05-26-98
Page Four
Minutes -Special Called Meeting
May 12, 1998
It was felt that the draft and review of the RFP could be completed quickly since most of the
review could be handled by fax. The City Manager indicated he would try to have draft to Dr.
Rice for review and get it back to the City Commission for the next meeting, or a special called
meeting could be scheduled if necessary.
Commissioner Borno asked for a show of hands from those in the audience who expected that
this project would solve all their drainage problems. No hands were raised.
Commissioner Meserve felt that the recommendation to study specific lots to see if individual
problems could be solved presented a very complex problem. He felt the City Commission may
not have a solution to such problems at this time.
Mayor Shaughnessy indicated she would appoint a committee for upstream management at the
meeting of June 8, 1998 and requested that individuals interested in serving on this committee
submit their names to the City Clerk. Dr. Rice felt that this was not an urgent issue but should be
considered over a period of time and felt citizens could be helpful in this respect. Commissioner
Mitchelson felt there were areas for which solutions may not be possible and he wondered to what
extent the city should assume responsibility to solve such problems.
Commissioner Meserve inquired regarding Johansen Pazk and felt that a parallel RFP should be
drafted to replace the proposed retention pond with baffle boxes.
Commissioner Meurve moved to draft a parallel RFP on the Johansen Park area drainage
issue and request staff to bring a rough RFP to the City Commission for review and go
through the same process on that drainage mue. The motion was seconded by
Commissioner Beaver and carried unanimously.
There being no further business to come before the City Comnssion, the Mayor declared the
meeting adjourned at 10:23 PM.
SUZANNE SHAUGHNESSY
MAYOR
ATTEST:
MAUREEN KING
CERTIFIIED MUNICIPAL CLERK
Page Three
Minutes -Special Called Meeting
May 12, 1998
citizens to review designs they may have for alleviating localized flooding in back yards and to
coordinate ways in which they could hook up to the city's system. He also felt that it was
important to coordinate with the designers of the Wonderwood Road regarding Sherman Creek
and Puckett Creek. The City Manager reported he had spoken with the JTA regarding the
Wonderwood Road project and they have indicated they would work with the city in this regazd.
He indicated he was still working with the DOT regarding the maintenance of the ditches on A-1-
A.
Don Phillips, 1566 Pazk Terrace West, said he was encouraged that the city would take a look at
tail water control. He felt the city needed to be able to control the level of water in Selva Lagoon
for short periods of time.
At this point the Mayor closed the meeting to further public input and asked for a motion from the
City Commission.
Commissioner Mitchelson moved to accept in concept the ideas promulgated in the report
of Terry L. Rice, Inc. dated May 11,1998. The motion was seconded by Commissioner
Borno and carried unanimously.
Commissioner Mitchelson then moved to authorize staff to bring an RFP to the City
Commission, subject to citizen and possible professional review, utilizing the
recommendations contained in the Rice report. The motion was seconded by
Commissioner Borno.
Discussion ensued and Commissioner Borno felt the RFP should not be limited to only those
recommendations contained in Section 4 of the report. The City Manager indicated he would try
to have a draft RFP for review by the City Commission at their next regular meeting. It was also
suggested that in view of Dr. Rice's knowledge of the project through his review and
recommendations, that he be asked to provide professional services in connection with drafting
the RFP.
Mayor Shaughnessy offered sn amendment to the motion to add the word "draft" in front
of "RFP." The motion, as amended, was unanimously approved.
Mayor Shaughnessy moved to direct the City Manager to discuss with T. L Rice, Inc.
Consulting Services to the City of Atlantic Beach for the purpose of a second set of eyes on
RFP's needed to complete this project. The motion was seconded by Commissioner Beaver
and carried unanimously.
Page Two
Minutes -Special Called Meeting
May 12, 1998
complete a request for proposals (RFP) would have to be drafted to seek a professional to design
the amendments. The City Manager expressed some concern that if additional engineering firms
were involved, neither firm would want to accept responsibility if problems arose in the future.
Dr. Rice felt that it was important that the RFP be very clear as to what was required. He also
suggested this may be a good time to get citizen input.
Stephen Kuti, 1132 Linkside Drive, felt that the project should be designed for greater than a 2-
year storm.
J.P. Marchioli, 414 Sherry Drive, indicated he would like to see monthly testing of stormwater to
determine the amount of pollution.
In response to a question regarding whether any one factor of stormwater management
(stormwater collection, upstream management, and tailwater control) was more urgent, Dr. Rice
felt that all three factors should be addressed simultaneously, as soon as possible.
