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02-03-98 v4110 CITY OF ATLANTIC BEACH SPECIAL CALLED MEETING 7:15 PM TUESDAY, FEBRUARY 3, 1998 AGENDA Call to order 0 1.Selection of a third party engineer to review the proposed core city drainage improvements, and any other related action deemed necessary 2.Any other business Adjournment MINUTES OF THE SPECIAL CALLED MEETING OF ATLANTIC BEACH CITY COMMISSION HELD IN COMMISSION CHAMBERS, 800 SEMINOLE ROAD, AT 7:15 PM ON TUESDAY, FEBRUARY 3, 1998 Present: Suzanne Shaughnessy, Mayor Louis M. Borno, Commissioner John S. Meserve, Commissioner Theo K. Mitchelson, Commissioner Also: Alan C. Jensen, City Attorney James R. Jarboe, City Manager Maureen King, City Clerk Absent: Richard M. Beaver, Commissioner The meeting was called to order by Mayor Shaughnessy. 1.Selection of a third party engineer to review the proposed core city drainage improvements, and any other related action deemed necessary Commissioner Mitchelson moved to select Terry L. Rice, Inc. to review the drainage project and report to the City Commission. The motion was seconded by Commissioner Borno. The City Manager explained that Col. Rice's proposal was not final and he would continue to work to finalize the contract with Col. Rice's firm. He reported that Col. Rice was familiar with Mike Schmidt (engineer who served on the Howell Park Review Committee) and would be willing to work with him on this project. Mr. Jarboe indicated he would work with Col. Rice to reduce the proposed 90-day work period. Mayor Shaughnessy read the proposed work plan set forth in Col. Rice's proposal and invited comments from the audience. Joe Posch, 142 Magnolia Street, confirmed that there would be an opportunity for public input during the review procedure. J.P. Marchioli, also expressed an interest in being able to participate in the review process. Stephen Kuti, 1132 Linkside Drive, requested that advance notice be given for public hearings. There being no Commission discussion the Mayor called for a vote and the motion carried unanimously. Page Two Minutes - Special Called Meeting February 3, 1998 2.Any other business Mayor Shaughnessy pointed out that the City Commission had not formally approved a scope of work but she felt that Col. Rice had all the knowledge, training, and experience to conduct a thorough review of the drainage project. The Mayor moved, in light of the knowledge and experience, of Col. Rice, not to restrict the scope of the work as long as it does not extend the time period or the agreed upon fee. The motion was seconded by Commissioner Borno. The Mayor indicated that she made the motion because at an earlier Commission workshop Engineer Michael Schmidt had brought out several points which she felt would be valuable to address. When asked if he had recommendations regarding the core city project, Mr. Schmidt had pointed out that the majority of the England, Thims& Miller(ETM) design was done in headwater systems and it would be best to look at the entire watershed; therefore, she did not want to restrict Col. Rice from looking at the entire watershed if it could be done within the price and time limit. She pointed out that Michael Schmidt had offered to undertake the computer modeling at no cost to the city. Commissioner Meserve agreed that the entire flow should be considered as part of the review; however, he felt the City Manager needed to keep the review focused on the current project. Mayor Shaughnessy pointed out that the permit for this project was issued for "small, individual projects without significant environmental impact." She indicated that the Corps now knew that this was a small project but was part of a much larger project and may not fall within the parameters of the original permit. She wished to get as much information as possible and did not wish to tie the hands of staff or the engineers. Commissioner Mitchelson felt that it was not the intent of the City Commission to precisely define the scope of work but rather, if individual Commissioners had questions to which they needed answers, that they submit these questions in writing so they could be addressed. Following further discussion there was consensus that the scope of work as outlined in Col. Rice's proposal included enough generalities that the contract could be negotiated by the City Manager, up to the limit allowed by State law. Mayor Shaughnessy then moved to add as part of the contract that a coupled head and tail water analysis is requested by the City Commission. The motion was seconded by Commissioner Borno and carried unanimously. Page Three Minutes - Special Called Meeting February 3, 1998 Mayor Shaughnessy then pointed out that Mike Schmidt had recommended that a sensitivity analysis be done in response to the phrase that the ETM design is for a"two-year storm with normal tides." She felt that it was understood that this was included in the motion just adopted. Mayor Shaughnessy reported that Mike Schmidt had volunteered his services, free of charge, to assist in the review process. She appointed Commissioner Borno to work as a Commission liaison throughout the review process. Commissioner Borno agreed. The Mayor confirmed that staff would work with the consultant and make the required materials, etc. available to the consultant upon request. The Mayor requested