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04-12-99 vCITY OF ATLANTIC BEACH COMMISSION MEETING- April 12, 1999 AGENDA Call to order Invocation and pledge to the flag 1.Approval of the minutes of the Regular Commission Meeting of March 22, 1999 2.Courtesy of Floor to Visitors: 3.Unfinished Business from Previous Meeting 4. 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 A. Receive monthly reports - New Occupational Licenses for the month of March, and monthly status reports from Building, and Recreation Departments (City Manager) B. Award contract in the amount of$7,092.00 to McCall Service, Inc. for insect control and fertilization of city lawns and landscaped areas, and pest control for city buildings, pursuant to the specifications of bid No. 9899-17 (City Manager) 5.Committee Reports: A. Report and recommendations of Recreation Advisory Board on proposed Bull Park improvements; action on board/staff recommendations (City Manager) 6.Action on Resolutions: A. Resolution No. 99-9 Resolution of Esteem - Mayor John Delaney( Mayor) B. Resolution No. 99-10 A RESOLUTION FOR ASSISTANCE UNDER THE FLORIDA INLAND NAVIGATION DISTRICT WATERWAYS ASSISTANCE PROGRAM (City Manager) 7.Action on Ordinances: 8. Miscellaneous Business: A. Approve amended contract with Ryder/MLS to authorize an increase in the contract price, and to amend language in Section 3.10(a) of the contract (City Manager) B. Direct R-A-M Professional Group to scale back their preliminary design for the stormwater improvements project to the city's budgeted amount of $9.16 million and submit a written report no later than May 5, 1999 (preferably by April 26) (Mayor) Page Two AGENDA April 12, 1999 C. Reject the only bid received for annual janitorial service for city facilities (Bid 9899- 18) and authorize the City Manager to establish a full time building maintenance position(City Manager) D. Action on the recommendations of the City Manager relative to savings realized through refinancing the Gulf Breeze bonds (Commissioner Mitchelson) E. Approve easement for BellSouth telephone junction box and authorize the City Manager to sign the easement document (City Manager) F.Appointment to the Cultural Arts Board (1-year term) (Mayor) G. Authorize the Mayor to sign the Certificate of Acceptance for a Local Law Enforcement Block Grant in the amount of$10,000 (City Manager) H. Award contract to Gee& Jenson Engineers in the amount of$77,886 for engineering design for Atlantic Beach and Buccaneer Sewer System Improvements (City Manager) I.Approve Change order in the contract with Smith& Gillespie Engineers to increase the design scope of their stormwater improvements to include Pine Street from David Street to the entrance of Howell Park (City Manager) J.Authorize staff to review the proposal of Beaches Habitat relative to exchange of properties, and present their recommendation to the City Commission on April 26, 1999 (City Manager) 9.City Manager Reports: 10. Reports and/or requests from City Commissioners and City Attorney Adjournment 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 Chambers. 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 by 5:00 PM,Friday,April 9, 1999. 110 V V 0 0 T T E E MINUTES OF THE REGULAR MEETING OF THE ATLANTIC S s BEACH CITY COMMISSION HELD IN CITY HALL, 800 SEMINOLE ROAD, AT 7:15 PM ON MONDAY, APRIL 12, 1999 PRESENT: Suzanne Shaughnessy, Mayor Richard Beaver Mike Borno John Meserve . Theo Mitchelson, Commissioners M S AND: David Thompson, City Manager 0 E Maureen King, City Clerk T C Alan C. Jensen, City Attorney I 0 Y ONE N COMMISSIONERS N D S 0 The meeting was called to order by Mayor Shaughnessy at 7:35 p.m. The Invocation was offered by Commissioner Meserve, followed by the Pledge of Allegiance to the Flag. Mayor Shaughnessy explained that the City of Atlantic Beach, the City of Jacksonville,the Jacksonville Port Authority and Florida Communities Trust had received the Environmental/Natural Resources Award from the Florida Planning and Zoning Association for Dutton Island Park at an awards ceremony held earlier, which caused the delay in the start of the meeting. Mayor Shaughnessy then recognized former Atlantic Beach Mayors Lyman Fletcher and Bill Gulliford and Mayor John Delaney from the City of Jacksonville and welcomed them to the meeting. In deference to Mayor Delaney, Item 6A was taken out of sequence and acted on at this time. 6. Action on Resolutions: A. Resolution No. 99-9 Resolution of Esteem - Mayor John Delaney (Mayor) Mayor Shaughnessy read Resolution No. 99-9 in its entirety commending Mayor Delaney for his vision in sponsoring the $300 million Preservation Project, and presented the framed document to Mayor Delaney. Mayor Delaney thanked the Mayor and Commissioners and commended the City of Atlantic Beach for its on-going commitment to the environment. 1. Approval of the minutes of the Regular MeetingheldPPg March 22, 1999. M S O E T C I O Y O NEN 0 Minutes Page 2 COMMISSIONERS N D S 0 April 12, 1999 The Mayor asked for corrections or amendments to the minutes. Motion: Approve minutes of the Regular Meeting held BEAVER X March 22, 1999, as presented. BORNO x X MESERVE X MITCHELSON X X The minutes were unanimously approved as presented. SHAUGHNESSY X 2.Courtesy of the Floor to Visitors: A. City Manager Thompson introduced Susan Dunham of 1171 West Linkside Court, the city's new Beautification Coordinator, and explained that she would be taking minutes for the Cultural Arts Board, Beautification Committee, Tree Conservation Board and First Night Committee meetings, in addition to her duties as Beautification Coordinator. B. Alan Potter of 374 Second Street commented that today was the third anniversary of the city's bond issue to finance the stormwater project, and recapped what monies he believed had been spent on the project. Mr. O Potter stated that the remaining $10.8 million was not sufficient to complete the project. He believed the city should get back on the budget schedule as listed in the bond issue, and requested the following information from the city's Finance Director: (1) a comprehensive account of the money spent on the project so far, and (2) audits of the work performed by the engineering firms of Terry Rice,England, Thims and Miller and The R-A-M Professional Group. In deference to former Mayor Bill Gulliford, Item 8J was taken out of sequence and acted on at this time. 8 J. Authorize Staff to Review the Proposal of Beaches Habitat Relative to Exchange of Properties and Present Their Recommendation to the City Commission on April 26, 1999 Mayor) Mayor Shaughnessy referenced a letter from Ralph Marcello, Executive Director of Beaches Habitat, and explained the reason for the request. The