01-10-94 v ATLANTIC BEACH CITY COMMISSION
January 10, 1994
AGENDA
Call to Order
Invocation and pledge to the flag
1 . Approval of the minutes of the regular meeting of December 13,
1993
2. Recognition of Visitors:
a. Introduction of new city employees
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.
3. Consent Agenda:
a. Acknowledge receipt of Water & Sewer Committee Report
No. 3
b. Acknowledge receipt of Parks & Recreation facilities
usage reports for November and December
c. Acknowledge receipt of Code Enforcement Activity report
4. Action on Resolutions:
- ' Approval of Resolution No. 94-1 authorizing final budget
adjustment for FY 1992/93
5. Action on Ordinances:
a. Introduction and first reading of Ordinance No. 5-94-25
to add Martin Luther King' s birthday as a city holiday
6. New Business:
a. Approve entering into agreement with Purvis, Gray &
Company for annual audit for fiscal year ending September
30, 1993
b. Appointment of Tree Board member to fill unexpired term
of John Weldon, Jr. and two appointments to Community
Development Board .-
c. Proclamation declaring January 22, 1994 as Arbor Day in
Atlantic Beach
d. Accept for maintenance sewer improvements as follows:
Seminole Road between 17th and 18th Streets; Ahern Street
from Sherry Drive to East Coast Drive; and various
locations on 9th Street
*e. Accept for maintenance water main improvements in Ocean
Grove Unit 1, and approve final payment to contractor
7. City Manager Reports and/or Correspondence:
RAF is and/or requests from City Commissioners, City Attorney
and City Clerk:
Adjournment
* Amended to add 6e
MINUTES OF THE REGULAR MEETING OF ATLANTIC BEACY
CITY COMMISSION HELD IN CITY HALL, 800 SEMINOLE
ROAD, AT 7 : 15 p. m . ON MONDAY, JANUARY 10, 1994 V V
O O
PRESENT: Lyman T. Fletcher, Mayor T I
Suzanne Shaughnessy E E
J. Dezmond Waters, III , and D D
Robert G. Weiss, Jr. ,Commissioners
AND : Kim D. Leinbach, City Manager M S
Alan C. Jensen, City Attorney 0 E
Maureen King, City Clerk T C
I O Y
ABSENT: Steve Rosenbloom ( excused) NAME OF ONEN
COMMRS. N D S 0
The meeting was called to order by Mayor
Fletcher. The invocation was followed by the
pledge to the flag.
1 . Approval of the minutes of the regular meeting
of December 13, 1993 SHAUGHNESSY
WATERS X X
Motion: Approve minutes of the WEISS X X
regular meeting of December 13 , 1993 FLETCHER x
No discussion before the vote . The motion carried
unanimously.
2 . Recognition of Visitors :
Ruth Gregg, 905 Sailfish Drive, referred to water
bills and indicated checks were not being
deposited in a timely manner. She explained it
took two months for cancelled checks to appear in
her bank statement . Kim Leinbach, City Manager,
explained the city required checks to be deposited
the day after they were received. He indicated he
would like to be notified if any citizen had a
problem .
Ruth Gregg noted trucks were not observing the new
"no truck" signs that were posted on several city
streets . She indicated trucks from the Post
Office, liquor store, and shopping center were
utilizing the streets . Captain Campbell of the
Police Department was asked to contact the Post
Office, liquor store, and shopping centers and
let them know trucks were allowed to utilize city
streets for local deliveries, only.
It was explained city ordinances addressed weight
restriction, only, and there was no way for the
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January 10, 1999 NAME OF
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Police Department to enforce the "no truck"
signs . Mayor Fletcher asked that an ordinance be
prepared for the next Commission meeting that
would enable the Police Department to enforce the
matter.
Reverend Hartsfield, Mt. Pisgah A.M.E. Church,
thanked everyone for donations for the recent
Christmas clothing drive. He indicated another
distribution would be held February 5, 1994.
