The URL can be used to link to this page

9-12-11 Agenda PacketCITY OF ATLANTIC BEACH CITY COMMISSION MEETING September 12, 2011 - 6:00 PM AGENDA Call to order Invocation and pledge to the flag 1. Approve the minutes of the Regular Commission Meeting of August 22, 2011. 2. Courtesy of Floor to Visitors 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 monthly Building Department Report for August 2011 and List of Business Tax Receipts issued in August 2011. B. Extend the contract for street sweeping to USA Services of Florida, Inc. for one year at the current cost, which is $25,800.00 and authorize City Manager to sign contract. C. Extend the contract for beach cleaning to Beachcombers North, Inc. for one year at the current price, which is $32,916.00 and authorize the City Manager to sign the contract. D. Award a contract in the amount of $55,712 to Gruhn May, Inc. to construct the 11 Street Water Main Replacement (Bid No. 1011 -20) and authorize the City Manager to sign the contract. Authorize staff to encumber $5,571 under a separate purchase order for use as a contingency for the project. E. Award a one (1) year contract to expire on September 30, 2012 to Corvus Janitorial Systems in the amount of $45,000 (Bid No. 1011 -22) and authorize the City Manager to sign the contract. F. Approve the purchase of the Chevrolet Volt from Nimnicht Chevrolet for the price of $38,816.39 (Bid No. 1011 -23). 5. Committee Reports None. 6. Action on Resolutions None. 1 7. Action on Ordinances A. Public Hearings on adopting a Tentative Millage Rate and adopting Ordinance No. 20 -11 -111 establishing the Operating Budget for fiscal year 2011/2012. AN ORDINANCE ADOPTING THE FINAL BUDGET FOR THE CITY OF ATLANTIC BEACH, FLORIDA FOR FISCAL YEAR BEGINNING OCTOBER 1, 2011 AND ENDING SEPTEMBER 30, 2012. B. ORDINANCE NO. 95-11-104, Introduction and First Reading AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA, AMENDING CHAPTER 4 OF THE CODE OF ORDINANCES, ANIMALS, AND CHAPTER 13, OFFENSES, TO DELETE ANY REGULATION OF FIREARMS AND AMMUNITION, TO CLARIFY THE DEFINITION OF REPLICA FIREARMS, AND PROVIDING AN EFFECTIVE DATE. 8. Miscellaneous Business A. Support for Northeast Florida Regional Council application for grant. (City Manager) B. Award of Contract on Donner Sewer Rehabilitation Project. (City Manager) C. Alternatives to Provide Employee Bonus. (City Manager) D. Renewal of City Non - Benefit Insurance. (City Manager) E. Change Order #1 (Bid 1011 -16) for Sludge and Odor Control Project for Time Delay and Related Project Inspection Cost. (City Manager) F. Change Order #3 (Bid 1011 -01) for WWTP #1 Improvement Project for Additional Cost and Contract Extension. (City Manager) G. Approval of Memorandum of Understanding with Alachua County Sheriff's Office for Radio System Upgrade. (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, September 9, 2011. 14 MINUTES REGULAR CITY COMMISSION MEETING August 22, 2011 CITY HALL, 800 SEMINOLE ROAD Attendance IN ATTENDANCE: Mayor Mike Borno City Attorney Alan C. Jensen Mayor Pro Tern 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 Call to Order/Pledge Mayor Borno called the meeting to order at 6:07 p.m. Commissioner Parsons gave the Invocation, followed by the Pledge of Allegiance to the Flag. Approval of Minutes 1. Approve the minutes of the Regular Commission Meeting of August 8, 2011. Motion: Approve the minutes of the Regular Commission Meeting of August 8, 2011, as written. Moved by Daugherty, Seconded by Fletcher. Votes: Aye: 5 — Borno, Daugherty, Fletcher, Parsons, Woods Nay: 0 MOTION CARRIED Courtesy of the Floor 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. Mayor Borno introduced Mr. Michael Mesiano, Duval County Commissioner for Florida Inland Navigation District (FIND), who presented a grant check for the City to Mayor Borno in the amount of $144,290 to be used for the Tideviews dock extension proj ect. Jeri Benjamin, 800 Seminole Road, speaking as ex- chairman of the General Employees' Pension Board, addressed and clarified comments made at the workshop today about actions taken by the Pension Board as related to the assumed rate of return to be used in the City's Pension Plan Actuary Valuations. She stated comments were made that the 8% assumed rate of return approved by the Pension Board of Trustees was irresponsible and pie in the sky. She stated, as a volunteer Board member with fiduciary liability exposure, she is not sure that language of this nature is really appropriate in this litigious environment. She explained the assumed rate of return had been a hot topic in the pension arena for the past couple of years, due to the decrease in the investment returns in 2008 and 2009 although the upsurge in returns in 2010 quieted the discussions for a while. She explained the meeting to decide the rate was open to the public and comments from the plan sponsor (City management and Commission) would have been welcome. She stated the decision was not taken lightly by the Board of Pension Trustees. She stated, at the Board's request, the first ever Auiust 22. 2011 REGULAR COMMISSION MEETING Paze 2 assumption review was performed this past year. She stated they were given a range of rates and did not go with what was recommended because they felt there was a push to go with the flow and lower their rate. She stated they partnered with the investment advisor and relied on his guidance. She stated he was confident that the 8% was an achievable rate over the long term. She stated, although the decision to stay with 8% was not unanimous, both Boards did vote on it with the caveat that the plan is to annually revisit that assumed rate of return. She pointed out that they would have been considered irresponsible if they had just cavalierly said let's take the rate down to 6 %, which would have meant thousands of dollars in immediate City contribution increase in the coming year. Mayor Borno thanked Ms. Benjamin and stated he did not believe the comment made earlier at the workshop was an intention to slight any of the Board Trustees or their dedication. He stated he appreciated the clarification. Dick Hilliard, 338 11 St., addressed the Commission stating he was against the variance for the parking in Town Center. He asked that they give no more variances. Maria Mark, 1148 Linkside Drive, addressed the public safety issues in the Jordan Park area, stating some of the residents in the area have told her they no longer feel safe in their neighborhood because the drug dealers who were in jail are returning to the neighborhood. She stated the residents also complained about Francis Avenue, which is very narrow and traffic speeds up and down the road. She stated a resident suggested making it a one -way road or putting in speed bumps. She stated the residents have also complained about the noise. She further stated she would like to see more pedestrian crosswalks at some of the busier intersections and suggested that a study be done regarding this issue. She also discussed the five -way stop, stating it needs help to make it safer and have a better flow of traffic. Ms. Mark also addressed Agenda Item 8D, regarding the sign ordinance. She stated a lot has happened in ten years and the economic climate might be cause for the City to reconsider what this ordinance is actually requiring business owners to do. She believes this is a subject to readdress and they could take it back to the business owners and let them give their input on this as well. R.D. De Carle, 51 Beach Avenue, stated he supported Item 8E. He stated there are people parking on the grass next to his driveway because there is a sign that says do not park on the pavement. He suggested the City change the sign to say no parking. He stated we don't have enough parking in Atlantic Beach and this is beginning to become a City crisis because we are never going to have less of a need for parking than we have now. He recommended more research into mixed use, private /public partnerships, to get an expansion of the central business district combined with parking above. He stated we don't have enough parking spaces to park our own citizens who are going to the beach on a nice sunny day. He offered his services to work on an ad hoc committee to work with the Town Center Overlay District as a representative from Atlantic Beach to try to find a solution that might eventually help our oncoming parking crisis. He distributed an example of mixed use with shops below and parking above. Mayor Borno stated Mr. De Carle's volunteering is graciously accepted. He stated this is an issue that has been brought to the Commission before. He stated it is being studied right now and in the future there will be recommendations coming to the Commission for their consideration. August 22, 2011 REGULAR COMMISSION MEETING Page 3 Mitch Reeves, 1663 Sea Oats Drive, thanked the Commission, City Manager, Assistant City Manager, and all the professional staff at the Police Department for the outstanding job they do. He stated he was proud to live in this City and to be able to have the lowest tax rate, have our budgets reduced every year and not lose any services. He also stated he noticed that the sandwiches came from the Firehouse and would like next time that they come from Jimmy Johns, an Atlantic Beach business. Mayor Borno stated Ms. Mark's comments about Francis Street have been noted and this was brought to the Police Department's attention some time back. Commissioner Parsons stated it was also noted in the past couple of weeks there is a problem at Main Street and 6 th Street. 