letter is attached and made part of this official record as Attachment A. Mayor Shaughnessy also requested that the agenda and minutes of the upcoming meeting reflect that she was sponsor of the request. O Former Mayor Bill Gulliford of 75 Beach Avenue, speaking on behalf of Beaches Habitat, introduced the following members of the organization: Haywood Ball, Paul Finley, Cliff Taylor and Joyce Freeman. M S O E T C I O Y ONE N COMMISSIONERS N D S 0 Minutes Page 3 April 12, 1999 He then displayed a color-coded map of the area which highlighted Jordan Park (pink), the city property (blue) and the property owned by Beaches Habitat (yellow) and explained the proposed property exchange. Mr. Gulliford pointed out how the area had been transformed by the construction of Habitat homes and the benefits of the proposed exchange to both Habitat and the city. Commissioner Mitchelson inquired if the Habitat property was wooded, and Mr. Gulliford stated it was wooded and abutted the back of the Public Works Yard. He then provided a brief history of the acquisition of the property by the city in the late 1980's. Mayor Shaughnessy praised the work of Beaches Habitat in the Donner area and thanked them for their accomplishments. City Manager Thompson stated the request was received late Wednesday, and staff needed more time to study the matter. 0 Cindy Corey, 394 8th Street pointed out that the University of Florida study conducted some years ago, had recommended a wetlands-observation area for Jordan Park, but at that time the area was too small. Ms. Corey believed acquisition of the additional land would afford the opportunity to implement that plan. It was the consensus of the Commission to defer this item to the April 26, 1999 meeting. Item 5A was taken out of sequence and acted on at this time. 5 A. Report of Recreation Advisory Board on Proposed Bull Park Improvements; Action on Recommendations (City Manager) Peter Coalson of 1614 Coquina Place, former Chair and member of the Recreation Advisory Board, stated that the Recreation Advisory Board had met and made the following primary recommendation for the Bull Park improvements: (1)Approve the whole plan as it stands, with the following revisions: a. Omit overhead lighting, b. Omit the gazebo and the tennis pavilion, and c. Look to other sources for playground equipment instead of using a sole source, and (2) set budget for the improvements at 240,000.00. Mr. Coalson then offered the following as the Board's secondary recommendation: Reduce the project to Phases I and III (the playground area and the memorial plaza). M S O E T C I O Y ONE N COMMISSIONERS N D S 0 Minutes Page 4 April 12, 1999 Discussion ensued regarding the recommendation of the Recreation Advisory Board and the role of staff at board/committee meetings, and Mayor Shaughnessy said that a Department Head, present at a citizens advisory committee meeting, did not represent the Commission and could speak only for their department. Mr. Coalson stated that the Board was in full favor of utilizing the entire plan and wished to move forward with the project. Mr. Coalson further stated that two alternatives were given, in order to bring closure to the project. Commissioner Beaver, Commission liaison to Recreation Advisory Board, stated that he was not present at the March 24, 1999 Recreation Advisory Board Meeting, and inquired if there was any consideration given to getting additional prices for the children's playground equipment. Mr. Coalson stated that Phase I could be completed with the specified or substitute pieces of equipment, but this would not represent a large cost reduction because the primary cost reduction in the amount of$24,300.00 would come from elimination of the overhead lighting. He further stated that the assumption for the project was not based on cutting everything to the bone, but was based on the scope of work that the architect prepared, and that the project could be completed in one of two ways, as specified or with the omissions as stated. Commissioner Beaver then inquired regarding the Board's cost estimate for Phases I and III. Mr. Coalson stated that the Board had estimated 160,000.00 for those phases, but they were taking out the cost of the lighting. Commissioner Beaver then inquired as to what was incorporated in Phases I and III. He agreed that the project should be brought to a conclusion,but felt that going with all the phases and a $300,000.00 budget was somewhat excessive. Mr. Coalson stated it was the Board's understanding that the bulk of the project could be completed for $240,000.00 without any omissions that would offend anyone. Referencing the minutes of the Recreation Advisory Board Meeting, Mayor Shaughnessy stated that the minutes did not reflect that completion of the entire project at a cost of$240,000.00, was the Board's first choice. She further stated that the point was being raised because the Commissioners were not aware that completing the park was the board's number one M S O E T C I O Y ONE N Minutes Page 5 COMMISSIONERS N D S 0 April 12, 1999 recommendation. She further stated this information was omitted from the minutes. The Mayor then read the Board recommendation from the Staff Report dated April 6, 1999, which is attached and made part of this official record as Attachment B. Mr. Coalson then read from a letter prepared by DeJean Melancon dated April 12, 1999 which provided the following information: the Recreation Advisory Board met on Wednesday, March 24, 1999, the primary topic of discussion was a review and recommendation on Bull Park development. The Board considered the following factors in developing their recommendations: (1) Projected cost of$300,000 exceeds current budget amount by $104,000.00, (2) approximately $60,000.00 in savings could be realized by replacing the sole source provider of playground equipment, reduce/delete lighting and delete the postal gazebo with a total estimated project cost of$240,000.00, (3) If partial development is required, greatest emphasis should be placed on the development of the recreational area Phase I) and the memorial area(Phase III)with an estimated project cost of$160,000.00. Mr. Coalson stated that if the budget is not available to complete the entire project, the Board recommends development of Phase I and Phase III at an approximate cost of$160,000.00. (The letter was not submitted to the City Clerk for inclusion in the official record). Commissioner Beaver confirmed that originally $120,000.00 had been budgeted,however, City Manager Thompson's memo updating the funding for the park stated that $103,000.00 was available in reserves but not appropriated and had not been set aside for any specific item. Commissioner