06-16-97 v CITY OF ATLANTIC BEACH
SPECIAL CALLED MEETING
7:00 PM - June 16, 1997
Call to order
1. Award contract to AA Septic Tank Service, Inc. to install a water main on Atlantic
Boulevard between East Coast Drive and Ocean Boulevard, at a cost of$45,422.19
pursuant to the specifications of Bid No. 9697-13
2. Authorize the Mayor to execute contract with John Woody, Inc. for Saratoga/
Forrestal/Belvedere Street Utility Improvements (City Project No. AW9602B)
3. Action on Resolution No. 97-21
A RESOLUTION OF THE CITY OF ATLANTIC BEACH, ESTABLISHING AN
AUDIT SELECTION COMMITTEE, AND PROVIDING AN EFFECTIVE DATE
4. Authorize the City Manager to respond to a letter dated March 28, 1997, from Captain
Jan Gaudio, Commanding Officer of Naval Station Mayport, and accept his invitation to
participate in recreational activities at the Naval Station.
5. Any other business
Adjournment
MINUTES OF THE SPECIAL CALLED MEETING OF ATLANTIC BEACH CITY
COMMISSION HELD IN CITY HALL, 800 SEMINOLE ROAD, AT 7:00 PM ON MONDAY,
JUNE 16, 1997
PRESENT: Lyman T. Fletcher, Mayor
John S. Meserve, Commissioner
Suzanne Shaughnessy, Commissioner
AND: James R. Jarboe, City Manager
Alan C. Jensen, City Attorney
Maureen King, City Clerk
ABSENT: L. Mike Borno, Commissioner (Excused)
Steven M. Rosenbloom, Commissioner
The meeting was called to order at 7:00 PM by Mayor Fletcher.
1. Award contract to AA Septic Tank Service, Inc. to install a water main on Atlantic
Boulevard between East Coast Drive and Ocean Boulevard, at a cost of$45,422.19
pursuant to the specifications of Bid No. 9697-13.
The City Manager reported that this project would install a properly sized water main in the
commercial area on Atlantic Boulevard from East Coast Drive to Ocean Boulevard and would
provide better service and fire protection to the businesses. The project has been scheduled to
coincide with the Town Center Phase II improvements. He recommended accepting the low bid
of AA Septic Tank and awarding a contract accordingly.
Commissioner Shaughnessy moved to accept the recommendation of the City Manager and
award a contract to AA Septic Tank to install a water main on Atlantic Boulevard between
East Coast Drive and Ocean Boulevard pursuant to the specifications of Bid No. 9697-13.
The motion was seconded by Commissioner Meserve and carried unanimously.
2. Authorize the Mayor to execute contract with John Woody, Inc. for Saratoga/
Forrestal/Belvedere Street Utility Improvements (City Project No. AW9602B).
Commissioner Meserve moved to authorize execution of the contract with John Woody,
Inc. for Saratoga/Forrestal/Belvedere Street Utility Improvements. The motion was
seconded by Commissioner Shaughnessy and carried unanimously.
3. Action on Resolution No. 97-21
A RESOLUTION OF THE CITY OF ATLANTIC BEACH, ESTABLISHING AN
AUDIT SELECTION COMMITTEE, AND PROVIDING AN EFFECTIVE DATE
Page Two
Minutes - Special Called Meeting
June 16, 1997
Finance Director, Ann Meuse, reported that Commissioner Meserve had been appointed by the
Mayor on May 12, 1997, to serve on the audit selection committee. However, Ms. Meuse
reported she had been advised in discussions with the Auditor General's office that this action
must be done by resolution and the resolution before the City Commission would satisfy the legal
requirements.
Commissioner Shaughnessy moved to adopt Resolution No. 97-21. The motion was
seconded by Commissioner Meserve and carried unanimously.
4. Authorize the City Manager to respond to a letter dated March 28, 1997, from
Captain Jan Gaudio, Commanding Officer of Naval Station Mayport, and accept
his invitation to participate in recreational activities at the Naval Station.
Commissioner Shaughnessy moved to authorize the City Manager to respond to Captain
Gaudio and accept his offer to participate in recreational activities in the Naval Station.