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 None. 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 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, Utility Sales Report and the Monthly Financial Report for July 2011, and the Public Works and Utility Departments Project Status Report as of August 12, 2011. B. Award the Mosquito Control Services contract (Bid No. 1011 -21) to Bluewater Environmental and authorize the City Manager to sign the contract. C. Declare the list of property as surplus so that it may be disposed of in the most beneficial way to the City. Mayor Borno read the Consent Agenda. Commissioner Woods pulled Item A. Motion: Approve Consent Agenda Items B and C, as read. Moved by Fletcher, Seconded by Parsons. August 22 2011 REGULAR COMMISSION MEETING Page 4 Votes: Aye: 5 — Borno, Daugherty, Fletcher, Parsons, Woods Nay: 0 MOTION CARRIED Commissioner Woods noted the Building Department Activity Report continues to show improvement and the water loss is going back down. Public Utility Director Donna Kaluznialc explained this could be because they have just about finished the meter replacement project and believes that might have had something to do with it, but it does fluctuate from month to month, so next month it might be worse. Mayor Borno commented on the completion of Well 2R and the rehabilitation of the well at Plant #1 on the Project Status Report, complimenting Ms. Kaluzniak on her involvement. Ms. Kaluzniak stated the rehabilitation was very successful. She stated the specific capacity went from 11 gallons /minute to 78 gallons /minute per foot, which means when they pump they don't have to pull so hard from so deep from the well which saves power and gives more water. Mayor Borno stated her idea saved the City a lot of money. Motion: Approve Consent Agenda Item A, as read. Moved by Woods, 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 None. Miscellaneous 8. Miscellaneous Business Business A. Regulation of Firearms. City Attorney Alan Jensen explained the Florida Legislature has preempted all of the control of firearms and ammunitions in the State and effective October 1 we have to bring our ordinance into compliance. He stated, after reviewing this with Chief Classey and City Manager Hanson, they have identified certain portions of the existing ordinances which would be affected and have prepared a draft ordinance for review by the Commission. He stated staff is looking for direction to proceed with the ordinance. Chief Classey stated he was here to assure everyone this ordinance will not turn the City into the Wild West. He stated there are a number of State laws that have been on August 22, 2011 REGULAR COMMISSION MEETING Page 5 the books for quite some time that deal with both carrying weapons and discharging firearms. Mr. Hanson further explained the current City ordinance states you cannot discharge a firearm, BB gun or pellet gun inside the City. He stated the change will be to take out the discharge of firearms because the air operated guns like BB guns and pellet guns are not similarly regulated by the State and the only way to keep them regulated is to keep that portion of our ordinance in place. Commissioner Woods suggested adding in the ordinance "all State laws pertaining to any and all weapons of any kind will be duly enforced within Atlantic Beach including, but not limited to . . ." Mayor Borno agreed and asked City Attorney Jensen if there was some way to add that to the ordinance. Mr. Jensen stated, based on what he has read, it would appear if we have anything in our ordinance enforcing discharge of firearms is in violation of State statute. He stated the State statute that takes effect on October 1 states they are totally preempting the regulation of firearms and ammunition. Discussion ensued. Chief Classey stated from an enforcement standpoint it gives them no greater options than what they already have available, and, in the new State law, not only does it have fines for the people who pass those ordinances, it also has fines for the people who enforce them. He stated he would not want to be in any jeopardy of having any of his people receiving some sort of an adverse action due to enforcing the already available State law that has since been duplicated in City ordinance. Mayor Borno suggested working on what we have as a revised ordinance and ask the City Manager and City Attorney to contact the agencies about the summary report and the recommended way to put that out as public information. Motion: Schedule the revised ordinance for first reading at the September 12, 2011 Commission Meeting. Moved by Parsons, Seconded by Fletcher. Votes: Aye: 5 — Borno, Daugherty, Fletcher, Parsons, Woods Nay: 0 MOTION CARRIED B. Revisions to Chapter 8 Flood Hazard Areas. Building Official Mike Griffin explained the changes to the ordinance are to make it consistent with the State Flood Plain Regulations. He stated we participate in the National Flood Insurance Program and the Community Rating Systems Program which gives us a 15% discount on our flood insurance rates. He stated the Community Development Board heard the ordinance on August 16 and recommended approval and he will be bringing it back to the next meeting for First Reading. Motion: Approve and direct staff to bring ordinance back at next City Commission meeting for First Reading. Moved by Woods, Seconded by Fletcher. August 22, 2011 REGULAR COMMISSION MEETING Page 6 Mayor Bomo requested, when they go to the ordinance and have the Public Hearings, that staff compare the current zones with what we had before the change, showing what the cost of a FEMA policy was then with what it would be now. Votes: Aye: 5 — Borno, Daugherty, Fletcher, Parsons, Woods Nay: 0 MOTION CARRIED C. Police Department Semi - annual Report. Chief Mike Classey reported that the Police Department won second place in the Law Enforcement DUI Challenge, third place in both the Click It or Ticket and the overall Law Enforcement Challenge, which are competitions between law enforcement agencies throughout the State of similar size and types. He stated the rewards the Department and City receives, which are almost the equivalent to a dollar /reward, have to be used specifically for traffic safety equipment. He further summarized the semi- annual report, pointing out the emergency response time is 2 minutes, 27 seconds. D. Sign Amortization. Building Official Mike Griffin gave background of the Sign Code Ordinance, stating as part of the revision to the ordinance in 2002, the existing signs that were not in compliance were grandfathered in and given ten years to be in compliance. He further summarized the staff report showing slides of the sign at 675 Atlantic Blvd which Mr. Ofer Kooba brought before the Commission. Mr. Griffin answered questions from the Commission. Discussion ensued. Mr. Hanson stated the staff report is a little misleading when it states three signs have come into compliance since 2009. He stated there were a lot more that came into compliance before then and there is a concern that a lot of