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11-25-96 v • t , CITY OF ATLANTIC BEACH COMMISSION MEETING-November 25, 1996 AGENDA Call to order Invocation and pledge to the flag 1. Approval of the minutes of the Special Called Meeting of November 7, 1996 and Regular Commission meeting of November 11, 1996 2. Recognition of Visitors: A. Introduction of new Public Safety employees 3. Unfinished Business: A. Dames& Moore presentation regarding proposed design of Tresca Park B. Approval of final Management Plan for Tresca Park C. Adoption of long- and short-term contracts for use of city facilities 4. Consent Agenda: A. Acknowledge receipt of monthly reports from Building, Fire, and Public Works Departments 5. Action on Resolutions: A. Resolution No. 96-52 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, RESCHEDULING THE TIME AND PLACE FOR A PUBLIC HEARING ON A PROPOSAL TO LEVY A SPECIAL ASSESSMENT FOR A SEWER LINE TO SERVE THE PROPERTY OWNERS BETWEEN 16TH AND 20TH STREETS ON BEACH AVENUE, AND ON SECTIONS OF DEWEES AVENUE, SHELL STREET, COQUINA PLACE, OCEAN BOULEVARD AND SEMINOLE ROAD, AND PROVIDING AN EFFECTIVE DATE B. Resolution No. 96-53 A RESOLUTION OF THE CITY OF ATLANTIC BEACH TRANSFERRING FUNDS 6. Action on Ordinances: 7. New Business: A. Authorize staff to negotiate for a professional communications firm to provide professional services in the completion of the 800 MHZ communications system ► .. �; L Page 2 Agenda November 25, 1996 8. City Manager Reports and/or Correspondence: A. Status report on Capital Improvement Projects 9. 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. v v MINUTES OF THE REGULAR MEETING OF THE ATLANTIC O O BEACH CITY COMMISSION HELD IN CITY HALL, 800 SEMINOLE T T ROAD, AT 7:15 PM ON MONDAY, NOVEMBER 25, 1996 E E D D PRESENT: Lyman Fletcher, Mayor M S John Meserve 0 E Tim Reed T C Steve Rosenbloom I 0 Y NAME OF ONEN Suzanne Shaughnessy, Commissioners COMMRS. N D S 0 AND: James Jarboe, City Manager Alan C. Jensen, City Attorney Maureen King, City Clerk The meeting was called to order. The invocation was offered by Commissioner Shaughnessy, followed by the Pledge of Allegiance to the Flag. MESERVE X X L Approval of the minutes of the Special Called Meeting held REED X November 7, 1996. ROSENBLOOM X SHAUGHNESSY X X Motion: Approve minutes of the Special Called Meeting held FLETCHER X November 7, 1996. The motion carried unanimously. • Approval of the minutes of the Regular Meeting held MESERVE X REED X X November 11. 1996. ROSENBLOOM X X SHAUGHNESSY X Motion: Approve minutes of the Regular Meeting held FLETCHER X November 11, 1996. The motion carried unanimously. 2 Recognition of Visitors: A. Introduction of new Public Safety employees Deputy Chief John Campbell introduced the following new Police Officers: Brian Waldrep, Jason Lewis, and Steven Hicks. Fire Chief John Ruley introduced Firefighter David Marti. On behalf of the Commission and citizens of Atlantic Beach, Mayor Fletcher welcomed the new Public Safety employees to the city. B. J.P. Marchioli of 414 Sherry Drive V V Minutes Page 2 NAME OF November 25, 1996 COMMRS. MS Y N Mr. Marchioli read a letter to the City Commission proposing the following Charter revisions: (1) addition of two Commissioners, (2) establishment of six voting districts within the city, and (3) the at large election of the Mayor. The letter is attached and made part of this official record. (Attachment A). Unfinished Business: A. Dames and Moore presentation regarding proposed design of Tresca Park Edward G. Czyscon, Associate Director of Landscape Architecture with the firm of Dames and Moore, presented a conceptual master plan for the nine acre passive park, incorporating the following changes requested by the Commission during the Special Called Meeting held Monday, October 21, 1996: two (2) canoe launching areas, picnic areas, an elevated viewing area, interpretive sinage which would include tidal information, a senses garden and separate playground away from the water. Mr. Czyscon pointed out the location of the canoe launch 90' from the parking lot, and indicated that the playground, restroom and picnic areas were designed to be in close proximity to each other. The restrooms and parking lot would comply with the requirements of the Americans with Disabilities Act. The overall