Cindy Corey, 394 8th Street, agreed that citizen input should be sought; however, she pointed out
that volunteers could not be held accountable. She also stressed the importance of tree protection
and felt efforts should be made to minimize disruption to residents during construction.
Discussion ensued and Mayor Shaughnessy inquired regarding "carrying capacity" and following
Dr. Rice's explanation she felt that it may be beneficial to undertake such a study. She felt that
with major projects such as this, professional assistance should be sought at the beginning rather
than at the end of the design process.
The City Manager expressed concern about the sewer portion of the project, specifically in light
of the DEP Consent Order. He suggested drafting an RFP to hook the baffle boxes up with the
ETM design and have a consultant work with the city to make `value" judgements in this regard.
He also suggested drafting an RFP for a tailwater pump station facility, and a carrying capacity
committee made up of citizens with another consultant to assist them in developing a plan of
recommendations for possible implementation or ordinance and policies that could be
recommended to the City Commission for action. Dr. Rice also suggested that a methodical
program to address upstream management also be considered at this time. The Maycr indicated
she would like a schedule to be developed and published of what would be done for upstream
management on the city's part and have public education to get cooperation from homeowners.
Phil Giotto, 1528 Pazk Terrace West, suggested the city consider selecting a general consultant
on a rotating basis to help with RFP's, design reviews, and construction management, to make
sure that the right questions are asked up front. He felt the City Commission needed to make a
decision whether to include baffle boxes, as recommended. He also felt the city should work with
MINUTES OF THE SPECIAL CALLED MEETING OF ATLANTIC BEACH CITY
COMMISSION HELD IN CITY HALL, 800 SEMINOLE ROAD, ATLANTIC BEACH, AT
7: I S PM ON TUESDAY, MAY 12, 1998
Present: Suzanne Shaughnessy, Mayor
Richard Beaver, City Commissioner
Mike Borno, City Commissioner
John Meserve, City Commissioner
Theo Mitchelson, City Commissioner
Also: James R. Jarboe, City Manager
Alan Jensen, City Attorney
Robert S. Kosoy, Public Works Director
Maureen King, City Clerk
The meeting was called to order by Mayor Shaughnessy.
1. Report by Dr. Terry Rice on his review of the Core City Stormwater Improvements
Dr. Rice presented his report dated May 1 1, 1998, a copy of which is attached hereto as Exhibit
A. Dr. Rice reviewed the formula used to calculate the pipe sizes and indicated that England,
Thims & Miller, (ETM) the design engineers, has applied the formula correctly in determining the
pipe sizes- He felt that ETM had performed the task they were asked to do and had provided the
city with the most cost effective design. However, in view of the city's desire to minimize the
impact on Howell Park, he recommended that the proposed retention ponds in Howell Pazk be
replaced with baffle boxes.
Dr. Rice also recommended that citizen input be sought in large projects such as this, particularly
at the 30%, 60% and 90% design stage, and he complimented the Howell Park Review
Committee, which was chaired by Comrissioner Borno, for the work they had done and the
excellent ideas they had put forth.
Commissioner Meserve asked Dr. Rice to confirm that ETM had designed a system that was
efficient and effective and that they had fulfilled their contract, and that the issue of the pipe sizes
and the design of the collection system met with design criteria. Dr. Rice confirmed that the pipe
sizes were within the range of engineering judgement. Commissioner Meserve also confirmed
that baffle boxes would provide treatment equal to retention ponds with less disruption of Howell
Park, Dr. Rice concurred.
Tom Trussell, 312 9th Street, inquired whether the design would still include curbs and gutters
and lowering the streets, and was advised this had not been changed in the design.
The Mayor inquired regarding the procedure which should be used to proceed to design the
amendments which tad been recommended and it was felt that since the ETM contract was
May 11, 1998
shelter when needed, three nights per month on a rotating basis
October through March of each yeaz.
Mayor Shaughnessy
• Reported that her Washington D.C. book/trip diary would be left in the
City Clerk's office for review by the other Commissioners.
• Requested that Public Safety Director Thompson reschedule the
firearms training for Commissioners at the police training academy in
the neaz future.
Adjourumeut
There being no further comments or business to come before the Commission,
the meeting adjourned at 11:30 p.m.
Suzanne Shaughnessy
Mayor/Presiding Officer
ATTEST:
Masueen King, CMC
City Clerk
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LINES FOR THAT AREA; TO PROVIDE FOR
SEVERABILITY; AND TO SET AN EFFECTIVE DATE
(This item was taken out of sequence and acted on afrer item 2A and prior to
Item 3A).
