02-20-99 vMINUTES OF THE WORKSHOP MEETING OF ATLANTIC BEACH CITY COMMISSION
HELD IN COMMISSION CHAMBERS AT 9:00 AM ON SATURDAY, FEBRUARY 20, 1999
Present were: Suzanne Shaughnessy, Mayor
Richard Beaver, City Commissioner
Mike Borno, City Commissioner
John Meserve, City Commissioner
Theo Mitchelson, City Commissioner
Also:David Thompson, City Manager
Timmy Johnson, Recreation Director
Maureen King, City Clerk
The meeting was called to order by Mayor Shaughnessy.
I.Introduction and Welcome - Mayor Shaughnessy
The Mayor thanked commissioners,board members, and staff for attending the meeting and indicated
that Karen Scheffer, Division Chief, Recreation Planning for the City of Jacksonville, had to attend
another meeting and would arrive around 10:00 a.m. The Mayor indicated she wished to have Ms.
Scheffer present for the discussions on the parks, and since there were no objections, item VI was
taken up at this time.
VI. Boards and Committee Discussion - Mayor Shaughnessy
Commissioners identified what they felt were the roles of boards and committees: Commissioner
Mitchelson felt that boards and committees provided a means by which people who loved the city
could participate. Commissioner Borno felt that specific guidelines were needed within which
committees/boards would operate. He felt that most committees/boards were advisory but over time,
may have taken on a life of their own. He pointed out that the Beautification Committee had not been
formed by ordinance or resolution and should be codified,if warranted. Commissioner Meserve felt
that boards and committees should serve different functions. He felt that commmittees should be
advisory to the City Commission and that staff should not serve on committees. Commissioner
Beaver felt there should be a distinction between committees and boards. He felt that boards were
regulatory and committees were advisory. He pointed out that the Recreation Board had come up
with a mission statement and suggested that other committees should do the same.
The Mayor felt that every board and committee was responsible to the City Commission. She felt
that the real function of boards/committees was to be a second avenue of information to the City
Commission and a vehicle for citizen input. She felt that boards/committees would benefit from
Commission liaisons.
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Peter Coalson, member of the Recreation Advisory Board, reported that the Recreation Advisory
Board had adopted by-laws approximately three years ago. He said the board members knew their
role, but felt that the City Commission may not.
Nancy DeCandis, Cultural Arts Board Member, reported that the Cultural Arts Board also had
adopted a mission statement and by-laws. She pointed out that First Night, a sub-committee of the
Cultural Arts Board, had set requirements which needed to be followed.
Discussion ensued regarding the difference between boards and committees, and in response to a
question from Mayor Shaughnessy, former Mayor Fletcher indicated that the Cultural Arts Board was
created as a board because he felt boards were more permanent. He felt that communication between
boards, the City Commission, and staff, should be improved. Mayor Shaughnessy agreed and
indicated she would establish a reporting schedule for boards and committees.
Commissioner Borno felt that Commissioners should be provided with a copy of the minutes of
board/committee meetings in a more timely manner.
Commissioner Meserve felt that if committees wished to change their mission, they should come
back to the City Commission for approval. He agreed that better communication with the City
Commission would be helpful as some committees never report to the city commission unless there
is a problem.
Don Wolfson, Chair of the Community Development Board, felt that by-laws for boards/committees
were important to the city but would also be helpful and should be provided to new board members.
Further discussion ensued and it was agreed that new member packets containing by-laws, mission
statement, and other pertinent information about the board, should be prepared and provided to new
board/committee members. The Mayor felt it would also be helpful to new members to have briefings
on the Sunshine Law by the City Attorney.
Steven Jenkins, member of the Recreation Advisory Board, felt that when issues arise which were
within the purview of a board,the matter should be referred to the board before being brought to the
City Commission.