design included seven(7) individual picnic areas and one(1) group picnic area, security lighting, a 16 car parking area, pull-off and viewing areas and 3,000 linear feet of trail and boardwalk. The cost estimate for the park, including consultant fees and contingency was reported at $540,000. Mayor Fletcher then invited public discussion of the proposed park. Dezmond Waters, Chairman of the Parks and Recreation Advisory Board, stated that the Board had presented a draft resolution recommending a design for uniform signage for all city parks to be adopted by the city at a future date. He further stated this recommendation should be incorporated into the Tresca Park signage when the resolution is adopted. Barbara Hopson, a member of the Parks and Recreation Advisory Board, inquired about tree removal, width of the trails, and the materials to be used on the trails. Mr. Czyscon stated that the trees would be saved by utilizing meandering trails and only underbrush would be cleared. The trails are between six and eight feet wide to accommodate carrying a canoe and will be constructed of clay and crushed shell. Patricia Goelz, another Member of the Parks and Recreation Advisory Board, V V Minutes Page 3 NAME OF November 25, 1996 COMMRS. MS Y N stated that she had launched a canoe at the retention pond site and canoed to the canal bordering Atlantic Boulevard. She expressed concern that this canal was very dirty and asked if any of the canals would be deepened or cleaned out. Mr. Czyscon indicated this work was not part of the plan and he did not believe the Department of Environmental Protection would permit it. Doug Speed of 1207 Seminole Road expressed concern for destruction of trails and the surrounding area if mountain biking was allowed in the park and inquired concerning trash pick up. It was explained that no biking would be allowed and trash would be hand carried from the site because there would be no vehicular traffic. It was pointed out there was one utility road in the park which provided access for the Jacksonville Electric Authority(JEA), and it would be gated to prevent driving in the park. Since no one wished to speak further, the public discussion was closed. Commissioner Meserve commented that he thought it was a good plan but inquired concerning launching canoes at the retention pond located outside of the park. Jim Jacques stated that in his dealings with the Department of Environmental Protection, the marshy retention pond area could be considered endangered wetlands and vehicles should be kept from the area. . Commissioner Shaughnessy inquired what grade of wood was being used to construct the boardwalk at a cost of$100,000 and was told it was pressure treated yellow pine. Commissioner Shaughnessy also inquired as to security for the park. Public Safety Director Thompson stated that he had not seen the plan before tonight, and he would like to have time to evaluate the design from the safety/security standpoint. Commissioner Reed inquired if the canoe launch sites were low tide accessible and Mr. Czyscon stated they were not. Project costs were also questioned. City Manager Jarboe explained the city could still eliminate some items from the proposed plan or phase in some features at a later date. In reviewing funds for the park development, it was reported approximately $291,000 was available from grants and Convention Development funds. Commissioner Rosenbloom related originally it was thought the park would cost $100,000 and now the cost has increased to $540,000. He then questioned if the Commission wished to spend that kind of money on Tresca Park considering Dutton Island is coming along in the near future. He further questioned the feasibility of building canoe launches at Tresca that could not be c' V Y Minutes Page 4 NAME OF November 25, 1996 COMMAS. MS Y N used at low tide, whereas, the Dutton Island property would allow for canoe launching at either high or low tide. Some further discussion ensued and concern was expressed regarding whether approval of the proposed Management Plan for Tresca Park would lock the Commission into the design plan being presented. City Manager Jarboe suggested consideration be given to a base plan for the park with alternate items added at a later date. Mayor Fletcher stated that if there were