09-14-98 vCITY OF ATLANT1IC'BEACH
COMMISSION MEETING - September 14, 1998
AGENDA
Call to order
Invocation and pledge to the flag
1.Approval of the minutes of the Regular Commission Meeting of August 24, 1998, and Special
Called Meetings of August 26 and September 2, 1998
2.Recognition of Visitors:
A. Presentation of Peace Proclamation (Mayor)
3.Unfinished Business:
A. Discussion and related action on the request of Michael Paschall, President of
Beaches Area Historical Society, for a historic marker to be placed on Plaza(Mayor)
B. Approval of Employee Bonus Program (Commissioner Mitchelson)
C. Discussion and possible approval of a lease agreement for parking spaces Tenth Street
Commission)
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. Acknowledge receipt of report of new occupational licenses issued during August
and acknowledge receipt of monthly reports from Building, Code Enforcement, Fire,
and Recreation Departments for the month of August 1998 (City Manager)
B. Acknowledge receipt of a status report on fire hydrants (City Manager)
C. Authorize one-year extension of contract with Viaplex for Metal Fabrication pursuant
to the specifications of Bid No. 9697-28 (City Manager)
D. Authorize one-year extension of contract with Atlas Electric Motors, Inc., for Electric
Pump and Motor Repairs pursuant to the specifications of Bid No. 99697-17 (City
Manager)
E. Authorize one-year extension of contract with Gruhn-May, Inc., for Point Repairs
pursuant to the specifications of Bid No. 9697-29 (City Manager)
F.Award contract in the amount of $37,314.00 to Golden Rule Services for lawn
maintenance of city parks pursuant to the specifications of Bid No. 9798-33 (City
Manager)
G. Award contract to Rose Services, Inc. in the amount of$5,596.80 for striping of
Seminole Road pursuant to the specifications of Option 2 of Bid No. 9798-34 (City
Manager)
Page Two AGENDA September 14, 1998
5.Committee Reports:
A. Stormwater Review Committee Report and submission of draft Request for Proposals
for Commission consideration(Lyman Fletcher)
B. Report on Town Center Meeting(Mayor)
6.Action on Resolutions:
A. Resolution No. 98-30
A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA,
HONORING CARL E. WALKER FOR NINE YEARS OF SERVICE AS
BEAUTIFICATION COORDINATOR FOR THE CITY AND CITIZENS OF
ATLANTIC BEACH(City Manager)
B. Resolution No. 98-31
A RESOLUTION AMENDING THE OPERATING BUDGET FOR THE CITY OF
ATLANTIC BEACH. FLORIDA, FOR THE FISCAL YEAR BEGINNING
OCTOBER 1, 1997 AND ENDING SEPTEMBER 30, 1998 (City Manager)
C. Resolution No. 98-32
A RESOLUTION AMENDING THE OPERATING BUDGET FOR THE CITY OF
ATLANTIC BEACH. FLORIDA, FOR THE FISCAL YEAR BEGINNING
OCTOBER 1, 1997 AND ENDING SEPTEMBER 30, 1998 (City Manager)
7. Action on Ordinances:
8.New Business:
A. Public input regarding Mayport Road/Atlantic Boulevard Intersection improvements
Mayor)
B. Public Hearings and adoption of tentative millage and tentative operating budget for
fiscal year 1998/99 (City Manager)
C. Action on a request for funding in the amount of$2,500.00 for beautification of
Dewees Avenue Beach Access(City Manager)
D. Waive the bidding requirements and authorize the purchase of Insta-Valve equipment
from the sole source vendor,Hydra-Stop, Inc. In the amount of$6,000 plus shipping
costs(City Manager)
E. Approve purchase of a tractor for Buccaneer Wastewater Division under State
Contract#765-900-99-1 in the amount of$19,277.42 (City Manager)
F Approve pay increase for General Employees (City Manager)
G. Approval of Final Change Order on Royal Palms Water Distribution project for a
credit of$32,831.38 (City Manager)
H. Discussion and related action on long term rental contract for public facilities(City
Manager)
I.Action on a request filed by Ray Coleman, President of Atlantic Beach Athletic
Association for the city to purchase bleachers for the Tee Ball field at Jack Russell
Park(City Manager)
J.Authorization for the Mayor to sign a letter to the State Historic Preservation Society
in support of grant application for restoration of Ribault Club House on neighboring
Ft. George Island (Mayor)
Page Three AGENDA September 14, 1998
9. City Manager Reports and/or Correspondence:
A. Report relative to Health Insurance coverage for city employees
10 Reports and/or requests from City Commissioners, City Attorney and City Clerk
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,September
11, 1998.
V V
O O
T T
MINUTES OF THE REGULAR MEETING OF THE ATLANTIC E E
BEACH CITY COMMISSION HELD IN CITY HALL, 800 S S
SEMINOLE ROAD, AT 7:15 PM ON MONDAY, SEPTEMBER 14,
1998
PRESENT: Suzanne Shaughnessy, Mayor
Richard Beaver
Mike Borno
John Meserve
Theo Mitchelson, Commissioners M S
O E
AND: James Jarboe, City Manager T CIOY
Maureen King, City Clerk
ONE N
Alan C. Jensen, City Attorney COMMISSIONERS N D S 0
The meeting was called to order by Mayor Shaughnessy at 7:15 p.m. 1 he
Invocation was offered by Mayor Shaughnessy, followed by the Pledge of
Allegiance to the Flag.
1. Approval of the minutes of the Regular Meeting held August 24,
1998.
BEAVER X
Motion: Approve minutes of the Regular Meeting held BORNO x x
MESERVE X
August 24, 1998 as presented.
MITCHELSON X X
SHAUGHNESSY X
The Mayor asked for corrections or amendments to the minutes. There being
none, the minutes were unanimously approved as presented.
2. Approval of the minutes of the Special Called Meetings held
August 26, 1998 and September 2, 1998.
BEAVER X
Motion: Approve minutes of the Special Called Meetings held BORNO x x
August 26, 1998 and September 2, 1998 as presented. MESERVE X
MITCHELSON X X
SHAUGHNESSY XTheMayoraskedforcorrectionsoramendmentstotheminutes.
Commissioner Mitchelson stated that he was the maker of the motion on page
two of the Minutes of the Special Called Meeting held August 26, 1998, and
requested the minutes be amended to reflect the same. The Mayor then asked
for further corrections or amendments to the minutes, and there being none,
the minutes were declared approved as presented.
M S
O E
I C
I 0 Y
ONE N
Minutes Page-2- COMIVIISSIONERS N D S 0
ep em:er 4,
2. Recognition of Visitors:
A. Presentation of Peace Proclamation (Mayor)
Mayor Shaughnessy read the proclamation in its entirety proclaiming
September 15, 1998, as a Day of Peace in the City of Atlantic Beach.
B. Andrea Pennell of 579 Aquatic Drive requested the Commission
consider taking over the annual chemical spraying of the retention pond at
Aquatic Gardens Park in the amount of$1,600.00. Ms. Pennell explained that
no quorum was present at the Parks and Recreation Board Meeting she
attended to request that the city take over the park and consequently she could
not make her request. She further reported that the Aquatic Gardens
Homeowner's Association had applied for another neighborhood grant but they
would not know if they received it until September 24, 1998.
C. J.P. Marchioli of 414 Sherry Drive stated that he was not in favor of
the city building a new building for the YMCA as indicated in the proposed
udget. He also inquired regarding what he perceived to be a reduction of
returns from pension fund investments since 1995.
D. Cindy Grossberg, Chairperson of the First Night Steering
Committee,requested that a city representative come to the next First Night
Steering Committee meeting to clarify the city's objectives concerning their
obtaining the 501(c)(3) incorporation status.
E. Joseph Posch 142 Magnolia Street requested acknowledgment of his
letter to the Commission dated September 12, 1998 concerning the proposed
flyover. Mr. Posch stated he attended the Jacksonville Transportation
Authority (JTA)meeting on September 2, 1998 at which time there was no
city input on the matter since the JTA had already made its decision to
construct the flyover. He further stated the City Commission at its Special
Called Meeting on the same date had supported the flyover and he could see
no reason to hold a public hearing on it now.
F. Lena Keiser of Park Terrace West presented the Commission a
petition expressing opposition to the City of Jacksonville Beach closing the
entrances and paths to H. Warren Smith Cemetery and asked for Commission
support of her position on this issue.
Geri Sabot of 330 First Street stated there was a petition being
circulated to rezone the core city area and requested that she be kept informed
O E
T C
I O Y
ONE N
Minutes Page-3- COMMISSIONERS
NM DSS
S 0
September 14, 1998
of any action in this regard. Ms. Sabot also expressed concern for her personal
safety in regard to the old overhead electrical wires and a frequently exploding
transformer near her home and requested assistance in solving the problem.
