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April 25, 2011 Agenda Packet - reduced file sizeCITY OF ATLANTIC BEACH CITY COMMISSION MEETING April 25,2011 - 6:00 PM AGENDA Call to order Invocation and pledge to the flag 1. Approve the minutes of the Regular Commission Meeting of April 11, 2011. 2. Courtesy of Floor to Visitors A. Proclamation — Municipal Clerks Week 3. Unfinished Business from Previous Meetings A. City Manager's Follow -up Report. 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 the Utility Sales Report, Financial Report and the Recreation Special Events Report for March 2011, and the Public Works and Utility Departments Project Status Report as of April 15, 2011. B. 2010 Water Quality Report for the City of Atlantic Beach. 5. Committee Reports None. 6. Action on Resolutions A. RESOLUTION NO. 11 -20 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, RELATING TO THE STATE REVOLVING FUND LOAN PROGRAM; MAKING FINDINGS; AUTHORIZING THE LOAN APPLICATION; AUTHORIZING THE LOAN AGREEMENT; ESTABLISHING PLEDGED REVENUES; DESIGNATING AUTHORIZED REPRESENTATIVES; PROVIDING ASSURANCE; PROVIDING FOR CONFLICTS, SEVERABILITY, AND EFFECTIVE DATE. B. RESOLUTION NO. 11 -21 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA ADOPTING THE CITY OF ATLANTIC BEACH STRATEGIC PLAN DATED FEBRUARY 2011. 7. Action on Ordinances None. 1 8. Miscellaneous Business A. Request from Beaches Habitat for Relief from Lien on Dutton Island Road Lot. (City Manager) B. Procedure for Reporting on Suits Against the City. (City Manager) C. Advanced Disposal Annual CPI Cost Adjustment Request. (City Manager) D. Stormwater Master Plan Scope & Fees Approval. (City Manager) E. Art in Public Places. (City Manager) 9. City Manager A. City Manager's Report. 10. Reports and /or requests from City Commissioners and City Attorney 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. Every effort is made to indicate what action the City Commission is expected to take on each agenda item. However, the City Commission may act upon any agenda subject, regardless of how the matter is stated on the agenda. 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, April 22, 2011. 2 MINUTES REGULAR CITY COMMISSION MEETING April 11, 2011 CITY HALL, 800 SEMINOLE ROAD Attendance Call to Order/Pledge Approval of Minutes Courtesy of the Floor IN ATTENDANCE: Mayor Mike Borno City Attorney Alan C. Jensen Mayor Pro Tem John L. Fletcher City Manager Jim Hanson Commissioner Jonathan Daugherty City Clerk Donna L. Bartle Commissioner Paul Parsons Recording Secretary Nancy E. Bailey Commissioner Carolyn Woods Mayor Borno called the meeting to order at 6:00 p.m. Mayor Borno gave the Invocation, followed by the Pledge of Allegiance to the Flag. 1. Approve the minutes of the Regular Commission Meeting of March 28, 2011. Motion: Approve the minutes of the Regular Commission Meeting of March 28, 2011, as written. Moved by Daugherty, Seconded by Parsons. Votes: Aye: 5 — Borno, Daugherty, Fletcher, Parsons, Woods Nay: 0 MOTION CARRIED 2. Courtesy of the Floor to Visitors. Mayor Borno opened the Courtesy of the Floor to Visitors. He welcomed the audience and explained the process for public comments. Sally Clemens, 1638 Park Terrace West, addressed the Commission regarding Item 8E. She asked when the contract with ABET for $200 /year was again renewed wasn't the reason for rewarding such a contract because ABET provides community service. She asked why the City would give 10% after expenses back to ABET for having the summer children's camp. She stated it seems like with more use of the facility, the cost would be to our City for electricity, supplies and general maintenance. No one else from the audience spoke so Mayor Borno closed the Courtesy of the Floor to Visitors. Unfinished Business 3. Unfinished Business from Previous Meeting from Previous A. City Manager's Follow -up Report. Meeting Mr. Hanson reported Josh Ashby, Executive Director of Fleet Landing sent him a request that Item 8A be deferred until May 9. He stated Mr. Ashby informed him the attorneys for both Fleet Landing and Kangaroo had agreed to the May 9 date. Consent Agenda 4. Consent Agenda ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED TO BE ROUTINE BY THE CITY COMMISSION AND WILL BE ENACTED BY April 11, 2011 REGULAR COMMISSION MEETING Page 2 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 the Building Department Monthly Activity Report for March 2011 and the List of New Business Taxes issued in March 2011. Mayor Borno read the Consent Agenda. Motion: Approve Consent Agenda Item A as read. Moved by Parsons, Seconded by Fletcher. Votes: Aye: 5 — Borno, Daugherty, Fletcher, Parsons, Woods Nay: 0 MOTION CARRIED Committee Reports 5. Committee Reports None. Action on Resolutions 6. Action on Resolutions None. Action on Ordinances 7. Action on Ordinances A. ORDINANCE NO. 20-11-109, Public Hearing and Final Reading AN ORDINANCE AMENDING THE OPERATING BUDGET FOR THE CITY OF ATLANTIC BEACH, FLORIDA FOR FISCAL YEAR BEGINNING OCTOBER 1, 2010 AND ENDING SEPTEMBER 30, 2011. Mayor Borno read Ordinance No. 20 -11 -109 by title. Motion: Approve Ordinance No. 20 -11 -109, as read. Moved by Parsons, Seconded by Fletcher. Mayor Borno opened the Public Hearing. No one from the audience spoke so the Mayor closed the Public Hearing. Votes: Aye: 4 — Borno, Daugherty, Fletcher, Parsons Nay: 1— Woods MOTION CARRIED Miscellaneous 8. Miscellaneous Business Business A. Approval of location of Fleet Landing sign. Mayor Borno stated a request has been made for a deferral again to the May 91h meeting and asked for a motion to defer. April 11. 2011 REGULAR COMMISSION MEETING Page 3 Motion: Defer to May 9, 2011. Moved by Parsons, Seconded by Fletcher. Votes: Aye: 5 — Borno, Daugherty, Fletcher, Parsons, Woods Nay: 0 MOTION CARRIED B. Report on Septic Tank to City Sewer Conversion Program. City Manager Hanson stated this report was offered as background information because it relates to Item 8C, the use of the Block Grant funds. He explained the Septic Tank to City Sewer Conversion Program, stating there were originally 279 septic tanks and 67 residences still need to connect. He stated the majority of those left are in Marsh Oaks and a lot of them are in lower income areas and may qualify under the HUD income guidelines so they could use Block Grant monies for those connections. Commissioner Daugherty asked if the Block Grant funds pay for the entire project or only a portion of it. Mr. Hanson stated if they are income eligible the entire project will be paid from the Block Grant funds. Discussion ensued regarding the CDBG eligibility and funding as well as other options through the City for loans to pay for the conversions. Both Mr. Hanson and Ms. Doerr stated the City works closely with the homeowners regarding all aspects of the conversions. Don Remley, 1309 Violet Street, stated he is one of the homeowners who had the dispensation to 2012 and asked if that is calendar year or fiscal year and what was the date he has to be hooked up by. Mr. Hanson stated it is a year after the assessment runs out and the assessment runs out November 2011. Commissioner Daugherty asked what happens if people do not meet the deadline and are they allowed to extend the deadline. Mr. Hanson replied the Commission can change the Ordinance if they want, but the deadline has never been extended yet and enforcement would go to the Code Board, which has the authority to fine them up to $250 /day. C. Request to approve proposed projects for fiscal year 2011/2012 Community Development Block Grant (CDBG) funds. Motion: Approve both projects as described herein authorizing the City Manager to submit the request to the City of Jacksonville and sign documents as necessary to execute the contract. Moved by Parsons, Seconded by Woods. Commissioner Daugherty expressed concern about using the funds to fully fund the sewer conversions, stating he understands the Community Development Block funds are supposed to help the entire community. Ms. Doerr explained it is to benefit low and moderate income areas and they have designated all of the area that consists of Marsh Oaks, Royal Palms, and Donner as ADHI 11. 2011 REGULAR COMMISSION MEETING Paae 4 their target areas. She stated getting rid of septic tanks anywhere benefits the entire City because they drain out into the marsh. She stated there are several bills in legislation that are increasing the pace of getting rid of septic tanks. Mr. Hanson agreed stating this is an acceptable project and one of the more common uses of Block Grant funds is to rehab individual homes for people who can't afford to do it, with the theory being that old and run -down homes tend to drag down the whole neighborhood. Ms. Doerr stated they have used their allocation of the funds for housing rehab for many years but it was really difficult to manage and they really weren't improving neighborhoods. She stated her recommendation is that this project is the best usage of the limited amount of money we receive. Commissioner Daugherty asked what the income qualifications were. Ms. Doerr explained it is a certain percentage of HUD's Section 8 income limits based on the number of people in the household and can go up to close to $50,000 for a household of 4 people. She stated income is rarely the reason people in our target areas don't qualify. Commissioner Daugherty stated he would like to see this money go to our parks rather than to a few individuals. Ms. Doerr stated we have allocated 100% of our CDBG money for the past three years to Jordan and Donner Parks. Commissioner Parsons stated this money does get spread around and it is great for the people who get to benefit this time; next year it will be somebody else. Commissioner Woods asked if we don't use this money to help those who can't afford these conversions, how does the work get done. Mr. Hanson stated the homeowners are responsible for getting it done; the alternative if they say they are not going to do it is that they go to the Code Board who can levy fines of up to $250 /day. Commissioner Woods stated then if these people cannot afford to do this and the Commission is not willing to use this money for them, they could end up losing their house. Mayor Borno stated that would be the worst case and is why they try to be proactive and as soon as they know they will get the money they send reminder letters to these people to entice them to apply. Ms. Doerr stated the people have to qualify by income eligibility and other things. Commissioner Woods stated, regarding Commissioner Daugherty's concerns, this may not be one of those things you can see that enhances the quality of life but anything that protects our marsh, enhances the quality of life for the entire city. She stated she supports this, understanding that this is more of an infrastructure issue that the City is dealing with. Commissioner Fletcher stated when you look at the CDBG money over a five -year period, rather than one year at a time, this fits in. He stated over the long haul he believes it makes sense and he will support it. City Clerk Bartle asked for clarification that the motion was the recommendation. Mayor Borno stated yes. Votes: Aye: 5 — Borno, Daugherty, Fletcher, Parsons, Woods Nay: 0 MOTION CARRIED D. Appointment of a Navy representative to the Community Development Board as required by 2010 HB 7129. April 11, 2011 REGULAR COMMISSION MEETING Page 5 Ms. Doerr explained HB 7129 requires local governments to add a non - voting ex- officio member to the local planning agency, which in our case is our Community Development Board, for the purpose of information sharing in the development and comprehensive planning process. She stated they have a good candidate, Matt Schellhorn, who has volunteered to serve in this role and staff recommends his appointment. Motion: Appoint Naval Station Mayport Community Planning and Liaison Officer Matt Schellhorn to the Community Development Board as a non - voting ex- officio member of the Board as required by 2010 HB 7129. Moved by Woods, Seconded by Fletcher. Commissioner Fletcher stated he fully agrees with this person but asked why this appointment is not going through the normal Board Member Review channels. Mayor Borno explained it would go through the Board Member Review if it was going to be a voting member, but this is an ex- officio member who doesn't vote on anything and it is for specific purposes as spelled out in this House bill for comp plan purposes. Commissioner Fletcher stated if the rest of the Commission is comfortable with that then he is. Discussion ensued regarding Mr. Schellhorn's background. Votes: Aye: 5 — Borno, Daugherty, Fletcher, Parsons, Woods Nay: 0 MOTION CARRIED E. ABET's Summer Camp at Adele Grage. Assistant City Manager David Thompson presented the staff report explaining ABET has approached the City about running two separate summer camps, one for the older children and one for the younger children. He stated they will continue to provide scholarships for low income children. He stated the camp will be confined to the theatre facilities and will be held from 9:00 a.m. to 1:00 p.m. He further stated ABET will receive a portion of the gross income (10 %) to pay for the theatre props, etc. Motion: Approve ABET's use of the Adele Grage building for summer camps for 2011. Moved by Woods, Seconded by Daugherty. Commissioner Daugherty asked for further explanation of what the 10% portion of the income that ABET will receive will be used for. Mr. Thompson explained it will cover ABET's other expenses over the course of the year, not specifically the summer camp. Commissioner Daugherty asked how many scholarships will be offered and how they will be advertised. Mr. Thompson stated they will go through Dee and Gail at the City's community centers as far as selection goes. He stated in the past they have given at least a couple of slots in each of these classes, depending on the demand. Commissioner Fletcher stated, to address Sally Clemens concerns, we had the YMCA running these summer camps and they declined to do it further because they weren't making any money. He stated he reviewed, in detail, ABET's financials and believes, with the extent of time and effort that ABET invests in generating that little 10% of April 11, 2011 REGULAR COMMISSION MEETING Page 6 income, which will ultimately be used to support programming they provide us, it is not exorbitant. Votes: Aye: 5 — Borno, Daugherty, Fletcher, Parsons, Woods Nay: 0 MOTION CARRIED City Manager 9. City Manager A. City Manager's Report. Mr. Hanson reported on several emergency sewer line repairs which totaled approximately $30,000. He distributed the draft copy of the Strategic Plan to the Commission which will be on the next agenda for approval. Reports/Requests 10. Reports and /or requests from City Commissioners and City Attorney City Commissioners City Attorney Commissioner Woods • In