The motion was seconded by Commissioner Meserve and carried unanimously.
5. Any other business
Commissioner Meserve reported the Jacksonville City Council had voted at a meeting that
afternoon to approve the bond issue which would provide funding for the Wonderwood
Connector. He commended those who had supported the Wonderwood Road project. The
Mayor thanked Commissioners Shaughnessy and Meserve for their work in keeping the
Wonderwood issue moving. It was suggested that a Resolution supporting the Wonderwood
Connector be adopted by the City Commission and sent to Representative Fowler as an
expression of support when the issue of funding is being discussed in Washington.
There being no further business to come before the City Commission, the Mayor declared the
meeting adjourned at 7:10 PM.
Lyman T. Fletcher
Mayor/Presiding Officer
ATTEST:
Mau en King
Certified Municipal Clerk
MINUTES OF THE CITY COMMISSION WORKSHOP MEETING HELD IN COMMISSION
CHAMBERS ON MONDAY, JUNE 16, 1997
The meeting, which was held for the purpose of reviewing the City Manager's proposed operating
budget for FY 1997/98, was called to order by Mayor Fletcher. Present, in addition to the Mayor,
were Commissioners Meserve,Rosenbloom and Shaughnessy. Commissioner Borno was out of town
and was excused.
Staff present included Jim Jarboe, City Manager; Ann Meuse, Finance Director; David Thompson,
Public Safety Director; Bob Kosoy, Public Works Director; Jim Jacques, Assistant Public Works
Director; John Ruley, Fire Chief; Claude Mayo, Assistant Fire Chief; Timmy Johnson, Recreation
Director; George Worley, City Planner, and Maureen King, City Clerk.
The City Manager reported the proposed budget would continue to provide the existing level of
services and called for no increases in garbage, water, or sewer rates or increase in the millage rate.
He indicated that staff was continuing to examine operations in the Public Safety and Public Works
departments and were looking into the feasibility of privatizing certain services.
Discussion then ensued regarding the budget "Betterments" and staff members present responded to
questions regarding items affecting their departments. It was noted that the cost of staff
recommended projects far exceeded the amount of on-going general fund revenues and the City
Manager pointed out that while the projects recommended by staff were desirable, the city could get
by without them.
GENERAL FUND ON-GOING
Full-Time Fire/Safety Specialist
Some concern was expressed regarding the number of management personnel in the Fire Department
and discussion ensued regarding the full-time Fire/Safety Specialist. It was pointed out the Public
Safety Department was proposing some changes in their department, including establishing fees for
inspections and this would provide funding for a full-time position. The question was raised as to
whether the contract with the Fire/Safety Specialist could be extended for an additional year and it
was felt this question should be referred to the Human Resources Director, when hired.
General Maintenance Worker(2) - Streets and Roads
It was generally felt that the city did not do a very good job of maintaining its property and additional
maintenance workers were necessary.
Contract Maintenance of Russell Park Ball Fields
The City Manager indicated that many of the current problems were the result of the Little
Page Two
Minutes -Budget Workshop
June 16, 1997
League assuming some responsibilities and the City assuming some responsibilities with no clear
definition of who was responsible for what. He felt it would solve much of the confusion and
complaints if maintenance was contracted out and one entity was responsible for everything. Some
concern was expressed, however, that relieving the Little League of their responsibilities would be
like making a donation to the organization. Following further discussion the City Manager agreed
to meet with Little League and report back to the City Commission.
Tresca Park Maintenance
It was felt that since the development of the Tresca property would not be completed for some time,
the $25,000 listed for maintenance would not be needed for FY 1997/98.
PC Systems/Network Manager
The City Manager explained that staff had experienced many problems getting reliable technical
support for personal computers. The city had worked with three different companies and in many
instances the individual who responded to the city, had taken other employment or opened their own
businesses and were no longer available to the city. Most recently the city had gone through the RFP
process and selected a company which it was felt would meet the city's needs and this relationship
had not worked out either. A representative from Purvis and Gray, the city's auditors for the past
five years,was brought in to review the city's needs and make recommendations. It was his opinion
that most of the city's equipment was good but needed to be properly programmed. A considerable
number of hours would be required to iron out problems and get the systems working properly, but
it should then be fairly easy to keep them running.
