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07-16-98AUGUST JN%CR(C~GRAPH%C~ The InfonnaUon snd /maps Managers°Y 1925-A N.W. Second Street Gainesville, Florida 32809 Phone: (352)372.6039 -Fax:(352)37i-6039 www.mkropraphiesi ne.eom 9,B 7-z7-98 OF 1~tla.etlc ~eaelc - July 23, 1998 ~~ Memorandum to: The Honorable Mayor and Members of the City Commission City of Atlantic Beach Subject: Community Gazden City Commission Members: 800 SEMINOLE ROAD ATLANTIC BEACH. FLORIDA 32233-5335 TELEPHONE (903) 237-5800 FAX (903) 237-5805 S I;NCOM 852-5600 This is to give you a brief report on the status of the Community Garden. At the last Commission meeting of July 13'", Staff was asked to contact the Duval County Cooperative Agency (DCCA). A brief discussion was held between the Agency representative, Barbara Daniels and Timmy Johnson. The Agency would be willing to work with us in a limited nature; it was indicated they would till the garden twice a yeaz. According to Ms. Daniels the Agency assisted the Boys and Girls Club set up their garden. When staff conducted a visual inspection, however, the garden had not been kept up. We aze planning to meet with the DCCA in late August, which is the first opening they had to meet with us. Also, Patricia Gcelz has been on vacation, and as soon as she returns it is our intention to set up a meeting between staff, Ms. Gcelz and the DCCA. We will keep you apprized of the outcome of the meeting. Respectfully submitted, ~Yl J e R. Jazbce City anager JRJ:tI 8Q -y- Z'7- 98 CITY OF 1~tlaatic $tac! - ?latida ~~ July 22, 1998 Memorandum to: The Honorable Mayor and Members of the City Commission City of Atlantic Beach Subject: Triangle Park City Commission Members: 800 SEMINOLE ROAD ATLANTIC B'eACH, FLORIDA J2233-5315 TELEPHONE 1903/ 237-5800 FAX (9031 237-5805 SUNCOSI 852-5800 This week Commissioner Borno asked me about the possibility of using a piece of land at the intersection of Ocean Boulevard and Seminole Road. also known as Mandalay Park, as a rest stop for pe:,ple wallcing, biking, jogging, roller-blading, and surf boarding in the area. It was suggested that a walkway could be opened up through the middle of this parcel without taking any trees down, but taking some of the underbrush, and having a few benches and a water fountain. We conducted an on site inspection with the Public Works Director and, if the Commission wishes, this could be done by our crew within the existing budget. I am providing this information for your consideration. I Respectfully submitted, J es R. Jarboe ity Manager JRJ:tI 8C v' YMCA of Florida's First Coast `lli build shong kids, strong~mnilies, s(rong rornmunrtirs.' Arlington Fundy YMCA 8301 Fort Caroline Road Jacksonville, FL 32277 ® (904) 7442233 . r.~x (904) 743-3849 July 17,1998 Atlantic Beach City Councl 800 Seminole Road Atlantic Beach, FL 32233 Dear Councl Members Today I spoke with Jim Jarboe, the City Manager to discuss receiving HRS licensing of the portable at Jadt Russell Park It was communicated to me that the City Council was not aware that the YMCA was operating a half day preschool program from that facility. After some investigation we have discovered that our preschool program has been in operation for five of the eight years that we have been at Jade Russell Park The F~cecutive Director and I are relatively new to the Arlington Family YMCA and were unaware of any confusion. Recently, wa have been looking to expand our half day program to meet the needs of more families in the community and in order to do this we need to be licensed through HRS. In order to obtain licensure we must install an integrated fire alarm system. The YMCA will take full finandal responsibility for the addition. We are asking for the support of the City Councl in our venture to upgrade the fadlity. Presently the Playgym serves approximately 90 families through our Mommy and Me Gasses and our Playtime presdwol program. Once we acquire our HRS license we will be able to better serve the community by increasing the number of partidpants we are able to serve. Once again, we are asking for your support as we proceed to ex~and our services within the Atlantic Beach community. We look forward to your response. Sincerely, Christina Hammersmark Youth and Family Program DireGor Afisjion Smrrmtnc To put Christian prinnp(a in[o pracria through Programs that build keo!