response to Mr. Lippes' addition to the minutes, she provided a document to the City Clerk and asked that it be attached to the minutes (which is attached and made part of this Official Record as Attachment A). She stated Mr. Lippes kept insisting that she had written to the State Attorney's office as a citizen and her letter clearly says otherwise. She stated in the opening paragraph she introduced herself as a City Commissioner and in the closing paragraph she talks about her obligation to her constituents being the reason she is bringing it forward and signed it as Atlantic Beach City Commissioner. She stated she wanted it attached to the minutes as a quick response. Adjournment There being no further discussion, the Mayor declared the meeting adjourned at 6:56 p.m. Mike Borno, Mayor/Presiding Officer ATTEST: Donna L. Bartle, CMC City Clerk ATTACHWNT A Angela Corey Florida State Attorney 220 East Bay Street Jacksonville, FL 32202 10 FEB IS pi 03 February S, 2010 Dear Ms. Corey, I am a sitting City Commissioner in the City of Atlantic Beach, Fl.. The city recently entered into a binding agreement with Mr. Sones, with Mr. Paul Harden his acting attorney, concerning concessions given by the city in order to obtain a utility easement on Mr. Sones' property. Because of questions that have arisen concerning the validity of Mr. Sones and partners ownership of the "Sones Property", aka The Estates ofAtlantic Beach and to the SJRWMD, Old Sherry Road. I looked into the matter. In the search for answers many more questions and concerns have arisen. I do not have all of the documentation, or answers to these questions and more, nor do I have the time and resources to discover them. I do however feel an obligation to my constituents to bring them forward and ask for your help in finding the truth. Please feel free to contact me if I can be of any assistance. Sincerer ; Carolyn'Woo s� Atlantic Beach - City Commissioner 904 -241 -8973 AGENDA ITEM # 2A APRIL 25, 2011 Prodamation Municipal Clerks Week May I through May 7, 2011 WHEREAS, the Office of the Municipal Clerk, a time honored and vital part of local government exists throughout the world, and WHEREAS, the Office of the Municipal Clerk is the oldest among public servants, and WHEREAS, the Office of the Municipal Clerk provides the professional link between the citizens, the local governing bodies and agencies of government at other levels, and WHEREAS, Municipal Clerks have pledged to be ever mindful of their neutrality and impartiality, rendering equal service to all, and WHEREAS, the Municipal Clerk serves as the information center on functions of local government and community, and WHEREAS, Municipal Clerks continually strive to improve the administration of the affairs of the Office of the Municipal Clerk through participation in education programs, seminars, workshops and the annual meetings of their state, province, county and international professional organizations, and WHEREAS, it is most appropriate that we recognize the accomplishments of the Office of the Municipal Clerk. NOW, THEREFORE, I, Mike Borno, Mayor of the City of Atlantic Beach, do recognize the week of May 1 through May 7, 2011, as Municipal Clerks Week, and further extend appreciation to our Municipal Clerk Donna L. Bartle, and to all Municipal Clerks for the vital services they perform and their exemplary dedication to the communities they represent. IN WITNESS WHEREOF, I have hereunto set my hand and caused the Official Seal of the City of Atlantic Beach to be affixed this 25`" day ofApril, 2011. Mike Borno, MAYOR AGENDA ITEM # 4A APRIL 25, 2011 City of Atlantic Beach, Fl. Utility Sales Report N March 2011 March 2010 M. ,br- ,.., Gallons Actual Revenue W Gallons Actual Revenue Water Sales rjAccounts 0000 Revenue Per 1,000 gi "' Accounts 0000 Revenue Per 1,00o gi Atlantic Beach z j 5 32,149 $122,869 $3.82 5,573 31,918 $122,782 $3.85 Buccaneer 2,452 16,936 $80,720 $4.77 2,461 18,071 $81,423 $4.51 Total Water Sales p 7,950 49,085 $203,589 $4.15 8,034 49,989 $204,205 $4.08 y Gallons Gallons Water Plant Production 0000 0000 r Atlantic Beach { a 52,057 50,873 Buccaneer Total Production r , 18,854 70,911 ,1' 15,333 66,206 r K Total Water Billed a 49,085 PEI 49,989 Water Loss for month: 21,826 16,217 z Percentage Loss 30.78% 24.49% Mill k Total 12 mo. Avg. Loss 14.85% UH 14.19% 3 � i .,. "...- ._.. ". ..<, ..., ., .....� �. .. i ,,,...+.., .._' -^a .. P.., `L: o -.., ,., . .. .. ... ......: r, m ",'�„. '�'� ,. .., ,. ,-, r.. -rte .. •, e o-. .�...... n . , ,. Gallons Actual Revenue Gallons Actual Revenue q Sewer Sales V ccoun ts 0000 Revenue Per 1 ,000 gi Accounts 0000 Revenue Per 1,000 gi Atlantic Beach 5,094 28,045 $219,017 $7.81 5,111 27,950 $201,239 $7.20 Buccaneer 2,359 17,643 $169,651 $9.62 2,333 16,984 $153,317 $9.03 Total Sewer Sales 7,453 45,688 $388,669 $8.51 � 7,444 44,934 $354,556 $7.89 Gallons Actual Revenue p Gallons Actual Revenue Sewer Treatment 0000 Revenue Per 1,000 gi 0000 Revenue Per 1,000 gi Atlantic Beach 43,529 $219,017 $5.03 € 46.942 $201,239 $4.29 Buccaneer 9 16.795 $169,651 $10.10 17.210 $153,317 $8.91 Total Sewer Treated 60.324 $388,669 $6.44 64.152 $354,556 $5.53 a AN City of Atlantic Beach FINANCIAL REPORT MARCH 2011 AGENDA ITEM # 4A APRIL 25, 2011 Cash Balances Prior Current Dollar Fund(s) 02/28/11 03/31/11 Change General $6,998,366 $6,633,026 ($365,340) Tree Replacement 3,989 3,989 0 Convention Development Tax 50,751 50,858 107 Local Option Gas Tax 9,889 15,827 5,938 Better Jax 1/2 Cent Sales Tax 287,906 265,512 (22,394) Police Training, Forfeiture, Grants, etc. 149,691 139,157 (10,534) Community Development Block Grant 0 0 0 Debt Service 35,826 41,617 5,791 Capital Projects 2,048,407 2,036,561 (11,846) Utility 4,187,113 3,881,942 (305,171) Sanitation 663,369 684,602 21,233 Building Code Enforcement 45,095 45,653 558 Storm Water 1,542,851 1,492,996 (49,855) Pension - Police 13,221 53,129 39,908 Pension - General 148,496 46,192 (102,304) Investments - Unallocated Gains (Losses) (301,152) (331,088) (29,936) Total $15,883,818 $15,059,973 ($823,845) 15,059,973 (823,845) Total Restricted Cash $7,591,323 Total Unrestricted Cash Rate of $7,468,650 Cash and Investments Account Prior 02/28/11 Current 03/31/11 Dollar Interest Change Rate Bank of America - Depository $4,496,159 $3,665,408 ($830,751) 0.300% Federal National Mortgage Association Bonds 2,008,588 2,007,434 (1,154) 4.300%(l) US Treasury Notes 1,134,563 1,132,273 (2,290) 4.625%(l) US Treasury Notes 2,062,484 2,063,392 908 3.625%(l) Federal Farm Credit Bank Consolidated Bonds 1,125,058 1,126,461 1,403 4.875%(l) Federal Home Loan Bank Consolidated Bonds 1,017,354 1,019,817 2,463 4.300%(1) Pimco Mutual Fund 1,971,994 1,995,849 23,855 2.054%(1) Putnam US Government Mutual Fund 2,014,529 2,036,497 21,968 5.076%(l) MorganStanley SmithBarney Cash 49,856 9,605 (40,251) 0.000% SBA - Florida Prime 283 287 4 0.270% Cash on Hand 2,950 2,950 0 N/A Subtotal 15,883,818 15,059,973 (823,845) Rate of Return Police Pension Investments 6,596,229 6,576,046 (20,183) 0.430% General Pension Investments 11,486,421 11,700,397 213,976 0.360% Subtotal 18,082,650 18,276,443 193,793 Total $33,966,468 $33,336,416 ($630,052) (1) Fiscal year to date rate of return is (1.7 %) City of Atlantic Beach FINANCIAL REPORT MARCH 2011 Revenues AGENDA ITEM # 4A APRIL 25, 2011 Annual YTD - 50% YTD Dollar Percent Fund / (Footnote) Estimate of Estimate Actual Variance Variance General (1) & (3) $11,515,549 $5,757,775 $7,782,857 $2,025,082 35.17% Convention Development Tax 192,857 96,429 34,917 (61,512) - 63.79% Local Option Gas Tax 463,523 231,762 225,516 (6,246) -2.70% Better Jax 1/2 Ct Sales Tax 658,424 329,212 316,344 (12,868) -3.91% Police Training, Forfeiture & Grants, etc. 185,917 92,959 154,324 61,365 66.01% Grants (2) 647,352 323,677 15,230 (308,447) - 95.29% Debt Service 68,650 34,325 34,550 225 0.66% Capital Projects 903,000 451,500 516,586 65,086 14.42% Utility (3) 19,061,825 9,530,913 5,626,347 (3,904,566) - 40.97% Sanitation 1,837,500 918,750 907,772 (10,978) -1.19% Building Code Enforcement 317,850 158,925 145,883 (13,042) -8.21% Storm Water 669,124 334,562 345,156 10,594 3.17% Pension - Police (4) 964,726 482,363 769,929 287,566 59.62% Pension - General (4) 1,522,969 1 761,485 1,654,228 892,743 117.24% Total $39,009,266 $19,504,637 $18,529,639 Analysis of Major Variances (1) The $2,025,082 positive variance in the General Fund resulted from having received 89.4% of the budgeted property taxes. Typically the majority of these taxes are received from the City of Jacksonville in December & January. Also, the TMDL related transfer of $892,560 from the Utility System Debt Service Fund was done due to the receipt of loan proceeds. (2) The $308,447 negative variance in the Grant Funds resulted from not having any expenditures fiscal year to date. All of these grants receive revenues when the related expenditures are made on the projects and a reimbursement request is filed with the granting agency. (3) The $3,904,566 negative variance in the Utility Funds resulted from not having received the budgeted fiscal year to date proceeds from the Bank - Qualified Loan. Partial receipt of the loan proceeds was received in December, 2010. The City will receive additional loan proceeds as needed when the related expenditures are made on the project. If the loan was not included in this calculation, the variance would be a positive 2.02 %. (4) The $287,566 positive variance in the Police Employee Pension Fund & the $892,743 positive variance in the General Employee Pension Fund resulted from changes in market values of the investments. City of Atlantic Beach FINANCIAL REPORT MARCH 2011 AGENDA ITEM # 4A APRIL 25, 2011 Expenses Department I (Footnote) Governing Body City Administration General Government Planning and Building Public Safety (1) Recreation and Special Events Public Works Public Utilities (2) & (4) Pension - Police Pension - General Total Annual Estimate YTD - 50% of Estimate YTD Actual Dollar Variance Percent Variance $42,260 $21,130 $21,054 $76 0.36% 2,465,322 1,232,663 1,210,786 21,877 1.77% 914,780 457,391 273,050 184,341 40.30% 531,131 265,566 225,190 40,376 15.20% 6,135,392 3,067,698 2,694,287 373,411 12.17% 392,160 196,080 200,149 (4,069) -2.08% 6,752,937 3,376,471 3,201,962 174,509 5.17% 19,711,651 9,855,826 6,680,321 3,175,505 32.22% 548,977 274,489 276,584 (2,095) -0.76% 555,445 277,723 325,479 (47,756) - 17.20% $38,050,055 $19,025,037 $15 $3,916,175 Resource Allocation Personal Services Operating Expenses (1) & (3) Capital Outlay (1) & (2) Debt Service (4) Transfers (5) Total Annual YTD - 50% YTD Dollar Percent Estimate of Estimate Actual Variance Variance $9,433,359 $4,716,680 $4,269,558 $447,122 9.48% 10,155,798 5,077,899 4,749,784 328,115 6.46% 13,872,485 6,936,251 3,088,443 3,847,808 55.47% 2,137,906 1,068,953 1,329,542 (260,589) - 24.38% 2,450,507 1 225 254 1,671,535 (446,281) - 36.42% $38,050,055 $19,025,037 $15,108,862 $3,916,175 Analysis of Major Variances (1)The positive variance in the Public Safety Funds resulted from: open positions in the Patrol division, the seasonality of the Lifeguards, and limited activity on the Public Safety Building — see Project Activity Schedule. (2)The positive variance in the Public Utilities department resulted from limited activity on the various projects funded from this source — see Project Activity Schedule. (3)The positive variance in the Operating Expenses is partially due to: only 5 of 6 monthly payments have been paid on the First Vehicle contract; no monies have been spent on the Stormwater Master Plan and only 46.4% of the budget for professional & contractual services has been spent City wide. (4)The negative variance in the Debt Service Accounts resulted from the October and December payment of principal and interest on the Utility Revenue Bonds. (5)The positive variance in the Transfer Accounts resulted from the TMDL related transfer from the Utility System Debt Service Fund to the General Fund due to the receipt of loan proceeds. The accounts are now 98% of the budgeted amounts. City of Atlantic Beach FINANCIAL REPORT MARCH 2011 Project Activity - Current Year Activi Only AGENDA ITEM # 4A APRIL 25, 2011 Project YTD YTD Project Name Number Budget Actual Balance Status Public Safety I - Project In- progress B - Bid Awarded N - Complete /Non - Capital C - Project Completed Lifeguard Building Roof Replacement LG0901 8,000 0 8,000 Police Building Renovation /Design /Construction PS0504 421,297 113,271 308,026 429,297 113,271 316,026 Public Utilities: Replace Well at Water Plant #1 PUO304 287,018 194,757 92,261 TMDL - WWTP #1 Design PU0905 91,276 91,204 72 TMDL - Lift Station /Main Transfer Flow PU0906 1,708,740 1,250,835 457,905 Elevated Tank - Water Plant #1 PU1001 1,688 0 1,688 Ground Storage Tank Rehab - Water Plant #1 PU1002 44,340 44,340 0 Collection System Inspection & Rehab PU1004 42,836 27,789 15,047 Mimosa Cove Lift Station Upgrades PU1005 61,590 44,078 17,512 Lift Station E Upgrades PU1006 48,183 48,183 0 Tank Rehab - Water Plant #4 PU1014 814 0 814 Well Rehab - Well # 1 @ Water Plant #1 PU1101 50,000 0 50,000 Elevated Tank Rehab - Water Plant #2 PU1102 15,000 0 15,000 Ground Storage Tank Rehab - Water Plant #4 PU1103 40,000 0 40,000 Replace 2" Water Main -11th Street PU1104 120,000 3,750 116,250 Sewer Rehab - Sea Oats Drive PU1105 300,000 0 300,000 TMDL Upgrade /Construction - WWTP #1 PU1106 5,693,230 412,983 5,280,247 Valve Replacement - Davco & Clarifier PU1107 35,000 0 35,000 Replace Equipment- PW Yard Station PU1108 30,000 0 30,000 Plant Improvements - Master Plan PU1109 469,000 0 469,000 TMDL Sludge /Odor Improvements PU1110 241,414 44,937 196,477 Subtotal 9,280,129 2,162,856 7,117,273 Public Works: Riverbranch Preserve - Kayak & Canoe Launch PM0804 196,306 5,465 190,841 Howell Park Bridge Replacement PM1001 20,000 0 20,000 Veteran's Park- Flag & Pavilion PM1006 72,063 71,576 487 Dog Park - Hopkins Creek PM1008 27,800 18,578 9,222 Gate at Dutton Island PM1101 20,000 0 20,000 Lighting - Basketball Court PM1102 22,000 0 22,000 Lighting - Security at Community Center PM1103 20,188 0 20,188 Sod - Baseball Field PM1104 32,000 0 32,000 Sod - South End of Soccer Field PM 1105 20,000 0 20,000 Parking - Paved PM1106 36,975 0 36,975 Water Fountain - Russell Park PM1107 5,000 0 5,000 Veteran's Park - Phase II - Stage PM1108 50,000 1,000 49,000 Royal Palms Design PW0808 3,294 3,294 (0) Royal Palms Stormwater Project PW0905 580,405 507,129 73,276 Bulkhead - Ditch @ Cavalla PW1005 9,472 9,472 0 Sidewalk & Curb Replacement PW1101 25,000 11,952 13,048 Drain Line - Atlantic Blvd /East Coast Dr /Ahern St PW1102 50,000 0 50,000 Subtotal 1,190,503 628,466 562,037 Total $10,899,929 $2,904,593 $7,995,336 Status Key E C C I C E A - Bid Advertised I - Project In- progress B - Bid Awarded N - Complete /Non - Capital C - Project Completed R - Re- budget Next Fiscal Year D - Design Completed X - Project Cancelled E - Design Phase ff 6 -dp W" w TI �;'V A IA 1 v, z .'