Commissioner Meserve requested that the City Manager contact the City
Manager of Jacksonville Beach concerning the proposed changes to the
cemetery, find out if it is on their agenda for September 21, 1998, and bring
his findings back to the Commission.
It was explained that the old wiring would be repaired or replaced with
underground lines in conjunction with the core city project, but in the interim,
City Manager Jarboe stated he would contact the Jacksonville Electric
Authority regarding the transformer problem.
Mayor Shaughnessy requested that City Manager Jarboe and City Attorney
Jensen attend the next First Night Meeting to clarify their 501(c)(3) status and
that a copy of the minutes of the Commission meeting where the non-profit
status of First Night was discussed be distributed to First Night members.
It was reported that the Cultural Arts Board would meet on Wednesday,
September 16, 1998 at 6:45 p.m. and the First Night Committee, which is a
subcommittee of the Board, would meet at 7:30 p.m. City Manager Jarboe
and Mayor Shaughnessy stated they would attend both meetings to avoid any
confusion.
Peter Coalson, Chairman of the Parks and Recreation Board, stated that Andrea
Pennell's request was on the agenda for the next meeting of the Board.
3. Unfinished Business:
A. Discussion and Related Action on the Request of Michael Paschall,
President of Beaches Area Historical Society, for a Historic Marker
to be Placed on Plaza (Mayor)
After a brief discussion, it was the consensus of the Commission to refer Mr.
Paschall's request for the historic marker to the History 2000 Committee for
consideration.
BEAVER X X
BORNO
Motion: Refer the request for the historic marker to be placed on
MESER
X
SERX
Plaza Road to the History 2000 Committee for consideration. MITCHEL SON X X
SHAUGHNESSY X
The motion carried unanimously.
M
O E
T C
I O Y
ONE N
Minutes Page-4- COMMISSIONERS N D S 0
September 14, [998
B. Approval of Employee Bonus Program (Commissioner Mitchelson)
MITCHELSON X
Motion: Approve Employee Bonus Program as submitted.
SHAUGHNESSY X
Commissioner Mitchelson, sponsor of the Employee Bonus Program, thanked
City Manager Jarboe and Human Resource Director George Foster for putting
his ideas for the Employee Bonus Program into a workable format for use by
the city and summarized the program. Commissioner Mitchelson believed the
program would stimulate efficiency and create cohesiveness among the
employees of the various city departments.
Some discussion ensued concerning who should be included under
administrative personnel" with Mayor Shaughnessy asking for clarification.
Commissioner Mitchelson stated that "administrative personnel" were
Department Heads.
Mayor Shaughnessy believed Department Heads should be excluded from the
ogram because it was the nature of their job to come up with better ways of
Going things and she did not want to set up any type of competition between
management and employees.
Commissioner Meserve concurred with the Mayor and stated that he believed
the City Manager should also be excluded from the program.
Amended Motion: Approve Employee Bonus Program as ME SERVE X
presented,with the exception of Department Heads and the City
SHAUGHNESSY x
Manager.
City Manager Jarboe asked for a definition of"Department Head." Some
discussion ensued concerning who was considered a department head.
Commissioner Borno believed all employees should participate in the program,
and if the City Manager wished to exempt himself, he could do so.
Commissioner Beaver felt all employees, including Department Heads,
should be included in the one-half pool at the end of the year, but excluded
from the initial award. He felt there should be a specific list by job title of
those excluded from the program.
fter some further discussion, Commissioner Meserve and Mayor
Shaughnessy withdrew their respective amended motion and second to the
M S
O E
T C
I O Y
ONE N
Minutes Page-5- COMMISSIONERS N D S 0
September 14, 1998
amended motion.
Amended Motion: Approve Employee Bonus Program as BEAVER X
BORNO
presented with the exception of Senior Department Heads, as
ESER
x x
defined by the City Manager, and the City Manager, who will be
MITCEL X X
MITCHEL SON X
excluded from the direct reimbursement of the program. SHAUGHNESSY X
Some further discussion ensued concerning the exempted employees list.
There being no further discussion, the amended motion carried unanimously.
C. Discussion and Possible Approval of a Lease Agreement for
Parking Spaces on 10th Street (Mayor)
Commissioner Beaver reported that several citizens had been putting together
their own plan to resolve the parking problem on 10th Street and needed
additional time to make their presentation.
ebra Taylor of 95 10th stated the citizens involved would like this item
deferred to the next meeting and requested a copy of the proposed lease
agreement for review by the residents. Mayor Shaughnessy gave Ms. Taylor a
copy of the lease agreement.
Commissioner Borno requested and Mayor Shaughnessy concurred that the
residents give their information to City Clerk King by Wednesday of the
following week for inclusion in the next agenda packet.
BEAVER X
BORNMotion: Defer action on the lease agreement for parking spaces on
ESE
x x
10th Street to the September 28, 1998 Commission Meeting.
ME SERVE X x
MITCHELSON X
SHAUGHNESSY X
J.P. Marchioli of 414 Sherry Drive and Barbara Bonner of 463 Selva
Lakes Circle both spoke against the proposed lease agreement.
Mayor Shaughnessy inquired if City Manager Jarboe had contacted Richard
Bonner from the Army Corps of Engineers concerning the required number of
parking spaces. City Manager Jarboe stated he had written two letters and had
not yet received a response. Mayor Shaughnessy then stated that she hoped
any decisions made by the Commission would be based on information
provided by the Corps.
here being no further discussion, the motion carried unanimously.
M S
O E
T C
I 0 Y
ONE N
Minutes Page-6- COMMISSIONERS N D S 0
September 14, T99S
4. Consent Agenda:
A. Acknowledge Receipt of Report of New Occupational Licenses
Issued during August and Acknowledge Receipt of Monthly
Reports from Building, Code Enforcement, Fire and
Recreation Departments for the Month of August 1998
City Manager)
B. Acknowledge Receipt of a Status Report on Fire Hydrants
City Manager)
C. Authorize one-year extension of contract with Viaplex for
Metal Fabrication pursuant to the specifications of Bid No.
9697-28 (City Manager)
D. Authorize one-year extension of contract with Atlas Electric
Motors, Inc., for Electric Pump and Motor Repairs pursuant
to the specifications of Bid No. 99697-17 (City Manager)
E. Authorize one-year extension of contract with Gruhn-May,
Inc., for Point Repairs pursuant to the specifications of Bid
No. 9697-29 (City Manager)
F. Award contract in the amount of$37,314.00 to Golden Rule
Services for lawn maintenance of city parks pursuant to the
specifications of Bid No. 9798-33 (City Manager)
G. Award contract to Rose Services, Inc. in the amount of
5,596.80 for striping of Seminole Road pursuant to the
specifications of Option 2 of Bid No. 9798-34 (City Manager)
Items B, C, D, E, F and G were removed by the Mayor for further
discussion.
Mayor Shaughnessy then received and acknowledged the monthly
reports for new Occupational Licenses, and those of the Building, Code,
Fire and Recreation Departments and requested that they be filed.
em 4B.Acknowledge Receipt of a Status Report on Fire Hydrants
City Manager)
O E
T C
I O Y
ONE N
Minutes Page-7- COMMISSIONERS
NM DSS
S 0
September 14, 1998
J.P. Marchioli of 414 Sherry Drive commented that he did not know so many
fire hydrants were out of order and felt the word "pressure" used in the report
should be changed to "flow".
William McGee of 1831 Selva Marina Drive inquired as to the number of
fire hydrants in the city, how often they were tested, and if the problems with
the defective hydrants were caused by corrosion. Mr. McGee reiterated his
position that water/sewer funds should be used to repair or replace them and
should not be transferred to the general fund.
Mayor Shaughnessy then received and acknowledged the fire hydrant
report and requested it be filed.
Items 4C. Authorize one-year extension of contract with Viaplex
for Metal Fabrication pursuant to the specifications of
Bid No. 9697-28 (City Manager)
D. Authorize one-year extension of contract with Atlas
Electric Motors, Inc., for Electric Pump and Motor
Repairs pursuant to the specifications of Bid No. 9697-
17 (City Manager)
E. Authorize one-year extension of contract with Gruhn-
May, Inc., for Point Repairs pursuant to the
specifications of Bid No. 9697-29 (City Manager)
Concerning Items 4-C,D, and E, the Mayor inquired as to why there was
only one bid for each of the items. It was explained that the bidder in
each case was a local company who could perform the job more
economically, due to the minimum transportation costs involved, than a
firm which would have to travel from Jacksonville.
Item 4F. Award contract in the amount of$37,314.00 to Golden
Rule Services for lawn maintenance of city parks
pursuant to the specifications of Bid No. 9798-33 (City
Manager)
oncerning Item 4-F, the Mayor inquired if this company was the same
ie performing maintenance of the medians on Atlantic Boulevard,
and was told it was not the same company. Mayor Shaughnessy
O E
T C
I 0 Y
ONE N
Minutes Page-8- COMMISSIONERS
NM DSS
S 0
September 14, T998
commented that the bid had been sent to forty-four companies.