Beaver inquired where the additional funds for the park would come from. Commissioner Meserve believed this issue had gone back into session too many times which caused confusion, and he noted that the recommendation of the Board was not clear and differed from that of staff Mayor Shaughnessy reiterated her position that the information in the packet concerning the Board's recommendation was incorrect, and felt now was the time to clear up the confusion. Commissioner Meserve felt the Commission may need to rethink the project and suggested that the city install the playground equipment since he felt it would be used the most, and put the rest of the project on hold until funds became available. IIIICommissioner Borno stated he always believed park development should be contingent upon the needs of the people who would use it and suggested M S O E T C I O Y ONE N COMMISSIONERS N D S 0 Minutes Page 6 April 12, 1999 that the children's playground be installed along with trees for shade, and leave the rest of the park as it is. Commissioner Mitchelson stated he favored improvements to the whole park,but did not want to go over budget. He suggested putting the project on hold to see if there would be any money left over after completion of the city's stormwater drainage project. Cindy Corey provided a brief history of the project and stated she had served on the Bull Park Subcommittee from August 1994 until January 1995. Ms. Corey further stated that the residents were concerned with preservation of the memorials in the park, upgrading the children's play area and the lack of shade. Mayor Shaughnessy noted that neither the Bull Park Subcommittee Members nor the architect who designed the park were present at the March 24th Recreation Advisory Board Meeting. 411 Alan Potter suggested the Commissioners look at St. Augustine's beautiful new park. Dezmond Waters of 1835 Seminole Road felt that Bull Park was the heart of the city and needed to be made beautiful. He urged the Commission to put money in next year's budget to complete the entire project. J.P. Marchioli felt the city should bid the project out in quadrants using a base bid with alternates. He felt no one bid on the project because of the unit pricing requirement for the entire project. Cindy Corey stated she agreed with everyone's comments, but felt the project was over designed, the central area was too large and the park still lacked shade. Ms. Corey felt a workshop should be scheduled to get additional public input to determine what should be eliminated from the design. However, she believed the entire project should be completed to make the park a central showplace for the citizens to realize the benefits of investing in public property. Mayor Shaughnessy expressed her displeasure that the architect and Bull Park Subcommittee were not present at the March 24, 1999 meeting and considered the meeting non-productive. The Mayor then polled the Commission to see if they wanted to hold a workshop meeting to discuss the proposal for Bull Park and it was the consensus of the Commission not to hold a workshop. M S O E T C I O Y 4110 Minutes Page 7 O N E N COMMISSIONERS N D S 0 April 12, 1999 Mayor Shaughnessy then asked for a recap of the omissions recommended by the Recreation Advisory Board, which was provided by Mr. Coalson. Discussion ensued concerning the omissions. Mayor Shaughnessy stated that a plan had gone out, not in the usual way, and had come back with a price of$300,000+. Mr. Coalson stated he was under the impression that no bids had been received, and it was determined that no bids had been received and the $300,000+was the architect's estimate. Mayor Shaughnessy stated that discussion of the proposed Bull Park improvements had been going on since 1994 and she suggested the city should refine the plan it has with alterations, depend upon the Recreation Board to refine the plan with citizen input, and consider the staff recommendations. Mayor Shaughnessy further indicated she was against phasing the project and pointed out that the only finished park in the city was Jordan Park, and it was completed by Donner Community Development Corporation. The Mayor stated that phasing caused re-mobilization costs which are wasteful and suggested that the Commission set a dollar limit at $250,000.00 and finish it at one time. She then pointed out that currently there were eleven unfilled positions in the city and suggested that the money could be taken from unexpended monies for salaries from unfilled positions. BEAVER X Motion: Set a cap of$250,000.00. Fund it from unused salary MESEo ESERVE money from employees who are not here; make modifications to MITCHELSON the park and construct it at one time rather than in phases.SHAUGHNESSY x Commissioner Beaver expressed concern for spending more money than budgeted for the project. He felt the city should stay within its budget and if staff could find additional money within the current budget, then he would like to see the project completed. He further stated he would like to know the sources for the additional money before voting on this matter. Commissioner Beaver agreed with Mr. Waters' concept for the park. Commissioner Mitchelson also wanted to know where the money would come from and asked the Commission to consider putting it out to bid again to get an idea of costs, and then place the money needed to complete the project in next year's budget. Commissioner Borno also agreed with Mr. Waters and stated he was opposed to phasing. He believed the plans needed modifications and the park should be user friendly before proceeding. M S O E T C Minutes Page 8 I O Y ONE N 1111 April 12, 1999 COMMISSIONERS N D S 0 Discussion ensued concerning funding and modifications for the project. Mayor Shaughnessy called a recess at 9:05 p.m. and reconvened the meeting at 9:25. Mayor Shaughnessy indicated that it was not possible to identify all funding sources at this time. Finance Director VanLiere suggested the use of the 100,000.00 budgeted for the new building in Russell Park and tree mitigation monies as possible revenue sources. After further discussion, the motion and second were withdrawn. Motion: Defer action on the proposed Bull Park improvements to the April 26, 1999 Commission Meeting. BEAVER X X Commissioner Beaver requested that this matter be referred back to the BORNO X Recreation Advisory Board to come up with a revised plan. It was ME SERVE X requested that the architect, Kelly Elmore and the Bull Park Subcommittee MITCHEL SON X attend the meeting. Commissioner Beaver stated he would also attend the SHAUGHNESSY X X meeting. There being no further discussion, the motion carried unanimously. 