- P 177 "I OTIIMMM M �r � x ■ I =7 77 1=1 Ti M, RV r 71i 2 �Tf '1-- 37, 0 ft m i m e J� F I R 4r %r AGENDA ITEM # 4A APRIL 25, 2011 �O bA Cdd sz % .7r it _ O O rA V a p 9 O G ^C p .. u O'��� Utina, b on o C d p �p O p bD ac Cd cd o O p° M '� * % .2 b 8 CD o v E p bU...N A 0 N _ C'C v a p i. 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L ”. ...'. f , !1 ':� - ,k �:'';r y�.',`n r, '. a ,. �'.45ti " °f„: }.ii'! .r 'y'��}' , }r :�; -:'_, ! t �. ! L -III 'J � � �' T . 1 -� k r �'!• ..+A- � 1 .S . I . ",, I d . . � { • �'J {' t ' ■ Y� -r �Y� {{yy���,,�++'f}� k, 4- „ , t• 5 -" i•'" •� Ala: I ,�`s. � '4:t• •u''�•' S,• •, , !.I;;:�: , 1 7� . � . .�If•�. I 1 `��' ^,! . -�_� 5` .. f ,{v -�, I, I . ; . R. I .u I, � � ��` �� - ��q y y� y •• , % i t LC ,S i �i ` �■.4i ' 4 AGENDA ITEM # 413 APRIL 25, 2011 WATER QUALITY DATA 2010 4 4 1.3 0.2 -3.5 Water additive used to control microbes N 226 +228 or MCL 60 Sample Maximum Goal Highest Range Typical Source of Viola - Substance Date Level (MCLG or Level of Contaminant tion —Units Allowed MRDLG) Detected Results (pci/L) (Y/N) 80 N/A (MCL or 0 of 60 (IH.D) N (tap water) 7/08- 8/08 AL =15 0 MRDL) 53.24 53.24 (Max.) N (TTHMs) INORGANIC CONTAMINANTS: Results in the HLD column are the highest detected level at any sam lin point) the AL of natural deposits (ppb) Discharge of drilling wastes; Barium 2/08 2 2 0.03 0.027 — discharge from metal N (ppm) 0.03 refineries; erosion of natural deposits Erosion of natural deposits; discharge from fertilizer and Fluoride 0.76— aluminum factories. Water (ppm) 2/08 4.0 4 0.88 0.88 additive which promotes N strong teeth when at optimum levels between 0.7 and 1.3 ppm. Residue from man-made Lead oint pollution such as auto of entry) 2/08 15 0 1.9 ND — 1.9 emissions and paint; lead N (ppb) pipe, casing and solder Sodium (pp 2/08 160 N/A 20 13— 20 Salt water intrusion, leaching from soil N BADIOACTIN CONTAMMANTC- tPopiltc in the FILL rnlumn are the highest detected level at anv sampling point) Radium Monthly 2010 4 4 1.3 0.2 -3.5 Water additive used to control microbes N 226 +228 or 7/10 60 N/A 27.16 18.63 - By- rodt of N combined 3/08 5 0 0.4 ND — 0.4 Erosion of natural deposits N radium = 0.17 the AL from wood preservatives (pci/L) 7/10 80 N/A 46.99 0 of 60 By- product drinking N D1StNV'EC'l'lUN BY- IrKUllUU IN: (I ne result to me t1LU column Jor unlorine is the annum uveruKe vj the yuuroei v averages of results from all sample sites. The result in the HLD column for HAASs and TTHMs is the average of samples taken for compliance. The Range of Results for HAASs and TTHMs is the range of individual sample results - lowest to hiohnct_ fnr nll mnnitnrina Inrntinn.c inrludina IDSF. results as well as Stage 1 compliance results.) Chlorine (ppm) Monthly 2010 4 4 1.3 0.2 -3.5 Water additive used to control microbes N alp tc c s 7/10 60 N/A 27.16 18.63 - By- rodt of N PP 8/08 results 38.51 water ism ection Total = 0.17 the AL from wood preservatives Trihalo- metbanes 7/10 80 N/A 46.99 0 of 60 By- product drinking N (tap water) 7/08- 8/08 AL =15 0 percentile results 53.24 53.24 n water disinfection N (TTHMs) = 2.6 the AL of natural deposits (ppb) 1 ■.N.\ M.101 s7Ya7 J J!N!A- FAIA1!W Y.\ J -Ir"I 41 J w ICI ___90 0 of 60 Corrosion of household Copper (tap water) 7/08- AL =1.3 1.3 percentile homes plumbing systems; erosion N 8/08 results exceeded of natural deposits; leaching (ppm) = 0.17 the AL from wood preservatives Lead 90 0 of 60 Corrosion of household (tap water) 7/08- 8/08 AL =15 0 percentile results homes exceeded plumbing systems; erosion N (ppb) = 2.6 the AL of natural deposits AGENDA ITEM # 6A APRIL 25, 2011 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: RESOLUTION NO. 11 -20 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, RELATING TO THE STATE REVOLVING FUND LOAN PROGRAM; MAKING FINDINGS; AUTHORIZING THE LOAN APPLICATION; AUTHORIZING THE LOAN AGREEMENT; ESTABLISHING PLEDGED REVENUES; DESIGNATING AUTHORIZED REPRESENTATIVES; PROVIDING ASSURANCE; PROVIDING FOR CONFLICTS, SEVERABILITY, AND EFFECTIVE DATE. SUBMITTED BY Nelson Van Liere, Finance Director DATE: April 13, 2011 BACKGROUND: On December 14, 2010, the City borrowed $9,137,440 from Sun Trust Bank as a short term bridge loan for sewer plant upgrades so the City could proceed with awarding a construction bid prior to funds being available from the Florida Department of Environmental Protection, or F.D.E.P. On March 9 2011 the F.D.E.P. approved our sewer plant upgrade project in the amount of $7,927,761 after a public hearing held by the Department. This approval enables the City of Atlantic Beach to be eligible to apply for a State Revolving Loan. In order to obtain the funds, Florida Administrative Code rules require authorization to apply for loans, to establish pledged revenues, to designate an authorized representative; to provide assurances of compliance with loan program requirements; and to enter into a loan agreement; the City must complete a loan application similar to the one approved by the Commission for the new water well project. The application process includes the passage of an enabling resolution authorizing the loan and execution of a loan agreement. This loan is to be used to pay for construction costs of the project and to pay off any funds spent that were borrowed from the Sun Trust bridge loan. The Sun Trust loan was short term financing necessary to make funds available for the City to proceed with awarding a construction bid prior to funds being available from the F.D.E.P. The City has completed the application and received the required legal opinion from our bond counsel, Dan Livermore, Jr. and a letter from Lisa Hayes, Senior Vice President of SunTrust Bank, consenting to additional debt. BUDGET: The current year's budget includes funds sufficient for the principal and interest payments that would be due. Subsequent payments will be budgeted from pledged revenues in future years. The estimated annual payments for this loan are about $540,000. RECOMMENDATION: Approve RESOLUTION NO. 11 -20 ATTACHMENTS: RESOLUTION NO. 11 -20 TY REVIEWED BY CI �_ AGENDA ITEM # 6A APRIL 25, 2011 RESOLUTION NO. 11 -20 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, RELATING TO THE STATE REVOLVING FUND LOAN PROGRAM; MAKING FINDINGS; AUTHORIZING THE LOAN APPLICATION; AUTHORIZING THE LOAN AGREEMENT; ESTABLISHING PLEDGED REVENUES; DESIGNATING AUTHORIZED REPRESENTATIVES; PROVIDING ASSURANCE; PROVIDING FOR CONFLICTS, SEVERABILITY, AND EFFECTIVE DATE. WHEREAS, Florida Statutes provide for loans to local government agencies to finance the construction of water pollution control facilities; and WHEREAS, Florida Administrative Code rules require authorization to apply for loans, to establish pledged revenues, to designate an authorized representative; to provide assurances of compliance with loan program requirements; and to enter into a loan agreement; and WHEREAS, the State Revolving Fund loan priority list designates Project No. WWI 6070 as eligible for available funding; and WHEREAS, the City of Atlantic Beach, Florida, intends to enter into a loan agreement with the Department of Environmental Protection under the State Revolving Fund for project financing. NOW, THEREFORE BE IT RESOLVED by the City Commission of the City of Atlantic Beach, Florida that SECTION L The forgoing findings are incorporated herein by reference and made a part hereof. SECTION II. The City of Atlantic Beach, Florida is authorized to apply for a loan to finance the Project. SECTION III. The revenues pledged for the repayment of the loan are net water and sewer utility system revenues after payment of debt service on the City's Utility System Revenue Bonds, Series 2004, the Utility System Revenue Refunding Bonds, Series 2010B, the Utilities System Revenue Bonds, Series 2010A -1, and the Utilities System Revenue Bonds, Series 2010A -2, and also after payment of the City's outstanding SRF loan, pursuant to Drinking Water State Revolving Fund Constiuction Loan Agreement DWI 60710 from the State of Florida Department of Environmental Protection. SECTION IV. The City Manager is hereby designated as the authorized representative to provide the assurances and commitments required by the loan application. SECTION V. The City Manager is hereby designated as the authorized representative to execute the loan agreement which will become a binding obligation in accordance with its terms when signed by both parties. The City Manager is authorized to represent the City in carrying out the City's responsibilities under the loan agreement. The City Manager is authorized to delegate responsibility to appropriate City staff to carry out technical, financial and administrative activities associated with the loan agreement. AGENDA ITEM # 6A APRIL 25, 2011 SECTION VI. The legal authority for borrowing moneys to construct this project is Part I, Charter, Article XV. Municipal Borrowing, Section 60. Authority to Borrow, of the Atlantic Beach, Florida Code of Ordinances. SECTION VII. Conflicts. All Resolutions or parts of Resolutions in conflict with any of the provisions of this Resolution are hereby repealed. SECTION VIII. Severability. If any Section or portion of a Section of this Resolution proves to be invalid, unlawful, or unconstitutional, it shall not be held to invalidate or impair the validity, force or effect of any other Section or part of this Resolution. SECTION IX. Effective Date. This Resolution shall become effective immediately upon its passage and adoption. ADOPTED at a public meeting by the City Commission of the City of Atlantic Beach, Florida on the Day of April, 2011. Mike Borno Mayor/Presiding Officer Approved as to form and correctness: Alan C. Jensen, Esquire City Attorney ATTEST: Donna L. Bartle City Clerk AGENDA ITEM # 6B APRIL 25, 2011 RESOLUTION NO. 11 -21 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA ADOPTING THE CITY OF ATLANTIC BEACH STRATEGIC PLAN DATED FEBRUARY 2011 WHEREAS, solving some of the largest problems or realizing some of the greatest opportunities for a community often takes a considerable amount of time and commitment of community resources over many months and sometimes years, and WHEREAS, a city government only has a limited amount of time, money and resources to solve problems or realize opportunities, so a process is needed to determine which goals are the most important, and WHEREAS, the City of Atlantic Beach has used a strategic planning process to determine which goals should receive scarce time and resources and that practice over many years has led to many major improvements in the community, and WHEREAS, the Mayor and Commission has again conducted a strategic planning process in February 2011 resulting in the most recent yearly Strategic Plan entitled "City of Atlantic Beach Strategic Plan February 2011", and WHEREAS, it is appropriate for the Mayor and Commission to formally adopt this Strategic Plan for the upcoming year. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COMMISSION OF THE CITY OF ATLANTIC BEACH THAT; 1. The City of Atlantic Beach Strategic Plan February 2011 is hereby adopted, and 2. City staff is directed to focus their best efforts toward the accomplishment of the goals and objectives outlined in the Strategic Plan, and 3. The Mayor and Commission of Atlantic Beach support to the extent possible the legislative and budgetary steps needed for the accomplishment of the goals contained in the Strategic Plan. ADOPTED by the City Commission of the City of Atlantic Beach this 25 day of April, 2011. MIKE BORNO Mayor APPROVED AS TO FORM: ALAN C. JENSEN, ESQUIRE City Attorney ATTEST: DONNA L. BARTLE, CMC City Clerk AGENDA ITEM # 613 APRIL 25, 2011 City of Atlantic Beach Strategic Plan February 2011 The Atlantic Beach City Commission began using strategic planning as a process to set and monitor major goals eleven years ago. Many accomplishments have been completed dealing with the city's storm water system, several new city parks and recreation events, the city's water and sewer systems and the Royal Palms and Mayport Corridor neighborhoods. Most of the city's major strategic goals require a long -term investment of both money and time and often take several years to complete. Because many of the strategic goals are long -term, the 2011 plan includes many elements from the 2010 plan, some with a change of emphasis, as well as some new goals. This strategic plan report consists of both a narrative description of the strategies and goals that were set by the city commission in two workshops as well as a spreadsheet with the specific steps to accomplish each of the goals. The spreadsheet will be used as a tool to track progress in quarterly reports throughout the year. However, the city commission will be kept aware of most of the major goals on a more frequent basis because they often involve commission decisions for budgeting and other actions throughout the year. The strategic workshops in 2011 included two nightly meetings on February 22 " and 23` The workshops were facilitated by Dr. Robert E. Lee who is a member of the graduate faculty at Florida State University's Rubin D. Askew School of Public Administration Policy. He is also the Executive Director of the Center for Local Government Excellence (CFLGE) which is also located at Florida State University. Mr. Lee's service as facilitator on this occasion was working as a private consultant to the City rather than on behalf of Florida State University. The facilitator met with each of the elected officials prior to the second workshop and prepared a broad set of strategies under which the city commissioners' proposed goals could be accommodated. During the second workshop, each Commissioner submitted their top goals under each strategy which were later scored and tabulated. Four goals received unanimous support of all five elected officials. Four others received support of three of the five commissioners. Therefore, there were a total of eight goals for the 2011 strategic plan. The major strategies and goals to accomplish them are briefly summarized as follows. They will be described in more detail later in this narrative report. Strategy 1: Financial Plan • Pension Reform • Maintain health insurance costs Strategy 2: City Aesthetics • Code Enforcement AGENDA ITEM # 613 APRIL 25, 2011 Strategy 3: Public Safety • Construct a New Police Building • Continue the COPS Program Strategy 4: Impact of NM Ships • Create /work with stakeholders Strategy 5: Wastewater Improvements • Meet the TMDL/ nitrogen removal standard by the mandated deadline Other Items • Prepare a Marsh Master Plan Strateay 1 : Financial Plan Develop and maintain a sound, sustainable financial plan that establishes sufficient reserve funds, requires specific goals and objectives in the city's annual budget documents, responds to the city's strategic initiatives, publicly provides quarterly financial and program updates