Discussion ensued regarding who should be responsible for keeping and transcribing minutes and
various suggestions were made: each board/committee appoint a secretary who would be responsible
for keeping minutes; a staff person should keep minutes;hire a professional stenographer; hire a part-
time information officer to do the minutes for all boards. Following this discussion it was generally
agreed that the keeping of minutes should be a staff responsibility.
ii• During further discussion, Mr. Coleman, a member of the Recreation Advisory Board, encouraged
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February 20, 1999
Commission members to attend board meetings. Following further discussion, Commissioners
volunteered to serve as board liaisons as follows: First Night and Cultural Arts - Mayor Shaughnessy;
Recreation Advisory Board - Commissioner Beaver; Tree Conservation Board - Commissioner
Meserve; Stormwater Review Committee and Town Center- Commissioner Borno; Commissioner
Mitchelson had no preference.
II. Introduction of Karen Scheffer, City of Jacksonville
Mayor Shaughnessy introduced Karen Scheffer. Ms. Scheffer said she has been with the City of
Jacksonville for eight months and was responsible for the planning and development of all parks and
recreation programs, and employed two grant writers. She gave a brief overview of Mayor Delaney's
312 million Preservation Project and offered to work with Atlantic Beach to acquire recreational
grants.
IV. Report from the Recreation Advisory Board Chair- DeJean Melancon
410 DeJean Melancon and Peter Coalson presented the Recreation Advisory Board Report. Mr. Coalson
read the board's mission statement and said that the board would like to present goals and
recommendations on their own in addition to anything the City Commission may request.
DeJean Melancon presented an overview of the board's priorities, a copy of which is attached as
Exhibit A.
Mr. Coalson pointed out that the Atlantic Beach Athletic Association program provided for children
to age twelve only, but had no organized activities for older children. Also, when older children
leave,their parents also leave. He reported that the ABAA would shortly be losing such a parent who
had been very much involved with the organization and who undertook much of the maintenance of
the fields. He requested that the City Commission either budget for a person to do this work or have
the Public Works Department maintain the fields. Mr. Coalson was asked to provide a scope of work
and a time frame for this work, along with a cost estimate. The City Manager also requested a copy
of the ABAA budget.
IV. Park Development Issues:
A. Dutton Island
City Manager Thompson reported that eleven proposals had been received to design the
improvements for Dutton Island. He said the design would include mostly trails, a primitive camping
411
area, etc. He pointed out that the causeway needed to be replaced and this would be a priority.
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Mayor Shaughnessy inquired regarding the plans for restroom facilities and the City Manager
responded that Port-O-Lets would be the most cost-effective. The Mayor felt that the beauty of the
site was its pristine state and indicated she would like to stay away from costly construction.
Discussion ensued and there was general consensus that the island should be kept natural but that
funds should be provided for maintenance. The Mayor said she would like to open the island to the
public as soon as possible, and set a goal of six months. It was also pointed out that several groups
and organizations had volunteered to assist with various tasks such as identifying trees and
shrubbery, etc. and City Manager Thompson agreed to work with these groups to determine how
they could be helpful. He also pointed out that a full time position was included in the budget and
he felt that this one person could oversee both the Dutton and Tresca parks.
Karen Scheffer felt that$50,000 which the city had budgeted for design, was too high. Ms. Scheffer
said the City of Jacksonville had plans for restrooms which were virtually vandal-proof and Atlantic
Beach could use the plans and may also use Jacksonville's vendors.
The Mayor suggested the project be undertaken as a design/build project. Commissioner Meserve
suggested the city move ahead with improvements to the causeway, and provide some natural parking
areas and Port-O-Lets and open the island to the public and then phase in other improvements such
as trails. The Mayor pointed out that the Port Authority would donate $30,000 which could be used
to improve the causeway. The City Manager agreed the causeway could be undertaken as a
design/build project but he pointed out that Florida Inland Navigation District (FIND) money must
be used for development.
Tom Dumas reported that a donation of$500,000 had been made to the Shriners Childrens' Hospital
in Tampa from the proceeds of the purchase of the Dutton property. Mr. Dumas indicated that there
was tremendous community interest in the island and listed several organizations which would be
willing to take on community projects, and mentioned specifically People Involved in Nature and the
Environment (PINE), and the Oceanside Rotary Club, and Fletcher High School.
It was also pointed out that the new causeway would need to be wide enough for two-way traffic to
accommodate emergency vehicles.