(hy spirit, mind and body/or all. ~~ I'O: Jittt Jarbce/ City Manager of Atlantic Bcaclt "~' Z'Y" 98 FKl)M: Theo Mitchelson RF.: I'ruposed Employee Income Donus Program Dear Jim, .ls you know, one of the goals that 1 spoke of when 1 was campaigning was an " lncenlive Bonus Program' for our city employees. l use bonus programs for my staff in my company, anrl, Lxcause ofthe success I have had with it, I felt that the City of Atlantic Beach could benefit Crom such a program. Many tinter, the people actually perforating a given job may be able to identify diflcrent way: that the job, or a poAion of it, could be done with equal or bettrr results, at a cost wrings to the city. fn nnice that type ofthinking, there should be a reward for such efforts. Jt is one thing, to a~~ employee, to just do an excel lent job at the work you've been hired to do. Tt is quite another to take the extra step and become PERSONALLY involved in saving the city money. 1 prolwse that the program be structured as follows: li an employee identified a way in which the city can save money, and at the same lime, not reduce our level of service, that employee would submit the idea, in writing, for consideration. If; after review, the city adopts the idea, and it PROVES to produce a cost savings, then tltc BONUS of !0°/u of one years savings with a 54,000 cap, would be split in half, with halfgoing to the employee whose idea it was, and the other halfgoing into a "kiny" or "pool" to be divided among ALL city employees right before Christmas each year. I I~r «ason for the "sharing" of a portion of the bonus with allemployees istwo-fold (1) Sontc employees are in a better position, by virtue of the type ofjob that they do, to receive xu•h a bonus, and we don't want to create a program that caus~ divisiveness amongst our rmployees. (2) in addition, the goal would be to stimulate this type of thinking across the hoard, with all positions, without regard to large or small savings. In that manner, an employee who cotuributes an idea with small savings is still motivated to participate because a t;cncral sense oftcamwork and cohcsivcncss has been stimulated. Though their idea did not resuh in a large personal monetary reward, even their small contribution is deserved and appreciated. I mm the City of Atlantic Dcach standpoint, this proposal is, at worst, revenue neutral, and at best. revenue positive. We have nothing to lose and everything to gain. ~~r Bob Kosoy, Jim Jacques, George Worley, John Ruley, and David Thompson met to discuss the mitigation funds and the appropriate projects for funding. It was agreed that the first item on the list of Priorities from the Department of Community Affairs, Structural Retrofitting of Public Facilities, was probably our best investment in terms of benefit and funding approval. It also provided the advantage that we can tailor the extent of our mitigation projects to the amount of funding that is approved. Even if we do not receive the entire amount of funding that we request, we will still be able to use the funding effectively without committing excessive City funding for completing the project. Estimates were obtained through committee members on retrofitting public buildings that will be critical in the event of a disaster. Replacing the existing fire bay doors, shuttering windows at City Hall and Public Safety, and protecting public works facilities are all worthwhile projects. They are also expensive projects, and the costs of protecting all of these buildings would greatly exceed the available funding. However, the work can be completed as the funding becomes available through the grant process. RECOMMENDATION: We recommend that staff be authorized to apply for Local Mitigation Grant funding for retrofitting public facilities, in the total amount of $40,000 ($30,000 FEMA and $10,000 from Atlantic Beach), including authorization for the Mayor to sign necessary paperwork for that purpose. REVIEWED BY CITY AGENDA ITEM: SA 7-z7- 9$ CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: Hurricane Mitigation Grant SUBMITTED