3.Unfinished Business From Previous Meeting There was no unfinished business. 4.Consent Agenda: A. Receive Monthly Reports - New Occupational Licenses for the Month of March, and Monthly Status Reports from Building and Recreation Departments (City Manager) B. Award Contract in the Amount of$7,092.00 to McCall Service, Inc. for Insect Control and Fertilization of City Lawns and Landscaped Areas, and Pest Control for City Buildings, Pursuant to the Specifications of Bid No. 9899-17 (City Manager)BEAVER X BORNO X Consent Agenda Items A and B were unanimously approved as presented. ME SERVE x MITCHELSON X SHAUGHNESSY X 5. Committee Reports: A. Report of Recreation Advisory Board on Proposed Bull Park Improvements; Action on Recommendations (City Manager) This item was taken up earlier in the evening. M S O E T C I O Y ONE N Minutes Page 9 COMMISSIONERS N _ D S 0 April 12, 1999 6. Action on Resolutions: A. Resolution No. 99-9 Resolution of Esteem - Mayor John Delaney (Mayor) This item was taken up earlier in the evening. B. Resolution No. 99-10 A RESOLUTION FOR ASSISTANCE UNDER THE FLORIDA INLAND NAVIGATION DISTRICT WATERWAYS ASSISTANCE PROGRAM Mayor Shaughnessy read the resolution by title only. Regarding the possibility that the grant application had been submitted too late, Commissioner Mitchelson inquired as to the status of the application, and Mayor Shaughnessy explained that Mayor Delaney had advised that it had not yet been finalized, but the city may still receive the funds. BEAVER X BORNO X X MESERVE X X Motion: Pass Resolution No. 99-10. MITCHELSON X SHAUGHNESSY X 0There were no further comments and the motion carried unanimously. 7. Action on Ordinances: There was no action on Ordinances. 8.Miscellaneous Business: A. Approve Amended Contract with Ryder/MLS to Authorize an Increase in the Contract Cost, and to Amend Language in Section 3.10(a) (City Manager)BEAVER X BORNO X X Motion: Approve amended contract with Ryder/MLS to MESERVE X X authorize an increase in the contract cost, and to amend MITCHF.LSON X language in Section 3.10(a) SHAUGHNESSY X There was no discussion and the motion carried unanimously. B. Direct R-A-M Professional Group to Scale Back Their Preliminary Design for Stormwater Improvements to the City's Budgeted Amount of$9.16 Million and Submit a Written Report No Later Than May 5, 1999 (Preferably by April 26th) (Mayor) M S O E T C I O Y O N E N Minutes Page 10 COMMISSIONERS N D S 0 April 12, 1999 Mayor Shaughnessy explained that the item was on the agenda to formalize direction given at a recent workshop. BEAVER X BORNO X Motion: Direct R-A-M Professional Group to bring us a ME SERVE X X MITCHELSON X plan which does not exceed $9 million, which addresses as SHAUGHNESSY X X its primary concerns drainage, and impact to the character of the city, which figure is to include all design fees and all permitting fees and any contingency inclusive. Alan Potter of 374 Second Street stated he had read a copy of the R-A-M Report and had found several errors in its compilation. He believed the company had not demonstrated competence to do the job. William McGee of 1831 Selva Marina Drive urged the Commission to utilize local informed citizens and engineers to design the project. J.P. Marchioli of 414 Sherry Drive read part of a letter which was distributed to the Commission along with forty-three pages of attachments, pointing out that The R-A-M Professional Group had never done work for the City of Jacksonville. There being no further discussion, the motion carried unanimously. C. Reject the Bid Received for Annual Janitorial Service for City Facilities (Bid 9899-18) and Authorize the City Manager to Establish a Full-time Building Maintenance Position (City Manager)BEAVER x BORNO X Motion: Reject the bid received for Annual Janitorial Service ME SERVE X X MITCHELSON X for City Facilities (Bid 9899-18) and authorize the City SHAUGHNESSY X X Manager to establish a full-time Building Maintenance Position. There was no discussion and the motion carried unanimously. D. Action on the Recommendations of the City Manager Relative to Savings Realized Through Refinancing the Gulf Breeze Bonds (Commissioner Mitchelson) BEAVER BORNO Motion: Return the savings on a pro rata share of assessments MESERVE 4110 to Section H citizens who paid those assessments. MITCHELSON X SHAUGHNESSY X M S O E T C I O Y Minutes Pae 11 N N E N Page COMMISSIONERS N ND S 0 April 12, 1999 Commissioner Mitchelson reported that staff had recommended against rebating the savings exclusively to Section H property owners, for the reasons stated in a memo dated April 6, 1999, from City Manager Thompson, which is attached and made part of this official record as Attachment C. Commissioner Mitchelson stated that he respectfully disagreed with this recommendation because he believed that 80% of the project costs came from the residents in Section H and they should receive a rebate proportionate to their expenditure. Commissioner Mitchelson felt the real issue was that the seated Commission at that time made the decision to make the improvements, and although the improvements benefitted Section H residents, they had no choice concerning that decision. Commissioner Mitchelson believed the citizens should share in the savings realized by the city through the refinancing of the Gulf Breeze bonds and that each individual property owner should receive some type of direct communication from the city regarding the savings. Discussion concerning a method of implementing the proposed rebate ensued. Commissioner Meserve expressed concern for the process and commented that the city would not charge extra if the interest rate increased. He suggested that the savings be put into the general fund and returned to the citizenry in general. City Manager Thompson stated that the special assessment was figured on the interest rate at that time and payment was added to the ad valorem taxes with payment on an annual basis. City Manager Thompson recommended that if the City Commission approved an adjustment, the effective date of such adjustment be November 1, 1999, to coincide with the Duval County Tax Collector's billing date. Commissioner Meserve stated he could support the motion if this was a viable way to implement the savings without creating an administrative burden. Commissioners Borno and Beaver concurred with Commissioner Meserve. Mayor Shaughnessy wanted to know what mechanism would be used to implement the savings. Discussion ensued concerning whether there should be a rebate or a change in the interest rate. After further discussion the second and motion were withdrawn. S M S O E T C I O Y S O N E N Minutes Page 12 COMMISSIONERS N D S 0 April 12, 1999 Motion: Change current assessment (interest