D. Tresca Park
The City Manager reported that the design work had been done and bids had been received. The low
bid received was$338,000, of which FIND would reimburse the city $153,000 for the construction.
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Commissioner Beaver inquired what would happen if the City did not develop Tresca Park and City
Manager Thompson summarized the grant funds which would be forfeited by doing so.
Commissioner Beaver inquired regarding how the Department of Transportation plans for the
Mayport Road/Atlantic Boulevard would impact the city owned property in that area, specifically land
which could be used for soccer fields. The City Manager reported that Begonia Street would become
a cul-de-sac and could not be accessed from Atlantic Boulevard, and indicated that the property in
that area may not be large enough to accommodate a soccer field.
Discussion then ensued and Commissioner Meserve felt the City should move ahead with the
development of the Tresca property.
Cindy Corey agreed with Commissioner Meserve and said that the decision to purchase Tresca
property and the subsequent design had been the result of much community involvement. She felt
the design would compliment the Dutton project and the City should move ahead with the
improvements.
C. Bull Park
Mayor Shaughnessy summarized the history of the proposed Bull Park improvements. DeJean
Melancon felt the City Commission and Recreation Board needed to agree on a budget and then stick
to it. Peter Coalson felt that the budget figure was set somewhat arbitrarily and that the City
Commission should decide what should go into the park, and then stick with it.
Kelly Elmore suggested the City develop a master plan for all parks. He felt Atlantic Beach was a
unique place and the city should develop quality parks and commit to their maintenance, and not
settle for mediocrity. He felt Bull Park could be an example of a quality park.
Mayor Shaughnessy felt that whatever was done, the city should not piecemeal the project.
Commissioner Meserve felt the city should consider doing the children's play area and hold off on
further improvements until some of the other capital improvements are underway. Then in about a
year or so, if funds are available, go ahead with Bull Park improvements in one phase.
Commissioner Beaver indicated he would like to see the current plan implemented. He felt this would
provide a show place that would be there for many years.
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February 20, 1999
Cindy Corey said that while there was much citizen input prior to design, there had been no design
review by the citizens, and she felt that both the Recreation Advisory Board and citizens should have
had an opportunity to review the final design.
B. Russell Park
Mayor Shaughnessy noted that two soccer fields had been added to Russell Park without City
Commission approval. She noted that the possibility of removing the YMCA trailer had been
discussed on several occasions. Staff had prepared a preliminary design which had been circulated
to City Commissioners but this had not been discussed or approved by the City Commission. She
raised the question of whether a new building was needed in Russell Park, or at all.
The City Manager reported that staff did not need an additional building at this time. Discussion
ensued and it was pointed out that usually the YMCA provides their own buildings for their programs
and it did not seem appropriate for the city to build a building for the exclusive use of the YMCA.
The City Commission concurred.
4110 E. Unnamed park on West First Street
F. Frasier Park (plaza)
Time did not permit discussion of these two items.
III. Funding
Maintenance Issues
The Mayor suggested that these items be included on the agenda for discussion at a Regular
Commission Meeting.
Commissioner Borno requested that staff and the Recreation Advisory Board prepare suggested
maintenance lists to be submitted to the City Commission for their review.
Mayor Shaughnessy reported that she had found a budget for Parks and Recreation for 1993/94 and
noted that the format at that time included much more detail than current budgets; a copy of the
referenced budget is attached as Exhibit B. She indicated she would like to return to this type of
format.
The Mayor indicated she wanted to send a letter to Mayor Delaney requesting that he consider as a
priority the purchase of the 101 acres on the north side of Dutton Road, owned by Centex Homes,
as part of his Preservation Project. She cited four reasons for making this request: (1) there was
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February 20, 1999
much public support for doing so, (2)water access, (3) it is the largest single parcel remaining on the
island and(4)it is scheduled for clearing in about five weeks. She requested that this matter be added
to the agenda for Monday night, February 22, 1999.
The meeting was adjourned at 12:40 PM.