7. New Business:
A. Authorize the purchase of an Automated External Defibrillator at
State Contract price of $2,728.80 to be used by the Lifeguards (City
Manager)
Motion: Authorize purchase of an automated external defibrillator
at a State Contract price of $2,728.80 for use by the Lifeguards.
There was no discussion and the motion tamed unanimously.
B. Action on Staff Recommendation Relative to Selection of a Firm to
Write a Process Safety Management (PSM) and Risk Management
Plan (RMP) for the City (City Manager)
Motion: Defer action on the Staff recommendation relative to
selection of a firm to write a Process Safety Management and Risk
Management Plan for the City of Atlantic Beach concerning OSHA
requirements to protect the public and employees from release of
toxic or flammable substances .
There was no discussion and the motion carried unanimously.
8. City Manager Reports and/or Correspondence:
None.
9. Reports and/or requests from City Commissioners, City Attorney
and City Clerk
Commissioner Mitchelson
Reported that the Beaches Homeless Coalition did not want a shelter
constructed at the beach. The ten churches of the Beaches Ministerial
Association have endorsed a plan where each church would provide
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May 11, 1998
Motion: Approve Consent Agenda Item 4E authorizing the
purchase of a Kubota Tractor Mode[ GSTCA pursuant to the
specifications of Bid No. 9798-8 (re-bid) from Robinson
Equipment at a cost of $26,390.00.
There was no discussion and the motion carried unanimously.
5. Action on Resolutions:
A. Resolution No. 98-20
A RESOLUTION AMENDING THE OPERATING BUDGET
FOR THE CITY OF ATLANTIC BEACH, FLORIDA, FOR THE
FISCAL YEAR BEGINNING OCTOBER 1,1997 AND ENDING
SEPTEMBER 30, 1998.
The Resolution was read by title only by Mayor Shaughnessy.
Motion: Adopt Resolution No. 98-20.
City Manager Jazboe briefly reviewed specific account adjustments in the
budget modification.
Cornmissioner Mitchelson noted that the expenditures totaled more than
$200,000.00 over budget and inquired as to how this cempazed with previous
budgets.
City Manager Jazboe explained an overage caused by Fire Department
overtime resulting from OSHA regulations and referenced the memo date
May 5, 1998 from Public Safety Director Thompson and Fire Chief Ruley.
(The memo is attached and made part of this official record as Attachment A).
There being no further discussion, the motion carved unanimously.
6. Action on Ordinances:
A. Ordinance No. 90-98-165 -Public Hearing and Final Reading
AN ORDINANCE OF THE CITY OF ATLANTIC BEACH,
AMENDING THE OFFICIAL ZONING MAP OF THE CITY TO
INCLUDE THE AREA INCORPORATED INTO THE CITY OF
ATLANTIC BEACH BY ANNEXATION; TO ESTABLISH
ZONING CATEGORIES AND ZONING DISTRICT BOUNDARY
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May 11, 1998
Pursuant to the Specifications of Bid No. 9798-8 Re-bid, From
Robinson Equipment at a Cost of $26,390.00 (City Manager)
F. Authorize the City Manager to Execute a Maintenance
Contract Renewal Agreement Between the City of Atlantic
Beach and Florida Department of Transportation (City
Mauager)
Mayor Shaughnessy inquired if anyone wished to remove any item from
the Consent Agenda for discussion.
Commissioner Bomo requested that Item 4E be pulled for discussion and
Commissioner Beaver requested that Item 4D be pulled.
Motion: Approve Items 4 A-C and F as presented.
There was no discussion and the motion carried unanimously.
Item 4D
City Manager Jarboe explained that Duval County had been declared a
disaster area as a result of storms occurring in late 1997 and beginning
of 1998. It was further explained the city would be able to obtain funds
to cover overtime and related expenses for work performed during the
storms through a joint venture between FEMA and the State of Florida
Department of Community Affairs.
Motion: Approve Consent Agenda Item 4D authorizing the
City Manager to execute a Disaster Relief Funding Agreement
with the Florida Department of Community Affairs.
There was no discussion and the motion carried unanimously.
Item 4E
Commissioner Bomo inquired as to the weight of the tractor and was told
it did not exceed the 4,000 pound limit when fully loaded.
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The appointment was unanimously approved by the Commission.