rate) on a pro BEAVER X rata share for Section H assessments, effective November BORNO X 1, 1999, for those individuals who are paying it and direct ME SERVE X MITCHELSON X X the City Manager to work out with the Finance Director, SHAUGHNESSY X X in consultation with Commissioner Mitchelson, what the appropriate mechanism would be. Finance Director VanLiere confirmed that the intent was to reduce the interest rate and asked what interest should be charged. After some further discussion it was determined that the City Manger and Finance Director should work with Commissioner Mitchelson to determine the appropriate interest rate. City Manager Thompson stated he would bring the information back to the Commission under his report before implementation. There being no further discussion, the motion carried unanimously. E. Approve Easement for BellSouth Telephone Junction Box and Authorize the City Manager to Sign the Easement Document (City Manager) BEAVER X X BORNO X X Motion: Approve easement for BellSouth Telephone junction ME SERVE X box, contingent upon landscaping the area, and authorize the MITCHELSON X City Manager to sign the easement document. SHAUGHNESSY X Commissioner Borno felt that during the last Commission meeting, the Commission had requested landscaping of the area surrounding the junction box and requested that it be included. City Manager Thompson indicated that BellSouth had verbally agreed to either landscape the area or fund the landscaping. Commissioner Borno then inquired if the present verbal agreement would be in writing, and City Manager Thompson indicated that he would make sure that a written agreement would be obtained by the city. It was pointed out that the city would have to issue a permit for the project, and the city could withhold issuance of the permit until agreement was reached regarding landscaping. 0 There being no further discussion, the motion carried unanimously. M S O E T C I O Y Minutes Page 13 ONE NIIIApril12, 1999 COMMISSIONERS N D S 0 F. Appointment to the Cultural Arts Board Mayor Shaughnessy appointed Jeanelle Wagoner, Vice Principal of Douglas Anderson School of the Performing Arts, to a one year term on the Cultural Arts Board. The appointment was unanimously approved by the Commission. G. Authorize the Mayor to Sign the Certificate of Acceptance for a Local Law Enforcement Block Grant in the Amount of$10,000.00 (City Manager) BEAVER X BORNO X X Motion: Authorize the Mayor to sign the Certificate of MESERVE X X acceptance for a Local Law Enforcement Block Grant in MITCHELSON X the amount of$10,000.00. SHAUGHNESSY X There was no discussion and the motion carried unanimously. H. Award Contract to Gee and Jenson Engineers in the Amount of$77,886.00 for Engineering Design for Atlantic Beach and Buccaneer Sewer System Improvements (City Manager)BEAVER X BORNO X X MESERVE X X Motion: Award Contract to Gee and Jenson Engineers in the MITCHELSON X amount of$77,886.00 for Engineering Design for Atlantic Beach SHAUGHNESSY X and Buccaneer Sewer System Improvements. Commissioner Borno inquired concerning the status of the Shangri-La lift station. City Manager Thompson explained that the city planned to abandon the lift station and install a gravity sewer line. Public Works Director stated that the present sewer force main would be replaced by the gravity sewer line, and the lift station was no longer needed since Centex homes had built a new lift station at Gavagan Road. Commissioner Borno then inquired concerning the feasibility of keeping the lift station on line and keeping the force main system, and asked if there had been any type of evaluation concerning this matter. Martin Martirone of Gee and Jensen Engineers explained that it would be more cost effective to eliminate the lift station and install the gravity sewer line since there is less maintenance with that type of line. He pointed out that a lift station has annual electrical costs as well as other operating and maintenance costs. Commissioner Borno asked if there was any way to determine the pressure on the pumps at the lift station and Mr. Martirone stated that it was possible to do so with pressure gauges on the discharge. M S O E T C Minutes Page 14 i O Y ONE N April 12, 1999 COMMISSIONERS N D S 0 Mayor Shaughnessy inquired as to who asked to abandon the lift station and Mr. Martirone stated it was in the scope of work as requested by city staff. Mayor Shaughnessy called a recess at 10:25 p.m. and reconvened the meeting at 10:28. Mayor Shaughnessy suggested that a cost benefit analysis be completed for keeping the lift station on line and asked if it would be included in the current contract price. Mr. Martirone explained that the exact cost of the gravity sewer was not known at this time, and would be available as soon as the sewer depth was surveyed. He further stated that the survey would be completed as the first scope of work after the contract is approved by the Commission and the cost benefit analysis could be completed at that time as part of the contract. Mr. Martirone agreed to do the comparison as part of the existing contract. There was no further discussion and the motion carried unanimously. I.Approve Change Order in the Contract with Smith and Gillespie Engineers to Increase the Design Scope of Their Stormwater Improvements to Include Pine Street from David Street to the Entrance of Howell Park (City Manager) BEAVER X BORNO X Motion: Approve Change Order in the contract with MESERVE X X Smith and Gillespie Engineers to increase the design scope SHX X HAUGHNESUGHI E SSY x of their stormwater improvements to include Pine Street from David Street to the entrance of Howell Park. There was no discussion and the motion carried unanimously. J. Authorize Staff to Review the Proposal of Beaches Habitat Relative to Exchange of Properties and Present Their Recommendation to the City Commission on April 26, 1999 City Manager) Item 8J was taken out of sequence and acted upon earlier in the evening. 