people spent a lot of money upgrading these signs to meet the ordinance and if they do away with the ordinance he believes the City would be in a precarious legal position, having forced people to spend money and then doing away with the regulation. He stated they can extend the amortization without incurring that problem. Commissioner Fletcher asked that a list of those businesses that had non - conforming signs that voluntarily came into compliance, without a triggering event such as reconstruction, be provided. Mr. Hanson pointed out that they may not have been voluntary; for instance a number of gas stations changed dealers and when they put up a new sign they had to come into compliance. Commissioner Woods stated she would also like to include in that report how many of the businesses that have not come into compliance have situations like Mr. Kooba's, where there is no easy fix. Mr. Griffin stated there are approximately 57 signs that need to come into compliance. Discussion ensued. Motion: Extend Grandfatherina provision to January 1, 2015 in the proposed ordinance. Moved by Fletcher, seconded by Parsons August 22, 2011 REGULAR COMMISSION MEETING Page 7 Commissioner Woods requested a letter be sent to all businesses who have not complied, asking if there are any circumstances stopping them from coming into compliance, so when they start looking at the ordinance they will know what the real problems are. Commissioner Daugherty clarified they were just asking staff to bring back an ordinance so they can reconsider this. Votes: Aye: 5 — Borno, Daugherty, Fletcher, Parsons, Woods Nay: 0 MOTION CARRIED Commissioner Woods further explained the letter she was requesting should not go out until they decide whether they are going to give an extension and how long it will be. She stated then the City should send a letter out to anyone not in compliance, telling them the date has changed and asking them to let us know why they have not come into compliance, explaining we are going to be reviewing the ordinance and want to know what the real issues are. It was the consensus of the Commission to do this. Commissioner Daugherty asked what the catalyst was that caused the sign changes. Mr. Hanson explained that was the start of the discussion about improving the Mayport Corridor. He stated that was also around the time they were discussing the median project with Jacksonville. Commissioner Daugherty stated he does not understand what changing the signs has to do with improving the Mayport Corridor, especially when half of the corridor is Jacksonville. Mr. Hanson stated when you don't have a lot of really tall signs in a big line it makes it look better and not as cluttered. Answering a question from Commissioner Woods, Mr. Hanson further stated, at Atlantic Beach's request, Jacksonville looked into and adopted a lot of the same zoning regulations and came back a couple of years later with their own overlay, which is not totally equal to the City of Atlantic Beach's, but it is close. Discussion ensued. E. South Coast Capital Proposal for Parking in Town Center. Public Works Director Rick Carper summarized the staff report, showing a slide of the parking lot submitted by South Coast Capital to go from 21 to 27 spaces. He explained they were required to provide additional spaces due to the change from Bookmark, a retail location, to a 75 -seat restaurant. He stated his concern is a safety concern. He stated current City Code does not allow commercial parking to back into an existing street. He explained the change in the parking lot would require that these spaces would always have to back into traffic, rather than being able to pull forward as the cars can presently. Mr. Hanson stated this is not a question of a variance; it is a question of meeting the provision in the City Code that says you cannot back out into a public street. He stated if it were a new plan the answer would be that it violates City Code, but because these were striped this way before, the issue is would this be considered grandfathered; or since the parking lot is being changed, should it come under the current code. Discussion ensued. August 22, 2011 REGULAR COMMISSION MEETING Page 8 Lindley Tolbert of Southcoast Capital, stated those six spaces are already there; they are not asking to change them, they want to leave them as they are. She stated people already back out onto East Coast Drive. She stated just because they become grandfathered in doesn't suddenly mean there are going to be traffic accidents; those six spaces have been striped that way for 27 years. She stated they own almost all the parking down there. She stated they provide parking while everyone else is getting variances and they don't ask for variances. She stated they are trying to be a partner and solve the problem by creating six more parking spaces and ten motorcycle spaces. She stated if it was really just about their tenant going in, they would have only created three more parking spaces. She stated after speaking with three engineers, they feel this is the highest and best use of the space. She stated they are not asking for something to be changed or suddenly exposing themselves to liability. She reiterated you have to back out of those spaces all the time. Commissioner Woods stated she agreed with Ms. Tolbert. She stated what she doesn't agree with is the grandfathering. Mr. Carper stated that "grandfathering" was his word but what he is really asking for is direction from the Commission not to treat this as a new parking lot. Motion: Direct staff to not treat the parking lot in question as a new parking lot. Moved by Fletcher, seconded by Daugherty Mayor Borno clarified this motion would mean accepting the proposed parking plan in the agenda with the angled parking, as was originally striped with the changes. Commissioner Woods asked, if it is not a new parking lot, does it even need an approval. Mr. Carper stated it still needs to be approved. Mr. Jensen stated they are telling them the requirements of the Code do not apply to this parking lot. 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 the JTA bus stop issue on Royal Palms Drive, stating JTA has created some changes to the bus routing whereas all the stops will be on the west side of Royal Palms Drive, eliminating the pedestrian crossing and visibility issues. He stated JTA is still working with various owners of private property to get a transfer station. Mr. Carper stated this plan was put in effect last Monday. Mr. Hanson reminded everyone the Budget Workshops will be this Wednesday, August 24, to discuss Public Works, and August 31, to discuss Public Safety and Personnel, and, if needed, September 6. He stated we have an emergency issue related to the rehab of the water tank at Plant 4. He stated they discovered the top of the tank needs to be replaced rather than repainted. Ms. Kaluzniak explained after the tank was sandblasted it was found that the metal in August 22, 2011 REGULAR COMMISSION MEETING Page 9 the top was so thin that it wasn't able to be repaired and it needs to be replaced. She showed a slide from the inside of the tank. She stated our contractor obtained quotes from two different subcontractors and the lowest quote was $26,500 plus the contractor's additional bond cost, coordination and supervision of the crew and additional sandblast and painting of the new roof, for a total change order of $38,625. Motion: Approve the emergency expenditure as recommended by staff. Moved by Woods, Seconded by Fletcher Ms. Kaluzniak explained the bids for the I I th Street Water Main project were $50,000 under budget so she has enough money to cover this change order. Votes: Aye: 5 — Borno, Daugherty, Fletcher, Parsons, Woods Nay: 0 MOTION CARRIED Reports/Requests 10. Reports and /or requests from City Commissioners and City Attorney City Commissioners City Attorney Commissioner Daugherty • Asked Mr. Thompson to report on emergency preparedness. At his request, Mr. Thompson explained the City's hurricane plan. • Reported on the progression of the Tideviews pier. Suggested naming it Sunset Pier. Adjournment There being no further discussion, the Mayor declared the meeting adjourned at 7:57 p.m. Mike Borno, Mayor /Presiding Officer ATTEST: Donna L. Bartle, CMC City Clerk AGENDA ITEM # 4A SEPTEMBER 12, 2011 p o CD CD cn N w M I- h � h O N N ZO p N O �qLo �� M *k *k LL W a W Q Cl) N _- -- -- - - i cn cn d o 0 J HN O UUUZV J Q Z E $c�cn E c o O p W Z °-o�m= w— Z N LO LO � cn JUG Z — W (j cn a>QQ o — �JJw— LL LL mw cn cn W ° o ° 0 °° ° 0, °° ° o ° 0 0 ° 0 0 0000 oo D 0 00 0 ° 0 010 °° L6 (6 ri oo °o d LO W C o o h � N Q l I- 1 1- V to 00 M M 00 N C" a) Oo N > O Z O to 00 (J1 CO) to to 00 Cl) h h O M tQ M cq O tC p 61s (' U V a Q O N 0 O U� LL X40 -_ = — Vf- ��s 69-69- fss� -- � 0 0 0 0 - 0 — W 0 O 10 Z � 100000 o = O 04 a) OO 0 O tci N 0.4 O h 0 co 0 T Z Z Z to0N0N ° O O 00 Lo to O i O A 0 h W) h N O N W = Z — N N M N O _ _.