 Minutes Page 10 of 17Agenda Item #1.A.24 Jul 2023Page 14 of 113 Attachment A to 6-27-23 Minutes Page 11 of 17Agenda Item #1.A.24 Jul 2023Page 15 of 113 Page 12 of 17 Agenda Item #1.A. 24 Jul 2023 Page 16 of 113 Attachment B to 6-27-23 Minutes Page 13 of 17 Agenda Item #1.A. 24 Jul 2023 Page 17 of 113 Attachment B to 6-27-23 Minutes Page 14 of 17 Agenda Item #1.A. 24 Jul 2023 Page 18 of 113 Attachment B to 6-27-23 Minutes Page 15 of 17 Agenda Item #1.A. 24 Jul 2023 Page 19 of 113 Attachment B to 6-27-23 Minutes Page 16 of 17 Agenda Item #1.A. 24 Jul 2023 Page 20 of 113 Attachment B to 6-27-23 Minutes Page 17 of 17 Agenda Item #1.A. 24 Jul 2023 Page 21 of 113 Page 22 of 113 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM:90-Day Calendar for the Mayor and Commission SUBMITTED BY:Yvonne Calverley,Executive Assistant to the City Manager C’/ TODAY’S DATE:July 7,2023 MEETING DATE:July 24,2023 BACKGROUND:The 90-day calendar is included on the agenda for the purpose of setting meeting dates and determining the location,time and whether to videotape special meetings and workshops.The rolling 90-day calendar will be revised after receiving input from City staff and the Commission,and will be includedin each agenda for consideration. NOTES: 1)City Commission will hold one-on-one interviews with City Manager applicants on Friday,July 28 at City Hall and Adele Grage. 2)A public meet and greet with City Manager applicants will be held on Friday,July 28 from 5:30 to 7:30 pm in the Chamber. 3)City Commission meeting/public interviews with City Manager applicants will be held on Saturday,July 29 at 10 am in the Chamber. 4)A City Commission special-called meeting is scheduled for Monday,July 31 at 6 pm in the Chamber. 5)Budget Workshops have been scheduled for 5:30 pm on the following dates: July 25 August 7 August 24 (if needed) BUDGET:None RECOMMENDATION:Approve the 90-Day Calendar for July —September 2023 ATTACHMENT:1)Mayor and Commission 90-Day Calendar (July —September 2023) REVIEWED BY CITY MANAGER: Agenda Item #3.A. 24 Jul 2023 Page 23 of 113 1 ConacmaovEm3$582:34 :>>Or_. 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E M: §:m.vToo>:: eac pa omb wanna?UUm<92 coumub?ou S S 35 zawév an NI Em 3 HOMMNEm.5FC.mn_ wm 25 :omm3b ca NI Em 3 ..3i£2 wBE.8n_ 0:5 :33: ca N1 Sn 3 Svt?z Eo?cmm 2 C33 :35: an NI Em o_ HDMHNHZ20:53 m ‘:3.5.1» by .2 4 iv Agenda Item #3.A.24 Jul 2023 Page 26 of 113 AGENDA ITEM: SUBMITTED BY: TODAY’S DATE: MEETING DATE: BACKGROUND: PBA Union Negotiations 2022-2025 Contract Amendment Cathy Varian.,Human Resources Director July 12,2023 July 24,2023 The contract that the City of Atlantic Beach entered into with the Police Benevolent Association (PBA)runs from 2022 —2025.The City and Union had one public negotiation meeting and came to an agreement,pending rati?cation and Commission approval,on a minor change to the contract.The key provision in the contract that has been amended is as follows: CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT RECOMMENDATION:Authoiize the City Manager to sign the attached amendment to the three-year (2022-2025)agreement with the Union. ATTACHMENT:City of Atlantic Beach and PBA Contract Amendment. BUDGET:No impact. Allow the members of the PBA bargaining unit to roll over up to 25 hours of comp time into the next ?scal year,allowing them to use that for time off in the fall,since it is difficult to use during the busy and short-staffed summer months. REVIEWED BY CITY MANAGER: Agenda Item #6.A. 24 Jul 2023 Page 27 of 113 MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF ATLANTIC BEACH AND COASTAL FLORIDA POLICE BENEVOLENTASSOCIATION This Memorandum of Understanding is entered into between the City of Atlantic Beach (hereinafter referred to as “the City”)and the Coastal Florida Police Benevolent Association (hereinafter referred to as “the PBA”)on behalf of those employees in the classifications of Police Officer,Corporal and Sergeant (PERC Certification Number 1665)for the purpose of bargaining collectively in the determination of the wages,hours and terms and conditions of employment of those within bargaining unit. The City and the PBA agree as follows: Bargaining unit members will be allowed,in October of each year,to roll over into the next fiscal year a total of up to 25 hours of comp time that the employee has on the books as of September 30”‘of each year.Any comp hours not rolled over will be paid out by the city to the employee as is the current practice. The contract language change will be as follows: 17.5 For the purpose of taking compensatory time off,the employee shall,in accordance with procedures for Personal Leave,Article 13,request to be allowed to utilize his accrued hours.All accrued compensatory time off must be taken during the fiscal year (October 1 -September 30)in which it is earned,except that an employee may roll over into the next calendar year no more than 25 hours of comp time.Employees shall receive a cash payment for the excess unused compensatory time on or after the last pay period of the fiscal year but no later than September 30th of the same fiscal year at the regular hourly rate earned by the employee at the time the employee receives such payment.Note:Employees will not be paid for Compensatory Time unless their Compensatory Time payment amount equals or exceeds one hour. This Agreement will become effective upon ratification and execution by both the Union and the City,All other terms and conditions of the Collective Bargaining Agreement not specifically referenced herein shall remain unchanged Signed and Agreed by the City:Signed and Agreed by the Union: Joe Gerrity,Greg Forhan,General Counsel Titlezlnterim City Manager Coastal Florida PBA Date:Date: Agenda Item #6.A. 24 Jul 2023 Page 28 of 113 Agenda Item #8.A. 24 Jul 2023 Page 29 of 113 Agenda Item #8.A. 24 Jul 2023 Page 30 of 113 Agenda Item #8.A. 24 Jul 2023 Page 31 of 113 Agenda Item #8.A. 24 Jul 2023 Page 32 of 113 Agenda Item #8.A. 24 Jul 2023 Page 33 of 113 Agenda Item #8.A. 24 Jul 2023 Page 34 of 113 Agenda Item #8.A. 24 Jul 2023 Page 35 of 113 Agenda Item #8.A. 24 Jul 2023 Page 36 of 113 Agenda Item #8.A. 24 Jul 2023 Page 37 of 113 Agenda Item #8.A. 24 Jul 2023 Page 38 of 113 Agenda Item #8.A. 24 Jul 2023 Page 39 of 113 Agenda Item #8.A. 24 Jul 2023 Page 40 of 113 Agenda Item #8.A. 24 Jul 2023 Page 41 of 113 Agenda Item #8.A. 24 Jul 2023 Page 42 of 113 Agenda Item #8.A. 24 Jul 2023 Page 43 of 113 Agenda Item #8.A. 24 Jul 2023 Page 44 of 113 Agenda Item #8.A. 24 Jul 2023 Page 45 of 113 Agenda Item #8.A. 24 Jul 2023 Page 46 of 113 Agenda Item #8.A. 24 Jul 2023 Page 47 of 113 Agenda Item #8.A. 24 Jul 2023 Page 48 of 113 Agenda Item #8.A. 24 Jul 2023 Page 49 of 113 Agenda Item #8.A. 24 Jul 2023 Page 50 of 113 Agenda Item #8.A. 24 Jul 2023 Page 51 of 113 Agenda Item #8.A. 24 Jul 2023 Page 52 of 113 Agenda Item #8.A. 24 Jul 2023 Page 53 of 113 Agenda Item #8.A. 24 Jul 2023 Page 54 of 113 Agenda Item #8.A. 24 Jul 2023 Page 55 of 113 Agenda Item #8.A. 24 Jul 2023 Page 56 of 113 Agenda Item #8.A. 24 Jul 2023 Page 57 of 113 Agenda Item #8.A. 24 Jul 2023 Page 58 of 113 Agenda Item #8.A. 24 Jul 2023 Page 59 of 113 Agenda Item #8.A. 24 Jul 2023 Page 60 of 113 Agenda Item #8.A. 24 Jul 2023 Page 61 of 113 Agenda Item #8.A. 24 Jul 2023 Page 62 of 113 Agenda Item #8.A. 24 Jul 2023 Page 63 of 113 Agenda Item #8.A. 24 Jul 2023 Page 64 of 113 Agenda Item #8.A. 24 Jul 2023 Page 65 of 113 Agenda Item #8.A. 24 Jul 2023 Page 66 of 113 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM:Resolution No.23-24 (Use of Tree Conservation Trust Funds (TCTF)for grant match) SUBMITTED BY:Amanda Askew,Director of Planning and Community Development TODAY’S DATE:July l7,2023 MEETING DATE:July 24,2023 BACKGROUND:The Planning and Community Development Department is requesting to use ?fteen thousand dollars ($15,000)from the City of Atlantic Beach Tree Conservation Trust Fund (TCTF)to use as a match for the Urban and Community Forestry Grant administered by the Florida Department of Agriculture and Consumer Services Division of Administration. The TCTF is a special revenue fund account.Section 23-14 of the code of ordinances establishes this fund for the purpose “of accepting and disbursing monies paid to the city as part of tree mitigation and any other funds deposited with the city for the purpose of tree and vegetation conservation and protection. This ?md shall be used solely for the planting of trees,the protection and conservation of existing trees where appropriate,or the re-establishment of vegetative resources in the city and any other ancillary costs associated with such activities,provided that such ancillary costs shall not exceed twenty (20)percent of the cost of the particular project.” This grant will be used to build upon our tree canopy work in the form of additional tree canopy inventorying and assessment.These tools will be used to inventory and map areas for additional tree planting and identify weaknesses in the canopy.The grant also includes an educational component to help educating the community on value of trees,tree placement and tree care. Per section 23-14,the ESC reviewed the proposed disbursal of the $15,000 and made the following recommendation at their July 12‘hmeeting:“We believe the grant has merit.However,it stretches the interpretation and the spirit of the intended use of the Tree Fund.We therefore prefer not to use the Fund for the grant but we accept its one-time use,with that reservation,and only if there are no other options available.” BUDGET:$0 from the general fund budget but $15,000 from the TCTF RECOMMENDATION:Commission review and approve ATTACHMENT(S):Resolution 23-24 REVIEWED BY CITY MANAGER: Agenda Item #8.B. 24 Jul 2023 Page 67 of 113 RESOLUTION N 0.23-24 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA,AUTHORIZING THE EXPENDITURES OF FUNDS FROM THE TREE CONSERVATION TRUST FUND FOR DEFINED TREE PLAN TINGS ON PUBLICLY OWNED LANDS WITHIN THE CITY OF ATLANTIC BEACH. WHEREAS,The Environmental Stewardship Committee (ESC)and the City Commission recognizes the importance of Atlantic Beach’s tree canopy and is committed to its enhancement; and WHEREAS,The Environmental Stewardship Committee (ESC)recommends the limited use of $15,000 in funds from the Tree Conservation Trust Fund for a grant match for Urban and Community Forestry Grant Program;and WHEREAS,Section 23-14 of the Code of Ordinances requires that the use and distribution of funds from the Tree Conservation Trust Fund shall be designated by the City