9.City Manager Reports and/or Correspondence: M S O E T C I O Y Minutes Page 15 N N E N COMMISSIONERS N ND S 0 April 12, 1999 City Manager Thompson: Reported he had received a letter from Purvis Gray and Company, the city auditors, indicating that due to the issuance of a recent Governmental Accounting Standards Board Technical Bulletin, they would reissue the city's 1998 financial statements with an unqualified opinion. Reported that two air conditioning condenser units at City Hall needed to be replaced and their replacement would be put out to bid. Commissioner Borno suggested that sea coast construction type units be considered because they last much longer than conventional units. Reported that the owner of six lots abutting Tresca Park had indicated an interest in selling the property to the city. It was the consensus of the Commission that the City Manager negotiate the possible purchase of the property with the owner. Reported that he and City Attorney Jensen would schedule a seminar concerning Florida's Government in the Sunshine Law for the city's various Boards and Committees. Reported that final amendments to the fire contract were being made and it could go the Finance Committee of the Jacksonville City Council as early as Wednesday. City Manager Thompson indicated he would distribute the contract to the Commission as soon as it was received. Indicated that the St. Johns River Water Management District SJRWMD) was checking into funding to assist the city in the reopening of Sherman Creek outfall. 10. Reports and/or Requests from City Commissioners, City Attorney and City Clerk Mayor Shaughnessy Indicated that she would be unable to attend the American Public Works Association luncheon on April 15, 1999 and requested that one of the other Commissioners attend in her behalf. Commissioner Borno volunteered to attend the luncheon. M S O E T C I O Y O N E N Minutes Page 16 COMMISSIONERS N D S 0 April 12, 1999 Requested that a resolution concerning multiple sclerosis be placed on the agenda for May 10, 1999. Suggested that draft copies of the minutes of Boards and Committees be sent to the Chairman of the Board or Committee for review prior to distribution. Reported that Atlantic Beach Elementary School had inquired regarding use of Dutton Island for field trips. City Manager Thompson indicated that it could probably be arranged, but no busses would be allowed to cross the culvert. Commissioner Beaver Felt that the company responsible for maintenance of the Atlantic Boulevard medians was not living up to their contract and the city should withhold payment until such time as they meet the required standards. Suggested that median maintenance and palm tree fertilization be maintained under separate contracts. Commissioner Meserve Reported on a meeting he attended at the New Friendship Missionary Baptist Church on April 5, 1999 to discuss community issues, and stated he had pledged support to clean up the Mayport Road area. Reported that the cable television reception was of poor quality at Fleet Landing and inquired regarding the number of complaints the city had received concerning the service. City Manager Thompson indicated the city had received few complaints concerning Media One in recent months. Commissioner Borno Indicated that City Attorney Jensen was continuing to negotiate a franchise agreement with Peoples Gas and a Thursday meeting had been set. M S O E T C I O Y ONEN Minutes Page 17 COMMISSIONERS N D S 0 April 12, 1999 There being no further comments or business to come before the Commission, the Mayor declared the meeting adjourned at 11:05 p.m. 9 7 i Irl , I I Suzanne Shaughne9Mayor/Presiding ° er ATTEST: Maureen King Certified Municipal C T ' r ATTACHMENT A APRIL 12, 1999 COMMISSION MEETING 4 - ia" yy STAFF REPORT AGENDA ITEM: Request by Beaches Habitat to exchange property SUBMITTED BY: George Worley II, Community Development Director 2 fc) DATE: April 7, 1999 BACKGROUND: Beaches Habitat has submitted a letter to the City proposing an exchange of properties in the Donner Subdivision area. They propose to deed two large parcels north of Jordan Park to the City in exchange for approximately thirteen lots fronting on Francis Avenue and on an unpaved segment of Jordan Street. RECOMMENDATION: Authorize staff to review the proposal and to negotiate this transaction with Beaches Habitat with a recommendation to be presented at the regular City Commission Meeting of April 26th. ATTACHMENTS: 1) Proposal Letter and map from Beaches Habitat REVIEWED BY CITY MANAGER: X.....4>IZ AGENDA ITEM NO. Beaches Habitat Habitat for Humanity of the Jacksonville Beaches, Inc. tlic(Ck Mayor Suzanne Shaughnessy City of Atlantic Beach 800 Seminole Road Atlantic Beach FL. 32233 Dear Mayor Shaughnessy: This is to request that the city of Atlantic Beach consider an exchange of property with Beaches Habitat which we believe would be in the interest of both the city and Habitat. The legal description of the land that Beaches Habitat would deed to the city is: Lots 4, 5 and 6, DONNER'S SUBDIVISION, of a part of Government Lot 2, Section 17 South, Range 29 East, according to plat thereof recorded Plat Book 8, page 4 of the public records of Duval County, Florida. These lots are highlighted in yellow on the enclosed map. The legal description of the land the City of Atlantic Beach would deed to Beaches Habitat is: Lots 3-12, Block 1, ED SMITH SUBDIVISION, according to the plat thereof recorded in Plat Book 26, page 50, of the public records of Duval County, Florida; Lots 3-5, Block 2, ED SMITH SUBDIVISION, according the plat thereof records in Plat Book 26, page 50, of the public records of Duval County, Florida. These lots are highlighted in blue on the enclosed map. The land Beaches Habitat will deed to the city is 3.8 acres, approximately one acre larger than the city property requested. There are advantages to Atlantic Beach: P.O. Box 50939 • Jacksonville Beach, FL 32240 • 1904) 241-1222 The land acquired by the city would be contiguous to other property currently owned. The land deeded to Beaches Habitat would be developed and the Donner area, east of Mayport Road, would become a new community in Atlantic Beach with over 35 Habitat homes. The trend of improve- ment in the neighborhood will continue to benefit the entire city of At- lantic Beach. 20 Atlantic Beach families would become tax-paying citizens of the community. Impact fees for new home construction would total 50,000. Property tax roles would increase by $6,000 to $8,000 per year. The major advantage to Beaches Habitat would be to acquire building lots at low cost. The cost savings would be passed onto the new Habitat homeowners. We would appreciate that you consider this offer at the April 12th City Council meeting. Members of the Beaches Habitat Board and Site Committee will be available for any questions. A Ralph Marcello Executive Director CC: David Trunzo President, Beaches Habitat Paul Finley Vice President, Beaches Habitat Cliff Koehler Site Committee, Beaches Habitat Bill Gulliford Site Committee, Beaches Habitat uht 4:OAD 4 ..,' ORA otb-461 ! •; 'r U1_ 1 11 l L I, l7tlG7:-Oppo ! : 125 . 12 fatoLgiarloicw,.: C. 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NA , ..,.. 