- - _. O LL W N N Co O Co O 00000000 00000000 w Co Co Co 0000000 0 0 0 0 0 0 O M 0 Q ^ LL LL O O �OMOt6t66tV �hO��to�06 4 li a 0 r tD d N h N tp tD 00 N N t71 M N M to L C G N LL EA EA 69-6q* 6F, EJ} Q V d' N M N L6 N c. 0 0 () LL w Q � (j) a 0 — � X69-6% t��t�t� t�t�t�t�t�t�t�� 69- a Z w _ p N O to M M Lo o) W J W } a a W N M N O M N N CO) CO) N h N tD NI N m LL OO a o LU OO M N to o Nl 0 Z , Q � r } z ~ O Q Z O Z 0 W H U) 3:� I oz - UJ P U) twiQZ W a. p }� Q U �? Z�i_fn W Q a J Q J Q Q O Z ~w0LL Z} W y Q JU QJ�UQU2QUUU' 0 >- �. w LU tLazwv�cnvzzZO��w�Q>- w�wW�W��QQca iLI Lu QtLO w J J O W -i W2 — ~ xx tL p a. p -j Q cn U> WH U) W U) J W U' z�WO►- CL M x ue ZW 3:55 2 2 2 W U W U L) =) 0 z m_ z w U z z Z- x U O CL v�pwUO v)zwUUUaW22CLW WOOOWJwwJO —W aWa0CL WwUW�WW0UO U-a CL AGENDA ITEM # 4A SEPTEMBER 12, 2011 I I w I C4 I 1 1 I I I • I 1 1 1 1 I � I I w I z I O I x a H V7 H \ I W H 1 r, I \ I m O CA I w0wl £ H cn I wl z H FC I H a m\ul n H w o a I ul Cn O x •• w U) z wwalo 3 U I H F H H a w t w�F w H x a Cn N £ V7 H •• El a a 4 I u Heal H W W I U N g I W w0 r1 I H cn w C I z W O •• I q U W F+ I W H n a I U) azw I cn W q I co U I H H I a I I 3 � z 1 I I C1l CO m I W O I i W QQ •• u r m co m rl N i CO CO W W W z ri U H H C C o rO N m I 0. 0. rd N I OOH H I yal 90 Q W w I P4 0 a �lw W y O l U U auala N o o In r N m N r H H m m r r H In m a' H N N m H N O H d' dp m d' O O N m Ol O H O O m O r1 r'1 m r r r r N In In N N ,.� a l � N N r r m m ri In r N N a a m r� io � I I I I I I 0 o O ` w 0 0 0 0 o r r m 0 0 dl 0 o m o q o m r CO o -o o x a w a a u El H F z 0 F ° z n ° z Is a a w m H u O z a a z a z c £ O O £ F H x H a x Q Q CO x o W U H P4 W H O O H £ P4 Q z a x F E" 0. a fk K4 x n H a a K4 a a K4 a w a o H O o o F O o F o x W H O H H CO O O U) U O \ w u w O u u W Q Q W £ w W z Li u z H El u z z u a O H H V7 H z z z H O O W z P4 O w O O w FC FC W U W CO H m a]H a a m CO F F CO O O F El U W U H H U f4 U u m m z z z n a a Cn 0 0 w W H O W W H O O H 0: F rj Q a £ u c7 c7 £ m O £ W ui 3 3 3 3 3 3 3 3 3 3 3 3 3 W W W W W W W W W W W W W z z z z z z z z z z z z z H H H H ,i H H H H H H H H _ H H H H H Ln N \ \ \ \ \ \ \ \ H N N O O O O O N N N H N N H N H H H N N N N H N N \ \ \ \ \ \ \ \ \ \ \ \ \ m m m m m m m m m m m m m z H ' a a U) z u o 0 u u H X H u u H a a H CO CO O U > w z z a m a a P4 H r� q ri q F ri r� ri O rn O rl ,a ri rn rl - rn rn ri W O N N O H N N x N H N H N N N N CA N N N co N z N O z N N H N H N H N N N N Z N Cf1 N Cn N W H m ri W O '.7 ri r� rn U r!i U rn u rn r� rn rn O Q rn O m H W a W O > W O W W F W F W O U G. W W U Q W " 11 W CO H x I-7 x cn F z z W Q > W > W co O Q x x W x O x �: m x O x O x W x x x Q F x fa x f w � x z £ z U z u K4 U H w U w u u u u u N Q U u u 0 co u r-� u u u u W O FC H 9 11 U9 W >FC Frj FC FC 4H K4 N9 NFC a9 H9 H9 U K 40 �mwW HwW z Q0 wmW P1 Fl VDU 3u 3u°' U°UW fx X a au £xu 9 u wwu Z W W wr4U 9 U K4 u 011 u 91-1 u 94u 3 P4 >4 z F rjN z F U) E, ZF a 3F xK4 Z F zz z H zz z F W W z H a Q Z F aQZF Q FC ZF W FC ZH W P F z�NOOOOOO� CO H QH FC £ QQ El El E H acn acn H z w FC I I - 7 H I -col -7 m4 OIna z I-7 w�oa U: o i R:o l W Ina O� F O F7 0F4 pr p7 aroa area i , I.]HH HF ON F+ HmEl P4 v riF HP OmF O 'aH H rn F W F WoF FCInFC NFC W r-- K4 Ur U rn K4 K4 n rj £Hrj X g £OFC Om 3H K4 3Hrt; U m H li O r d' In N CO r 1p N M a I O o ,i O o 0 0 o H H o H H F av av av av av 7v W av av av av 7v I r r r r r r r r r r r r r O I 0 0 0 0 0 0 o O o 0 0 0 o 0 0 0 0 0 0 0 0 0 0 0 0 o 0 0 0 0 0 0 0 0 0 0 0 0 o Q .. .. .. .. .. .. 0 0 0 0 0 0 0 0 0 0 0 0 I'U a z 0 U W W U H 0 , I I I I I I � I� (4 a H> a W o r a H H rl H rl H H H H H H H H U H AGENDA ITEM # 413 SEPTEMBER 12, 2011 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: Street Sweeping/Vacuuming SUBMITTED BY: Rick Carper, P.E., Public Works Directoree--(' . DATE: August 19, 2011 The contract for street sweeping expires September 30, 2011. USA Services of Florida, Inc. (Mr. Carmine Latanza, Secretary) has agreed to extend the contract for one year at the current prices. Sweeping is a requirement of our NPDES /MS4 permit, and our maintenance contract with FDOT requires monthly sweeping of Atlantic Blvd & Mayport Road. This contract was awarded in 2010 and may be renewed up to two times. USA Services' bid in 2010 was approximately half the price of the only other bid received. This is the first renewal. BUDGET: RECOMMENDATION ATTACHMENTS: Stormwater account number 470 - 0000 - 538 -3400 contains $26,000.00 budgeted for Street Sweeping. Extend the contract for one year at the current cost, which is $25,800.00. Letter signed by USA Services of Florida, Inc. agreeing to contract extension at current prices. REVIEWED BY CITY MANAGER: }°��I�f r'�1�f'LI} 1n' - I I *100 :7V I w I ri L �Si1 I Im 7.1 IF I, 16 LTI 4 ZlM : 44 - �i�3�3�C+ f� r ,� tik�l u:7 i� �i k f , - .L fir' ic � r �r if*.� y ) - Per ® A0. tj Al � }11�-II. � �1, �.. -I '4 k+ f r n , ;2 D f p '4�Ij: -' �2� ..M �2 '' frY ��i�, �t Y.i�� i1-w� vL1 - �a "�i.lk v�`�.�u'F _ i�, -�f �7r v it. }:_ .a 4e �;F .Z �.. i - �.�� r# Ict p P; r p6 a 4M AGENDA ITEM # 4C SEPTEMBER 12, 2011 August 25, 2011 Beachcombers North, Inc. A o Cordova, President 1810 Rambling Ridge Larne Jacksonville, nville, J:, 32225 ? a Bad No. 0910-17: An nual Contra car Beach Cleaning Den Mr. Cordova: AC COMBS , INC. AGREES TO EXTEND CONTRACT T CITY T , :SAC FOR ONE YEAR AT THE CURRENT NOTED A + 1, 2011. late City of Atlantic Beach AGENDA ITEM # 4C Annual Contract for Beach Cleaning SEPTEMBER 12, 2011 September 15, 2010 BID 0810 -17 3:00 PM Award of Bid based on Department Analysis and Commission Approval AGENDA ITEM # 41) SEPTEMBER 12, 2011 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: 11 Street Water Main Replacement Bid No. 1011 -20 SUBMITTED BY: Donna Kaluzniak, CEP, Utility Director DATE: August 24, 2011 BACKGROUND: The City's Water Master Plan recommended an ongoing program to replace aging and undersized water mains throughout the service area. Old cast -iron and galvanized water mains can create water quality and pressure problems. The main on 11 between East Coast Drive and Beach Avenue is severely deteriorated and tuberculated and in need of replacement. Six contractors prequalified for the project, and bids were received by four contractors on August 17, 2011. Mathematical errors were found in two of the bids during the bid analysis. Results after correction were: Contractor Gruhn May, J.B. Coxwell John Woody, T.B. Inc. Contracting, Inc. Landmark Inc. Construction, Inc. Total Base Bid $55,712.00 $93,857.70 $75,972.97 $93,092.35 The lowest responsive bid was from Gruhn May, Inc. in the amount of $55,712. BUDGET: A total of $104,979 was budgeted in the Water Fund for this project in account number 400 - 5504 - 533- 63 -00. RECOMMENDATION: Award a contract in the amount of $55,712 to Gruhn May, Inc. to construct the 11 Street Water Main Replacement and authorize the City Manager to sign the contract. Authorize staff to encumber $5,571 under a separate purchase order for use as a contingency for the project. ATTACHMENTS: 1. Bid tabulation for Bid No. 1011 -20. 2. Bid analysis for Bid No. 1011 -20. REVIEWED BY CITY MANAGER: lrl_�L AGENDA ITEM # 4D SEPTEMBER 12, 20I 1 2 IL Cl 0 ai C N E W a U�o ,C N gar SAN Q c= LL O �w U � t N r O r J ci G m d w c N E N — a c w _ 3 cr d w o Lo C 0 w 0 a L V G E m !� w 'O q1 N V1 U m O C. V J LL I°- p x x x x x x x x x Z x L L O 01 r w 0 V G x x x x x x x x x Z x 0 U m to C L 7 L xIxIxIxIxIxIxIxIxI N a 0o N ti O a 0 0 ai e M a, Cl wil Cl N ti N N wil G m d w C=i N E N — a c w _ 3 cr d w o Lo C 0 w 0 a L V G E m !� w 'O q1 N V1 U m O N a 0o N ti O a 0 0 ai e M a, Cl wil Cl N ti N N wil m w N E O .v E °° ((/Sj E = U C W w .2 v q1 N o p m p j L O O ti o m C. V J LL I°- 1 164" w;: j 'y , �:! x: � M5 E :�� . N pl,� .I • I - il �r' •;._ - :I�r� � -- �I r �l R til ' �! f ��I� �„ �� i ��: �: ! I�:' ti ' :� -. _ :. ;i �I:;; �'Y� .