Mayor Fletcher suggested getting in touch with
Reverend Hartsfield or Joyce Freeman at 247-7191
if anyone was interested in donating clothing.
The Mayor suggested continuing to have a clothing
drop-off station at the City Hall .
Rose Blanchard, Parks and Recreation Director,
introduced James Waterman, a new employee.
3 . Consent Agenda: '
a. Acknowledge receipt of Water & Sewer
Committee Report No. 3
b. Acknowledge receipt of Parks & Recreation
facilities usage reports for November and
December
c. Acknowledge receipt of Code Enforcement
Activity report
Commissioner Waters asked that Item a be removed
from the Consent Agenda. SHAUGHNESSY X
X
Motion: Approve passage of consent WEISSS X X x
agenda with the exception of Item a FLETCHER X
No discussion before the vote . The motion carried
unanimously.
a. Acknowledge receipt of Water & Sewer
Committee Report No. 3
Commissioner Waters referred to an attachment to
the Water & Sewer Committee Report No. 3 which was
a letter from Pitman Hartenstein & Assoc. , Inc to
Mayport Naval Station dated December 28, 1993 .
The letter referred to the possibility of reusing
treated water on the Golf Course of the Mayport
Naval Station and estimating the cost involved
( letter attached hereto and made a part hereof) .
Mr. Kosoy explained discussion of this matter
originated from the Navy, implementation would be
very expensive, and staff was not proposing that
the city incur the cost .
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January 10, 1994 NAME OF
COMMRS. MSYN
Motion: Approve passage of consent SHAUGHNESSY
agenda Item a WATERS X X
WEISS X X
The question was called and the motion carriedFLETCHER X
unanimously.
4. Action on Resolutions:
a. Resolution 94-1 - A RESOLUTION TRANSFERRING
CERTAIN MONIES BETWEEN FUNDS
Mayor Fletcher presented in full , in writing,
Resolution 94-i .
Kim Leinbach, City Manager, explained this was the
final budget adjustment for fiscal year 1992/93 ,
and the adjustment was necessary to eliminate any
unfavorable balances remaining in the various
accounts . He indicated upon approval of this
adjustment, no accounts within the General Fund
would have unfavorable budget balances when
reported in the year end financial statements.
SHAUGHNESSY X X
Motion: Approve passage Of WATERS X
Resolution 94-1 WEISS X X
FLETCHER X
No discussion before the vote. The motion carried
unanimously.
5 . Action on Ordinances:
a. Ordinance No. 5-94-25
AN ORDINANCE OF THE CITY OF ATLANTIC BEACH,
FLORIDA, AMENDING CHAPTER TWO, ADMINISTRATION,
ARTICLE VI, EMPLOYEE BENEFITS, DIVISION 1, SECTION
2-226, HOLIDAY SCHEDULE, BY ADDING MARTIN LUTHER
KING, JR. DAY, AND PROVIDING AN EFFECTIVE DATE
Mayor Fletcher presented in full, in writing,
Ordinance No. 5-94-25 on first reading.
SHAUGHNESSY X X
Motion: Approve passage of WATERS X
Ordinance 5-94-25 on its first,TEISS X X
• reading and set public hearing for FLETCHER x
January 24, 1994
Commissioner Waters felt it was premature to act
on the ordinance while the city was in the midst
of negotiations. He added he was not opposed to
granting the holiday. Mayor Fletcher explained he
requested the ordinance be placed on the agenda
because he felt it was the right thing to do and
because it affected the major portion of the
community.
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January 10, 1994 NAME OF
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The question was called and the vote resulted in
3-1 with Commissioner Waters voting nay. The
motion carried.
6 . New Business :
a. Approve entering into agreement with Purvis,
Gray & Company for annual audit for fiscal
year ending September 30, 1993
Kim Leinbach explained several weeks ago the City
Commission directed staff to request proposals
from qualified auditing firms for the purpose of
conducting a financial audit of our municipality.