C. Discussion and Related Action Relative to Proposed Bull Park
Improvements (City Commission)
Kelly Elmore, Senior Landscape Architect with Genesis Group, was present to
answer any questions of the Commission. Prior to the meeting, each
Commissioner had received a copy of the final construction plans for the Bull
Park improvements.
Motion: Defer discussion and related action on proposed Bull Park
Improvements to the June 8, 1998 Commission Meeting.
A brief discussion ensued and Commissioner Bomo requested a phasing
schedule for the park improvements be given each Commissioner prior to the
June 8, 1998 meeting. Mr. Elmore stated he would provide the requested
phasing schedule.
There being no further discussion, the motion tamed unanimously.
4. Consent Agenda:
A. Acknowledge Receipt of Monthly Report of New
Occupational Licenses Issued During the Month of April, and
Monthly Reports From Code Enforcement, Building, Fire and
Recreation Departments (City Manager)
B. Reject All Bids Received Under Bid #9798-17 for Tresca Park
Improvements and Authorize Rebidding the Project (City
Manager)
C. Reject All Bids Received Under Bid #9798-20 for the
Construction of a New Lifeguard Station and Authorize
Rebidding the Project (City Manager)
D. Authorize the City Manager to Execute a Disaster Relief
Fuading Agreement Between the City of Atlantic Beach and
Florida Department of Community Affairs (City Manager)
E. Authorize the Purchase of a Kubota Tractor Model GSTCA
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May 11, 1998
agenda. Mayor Shaughnessy apologized for the oversight and stated the
matter would be discussed on Wednesday, May l3, 1998 during the joint
meeting with the City of Neptune Beach and encouraged Mr. Brooks and his
neighbors to attend that meeting.
Mayor George Vaughu and Councilor Ed Joues from the City of Neptune
Beach were introduced by Mayor Shaughnessy.
3. UnTinished Business:
Mayor Shaughnessy explained that she would take Item 6A out of sequence
and immediately afrer that Item 3A would be considered.
6A. Ordinance No. 90-98-165 -Public Hearing and Final Reading
AN ORDINANCE OF THE CITY OF ATLANTIC BEACH,
AMENDING THE OFFICIAL ZONING MAP OF THE CITY TO
INCLUDE THE AREA INCORPORATED INTO THE CITY OF
ATLANTIC BEACH BY ANNEXATION; TO ESTABLISH
ZONING CATEGORIES AND ZONING DISTRICT BOUNDARY
LINES FOR THAT AREA; TO PROVIDE FOR
SEVERABILITY; AND TO SET AN EFFECTIVE DATE
A Court Reporter was present for these proceedings and a copy of the
transcription is attached hereto and made a part of this official record.
Documents submitted during these proceedings aze on fife in the office of the
City Clerk.
3A. Public Hearing and Related Action on an Application filed by C.B.
Universal, Inc. to Operate a Cruise Ship from Johnston Island,
which Proposed Development is Undergoing a Development of
Regional Impact Review (City Commission)
A Court Reporter was present for these proceedings and a copy of the
transcription is attached hereto and made a part of this official record.
Documents submitted during these proceedings aze on file in the office of the
City Clerk.
B. Appointment to the Tree Board (1) (Mayor)
Mayor Shaughnessy nominated Dennis Spazks to fill the unexpired term of
Susan Bullock on the Tree Boazd.
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MINUTES OF THE REGULAR MEETING OF THE ATLANTIC
BEACH CITY COMMISSION HELD IN CITY HALL, 800
SEMINOLE ROAD, AT 7:15 PM ON MONDAY, MAY I1, 1998
PRESENT: Suzanne Shaughnessy, Mayor
Richazd Beaver
Mike Bomo
John Meserve
Theo Mitchelson, Commissioners
AND: James Jazboe, City Manager
Alan C. Jensen, City Attorney
Maureen King, City Clerk
e meeting was ca a to or er y ayor aug essy. momen o st ent
prayer was observed for Mayor Bill Latham, Mayor of Jacksonville Beach,
who suffered a heart attack on Sunday, followed by the Pledge of Allegiance
to the Flag.
Approval of the minutes of the Regular Meeting held
April 27, 1998.
Motion: Approve minutes of the Regular Meeting held
April 27, 1998 as presented.
The Mayor asked for any corrections or amendments to the minutes. There
were none and the motion carried unanimously.