Item 4G. Award contract to Rose Services, Inc. in the amount of
5,596.80 for striping of Seminole Road pursuant to the
specifications of Option 2 of Bid No. 9798-34 (City
Manager)
Concerning Item 4-G, the Mayor inquired why Option #3 was not
recommended. City Manager Jarboe explained that it was not as safe
and the heavily trafficked road required traditional markings. BEAVER X
BORNO X
Motion: Approve Items 4-C,D, E, F and G as recommended.
MESERVE x x
MITCHELSON X X
SHAUGHNESSY X
There being no further discussion, the motion carried unanimously.
5. Committee Reports:
Stormwater Review Committee Report and Submission of
Draft Request for Proposals for Commission Consideration
Lyman Fletcher )
Former Mayor Lyman Fletcher, Chairman of the Stormwater Review
Committee (SRC), presented Draft #6 of the committee's RFP, which
is attached and made part of this official record as Attachment A.
Chairman Fletcher requested that a joint Workshop or Special Called
Meeting be held to review and finalize the report. Chairman Fletcher
felt a systematic approach should be used to address stormwater, which
would include upstream management, including creation of an ordinance
to limit impervious surface, and addressing the curb and gutter question,
as well as the tailwater control.
Chairman Fletcher thanked the committee members for their diligence in
undertaking this tough issue. Mayor Shaughnessy also thanked the
committee members and Former Mayor Fletcher for serving as
Chairman.
A Commission Workshop was scheduled on Tuesday, September 22,
98 at 7:00 p.m. in the Commission Chambers to review the RFP with
the SRC members.
M S
O E
T C
I O Y
ONE N
Minutes Page-9- COMMISSIONERS N D S 0
September 14, 1998
B. Report on Town Center Meeting (Mayor)
Mayor Shaughnessy reported that Commissioner Borno and she attended
the meeting which was both productive and encouraging. She stated that
Mayor Delaney had suggested that each Mayor appoint himself and one
other person to a committee, which would also include two
representatives each from the Town Center Agency and the Merchants'
Association. The following representatives were listed as serving on
the committee: Mayor George Vaughn and Councilor Bob Shimp from
Neptune Beach, Mayor John Delaney and Public Works Director Sam
Mousa from Jacksonville, Mayor Suzanne Shaughnessy and
Commissioner Mike Borno from Atlantic Beach, Dezmond Waters and
Lyman Fletcher from the Town Center Agency, and the President and
Vice President of the Merchants' Association, Alan Majeski and Rene
Schiegg.
Mayor Shaughnessy reported that Sam Mousa had reviewed the plans for
Ie project and reduced the estimates downward. It was suggested that
over a two year period, the cities of Neptune Beach and Atlantic Beach
each contribute approximately $150,000.00 (one-quarter of the cost to
finish the entire project from East Coast Drive to Third Street).
It was further reported that the Mayor and Commissioner Borno could
not commit to the $150,000 figure during the meeting, but both the
Mayor and Commissioner Borno felt it was a reasonable amount
knowing that $75,000.00 was in the city's budget for this year.
Some further discussion ensued concerning the timing of the
commitment of the money for the project. It was reported that Mayor
Delaney had expressed concern that if he put in more than half of the
money to complete the project, he needed to know that the other cities
were committed for both years. At the meeting it was discussed to either
allocate all the money in one year or allocate $75,000.00 this year and
75,000.00 the following year but deliver it on October 1, 1999 as soon
as it became available.
commissioner Borno indicated that it was discussed that the commitment
the project for the following year could be made by either Resolution
or contract.
O E
T C
I O Y
ONE N
Minutes Page-10- COMMISSIONERS
NM DS
S 0
September 14, 1998
Commissioner Mitchelson inquired as to the total amount to be donated
to complete the project. It was pointed out that in addition to the cities'
donations, the property owners and Merchants' Association would also
contribute to the project.
Commissioner Meserve, who had previously worked with the Town
Center Agency, believed it was a worthwhile project.
Motion: Commit $162,500.00 to the project over a two year
BEAVER X
BORNO X
budget cycle for the exclusive use of Town Center, assuming MESERVE x X
that matching funds were forthcoming from the cities of MITCHELSON X
Neptune Beach and Jacksonville. SHAUGHNESSY X X
Commissioner Meserve further stated that most of the funds would come
from bed tax monies and the Town Center Project was a good use for
these funds.
ity Manager Jarboe inquired as to the City of Jacksonville's
commitment for the second year, and suggested that maybe it should be
part of the Interlocal Agreement. Mayor Shaughnessy indicated that they
all agreed to leave in good faith and come back with the money.
Commissioner Borno concurred with the Mayor.
Commissioner Mitchelson inquired if the work would resolve the
drainage problem at the end of Atlantic Boulevard. Commissioner
Borno stated that it was his understanding that it addressed the drainage
and culvert repair.
Commissioner Beaver inquired what would happen if the project came in
under bid. Mayor Shaughnessy stated this could be specified in the
Resolution and the money would be returned according to percentage of
input.
All Commissioner Members were invited to attend the Town Center
meetings at the Sea Turtle Inn.
There being no further discussion, the motion carried unanimously.
6. Action on Resolutions:
O E
T C
I O Y
ONE N
Minutes Page-11- COMMISSIONERS
NM DSS
S 0
September 14, p998
A. Resolution No. 98-30
A RESOLUTION OF THE CITY OF ATLANTIC BEACH,
FLORIDA, HONORING CARL E. WALKER FOR NINE
YEARS OF SERVICE AS BEAUTIFICATION
COORDINATOR FOR THE CITY AND CITIZENS OF
ATLANTIC BEACH (City Manager)
Mayor Shaughnessy read Resolution 98-30 in its entirety recognizing
Carl Walker's nine years of service as Beautification Coordinator with
the city. BEAVER X X
BORNO X
Motion: Adopt Resolution No. 98-30. MESERVE X
MITCHELSON X
SHAUGHNESSY X X
City Manager Jarboe thanked the Commission and stated that Carl was a
dear friend to everyone and his presence would be greatly missed.
Mayor Shaughnessy stated she had served with Mr. Walker as
ommission liaison to the Beautification Committee and concurred with
the sentiments of the resolution.
There being no further comments or discussion, the motion carried
unanimously.
B. Resolution No. 98-31
A RESOLUTION AMENDING THE OPERATING
BUDGET FOR THE CITY OF ATLANTIC BEACH
FLORIDA, FOR THE FISCAL YEAR BEGINNING
OCTOBER 1, 1997 AND ENDING SEPTEMBER 30, 1998
City Manager)
Motion: Adopt Resolution No. 98-31 amending the Operating BEAVER X
Budget for the City of Atlantic Beach, Florida for the Fiscal BORNO x x
MESERVE X X
Year beginning October 1, 1997 and ending September 30, MITCHELSON X
1998. SHAUGHNESSY X
City Manager Jarboe explained the budget adjustments as indicated in
the September 8, 1998 memo from Finance Director Van Liere, which is
tached and made part of this official document as Attachment B.
O E
T C
I O Y
ONEN
Minutes Page-12- COMMISSIONERS
NM DSS
S 0
September 14, 19946
It was explained that the adjustments would reduce the Public Works
Budget for two projects for which there was not enough time to complete
and for another project which was budgeted in error.
Mayor Shaughnessy inquired if there should be a budget adjustment for
not going into Howell and Johansen Parks, and was told there were no
line item amounts to be adjusted because the project had not been bid
out yet and the actual cost was unknown. It was further explained that
the money was being held in the bond account for construction projects
for the core city project.
Some discussion ensued concerning whether or not there was an actual
cost figure for Howell Park, which the Mayor believed to be an added-on
item in the amount of approximately one million dollars which could be
be backed out of the budget and possibly diverted to another project or
avert the need for the proposed millage increase.
ommissioner Mitchelson disagreed stating that the city would not know
the cost for the alternate solution until the project is bid out and the
money should stay where it is. Commissioner Beaver concurred with
Commissioner Mitchelson stating there were just too many unknown
variables at this time to be considered.
There was no further discussion and the motion carried unanimously.
C. Resolution No. 98-32
A RESOLUTION AMENDING THE OPERATING
BUDGET FOR THE CITY OF ATLANTIC BEACH.
FLORIDA, FOR THE FISCAL YEAR BEGINNING
OCTOBER 1, 1997 AND ENDING SEPTEMBER 30, 1998
City Manager)
BEAVER X
Motion: Adopt Resolution No. 98-32 amending the Operating BORNO x x
Budget for the City of Atlantic Beach, Florida, for the Fiscal MESERVE X
Year beginning October 1, 1997 and ending September 30, MITCHELSON X X
SHAUGHNESSY X
1998.
ommissioner Mitchelson explained that the changes resulted in a more
user friendly way at looking at items in the budget.