Accordingly Purvis, Gray and Company was deemed to
be the most responsible bidder and the City
Commission awarded the bid to Purvis, Gray. As a
follow-up to that action, Mr. Leinbach explained,
it was necessary to authorize execution of the
Audit Engagement Letter as a means to implement
the previous action of the Commission. SHAUGHNESSY X
X X
Motion: Authorize the Mayor to signWATEWATERSWEISS x
on behalf of the City of AtlanticFLETCHER X
Beach the Audit Engagement Letter
with Purvis, Gray and Company
No discussion before the vote. The motion carried
unanimously.
b. Appointment of Tree Board member to fill
unexpired term of John Weldon, Jr. and two
appointments to Community Development Board
Mayor Fletcher announced three names had been
submitted to fill the unexpired term on the Tree
Board. He explained he had not been able to
contact those whose names had been submitted, and
since he wished to have the opportunity to speak
personally to them, he asked that the matter be
acted upon at the meeting of January 24, 1994 .
With reference to appointments to the Community
Development Board, the Mayor nominated Sharette
Simpkins to be reappointed to serve on the
Community Development Board.
SHAUGHNESSY X X
Motion: Approve nomination of WATERS X
Sharette Simpkins to serve on the WEzss x
Community Development Board FLETCHER x x
No discussion before the vote. The motion carried
unanimously.
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January 10, 1994 v V
NAME OF
COMMRS. MSYN
The mayor indicated Mark McCowen was nominated to
serve on the Community Development Board, and
since he would like to personally contact Mr.
McGowen, he asked that the matter be acted upon at
the January 24, 1994 meeting.
c. Proclamation declaring January 22, 1994 as
Arbor Day in Atlantic Beach
Mayor Fletcher presented in full, in writing, the
Proclamation declaring January 22 , 1994 as Arbor
Day in Atlantic Beach
SHAUGHNESSY X X
Motion: Approve Proclamation WATERS X
declaring January 22, 1994 as Arbor WEIss X x
Day in Atlantic Beach FLETCHER X
Karl Walker, Beautification Coordinator, advised
there would be a tree sale Saturday, January 22,
1994 , from 10 : 00 a . m. until 3 : 00 p. m. at Jack
Russell Park. In the event there was inclement
weather the tree sale would be held Saturday,
January 29 , 1994 .
d. Accept for maintenance sewer improvements as
follows: Seminole Road between 17th and 18th
Streets; Ahern Street from Sherry Drive to
East Coast Drive; and various locations on
9th Street
Bob Kosoy, Public Works Director, reported the
city had received the As-Built drawing on the
project from Smith & Gillespie and the drawings
were acceptable. He indicated clearance on the
new line had been obtained from Bio-Environmental
Services Division in October, 1993 . New sewer
lines were placed on Ahern Street from Sherry
Drive to East Coast Drive. Point repairs were
done at various locations on the sewer line on 9th
Street from Seminole Road to East Coast Drive and
a new sewer line was placed on Seminole Road from
17th Street to 18th Street.
Mr. Kosoy explained a Change Order was issued to
John Woody Construction Company to place a new
sewer line on Ocean Grove which was presently
proposed to be funded through special
assessments. Upon acceptance of the assessments
by the City, the Contractor would return to place
the sewer lines.
SHAUGHNESSY X
Motion: Accept all sewer lines WATERS x x
currently constructed under WEIss x x
Construction Project for Ahern and FLETCHER X
9th Streets and Seminole Road
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January 10, 1994 NAME OF
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Bob Kosoy explained if the contract was closed the
city would have to bid the work out again and it
would probably cost more money. Thus, staff felt
it would be prudent to act on the matter.
The question was called and the motion carried
unanimously.
e. Accept for maintenance water main improvements
in Ocean Grove Unit 1, and approve final
payment to contractor
Mayor Fletcher explained it was necessary to
install new water mains because the old well was
leaking severely and was in very bad shape. The
city had to close the well head and install water
lines and the work had been completed.
