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02-08-88 v CITY OF ATLANTIC BEACH February 8, 1988, 7:15 PM AGENDA Call to order Invocation and pledge to the flag 1. Approval of the minutes of the regular meeting of January 25, 1988 2. Recognition of visitors 3. Committee Reports: A. Report and recommendations from the Professional Services Evaluation Committee for the selection of engineers to provide a master drainage plan and prepare plans and specifications for the remaining water and sewer lines on Beach Avenue between Sixteenth Street and Twentieth Street B. Commissioner Cook with a report and recommendations from the committee appointed to evaluate the construction of a wire mesh storage facility inside the Public Works Building 4. Action by the City Commission to approve Change Order No. 6 on Sewer Improvement Project 5. Receipt of recommendations from architects, Gee & Jenson, on Public Safety Building 6. Discussion by City Commission regarding establishing an Extended Medical Leave Policy and Contagious Diseases Policy 7. Action by the City Commission to name an architect for the develop- ment of plans and specifications for a new City Hall 8. Action on exceptions: A. Public hearing and action by the City Commission on an appli- cation for exception by the Comfort Inn on Mayport Road for authority to serve alcoholic beverages on site in a CG zoning district 9. Miscellaneous 10. Mayor to call on City Attorney, City Clerk, City Manager and City Commissioners for reports and/or requests Adjournment CORRECTED 2/23/88 to correct page two, third paragraph to show correct voting. MINUTES OF THE REGULAR MEETING OF THE ATLANTIC BEACH CITY COMMISSION HELD AT CITY HALL ON FEBRUARY 8,1988 AT 7 :15 P.M. V V O O T T PRESENT: William S. Howell, Mayor/Presiding Officer E E Robert B. Cook, Sr. D D Glenn A. Edwards William I. Gulliford, Jr. M S Alan C. Jensen, Commissioners 0 E AND: Richard C. Fellows, City Manager T C Claude L. Mullis, City Attorney I O Y Adelaide R. Tucker, City Clerk NAME OF ONEN COMMRS. N D S 0 The meeting was called to order by Mayor Howell. The invocation,offered by Commissioner Cook was followed by the pledge to the flag. 1. Approval of the Minutes of the Regular Meeting of January 25,1988 Motion: Approval of the Minutes of the Regular Meeting of January Cook x x 25, 1988 as submitted. Edwards x x Gulliford x No discussion before the vote. Motion carried unanimously. Jensen x * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Howell x 2. Recognition of Visitors T. Richard Vansandt, 4630 Homestead Rd. , Jacksonville, owner of two four unit apartment buildings on Stanley Road, behind the Big L boarding house. Mr. Vandandt stated they were having some problems in that area, and he wanted to erect a fence at the end of Stanley Road which would keep foot traffic coming from Richards Lane off of his pro- perty. There had been a number of cars turning around in his parking lot and trespassers on his property carrying guns. Two of his tenants moved out because of the lack of privacy, and fear of guns Mr. Vansandt told the Commission someone at City Hall told him that with the City Commis- sion approval he could put up a fence and "No Trespassing" signs. Mayor Howell told Mr. Vansandt the street was a public right of way and they could not keep the public out. Mr.Vansandt explained that he had been carrying around a 12 gauge shot gun to keep trespassers off his property as he had been assaulted by one the week before. The Chief of Police, David Thompson advised the Commission they were aware of the problem. Mayor Howell told Mr. Vansandt that he would come out the next morning at 10:00 AM along with the City Manager and the Police Chief. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * 3. Committee Reports A. Report and recommendations from the Professional Services Evaluation Committee for the selection of engineers to provide a master drainage plan and prepare plans and specifications for the remaining water and sewer lines on Beach Avenue between Sixteenth Street and Twentieth ,treet Mr. Fellows reported the committee met on Friday, January 29,1988 at City Hall to interview the six or seven engineers who had expressed an • Corrected 2/23/88 to show correct voting in paragraph 3 PAGE TWO V V MINUTES NAME OF FEBRUARY 8, 1988 COMMRS. MSYN 3.A Committee Reports - Continued interest in the project. After a detailed review, the Committee recom- mended the following firms in order: 1.) Gee & Jenson, 2.) Smith and Gillespie, and 3.) Bessent, Hammack,& Ruckman. Mr. Fellows said there were two separate requests for proposals but all of the Engineers were interviewed for both projects at one time. The City Attorney told the Commission they could negotiate separate contracts with the first two firms, if they so desired. Commissioner Gulliford suggested they give both projects to Gee & Jenson. Motion: Award the total package of services to provide a master Cook x drainage plan, and prepare plans and specifications for the Edwards x x remaining water and sewer lines on Beach Avenue between Gulliford x x Sixteenth St. and Twentieth St.to Gee & Jenson, Engineers, Jensen x maintaining the ranking as recommended by the Committee. Howell x ' Following discussion before the vote, the question was called and the motion carried with a this to to one vote. Mayor Howell voted nay. * * * * * * * * * * * * * * * * * * * * * * * * * * .B. Commissioner Cook with a report and recommendations from the ommittee appointed to evaluate the construction of a wire mesh storage facility inside the Public Works Building. Commissioner Cook reported the Committee met on Wednesday, January 27th for the purpose of reviewing the bids to construct a wire mesh storage facility in conjunction with inventory control. Following the evaluation of all bids, it was the unanimous decision of the Committee to recommend to the Commission that the bid be awarded to George Coyle and Sons of Jacksonville, in the total amount of $2,876.00. $3,000.00 was budgeted, Motion: The Committee report be accepted, and award the bid to the Cook x x lowest and best bidder, George Coyle and Sons of Jackson- Edwards x ville, in the amount of $2,876.00. Gulliford x x Jensen x No discussion before the vote. Motion carried unanimously. Howell x * * * * * * * * * * * * * * * * * * * * * * * * * * * * .. 