that engineer Hugh Mathews consult with the principal partners of ETM with regard to authorizing his participation in the review process on a commensurate fee schedule with Mike Schmidt's. She pointed out that both engineers were Atlantic Beach residents and since Mr. Schmidt was willing to volunteer his services at no cost to the city and she was interested to know if ETM would make a similar offer, and sought the will of the City Commission in this regard. Mayor Shaughnessy moved to ask Hugh Mathews if he would consult with his senior partners about authorizing his participation in the review process on a commensurate fee schedule with Mr. Michael Schmidt's The City Manager reported that Mr. Mathews had indicated he would be willing to work with Col. Rice as needed during this review. Commissioner Meserve felt that ETM had been hired by the City and should be paid for any services rendered. The motion died for lack of a second. Commissioner Borno felt that ETM would be willing to consult with Col. Rice on a voluntary basis. Stephen Kuti indicated that ETM had billed the city $9,000 for dealing with the public and an additional $10,000 had been approved by the City Commission for consultant services. He felt ETM had not provided these services and this was the minimum that ETM should do since they had been paid twice for not doing the job. Page Four Minutes - Special Called Meeting February 3, 1998 Mayor Shaughnessy reported that the Department of Transportation had made a presentation in December regarding the A-1-A arterial study. Mayor Vaughn has asked the DOT to make a presentation to the Neptune Beach City Council and he has invited Atlantic Beach City Commission to attend. Several dates were suggested and February 12 was selected by the City Commission as the preferred date. Mayor Shaughnessy requested that a goal setting session be scheduled and suggested approximately three meetings be held - the first meeting to be a public input meeting to determine the public's goals for the city and then a meeting for the City Commission to discuss the ideas put forth by the public. Staff could cost out some of the goals and a commission workshop could then be scheduled to finalize goals. Discussion ensued regarding the format and the number of meetings which would be required and the City Manager agreed to work on the format and present various options at the Commission meeting on February 9. Commissioner Mitchelson felt that public input could be received at a regularly scheduled Commission meeting. The City Commission concurred and the Mayor requested that 2- week's notice be given for public input. The goal setting public hearing will be included on the agenda of the Commission meeting on February 23, 1998. Commissioner Meserve reported he had met with Roger Sharp of the JTA in connection with the beautification/landscaping projects and he had learned that work on the eastern end of the Wonderwood connector could go to contract within a year. Also construction of the proposed Mayport Road/Atlantic Boulevard interchange was moving ahead faster than anticipated and he suggested the City Commission monitor and stay involved in these projects so they would have some input in the type of beautification to be included. He said he would stay involved through the Mayport Waterfronts Partnership. The City Commission also requested that Roger Sharp of the JTA be requested to make a presentation at a Commission meeting as soon as possible. The City Manager reported that city staff had attended a meeting regarding the construction of the new bridge over the Intracoastal Waterway and had some concerns about the design, particularly for the traffic entering Johnston Island. He indicated this would require a right- hand turn from Atlantic Boulevard in a 45-mile per hour speed zone which he felt created a safety hazard. He suggested the Mayor write a letter to the DOT expressing these concerns. Commissioner Borno moved to authorize the Mayor to submit a letter to the Department of Transportation expressing concerns in relationship of the construction Page Five Minutes - Special Called Meeting February 3, 1998 of the bridge across the Intracoastal Waterway on Atlantic Boulevard. The motion was seconded by Commissioner Mitchelson, and carried unanimously. Commissioner Mitchelson expressed concerns, particularly with respect to the volume of traffic which would be involved if the gambling ship proposing to dock at Johnston Island is approved. The Mayor then opened the floor to further citizen comments: J.P. Marchioli: suggested that interested citizens forward any input relative to the core city drainage project to Col. Rice C/O City Hall - The City Commission concurred. Don Phillips: suggested that the scope of work for Col Rice should include discussion with the St. Johns River Water Management District on any recommended changes to the ETM plan with an opinion of the potential acceptance of the SJRWMD. The Mayor indicated that this would be anticipated. Cindy Corey: thanked the City Commission for hiring an independent consultant. There being no further discussion, Commissioner Borno moved to adjourn. The motion was seconded by Commissioner Meserve and the meeting was adjourned at 8:25 PM. Suzanne Shau essy Mayor/Presiding Officer ATTEST: Ma een King Certified Municipal Clerk