Commissioner Meserve felt the$25,000 figure was reasonable considering the number of computers
involved. Other commissioners concurred.
Move Public Works and Build a Gymnasium and Community Center on Sandpiper Lane
Discussion ensued regarding the recommendation from the Recreation Advisory Board to move the
Public Works Department and build a gymnasium and Community Center on Sandpiper Lane and
various opinions were expressed. Commissioner Meserve felt that the City Commission did not have
adequate information in this regard to support the concept at this time. However, he felt this may be
something which could be considered in conjunction with moving the YMCA modular building out
of Jack Russell Park. Commissioner Rosenbloom felt if the City Commission supported the idea of
building a gymnasium, it would be much more cost effective to buy land and build a building. The
Mayor felt the question of building a gymnasium was a long range project but he hoped the City
Commission would explore this in the future. The City Manager suggested conducting a study, to
be paid for by one-time moneys, to determine the feasibility of such a project.
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Minutes - Budget Workshop
June 16, 1997
GENERAL FUND - ONE TIME
One Time Revenue
Ann Meuse explained this fund was comprised on$400,000 from the proceeds of the sale of garbage
trucks and $300,000 from the Interlocal Agreement settlement, also $100,000 net surplus after other
expenditures. She explained that, historically, the city had tried to retain reserve funds of
approximately$1.5 million,which would be required to operate the city for three months in the event
of a hurricane or other emergency.
Commissioner Rosenbloom felt the City Commission needed to make a decision regarding whether
it was amenable to raising taxes. He felt it would be better to address the matter early in the budget
process rather than wait until later when items may be cut out of the budget without due
consideration.
Property Tax Stabilization Fund Reserve
Ann Meuse explained that one time revenues could be deposited to this account to provide a cushion
when tax increases may be needed in the future. Such a fund would enable the City Commission to
increase taxes gradually rather than having a large increase at any time.
Fire Vehicle Exhaust Removal Equipment
Chief Ruley explained that test conducted in the Fire Department had indicated that carbon monoxide
from the exhausts of the fire trucks, traveled into the hallways and living quarters in the Fire
Department. He felt that Fire Departments may be mandated to install such equipment in the future.
Replace Fence around Tennis Court - Russell Park
Timmy Johnson explained that the fence had been patched and repaired many times in the past. A
fence company had estimated complete repairs to the fence would cost approximately $10,000, and
it was his recommendation the fence be replaced.
Upgrade Commission Chambers Sound System
Maureen King explained that the quality of some of the audio tapes of the meetings of the various
boards was very poor. The upgrade would allow meetings to be recorded on four tracks, thus
enabling individual speakers to be isolated while outside noises could be turned off. An additional
ceiling microphone would be added to better capture audience comments.
Page Four
Minutes - Budget Workshop
June 16, 1997
Information Kiosk in Russell Park
Dezmond Waters, Chair of the Recreation Advisory Board, advised that this kiosk would provide a
location to place maps of the city's parks with information about the type of park, facilities, etc.
Remove YMCA Trailer and Build New Facility
The City Manager explained removal of the YMCA trailer had been discussed for some years. He
indicated that Councilman Brown had indicated that he would be willing to contribute $50,000
toward the removal of the trailer and the construction of a new facility, if funds were still available.
Purchase Additional Land at Jordan and Donner Parks
It was explained that a small parcel of land abutting Donner Park was available, and if purchased,
would provide adequate space for an adult softball field.
WATER& SEWER FUNDS - ONE-TIME
The water and sewer projects listed were briefly discussed and the City Commission felt it would be
helpful if the projects were listed in priority order. The City Manager agreed to do so for the next
budget workshop.
Commissioner Rosenbloom suggested contacting Mayor Delaney to see if Duval County would fund
part of Atlantic Beach stormwater improvements. Following brief discussion, Commissioner
Rosenbloom agreed he would meet with Mayor Delaney in this regard.
There being no further discussion, the meeting was adjourned at 9:05 PM. The next budget
workshop is scheduled for 7:15 PM on Tuesday, June 24, 1997.
Maureen King
Certified Municipal Clerk