SHAUGHNESSY X
Motion: Accept Construction Project WATERS X X
and Pay Request No. 3 (Final) water WEzss x x
main improvements for Coquina Place FLETCHER x
and East Coast Drive; final Charge
Order is for a credit of $11,236.30
Kim Leinbach explained this was final payment and
acceptance of water lines .
The question was called and the motion carried
unanimously.
7 . City Manager Reports and/or Correspondence:
Kim Leinbach recommended the post office box that
the city maintained at the Post Office in Atlantic
Beach be discontinued. It was explained the bulk
of mail was delivered to the City Hall and only a
small , unimportant portion of mail was placed in
the box. The Commission approved the cancellation
of the post office box.
Kim Leinbach indicated he hoped to appoint a
Finance Director within the next few days .
Kim Leinbach referred to a notice the city
received indicating that the City of Jacksonville
proposed rezoning property located at 2601 Mayport
Road from RMD-D ( 15 units per acre) to PUD. He
indicated he referred the matter to George Worley,
City Planner, to obtain more details concerning
the project. It was explained currently the
zoning was for single family homes .
•
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January 10, 1994 NAME OF
COMMRS. MSYN
It was explained the requested PUD would be for
single-family homes and built at seven units per
acre, and homes would have living areas from 950
square feet to 1 ,356 square feet, built on 36 foot
wide , zero lot line lots . Access would be through
the existing apartment and condominium complex on
existing roadways.
A discussion ensued regarding zero line lots and
Mayor Fletcher asked Commissioner Waters to
investigate the matter of putting in utilities
with zero line lots.
A discussion ensued concerning the impact the
proposed development would have on the traffic
situation on Mayport Road, which was already a
severe problem. Mayor Fletcher requested that
traffic on Mayport Road be policed more
efficiently.
Mayor Fletcher referred to a newsletter that the
City of Jacksonville mailed to beaches residents
indicating the services the beaches received from
" Jacksonville, and he indicated a copy of the
newsletter would be available in the Clerk' s
office .
Commissioner Waters referred to the proposed
ordinance regarding Martin Luther King' s Birthday
and he asked Alan Jensen, City Attorney, to advise
how this proposed holiday would affect contract
negotiations.
Commissioner Shaughnessy urged everyone to
participate in Arbor Day activities .
Commissioner Shaughnessy would like to meet with
Don Ford and Karl Grunewald relative to Code
Enforcement activities, and she thanked Ed Martin,
Chairman of the Code Enforcement Board, for his
diligent efforts on behalf of the Board.
Mayor Fletcher reported quarterly meetings were
planned between the Mayors of the Beaches, and a
proposed current joint venture was to construct a
new communications tower. It was felt this would
save expense and improve efficiency.
Mayor Fletcher reported Jacksonville Beach Mayor
Latham would be the Beaches Representative on the
Metropolitan Planning Organization.
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January 10, 1994 NAME OF
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It was decided to have the Impasse Hearing for
Public Employees on February 7 , 1994 at 7 : 15 p.
m. , and Impasse Hearing for the Fire Department on
February 9, 1994, at 7 : 15 p. m.
Mayor Fletcher indicated he intended to meet with
City Boards and Committees during the coming
months .
There being no further business the Mayor
adiourned the meeting at 8 : 20 p. m.
/0 .ht
Hyman T. Fletcher
Mayor/ Presiding Officer
W=13; E S T:
Mat rcen King, C ' ty C rk
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11, TELEPHONE(904)247-5834
lak 4 FAX(904)247-5843
January 3, 1994
MEMORANDUM
TO: Kim D. Leinbach, City Manager
FROM: Robert S. Kosoy, Director of Public Works
RE: WATER AND SEWER COMMITTEE REPORT #3 (FY 93-94 )
The Water and Sewer Committee met on December 17, 1993 and
the attendees were: Mayor Fletcher, Jim Jarboe, Alan Potter,
Tom Hawk, Tim Townsend and Bob Kosoy. The following items
were discussed:
Atlantic Beach Wastewater Treatment Plant - Tom Hawk
transmitted the Water Quality Based Effluent Limitation
(WQBEL) Study to the Regulatory Environmental Services
Division (RESD) and they will perform a cursory review and
forward to the DEP in Tallahassee.