4. Action by the City Commission to approve Change Order No. 6 on Sewer Improvement Project Mr. Fellows explained to the Commission that the Change Order requested by Robert Bates and Associates was revenue neutral, there being no in- crease or decrease in cost. The change would extend for sixty-five days the time for completing the sewer improvement contract. He said this was brought about because of delays in receiving some of the items which were nstalled in conjunction with previous Change Orders approved by the C=ty commission. Mayor Howell asked when the project would be completed. Mr, Fellows responded the project should be completed within thirty (30) days. I PAGE THREE V V MINUTES NAME OF FEBRUARY 8, 1988 COMMRS. MSYN 4. Action by the City Commission to approve Change Order No. 6 on Sewer Improvement Project- continued Motion: Approve Change Order No. 6 on the Sewer Improvement Cook x project as requested by Robert Bates and Associates. Edwards x x Gulliford x x Jensen x No discussion before the vote. Motion carried unanimously. Howell x * * * * * * * * * * * * * * * * * * * * * ., * * * * * * 5. Receipt of recommendations from architects, Gee & Jenson, on Public Safety Building. Mr. Fellows explained that each Commissioner received the recommendation from Gee & Jenson recommending the City accept the certificate of substantial completion issued on February 2, 1988 for interior only. The exterior will be acted upon by the architect when the old building is torn down. The paving and the landscaping would be put in at that time. Mr. Fellows said hat a list of some items that the contractor has thirty days to ake care of was attached to the recommendation. Motion: Accept the Certificate of Substantial Completion of the Cook x x Public Safety Building, for interior only, that was issued Edwards x on February 2, 1988, as recommended by the Architects,and Gulliford x x authorize execution of same, subject to the Contractor Jensen x finishing the punch list as agreed. Howell x Following discussion before the vote, the question was called, and the motion carried unanimously. * ;; * * * * * * * * * * * * * * * * * * ;: * * * * * * :; * * * Commissioner Gulliford asked what would be salvaged out of the old building. Mr. Fellows stated that he brought a list to the Commission several months ago of items to be declared surplus. The contract pro- vided that the contractor would own everything in the building with the exception of the communications equipment; general furnishings such as desks, chairs,bookcases, etc. and all the kitchen equipment that you could move, which included the stove, refrigerator, microwave, etc. Mr. Fellows added that most of the equipment had been taken over to the Public Works yard where it was being inventoried. The only thing the contractor wanted was the Onan generator. That was part of the consid- eration that whatever was in the building he could have, to keep the price of demolition low. The material had already been declared surplus. The city would conduct an auction to dispose of those items to the high- st bidder with the exception of any materials that city departments wanted. Those materials would be transferred into the appropriate departments. • PAGE FOUR V V MINUTES NAME OF FEBRUARY 8, 1988 COMMRS. M S Y N Discussion - Continued Mr. Fellows added that Neptune Beach had expressed an interest in some of the kitchen cabinets. He asked permission to waive the bid procedure and approve the transfer of the kitchen cabinets to Neptune Beach. Motion: Waive the bid requirement, and approve the transfer of the kitchen cabinets in the old fire station to The City of Cook x Neptune Beach Police and Fire Department. Edwards x Gulliford x x Jensen x x No discussion before the vote. Motion carried unanimously. Howell x * * * * * * * ., * * * * * * * * .. ;; * * * z; * * * Mr. Fellows reported a Change Order had been recommended by Gee & Jenson to replace some of the proposed asphalt with 4000 psi concrete, six inches thick, at the rear entrance of the New Public Safety Building where the police and fire emergency equipment come into the building and the front entrance driveway. The Change Order was in the amount of $8,694.00. Mr. Fellows said $8,000.00 was for the concrete and $694.00 was for three changes that were made in the building during the work. Duck work on the mezzanine; installation of 3/4 inch thick plywood cover over a conduit; and the final was an additional 8 inch by 2 foot con- -rete base on the antenna tower. Mr. Fellows explained when the concrete riveways are put in, they would be grated in such a way the drainage in the back would run off into the lagoon, and the drainage in the front would run off into the underground drainage which had been installed by the contractor. Motion: Approval of the Change Order for the Public Safety Building Cook x as recommended by Gee & Jenson,in the amount of $8,694.00. Edwards x x Gulliford x Jensen x x No discussion before the vote. Motion carried unanimously. Howell x * * * * * * * * * * * * * * * * * ., * * ;; * * * * * * * Mr. Fellows also reported one other item concerning the new Public Safety Building. He said that the architects recommended, due to sub- stantial completion of the building, the retainage be reduced to 5%. He explained that he had just received the recommendation that day and the action could not wait until the February 22 meeting. He explained for protection, the City had a performance payment bond and there would be a retainage left in the contract of approximately $30,000.00. Commis- sioner Gulliford suggested they advance the 5% upon the completion of the exterior and the punch list also. Motion: Approve the recommendation of the architect to reduce the Cook x retainage from 10% to 5%, subject to the punch list and Edwards x exterior work completion, and subject to the approval of Gulliford x x the Surety Company covering the performance bond. Jensen x x Howell x No discussion before the vote. Motion carried unanimously. * * * * * * * * * * ,. ,. * * * * * * * * * * * * * ,. * * • PAGE FIVE V V MINUTES NAME OF FEBRUARY 8, 1988 COMMRS. M S Y N Mayor Howell called for item 8 on the agenda to be moved up. 8. Action on exceptions: A. Public Hearing and action by the City Commission on an application for exception by the Comfort Inn on Mayport Road for authority to serve alcoholic beverages on site in a CG zoning district For the benefit of the audience, Mayor Howell said the Comfort Inn on Mayport Road had applied for a variance in the CG zoning to serve alcoholic beverages. He opened the floor for a Public Hearing and invited comments from the audience. As no one spoke for or against, the Mayor declared the Public Hearing closed. Motion: Approve the request for an exception by the Comfort Cook x Inn on Mayport Road for authority to serve alcoholic Edwards x x beverages on site in CG zoning district. Gulliford x x Jensen x No discussion before the vote. Motion carried unanimously. Howell x * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * . Discussion by City Commission regarding establishing an Extended [edical Leave Policy and Contagious Diseases Policy Mr. Fellows stated that each Commissioner received a copy of the pro- posed policy which he recommended be included in the Employees Handbook. He said it was an attempt to address the problem of Extended Medical Leave and Contagious Diseases. Following discussion, Commis- sioner Gulliford requested the item be held over until the next meeting to give the City Attorney time to look over the policy. Commission agreed. 7. Action by the City Commission to name an architect for the develop- ment of plans and specifications for a new City Hall The Firms of Clements/Rumple/Goodwin/D'avi, and Gee & Jenson offered their presentations at a prior meeting. Mayor Howell noted he had asked Clements/Rumple/Goodwin/D'vai, No. 1 as recommended by the Committee, to take a look at the structure of the present city hall to consider whether it was economically feasible to enlarge our building. The Mayo' suggested their firm be authorized to take a look at the structure, and come back with recommendations for the best use of the present city hall. If not as a City Hall, possibly a convention facility. He reminded the Commission that the city was receiving approximately $25,000 per year that was earmarked specifically for convention development. The City Attorney, Mr. Mullis told the Commission there may be some utilization 'f the tax that could be explored for the present site, presuming it :annot be used for a city hall, for a possible lighthouse museum with convention meeting rooms. Discussion followed. PAGE SIX V V MINUTES NAME OF FEBRUARY 8, 1985 COMMRS. MSYN • 7. Action to name an architect for a new city hall - continued Motion: Negotiate a contract with Clements/Rumple/Goodwin/D'vai Cook x for those services advertised. The first phase in the Edwards x scope of services will be to evaluate the possibility of Gulliford x x utilizing the present city hall site. The second phase Jensen x x of the scope of services will be the design of a new city Howell x hall at the determined location. The Architects will come back with their findings after evaluation of the present city hall, and negotiate a figure for each phase. Authori- zation to proceed in writing for each phase. Should the Architects findings be that the present site could continue to be used as a City Hall, then the second phase would only be necessary for the design of a larger city hall at the present site. No discussion before the vote. Motion carried unanimously. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * 9. Miscellaneous Mayor Howell recommended Ron Della Porta to fill the vacancy on the :ode Enforcement Board created by the resignation of William McGee. Motion: Approve the appointment of Ronald Della Porta to serve Cook x on the Code Enforcement Board to replace William McGee. Edwards x x His term to expire on 10/1/90. Gulliford x x Jensen x No discussion before the vote. Motion carried unanimously. Howell x * * * * * * * * * * * * * * * * * * * * * * * * * * * ;: * * * There being no other business to come before the Commission, the Mayor declared the meeting adjourned at 8:20 p.m. x://,; / Wil-' ,m Howell Mayor/Presiding Officer ATTEST: ride O iib Adelaide R. Tucker City Clerk