� � i. .��:''�F;`.tiv n � � •spy I; :i l + ,; ; ,,t I U1 00 a ' u A R i . 0 7 1 a Ca a Z V_ Q_ 2 • 5 PI% U 1 � �7 iMM®R � t � � �� 4 I �� : + �uy. � ' i + + � r[��` k I �' t'� i I v , j i — i'l 0 0� 0 r ]� :� -5 � I I r�� I 5 - 4 r'J. r i 4.�' ail � _ g'" I .a. p[ y£I�� - le.F >w I,i .-.,o-:1 I .* :" g - <�1:: r+ - � �� .d �_I J _QI r 09 f fl N ;-, r It AGENDA ITEM # 4E SEPTEMBER 12, 2011 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: Annual Janitorial Service Contract for City Facilities Bid No. 1011 -22 SUBMITTED BY: Yvonne Calverley, Administrative Assistant to the City Manager DATE: August 31, 2011 BACKGROUND: The current contract with Miracle Janitorial Services will expire on September 30, 2011. After a review of the overall service provided to the City during the past year, City Staff elected not to renew the current contract with Miracle Janitorial Services. Request for bids were advertised and Bid No. 1011 -22 was opened on August 24, 2011, with three (3) bidders submitting packages. The bid amounts are shown below. Contractor Bid Amount Seivicore Service Solutions $46,849.27 Coverall of North Florida $45,228.00 Corvus Janitorial Systems $45,000.00 Staff reviewed all bid submissions and Corvus Janitorial Systems was the lowest bidder at a cost of $45,000.00 per year. They have met all requirements and submitted all required documents, including positive references. BUDGET: No additional cost. The bid amount is $180.00 less than the current yearly amount paid to Miracle Janitorial Services for cleaning services. RECOMMENDATION: Recommend that the City Commission award a one (1) year contract to expire on September 30, 2012 to Corvus Janitorial Systems in the amount of $45,000.00. ATTACHMENT: (1) Bid Analysis dated August24, 2011. CITY MANAGER: AGENDA ITEM # 4E SEPTEMBER 12, 2011 V) w_ J U Q w U w O w N w U_ w N J Q O Z Q U Q F- Z O U J Q Z Z Q N N ci ci O ci cl .--1 O N V' N N Q Z Z w CL O 0 FE 0 F3 C O 41 Ln V ' L a Ln i O v j � 11, O U .J � Z Q J 2 F z O w O l0 O; O m N 0 m m 0 00 00 N N N o w N Ct c � N -1 N m w m w m r-I N lD lD N 1l V1 00 u'1 N Vl lD W d m e w lD 1- ri M N N -1 uj M ill r- 'i Ln Ln O m N m o m lD r-I DO lD d' m O Vl lD Vl 00 N in w m N m m O 00 m 1- �. d m m w V1 w - m u'1 in V1 a--I N ri N ri Ct N d' i/} i/} �/} i/? to i/? to i/} i/? i/? to '" ;_ o N z O Q1 fY1 . e O d' O 00 Q N i fl s N E Q O O O O O O O O O O O O O O `` O O a U .� O O O DO O d' O lD O lD O DO lD DO O lD ,., t 00 O Ln 00 m N N N M Vl 2 Q O 0 0 0 0 0 0 0 0 0 0 o€ oI C3 0 0 0 0 0 0 0 0 0 0 a o J lf1 l!1 l!1 ill V1 l!1 u'1 Vl O O O O N m d' -1 d' O O ri O m O m n. Ln 3 lD m m N N N m N an d d o O U N 0 O O O O O O O O O O € O �- O O O U O O O O O O O O O O c::),- C 06 J N 00 N d' d' lD d' d' O O " . O^ Q m w r-I d' N m W N (D lD N r, N (n (a m O et m m r-I 1" N V1 o0 �-'� s Z 1- r, u'1 -1 m N N -1 d' Cn lD - T Z to to to to L} i/? to to to to to ". : -. AA- LL Q L Z Z -I r i c r r r r r r r r r o >< x O L a p J O 0 0 0 0 0 0 0 0 0 0 p x 0 0 u = O O O O O O O O O O 0 F lD m r1 N 1\ m N N Vl N O W Q N m Z ri 00 u'1 v-i tv 00 m O 1l N r-1 n .y N m O lD Ln d' rj N r'1 N ri m m Ln " � X ai } 1 a C -O (a +� a + V) µ: a N a 0 +' u ru E ZA Cv� -O N C a Y fn O C a t, ca lL ra (n a4 fu - Q Q u m 'a0 O O �' > O O 'O "6 C 4- C O lD ri N 1� r-I • W J N V) L O u ^ r - 4 L aj 41 -O @ V m (n U o a O o C (a V) 5. w- O m m L a L C a: w o O CL N J (a ^ *' a blD cli (IJ CC c O a Vai v v Lo m obi ra a L Q _ E >- J_ m a aJ s Z Lu V) al V Vl 00 3 m ca V) r r a a ?: 3 3 E O J Q "B = w Q 00 O r O D U �: a U U F Z Z j O 00 a O- O O r (a (a N V) N a E O U ,y f { l Z O L2 a a C L L ( D a = U 'U f'- a a U U a C !a a Q a F ' _0 ?> ra U U a C "a P h > o O in [D [D Q D ^O 0 O U a AGENDA ITEM # 4F SEPTEMBER 12, 2011 STAFF REPORT City of Atlantic Beach Commission Meeting AGENDA ITEM: Vehicle Purchase: Chevrolet Volt DATE: August 30, 2011 SUBMITTED BY: David Thompson, Asst. City Manager BACKGROUND: As part of the grant agreement with the State of Florida for the use of federal ARRA Energy Grant funding, one (1) current model fully electric vehicle was identified for purchase. Based on the `Buy American" requirements of the grant, the Chevrolet Volt was the best choice for the City of Atlantic Beach to purchase. The police department is going to take a detective vehicle out of service and replace it with a standard vehicle. The grant will pay for the difference between the cost of the replacement vehicle, and the cost of the Volt. In this particular case, the police department would normally have purchased a Ford Focus to replace the existing vehicle, at a price of $13,113 on the state contract. The City sent out bid advertisements to six (6) Chevrolet dealerships in our region of the state. Only one (1) bid was received, and it was for $38,816.39. If we purchase the Chevrolet Volt for $38,816.39, then the difference in price between the Focus and the Volt is $25,683.39 which is to be funded under the energy grant program. BUDGET: The Police Department has the $13,113 in their budget to purchase a vehicle to replace the detective vehicle. The City will purchase the Chevrolet Volt, and the difference in price between the Ford Focus and the Chevy Volt will be reimbursed through the energy grant. The Police Department will also be installing a charging station at their facility. RECOMMENDATIONS: To approve the purchase of the Chevrolet Volt from Nimnicht Chevrolet for the price of $38,816.39. ATTACHMENTS: 1. Invitation to Bid 2. List of Dealerships contacted 3. Advertisement for Bid 4. Bid Tabulation Sheet REVIEWED BY CITY MAN A NDA ITEM NUMBER: 7y .. y} k 1 �y*�;rf„" � " �+4�y + - � -_� r7wl� :1!'r', F.', ' .r ,7�':'.r. 1�>r, ",`�'{•.'�' .0i 71xgluo 4.Nd1 i4 a 'fll. f•11- �7 a' W. • R - i `3' K T a v r__�_ }_r r d k1EN�kw*',15?k51F °•''7+. i�l •,: `- .:1r .sls if 'F: !'.; Y + { , l *:I! ��Q i @[ :'�.' 1 1.;�'_e ' ?l5: ire •'�'n`i''. `.a ..� �jr t'� ".�Sti +�n+ B NN 11, f � i" d T i < it,.• +.� i � �; r. i -" �.+ ��' r e� i 8 ! t �itya. i' h } ��'f,y,',5�.,i.1 I �+R'i.a : . ij.., a .� • 'Fi -r ,�.,•� h�'� ii }r.: ! ��' .i..la ;-d�t -�1 "." #'��.i Yf.:�^�! 1 `�Ik•r''. '. {'Ir. iti {�,'•:. .� }•�! I,p t i "!F. •.5.: a! _ .ei iyJ7.. y' 4W 94 �m &1 � '� st ">r"V`�'e1�4, ? �+e`�` � y '�i rr M y'1S�rTp a,.w =�. i 9 *. Ir ar i s�rLr� �. r•�. SF �I:i f f!� YI, ► ;;ir s n.` �: � , r r > °` 1' �� i!_ '� ` r j 4 � • 5" ] '�#. .'1. iF�'i� {'��ti',},'�4i r•y� { L �r� I �� F 1 .rTS� 4 ..�.,• YfI. J� �._;� }i ` • ;'-#'� v ! 1 6 C 4 y r ' 1 , . k � y`r F 4 T �r .: S? 4 r . ]. y ,�� ! i� .'.'rT,' + 5i� .��,r �, �I• 1�� 3_tii '� '!� _ V J I 4' �'1 I YiS'1 �ll :�..5 - . . — I �',` }�� f. �. .5 �1. .1 A �.YJ Y I _ .rn� 1 .�i }l'� ^�}��F.� 'ki rlf•" II �1��1:_ I�r - y.r',_ .0 i „_'• r �{�;.- �!` .' '' " 'I. 4 • � k � � Sit' .�+e•`'�- ti i •i r�' :�'� r �`�' #f �� y �� `',.. . _�; y "�1 " ..��iE " � 7ui -IQ . al 1"77 7 < I `•:'�'�r,ki;' ;I � -�:' :�+ '..' �i r '4 T j - �krry�jr4 1/ - I� s.r x'S'f:F i �.�'' _ { � - y,, i{� v�: �ii: ]''�,. a, � .. • � t , _ y . *�Y1 ". fie•. x•1 �� _ 4�. � '?� } { � � �ri�1� �l Tr 7� '�e�a la { �ti�Y � — � � `;'� 9 y 1: � ?� } °. � I � Y I` _` F � f " I c . YY'! 4 '? �1.; x ail t C.� -• � � {� + a ] k� 1.4y. f} " Sr :iii 'Y ^,� �'• i.5 ii�.s" ,�. i.��i �'�s � la F i i; ^. •,,;F z C.� r•, c *I 1 J The Financial News & Daily � ord - Jacksonville, Florida Notice of Hide ii-63t7 CITY OF ATLANTIC BRACH INVITATION TO BID Notice is hereby given that the cityof Atlantic Beach, Florida, will receive sealed bids, submitted IN TRIPLICATE, at the Office of the Purchasing Agent, Boo Seminole Road, Atlantic Beach, Florida 32233, until 2:45 p.m., on Wednesday, August 2q, 2011 for BID NO. rott-23: PURCHASE NEW CHEVROLET VOLT VEHICLE, to he opened Wednesday, Augtst 24, 2011. Bids will be opened in the City Hall Commission Chambers, 1300 Seminole Road, at 3:00 p.m. Any Bid received after 2:45 p.m. will NOT be accepted. Bid specifications will he open to public inspections, and bidders may obtain complete sets of Bidding Documents from our website at tnvw.coab.us /bids. You may also obtain the specifications by contacting the Purchasing Agent, Patricia Drake at pdrake @coah.us or (9 2 47 - 5880, Boo Seminole Road, Atlantic Beach, Florida 32233. Bid prices must remain valid for ninety (go) days after the public opening of the bids. Goods and services proposed shall meet all requirements of the Ordinances of the City of Atlantic Beach, Florida. Patricia Drake Purchasing Agent Aug. 3 (1 L-6317) AGENDA ITEM # 4F SEPTEMBER 12, 2011 http://wwwjaxdailyrecord.com/publienotice.php?Categoiy=Notice of Bids &mode =daily 8/3/2011 44 Pik T j '�.