to the city commission, and encourages public, private and intergovernmental partnerships to provide city services. Background Cities across Florida and the nation are facing difficult economic times in 2011. Revenues are down and costs are up. Pension costs are rising due to investment losses in recent years, healthcare costs are increasing, and the cumulative burden of state and federal mandates piled on over many years is tremendous. The City of Atlantic Beach has been in somewhat better financial shape than most other cities due to more conservative budgeting over many years. However, budgets have been tight over the last couple of years and there have been many minor service -level reductions. The city will probably be facing more difficult budget challenges over the next year. During the strategic discussions, it was the clear consensus of the commission that staff should plan to cut services if necessary rather than increase revenues. Goal Pension Reform. This goal received the unanimous support of the city commission. The City of Atlantic Beach has three pension plans; one for the sworn police officers, one for other general employees and a Defined Contribution Plan for managerial officials that have opted out of the City's Defined Benefit Plan. Under Florida law, cities are required to provide minimum levels of pension benefits for police officers if they accept insurance premium revenues (Section 185 funds) from the state to contribute to the pension plan. The pension benefits for general employees, both in Atlantic Beach and in other cities across the state, generally lag slightly below those benefits afforded to police and firefighters. In recent years, the level of employee contributions to both defined benefit pension plans has increased and some changes have been made to the general pension plan. However, the annual cost for the city to fund the plans continues to increase. The commission has expressed a desire to consider various options to reduce the pension costs, thereby making the plans more sustainable in the long -term. Funds are budgeted this year and for a study of possible alternatives, although it has been put on hold pending various amendments to state laws that are being considered in the legislature. The actuarial study will be prepared after the legislature finishes their work and the results will be presented to the city commission. Instructions will then be given by the commission to the city's AGENDA ITEM # 613 APRIL 25, 2011 negotiator to work with the unions for pension amendments. Goal: Maintain Health Insurance Costs. This goal received the support of three commissioners. The city's cost for providing health insurance for employees, as well as their dependents, has increased over several years. This is because of increasing costs in the healthcare industry as well as several major illnesses from city employees and dependents. The city commission has chosen to deal with the problem in recent years by reducing the health care coverage benefits, by increasing the employee's contribution, co -pays and deductibles for employee and dependent costs, and by increasing the city amount contributed to support the plan. Finding innovative solutions to keep the cost of healthcare to the city from going up even more will be a challenge. Strategy 2 : City Aesthetics. Maintain city aesthetics through beautification and maintenance of city and state roadways, public rights of ways, and city parks, through consistent enforcement of city zoning and maintenance codes, and through education partnerships with neighborhood groups, churches, the business community and the City of Jacksonville. Background Atlantic Beach has completed numerous projects to improve the looks of the community. In the last three years, major strategic efforts have been targeted to the Mayport Road and Royal Palms neighborhoods. While the Mayport Corridor and Royal Palms projects have involved numerous city departments and abroad variety of projects, the ones relating to this strategy revolve around code enforcement. Before these became strategic priorities for the city, many locations within these areas showed a rundown appearance from lack of maintenance of the houses, businesses, and yards. Accumulations of household items, old toys and junk were often seen in carports and yards, dead landscaping and junk cars were common, and several other factors contributed to the blighted appearance. Major improvements in both areas have been achieved over the last three years through code enforcement. This has required a reorganization of responsibilities to focus on these target areas. Goal Code Enforcement. This goal received unanimous support of the Mayor and Commission. While new code enforcement violations crop up on a weekly or monthly basis, it is the commission's desire to continue the level of code enforcement compliance and resulting neighborhood appearance that has been achieved. One Commissioner suggested at the strategic workshops that staff should consider amendments to the city code that would strengthen the staff's ability to further improve neighborhood appearances. Strategy 3 : Public Safety Provide professional and responsive public safety for citizens by ensuring that those providing the service are properly trained, have properly updated facilities and equipment, and are encouraged to engage the citizens and other stakeholders in the planning and implementation of crime prevention techniques and safe pedestrian and vehicular roadways, and take measures to ensure safe usage of the beach and other waterways that improve the quality of life throughout the city. Back rg ound The citizens of Atlantic Beach have enjoyed an excellent police force over many AGENDA ITEM # 613 APRIL 25, 2011 years. Statistics show that the community has the quickest response times and lowest crime rates in Duval County. Previous strategic goals have involved the PD in two areas. The first is in reducing crime in the Mayport Corridor and Royal Palms neighborhoods and the second is in planning for a new police building. Both of these efforts are being carried over into the 2011 strategic plan. Goal Construct a New Police Building. This goal is supported by three of the city commissioners. The current police building is poorly designed and far too small to meet the current needs of the city's police force. The existing building has approximately 4,000 square feet, but other police buildings in most similarly sized cities across Florida range from 10,000 to 20,000 square feet. The dispatch office is cramped by the addition of new electronic equipment and the HVAC system is overwhelmed. The two holding cells are unusable and there is no room for officers to interview victims or suspects unless individual office space is used. Retention of evidence and other crime records is severely hampered. Planning for expanding the police building started in 2005 but it was soon determined that it would be better to build a new building. After research of available properties owned by the city, the decision was made by the commission to locate the building just north of City Hall and in close proximity to the existing police building. Architects are currently designing the building and should be ready for bid late in the spring of 2011. It should take approximately one year to build. Goal: Continue the COPS Program. This goal was supported by three of the city commissioners. When the Mayport Corridor area was added as a strategic goal three years ago, the decision was made to increase the police presence in the area through the addition of one Community Oriented Policing Service (COPS) officer, the reallocation of an existing position to add a second officer and the addition of a new position for a Community Redevelopment Coordinator. Since that time, all three officers have focused their time almost exclusively along the Mayport Road and in adjoining neighborhoods. Their work has resulted in a dramatic decrease in the amount of crime in the area. The Redevelopment Coordinator has not only worked on policing issues, but has also worked closely toward the creation of a business association along the Mayport Road, toward the creation of neighborhoods organizations, and to provide a number of recreation programs. Numerous other projects and programs have been started in the Mayport and Royal Palms areas. While the commission's description of this goal in the strategic planning workshop described the COPS officers, other comments indicated that the functions of the Redevelopment Coordinator should also be continued. Strategy 4 : Impact of Navy Ships Proactively work with the City of Jacksonville and other stakeholders in the region to prepare for the impact of the new ships at the Naval Base with special emphasis on planning for appropriate use of properties in the region for fleet support services and other businesses and to ensure that usage is complementary to the "residential quality of life" in the city. Background Naval Station Mayport has been the home port for numerous Navy ships and several aircraft carriers since the base was established in the 1950s. Most recently, the Aircraft Carrier USS Kennedy was stationed at Mayport. However, the Kennedy was decommissioned in 2007 and with it many Navy and private employees left the area. The Navy has been planning for various upgrades to the facilities at Naval Station Mayport to enable the homeporting of a AGENDA ITEM # 613 APRIL 25, 2011 new nuclear carrier. Construction of the necessary facilities will require the temporary use of several hundred contractors which will be followed by the arrival of the carrier with over 3,200 assigned personnel. Other new ships and commands are also expected at Mayport in the next few years. The Navy has started making investments in the base to accommodate these new ships, but has not yet set a date for the arrival of the carrier. The timing of the decommissioning of the USS Kennedy had a major impact in our area because it coincided with the downturn in the economy nationwide. Several proposed housing projects along the Mayport Corridor were put on hold and several businesses have closed their doors. The relocation of new Navy personnel to Naval Station Mayport is expected to bring with it a significant economic boom to the Mayport Corridor. Goal Create and work with a group of stakeholders to make the most of the opportunities that will be presented to the community through the naval expansion. This goal received the unanimous support of the city commission. The expansion of Navy facilities and the relocation of new ships and personnel to the area will bring with it numerous opportunities to work with the Navy, the City of Jacksonville, and other entities to improve the Mayport Corridor. These could include the provision of temporary housing for the contractors that will build Navy facilities and helping the new naval personnel find permanent housing. Other opportunities will include getting new family and neighborhood friendly businesses to locate along Mayport Road. One opportunity (challenge) will probably be minimizing any traffic related problems that may come with the increased personnel. Strategy S : Wastewater Improvements. Complete the wastewater treatment plant improvement project and routinely evaluate long -term operating costs associated with the operation of the city's utilities, including a sustainable storm water program. Background The City of Atlantic Beach, along with every other operator of a wastewater or storm water system in northeast Florida, has been mandated to reduce the levels of nitrogen discharged into the St. Johns River. Excessive nitrogen has caused algae blooms during summer months with result in oxygen depletion, fish kills and a generally unsightly appearance. Atlantic Beach is required to begin construction of needed modifications by April 30, 2011, complete construction by December 31, 2012 and meet the reduced nitrogen limit by October 31, 2013. Goal Meet the TMDUnitrogen removal standard by the mandated deadline. This received the unanimous support of all the City Commissioners. In 2008, Atlantic Beach began a study to determine the best method to meet the new nitrogen standard. The conclusion of that study was that it would be most economical to meet the standards by combining the city's two wastewater plants into one, eliminating the Buccaneer Wastewater Treatment Plant, and removing enough of the nitrogen from the wastewater to offset the requirements for reductions in the storm water system. Plans for both the upgrade of the city's main wastewater plant, which will be retained, and the piping system needed to move the sewage from the Buccaneer Wastewater Plant (to be eliminated) have been completed. Bids have been received for both projects and contracts have been awarded. Both construction projects were started recently before the 2011 strategic workshops. Construction on both of these projects is ongoing and is anticipated to be completed in time to meet the state schedule. AGENDA ITEM # 613 APRIL 25, 2011 Other Strategies Background A sixth strategy statement was discussed and amended by the city commission at the final strategic planning workshop. The revised version is as follows; "Utilize appropriate social media resources to promote city services and improve city accessibility for citizens." However, there were no goals under this strategy that received a scoring from a majority of the city commission. However, during the discussion, one other goal that did not fit under this revised strategy received support from three of the city commissioners. Goal Prepare a Marsh Master Plan. This goal received the support of three of the city commissioners. The acquisition of approximately 350 acres of mostly marsh property on the Westside of Atlantic Beach was a goal in one of the city's prior strategic plans. With the aid of a private foundation grant, the property was acquired in 2009. The marsh property connects two other City parks; the Tideviews and Dutton Island Preserves. Except for the public access points at the Dutton and Tideviews Preserves, access to the marsh is very limited due to tidal conditions. However, it was envisioned during the acquisition that the park would be made accessible for passive public uses such as canoeing, kayaking and fishing. To determine how to do that, the City Commission has included funding for a Marsh Master Plan in the current FY 2011 budget. The development of this plan will include significant opportunities for the input of user groups, adjacent residents and others. When complete, the Plan should provide a roadmap for projects over the next 10 to 20 years. 