M S
O E
T C
I O Y
ONE N
Minutes Page-13- COMMISSIONERS N D S 0
September 14, 199
Finance Director Van Liere concurred with Commissioner Mitchelson in
that the new procedure would eliminated transferring steps.
Mayor Shaughnessy thanked Finance Director Van Liere for making the
budget process simpler and easier.
There was no more discussion and the motion carried unanimously.
7. Action on Ordinances:
None.
8. New Business:
A. Public input regarding Mayport Road/Atlantic Boulevard
Intersection improvements (Mayor)
Mayor Shaughnessy referred to the minutes of the Special Called
Meeting held September 2, 1998 and briefly summarized events of the
meeting with Jacksonville Transportation Authority (JTA) officials on
that date, stating that JTA officials had already decided to construct the
flyover prior to any input from City of Atlantic Beach officials and then
explained the actions of the Commission to support the flyover.
Mayor Shaughnessy then opened the floor for public comments
regarding the proposed intersection improvements.
Edward Graham of 3217 Fleet Landing Boulevard, representing the
five hundred residents of Fleet Landing, stated that they were very happy
that the Commission supported the flyover project. Mr. Graham stated
that for more than nine years the residents had tried to get something
done with the intersection and now it was finally going to happen. He
then presented the Commission with a petition signed by three hundred
sixty-three residents of Fleet Landing supporting the project. The
petition is on file in the Office of the City Clerk.
Toe Posch of 142 Magnolia Street stated he attended the September 2nd
teeting and criticized the process used by the JTA. Mr. Posch further
stated that the FDOT representatives, at meeting held earlier, reported
M S
O E
T C
I O Y
ONE N
Minutes Page-14- COMMISSIONERS N D S 0
September 14, 199
stated that the FDOT representatives, at meeting held earlier, reported
they planned to reconstruct the entire intersection and felt that neither the
city nor its citizens received adequate information concerning these
projects.
Mayor Shaughnessy stated that Mr. Posch had brought up an interesting
point, and it should be entered into the record that during the JTA
meeting, she had brought up that it was her understanding that the
overpass was going to be reconstructed shortly after completion of the
flyover, but was told there were no plans to do that. The Mayor
further stated the reconstruction of the overpass was mentioned by
officials from the FDOT during the meeting concerning widening A-1-A
and also at the meeting with JTA and Neptune Beach City Officials on
May 13, 1998.
Mayor Shaughnessy then requested authorization to send a letter to the
TTA requesting written clarification that there are no plans to reconstruct
the overpass as it now exists, and if there were plans to reconstruct it,
that work would be done concurrent with construction of the flyover.
Mayor Shaughnessy requested that this item be placed on the next
agenda.
J.P. Marchioli of 414 Sherry Drive spoke in opposition to the flyover
and believed the suggestions put forth by Mr. Posch in his letter dated
September 12, 1998 should be implemented.
There being no further public comments, the Mayor closed the public
hearing.
At 10:00 p.m. at ten minute recess was called and the meeting
reconvened at 10:10 p.m.
B. Public Hearings and adoption of tentative millage and
tentative operating budget for fiscal year 1998/99 (City
Manager)
Mayor Shaughnessy announced that the tentative millage rate was 3.1721
for fiscal year 1998/1999. She further stated the rolled back rate for
1998/1999 was 2.8229 and the proposed tentative millage rate was
M S
O E
T C
I O Y
ONE N
Minutes Page-15- COMMISSIONERS N D S 0
September 14, 199
12.37% higher than the rolled back rate. The Mayor then stated that the
purpose for the increase in ad valorem tax revenues was to continue to
provide the existing level of service with some added cost in Public
Safety, Public Works, General Government and Parks and Recreation.
Motion: Adopt a tentative millage rate of 3.1721 for operating
BEAVER x x
BORNO X X
purposes for fiscal year 1998/1999. MESERVE X
MITCHELSON X
Mayor Shaughnessy opened the public hearing and invited comments
SHAUGHNESSY X
from those present in the audience.
Peter Coalson of 1614 Coquina Place, Chairman of the Parks and
Recreation Advisory Board, presented the following items the Parks and
Recreation Board wanted included in the budget: (1) $5,000.00 for
signage for bike trails connecting existing parks, (2) a part-time assistant
for the Recreation Director, and (3) $50,000.00 to purchase additional
end, especially if located adjacent to existing parks. Mayor
haughnessy requested that Mr. Coalson attend the Workshop Meeting
on September 22, 1998.
There being no more comments, the Mayor closed the public hearing.
Commissioner Mitchelson favored the proposed millage rate and felt the
city could not continue to fund on-going commitments from one time
monies.
Mayor Shaughnessy opposed the increase in millage and did not feel the
citizens were getting much tax relief if the city increased its millage rate
because the City of Jacksonville had lowered it rate for the citizens of
Atlantic Beach. She pointed out that assessments had been raised and
that would provide additional revenue to the city. Mayor Shaughnessy
believed the city should live within its means.
Commissioner Meserve commented that the city was in good shape
financially, and it should be kept that way and maintain reserves. He
pointed out that even with the increase in millage, the city still enjoyed
rte of the lowest millage rates in the area and continued to provided
god services to its citizens.
O E
T C
I 0 Y
ONE N
Minutes Page-16- COMMISSIONERS
NM DS
S 0
September 14,T9Vn
Commissioner Beaver believed it was a good budget that funded several
long standing projects that will be completed. He felt the budget was not
excessive and met the citizens' needs.
There being no further discussion, the motion carried by a four to one
vote with Mayor Shaughnessy voting nay.
Mayor Shaughnessy explained the next item to be considered was the
tentative operating budget in the amount of$27,119,471.00.
BEAVER X
Motion: Adopt tentative operating budget for fiscal year BORNO X X
1998/1999 in the amount of$27,119,471.00. MESERVE X X
MITCHELSON X
SHAUGHNESSY X
Mayor Shaughnessy then opened the floor for the public hearing.
Dorothy Kerber of 365 1st Street believed the budget contained too
Many items the city did not need and felt the Commission was ill
3vised to take on additional projects until the stormwater problems were
resolved.
Since no one else wished to speak, the public hearing was closed.
A brief discussion ensued concerning the overall budget.
Commissioners Meserve, Borno, Beaver and Mitchelson concurred, as
stated before, it was a good budget which had been reduced in many
areas from the previous year, contained no "fat" and met the needs of the
citizens of Atlantic Beach.
Mayor Shaughnessy reiterated her position that the city should live
within its means.
There being no further comments, the motion passed by a four to one
vote with Mayor Shaughnessy voting nay.
C. Action on a request for funding in the amount of$2,500.00 for
beautification of Dewees Avenue Beach Access (City
Manager)
Motion: Authorize the expenditure of$2,500.00 as
O E
T C
I 0 Y
ONE N
Minutes Page-17- COMMISSIONERS
NM DSS
S 0
September r4, 1998
BEAVER X X
matching funds for construction of the Dewees Avenue BORNO X
Beach Access improvements with the money to be held MESERVE X X
until October 1, 1998. MITCHELSON x
SHAUGHNESSY
City Manager Jarboe explained purchasing policy for the end of the fiscal
year activities, and stated that this was not a scheduled project and
payment would have to be part of next year's budget.
After a brief discussion, the motion carried unanimously.
D. Waive the bidding requirements and authorize the purchase
of Insta-Valve equipment from the sole source vendor, Hydra-
Stop, Inc., in the amount of$6,000 plus shipping costs (City
Manager)
Motion: Waive bidding requirements and authorize the BEAVER x
purchase of Insta-Valve equipment from the sole source BORNO X X
vendor, Hydra-Stop, Inc., in the amount of$6,000.00 plus
MITCHEL X X
MITCHELSON X
shipping costs.SHAUGHNESSY X
There was no discussion and the motion carried unanimously.
E. Approve purchase of a tractor for Buccaneer Wastewater
Division under State Contract #765-900-99-1 in the amount of
19,277.42 (City Manager)
Motion: Approve purchase of a tractor for Buccaneer BEAVER X
Wastewater Division under State Contract #765-900-99-1 in BORNO X X
the amount of$19,277.42.
MESERVE X X
MITCHELSON X
SHAUGHNESSY X
There was no discussion and the motion carried unanimously.
F. Approve pay increase for General Employees (City Manager)
BEAVER X
Motion: Approve 3% pay increase for all general (non-union) BORNO X X
employees.