Maureen King
Certified Municipal Clerk
EXHIBIT A - Comm. Meeting 2/20/99
February 20, 1999
TO: The Honorable Mayor and City Commissioners
City Manager and Staff
FR: Parks& Recreation Advisory Board
RE: 1999 Mission Statement and Priorities
TOPICS
Mission Statement
Project Priorities-budgeted items
Project Priorities-non budgeted items
1. Mission Statement. As an advisory Board to the City Commission,we will
recommend goals and objectives which promote an appreciation and pride in our
parks, make our parks a functional part of our diverse community and maintain a
balance of recreational purpose and greenspace.
Objective. Enhance current parks and programs while planning for the future.
2. 1999 Project Priorities: budgeted items
a) Bull Park. Move forward with development. Stumbling block has been cost.
Committee would like the opportunity to review final design and provide
recommendations to council.
b) Program Expansion. Develop new programs for all community members that are
recreational, cultural and artistic in nature.
c) Russell Park Baseball Fields Maintenance. Provide funding to ABAA for
maintenance of baseball fields.
d) Tresca Park Soccer Field. Move forward with feasibility design to determine if
this is an appropriate site.
e) Land purchases. Continue to acquire an"inventory of greenspace"for future
needs.
f) Russell Recreation Center. Consider relocation to Jordan Park, committee review
for design and overall functionality.
g) Tresca and Dutton Parks. Actively participate in design, development and
opening of these parks in 1999.
Non-budgeted Items
a) Establish ordinance to preserve parks.
b) Clarify relations, role and responsibilities with City Council.
c) Establish a progressive review process on"capital projects"concerning design
phase and alternations to existing parks.
d) Provide update and clarification of Howell Park plans, ie: stormwater plan.
e) Fraser Park. Move forward with Rosenbloom proposal on boulevard landscaping
and artwork.
CITY OF ATLANTIC BEACH DET60104
FY 1993/94 ANNUAL BUDGET 09/27/93DEPT./DIV. NAME: Parks & Recreation /Admin. DETAIL SCHEDULES
UND NO. : 001
EPT.NO. : 572 EXHIBIT B - Comm. Meeting 2/20/99
IV. NO. : 6010
BUDGET REQUEST CITY MGR. RECOMMEND. COMMISSIONOBJECT
CODE DESCRIPTION DETAIL TOTAL DETAIL TOTAL DETAIL TOTAL
1200 Salaries & Wages 36,587 36,587 37,657 37,657 37,164 37,164
1400 Overtime 0 0 0 0 0 0
1500 Special Pay - 2% 572 572 594 594 584 584
2100 FICA (FT and PT) 2,843 2,843 2,926 2,926 2,888 2,888
2200 Pensions (FT) 3,900 3,900 4,014 4,014 3,962 3,962
2300 H&A Insurance (FT)
Base (145*1*12)1,740 1,740 1,740Sal.*.5% 143 148 146Total1,883 1,888 1,886
2400 Work.& Unemploy. Comp. (All) 1,907 1,907 2,391 2,391 2,352 2,352
4000 Travel, Conf.,& Training
Fla. Rec. & Parks Conf.