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N � Q N Y y E i 0) O 4- O C to co ai s 0 Ln p O L Q •` t0 L O 0 � 0 N N � � � 0 • L N O a U m Q 0 O O •V CL c y o Q N E tco E 3 N ++ w W a, U o a E . v 3 +� O OA + c O ate- O Z - -- Ln - -- - r-i r-I r-i c-i c-i O N CN v v m Ln w Q U D � t _ p O O N (D Ln E a y v ti Ln 00 w Q o c m c a Ln �o a O �/I io O U U O c O L •bb C N CL Q D O H .0 � O •C c Q E > 'C Ln �G Vf e( _ L ° U c 0- N a` O. CL m AGENDA ITEM # 8A APRIL 25, 2011 CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: Request from Beaches Habitat for Relief from Lien on Dutton Island Road Lot SUBMITTED BY: Jim Hanson, City Mana DATE: April 14, 2011 BACKGROUND: Beaches Habitat for Humanity has recently acquired a vacant lot on Dutton Island Road upon which the City of Atlantic Beach has previously issued liens for tall grass and weed abatement. Habitat is requesting that the City grant relief from these liens so that they can create a community garden on the property. Letters from Ralph Marcello, Executive Director for the Beaches Habitat and Jade Carlin are both attached for your consideration. This vacant lot was brought to staff's attention almost two years ago by the COPS Officers indicating that this was one of a few lots in the neighborhood that were creating problems because of their overgrown and rundown condition. City crews had previously cleared some of the tall grass and brush, although there were several old trees on the property, some of which had fallen into the street. The lot has never been built upon, probably because of its size measuring approximately 50 feet by 50 feet. Tax records show that it was sold in a tax auction in 1974. This lot, along with some others, was brought to the attention of the City Commission in November of 2009 at which time the Commission authorized filing foreclosure suits to recoup the city's cost for maintenance and to cause the lots to be sold or otherwise cleaned up by the owners. Since November 2009, the City Attorney has worked on the foreclosure. There have several problems involved on this particular lot revolving around notification of the owners. It was in the name of a land trust and the only address on file by the county was a post office box. Further, no one would respond to the City's repeated letters. When the issue was finally approaching foreclosure, the owner of the property quick claimed it to Beaches Habitat. Habitat staff has since determined that it is too small to build a house upon, and have proposed creating a community garden. If a community garden were successful at this location, it would be not only an asset to the neighborhood, but would eliminate a blighted lot which has brought down property values in the area. However, it is not AGENDA ITEM # 8A APRIL 25, 2011 assured that a community garden would be a success and the long -term status of this lot is unknown. BUDGET: The City's current lien amount on this lot is just over $5,800. As long as the lot is owned and maintained by Beaches Habitat, the City does not anticipate any further costs for maintenance. RECOMMENDATION: A community garden on this property could become a real asset to the neighborhood and the recent ownership of the property by Beaches Habitat certainly brings some assurance that there is a responsible property owner with the best interest of the community in mind. However, because a long -term success of this project is not yet known, it may be best for the City to keep the lien on the books for awhile but take no action to foreclose on the property to collect the lien. This would provide a time for the Beaches Habitat project to make the project work without having to overcome the additional burden of paying off the City's lien. Consequently, the recommendation is to maintain the lien, but agree to take no further action as long as the lot is owned and properly maintained by Beaches Habitat. ATTACHMENTS: 1) Letters from Beaches Habitat (2) 2) Picture of the property from November of 2009. 3) Property map showing location. hi -114 iL' MEL' AL R MAL dA �� IH ;I 4 - 71 4;66A r it a 101 An, L , -- Mlloill Al la I l d ' =rA. A "J.4 IL AM p Pk ALI if Igo OL �IUME A A I I Ir op no" Jr. r �'L- IV I t W6 T 1. �??�o!,�R �. �T �47• �.,} r�:�.fie� "` fS�.Yr: 9, '.Tff' LN �rF- 7-7-, � rr &NT N as 0 ® S, tr Imi 1 4 . ., . - . 6, , " , ; *4 -A Ar i 6 4 1 � �hl,'y�R�y:'� *�r�v -rti ' r �'L�lii',. ii I��r'.�� 51:�';v.. 1�L:, t rl F „ r {;:_�i'• :Ili: �IFll. •II�:� AGENDA ITEM # 8A APRIL 25, 2011 these youths will help plant a variety of herbs, fruits, and vegetables. After its inception, we will make weekly trips to the garden to teach the students about upkeep, nutrition, growth and nature. In addition to the assistance of the children, we will incorporate the homeowners and offer them community service hours to help care for the garden. In order to qualify for a Habitat home, potential applicants must pledge allegiance to the organization in a willingness to partner. This means homeowners must dedicate a certain number of hours before achieving eligibility to move in. Working in the urban garden will provide them with a sense of ownership and responsibility within their community. Aligning the youth and adults as caretakers of the landscape will foster a strong relationship between parents and their children, a major focus of this year's after school program and part of our Parents and Children Together (PACT) initiative. Also, it will generate a sense of belonging and ownership within the community. Our goal is to create not just a plot of land, but a neighborhood. To coincide with the mission of Habitat's Neighborhood Revitalization Initiative (NRI), this aspect will build a unified community with the ability to sustain itself via the growth of nutritious produce. Short Term Goals We aspire to teach the students of the After School Program about self - sustainability and gardening. They will each be given plants to care for. These will be planted in I 0-gallon buckets (found on the worksite) and will later be transplanted into a lot. Each student will monitor their plant and learn about the different phases of plant growth. After their plant has harvested, they we will host a dinner to teach recipes that incorporates each of their produce items. This will include both the parents and the children to promote a more nutritious diet and emphasize our PACT (Parent and Children Together) initiative. Long Term Goals Create a full plot with fruits and vegetables. These will be chosen according to season. Once the plants bear fruit we will harvest them. Harvesting will be done on an ongoing basis and whoever volunteers will be permitted to take home the fruits and vegetables. This will all be decided by the Garden Committee. Finally, the extra produce will be sold at Jarboe Park or another local farmer's market. This money will be used to purchase more supplies for the garden. Supplementary funds and their use will be decided on at the discretion of the committee. Management and Organization We will implement a Garden Committee. Roles and duties include: AGENDA ITEM # 8A APRIL 25, 2011 Chairperson • Plan and chair meetings in effective manner • Ensure everyone has the chance to speak • Be a leader and public face of the group when the group needs it • Be fair and open in all dealings • Make sure people do the things they agreed to do at meetings • If the group employs staff ensure proper support and management systems are implemented to support them. • May also have financial responsibilities as a check signatory for example. • Keep up to date with what is going on that might help your group Secretary • Make sure everyone receives all the information they need to make decisions • Plan meetings • Keep a roster of all members • Create agendas for each meeting • Send members the agenda, the minutes of the last meeting and any relevant reports • Deal with letters, phone calls and questions about your group • Keep and share information you find which might be useful for the group Treasurer • Keep a record of all money paid and received by the group • Collect money from all sales of produce at Farmer's Markets or other ventures • Ensure financial procedures are in place, adhered to and regularly reviewed. • Provide regular financial reports for Committee members • Budget for all group activities • Look after the group's bank account Staff Liaison • Beaches Habitat staff member who can communicate with the office staff and ED • Coordinate volunteers • Keep up with timesheets and sweat equity hours given to home owners • Monitor volunteer sign -in PR and Fundraising • Write out press releases for important events • Come up with new ideas to generate interest in the community • After a few years, help plan (along with other committee members) a fundraiser or annual event. Members at large • Spend at least 2 days a month or 4 hours in the garden • Decide on produce to plant in keeping with the seasonal guidelines • Vote on where to spend revenue The Lot AGENDA ITEM # 8A APRIL 25, 2011 We hope to obtain use of the lot on Dutton Island Road before George Street in Atlantic Beach, FL. This lot has a $5,000 lien. We are appealing to the city to waive this lien as the project will be community based and benefit all the residents. Clearing the space Following acquisition of the lot, we will ask Beaches Habitat volunteers at the construction site, to clear the lot of unwanted weeds and prepare it for planting. At most this should take one day. We are willing to recruit and oversee volunteers if the construction crew cannot accommodate our need. Acquisition of Water Water on the site presents a problem. We will get rain barrels for most of the water. We will approach the neighbors to make use of their gutters in order to capture the most rainfall. If the rain barrels do not provide sufficient water or there is an extended dry spell, we will acquire water from a neighbor or from Donner center. In these extreme cases, water can be transported. We are in the process of contacting the landowner next door, Rev. Marvin Nash — 904.246.1426 Budget Seeds Donated by America the Beautiful Shovels Watering cans Hose Hand trowels Soil Fertilizer Compost bins Fruit Trees Plants Plant Food Rain Barrels Labor Volunteer based Many of our supplies have been donated Awaiting response from grant applications Estimated budget $2,000 Implementation To be completed in the early morning or early evening Weekly chores: o Watering AGENDA ITEM # 8A APRIL 25, 2011 o Weeding o Fertilizing o Pest control o Harvesting Watering Watering is best done in the in the early morning or late evening, when you will lose the least amount of water to evaporation. Watering with a drip line (a hose or tape with holes in it) will help you minimize water loss as well, because it will deliver the water exactly where it is needed, at the roots. In sunny weather, you should do your best to keep water off of leaves, fruits and flowers, where it will do little to benefit the plant and may lead to scorching. Because water resources are valuable, you should try to conserve water whenever you can, and there are a few strategies that are useful to know. Water conservation tactics include: • Plant species well- adapted to the average rainfall in your region • Apply mulch to the soil to help hold in moisture • Weed regularly, because weeds will pull moisture from your plants • Install a rain catchments system to make the most of rainfall • Use drip irrigation to minimize evaporation • Avoid planting or transplanting during dry spells • Enhance sandy soils with organic mater, to improve moisture retention Knowing how much to water depends on the types of plants you have in your garden, because all have different moisture needs. It is most efficient to give your garden a good soaking once a week, which will penetrate deep into the soil, rather than watering just a little bit each day. As a general rule of thumb, a few types of plants need extra attention to ensure their watering needs are met: transplants, seedlings, flowering vegetables and fruits, and container plants. Also keep a close eye on plants that are in exposed parts of your garden, who receive high levels of sunlight and /or wind. Weeding Pull out unwanted plants. Preferably during a time when the weather is hot and dry so they are easy to pull out. Be careful not to disturb any of the surrounding plants. If using a hoe, brush shallowly along the surface to avoid disturbing the roots of your garden plants. General Maintenance Collection of any litter or yard debris (branches, twigs, etc) Sweeping or raking up stray leaves on walkways /paths Trimming/mowing any areas of turf Keeping walkway edges clean Raking gravel paths Upkeep of sheds, fences, sheds, etc. through the occasional coat of fresh paint Clearing moss from stone or brick walkways, which could become slippery Maintaining any water features AGENDA ITEM # 8A APRIL 25, 2011 Fertilizing Completed once every 3 -5 months. Spread the compost over the area. Preferably between seasons. Pest Control We are going to attempt to avoid using any kind of spray -on bug killers that may use harmful chemicals. Harvesting Gently detach the fruit and vegetables that are ready for consumption. Who will take the produce home or to the market is yet to be determined. To organize these chores, we will have a monthly sign -up sheet. Hours will be signed off by our staff liaison or any Beaches Habitat employee who chooses to oversee the lot at any given time. AMA jl _j6 3 it 2d 21047 AGENDA ITEM # 8A APRIL 25, 2011 2o3z --125 — 21020 2014 2016 AGENDA ITEM # 813 APRIL 25, 2011 CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: Procedure for Reporting on Suits Against the City SUBMITTED BY: Jim DATE: April 12, 11 BACKGROUND: The Atlantic Beach City Charter Section 61 "Suits" reads as follows; "Upon receiving notice of any suit, the City Manager shall diligently investigate the matter and file a written report with the City Clerk to be presented to the City Commission at its next meeting. The City Clerk shall determine if a special meeting should be scheduled to deal with an emergency situation. Upon receipt of a written claim for damages by an injured parry the City Commission may, by ordinance, make a settlement of the claim." This Charter section is a holdover from an earlier time before the City had insurance for most suits as it does now. It requires the City Manager to perform an investigation of each claim and have it completed in time to file a written report for the next City Commission meeting. Such a report would have to be thorough enough to determine the validity of the claim and to make a recommendation as to whether to go to court or offer to settle. The City now has insurance for most claims, and it is the insurance company's responsibility to perform the investigations which often take several months and the resolution can often take years. Even if a complete investigation could be made by staff in that short time span, it would be inappropriate for the City Commission to take any action that might undermine a case being prepared by an insurance company on the City's behalf. Also, the settlement of