MESERVE X X
MITCHELSON X
SHAUGHNESSY X
vlayor Shaughnessy inquired if the pay increase included management
personnel and the employees at City Hall. City Manager Jarboe stated all
M S
O E
T C
I O Y
ONEN
Minutes Page-18- COMMISSIONERS N D S 0
September 14, f998
non-union employees were included in the request. Mayor Shaughnessy
stated she could not support the pay increase based on the information
provided.
There being no further discussion, the motion carried by a four to one
vote with Mayor Shaughnessy voting nay.
G. Approval of Final Change Order on Royal Palms Water
Distribution project for a credit of$32,831.38 (City Manager)
BEAVER X
BORNO X
Motion: Approve final Change Order on the Royal Palms MESERVE X X
Water Distribution Project for a credit of$32,831.38. MITCHELSON X X
SHAUGHNESSY X
There was no discussion and the motion carried unanimously.
H. Discussion and related action on long term rental contract for
public facilities (City Manager)
Motion: Authorize the City Attorney to include a "standard" BORNO X
insurance requirement for liability, property and a "hold MESERVE X
harmless" clause to the long term rental contract for public
facilities.
Commissioner Meserve stated that the same request had been made two
years ago and at that time the Commission could not come up with a
standard liability clause to be included in the long term rental contract.
He then inquired as to what kind of"standard liability insurance" the city
was going to require and asked the Commission to think about what it
might do to the organizations who rent city facilities and may not be
able to afford the insurance. He believed that the person with the "deep
pockets" would be the city anyway, and it would not be limiting liability
that much because if someone gets hurt they will come after the city.
Mayor Shaughnessy agreed with Commissioner Meserve and stated that
since they had not yet seen the standard liability clause, the request
would have to come back for Commission approval.
he motion and second were then withdrawn by Commissioner Borno
and Commissioner Meserve respectively.
O E
T C
I O Y
ONE N
Minutes Page-19- COMMISSIONERS
NM DSS
S 0
September 14, 1995
Motion: Approve the long term standard contract as BORNO X
submitted.
SHAUGHNESSY X
It was determined that the Commission was not acting to give approval
to the long term standard contract at this time and Commissioner Borno
and Mayor Shaughnessy withdrew their respective motion and second.
Motion: Authorize the City Attorney to bring to the next BEAVER X X
Commission Meeting an example of the language used for a
BORNO x
ME SERVE X X
standard insurance clause for liability and a hold harmless MITCHELSON X
clause, for possible inclusion in the city's long term rental SHAUGHNESSY X
contract for public facilities.
There being no further discussion, the motion carried unanimously.
I.Action on a request filed by Ray Coleman, President of
Atlantic Beach Athletic Association for the city to purchase
bleachers for the Tee Ball field at Jack Russell Park (City
Manager)
Motion: The City, in consultation with the Atlantic BEAVER X
Beach Athletic Association, agrees to purchase two units of
BORNO x x
MESERVE X
bleachers at an approximate cost of$1,800.00 for the tee ball MITCHELSON X
field at Jack Russell Park . SHAUGHNESSY X X
Commissioners Borno felt that the Parks and Recreation Department
should take the Atlantic Beach Athletic Association request into
consideration, solicit bids and come back to the Commission with an
approximate cost for the bleachers. Commissioner Mitchelson believed
the Commission should make the decision as to the type of bleachers to
be installed on its fields.
Commissioner Beaver requested clarification of the motion and Mayor
Shaughnessy explained that staff would follow normal procedures except
that they would consult with the Atlantic Beach Athletic Association as
to the type of bleachers to be purchased. It was confirmed that
approximately $1,800.00 would be spent on the purchase.
City Manager Jarboe informed the Commission that the amount would
M S
O E
T C
I O Y
ONE N
Minutes Page-20- COMMISSIONERS N D S 0
September I4, 1998
have to be paid after October 1, 1998 from the next year's budget.
There being no further discussion, the motion carried unanimously.
J. Authorization for the Mayor to sign a letter to the State
Historic Preservation Society in Support of Grant Application
for Restoration of Ribault Club House on Neighboring Ft.
George Island (Mayor)
Motion: Authorize the Mayor to sign a letter to the State BEAVER X
Historic Preservation Society in support of a grant
BORNO X X
MESERVE X
application for restoration of Ribault Club House on MITCHELSON X X
neighboring Ft. George Island. SHAUGHNESSY x
There was no discussion and the motion carried unanimously.
n. City Manager Reports and/or Correspondence:
A. Report Relative to Health Insurance Coverage for City
Employees
City Manager Jarboe briefly explained the health insurance premiums
increase as outlined in his memo dated September 14, 1998, which is
attached and made part of this official record as Attachment C.
B. Ditch Cleaning
City Manager Jarboe reported that a ditch cleaning machine called the
Menze Muck had been demonstrated on the city hall ditch. He further
stated the Commission might want to consider purchasing the machine in
the future and that approximately $6,000.00 worth of cleaning work had
been completed during the demonstration.
10. Reports and/or Requests from City Commissioner, City
Attorney and City Clerk
commissioner Meserve
Reported that Mayport Waterfronts Partnership hired a
O E
T C
I 0 Y
ONE N
Minutes Page-21- COMMISSIONERS
NM DSS
S 0
September 14, 1998
replacement for Daphne Schmidt.
Reported that the fourth planning session for Mayport Waterfront
Partnership was held today.
Reminded the Commissioners of the ground breaking ceremony
on September 29, 1998 10:00 a.m. for the Mayport Village sewer
project.
Commissioner Beaver
Inquired if there was any merit to changing the Workshop
Meeting scheduled for September 22, 1998, to a Special Called
Meeting. It was the consensus of the Commission to leave it a
Workshop Meeting.
7ommissioner Borno
Inquired if the Commission would be interested in hosting a social
event with other elected officials and their spouses from
Jacksonville Beach and Neptune Beach. He stated he would work
out the details and suggested October 15, 1998 at 6:30 p.m. It
was the consensus of the Commission to host the event on that
date and time.
Commissioner Mitchelson
Proposed holding a Jr. Lifeguard Training Camp in Atlantic
Beach and stated he would provide further details as plans are
more definite.
Mayor Shaughnessy
Announced the Cultural Arts Board would host a concert in Jack
Russell Park on Sunday, September 27, 1998 from 5:00 - 7:00
p.m.
Presented policy guidelines for discussion of the Fire Services
Contract and asked that they be distributed by the City Clerk. The
O E
T C
I O Y
ONE N
Minutes Page-22- COMMISSIONERS
NM DSS
S 0
September 14, 199
Mayor indicated she had signed the guidelines on behalf of the
City of Atlantic Beach and Mayor Delaney on behalf of the City
of Jacksonville. The guidelines are attached and made part of this
official record as Attachment D.
Commented that the Code Enforcement Board had three
upcoming vacancies and the Parks and Recreation Board four
vacancies.
Gave City Clerk King a copy of the Florida League of Cities
1998 Innovations Showcase Bulletin to be made available to the
public at City Hall.
Reported she would be attending the Florida Shore and Beach
Preservation Conference on October 21-23, 1998.
Stated she would be attending the Chamber of Commerce Retreat
on September 22, 1998 being held at the airport and asked City
Clerk King to distribute the notice.
Suggested that the Commission consider holding the city's
Christmas Tree Lighting Ceremony at Town Center with the
tentative date being December 5, 1998.
There being no further comments or business to come before the
Commission, the meeting adjourned at 11:40 p.m.
jzza4utz,
Suzanne Shaugh y
Mayor/Presiding Officer
ATTEST:
OYC,
Maureen King, CM
Pity Clerk
SEP-1 -'7U I uE ee : 1 r
ATTACHMENT A
SEPTEMBER 14, 1998 COMMISSION MEETING
D-R-A-F-T #6 E,- Final Draft
As of September 13, 1998
REQUEST FOR PROPOSALS (RR)
PROFESSIONAL ENGINEERING SERVICES
DESIGN MODIFICATION
CORE CITY UTILITY IMPROVEMENTS
STORMWATER COLLECTION
R Day], 1998
I. PURPOSE: The City of Atlantic Beach, henceforth known as the City,
is soliciting for proposals from professional engineering firms to
modify its current design for a new stormwater collection system in
the Core City, provide value engineering on selected components of the
design as specified, and assist the City during the bidding phase for
selecting a firm to construct the system.
IL BACKGROUND: In 1991, the Environmental Protection Agency (EPA)
mandated that the City develop a plan for stormwater management.