BY: David E. Thompson Director of Public Safety DATE: July 20, 1998 BACKGROUND: The Federal Emergency Management Agency (FEMA) has made grant funding available the a Hazard Mitigation Grant Program. This program follows up on disaster declarations such as the one we had earlier this year (flooding), and its intent is to provide for long termed mitigation measures that will prevent major problems during disastrous events, and/or improve the cleanup operations after such events. The State Department of Community Affairs is responsible for the administration of these grants. The City of Atlantic Beach has already contacted the local Department of Emergency Preparedness to participate in the development of a Local Mitigation Strategy (LMS) plan. Duval County and the beaches are engaged in the development of this plan, but no LMS plan exists at this time. When this plan is completed, we should have a good idea of the most critical mitigation projects for Atlantic Beach as well as its neighbors. The total amount of hazard mitigation grant funding for Duval County is about $113,196. This figure was determined based on a percentage of the previously declared disaster. Atlantic Beach does not have any entitlement to a specific share of this funding, and we will be competing with Jacksonville Beach, Neptune Beach, Baldwin and Jacksonville who are applying for funding. The grant carries a 25% match from the City, and FEMA will cover 75% of the funding. The State has provided a list of the State Funding Priorities fbr the Hazard Mitigation Program (see attachment A). Although the State has the option to deviate from this list, the list establishes their priorities for funding, which may be a significant influence in determining which projects are funded. At the previous discussion of this grant application with the City Commission, the suggestion was made to seek mitigation funding for burying the electric lines in the Core City Project. This part of the Core City Project was estimated at $350,000 to $400,000. At this time, burying the line has not been funded by the City. Using the proposed grant funding to bury the lines appears to be a legitimate usage for this funding based on the protection that it would provide for public utilities and safety. However, in my discussion with Emergency Preparedness officials (Chief Patterson), they were unaware of an approved project for this purpose. It was suggested that the priorities listed by the State would have higher chances of obtaining funding. ORDINANCE NO. 70-98-13 AN ORDINANCE AMENDING THE CODE OF ORDINANCES OF THE CITY OF ATLANTIC BEACH, AMENDING CHAPTER 20, TAXATION, ARTICLE IIl, OCCUPATIONAL LICENSE TAX, AMENDING SECTION 20-51, DEFINITIONS, AND PROVIDING AN EFFECTIVE DATE BE IT ENACTED BY THE CITY COMMISSION ON BEHALF OF THE PEOPLE OF THE CITY OF ATLANTIC BEACH, FLORIDA: Section 1, Section 20-51, Definitions, is hereby amended to include a definition of "Passenger Vessel," as follows: Passenger I'esse/ shall mean a vessel intended primarily to transport passengers. but excluding chartered fishing boats. Crew members necessary for the Qperation of the vessel for its intended puroose shall not be considered ap ssengers for the olpose of this ordinance. Section 2 This ordinance shall take effect immediately upon its final adoption. PASSED by the City Commission on first reading this day of , 1998. PASSED by the City Commission on second and final reading this day of 1998. SUZANNESHAUGHNESSY i Mayor/Presiding Officer ATTEST' MAUREEN KING Certified Municipal Clerk Approved as to form and correctness: ALAN C JENSEN, ESQUIRE City Attorney 7A 7 -z 7- 98 STAFF REPORT AGENDA ITEM: Ordinance 7U-98-13 SUBMITTED BY: George Worley II, Community Development Director ~~~ DATE: July 21, 1998 BACKGROUND: At the last City Convnission Meeting Ordinance Number 45-98-13, amending Chapter 20 Taxation, was adopted along with Staff recontttter-ded modifications inchttling a change of terminology from "Cruise Ship" to "Passenger Vessel". To address this change, Staff rewmmended an amendment to Section 20.51, Definitions, be adopted by separate ordinance to avoid delaying the adoption of Ordinance 45-98-13. Attached is Ordimance 70-98-13 which adopts