claims is usually handled by the City's insurance company. The normal deductible kept by the City for most claims is $10,000. The insurance company's legal expenses to investigate a claim and bring it to court or settlement usually exceed that amount. Consequently, the choice to settle a claim is mostly in the hands of our insurance companies, requiring only the concurrence of the City. City Attorney Alan Jensen has reported that the City has not strictly followed Charter Section 61 since at least 1975 because of insurance coverage. Instead, the suits have been referred to the insurance companies and, on some occasions, the Commission has held a Shade Meeting to discuss the suit. In recent years, receipt of the suits has been conveyed to the Commission in two forms. The first is through the City Attorney's Monthly Report and the AGENDA ITEM # 813 APRIL 25, 2011 second is by individual reporting from the City Manager to the elected officials. This doesn't happen often because the City receives approximately one suit involving liability per year. This section of the City Charter is clearly outdated and probably should be eliminated. However, that would take either an act of the State Legislature or a vote of the public to change it. Until that happens, staff proposes to change the way that suits are reported to the Commission to better match the language of the charter by providing a written report, but no investigation, in the regular City Manager's Report whenever notice of a suit is received. It will probably be best not to have much public discussion during a public meeting because it may compromise pending litigation. Specific questions from the City Commission would be better referred to the City Attorney or the City Manager outside of the regular meetings. Following is a list of ongoing suits involving liability to the City; - Dubberly, Bobby v. City of Atlantic Beach Date of incident 5/7/07; Notice received 4/13/10; Mr. Dubberly's claim is that the City police excessively tightened some handcuffs during an arrest which led to bodily injury, suffering and disability. - Dukes, Lawrence v. City of Atlantic Beach Date of incident 4/29/09; Notice received 7/16/09; Mr. Dukes claims police lacked proper cause to arrest him for driving under the influence. - RCBS v. Estates of Atlantic Beach, City of Atlantic Beach and the City of Jacksonville Notice of intent was received on the suit February 15, 2010. This suit involves land use, deed restrictions and ownership of property being used by the City of Atlantic Beach for a sewer pipeline. McNair, John v. City of Atlantic Beach Initial complaint filed 3/14/09; EEOC complaints of suspension, discrimination, hostile work environment, retaliation and termination. There are also some suits filed against the City because of the City having liens against property owners who are facing foreclosures. While the City is named as a party, there is no liability to the City. The outstanding suits of this type are summarized as follows; - US Bank National Association vs. Alex Himmelberg; City lien filed for failure to animal control citation. Mercantile Bank vs. RK Properties; City lien filed for failure to pay water and sewer charges. AGENDA ITEM # 813 APRIL 25, 2011 - Bank of America vs. Rey Franqui; City lien filed for failure to pay animal control citation. BUDGET: There are no budget issues related to this report. RECOMIVVIENDATION: Consider the recommendation on how to meet City Charter Section 61 dealing with suits and either approve the recommended process (through the City Manager's written reports) or advise how it should be done differently. AGENDA ITEM # 8C APRIL 25, 2011 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: Advanced Disposal Annual CPI Cost Adjustment Request SUBMITTED BY: Rick Carper, P.E., Public Works Director DATE: April 7, 2011 BACKGROUND: The City's sanitation contractor, Advanced Disposal, is requesting an annual fee increase of 1.2% for the upcoming contract year (6/01/2011 through 5/31/2012). The base contract price, excluding fuel cost, of $12.96 (monthly cost per residential unit) would increase to $13.11. The proposed increase is in accordance with the Consumer Price Index — Urban and equals an annual increase of approximately $10,000.00 in the Pick up and Haul contract. An annual change in contract price to compensate for Consumer Price Index fluctuations is authorized by Section 2.F of the contract. This is the first CPI increase requested under this contract, which expires 5/31/2014. The Sanitation contract also contains an allowance for a quarterly price change due to changes (up or down) in fuel costs. The significant increases in fuel prices since the beginning of this fiscal year have resulted in a total increase of $0.53 per residential unit per month. Combining the fuel cost increases with the requested CPI increase will result in a total monthly cost of $15.70 per unit (cost at contract inception was $15.25) for an overall annual rate of increase of less than 1 %. The highest monthly rate since contract inception has been $16.12 (third quarter of 2008) and it has been as low as $14.74 (second quarter of 2009). RECOMMENDATION: No action required — for Commission information only. Both the requested base fee increase of 1.2% to the Advanced Disposal contract for the period of 6/01/2011 through 5/31/2012 and the fuel price increase are required by contract. BUDGET: $1,250,000 is budgeted for Sanitation Pick up and Haul, Account 420- 4201- 534 -3401. Cost for the first six months of FY 2010 -2011 totaled $605,689. ATTACHMENTS: 1. Advanced Disposal letters requesting rate increase 2. Consumer Price Index Information REVIEWED BY CITY MANA id. F � � � � ia`.i T j 7 W* I V14, ro s r I j A " M f� R� 41 h s. dl 3A. L L al i t I�m i ir X. t6 ■ - 4 rIF 3a MO2JIME + 14i y , i ��' � �' •�' `'fir ' rye . 7i FN . i A • � I i. � •- �,{.�, , .,.r• ic�' mil' ;� a' .�, •I_�::•!; { � � 44w'I'S :Ilia 7 ''it � r� � '�, $�;�yL {' l� � :�Sti� 'li{Fr�J� F, �:.' re. + � 1 4f9i• , ;L `'� , �: r 'I I�: 1 4'� t } y4•�1 J i'�: { • '5� r4�5 5 s�r .'' ` �( k1�3 -�•. 5•Y .•Y, ' �S� ■ y j 1 J !_�•,I , r 'Ij Y, I � rr L �� 5 �t■Q�f '[ � ' *� �7 } f lkp r! y'C `y¢�o ..S _' i�,s '. ,: h• l•`:��'1 �: • _1 ��g }sky► I ' • ` i W4 {I �. ' .!�e� i'C{�+ ! L'� "' ;'Rr 4'�4 d'�:' .,, •!' �; a G';it f w '.� ;+ - {l.i .�;'N, ;. r 4 •r� !i Y S i'• �. I A,, � w. 'Si i y Syr • - }� i �I • �' - I '. { ' ' 'f �. R , }' _ - i 5 _. ■ . ■�i ��'I !: r f.� 1i +'�"•�' IF..�'If T1 7; I. 1. .� 44' f� f 1C •'� 3 5 �^ ` f,..�■ y y r Y4• - .6 + -i 1- �Y y 4 114— l + 4 ''^• .C. .� i ^3!'� n h I. •�ti` ' �. it t • }[. �Il. IJ Y -.v6 5A' g �i - ,4� �• � �..r�': {I 7t'`.r •r ,. t {y ,. {�: q r' •�� �• f� L il�`c. i TTT� a 1 .'1.= - 4' .I•: !i'�` �:�' �• y * 4 ��� - 1;" 41.� S�I i -�...I � 1 � * �� �F. s , I 7 �-I t J, rY7 **i1'r. i JJ I 1 �.. f. 4 1'3•i ,'Ill: !S:•14 4Y R• }S .' j.a L�M1'. y}3S ��k , 1y 4. ����' it I 7Y'.I 1 il:t� }; a 11 I` t.i �i, +r_.,' � F.•'� 1 s� 1 ' I rs }�Iir 7A ,: ('�I�{ , _ _�S I'i} � Jf -; q'S��• �' + i... �,'. '4t:r_` � '_ii * } ■ �X.I�illr s . 5r_y } r�_' ►..� 44:a r -,.i +, AGENDA ITEM # 8C APRIL 25, 20I I Table 1. Consumer Price index for All Urban Consumers (CPI -U): U.S. city average, by expenditure category and commodity and service group (1982 -84 =100, unless otherwise noted) See footnotes at end of table. Unadjusted Relative Unadjusted percent change to Seasonally adjusted r importance, indexes July 2010 from- percent change from - C n I `� r v December 2009 June July July June Apr. to May to June to 2010 2010 2009 2010 May June Jury Expenditure category All items ......................................................... ............................... 100.000 217.965 218.011 1.2 0.0 -0.2 -0.1 0.3 All items (1967 =100) ..................................... ............................... 852.926 653.066 - Food and beverages ................................... ............................... 14.795 219.562 219.539 .9 .0 .0 .0 .0 Food ......... ............................... . ...... ................. ................. ........ 13.738 219,218 219,121 .9 .0 .0 .0 -.1 Food at home .......................................... ............................... 7.801 215.361 215.256 .7 .0 .0 -.1 -.1 Cereals and bakery products ................ ............................... 1.108 250.260 250.172 -1.3 .0 .2 -.6 -3 Meats, poultry, fish, and eggs ............... ............................... 1.745 208.171 206.989 3,6 .4 .4 1.0 .3 Dairy and related products ................. ............................... .820 197.947 198.991 3.0 .5 .2 .1 .5 Fruits and vegetables ............................ ............................... 1.153 271.907 265.967 .1.8 .2.2 -11 -1.3 -1.9 Nonalcoholic beverages and beverage materials ................ .952 180.381 161.121 -.6 .5 -.8 -.2 .6 Other food at home ............................... ............................... 2.023 191.001 191.529 3 .3 .3 -.3 .2 Sugar and sweets ............................... ............................... .295 199.737 201.180 3.1 .7 1.2 -1.2 .6 Fats and oils ........................................ ............................... .232 199.375 200.506 -.3 .6 .1 .0 .0 Otherfoods ......................................... ............................... 1.496 204.874 205.166 -.2 .1 .1 -.2 .1 Other miscellaneous foods 1 2 .......... ............................... .439 121.551 122.052 A .4 -1.4 .8 .4 Food away from home 1 . .................................... I................... 5.937 225.797 225.710 1.1 .0 A .1 .0 Other food away from home 1 2 ................................. .326 159.271 159.338 1.8 .0 -.1 .5 .0 Alcoholic beverages .................................. ............................... 1.056 222.680 223.639 1.3 .4 .2 .1 .5 Housing ....................................................... ............................... 41.960 216.778 217.076 -.5 .1 .0 -.1 .1 Shelter ....................................................... ............................... 32.289 248.470 248.677 -.7 .1 A A .1 Rent of primary residence 3 ........................................... 248.999 249.126 A .1 0 .1 .1 Lodging away from home 2 ..................... ............................... .769 140.476 143.358 2.8 2.1 2.5 1.3 .2 Owners' equivalent rent of residences 3 4 .............................. 25.208 258.352 256.395 -.2 .0 .0 .1 .1 Owners' equivalent rent of primary residence 3 4 ................ 23.593 256.347 256.387 -.2 .0 .0 .1 .1 Tenants' and household insurance 1 2 .... ............................... .347 125.289 125.865 3.8 .5 .1 .2 .5 Fuels and utilities ...................................... ............................... 51061 217.820 219.614 3.1 .8 -.4 -1.2 .6 Household energy ................. .......................................... -... 4.028 193.678 195.268 2.5 .8 -.6 -1.6 .6 Fuel oil and other fuels 1 ....................... ............................... .276 265.521 261.257 13.5 -1.6 -2.0 -2.6 -1,6 Gas (piped) and electricity 3 ............................ 3.752 198.207 200.177 1.7 1.0 -.5 -1.6 .8 Water and sower and trash collection services 2 ................... 1.052 169.745 171.156 6.0 .8 .5 .2 .4 Household furnishings and operations ...................... .............- 4.590 125.589 125.239 -3.1 -.3 .0 -.4 -A Household operations 1 2 .............. ...I...................... .781 150.560 150.747 .5 .1 .3 .0 .1 Apparel ........................................................ ............................... 3.695 118.319 115,248 -.3 -2.6 .2 .8 .6 Men's and boys' apparel ........................... ............................... .903 112.446 109.670 -.1 -2.5 .5 2.3 -.2 Women's and guts' apparel ............. ..... ..... -- ................ ........... 1.580 104.746 100.659 -1.0 -3.9 .3 .2 1.4 Infants' and toddlers' apparel .................... ............................... .196 112.930 112.882 1.7 .0 -.4 .8 2.2 Footwear ................................................... ............................... .721 127.198 125.212 .6 -1.6 .0 .6 .2 Transportation ............................................. ............................... 16.685 192.651 193.038 5.6 .2 -1,2 -1.0 1.3 Private transportation ................................ ............................... 15.497 187.593 188.028 5.4 .2 -1.4 -1.0 1.4 New and used motor vehicles 2 .............. ............................... 6.386 97.176 97.820 4.5 .5 .2 .3 .3 New vehicles ......................................... ............................... 3.573 137.503 137.323 .9 -.1 .1 A .1 Used cars and trucks ............................ ............................... 2.012 144.399 148.379 17.0 1.4 .6 .9 .8 Motor fuel ................................................ ............................... 4.525 234.868 234.642 7.7 -.1 -5.0 -4.1 4.4 Gasoline (all types) ............................... ............................... 4.337 234.214 234.091 7.4 -.1 -5.2 -4.5 4.6 Motor vehicle parts and equipment 1 ...... ............................... .401 136.686 137.236 2.6 .4 .3 .4 A Motor vehicle maintenance and repair 1 ............................... 1.167 247.635 247.536 1.9 .0 .0 .1 .0 Public transportation ................................. ............................... 1.187 257.825 257.337 7.7 -.2 1,5 -.5 -.8 Medical care ................................................ ............................... 6.513 388.199 387.898 3.2 -.1 .1 .3 -.1 Medical care commodities 1 ...................... ..............................1 1.611 314.888 314.113 3.2 -.2 .1 .0 -,2 Medical care services ................................ ............................... 4.902 410.802 410.710 3.2 .0 .0 .4 .0 Professional services .............................. ............................... 