8 90 -, - ATTACHMENT B APRIL 12, 1999 COMMISSION MEETING Agenda Item: SA Date: Z- 9 q CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: Bull Park Recommendations SUBMITTED BY: David Thomps'City Manager DATE: April 6, 1999 BACKGROUND: At the Saturday, February 20 City Commission Workshop Meeting, the City Commission decided to send the Bull Park Plans back to the Recreation Advisory Board for their recommendations. The Bull Park project is estimated at $300,000. Staff has bid the project out and received no bids. There is $104,000 allocated for construction. The Recreation Advisory Board met and discussed the project at their March 24 meeting. The Board came to the agreement that the most important phase of the plan is phase I (the play area). RECOMMENDATION: BOARD-The Recreation Advisory Board recommends budgeting 160,000 to substantially complete phase I (play area) and phase III (Memorial Plaza) of the project. Motion made by Peter Coalson and seconded by Ray Coleman. STAFF- 1. In prioritizing the various phases of Bull Park for renovation, the starting point should be the children's playground area. Staff concurs with the Recreation Board in prioritizing this area for initial development. 2. It is the opinion of Staff that the benefits gained from constructing Bull Park as currently designed, are too limited to justify the expenditure of such large amounts of money. The money necessary to renovate this park as designed, could be better spent on other park projects that would benefit a larger portion of the Atlantic Beach population. 3. The existing plans for equipment is single source and it is the opinion of Staff that it is overpriced. For a fraction of the proposed costs of this equipment, suitable and more affordable playground equipment could be obtained from other vendors. ATTACHMENTS: A draft of the Recreation Advisory Board minutes. A copy of the phased Bull Park Plans. A copy of the phased cost estimate. 110 RECREATION ADVISORY BOARD MINUTES WEDNESDAY, MARCH 24, 1999 A regular meeting of the Recreation Advisory Board was held Wednesday, March 24, 1999 in the Adele Grage Community Center. Chairperson DeJean Melancon called the meetin to order at 7:20 P.M.. Present were: DeJean Melancon, Peter Coalson, Barbara Hopson, S Jenkins, Ray Coleman, and Timmy Johnson, staff. Irf.r. Ray Coleman made a correction to the minutes of the las = -ar me: g°' d that he was present. DeJean motioned to approve the minutes wit {: necess• .- Esc z 'eter Seco' `d and the motion carried. f`Y The Board discussed the request from Atlantic Beach :1M:124-• ssociation to ha M' ity take over field maintenance. Ray Coleman, ABAA presiders `- ts<0%='; the attached summary report of ABAA finances and baseball field maintenance Ra _e3z =r it would cost to maintain the facility, but the season last seven months and AB •y is pa.- 1*--,-' 4' ` ._:ryant $5 an hour. The reason for this request is that Marty's son will be • 4 -' in Jack'`•.i sir ::ch next season; therefore, Marty will be leaving. 3 _ Teter mentioned that he went to Jackso,::411e Bea , • tAt they introduced five City Employees who maintain their fields. per. yam There was $1100 n ABAA acco. ,w=• en ' started a he implemented some changes in thel concession area and more spo ship me lead t•..:.;y= $5,000 surplus. Recreation Director, Timm Jo, son pointed •y p 4.4.W., zt t the con -We1:.ing $800 and closing the concession would p g that he eyed closing the concession stand. Timmybealu - agreed„ ., :f states prob 5 consider contracting this service out to a nonprofit organza'') -'g DeJean info. velop 4:1ion and come by to the next meeting so the Board can make a e 441.:„*.. .,,.w Pew;:'• motioned to assilits'4Vird Members park responsibility as follow: Barbara-Howell, Peter- i , Scott-Russell, D-leanDonner, Steven-Dutton, Phil-Jordan, and Ray-Tresca. Ray seconded the motion carrisir creatio; 4 1 ector discussed the phased Bull Park Plan and passed out a phased cost f L, o reminded the Board that they did discuss the project and recommendedtri -1. e lights. Barbara explained that a lot of effort went into the thought process of this Park. The Board agreed that phase I (play area) is the most important phase. Peter motioned to budget $160,000 to substantially complete phase I and II of the Bull Park Plan. Ray seconded and the motion carried. Steven will draft a letter to the City Commission and a Committee report IIIwill be given at the April 12 City Commission meeting. ill The Recreation Director informed the Board that the City of Jacksonville is assisting with grant funds for Dutton Island and because of the grant deadline a decision has been made to place a canoe launch on the Southwest corner of the Island. Ray motioned to support the decision to place a canoe launch on the Southwest corner of Dutton Island. Barbara seconded and the motion carried. DeJean informed the board that he will contact Karen Scheffer about attending t ext meeting. Steven informed the Board that he will be unable to attend the next mis,i g. f 1.Are N. srf L air tom r r -`` 410 7... l', .'Xr.F.--:?-'—' 1 is 0 7 t. 40.1:` 17.. ..-. x e s CNS r y s f F" r 4 WA':.z",-,' . ate":' :.- 4110 BASEBALL FIELD MAINTAINANCE BEFORE EACH SEASON: 1.) Turn (till) the clay on each field, three inches deep 2.) Edge the grass lines to three feet outside the foul lines 3.) Trim and mark foul lines in outfield grass 4.) Check proper operation of sprinkler heads of underground system 5.) Check and repair batting cage nets 6.) Repair pitching mounds in the bullpen 7.) Check all light bulbs and replace as needed (batting cage, scoreboards, field lights, concession stand) 8.) Install all bases in their proper anchor 9.) Kill fire ant mounds 10) Set timers on field lights 11) Check and repair fences. Weekly: 1.) Cut grass 2.) Repair holes in outfields 3.) Repair pitching mounds of the bullpen 4.) Trim and chalk foul lines of the outfield (all fields) 5.) Kill fire ant mounds GAME DAY: 1.) Water fields (approx. 30 to 45 min.) 2.) Repair (fill and pack) low spots. IE. Around bases, batters boxes, pitching plates. 3.) Scarify and drag fields 4.) Line fields. Foul lines, ondeck circles, coaches boxes, runners lane, batters boxes, and half way marks if needed. 5.) Set bases in their proper anchors 6.) Set pitching mound at the proper distance. AFTER EACH SEASON: 1.) Repair holes in the outfields 2.) PIant grass in bare spots and fertilize. 3.) Turn off light timers and pick up portable field equipment. ABAA LEDGER 3/20/99 Summary Report 1/1/98 Through 12/31/98 1/1/98- Page 1 Category Description 12/31/98 INCOME AABC 215.17 Concession Sales 13,118.35 Contribution 2,000.00 Rebate 1,454.00 registration 37,013.00 Sponsors 11,025.00 TOTAL INCOME 64,395.18 EXPENSES Alistars 1,089.49 Bank Charge 147.68 Charter 267.00 Concession Labor 3,564.27 Concession Supplies 10,383.16 Dues and Subscriptions 54.00 Education 200.00 Equipment 4,376.25 Field Equipment 8,571.70 Field Labor 2,042.43 Field Supplies 4,235.70 Insurance 1,956.00 Newsletter 638.73 Postage and Delivery 15.00 Tax,Business 1,909.52 Trophies 2,295.13 Umpires 8,846.00 Uniforms 11,999.95 Utilities: Telephone 448.31 TOTAL Utilities 448.31 TOTAL EXPENSES 63,040.32 TOTAL INCOME-EXPENSES 1,354.86 Balance Forward ABAA LEDGER 5,390.40 TOTAL Balance Forward 5,390.40 OVERALL TOTAL 6,745.26 4111 Inch Monthly Income and Expenses 1/1/98-12/31/98 Expense j in thousands III i I i i).,1 15 I I L.4 Tt...