In response to this mandate, along with a growing outcry by citizens
regarding an increased frequency and magnitude of flooding, the City
commissioned CH2MHili to develop a Stormwater Master Plan, Once
the Stormwater Master Plan was completed in 1995, the City
contracted England, Thims, El- Miller, Inc. (ETM) to, among other tasks,design a stormwater collection system for the Core City. This work was
completed in January of 1998. Subsequent to this, it became clear that
there was a strong interest among the citizens that more be done to
uphold the character of the Core City with emphasis on minimizing the
impact of the project on the environment and aesthetics of the
community. In addition, many citizens wanted more scrutiny on cost
effectiveness. After a thorough review, on May 12, 1998, the Citydecidedtomodifythedesigntominimizetheimpactofconstruction
and operation on both Howell and Prebenjohnasen Parks and attempt
to reduce the cost of construction by performing value engineering onspecificcomponentsoftheproject. :(t is also important to note that
the City decided to include Upstream Management and Tailwater
Control as two additional components of an effective Stormwater
Management Plan via additional, separate RFP's.1
The City agreed that an effective Stormwater Management Plan includes three
components - Upstream Management and Tailwater Control in addition to
Stormwater Collection, The Commission directed Staff to prepare RFP(s) to ensurethatUpstreamManagementandTailwatercontrolwereadequately,addressed .._ each
1
rrom: IC:ra>1;241-boUb Vale y1141R; Ilme.2:04:1b I'M Page 101 b
SEP-14-98 MON 11 :40 P. 01
D-R-A-F-T #6 fi Final Draft
As of SeptemEer 13, 1998
III. SERVICES QUESTED: In providing the following services, the
selected firm must place special emphasis on upholding the character
of the Core City, with emphasis on the environment and aesthetics, and
ensuring cost effectiveness. This character is defined as a pedestrian-
friendly, environmentally-"green" central village in which the streets,
parks, beachfront, and town center area form the social hub of the
community. Specific elements of the Core City to be preserved are: 1)
Existing narrow village streets and lanes which reflect the traditional
coastal-community-town ambiance of Atlantic Beach,' 2) Pedestrian-
friendly sidewalks, paths, and streets of a recreational nature, which
are currently heavily used by residerts of the City to walk or bicycle to
their destinations, 3) Existing tree cE.nopy and native vegetation that
currently provides both aesthetic ani environmental benefits to the
City, 4) Existing parks and recreational areas, and 5) Areas of historical
significance.
A. Assist the City in creating understanding and building consensus
among its citizens by working hand-in-hand with the City's
Stormwater Review Committee (SRC).3 The SRC will be kept
informed of all activities, briefed ;prior to all key decisions, and, as a
minimum, conduct public 30%0, 60%, and 90% design reviews.
B. In order to avoid or, at least, minimize the impact to existing
natural areas:
1. Provide plans, bill of materials (BOM), specifications, cost
estimate, and construction schedule for the replacement of the
Howell Park stormwater treatment component of the EFM
design with upstream baffle boxes, sand traps, swirl
component will have a separate RFP, The firm chosen to modify the Stormwater
w_
Collection system must ensure that interfaces with these other two components are
adequately taken into consideration.
2
Specifically, it has been concluded that thu: majority of the residents want to avoid
altering the existing Core City to that of ths!vehicular-friendly, artificially-landscaped,
highly-manicured, and other typical characteristics of planned unit developments
designed in the 1980's and 1990's.
The Stormwater Review Committee (SRC; brings together the personnel
representing the Commission,the City Staff, and the different interests and expertise
of the community to assist the City in planning for effective and efficient Stormwater
Management. The SRC consists of at least one commissioner, 2 members of the City
staff(1 must be the Director of Public works), and 3 citizens of the City. The City
Tree, Parks and Recreation, and Community Development Boards will designate
liaison representatives to the SRC.
2
cr—a.r—vo IVG vv .-+.r . vc
D-R-A-F-T #6 Er Final Draft
As of September 13, 1998
concentrators, holding basins, or another concept that
adequately accommodates design flows and meets the
requirements of stormwater treatment,4 Included in this task is
the reengineering and redesign of the conveyance structures and
entry points into Selva Lagoon and/or Howell Park.
2. Provide plans, bill of materials, specifications, cost estimate, and
schedule for the replacement of the Preben Johansen Park
stormwater treatment component of the ETM design with
upstream baffle boxes, sand traps, swirl concentrators, holding
basins, or another concept that adequately accommodates
design flows and meets the requirements of stormwater
treatment.
3. Evaluate the existing benefits of open, undeveloped and
preserved areas of park lands and other public lands, includingbutnotlimitedtoHowellandPrebenJohanasenPark. Prepare a
decision briefing for SRC regarding modifying the design to leave
such areas intact for providing natural stormwater treatment
and maintaining the character of the community.B. Perform selective value engineering5
with the goal of assuring the
City realizes a cost effective stormwater treatment collection system
while not sacrificing the permitability of any component, The firm
is free to bring any ideas to the SRC that it believes can result in
significant savings while maintaining the system effectiveness.
Although not limiting, the firm will specifically address the
following--
1. Reducing the number of conflict manholes,
2, Preserving to the greatest extent practicable recently installed
water mains on 13t, 3rd, 8th, 9", and llth
streets as well as other
water mains that are serviceable and meet the requirements of
the Department of Health.
If in the early stages of concept development, the St Johns River Water
Management District agrees that improved upstream management of stormwater
such as more and better grassy swaies, expanded maintenance, appropriate
ordinances, etc, can preclude or reduce the downstream treatment requirements,this
approach must be brought to the attention of and should be seriously considered bytheCity.
s In an effort to save money and time in the redesign process, selective value
enginaering implies iooking only at the project components specified. If there areClearlyotherttOdif1cationsthatwillsavesignificantresources-they should bebroughttvtheCityforitSConsiderationandapprovalbeforemakinganychanges.
3
From: To:Faz#241.5805 Date 9114198 Time 2:54:16 PMPage 2 of 6
SEP-14-98 MON 11 :41 P. 02
D-R-A-F-T #6 fx Final Draft
As of September 13, 1998
3. Increasing the capacity of the east-west streets to transport
surface flows in a way that increases the design flow for which
the system provides protectioi.
C. With regard to trees, recommend design alternatives that maximize
the preservation of the existing natural vegetation and tree canopyoftheCoreCity. Specifically --
1. Evaluate the impact of the project on trees in- and outside of
the project right-of-way, to include the effects of lowering the
water table, root removal, and other construction impacts, _
2. Recommend ways to decrease the number of trees requiringremoval.
3. Once evaluation is complete, recommend ways to reduce the
impact of the project on trees outside of the project right-of-
way and provide a mitigation plan for any permanent and long-term damage (up to five year; after project completion)
resulting from construction, If advisable, mitigation plan should
include vegetation replacement for those plants that will
experience long-term, irreparable harm.
4. Recommend controls on and techniques of construction that will
serve to protect all vegetation from the effects of the work.
D. Assess the feasibility and advisability of providing for underground
utilities in conjunction with this construction project, to include
electrical, natural gas, TV, and/or telephone lines/cables. If selected
for inclusion by the city, incorporate the component(s) into the
design.
E. Collect field data (surveys, soil samples, etc.) to the extent necessarytocompletetheabovetasksparagraphsIII. A., 8., C., and D.
F. Prepare a complete set of plans, ROM, specifications, cost estimate,
schedule, and any other items which will be used to bid and
construct the project by incorporating the modifications requested
above into the ETM plans and supporting work products.
G. Support the City during the bidding phase of the Core City
stormwater collection project. Tasks include:
1. Prepare plans, 8OM's, specifications, etc. for the bidding phase
to be sold to the bidders through the City Purchasing
Department.
2. Assist City during pre-bid meting to include providing technical
explanations and answering questions.
3. Prepare bid addendums as appropriate.
4
from: To:Fax#247.5805 Date:9114198 I ime 2 541 b I'M rage or o
SEP-14-98 110N 11 :42 P. 03
D-R-A-F-T #61:t Final Draft
As of September 13, 1998
4. Evaluate all bids, prepare bid tabulation, and submit comments
as appropriate.
5. As directed by the City, attend up to twenty (20) additional
meetings with appropriate staffs ...
payment will be made onlyformeetingsattended.
IV. COORDINATING INSTRUCTIONS/INFORMATION:
A. The City's single point of contact for all dialogue and(or questions
with regard to this RFP is Mr. Robert Kosoy, Director of Public
Works, 9011-247-5834, or any other representative(s) that the City
Manager designates,
B. The City has established a Stormwater Review Committee (SRC) to
ensure effective public input into all decision making regarding •Atlantic Beach stormwater management. All work specified under
this RFP will be coordinated with and reviewed by the SRC before
going to the Commission for decision. At a minimum, the 30%,
60%, and 90% designs will be specifically reviewed by the SRC ...
other key milestones should be offered to the SRC for coordination
and approval. The SRC will formulate recommendations for the
Commission at each decision point.
C. The ETM design with all supporting documentation is available
through the Director of Public Works.
D. Field information needed for the redesign is available. The City
Director of Public Works is the repository for maps, surveys, and
supporting information. No additional information collected will
duplicate that which already exists.