Tom Hawk transmitted the Reuse Feasibility Study to RESD.
The City 's study discusses the possibility of sending
approximately 1 MGD to the Navy at Mayport for irrigation of
their golf course. We have received a letter from Capt.
Zeiner and Bob Kosoy and Tom Hawk will meet with the Navy at
10 a. m. today.
( NOTE: This meeting took place on December 17, 1993 and a
letter was sent to the Navy dated December 28, 1993 outlining
costs for reuse; see attachment )
Hydraulic calculations are being completed and soil borings
will be completed sometime next month.
DEP State Revolving Loan Program - Pitman, Hartenstein &
Associates, Engineers were authorized to begin work on this
task on December 13, 1993 by the City Commission.
•
Assisi Lane WTP3 Rehabilitation and Upgrade - Harry McNally
and Bob Kosoy will complete the Request for Engineering
Proposals for the design of this project.
•
MEMORANDUM
Kim D. Leinbach, City Manger
January 3, 1994
Page - 2 -
Meter Reading - Jim Jarboe discussed the complaints being
received regarding water bills. He advised that the program
was still picking up old figures and many bills were delayed
by the post office.
Oak Harbor Sewer Rehabilitation - Bob Kosoy advised that the
City of Jacksonville wants money escrowed for tree
replacement or provide replacement trees where trees are
removed. The Committee recommended the latter course be
pursued and the City Attorney draft a release from damages
for homeowners to sign if trees are requested on private
property.
RSK/eam
Attachment
cc: All attendees
Harry E. McNally
File - 94 WSCR
•
File - A55- 2
•
• AP A di C�riceo
PITMAN V HARTENSTEIN & ASSOC., INC.
l N C I N I E R S
December 28, 1993
of
Mr. John Veal, P.E. "Cv' . -G
Deputy Staff Civil Engineering, Code N4A J
Post Office Box 280067
Mayport Naval Station
Mayport, Florida 32228-0067
Re: Atlantic Beach Wastewater Reuse
Mayport Naval Station
PH&A Project No.: 9325-1C
Dear Mr. Veal:
Pursuant to our meeting on Friday, December 17, 1993, PITMAN-HARTENSTEIN&
ASSOCIATES, INC., ENGINEERS has prepared an estimate of the minimum annual cost the City
of Atlantic Beach would have to recover to amortize capital costs for providing reuse water to
Mayport Naval Station and also an estimate of the cost per 1,000 gallons.
The basis for the cost estimate was providing 1.0 million gallons per day of reuse water to
Mayport Naval Station for distribution by irrigation. Attachment A presents the capital costs
for off-site construction of the reuse facilities which are established at $1,597,000. Other one
time costs associated with the project would include the following and bring the present worth
investment by the City of Atlantic Beach to approximately $1,830,000.
•
ITEM ESTIMATED COST
Initial Capital Improvement Cost $1,597,000.00
Engineering Design/Permitting $100,000.00
Financing/Legal $103,000.00
Administration $30.000.00
Total Present Worth Investment: $1,830,000.00
Based upon an amortization rate of 6.5 percent and 200 days of irrigation per year (the norm
for Florida). The following costs were calculated for the minimum annual cost recovery and
cost per 1,000 gallons.