and Local Meetings 1,000 1,000 500Total1,000 1,000 500
200 Postage
Permits, Announcements,
Packets, etc. 100 100 100
Total 100 100 100
5400 Books,Sub.,& Memberships
Fla. Recreation & Parks
Membership, Subscriptions 150 150 150Total150150 150
DIVISION TOTALS 48,942 50,720 49,585
III
I
60
CITY OF ATLANTIC BEACH DET60204
FY 1993/94 ANNUAL BUDGET 09/27/93
DEPT./DIV. NAME: Parks & Rec. / Maintenance DETAIL SCHEDULES
D NO. : 001
T.NO. : 572
IV. NO. : 6020
BUDGET REQUEST CITY MGR. RECOMMEND. COMMISSION
OBJECT
CODE DESCRIPTION DETAIL TOTAL DETAIL TOTAL DETAIL TOTAL
1200 Salaries & Wages 37,561 37,561 39,528 39,528 41,600 41,600
1400 Overtime 1,000 1,000 1,000 1,000 1,000 1,000
1500 Special Pay - 2% 751 751 791 791 832 832
2100 FICA (FT and PT) 3,007 3,007 3,161 3,161 3,323 3,323
2200 Pensions (FT) 4,004 4,004 4,214 4,214 4,435 4,435
2300 H&A Insurance (FT)
Base (145"3`12)5,220 5,220 5,220
Sal.•12".05% 188 198 208
Total 5,408 5,418 5,428
2400 Work.& Unemploy. Comp (All) 2,450 2,450 3,119 3,119 3,282 3,282
3400 Contractual Services
Lot Clearings 1,000 1,000 0
Beachcleaning 25,000 20,000 20,000
Janitorial 3,000 3,000 3,000
Lawn Maint. - Pests & Weeds 1,500 1,500 1,500
Tree Removal/Stump Grinding 2,500 2,500 2,500
Total 33,000 28,000 27,000
4400 Rentals and Leases
Uniforms for 3 men 2,000 2,000 2,000
Misc. Equip. Rental 500 500 500
Ditch Witch, Cement Mixer, etc)
Total 2,500 2,500 2,500
DIVISION TOTALS 89,681 87,730 89,399
61
CITY OF ATLANTIC BEACH DET60304
FY 1993/94 ANNUAL BUDGET 09/27/93
DETAIL SCHEDULES
T./DIV. NAME: Parks & Rec. /Rec. Activites
D NO. : 001
DEPT.NO. : 572
DIV. NO. : 6030
BUDGET REQUEST CITY MGR. RECOMMEND. COMMISSION
OBJECT
CODE DESCRIPTION DETAIL TOTAL DETAIL TOTAL DETAIL TOTAL
4100 Communications
AG 2 Phones in Comm. Center 600 600 600
DP Phone in Comm. Center 600 600 600
Total 1,200 1,200 1,200
4300 Utilities
AG Community Center 3,500 3,500 3,500
JR Lights at Tennis Cts., 3,500 3,500 3,500
Ballfield, Concession etc.
DP Lights at Comm. Center 3,000 3,000 3,000
Ballfield, Security
Total 10,000 10,000 10,000
4400 Rentals and Leases
Modular Center for Donner 8,500 8,500 8,500
Park Comm. Center
Total 8,500 8,500 8,500
4Repairs & Maintenance600
AG Maint. Agreement - Copier 500 500 500
AG Agreement-Time Clock 150 150 150
All Trash Cans 250 250 250
All Stock Inv. Items & Auto. 500 500 500
All General - Plumbing & Electric 3,500 3,000 3,000
All Cleaning Chemicals 1,000 1,000 1,000
All Misc. 1,000 500 500
All 55 gal. Drum Liners 150 150 150
All General - Equipment 1,000 1,000 1,000
All Tennis Ct. Repairs (Center 4,500 2,000 2,000
Straps, Nets, Windscreens)
All Grass Seed, Fertilize, Ant Kille 600 600 600
All Mulch Replacement 6,000 5,000 5,000
All Maintenance Supplies 800 300 300
Trimmer String, Mower &
Chain Saw Blades, etc.)
All Emergency Electric Repairs 4,000 2,500 2,500
All General Repairs - Grounds & 1,500 1,000 1,000
Playgrounds
AG Paint outside of Grage C.C. 800 800 800
All Paint, Restripe Raquet. Courts 2,500 2,000 2,000
JR Paint and Repair Restrooms 400 400 400
JR Repair Sprinkler Systems at 850 850 850
All Ballfields
Total 30,000 22,500 22,500
62 A
BUDGET REQUEST CITY MGR. RECOMMEND. COMMISSION
OBJECT
CODE DESCRIPTION DETAIL TOTAL DETAIL TOTAL DETAIL TOTAL
4000 Printing & Publishing
Invitations to Bid 1,500 1,500 1,500
Posters for Bullentin Boards 200 200 200
at Community Centers
Total 1,700 1,700 1,700
5100 Office Supplies
AG General Office Supplies 500 500 500
DP General Office Supplies 300 300 300
Total 800 800 800
5200 Operating Supplies
AG Indoor Christ. Tree & Display 100 100 100
DP Indoor Christ. Tree & Display 100 100 100
AG Outdoor Tree Decorations 200 200 200
DP Outdoor Tree Decorations 200 200 200
Eggs & Prizes for Egg Hunts 300 300 300
Sand for Volleyball Courts 600 600 600
Clay for Baseball Fields - 3 1,000 1,000 1,000
General Equip. - Keys, 500 500 500
Hardware, etc.