2.796 327.938 328.899 2.8 .3 ,0 .4 .3 See footnotes at end of table. AGENDA ITEM # SD APRIL 25, 2011 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: Stormwater Master Plan Scope & Fees Approval SUBMITTED BY: Rick Carper, P.E., Public Works Director DATE: April 15, 2011 BACKGROUND: In March, the Commission approved Staff's recommendation of Camp, Dresser & McKee (CDM) to produce a Stormwater Master Plan Update and authorized staff to negotiate scope and fees for these services. Staff, in consultation with the City Manager, has reached agreement on the Scope of Services and Fee proposal attached to this staff report. The Scope of Services includes review of the existing Stormwater Management Program, including known problem areas; Stormwater GIS database review; and development of a proposed long range Capital Improvement Plan for Stormwater. Also included are an evaluation of the City's Land Development Regulations specific to the requirement for on -site storage for added impervious surface; evaluation / recommendation of Low Impact Development (LID) options for addressing some of the nuisance problems; and review of current operations and maintenance practices to evaluate alternatives. In addition to two Public Meetings to promote awareness and determine resident issues, CDM will make presentations to the City Commission at the 60% and 100% stage. The consultant proposes to have Study completed in nine months which will support discussion during the next round of the City's Strategic Planning process. The Base Fee proposal is $99,830, with possible additive tasks of performing a needs assessment for the City's Geographic Information System (GIS) for $4,040 and performing a Preliminary Design Report (more detailed study) if the City desires for a specific problem identified during the Master Plan Update process for $5,620. BUDGET: The Public Works Stormwater Account, 470 - 0000 - 538 -6300, includes $100,000 budgeted for design services for Stormwater Master Plan Update. RECOMMENDATION: Staff recommends the Commission approve the Scope of Services and Fee Proposal for the Stormwater Master Plan Update and authorize the City Manager to sign the contract with CDM. ATTACHMENTS: A. Scope of Services for Stormwater Master Plan Update B. Contract Fee Summary REVIEWED BY CITY MANAGER: AGENDA ITEM # 8D APRIL 25, 2011 City of Atlantic Beach Stormwater Master Plan Update Scope of Services CDM April 14, 2oii 1.0 Background The City of Atlantic Beach (City) has selected Camp Dresser & McKee Inc. (CDM) to perform its Stormwater Master Plan (SWMP) Update. CDM previously developed the SWMP in 2oo2 and will build upon this work to update the plan with the following tasks as outlined in the City's Request for Proposals (RFP): A. Review of the February 1995 CH2M -Hill Stormwater Master Plan, the 2ooi Aikenhead and Odom Analysis of the Sherman Canal System, the 2002 CDM Stormwater Master Plan Update, the 2009 City of Jacksonville Master Stormwater Management Plan (MSMP) for Sherman /Puckett and Hopldns Creeks and Stormwater Capital Projects completed since the original Master Plan. B. System review of historical problem areas, including a minimum of two Public Information Meetings to gather resident input on stormwater problem areas. C. Review and update of the City GIS Drainage database using coordinate system in state plane NAD 83. D. Analyze system for deficiencies and problems, considering Best Management Practices and in accordance with the National Pollutant Discharge Elimination System (NPDES) and Municipal Separate Stormwater System (MS4) Permits and the prospect of future TMDL requirements for stormwater runoff. A primary focus of this Master Plan update will be a review of the City's system of wet ditches leading to the Intracoastal Waterway. Additional tasks include: 1) Evaluation of ditch conditions, including hazards such as vertical side slopes and recommended solutions. 2) Evaluation of wet ditch refurbishment and / or maintenance options (City Forces with Menzi vs. Contract, etc.) 3) Evaluation of Low Impact Development (LID) BMPs for nuisance flooding issues (e.g., rain gardens, treatment swales) AGENDA ITEM # 8D APRIL 25, 2011 4) Review City's current requirement for on -site storage (Land Development Regulations Section 24 -66 (b)) and impervious surface limits contained in various Land Development Regulations sections and make recommendations for modification as appropriate. 5) Evaluation of City's Stormwater System maintenance practices and documentation required for annual MS4 report. Task shall include revision to the Storm Water Management Plan and development of Standard Operating Procedures for required tasks as listed in the draft MS4 permit. 6) Literature review of sea level rise projections for evaluation of possible impacts to the City. E. Develop a complete io -year Capital Improvement Plan, including: i) Recommended system improvements and construction projects, considering future system requirements and projected funding availability. a. Include a priority rating for each recommendation. b. Include a recommended time line. c. Include an estimation of probable costs for each improvement. F. Provide City staff with three copies of a sixty percent (60 %) Master Plan for review. G. Prepare and lead presentations on the proposed Plan to the City Commission at the 60% review stage and after the completion of the final Master Plan. H. As directed by City staff and the City Commission, make corrections or revisions to the 60% Plan. I. Provide and submit for review the Final Master Plan, including: i) Five sets of system maps and schematics 2) Five sets of the Final Master Plan report 3) One set of the Master Plan on CD /DVD, with maps and drawings in AutoCAD 2000 and GIS format with the coordinate system in state plane NAD 83, and text and materials in Microsoft Word format. GIS mapping shall coordinate with existing GIS base maps. CDM has outlined the following specific tasks to address the City's goals for this SWMPU. 2 AGENDA ITEM # 8D APRIL 25, 2011 2.0 Scope of Services Task 1 Existing Program Review CDM will review the existing program changes since the 2002 stormwater master plan update. The review will include obtaining, and reviewing the following documents and digital information: • Current City Stormwater Ordinance • GIS shapefiles • Updated Table of CIP project implementation from the 2002 SWMPU • List of Current Problem Areas • Finished Floor Elevations for Potential Structures at Risk (PSARs) • Repetitive Loss Database • Finished Floor Elevations obtained during the Hopkins Creek Facility Design and Permitting • Current system maintenance, including ditch maintenance work orders /records • Geotechnical and soils reports received as part of recent re- developments The main objective of this task is to identify the focused areas where the capital improvements are necessary, since the regional modeling has been completed and the City has already addressed the deficiencies of the primary stormwater management system (PSMS). For this purpose CDM will dedicate one business day to visit the problem areas identified by the City to inspect field conditions, and gather field information that will allow quantifying the severity of the problem. In addition to the planned field inspection, CDM staff will be available to deploy in the field in the event of a significant storm event. For up to one significant storm, CDM staff will inspect problem areas to field verify the ponding areas, blockages, and system inefficiencies documenting the work. Based on the review of the available data, site visits, and project meetings, CDM will develop a preliminary list of problem areas. Deliverable: CDM will summarize the data reviewed and potential data gaps in a draft report section submitted to the City, outlining the preliminary findings. CDM will identify recommendations for City- resolution ofpotential data gaps. CDMwill prepare a table and figure of each one of the problem areas identified by this task. Task 2.1: Review of the GIS Stormwater Database CDM will request the most recent datasets currently used by the City. CDM will review up to io separate shapefiles and assess the current condition of the database, with emphasis on the following common issues: AGENDA ITEM # 8D APRIL 25, 2011 • Improper geocoding of physical locations • Inconsistent spelling of street names, materials, sizes, and other attributes • Legacy attributes from older data sources • Horizontal accuracy beyond standard tolerance • Data table links broken between relational databases • Vertical Datum conversion issues (NGVD to NAVD) • Reference to external files (Pictures, PDFs) with fixed network addresses Deliverable: A draft report section outlining the potential deficiencies identified during the review of the GIS data along with recommendations for the City to refine /correct the attributes. Task 2.2: GIS Needs Assessment (Not included in this scope) CDM will also submit a questionnaire to be distributed to a maximum of io City staff from different departments including Public Works, Utilities, Planning, Police, Emergency Management, and others. The questionnaire will allow staff to identify specific objectives, and tools desired by each department, as well as known deficiencies and problems that should be addressed. CDM will compile the information gathered from the questionnaires and prepare a lneeting with the City staff to go over the results, and to promote the discussion among the interested parties. Based on the results from the questionnaires, the staff meeting, and the GIS data review, CDM will provide conceptual recommendations on how to resolve these issues. This first step will include the needs assessment which usually constitutes the first step towards a GIS 5 -year master plan horizon. Deliverable: A draft report section outlining the data collected through the questionnaire, and the identified deficiencies that should be addressed as part of a future GIS5 year master plan. Task 3: Capital Improvement Project Evaluation CDM will evaluate up to two of the problem areas identified as part of task i, and will screen potential solution alternatives. CDM will focus on both storage and conveyance improvements such that no new flooding is associated with the system upgrades, but will also consider water quality treatment of the first flush with recessed planters, swales, baffle boxes, and other BMPs for Environmental Resource Permit (ERP) requirements. In Task 4, CDM will focus on the benefits and options to include Low Impact Development (LID) components to the storage - conveyance solution for the two major ditch considered for enclosure. The storage- conveyance evaluation will build upon the existing and updated U.S. EPA Storm Water Management Models (SWMMs) for the City of Atlantic Beach SWMP Update and the City of Jacksonville MSMP Update, which include Hopkins Creek, Sherman Creek and Canal, and Puckett Creek. 4 AGENDA ITEM # 8D APRIL 25, 2011 Task 3.1: Evaluation of Existing Condition in Selected Problem Areas Hydrologic Model Refinement: CDM will refine the hydrologic boundaries, and infiltration parameters for tributary areas for up to two (2) problem areas. Up to 8 new hydrologic units will be created, based on field observations and the Duval County LiDAR topographic contours (2 ft). Rainfall storms used for this evaluation will include up to five 24 -hour design storms: 5 -year (6.2 inches), io -year (7.8 inches), 25 -year (9.7 inches), and loo -year (12.7 inches). Hydraulic Model Refinement: CDM will add a maximum of 20 model links to refine the level of detail in the vicinity of the problem areas. The objective of the addition is to account for critical underground pipes, and control structures including inlets, weirs, and baffle boxes. CDM will estimate the flood levels at the model node locations and compare them against the flooding level of service for structures and roadways as defined in the 2002 SWMPU as practicable: • Local streets and other 2 -lane roads should be passable (water level at or below the roadway crown) for the 5- year /24 -hour event (6.2 inches). • Collector /Arterial (4 lane roads) should be passable (water level at or below the roadway crown) for the io- year /24 hour storm event (7.8 inches) • Evacuation routes should be passable (water less than 1 ft over the road crown) for the ioo- year /24 -hour event (12.7 inches). • All emergency structures should be accessible (no flooding of the structure) for the ioo- year /24 -hour storm (City Hall, Public Works facilities, Fire Department, et al). • Other structures: flooding should not occur in the structure for the loo- year /24 -hour event (12.7 inches). Deliverable: Table listing the estimated flood levels under the existing condition at the model nodes for the two selected problem areas. Task 3.2: Capital Improvement Evaluation For the two priority areas identified in Task 3.1, CDM will evaluate two alternatives to estimate individual benefits in terms of changes in flood stages, flows, or velocities; public safety; aesthetics; conceptual capital costs; and ease of maintenance. Out of the two alternatives, CDM will recommend the most suitable Capital Improvement Project (CIP), and will summarize planning level information including pipe and /or channel sizes and inverts, pipe /channel lengths, storage and treatment volumes required, weir dimensions, and ditch geometry. This task includes a total of 4 conduits and 6 inverts to be added to evaluate each one of the project benefits. Since the City has addressed the major issues in the primary stormwater system, the potential projects that will be identified in this task will likely include ditch rehabilitation, streetscape improvements, green low impact development retrofits, and localized nuisance flooding. CDM AGENDA ITEM # 8D APRIL 25, 2011 will evaluate different pipe geometries to maximize in -pipe storage as well as safe conveyance to manage potential flooding. By considering a combination of conveyance and treatment, the City can treat and infiltrate the first flush of stormwater runoff to satisfy permit requirements and proactively address water quality, while also maintaining /restoring a more natural response time of the system. Deliverable: Table listing the two priority areas with its respective proposed solution and benefits Task 3.3: Preliminary Design Report (Not included in this scope) Because the City has successfully addressed most significant stormwater issues, a project specific Preliminary Design Report may not be necessary for the Master Plan Update. However, should the City desire, for one of the selected projects in Task 3.2, CDM will prepare a brief preliminary design report, which will include the following elements as relevant: • Potential utility relocation based on available information from City data • Geotechnical considerations applicable to ditches and projects involving grading • Pump control points and operating point • One additional graphic outlining details of pipe installation, utility conflicts, GIS parcel boundaries • Brief project description The deliverable for this task will be a SWMP report appendix that outlines the project components, and critical elements to be refined during design. This document can be used by the City to support the bidding process for design and construction. Deliverable: A draft report section providing project information to support design services procurement. Task 4: Evaluation of Low Impact Development BMPs High groundwater table, tail water conditions, and limited available real estate areas are some of the elements that drive the selection and effectiveness of Low Impact Development (LID) features such as rain gardens, recessed planters, green roofs, and rain barrels. Under this task, CDM staff will meet with City staff to discuss and agree on the ultimate goal of this task, and then define examples for redevelopment, retrofit, and development for enhanced ordinance guidance. In some of the Capital Improvement Projects identified in Task 3, CDM will include LID elements to treat and infiltrate the first flush of stormwater