no Commission objections, he would like the Parks and Recreation Advisory Board and Public Safety Department to review the conceptual plan for the park. Due to the increased costs brought about by the requested changes to the plan, the Mayor stated he would like a reduction in the scope of the park plan to meet the minimum requirements previously presented to the state and have the management plan amended to reflect those changes. There were no objections. MESERVE X Motion: Defer action on proposed design of Tresca Park and final REED x Management Plan for Tresca Park until the next regular scheduled ROSENBLOOM X meeting. SHAUGHNESSY X X FLETCHER X X Mr. Czyscon was directed to get with Mr. Waters to discuss and implement the proposed changes to the plan. Mr. Czyscon was advised the Parks and Recreation Advisory Board would meet the following night. B. Approval of final Management Plan for Tresca Park Action on this item was also deferred to the next regular scheduled meeting by the motion in item 3 A. C. Adoption of long and short-term contracts for use of city facilities Commissioner Meserve indicated the proposed contracts had nothing to due with the current renters of city owned facilities. He reported the contracts set needed standards and addressed fees to be charged, building security, key usage, building cleanup, and gave the City Manager the right to make decisions concerning the use of the buildings. Commissioner Meserve continued by stating that the language used needed some adjustments and the City Attorney would be making those changes. Copies of the proposed long MESERVE x x and short term contracts were given each Commission Member. REED X ROSENBLOOM X X Motion: Adopt the draft long and short term standard contracts SHAUGHNESSY X as presented, subject to language modifications by the City FLETCHER X f V V Minutes Page 5 NAME OF November 25, 1996 COMMRS. MS Y N Attorney, and authorize the City Manager to renegotiate individual contracts with long term users. City Manager Jarboe pointed out that under the terms of the proposed contracts, all users would be charged a fee of$5.00 per day for use of City facilities. Commissioner Reed requested clarification as to the previous long term contract holders. City Manager Jarboe stated that ABET, the YMCA, Little League and Habitat held long term contracts with the city. Commissioner Rosenbloom inquired if the Little League, ABET and other long term users would pay the $5.00 per day fee and was told they would. He then asked if the Little League currently pays a fee and was told it did not. What definition of long and short term use was discussed. Commissioner Meserve stated that short term use could be considered one day use of a city facility. Discussion ensued regarding fair and equitable charges for long term users of the facilities, charging no fees for not-for-profit organizations, and charging or not charging deposits and clean up fees. Commissioner Shaughnessy expressed concern for charging Little League the $5.00 per day fee considering they contribute to the maintenance of the fields and have other expenses. Commissioner Shaughnessy also suggested the wording to condition 3. (G) of the contracts be changed to read "Shall not have exclusive use of the facilities outside of the dates and times agreed to in the contract". MESERVE X Amendment No. 1 to the Motion: Amend fee to $200.00 per year REED X for long term users of City of Atlantic Beach Public Facilities. ROSENBLOOM X SHAUGHNESSY X X Mayor Fletcher and Commissioner Shaughnessy stated that if there were no FLETCHER X x- objections, they would like to have rental fees paid for a particular facility remain with the facility, and handling of building keys would be left to the discretion of the City Manager. There were no objections. Martha Reed, President of ABET, (620 Ocean Boulevard) stated that in the past as part of its contract, the group had paid a $100.00 per month fee for use of the Adele Grage Community Building. She also stated the group experienced problems with having use of only one key and with the plumbing and cleaning of the building. V V Minutes Page 6 NAME OF November 25, 1996 COMMAS. MS Y N Considerable discussion ensued concerning use of keys, paying staff to open and close facilities, and who should pay for cleaning and