„. ib j trtcJ: t j F. 30 kkrxL.4.1 IV v a Vii. a' e. dye 0 r°:; ti, 1/98 2/98 3/98 4/98 5/98 6/98 7/98 8/98 9/98 10/98 11/98 12/98 Net Savings and Expense Comparison 1/1/98- 12/31/98 Uniforms 18.63 as a Percentage of Total Income Concession Supplies %16.12 Umpires 13.74' 1 111 Field Equipment 13.311 i•Equipment 6.796: III Field Supplies 6.578 Concession Labor 5.535' Trophies 3.564 I Field Labor 3.1721 Insurance 3.037 Other 9.511 Total___._ 64,395.181 6s5ti.3.a ..=fir ..t .:t 14:4. 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T1CO1I4' 4/ M&s.'"\\ V 1 m1 MEET TRU• 1 a• 1 f:- Will‘i \i.-------,.....•......1 Pi-IAING 72 I • .., .... '• •-., • ., ,., 1147111V\ \ t----.--------- .__.-- MAN 1. • . ••,•. ..- . ,.. osils usi••••-• _.......dillgrip. :uswac imati...!ur , 0000. simit ........................ DPEALD4 MI 04E0QED 01.• DID.KM PIELEASIED PCR s DAM••rtlibitt,.::.:.. ..,,...-, *•'-' --...-- imilliriliglini. IMBillailla „....•-•-'.' .--- 5TRSIETWICORriall1011101 ,....,-••••"''' 5i--_,,E,7"•I r.— K... E.IEET WIDER• 1.•20' ei 1.•110 Noi[11.1 Cr 5 BULL MEMORIAL PARK Phasing Cost Estimate May 11, 1998 PHASE ONE Cost 115,00.00 Mobilization 6,000.00 121,000.00 PHASE TWO Cost 85,000.00 Mobilization 4,500.00 89,500.00 PHASE THREE Cost 56,000.00 Mobilization 3,000.00 59,000.00 Phase Four Cost 25,000.00 Mobilization 1,700.00 26,700.00 TOTAL PHASED CONSTRUCTION COSTS 296,200.00 See color phasing plan for phase location. ATTACHMENT C APRIL 12, 1999 COMMISSION MEETING 4 - 12.- 9q 110 CITY OF ATLANTIC BEACH CITY COMMISSION STAFF REPORT AGENDA ITEM: Section H Refinancing Options DATE: April 6, 1999 SUBMITTED BY: David E. Thompson, City Manager BACKGROUND: At the March 22,1999 City Commission Meeting, Commissioner Mitchelson said that he wanted this issue on the agenda for the April 12, 1999 City Commission Meeting. For that reason,this staff report has been prepared to assure that the issue is on the agenda for action by the City Commission. The issue in this matter is the idea that the City Commission authorized the refinancing of the loan that funded some of the improvements in Section H. Since the refinancing will result in savings on the loan, the issue has been raised as to passing this savings along to the citizens in Section H by reducing their assessments. If staff is directed to do this, then staff could pull each outstanding assessment account and adjust the future payments based on the new financing rate. The effective date should be November 1, 1999 since the assessments are tied to the local tax bills through the City Clerk's office, and they are sent to the tax collector at that time. Since all of the past payments were based on the previous rate, it would not be feasible or desirable to try to go back into prior years to calculate any"rebates." However,this matter places staff in an interesting position relative to dealing with the City Commission. Staff does not recommend passing the savings along, exclusively, to Section H property owners. In the original Section H work in 1991, the City committed over 950,000 to the Section H project including paving and drainage costs. This $950,000 included funding that could have used throughout the city for other projects, and it was not assessed to Section H residents. The projected savings on the refinancing of the loan will amount to less than one half of the money that was put into the project at the expense of other citizens. For this reason, Staff recommends passing the savings along to all citizens and not limiting it to Section H residents. RECOMMENDATION: We recommend passing the savings realized through the refinancing of the Gulf Breeze Loan to all citizens as designated by the City Commission. ATTACHMENT: City Manager Report, Section H and Refinancing of Gulf Breeze Loan REVIEWED BY CITY MANAGER: AGENDA ITEM NUMBER: I II City Manager Report Section H and Refinancing of Gulf Breeze Loan A question was asked at the March 8, 1999 City Commission Meeting relative to refunding money to the residents of Section H because the City will be saving money on the Gulf Breeze Loan refinancing. The following information is being provided for your consideration in this matter: The logic of rebating the money to Section H residents makes sense based on the assumption that the residents of Section H paid for the improvements to their property. If they paid for the improvements, and the City has been able to negotiate a better finance rate for the bonds,then those people who paid for the work should benefit from the improved financing. However,these assumptions are not entirely accurate, and the equation is not so simple. The improvements to Section H were not entirely funded by the residents or landowners living there. Although a significant amount of the total project expense was funded through assessments, there were other costs that were absorbed by the City. A review of the form letter sent out in 1991 contained the language, "Owners of developed property not be assessed for paving or drainage as these costs will be assumed by the city."Swill Based on Resolution 88-7, $4,280,000 of the total project cost of$5,233,256 was funded through assessments. The rest of the money came from other funding sources, including Gas Tax money that could have been used to benefit citizens throughout the City. When comparing the total projected savings on the refinancing to the money that went into the Section H development when the improvements were done, the initial investment of City money into Section H greatly exceeds the refinancing amount. Choices: A. Based on this information, it would be a reasonable decision to return the money from the refinancing to the City General Fund to benefit all of the citizens of Atlantic Beach. B. If the City Commission wishes for staff to identify each party that was assessed for these improvements and reduce their assessment consistent with the refinancing,this task can be accomplished. It will occupy significant staff time to make the calculations for every party, but it can be done. In the absence of direction from the City Commission to do otherwise, the savings will be integrated in the budget for the City Commission to utilize as they determine in the 4111 future.