�p _''} ,'�''v ' iN �1Jip �yl :�t �; ' -� 111. - �I1.� -'rS .. � n Frn.� Y �' a S��_I �,�� ?+�Iwl "!�� BA w L J _;l 4. .1 r . � }J,, k .� : . + ' ":. -,:. :�;'!;. ,y'r.,_.t;1.L. s�F. %ry:�� . y�}�(� t IV .;Z,7 %ow .4n 9 0 4 *0-- ;w I I. q t�_�_ «•� .�._rll'.l �,.i ;�• °a � *N! i&M '04 LlY - vxr.t VO ■r ��Y ��''E- ' - - ,,a 4 /may - `.ti � OT I IV 6 k 5ro 11. N 6 W ',".! Aj. 4.. 51 j u J 15 1::. >_ NLJI wt ir 0 V T "..7 7V t I . . I .., " V _�I . Il .. ., p IT y , - ere l.. h F;-,� w I P � "` ��'��• yamy' 1 ��K, 6 t A il ' It" Q :& 11 1 IE L I P d)k. ILI __.36 -Z6 i AGENDA ITEM # 7A SEPTEMBER 12, 2011 ADOPTION OF A TENTATIVE MILLAGE AND OPERATING BUDGET FOR FISCAL YEAR 2011/2012 First item to be considered: Adoption of a Tentative Millage Rate State the following: The Millage Rate is 3.1553 The Tentative Millage Rate is 3.3285 The Roll —Back Rate is 3.3285 The Tentative Millage Rate is the same as the Roll -Back Rate The purpose for adopting the millage rate of 3.3285 is to maintain a level of ad valorem tax revenue sufficient to maintain adequate funding for the existing level of services at anticipated and proposed cost and to continue to maintain the City's infrastructure. Motion to adopt a Tentative Millage Rate for operating purposes of 3.3285 Open Public Hearing Close Public Hearing and Vote Second item to be considered: Ordinance #20 -11 -111 establishing the Operating Budget for fiscal year 2011/2012 of $29,647,486 Motion to adopt Ordinance #20 -11 -111 establishing the Operating Budget for fiscal year 2011/2012 Open a Public Hearing Close Public Hearing and Vote AGENDA ITEM # 7A SEPTEMBER 12, 2011 ORDINANCE NO. 20-11-111 AN ORDINANCE ADOPTING THE FINAL BUDGET FOR THE CITY OF ATLANTIC BEACH, FLORIDA FOR FISCAL YEAR BEGINNING OCTOBER 1, 2011 AND ENDING SEPTEMBER 30, 2012. WHEREAS, the City Commission of the City of Atlantic Beach, Florida, on September 12, 2011, held a public hearing as required by Florida Statute 200.065; and WHEREAS, the City Commission of the City of Atlantic Beach, Florida, set forth the appropriations and revenue estimate for the budget for Fiscal Year beginning October 1, 2011 and ending September 30, 2012 in the amount of $29,647,486. NOW, THEREFORE, BE IT ENACTED BY THE CITY COMMISSION ON BEHALF OF THE PEOPLE OF THE CITY OF ATLANTIC BEACH, FLORIDA, that; The fiscal Year 2011/2012 budget be adopted, and 2. This ordinance shall take effect immediately upon its adoption. Passed by the City Commission on first reading this day of September 2011. Passed by the City Commission on second and final reading this day of September 2011. Louis M. Borno Mayor / Presiding Officer Approved as to form and correctness: Alan C. Jensen, Esquire City Attorney ATTEST: Donna L. Bartle City Clerk AGENDA ITEM # 7A SEPTEMBER 12, 2011 City of Atlantic Beach Combined Summary of Revenues and Expenditures Summary of all Funds Other Financing Sources 654,605 679,211 0 0 0 Total Resources 56,218,024 58,336,651 70,039,370 62,553,747 (7,485,623) Expenditures General Fund Actual Actual Estimate Budget Increase Special Revenue Funds 2008 -2009 2009 -2010 2010 -2011 2010 -2012 (Decrease) Cash Forward 28,149,952 29,093,219 30,599,832 32,852,178 2,252,346 Revenues 14,213 29,901 548,360 4,336,328 3,787,968 General Fund 10,533,938 10,821,328 11,419,109 10,964,641 (454,468) Special Revenue Funds 1,360,663 1,731,870 1,991,926 1,644,012 (347,914) Debt Service Fund 68,676 71,152 68,850 71,300 2,450 Capital Project Fund 331,340 1,085,724 923,430 2,255,737 1,332,307 Enterprise Funds 12,721,991 12,027,437 22,198,728 11,411,549 (10,787,179) Trust and Agency Funds 2,396,859 2,826,710 2,837,495 3,354,330 516,835 Total Revenues 27,413,467 28,564,221 39,439,538 29,701,569 (9,737,969) Other Financing Sources 654,605 679,211 0 0 0 Total Resources 56,218,024 58,336,651 70,039,370 62,553,747 (7,485,623) Expenditures General Fund 12,848,407 9,721,772 10,577,380 10,964,641 387,261 Special Revenue Funds 1,632,369 2,236,249 2,214,401 1,717,788 (496,613) Debt Service Fund 71,359 71,560 71,342 70,783 (559) Capital Project Fund 14,213 29,901 548,360 4,336,328 3,787,968 Enterprise Funds 10,678,703 13,900,595 21,704,457 11,229,404 (10,475,053) Trust and Agency Funds 980,896 1,066,368 1,347,644 1,328,542 (19,102) DIVISION TOTALS 26,225,947 27,026,445 36,463,584 29,647,486 (6,816,098) Other Financing Uses 898,858 710,374 723,608 0 (723,608) Cash Reserves 29,093,219 30,599,832 32,852,178 32,906,261 54,083 Total Expenses and Cash 56,218,024 58,336,651 70,039,370 62,553,747 (7,485,623) Resource Allocation Personal Services 8,974,257 8,946,509 9,196,665 9,872,556 675,891 Operating Expenses 9,529,952 9,039,430 10,129,581 10,209,523 79,942 Capital Outlay 2,261,605 5,141,669 12,908,367 5,609,552 (7,298,815) Debt Service 1,680,417 1,679,951 1,706,464 2,297,807 591,343 Transfers 3,779,716 2,218,886 2,522,507 1,658,048 (864,459) Total 26,225,947 27,026,445 36,463,584 29,647,486 (6,816,098) AGENDA ITEM # 7A SEPTEMBER 12, 2011 Schedule A Changes from Proposed Budget to Final Budget Originally Proposed Revenues: $29,420,355 Ad Valorem Taxes 207,039 Internal Service Charges 48,950 Transfers from Water Utility 2,926 Transfer from Sewer Utility 33,661 Communication Service Tax <15,527> Municipal Revenue Sharing <4,905> DOT Lighting 9,070 Storm Water Fee Increase 189,000 Transfer from Gas Tax Fund <189,000> Revised Budgeted Revenues $29,701,569 Originally Proposed Expenses: $29,216,720 Pay and Benefit Bonus 65,144 Health Insurance Benefit Increase 228,085 IT Software Upgrade 52,000 Internal Service Charges 48,950 Transfer to General Fund from Water 2,926 Transfer to General Fund from Sewer 33,661 Transfer to Storm Water Fund from Gas Tax Fund <189,000> Street Resurfacing Program 189,000 Revised Budgeted Expenses: 29,647,486 AGENDA ITEM # 7B SEPTEMBER 12, 2011 ORDINANCE NO. 95 -11 -104 AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA, AMENDING CHAPTER 4 OF THE CODE OF ORDINANCES, ANIMALS, AND CHAPTER 13, OFFENSES, TO DELETE ANY REGULATION OF FIREARMS AND AMMUNITION, TO CLARIFY THE DEFINITION OF REPLICA FIREARMS, AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the Florida Legislature has declared that, pursuant to the amended F1a.Stat 790.33, effective October 1, 2011, it is occupying the whole field of regulation of firearms and ammunition to the exclusion of all existing and future county, city, town or municipal ordinances relating thereto, and has declared any such existing ordinances null and void, and WHEREAS, the Code of Ordinances of the City of Atlantic Beach contains certain provisions in Chapters 4 and 13 which regulate firearms which must therefore be amended and/or clarified in order to comply with F1a.Stat 790.33, as amended, and WHEREAS, the Legislature has imposed prohibitions and penalties which may apply if the City does not comply with the provisions of F1a.Stat 790.33, and WHEREAS, the City will continue, however, to enforce all Florida state statutes which regulate firearms and ammunition. NOW THEREFORE, BE IT ENACTED BY THE CITY COMMISSION ON BEHALF OF THE PEOPLE OF THE CITY OF ATLANTIC BEACH, FLORIDA: SECTION 1: Sec. 4 -4 of the Code of Ordinances of the City of Atlantic Beach, Florida, is hereby amended to read as follows: "Sec. 4 -4. City designated bird sanctuary, shooting, trapping, hunting molesting, etc., of birds prohibited; exception. (a) The entire area embraced within the city is hereby designated as a bird sanctuary. (b) It shall be unlawful to trap, hunt, shoot or attempt to sh,,,,+ or molest in any manner any bird or wild fowl or to rob birds' nests or wild fowl nests; provided, that if starlings or similar birds are found to be congregating in such numbers in a particular locality that they constitute a nuisance or a menace to health or property, in the opinion of the proper health authorities of the city, then the health authorities shall meet with representatives of the Audubon Society, bird club, garden club or humane society, or as many of the clubs as are found to exist in the city, after having given at least three (3) days' actual notice of the time and place of the meeting to the representatives of the clubs. AGENDA ITEM # 713 SEPTEMBER 12, 2011 (c) If as a result of the meeting no satisfactory alternative is found to abate the nuisance, then the birds may be destroyed in such number and in such manner as is deemed advisable by the health authorities under the supervision of the chief of police of the city." SECTION 2: Secs. 13 -3 and 13 -8 of the Code of Ordinances of the City of Atlantic Beach, Florida, are hereby amended to read as follows: "Sec. 13 -3. Discharging firearms, air guns, etc., prohibited. (a) It shall be unlawful to discharge any r;,.