plumbing repairs. Dezmond Waters gave a brief history of ABET's use of the Community Center and of the contracts presently used. He urged the Commission to consider all of the citizens who wished to use the building and set policy accordingly. Some further discussion occurred concerning whether cribbage players using the building should be considered "long term users" and charged the $200.00 per year fee. It was the consensus of the Commission that a definition of "long term users" was needed and individual card players would not be charged the $200.00 per year long term use fee. MESERVE X Amendment No. 2 to the motion: Amend short term contract to REED X X allow Atlantic Beach Residents use of Atlantic Beach Public ROSENBLOOM X Facilities at no charge, and to include a deposit and cleaning fee to SHAUGHNESSY X X be determined by the City Manager. FLETCHER X After some further discussion concerning cleaning of public facilities a third amendment was made. MESERVE X Amendment No. 3 to the motion: Add condition 3. (k.) to the list of REED x x conditions in both the long and short term rental contracts which ROSENBLOOM X reads as follows: "The renter shall inherit the facility in a clean SHAUGHNESSY X X and safe condition". FLETCHER X City Manager Jarboe stated that this could add to costs for cleaning city facilities, and due to the small staff, a contract employee may need to be hired to meet the additional requirements. He also stated he would allow no commercial use of the public facilities unless approved by the City Commission. There being no further discussion, the question was called on the original motion to adopt the long and short term agreements, as amended. The motion was approved unanimously. 4. Consent Agenda: A. Acknowledge receipt of monthly reports from Building, Fire and Public Works Departments The consent agenda items were received and acknowledged as presented. v v Minutes Page 7 NAME OF November 25, 1996 COMMAS. MS Y N 5. Action on Resolutions: A. RESOLUTION NO. 96-52 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, RESCHEDULING A TIME AND PLACE FOR A PUBLIC HEARING ON A PROPOSAL TO LEVY A SPECIAL ASSESSMENT FOR A SEWER LINE TO SERVE THE PROPERTY OWNERS BETWEEN 16TH AND 20TH STREETS ON BEACH AVENUE, AND ON SECTIONS OF DEWEES AVENUE, SHELL STREET, COQUINA PLACE, OCEAN BOULEVARD AND SEMINOLE ROAD, AND PROVIDING AN EFFECTIVE DATE MESERVE X Motion: Adopt Resolution No. 96-52. REED X X ROSENBLOOM X X Mayor Fletcher read the Resolution by title only. City Clerk King SHAUGHNESSY X explained the public hearing was being rescheduled from Monday, FLETCHER X January 20, 1997 at 7:15 PM to Tuesday, January 21, 1997 at 7:15 PM due to the Martin Luther King holiday falling on Monday. There was no discussion and the motion carried unanimously. B. RESOLUTION NO. 96-53 A RESOLUTION OF THE CITY OF ATLANTIC BEACH TRANSFERRING FUNDS MESERVE X Motion: Adopt Resolution No. 96-53. REED X X ROSENBLOOM X X SHAUGHNESSY X It was explained that the transfer of funds would allow for the purchase FLETCHER X of a new mid-sized vehicle from State Contract for the Public Safety Department. There was no discussion and the motion carried unanimously. 6. Action on Ordinances: None. 7. New Business: A. Authorize staff to negotiate for a professional communications firm V V Minutes Page 8 NAME OF November 25, 1996 COMMAS. MS Y N to provide professional services in the completion of the 800 MHZ communications system Motion: Authorize staff to negotiate for a professional RESERVE X REED X communications firm to provide professional services in the ROSENBLOOM X X completion of the 800 MHZ communications system. SHAUGHNESSY X X FLETCHER X There was no discussion and the motion carried unanimously. 8. City Manager Reports and/or Correspondence A. Status report on Capital Improvement Projects Each Commissioner was given a Capital Improvement Plan Progress Report No. 6. Jim Jacques, Assistant to the Public Works Director, presented a brief update on the projects occurring in the city. It was pointed out that all projects were on schedule. B. Recycling Grant City Manager Jarboe reported that he would provide options for the expenditure of recycling grant funds at the next meeting. 