the same definition addressed in the staff report for the previously adopted Ordinance 45- 98-13. RECOMMENDATION: Staffrecorrvnends approval of this ordinance on first reading and the setting of a Public Hearing on August 10, 1998. ATTACHMENTS: 1) Ordinance 70.98-13 REVIEWED BY CITY MANAGER: AGENDA ITEM NO. indirect benefit the entire City will realize as a result of the program being funded. Adopted by the City Commission this 27'" day of July, 1998. Approved as to form and cortecmess: Alan C. Jensen, Esquue City Attorney ATTEST: Maureen King, CMC City Clerk Suzanne Shaughnessy Mayor /Presiding Officer RESOLUTION NO. 98 - 27 A RESOLUTION AMENDING THE OPERATING BUDGET FUk THE CITY OF ATLANTIC BEACH, FLORIDA, FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 1997 AND ENDING SEPTEMBER 30, 1998 WHEREAS, the City Charter of the City of Atlantic Beach requires that the City Commission approve all budgetary increases and transfers at the fund level, and WHEREAS, the nature of budgetary systems and those day to day decisions affecting such budgetary systems require adjustments from time to time. NOW, THEREFORE, BE IT RESOLVED by the City Commission of the City of Atlantic Beach, that the following Budget Modification be approved for the 1997-1998 Operating Budget. GENERAL FUND Revenues: Contribution from Sewer Utility Fund Contribution from Water Utility Fund 19,096 19,096 Expenditures: Public Safety Code Enforcement Contract Services 42,192 Other Current Charges - (misc related expenses) 1,000 SEWER UTILITY FUND Expenses: Non-Divisional Transfer to General Fund ~ 19,096 WATER UTILITY FUND Expenses: Non-Divisional Transfer to General Fund 19,096 Description: To amend the 1997-1998 Annual Budget to fund the Risk Management Program and Process Safety Management. Total estimated expenditures are estimated to be $43,192 of which all but $5,000 is to be funded by a transfer from the Sewer Utility Fund and the Water Utility Fund. The requirements of this program are related [o our chlorine storage tanks located at various Public Works facilities. The funds are being moved to the Code Enforcement division of Public Safety Department were the City's Safety Officer will oversee the program. The $5,000 being paid by the General Fund is simply to recognize the V ~ CITY OF ~tla.ctlc S'eculs - ~lau."da 800 SE\11NOLE ROAD ------------ ATLANTIC BEACH, FLORIDA 32233-5445 TELEPHONE !9041 247-5800 ~~ ~ FAX ! 904 ~ 247-5805 .~«+. SUNCO\I 852-5800 July 15, 1998 ~~ To: James Jarboe jf From: Karl W. Grunewald Subject: Funding for R.M.P.and P.S.M.. I am requesting that funding for the above programs in the amount of $42,192.00 be placed in the 1997/1998 Code Enforcement Budget the existing balance on September 31,1998 would be carried forward into the 1998/1999 budget to complete the project by no later than June 21,1999. The 1998/]999 budget Gne item # 001-1006-516-4900 should be increased by $1000.00 to cover office supplies and printing for this program. I have spoken to Nelson Van Liere and upon your approval he will prepare a budget transfer resolution for commission approval at the next Commission Meeting. r ~ ~~~ MEMORANDUM Date: July 22,1998 / To: Jim Jarboe, City Manager~j(j-~`(1 From: Nelsou Vau Liere, Fiuauce Director ~_ Subject: Fuudiug for RM.P. and P.S.M. ~o G ~- z7.98 800 SEhfl\OLE ROAD ATLANTIC BEACH. FLORIDA 3?23?-5335 TELEPHONE (903) 237-5800 FAX (903) 237-5805 SUNCO\f 852-5800 Please find attached the budget resolution #98-27 to amend the 1997-1998 Annual Budget for the Risk Management Program and Process Safety Management. The funding is split between the Sewer Utility Fund, Water Utility Fund and the General Fund as we discussed. Funds are to be added to the Code Enforcement Budget so that the City's Safety Officer can expedite the expenditures related to this program The funds for this program most likely will not be entirely spent before the end of this fiscal yeaz. The balance of these funds will roll to next year as an encumbrance. If you have any questions regarding this, please call. Recommeudatiou: Approve Budget Resolutiou # 98-27 ameudiug the 1997-1998 Auuual Budget CITY OF ~4t7laatie $'taek - ~i!e3tda Attached: July I5, 1998 memo from Karl Gruu~Yald requesting fuudiug resolution Budget Resolutiou 1999 FIRST MGHT BUDGET Overtime City Labor 4~•~ Police and Fire 4~•~ Movers I ~•~ Piano Tuners 65.00 200.00 Firewood 100.00 Hayride 300.00 400.00 Limousine Services TS QQ ~Q4-Q4- TotalOperations $4,503.91 $4,300.00 Publicity/Marketing Signs/Banners 1,318.49 300.00 Buttons 1,308.81 300.00 T-Shirts 1,671.0: Photogaphy 400.a 400.00 Phone Line 55.5' 200.00 Paid Advertisements 1,268.2 2,000.00 Glow-in-Dark Toys 224.0 Posters/Ad Design 508.0 400.00 Call for Artists 267.9 '. 