Commission. NOW,THEREFORE,BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF ATLANTIC BEACH,FLORIDA,THAT: SECTION 1.The City Commission hereby authorizes the use of fifteen thousand ($15,000.00)dollars from the Tree Conservation Trust Fund to match the Urban and Community Forestry grant. SECTION 2.This Resolution shall be effective immediately upon adoption. PASSED AND ADOPTED at a regular meeting of the City Commission of the City of Atlantic Beach,Florida,on the 24”‘day of July 2023. Attest: Donna L.Bartle,City Clerk Curtis Ford,Mayor Approved as to form and correctness: Jason Gabriel,City Attorney Agenda Item #8.B. 24 Jul 2023 Page 68 of 113 nn-.n n :4 u .n . . |..- .I; ,... I .H.. II _HI: . 'w-I 'l .. . '|. CITY OF ATLANTIC BEACH CITY COMIVIISSIONMEETING STAFF REPORT AGENDA ITEM:Purchase of seven (7)LPR reader cameras through VSS (Vetted Security Systems)by exception under Ordinance Section 2-336 SUBNIITTED BY:Victor Gualillo,Chief of Police TODAY’S DATE:July 12,2023 MEETING DATE:July 24,2023 BACKGROUND:The Police Department began a Community Security Camera Program in 2021 which includes video surveillance cameras and License Plate Reader (LPR)cameras.Arequirement of the surveillance camera program was to choose a system that captured video data that was compatible with the Jacksonville Sheriffs Office’s video analytic software.An accompanying goal was that data captured by LPR cameras needed to be tied to a larger database that was widely shared among law enforcement agency crime analysts.It was preferred that both surveillance camera and LPR camera systems be provided by the same vendor to limit the number of vendor agreements,service processes and operating systems that needed to be learned and managed by PD personnel.Vetted Security Systems (VSS)was the vendor selected to provide surveillance cameras,LPR’s,hosted video storage,service, maintenance and automated monitoring for continuous system functionality for both our Community Security Cameras and LPR’s.The City Commission approved the purchase of camera systems from VSS with funds secured under the Duval County JAG C grant program in 2021 and 2022.Staff recommends purchasing seven LPR cameras from VSS to enhance our Community Security Camera program with funds provided through the JAGC grant that was authorized in August of 2022 by the City Commission in Resolution No.22-51. The most practical option is to purchase these additional LPR cameras from VSS without going through a competitive bid process.Purchasing cameras from the same vendor we currently use means that ABPD Officers and ABPD technicians will not have to learn how to use or mange two different software systems that do the exact same thing.Additionally we are under contract with VSS to provide monitoring,remote troubleshooting and onsite service of sixteen (16)cameras.These seven (7)new LPR cameras can be added to our current service agreement for no additional charge since the total number of cameras under contract will not be greater than twenty-five (25)units. Staff believes that the below Ordinance sections support the recommendation to forego the competitive bid process under these circumstances and allows us to purchase these seven (7)LPR cameras from our current vendor VSS with City Commissions approval. Atlantic Beach ordinance section 2-336 Same-Exceptions The formalbid procedure as definedin this division is not required in thefollowing cases: (I)When the city commission,by a vote of the majority of those members present,waives the bid procedure; Agenda Item #8.C. 24 Jul 2023 Page 69 of 113 REVIEWED BY CITY MANAGER: (5)Contracts for the maintenance or servicing of equipment which are made with the manufactureror authorized service agent ofthe equipment when the maintenance or servicing can best be performed by the manufactureor authorized service agent where such a contract would otherwise be advantageous to the city (7)Purchase and contracts for the use or purchase of data processing equipment or data processing systems softwareand reproduction equipment This purchase will enhance the existing Community Security Camera system,it will ensure all cameras and maintenance and service agreements are uninterrupted providing consistent operation and it will ensure there is continuous monitoring for functionality of all camera hardware within the Community Security Camera program.The total cost of purchasing seven (7)additional LPR cameras is $60,906.36. Of that $53,007.59 is being funded with approved JAG-C grant funds.The remaining $7,898.77 is being funded with money from the PD budget. BUDGET:157-2001—521.64-O0 RECOMMENDATION:Staff recommends the City Commission vote on and approve purchasing seven (7)LPR cameras from VSS foregoing the established purchasing policy as authorized by the exception in COAB Code 2-336. ATTACH1\/IENT(S):Resolution #23-25 Agenda Item #8.C. 24 Jul 2023 Page 70 of 113 .|_.g.-I.-.I..|.-. -I.I.-I.-II.rII-I-.--'I.I -Ir-I I.r '--I.-.--.‘I.-- ..-|.J-.I-.-I-I I-..ru.I-I-»II.—I-.-I-r I.—II.I.-uI.I.I.I.II:-I--I.I.:-I H‘-[.I}._.F..-.._.1"H.--_-..-I_I.---.I.- I.r.-J -.n.I.-_.I._I.<I.I.-Ir .I 1..‘I.-I._-.a.J . J'\--I l‘.'-I'.-.I --I.=--.-I-I -'I"--"I"--I---I' II—'--'-I--II -" ll-I.|I......_--.--I...-...-I.-.‘,._-I.-..I._I_. .f.II..u.:I-IH'I -J-II-a.--I. ful——Ju Pu‘,B..-’—'I 'u IJII 'Iu''uI '-II I-Ilull l—‘..h._..I I -- fT—dI:'u'II ‘Jul:I“-I "-"u‘'—'II I""I'II' ....E......“a_I.-.-1;.-.-I?aln J..'—J—I--I-I i.-...= .--_II..I.-I-...I —‘-J.I—I._I ILPII-'?n'uH'Ju —uFl'l-uu—IJ -nu-u —-I-'\—--‘I-- —IuI -JI -I'uuI -'1'F li—n'II‘I 'u'I I""‘PP 'I-uJf'I' ._.l...._.........._l --._........_. .-.._a-I-|-.-l—I.'..._-;._..ur I. -.I-I rI—Iu -.I..-.I-_.a.I.'.I..-I .I.-I.-I.-.-.I III.-. 1."...-I.-._...-_.,._~...-......._._-.-1-... -._..w--_-.....r.n -.--.I.-.|\....I.I..r.:-..II.II I-HI.I.I.-_J—-.ih I --I:I.II-'I--Ir-I--1-I,.-...,.-1.-»i-I.-._.I_..-.|.-n-..-... Inn‘.In I-I-u-u'|uu-uu'u'u:'IJ'jIu—-I'—u -uuIuIu "I?'II"I'F I-I—--ll:JIJ-—'JI—fulu?nu I'll:u'Iu III III F If —II'I'II'u''—"f"I"I’-'I"jIu'F11-—' I.II—--‘nu In I -I u'-III-u'I|I—F'I'—'-I I-Illu- :’iIu'HI'Ia'I'F|I"'fIIJ "-- .'f-'-I—IJ.I ..I.-I .I-.I.-I I.-.I-I II---.-.I II.--....,,.__,.-Iu—-:.'-I.--I.-- RESOLUTION NO.23-25 A RESOLUTION OF THE CITY OF ATLANTIC BEACH,FLORIDA, AUTHORIZING THE CITY TO ACCEPT THE 2021 JUSTICE ASSISTANCE GRANT PROGRAM WHEREAS,the Justice Assistance Grant Countywide (JAGC)has been established by the Federal Government and is administered by the State of Florida,The Florida Department of Law Enforcement (FDLE),Office of Criminal Justice Grants to act as a pass through entity for federal funding;and WHEREAS,in August of 2022 the City Commission approved the Police Department to apply for the 2021 J AGC grant under Resolution 22-51;and WHEREAS,$53,007 was awarded to the Atlantic Beach Police Department in the 2021 JAGC grant application;and WHEREAS,the Atlantic Beach Police Department is requesting approval to purchase equipment and services from an existing vendor Vetted Security Systems (VSS)outside of city purchasing guidelines with said grant funds;and