E. Under a separate initiative, the City is pursuing a project to reduce
the elevation of tidal water during major events. It is expected that
by lowering the water levet by tw) (2) feet, the ETM design will
handle a ten (10)year storm. This should be accounted for in the
design of the baffle boxes or whatever concept is selected.
F. The redesign must be permittable by the St johns Water
Management District (SJWMD), the Corps of Engineers (COE), and
any other agency, which must approve the work. All appropriate
agencies must be included right from the start of this effort in
concept development to ensure effective coordination.
G. For consistency and continuity, the selected firm must establish a
dedicated design/bid team and members of this team must
6 Regarding *appropriate staff', see item I '. G. below.
5
rim. io. x 9r a u yr iwyo Ilflr.L.9.IV rivi rciF 9 UI v
SEP-14-98 MON 11 :42 P. 04
D-R-A-F-T #6 fr Final Draft
As of September 13, 1998
represent the firm at all briefings and meetings. This team is
referred to as "appropriate staff' during the conduct of the
requested work.
H. Public input is essential for the success of this project. The SRC
may request comments, written and/or oral, from the public at anytimeitdeemsappropriate. If such action delays the contractor,
adjustments will be made.
I. Per footnote 1, separate RFP's will be issued to address Upstream
Management and Tailwater Control. Any actual/possible conflicts
identified by the selected firm must be resolved or brought to the
SRC for appropriate action.
J. The standard for all designs drawings will be Auto CAD R14.
K. Milestones/Deliverables' - from the day (N Day)a the notice to •
proceed (NTP) is issued, the following tasks will be completed within
the days specified:
1. N+25 days: Present concept(s), to include computer aided design
drawings utilizing Auto CAD R14 and estimated costs, to
accomplish the services requested in paragraph III. above to the
SRC. This presentation should also be given to the City Tree,
Parks and Recreation, and Community Development Boards to
facilitate their comments to the Commission and/or SRC.
2. N+30 days: Present concept(s), to include sketches and
estimated costs, to accomplish the services requested in
paragraph III. above to the City Commission for approval.
Clearly layout the benefits and costs and other appropriate
information of each to facilitate decision-making.
3. N+40 days: With SRC, meet with US Army Corps of Engineers
COE) and the St Johns River water Management District
SJWMD) to begin permitting process.
4. N+60 days: Present five (5) sets of preliminary plans, to include
calculations, bill of materials, cost estimate, and construction
schedule to the City Commission for approval (30% design
review).
5. N+90 days: Present five (5) sets of plans, to include calculations,
bill of materials, specification;:, cost estimate, and construction
schedule to the City Commission for approval (90% design)9.
Each milestone,'detiverabte requires written acceptance of work by the SRC before
proceeding to the next phase.
8 See V. F. below.
6
rrom: lo:raxifL41r-5o0 uale 11,41M ime:z:09:io fPel rage of o
SEP-14-98 MON 11 :43 P. 05
D-R-A-F-T #6 f:t Final Draft
As of September 13, 1998
6, N+100 days: Submit permit applications to COE and SJWMD.
Notify the Duval County Public Health Department and City of
Jacksonville Regulatory and Environmental Service Division to
discuss any modifications to the plans that would necessitate a
re-submittal of the potable water and sanitary sewer permit
applications. Prepare and submit the Florida Department of
Transportation and State roadway utility and access permit
applications.
7. N+160 days: COE, Sp/MD, and all other necessary permits
received.10
8. N+180 days: Submit ten (10) sets of final plans (100% design).
9. N+190 days: Have plans and s,ecifications ready for and begin
assisting City in the bidding phase.
10. N+240 days: Best-qualified bidder selected to complete
construction.
V. SELECTION PROCESS:
A. Each firm must submit three (3) copies of their proposal to Mr.
Robert 5. Kosoy, P.E., Director of Public Works, 1200 Sandpiper Lane,
Atlantic Beach FL 32233, not later than 4:30 pm, [R+30), 1998. Firms
responding to this RFP should include detailed information in support
of the following selection criteria -
1. Staff Competence (rating weight - 20%) -- include detailed
resumes.
2. Similar Project Experience (3c%) - emphasis on creativity in
finding solutions to difficult stormwater management challenges
to include familiarity with such techniques as baffle boxes, sand
traps, and swirl concentrators, Documented experience in
retrofitting older communities to provide the desired level of
service and meet current regulatory standards while maintaining
their character will be given the greatest credit.
3, References (10%) - include teephone numbers.
4. Project Approach (30%) - include outline for accomplishing
specific tasks along with any improvements recommended and
No 60% design required unless SRC determines that this milestone is necessary.10 Regulatory agencies are not required to permit projects in accordance with the
schedule of the City. Every effort must be made to include the permitting agencies in
the process in a meaningful way as early as possible to increase the probability that
the permits will be issued in a timely manner. If permits are not received as
scheduled, adjustments in the firm's schedule win be necessary.
7
From: To:Fax#24I 5808 Vale 9114198 lime 2:54:l b NM rage n of b
SEP-14-98 MON 11 :44 P. 06
D-R-A-F-T #6 fr Final Draft
As of September 13, 1998
deviations in the timeframe outlined in IV. K. above,
Milestones/Deliverables".
5. Current Workload (5%) - include firm and individual workloads.6. Financial Information (5%) - include most recent audit summaryandcurrentcertificateofinsurance.
B. The SRC will select its top five (5) firms and recommend this list to
the Commission as the firms which should be selected by theCommissiontomakepresentations.
C. Based on their personal evaluation and the recommendation of the
SRC the City Commission will select the firm to perform the work.
D. Negotiation of fees will commend: once the Commission has made
its selection and be accomplished by the City Staff with review bytheSRC.
E. Once the City Commission approves the fees and the contract
instrument and the contract instrument is executed, the NTP will be
issued and all work specified will commence.
F. Summary of RFP Milestones - all dates are not later than (NCT):
1. SRC drafts RFP - R-30
2. SRC recommends RFP to Commission - R-8
3. Commission approves RFP - R-1
F. SRC issues REP - R Day
5. SRC drafts contract - R+10
6. Proposals submitted by firms to SRC - R+30
7. Top-five firms as selected by SRC brief City Commission - R+40
8. SRC recommends top firm to Commission - R+45
9. Commission selects firm to perform the work - R+46
10. SRC negotiates fees - R+50
11. Commission approves contract to include fees - R+55
12. Contract executed and NTP issued - R4-60 = N Day
8
all NIMIMIIMIMIMMI=mm
ATTACHMENT B
SEPTEMBER 14, 1998 COMMISSION MEETING
j •CITY OF
T 71
Alete attic &e c% - eauda
800 SEMINOLE ROAD
ATLANTIC BEACH, FLORIDA 32233-5445
TELEPHONE(904)247-5800
FAX (904) 247-5805
oft
SUNCOM 852-5800
MEMORANDUM
Date: September 9, 1998
At
To:Jim Jarboe,City Manage
From: Nelson Van Liere,Finance Director
Subject: Budget Resolution#98-31 to reduce current year's Public Works budget for two
projects that there is not enough time to complete and one that was budgeted twice
in error at previous year end.
In reviewing the Public Works budget for the current 1998 Fiscal Year, I noticed three budgeted items
that needed to be eliminated. Two were budgeted items that there is not enough time to do and one was
budgeted in error. It is necessary to reduce the current year's budget for these items to show the funds
being available to appropriate for next year. The 1999 Proposed Annual Budget document reflects this
reduction to the Revised Budget 1997-98 as presented and the two projects have been included as a part
of the 1999 proposal. The total reduction to the 1998 Annual Budget is $212,000 of which $145,000 has
been re-proposed in the 1999 Annual Budget. The three adjustments are described on the attached
budget resolution.
If you need more information concerning this matter, please call.
Attached: Resolution Amending 1997-1998 Annual Budget
Recommendation: Approve the attached resolution #98-31 amending the 1997-1998 Annual
Budget
RESOLUTION NO. 98-31
A RESOLUTION AMENDING THE OPERATING BUDGET FOR THE CITY OF
ATLANTIC BEACH,FLORIDA,FOR THE FISCAL YEAR BEGINNING
OCTOBER 1, 1997 AND ENDING SEPTEMBER 30, 1998
WHEREAS,the City Charter of the City of Atlantic Beach requires that the City Commission
approve all budgetary increases and transfers at the fund level, and
WHEREAS, the nature of budgetary systems and those day to day decisions affecting such
budgetary systems require adjustments from time to time.
NOW,THEREFORE,BE IT RESOLVED by the City Commission of the City of Atlantic
Beach,that the following Budget Modification be approved for the 1997-1998 Operating Budget.