°,,,.,,, Of any loaded air gun, air rifle, air pistol or similar device within the city. (b) This section does not apply to a person lawfully defending life or property or performing official duties. N° ,,,, ; ,. : „ g the di ar-ge of ° fir-e Sec. 13 -8. Replica firearms — Definition. Replica firearms shall mean any device or object made of plastic, wood, metal, or any other material which is a replica, facsimile, or toy version of, or is otherwise recognizable as a pistol, revolver, shotgun, sawed -off shotgun, rifle, machine gun, rocket launcher, or any other firearm and shall include toy guns, movie props, hobby models, starter pistols, air guns, pellet guns, BB guns, or any other device which might reasonably be perceived to be a real firearm but cannot, are not designed to and cannot readily be converted to expel a projectile by the action of an explosive SECTION 3. This Ordinance shall take effect on October 1, 2011. PASSED by the City Commission on first reading this day of , 2011. PASSED by the City Commission on second and final reading this day of , 2011. ATTEST: DONNA L. BARTLE LOUIS BORNO, JR. City Clerk Mayor, Presiding Officer Approved as to form and correctness: ALAN C. JENSEN, ESQUIRE City Attorney 2 AGENDA ITEM # 8A SEPTEMBER 12, 2011 STAFF REPORT City of Atlantic Beach Commission Meeting AGENDA ITEM: Support for Northeast Florida Regional Council DATE: August 31, 2011 SUBMITTED BY: David E. Thompson A ss t City Manager BACKGROUND: Staff has been contacted by the Northeast Florida Regional Council and asked to enter into a partnership relative to planning activities in our region. Specifically, the Regional Council is planning to submit a grant application for a HUD Sustainable Communities Regional Planning grant that requires partnership agreements with various governmental entities. The Planning Grant will address housing, transportation, economic development, infrastructure, and the challenges of climate change. The Northeast Florida Regional Council has provided a Memorandum of Understanding and a proposed letter expressing Atlantic Beach's support for the HUD Sustainable Communities Planning Grant. Atlantic Beach has participated with the Northeast Florida Regional Council for many years, and these documents do not commit any additional resources on the part of the City. BUDGET: These documents do not commit any funding on the part of the City of Atlantic Beach. RECOMMENDATIONS: To approve the Mayor to sign the attached letter to Mr. Brian Teeple, Chief Executive Officer with the Northeast Florida Regional Council; and to authorize the Mayor to sign the attached First Coast Consortium Memorandum of Understanding. ATTACHMENTS: 1. Proposed letter to Mr. Brian Teeple 2. First Coast Consortium Memorandum of Understanding for the Northeast Florida Region. REVIEWED BY CITY AMNDA ITEM NUMBER: AGENDA ITEM # 8A SEPTEMBER 12, 2011 Mr. Brian Teeple Chief Executive Officer Northeast Florida Regional Council 6850 Belfort Oaks Place Jacksonville, Florida 32216 Re: HUD Sustainable Communities Planning Grant Dear Mr. Teeple: On behalf of The City of Atlantic Beach, Florida, I wish to express support for the First Coast Consortium's funding request for the HUD Sustainable Communities Planning Grant. We support the creation and implementation a Regional Plan for Sustainable Development. We also support the program goal of fostering a sustainable Region that is consistent with the Livability Principles: • Provide more transportation choices • Promote equitable, affordable housing • Enhance economic competitiveness • Support existing communities • Coordinate goals and leverage investment • Value communities and neighborhoods We hope that the Department of Housing and Urban Development will fund this important effort. Sincerely yours, AGENDA ITEM # 8A SEPTEMBER 12, 2011 FIRST COAST CONSORTIUM MEMORANDUM OF UNDERSTANDING FOR THE NORTHEAST FLORIDA REGION I. Purpose The purpose of this Memorandum of Understanding (MOU) is to provide a mutual understanding in support of the signatory agencies, organizations, governments, and individuals that will be working in cooperation to: 1) prepare a successful HUD Sustainable Communities Regional Planning grant application; and 2) complete the work funded under the grant. II. Background On July 28, 2011, the U.S. Department of Housing and Urban Development (HUD) released a Notice of Funding Announcement for the Sustainable Communities Regional Planning grant program. HUD has partnered with the U.S. Environmental Protection Agency (EPA) and the U.S. Department of Transportation (DOT) to help improve access to affordable housing, more transportation options, and lower transportation costs while protecting the environment in communities nationwide. A set of guiding livability principles and a federal interagency partnership agreement is intended to guide their efforts in coordinating federal housing, transportation, and other infrastructure investments designed to protect the environment, promote equitable development, and help to address the challenges of climate change. Three federal agencies have made a commitment to utilize the integrated regional plans or visions to guide their planning and funding decision - making. Funding to these metropolitan regions would generally be directed towards programs and projects identified in "Regional Plans for Sustainability" aimed at increasing transportation choices, reducing combined housing and transportation costs for American families, improving the quality of life in communities, and improving the natural and built environment. III. Agreement 1 AGENDA ITEM # 8A SEPTEMBER 12, 2011 Whereas, there is a recognized need among the signatories for a coordinated, collaborative regional effort to prepare and carry out a successful Sustainable Communities Regional Planning grant application and work program; and Whereas, a Sustainable Communities Regional Planning grant application and work program will be prepared and managed by the Northeast Florida Regional Council, and an Executive Committee comprised of North Florida TPO, City of Jacksonville, ULI North Florida, Health Planning Council of Northeast Florida, Inc., the Regional Community Institute of Northeast Florida and JaxUSA Partnership for Regional Development, in cooperation with MOU signatories, including, but not limited to, The City of Atlantic Beach, Florida, with the intent of establishing a comprehensive regional plan or vision identifying critical projects and infrastructure to: 1) improve the Region's sustainability; and 2) assist and guide federal funding agencies in prioritizing and focusing future federal investment in Northeast Florida; and Whereas, the signatories agree to the best of their abilities and within the limits of their budgets to work cooperatively on the grant application and funded project; and Whereas, any private sector organization, non - profit, academic or research institution, philanthropic partner, community organization, governmental entity, individual, or intermediary agency that bears responsibility for or has an interest in the sustainable development and redevelopment of Northeast Florida may be a partner and signatory to this MOU; and Whereas, each of the signatories to this MOU understands communities, growth and development, and /or the environmental, transportation, social, and economic and community development implications of a regional plan for sustainable development and its potential impact on our region and its people; and 2 AGENDA ITEM # 8A SEPTEMBER 12, 2011 Whereas, each of the signatories to this MOU is committed to following the Livability Principles relating to the sustainable development and redevelopment of Northeast Florida: 1. Provide more transportation choices. Develop safe, reliable and economic transportation choices to decrease household transportation costs, reduce our nation's dependence on foreign oil, improve air quality, reduce greenhouse gas emissions, and promote public health. 