300.00 Stationary 176.0 500.00 Progams 27.C 2,500.00 Media Kits 46.5 Courier Service 1Z4~ _ Total Publicity/Marketing $7,446.1 $6,900.00 Decorations Flowers 210.00 500.00 Balloons 200.00 Luminaries 100.00 Overall Decorations 450.75 500.00 Total Decorations $660.75 $],300.Ob Administrative Costs Chairperson 100.00 Volunteer 500-~ Finance 104.44_ Total Personnel $700.00 TOTAL EXPENSES $26 231.33 $28,400.00 Total In-Kind Expense Fundraiser 4,413.00 Publiciry/Marlceting ~,oso 00 Total $10,463.00 $10,000.00 7A L-08-9g 1999 FIRST 1~IIGH"I' BUDGET City of Atlantic Beach $10,670.33 $10,000.00 Corporate Contributions 4,500.00 3,000.00 Fund Raiser Proceeds 8,000.00 Ticket Sales Auction Sales Donations 3,973.00 Bar Sales Button Sales 5,655.00 6,000.00 Merchandise Sales 800.00 700.00 Concession Sales 633.00 700.00 TOTAL INCOME $26,231.33 $28,400.00 In-Kind Contributions $10,463.00 $10,000.00 Fundraiser Invitations Entertainment Decorations Baz Miscellaneous Total Fundraiser Progamming 39.42 500.00 150.00 400.00 200.00 500.00 93 47 444*94_ $282.89 $2,000.00 Artists Fees 11,044.40 10,000.00 Children's Progam 536.27 1,500.00 Teen Progams 0.00 1,000.00 MateriaUSuppGes 1,394.53 500.00 Mailing 102.]9 200.00 Miscellaneous 254.3E Total Progamming $13,337.70 $13,200.00 Operations Rental Trucks 938.61 500.00 Tables/Chairs 1,000.00 Electricians/Supplies 1,025.30 500.00 Janitors 100.00 400.00 Sound System Setup 2,000.00 Adopted by the City Commission this 2'I"' day of'July, 1998. Approved as to form and correchiess: Alan C. Jensrn, Esquire City Attorney ATTEST: Maureen King, CMC City Clerk Suzanne Shaughnessy Mayor /Presiding Offic::. RESOLUTION NO. 98 - 26 A RESOLUTION AMENDING THE OPERATING BUDGET FOR THE CITY OF ATLANTIC BEACH, FLORH)A, FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 1997 AND ENDING SEPTEMBER 30, 1998 WHEREAS, the City Charter of the City of Atlantic Beach requires that the City Commission approve all budgetary increases and transfers at the fund level, and WHEREAS, the nature of budgetary systems and those day to day decisions affecting such budgetary systems require adjustments from time to time. NOW, THEREFORE, BE IT RESOLVED by the City Commission of the City of Atlantic Beach, that the following Budget Modification be approved for the 1997-1998 Operating Budget. GENERAL FUND Expenditures: Nou-Departmental Transfer to First Night-Special Events Fund $ 8,000 FIRST NIGHT-SPECIAL EVENTS FUND Revenues: Transfer from the General Fund $ 8,000 Corporate Contributions 3,000 Fund Raisers Proceeds 8,000 Merchandise Sales 6,700 Concession Sales 700 Total Revenues $26,400 Expeuditures: Operating Expenses City worker overtime $ 800 Contract Services 16,000 Communication 200 Postage 200 Rentals 1,500 Printing 900 Advertising 2,000 Supplies 4.800 Total Expeuditures 526,400 Description: To establish a budget for the First Night Special Event Fund and to transfer $8,000 to cover the portion of program expenditures funded by the City. The City approved a contribution of $ ] 0,000, however $2,000 was already approved and transferred for the insurance for the fund raiser. bB ~- z~- 98 800 SEMINOLE ROAD ATLANTIC BEACH, FLORIDA 32233-5335 TELEPHONE (903) 237-5800 FAX (903) 247-5805 SUNCOM 852-5800 MEMORANDUM Date: To: From: Subject: CITY OF fltlartlc ~iaelc - ~lazlda Jnly z2,199s Jim Jarboe, City Manager Nelson Van Liere, Finance Director~_ Budget Resolution # 98-26 for the approved First Night Budget Attached is a budget resolution amending the 1997-1998 Operating Budget to accommodate the previously approved First Night Special Event Budget. The resolution reflects a $2,000 reduction in the transfer as was presented by First Night due tc this amount having already been