101 CENTURY 21 DRIVE ♦ SUITE 207 ♦ JACKSONVILLE, FLORIDA ♦ 32216 ♦ (904) 724-3546 ♦ FAX(904) 724-9463
.O►
•
•
Page 2
Mr. John Veal
December 28, 1993
AMORTIZATION PERIOD 15 YEARS 20 YEARS
Annual Amortization Amount $194,626.00 $166,884.00
Annual Operation & Maintenance Cost $65,000.00 $65,000.00
Total Annual Cost: $259,626.00 $231,084.00
Cost per 1,000 gallons provided $1.30 $1.15
Mr. Baars indicated that irrigation demand at the Naval Station could be significantly greater
than 1.0 MGD during the irrigation season. Providing facilities to produce a greater volume
of reuse would obviously increase the initial capital commitment and the annual amortization
amount, however, the cost per 1,000 gallons would be expected to be slightly less.
As a cautionary note, the costs presented hereinbefore are pre-design estimates and are subject
to change with project refinement. These costs also presume that adequate area for the reuse
facilities would be available at the Buccaneer Wastewater Treatment Plant and no land
acquisition or repumping to a remote site would be required. Also, if the irrigation demand at
the Naval Station exceeds the flows received at the Buccaneer Wastewater Treatment Plant, an
interconnection with the Atlantic Beach, Neptune Beach and Jacksonville Beach common
outfall main would be required.
We hope the above information will be beneficial in your evaluation. If you have any
questions please do not hesitate to call.
Very truly yours,
Thomas C. Hawk, P.E.
Project Manager
TCH:kml
cc: Mr. Robert Kosoy, P.E., Director of Public Works, City of Atlantic Beach
Captain R. T. Ziemer, Commanding Officer, Naval Station Mayport
Mr. Jullian Baars, Code N9, Director, MWR, Naval Station Mayport
Mr. John Santarone, Code N4E3, Environmental Engineer, Naval Station Mayport
ATTACHMENT A
ESTIMATED CAPITAL AND OPERATING COSTS
A. CITY OF ATLANTIC BEACH (BUCCANEER WASTEWATER TREATMENT PLANT)
ITEM DESCRIPTION UNIT QUANTITY UNIT PRICE TOTAL
1 1.0 MGD Filtration L.S. 1 $500,000 $500,000
2 Chlorine Contact L.S. 1 $150,000 $150,000
3 1.0 MGD Ground Storage L.S. 1 $300,000 $300,000
4 Irrigation Pumps L.S. 1 $60,000 $60,000
5 Mum, Feed System L.S. 1 $25,000 $25,000
6 Chlorination Equipment L.S. 1 $25,000 $25,000
7 Transfer Pumps
Chlorine Contact L.S. 1 $10,000 $10,000
8 TSS Analyzer L.S. 1 $10,000 $10,000
9 Reuse Facility Piping L.S. 1 $100,000 $100,000
10 Electrical L.S. 1 $100,000 $100,000
11 Site Work L.S. 1 $25,000 $25,000
12 Transmission Main
From Buccaneer WWTP to
Mayport Naval Station L.F. 4,200 $20 $84.000
SUBTOTAL REUSE TREATMENT AND TRANSMISSION FACILITY: $1,389,000
Contingency @ 15% $208.000
TOTAL REUSE TREATMENT AND TRANSMISSION FACILITY $1,597,000
B. NAVAL STATION MAYPORT ON-SITE IMPROVEMENTS
ITEM DESCRIPTION UNIT QUANTITY UNIT PRICE TOTAL
1 12-inch Main L.F. 1,200 $20 $24,000
2 10-inch Main L.F. 3,700 $16 $58,200
3 8-inch Main L.F. 4,200 $12 $50,400
4 6-inch Main L.F. 1,000 $10 $10,000
5 Irrigation System L.S. 1 $250,000 $250.000
SUBTOTAL DISTRIBUTION AND IRRIGATION: $393,600
Contingency @ 15% $59.000
TOTAL MAYPORT NAVAL STATION ON-SITE IMPROVEMENTS: $452,600
ESTIMATED OPERATING COST
ITEM DESCRIPTION ESTIMATE OF COST/YEAR
1 Chlorine $3,000
2 Alum $2,000
3 Power $25,000
4 Labor $35,000
TOTAL ESTIMATED OPERATING COSTS: $65,000