2. Recognition of Visitors:
A. Proclamation declaring the week of May 17-23, 1998 as Public
Works Week (Mayor)
Mayor Shaughnessy read in full the Proclamation declaring May 17 - 23, as
Public Works Week in Atlantic Beach. Mayor Shaughnessy presented the
Proclamation to Public Works Director Kosoy, Assistant Public Works
Director Jacques and Jack Baldwin a Public Works employee. Mr. Kosoy
thanked the Mayor and praised the work of his dedicated employees for the
good job they do to improve the quality of life for the citizens of Atlantic
Beach.
Christy Brooks of 1222 Jasmine Street stated he was present to discuss the
Mayport Road/Atlantic Boulevazd flyover and learned that it was not on the
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Page Two AGENDA May 26, 1998
b. Action un Ordinances:
A. Ordinance No. 31-98-2 -Introduction and First Reading
AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, AMENDING THE
FUTURE LAND USE MAP OF THE CITY TO INCLUDE THE AREA
INCORPORATED INTO THE CITY OF ATLANTIC BEACH BY ANNEXATION;
TO ESTABLISH LAND USE DESIGNATIONS AND BOUNDARY LINES FOR
THAT AREA; TO PROVIDE FOR SEVERABII.ITY; AND TO SET AN
EFFECTIVE DATE (City Manager)
B. Ordinance No. 89-98-166 -Introduction and First Reading
AN ORDINANCE OF THE CITY OF ATLANTIC BEACH AMENDING THE
OFFICIAL ZONING MAP OF THE CITY TO INCLUDE THE AREA
INCORPORATED INTO THE CITY OF ATLANTIC BEACH BY ANNEXATION;
TO ESTABLISH ZONING CATEGORIES AND ZONING DISTRICT
BOUNDARY LINES FOR THAT AREA; TO PROVIDE FOR SEVERABILITY;
AND TO SET AN EFFECTIVE DATE (City Commission)
New Business:
A. Authorize the Mayor (and city stall) to execute the appropriate gant application and
related documents for funding recreation progams at Jordan Park (City Manager)
B. Action on a request from Aquatic Gardens Association to accept the Aquatic Gardens
retention pond for maintenance (City Manager)
C. Discussion and related action to revise occupational license fees and classifications
(Commissioner Beaver)
D. Approve the purchase of refurbished components at a cost of $3,486.00 to expand the
capabilities of the AS/400 computer system
E. Authorize the Mayor to sign State Revenue Sharing application for fiscal year
1998/99 (City Manager
8. City Manager Reports and/or Correspondence:
9. Reports and/or requests from City Commissioners, City Attorney and City Clerk
Adjournment
If any person decides [o appeal any decision made by the Ciry• Commission with respect to any matter considered at soy
meeting, such person may aced a record of the proceedings, atd. for such purpose, may raced to eesttre that a verbatim record
of the proccedings is made, which record shall include the teslimoay and evidence upon which the appeal is to be based.
A~~ person wishing to speak to the City Commission w so}• matter st 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 Comm;ssioa
Chambers.
la accordance with the Americans with Disabilities Act and Sectiw 286.26, Florida Statutes, persons with disabilities
needing special accommodation to participate in this meeting should contact the City Clerk by 5:00 PM, Fridsy, May 8,
1998.
CITY OF ATLANTIC BEACH
COMMISSION MEETING -May 26, 1998
AGENDA
Call to order
Invocation and pledge to the flag
1. Approval of the minutes of the Regular Commission Meeting of May 11 and Special Called
Meeting of May 12, 1998
2. Recognition of Visitors:
3. Unfinished Business:
A. Action on staff recommendation relative to selection of a firm to write a Process
Safety Management (PSM) and Risk Management Plan (RMP) for the City (City
Manager)
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 WII.L BE REMOVED FROM THE
CONSENT AGENDA AND WII,L BE CONSIDERED SEPARATELY. SUPPORTING
DOCUMENTATION AND STAFF RECOMMENDATIONS HAVE BEEN PREVIOUSLY
SUBMITTED TO THE CITY COMMISSION ON THESE ITEMS
A. Authorize extension of contract with Vortex Biological Services, Inc., for ditch
spraying pursuant to the specifications of Bid No. 9798-19, at an annual cost of
$31,494.00 (City Manager)
B. Reject all bids received for Uniform Rental and Cleaning for Public Works under Bid
#9798-22 (City Manager)
C. Award contract to Brayshaw's Landscaping, Inc., for Atlantic Boulevazd Median
Landscape Maintenance pursuant to the specifications of Bid No. 9798-25, for one
year at a cost of $$11,435.00
5. Action on Resolutions:
None