runoff to satisfy permit requirements and proactively address water quality, while also maintaining /restoring a more natural response time of the system. In space constrained areas, it is possible to add LID features to ongoing streetscape efforts to promote runoff to recessed areas and use first flush separation devices at the inlets to achieve water quality benefits. AGENDA ITEM # 8D APRIL 25, 2011 The City has been already implementing LID practices such as the onsite storage requirement, limit in impervious area, and recently the use of the Hopkins Stormwater Facility for irrigation purposes. CDM will propose other innovative practices such as stormwater harvesting that might provide treatment benefits. The BMP quantity and quality benefits will be evaluated in terms of runoff volume captured, and mass of pollutant removal for TSS and nutrients. CDM will summarize the results from the evaluation in a fact sheet that can be used by the City for public distribution. Deliverable: Draft report section summarizing the potential benefits of some LID BMPs specifically for the City ofAtlantic Beach. A site guidance fact sheet to educate residents about LID options. Task 5: Review City's Current Land Development Regulation with Respect to Stormwater Management including Requirement for Onsite Storage The objective of this task is to estimate economic benefits /impacts of current on -site stormwater control requirements versus on projected future development for City. The City has established a 50 percent cap on residential impervious area and CDM previously recommended requirements to retain the increased runoff for the 25 -year 24 -hour storm onsite, and requirements to maintain existing onsite storage to avoid cumulative impacts such as the problems experienced over the years in the Core City and in Hopkins Creels. The redevelopment of older beach cottages into higher impervious areas can cause offsite impacts of increased flooding and reduced water quality. Therefore, it is important and fair for the City to have onsite criteria. CDM will summarize the current practice of other Florida coastal communities to use as a reference, such as Neptune Beach which restricts up to 35% impervious areas for redevelopments. A review of the definition of impervious area, will also provide the City with the tool to properly credit benefits from pervious BMPs by developers. Options such as fee -in- lieu -of onsite facilities to fund downstream storage, treatment, and conveyance may work in some areas and will be evaluated as part of this task. The following aspects of the current requirement will be considered: Cost: CDM will perform a conceptual comparison of the construction and ]maintenance cost of implementing on -site runoff control versus developing regional solutions for the sample area shown in Figure 1. The existing condition will be modeled with the same assumptions that were considered during the Core City project (38 0/0). The analysis will consider the following typical parameters of residential in Atlantic Beach and will also consider the current constraints to develop regional facilities with very limited available open land: i. Change in imperviousness 2. Site grading /storage 3. Conveyance /blockage to historical runoff L� f'. i ,.16 A I t ' f .jp L AGENDA ITEM # 8D APRIL 25, 2011 As practicable, the regional solution comparison may include swales, channels, and storage where feasible along with underground culverts, vaults, baffle boxes, to offset the runoff contribution of individual parcels. Design Storm: CDM will compare the benefits of regulatory onsite control for the 10- year /24- hour, as well as the 25- year /24 -hour storms. The comparison of the benefits might allow the City to consider a different standard for the evaluation of onsite storage, and LID BMPs. Engineering Parameters: In recent applications the selection of soil parameters and the "C" factor have been critical in meeting the City's criteria. CDM will review recent geotechnical explorations conducted by redevelopments to further refine the current infiltration parameters. CDM will propose a set of hydrologic parameters for consideration of the City. This will provide the City with the documentation that can be used to distribute to developers. Emerging regulations the U.S. EPA Numeric Nutrient Criteria and NPDES MS4 rule revisions in 2012 will likely require additional controls for nutrients in stormwater runoff and Florida is considering a Unified Statewide Stormwater Rule that provides credits for BMPs that were not accepted in the past by regulatory agencies such as rain gardens, rain barrels, and other LID methods. CDM will consider these as potential tools to achieve the same goal. Deliverable: Draft report section comparing the LOS and cost implications of the current on -site runoff control versus a regional approach, and a draft report section summarizing the status of the US EPA NNC and NPDES MS4 regulations for potential impacts to the City. CDM will draft language for City's consideration of adoption as City's ordinance. Task 6: Evaluation of O/M Alternatives and MS4 Report Assistance CDM will evaluate the ongoing discussions regarding the upcoming unified stormwater rule, as well as the NNC, and TMDL load disaggregation, in conjunction with the MS4 permit renewal. The main objective of this task is to identify credits and pollutant load reductions associated with recent projects such as the Hopkins Creek Regional Facility, potential conversion of existing ditches, and implementation of LID BMPs. For operation and maintenance the City has been able to clean and maintain wet ditches with its own staff and the City's Menzi machine. The ditches are key components of the City's PSMS and must be maintained to achieve manage flooding; therefore, this LOS must be maintained as practicable. CDM will review the available operation and maintenance cost data and compare these costs with capital and long term O&M costs for the enclosed ditch systems to determine the most cost - effective life cycle solution for the City, including the possibility of contract O&M. As part of this task CDM will provide general Standard Operation Practice manuals to provide operation and maintenance guidelines for common stormwater elements such as swales, inlets, and pipes. Deliverable: A draft report section outlining the potential impacts upcoming NNC, TMDL, and NPDES MS4 revised stormwater regulations to the City ofAtlantic Beach; Maintenance AGENDA ITEM # 8D APRIL 25, 2011 recommendations for standard operation of the stormwater BMPs; and summary of comments for the City's NPDES MS4 report. Task 7: CIP Cost Estimates CDM will prepare a conceptual capital and maintenance cost estimate for up to io different projects, including the two selected alternatives as part of Task 3.2. The objective of the cost estimate is to identify significant cost items that might separate one project versus the others. It will also serve as a first estimate to plan the City capital outlay to build and implement the recommended solutions. Deliverable: A conceptual cost estimate in tabular format for up to io projects. Task 8: Alternatives Ranking CDM will rank the projects based on field visits, data provided by City staff, and review of the available information gathered in Task i.o. The ranking of these projects will be highly based on the current number of complaints, work orders. CDM will provide ranking recommendations based on recent examples of projects completed in Coastal Florida communities. Additionally, for the two selected Capital Improvement Projects (CIP) in Task 3.2, CDM will quantify the relative benefits for flood stages vs. capital costs. The ranking will be based on the desired level of service, which summarizes the program objectives when it comes to roadway flooding, structural flooding. Two meetings with City staff are included in this task to discuss the parameters and the weighting criteria as approved by the City. CDM will produce a list of projects with a conceptual capital cost estimate that will allow the City to plan for implementation in a io -year time frame. Deliverable: Draft report section and table ranking the projects based on the lowest cost for the greatest relative benefiting terms of flood stage reduction and treatment provided in Acre -Feet. Task 9: Literature Review of Sea Level Rise Projections for Evaluation of Possible Impacts to the City The City is susceptible to changes in sea level, and currently there are many ongoing panels, groups, discussions at the Federal and State level regarding this controversial topic. CDM will review available data from the USACE on potential sea level rise and impacts in order to determine how relevant this issue is to the actual topographic elevations, outfalls, infrastructure, and future projects in the City. Based on the review, CDM will prepare a summary table of parameters that will be used to determine the current mean tide, the mean high tide, and the i -year tidal still water elevation. Deliverable: A draft report section summarizing the findings of the evaluation, and a map identifying portions of the City below the 1 -year still water elevation. AGENDA ITEM # 8D APRIL 25, 2011 Task 10: Community Rating System Certification Assistance The City of Atlantic Beach currently holds a class 7 CRS, and is interested in updating some of the supporting documentation to obtain an additional 5 percent discount from the National Flood Insurance Program (NFIP). The City will review the following documentation in compliance with CRS credited activities based on the AW214 Recertification Form: • Verification of the City's geodetic benchmark network • A log of Floodplain Determination Requests and Responses • Floodplain Management Annual Outreach Materials • Flood Protection Assistance Outreach Materials • Repetitive Loss Property Owner Outreach Materials • Floodplain Management Plan Annual Progress Report • Typical Inspection Reports • Report on Flood Warning Program • Flood Warning Program Outreach Materials • Amendments to Floodplain Regulations • Amendments to the allowable density of development in zoning districts within the floodplain • Amendments to the City Building Code • Amendments to the City Stormwater Management Regulations City staff shall provide information regarding the most recent annual recertification report, status of changes to floodplain regulations, City building code, development zoning within the floodplain, and stormwater management regulations. Deliverable: A report section outlining the findings of the data review and recommendations to improve documentation and scoring in order to maximize the CRS certification. Task 11: Public Meeting Assistance CDM will attend up to two public meetings organized by the Public Works Director, with the main objective of presenting to the public the preliminary results of the previous tasks. The objective of the meeting will be to allow stakeholders to understand the issues behind two topics: • Land Development Regulations. • Wet ditch Refurbishment /maintenance options. • Presentation to City Commission of the draft and final submittal of this master plan. 10 AGENDA ITEM # 8D APRIL 25, 2011 CDM will prepare technical presentations, be available to answer questions from the audience, and document the discussion in meeting minutes. Deliverable: CDM staff attendance at two meetings, and preparation ofpresentation slides to support the discussion at the public meetings. Presentations to City Commission for draft and final submission of the master plan. Task 12: Stormwater Master Plan Update The CDM team will compile the draft report section from the previous tasks into the SWMP Update report for City review and comment. Five hard copies will be provided to City staff for review. CDM will meet with the City to present the report and to discuss comments to the report. Once the comments have been discussed with the City, a final report will be issued. The final report will be also submitted in PDF format. Deliverable: draft report; two meetings with City staff; final report. 3.0 Schedule and Budget CDM will complete the 12 tasks in this scope of services within g months from the receipt of data from the City. CDM will perform the services described in Tasks 1 -12 for a lump sum amount outlined in Table 1. M AGENDA ITEM # 8D APRIL 25 2011 0 N .•r Ar a o O O to O M O 00 O 0� O_ O N O M o _ O Vn o 00 O Vl o N O M o O 0 M 00 C� O �t 00 l� V rl 00 O 00 69 69 69 69 69 69 69 69 69 D\ 69 °, O � 69 69 69 69 69 b9 N to O 00 O O I'D M to 00 O to 00 to N r+ M to (�ll � O 0 O O CV to N 0 r1' CA N N O tO to so 0 0 69 d 0 0 00 d' to N 00 rY N d' N 00 O � O 6�9 W � 0 A OM 0 O y O 10 0 M N N M •� q d A a W � V d y b�l O O O 0 O M N to N d' to N 10 I'D to N F4 O O hl N (A CV d' 00 'T �O d' N �° (V to O 00 � O D O O O N 00 rF 00 d' O to O O rP "r O � O � O 69 H CIO 0 U (((,, U U 0 U ° U Qi t; y r•+ O S~' U u • u � � U w � b � �' � O a ti c � a 0 0 b 0 p } O w �Tr H 0 C T-. 1--V 0 •� Ch O • l'+ W > U U O PC w a O U ° Hw l l l u Wful i w Ol 14, U P. a U o U c, 0 o o o 0 0 0 0 0 0 0 0 .a ri cri m q � F A O a AGENDA ITEM # 8E APRIL 25, 2011 AGENDA ITEM: DATE: SUBMITTED BY: BACKGROUND: STAFF REPORT CITY OF ATLANTIC BEACH COMMISSION MEETING Art in Public Places April 14, 2011 Timmy Johnson, Recreation Director At the September 27 City Commission meeting, the Cultural Arts & Recreation Advisory Committee proposed coordinating an Art in Public Places program. The City Commission approved the proposal with the understanding that all artwork and locations would come back to the City Commission for final approval. The Committee sent out a call to artist to place a mural on the outside of the restroom facility at Donner Park. The City received several responses, but only two proposals from artists that are willing to donate their time while working with the kids in the community. We currently have an artwork proposal from Ginifer Brinkley for consideration. The proposed design has been reviewed and approved by the Cultural Arts and Recreation Advisory Committee, and by City Staff. At this time, the Committee is requesting that the Commission approve the proposal for the Art in Public Places program. BUDGET: RECOMMENDATIONS: ATTACHMENTS: Funds for this program will come from the Cultural Arts and Recreation Advisory Committee's budget Approve the art proposal from Ginifer Brinkley to be installed on the restroom at Donner Park. Approve the site locations for Art in Public Places • Lift Station at Donner Park • Lift Station on Camelia Street Artwork from Ginifer Brinkley Proposed locations for Art in Public Places REVIEWED BY CITY i �1 two, . . . . . . . . . . . . . . . . laz vmj ; I = Mti laz vmj ; I = �; ��. �'--- _..-- '^�a!�1, ; — 2! .'.`1 � i � tier �� ti� .� � � . i . w .'�.+� �� �i� �E y �' � -; _.� 1 I + 1 i 41 0 s� I -4pd V u j ti- I + 1 i 41 0 s� I -4pd V A- 5 1 11 _i qt p t * . ■ aim i t M;V,