WHEREAS,under Municipal Ordinance 2-336 the City Commission must approve by a majority vote purchases of $25,000 or greater that are made outside of city purchasing guidelines; and WHEREAS,the City Commission has executed the required vote and a majority of the Commissioners present have voted to approve the purchasing exception requested by the Police Department; 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 use of current vendor,Vetted Security Solutions LLC,to purchase the equipment and services the Police Department is requesting under the 2021 JAGC Grant program;outside of city purchasing guidelines under the exceptions provided in City Ordinance 2-336;The formal bid procedure as defined in this division is not required in the following cases: (1)When the city commission,by a vote of the majority of those members present, waives the formal bid procedure; (5)Contracts for the maintenance or servicing of equipment which are made with the manufacturer or authorized service agent of the equipment when the maintenance or servicing can best be performed by the manufacture or authorized service agent where such a contract would otherwise be advantageous to the city (7)Purchase and contracts for the use or purchase of data processing equipment or data processing systems software and reproduction equipment Agenda Item #8.C. 24 Jul 2023 Page 71 of 113 SECTION 4.This Resolution shall take effect immediately upon its passage and adoption. PASSED AND ADOPTED by the City of Atlantic Beach,this 24”‘day of July,2023. Curtis Ford,Mayor Donna L.Battle,City Clerk Approved as to form and correctness: Jason Gabriel,City Attorney Attest: Agenda Item #8.C. 24 Jul 2023 Page 72 of 113 Agenda Item #8.D. 24 Jul 2023 Page 73 of 113 Agenda Item #8.D. 24 Jul 2023 Page 74 of 113 Agenda Item #8.D. 24 Jul 2023 Page 75 of 113 Agenda Item #8.D. 24 Jul 2023 Page 76 of 113 Agenda Item #8.D. 24 Jul 2023 Page 77 of 113 Agenda Item #8.D. 24 Jul 2023 Page 78 of 113 Agenda Item #8.D. 24 Jul 2023 Page 79 of 113 Agenda Item #8.D. 24 Jul 2023 Page 80 of 113 Agenda Item #8.D. 24 Jul 2023 Page 81 of 113 Agenda Item #8.D. 24 Jul 2023 Page 82 of 113 Agenda Item #8.D. 24 Jul 2023 Page 83 of 113 Agenda Item #8.D. 24 Jul 2023 Page 84 of 113 Agenda Item #8.D. 24 Jul 2023 Page 85 of 113 Agenda Item #8.D. 24 Jul 2023 Page 86 of 113 Agenda Item #8.D. 24 Jul 2023 Page 87 of 113 Agenda Item #8.D. 24 Jul 2023 Page 88 of 113 Agenda Item #8.D. 24 Jul 2023 Page 89 of 113 Agenda Item #8.D. 24 Jul 2023 Page 90 of 113 Agenda Item #8.D. 24 Jul 2023 Page 91 of 113 Agenda Item #8.D. 24 Jul 2023 Page 92 of 113 Agenda Item #8.D. 24 Jul 2023 Page 93 of 113 Agenda Item #8.D. 24 Jul 2023 Page 94 of 113 Agenda Item #8.D. 24 Jul 2023 Page 95 of 113 Agenda Item #8.D. 24 Jul 2023 Page 96 of 113 Agenda Item #8.D. 24 Jul 2023 Page 97 of 113 Agenda Item #8.D. 24 Jul 2023 Page 98 of 113 Agenda Item #8.D. 24 Jul 2023 Page 99 of 113 Agenda Item #8.D. 24 Jul 2023 Page 100 of 113 Agenda Item #8.D. 24 Jul 2023 Page 101 of 113 Agenda Item #8.D. 24 Jul 2023 Page 102 of 113 Agenda Item #8.D. 24 Jul 2023 Page 103 of 113 Agenda Item #8.D. 24 Jul 2023 Page 104 of 113 Agenda Item #8.D. 24 Jul 2023 Page 105 of 113 Page 106 of 113 Agenda Item #8.E. 24 Jul 2023 Page 107 of 113 Agenda Item #8.E. 24 Jul 2023 Page 108 of 113 Agenda Item #8.E. 24 Jul 2023 Page 109 of 113 Agenda Item #8.E. 24 Jul 2023 Page 110 of 113 Agenda Item #8.E. 24 Jul 2023 Page 111 of 113 Agenda Item #8.E. 24 Jul 2023 Page 112 of 113 Agenda Item #8.E. 24 Jul 2023 Page 113 of 113