9. Reports and/or requests from City Commissioners, City Attorney and City Clerk Mayor Fletcher thanked Commissioner Meserve for his diligent work on the contracts for use of city owned facilities. Commissioner Shaughnessy referenced the Florida League of Cities Newsletter each member received and stated that she would like as many Commission Members as possible to attend the December 5, 1996 dinner meeting. Commissioner Shaughnessy then stated she had attended a recent conference of the Florida Shore and Beach Preservation Association and arranged for a representative from the Army Corps. of Engineers to speak to the Commission concerning beach renourishment and related matters. She then asked the Commission if the meeting should be scheduled as a separate meeting or as part of a regular meeting. After a brief discussion, it was the consensus of the Commission to schedule the meeting on the third Monday of January or February at 7:15 PM. 4 v V Minutes Page 9 NAME OF November 25, 1996 COMMRS. MS Y N Mayor Fletcher inquired concerning the city's franchise agreement with Ferrellgas and was informed the agreement was renewed about two years ago. There being no further discussion or business to come before the Commission, the meeting adjourned at 9:20 PM. Lyman Fletcher Mayor/Presiding Officer ATTEST: atULts4t., 7<-tr:--5(- ureen King, CMC City Clerk ATTACHMENT A NOVEMBER 25, 1996 COMMISSION MEETING 414 Sherry Drive Atlantic Beach, FL 32233 November 25, 1996 Honorable Mayor Leyman T. Fletcher Commissioners and Administrative Personnel City of Atlantic Beach 800 Seminole Road Atlantic Beach, FL 32233 Subject: Charter Revision Dear Mayor, Commissioners and Staff This administrative recommendation is directed to the attention of the aforementioned relating to the following inequities, observed by the undersigned, due to community response, occurring during this current administration. 1. Qualifying bidders after bids were taken and not awarding the project to the low bidder - costing the city $40,000.00, not including legal expense. 2. $22,835,000.00 bond issue to cover all infrastructure improvements (so stated) as required with $1,113,021.35 off the top expense. 3. "Estimated" additional (cost) assessment for curb and gutter (requirement) not definitely established due to incomplete preliminary drawings, inflated estimates and poor advice to the public (clear). 4. Strong public response (negative) from affected property owners directed at Mayor and Commissioners for approving engineer's presentation for removing existing trees and digging a retention pond in Johansen Park. 5. Poor handling of occupancy, remodeling of old city hall for use by the Atlantic Beach Experimental Theater (one of our finest assets). 6. Serious migration of senior(experienced) fire fighters to Jacksonville. This left the citizens and business owners of Atlantic Beach with six (6) partially trained fire fighters. It would be a great asset in administering our community's business to increase (amend our charter) to include two additional commissioners and establish six districts, one for each commissioner with mayor at large, at the same time new boundaries to the west are to be approved. A -I. •• - 2 - Adding Tresca Park, Dutton Island, surface water drainage, new water mains, new sewer lines, recent completion of a new modern wastewater treatment facility, new housing, new businesses, our community has grown considerably, putting a heavy load on our city and its finances. Establishing six districts and adding two more commissioners would be a great improvement to representation for its citizens, more complete and thorough analysis of its operational requirements, equitable decision making and eliminating channeling of resolutions. Each commissioner or the mayor could be assigned to be liaison between both a board and a committee. This would provide a complete background for the commission on community/city activities. A more informed commission is a more effective commission. The minimal cost involved in upgrading our commission would accommodate growth and decision making. This would be a historic move for Atlantic Beach. Sincerely, J. P. (Marc)Marchioli cc: James R. Jarboe, City Manager John S. Meserve, Commissioner Tim Reed, Commissioner Suzanne Shaughnessy, Commissioner Alan C. Jensen, City Attorney Maureen King, City Clerk) Editor, "Shorelines" Editor, "Beaches Leader"