WATER UTILITY FUND
Expenses:
Capital Outlay
Improvements Other than Buildings
Painting of Water Tower 40043015336300 45,000
SEWER UTILITY FUND
Expenses:
Capital Outlay
Improvements Other Than Buildings
Sewer lining and wet well project 41041015356300 67,000
STORM WATER UTILITY FUND
Expenses:
Capital Outlay
Improvements Other Than Buildings
Storm Drainage on Donner Road 47000005386300 100,000
Description:
In the Water Utility Fund, the Water Plant 4 Tower was not painted and repaired as planned.
This modification to the budget reduces the current year budget to reflect that these funds will not be
spent in Fiscal Year 1998. This project has been included in the Fiscal Year 1999 Proposed Budget.
In the Sewer Utility Fund, a project to do sewer lining and wet well was bid out and awarded in
Fiscal Year 1997 and rolled over into the Fiscal Year 1998 budget. Also,this project was budgeted as a
new project in Fiscal Year 1998. This adjustment reduces the current budget by the amount that was
duplicated in error in the prior year budget process.
In the Storm Water Utility Fund,the storm drain project for Donner Road from Sandpiper Lane
to the Donner Road Lift Station has had some delay and has been re-budgeted in the Fiscal Year 1999
Proposed Budget.
All three of these reductions in the current year budget are reflected in the Proposed Budget presentation
in order to show the available funds for next year.
Adopted by the City Commission this
14th day of September, 1998.
Approved as to form and correctness:
Alan C.Jensen,Esquire
City Attorney
ATTEST:
Maureen King,CMC
City Clerk
Suzanne Shaughnessy
Mayor/Presiding Officer
1 it
u
V - •, CITY OF
i' •Alteet ztic mea cl — 9evrida
iF s 800 SEMINOLE ROAD
4 ATLANTIC BEACH, FLORIDA 32233-5445
TELEPHONE (904) 247-5800
4H `,/, FAX (904) 247-5805
a, SUNCOM 852-5800
MEMORANDUM
Date: September 9, 1998
To:Jim Jarboe, City Manager
From: Nelson Van Liere,Finance Director
Subject: Budget Resolution#98-32 relating to Utility Bond Debt Service
In an on-going effort to simplify the City's budget, I am proposing to make a change in the way the
budget document shows the payment of the bond debt service.
In prior years the debt service for the Utility Revenue Bonds was Budgeted in a separate fund and
transfers from the Water and Sewer Utilities were necessary to move funds in to pay the debt service.
Actual expenditures for debt service have been reported in the City's financial statements in a different
way. The audited financial statements account for the debt service in the funds which owe the debt and
charge debt service according to their share of that debt. The Storm Water revenues are not sufficient to
support the portion of the debt related to the project"Storm Water Master Plan Improvements". and as
such,the bond debt service was intended to be paid for from Water and Sewer revenues which is why the
transfers from Water and Sewer are necessary to support the Storm Water portion of the debt.
This adjustment to the budget will eliminate the bond debt service fund and re-budget the debt service in
the funds with the debt. This will make the budget and audit consistent in the accounting for Utility
Bond Debt Service.
Eliminating the budget for Debt Service will lower the overall budget for the utilities and isolate the
portion of debt owed by each utility. It will make the budget presentation less confusing by eliminating
unnecessary transfers. The effects of this resolution are presented in the Proposed 1999 Annual
Operating Budget.
Attached: Resolution Amending 1997-1998 Annual Budget
Recommendation: Approve the attached resolution#98-32 amending the 1997-1998 Annual
Budget
RESOLUTION NO. 98-32
A RESOLUTION AMENDING THE OPERATING BUDGET FOR THE CITY OF
ATLANTIC BEACH,FLORIDA,FOR THE FISCAL YEAR BEGINNING
OCTOBER 1, 1997 AND ENDING SEPTEMBER 30, 1998
WHEREAS,the City Charter of the City of Atlantic Beach requires that the City Commission
approve all budgetary increases and transfers at the fund level, and
WHEREAS, the nature of budgetary systems and those day to day decisions affecting such
budgetary systems require adjustments from time to time.
NOW,THEREFORE,BE IT RESOLVED by the City Commission of the City of Atlantic
Beach,that the following Budget Modification be approved for the 1997-1998 Operating Budget.
BOND DEBT SERVICE FUND
Revenues:
Transfer from Water Utility Fund 49000003813000 330,000
Transfer From Sewer Utility Fund 49000003814000 877,580
Interest Earnings 49000003611002 70,000
Expenditures:
Non-Departmental
Interest on 1996 Bonds 49000005827210 1,207,580
WATER UTILITY FUND
Expenses:
Debt Service
Interest on 1996 Bonds 40000005827296 232,097
Transfers
To Utility Debt Service Fund 40000005819102 330,000
To Storm Water Utility 40000005819147 110,433
SEWER UTILITY FUND
Expenses:
Debt Service
Interest on 1996 Bonds 41000005827296 754,617
Transfers
To Utility Debt Service Fund 41000005819102 877,580
To Storm Water Utility 41000005819147 110,433
STORM WATER UTILITY FUND
Revenues:
Transfer from Water Utility Fund 47000003822000 110,433
Transfer from Sewer Utility Fund 47000003823000 110,433
Expenses:
Debt Service
Interest on 1996 Bonds 47000005827296 220,866
Description:
In prior years the debt service for the Utility Revenue Bonds was Budgeted in a separate fund by showing
funds being transferred from the Water and Sewer Utilities.
Actual expenditures for debt service have been reported in the City's financial statements in a different
way. The audited financial statements account for the debt service in the funds which owe the debt and
charges debt service according to their share of that debt. The Storm Water revenues are not sufficient to
support the portion of the debt related to the project"Storm Water Master Plan Improvements". and as
such,the bond debt service was intended to be paid for from Water and Sewer revenues which is why the
transfers from Water and Sewer are necessary to support the Storm Water portion of the debt.
This adjustment to the budget will eliminate the bond debt service fund and re-budget the debt service in
the funds with the debt and will make the budget and audit consistent in the accounting for Utility Bond
Debt Service. Interest will be allocated back to the water and sewer funds on a pro-rata basis.
Eliminating the budget for Debt Service will lower the overall budget for the utilities and isolate the
portion of debt owed by each utility. It will make the budget presentation less confusing by eliminating
unnecessary transfers. The effects of this resolution are presented in the Proposed 1999 Annual
Operating Budget. This budget resolution is necessary to present the 1998 revised budget in the same
format as the proposed 1999.
Adopted by the City Commission this
14th day of September, 1998.
Approved as to form and correctness:
Alan C.Jensen,Esquire
City Attorney
ATTEST:
Maureen King,CMC
City Clerk
Suzanne Shaughnessy
Mayor/Presiding Officer
11.=1111 mon
ATTACHMENT C
SEPTEMBER 14, 1998 COMMISSION MEETING
Policy Guidelines for Discussion of Fire Services Contract
1. The City of Atlantic Beach would contract for Fire and Rescue Services,both
manpower and operations,with the City of Jacksonville as a service pro-
vider.
2. The service area would be the city limits of Atlantic Beach and,with their Council's
approval,the city limits of Neptune Beach.
3. The services would be provided from the Atlantic Beach Fire-Rescue Station
on Seminole Road.
4. Current average response time and staffing levels shall be maintained as a
minimum, or improved, as specified in the contract language.
5. Current employees of the City of Atlantic Beach Fire-Rescue Department would
be grandfathered as employees of the Service Provider.
6. Services provided would include a)fire suppression and b)medical emergency
rescue services,to include Advanced Life Support capability and equipment
for the engine companies.
7. Staff-level recommendations as to best implementaion of the above policies
shall be developed by:
1. Mr. Hester and Mr. Jarboe from the financial aspect.
2. Chief Alfred and Director Thompson from the operations aspect.
3. Legal staff from both Cities of Atlantic Beach and Jacksonville.
8. Currently,fire suppression services are provided to the City of Neptune Beach
by Atlantic Beach. That arrangement would continue, unless altered. If
the Neptune Beach Council gives direction to participate in the Medical
Rescue ALS services as well, resulting in a higher service level,then the
Council shall approve that as a policy, and authorize inclusion of their
Staff in the discussions for implementation.
9. These policies are established as guidelines and shall not be altered without
prior consent.
John A. Delaney, Mayor Suzanne Shaughnessy, Mayor
City of Jacksonville City of Atlantic Beach
date date
cc: Honorablc Gcorgc Vaughan, Mayor, City of Ncptunc Bcach
Mr. Lex Hester, Chief Executive Officer, City of Jacksonville
R Y
Fire Agreement Guidelines
Page 2
cc: (continued)
Ray Alfred, Chief Fire Department, City of Jacksonville
Rick Mullaney, Esq., General Counsel, City of Jacksonville
James R. Jarboe, Atlantic Beach City Manager
David Thompson, Director of Public Safety, City of Atlantic Beach
Alan Jensen, Esq., Atlantic Beach City Attorney