Play Equip. - Balls, Nets, etc. 200 200 200
Pitchforks 40 40 40
Entertainment for Various 3,000 3,000 2,000
Events - Bands, Clowns
Horse & Buggy, etc.
Programs for Children - Both 800 800 800
III Educational & Fun (Videos
Appearances, Awareness)
Total 7,040 7,040 6,040
5201 Gasoline 2,000 2,000 2,000 2,000 2,000 2,000
6400 Equipment
2 Gas Blowers 180 180 180
2 Heavy Duty Chain Saws 300 300 300
2 Weedeaters 240 240 240
1 Gas Edger 200 200 200
Payment on Truck - 2nd Year 6,000 6,000 6,000
Total 6,920 6,920 6,920
DIVISION TOTALS 68,160 60,660 59,660
62 B
CITY OF ATLANTIC BEACH DET60404
FY 1993/94 ANNUAL BUDGET 09/27/93
DETAIL SCHEDULES
PT./DIV. NAME: Parks & Rec. /Park Improvements
D NO. : 001
DEPT.NO. : 572
DIV. NO. : 6040
BUDGET REQUEST CITY MGR. RECOMMEND. COMMISSION
OBJECT
CODE DESCRIPTION DETAIL TOTAL DETAIL TOTAL DETAIL TOTAL
6200 Buildings
AG Card Locks for Comm. Center 2,000 2,000 2,000
Total 2,000 2,000 2,000
6300 Improvements Other Than Bldgs.
Plant Bushes around Tennis 12,000 12,000 0
Courts
Add to Parking Lots and 20,000 3,000 3,000
Make Playgrounds at Russell
and Donner Parks Accessible
to Handicapped
Total 32,000 15,000 3,000
6400 Equipment
Large Riding/Climbing Trucks 10,000 5,000 5,000
Allowing Several Children
to Play at Once (4)
Total 10,000 5,000 5,000
DIVISION TOTALS 42,000 22,000 10,000
63
CITY OF ATLANTIC BEACH DET3004
FY 1993/94 ANNUAL BUDGET 09/27/93
DEPT./DIV. NAME: Capital Projects Fund DETAIL SCHEDULES
0IVD NO. : 300
T.NO. :
NO. :
BUDGET REQUEST CITY MGR. RECOMMEND. COMMISSION
OBJECT
CODE DESCRIPTION DETAIL TOTAL DETAIL TOTAL DETAIL TOTAL
6200 Buildings
572) Re-roof Grage Center 30,000 30,000 30,000
572) New A/C Unit at Grage Center 10,000 0 0
572) Jack Russell Park Activity 219,000 115,000 115,000
Complex
Total 259,000 145,000 145,000
6300 Improvements Other Than Bldgs.
541) Milling and Resurfacing 65,000
Royal Palms Drive
541) Resurfacing Existing Streets 40,000 18,000 18,000
541) Reconstruction of Streets 0 0
541) Sidewalks - Donner Road 22,000 22,000
541) Sidewalks - Francis Avenue 31,000 31,000
541) Park Street Drainage Project 26,000 26,000
572) Coin Operated Meters for 10,000
Tennis Court Lights
572) Outfield Fence at Donner 5,000 5,000 5,000
572) Lights for Softball Field at 20,000
Jack Russell Park
10 (572) Refurbish Docks at Howell Park 10,000
Total 150,000 102,000 102,000
6400 Equipment
541) Payment #2 on Lease/Purchase 54,000 54,000 54,000
of Equipment
Total 54,000 54,000 54,000
DEPARTMENT TOTALS 463,000 301,000 301,000
89