addressed with a previous budget resolution for the insurance related to the fund raiser. As the expenditures of the event materialize, the expenditure categories will have to be adjusted within this total budget in the same manner that other City budgets are handled with your approval. Attached: Resolution Amending 1997-1998 Annual Budget Ageuda Item (7A) of the Juue 8,1998 Commission Meeting Recommendation: Approve the attached resolution #98-26 amending the 1997-1998 Annual Budget ~A 7-z7-98 CITY OF ~lartle ~itaelc - ~lezlda ~e~attt#iun No. 98-25 WHEREAS, during the summer of 1998 the State of Florida suffered intense heat and drought which resulted in a rash of dangerous and destructive wildfires; and WHEREAS, from July 2nd through July 6th, 1998, Firefighters from the City of Atlantic Beach responded, along with an attachment of Jacksonville Firefighters, to assist with the fire fighting efforts in Volusia County; and WHEREAS, Atlantic Beach Firefighters faced many challenges over the five day deployment, such as: 24 hours of non-stop firefighting, heat exhaustion from battling fires in temperatures in excess of 100 degrees, and mental anguish from witnessing the pain and suffering of those whose homes were not saved; and WHEREAS, the Firefighters who remained at home worked double shifts to assure that the citizens of Atlantic Beach did not suffer a reduction in fire and rescue service. Separation from families during the July 4m Holiday, as well as fighting lack of sleep, was endured by the entire staff of Atlantic Beach Firefighters. WHEREAS, the City Commission recognizes that the Atlantic Beach Firefighters have truly shown their dedication to duty and the Atlantic Beach citizens and the citizens of the State of Florida. NOW, THEREFORE, BE IT RESOLVED that the City Commission of Atlantic Beach, Florida, does hereby express its appreciation and gratitude to the Atlantic Beach Firefighters. BE IT FURTHER RESOLVED that a copy of this Resolution of recognition and appreciation be spread upon the official minutes of the City of Atlantic Beach and a certified copy hereof be famished to the Atlantic Beach Fire Department. Adopted by the City Commission of Atlantic Beach, Florida, this 27th day of July, 1998. Suzanne Shaughnessy, Mayor John S. Meserve, Commissioner Richazd Beaver, Commissioner Mike Borno, Commissioner Theo Mitchelsott, Commissioner MINUTES OF THE ANIMAL CONTROL REVIEW COMMITTEE MEETING OF JULY 16, 1998 The Animal Control Review Committee meeting was opened by Chairperson Carolyn Woods on July 16, 1998, 4:30 p. m., in the Commission Chambers. Those present were as follows: Carolyn Woods, Nancy White, David Thompson, Sylvia Simmons, Mrs. John Poitevant, and aim Jarboe. Also present from staff: Robert Mesquit, Animal Control Officer and his assistance, Terri J. Van Namee, Kazl Grunewald, Code Enforcement Officer, John Campbell, Deputy Police Chief, and Rick Beaver, City Commissioner. Jim Hilliard who was a visitor, spoke to the committee members concerning the animal control matter. The Committee members introduced themselves and the Chairperson opened the floor for discussion. Discussion centered azound fines, the ability to enforce fines, and other offenses. There was some discussion of educating the public relative to City Codes, as well as the possibility of changing portions of the city code. A discussion ensued concerning whether or not dogs should always be on a leash when not on the owner's property. A discussion ensued concerning the section of the Code that speaks to Animals, and this section was briefly reviewed. A motion was made by Jim Jarboe, and seconded, to double the fines for offenses outlined in the existing code. A lengthy discussion ensued. i At 6:00 p. m. Cazolyn Woods reminded everyone the meeting was scheduled to end and it was decided to continue the discussion at a later meeting. Carolyn Woods asked everyone to review ordinance codes, the need for fines, and the amount that fines should be for each offense. This will be discussed at the next meeting of Tuesday, July 28, 1998, 4:30 p. m., in the Commission Chambers of the City Hall, Atlantic Beach. There being no further business the meeting adjourned at 6:20 p.m. DRAFt tOP~