2. Promote equitable, affordable housing. Expand location -and energy - efficient housing choices for people of all ages, incomes, races and ethnicities to increase mobility, and lower the combined cost of housing and transportation. 3. Enhance economic competiveness. Improve economic competiveness through reliable and timely access to employment centers, educational opportunities, services, and other basic needs by workers as well as expanded business access to markets. 4. Support existing communities. Target funding toward existing communities through such strategies as transit- oriented, mixed -use development and land recycling — to increase community revitalization, improve the efficiency of public works investments, and safeguard rural landscapes. 5. Coordinate policies and leverage investment. Align policies and funding to remove barriers to collaboration, leverage funding, and increase the accountability and effectiveness of all levels of government to plan for future growth, including making smart energy choices such as locally generated renewable energy. 6. Value communities and neighborhoods. Enhance the unique characteristics of all communities by investing in healthy, safe, and walkable neighborhoods — rural, urban or suburban. 9 AGENDA ITEM # 8A SEPTEMBER 12, 2011 7. Enhance community resiliency to the impacts of Climate Change. Enhance community resiliency to the impacts of climate change through the development of mitigation and adaptation strategies. Whereas, any regional plan document developed under the grant will support these Livability Principles and should, to the greatest extent possible and where appropriate, be built upon the foundation of work that has been accomplished and undertaken in the region where existing plans, partnerships, and processes enhance regional planning, coordination and efficiency, reduce unnecessary duplication of effort and responsibilities, and add clarity and accountability to implementation processes. Now, Therefore, this MOU is established to create a framework for coordinating efforts related to the preparation of a successful grant application and successfully completing the work funded under the grant. IV. Programming, Budgeting, Funding and Reimbursement Arrangement a. This MOU is neither a fiscal nor a funds obligation document. Any transfer of funds between parties may take place through existing authorities and procedures. b. Generally, any endeavor involving the transfer of funds will follow normal procurement or other appropriate processes and will be affected in writing by representatives of the organizations involved. c. This MOU in no way restricts the signatories from participating in similar activities or arrangements with other entities or agencies. d. Nothing in this MOU shall obligate the signatories to expend appropriations, obligate funds or enter into any contract or other agreement. 4 AGENDA ITEM # 8A SEPTEMBER 12, 2011 V. Effective Date This MOU will become effective upon signature by any two parties. Any Party may terminate its participation in this MOU upon written notice to the other Parties. The provisions of the MOU will be reviewed periodically, as appropriate, and amended or supplemented as may be mutually agreed upon. VI. Other Memorandum of Understandings This MOU supersedes one executed in support of a Sustainable Communities regional Planning grant application submitted in August 2010 on this topic among some of the Parties hereto. VII. Signatures This MOU may be executed in one or more counterparts, each of which shall be deemed an original, but all of which together shall constitute one and the same instrument. Each Party has signed this five -page agreement on a separate page. The original signature pages are on file at the Northeast Florida Regional Council, 6850 Belfort Oaks Place, Jacksonville, Florida, 32216. 5 AGENDA ITEM # 8A SEPTEMBER l2, 2011 FIRST COAST CONSORTIUM MEMORANDUM OF UNDERSTANDING FOR THE NORTHEAST FLORIDA REGION By my signature below, my organization/agency becomes a signatory to the First Coast Consortium Memorandum of Understanding for the Northeast Florida Region, dated 2011. I understand that the MOU will be executed in one or more counterparts, each of which will be deemed an original, but all of which shall constitute one and the same instrument. This original signature page will be kept on file at the Northeast Florida Regional Council. Signature Typed Name and Title Organization/Agency Date Please return to: Northeast Florida Regional Council 6850 Belfort Oaks Place Jacksonville, Florida 32216 Attention: Margo Moehring rel AGENDA ITEM # 8B SEPTEMBER 12, 2011 STAFF REPORT City of Atlantic Beach Commission Meeting AGENDA ITEM: Award of Contract on Donner Sewer Rehabilitation Project DATE: September 2, 2011,,, SUBMITTED BY: David E. Thompson, A City Manager BACKGROUND: The City's Sewer Master Plan Update recommended that the City use cured -in -place pipe technology to upgrade the old, cracked clay sewer mains, and use lining to rehabilitate deteriorated manholes. Fortunately, staff was able to obtain a Community Development Block Grant to upgrade the sewer system in the Donner Subdivision. This is a Disaster Recovery Grant associated with Tropical Storm Fay. By improving the sewer system, the City will reduce the possibility of overflowing manholes and excessive flows caused by infiltration during heavy storms. Specifications were completed, reviewed and approved by the Florida Department of Community Affairs. Bids were advertised, five contractors were prequalified and four attended the Pre -Bid Meeting. Five contractors submitted bids as follows: American Insituform Lanzo Lining Miller Reynolds Infrastructure Technologies, Services, Inc. Pipeline Corp. Inliner Technologies Inc. Corp. $157,410.00 $140,294.00 $188,320.00 $175,590.25 $198,275.00 On June 13, 2011, the City Commission awarded the contract to Insituform Technologies, Inc., contingent on approval by the City of Jacksonville, as they are the grant administrators. The City of Jacksonville would not approve awarding the bid to Insituform, and on July 11, 2011, the City Commission rejected all bids and authorized staff to rebid the project. Jacksonville had contacted the bidders to see if any were willing to comply with Section 3 hiring requirements. Insituform and American Infrastructure Technologies would not agree to hire people under the Section 3 requirements. Miller was the lowest bid that agreed to abide by the Section 3 requirements. Staff rebid the project, and the City only received one (1) bid, and it was for $188,000 which was $10,000 over budget. This went back to Jacksonville for their evaluation. AGENDA ITEM # 8B SEPTEMBER 12, 2011 Jacksonville said that they would approve the award of the bid to Miller Pipeline Corporation for $175,590.25 if Miller Pipeline would stand by their original bid and Atlantic Beach was willing to approve it. Utilities Director Donna Kaluzniak contacted Miller Pipeline Corporation, and they said that they would honor the original bid and comply with the direction provided by the City of Jacksonville relative to Section 3 requirements. BUDGET: The award of the bid will utilize $175,590.25 of CDBG Disaster Grant funding to address the Donner Subdivision Sewer Rehabilitation project. This does not require any matching funding on the part of the City of Atlantic Beach. RECOMMENDATIONS: To waive purchasing requirements, and award the contract for the Donner Sewer Rehabilitation project to Miller Pipeline, Corporation in the amount of $175,590.25. ATTACHMENTS: August 31, 2011 Email to David Thompson from Alice Jones, City of Jacksonville Public Works, Director's Office REVIEWED BY CITY MANAGER: AGENrA ITEM NUMBER: - - - � F r mob— J N tj -.4 � OLT(.: U ' Cox, At jr A C j- ;, �, -TO d� �4v I* d r 771.114 16 �J 3Y, � � ''l y'I r ��'� ", �f ,'.,�'� 5•�'F 1.1�� '� _'a.'_�� .P �'��+Tds�ll - -- - - -q4 AIL Mt.; 3p MY1. I I T l7 e'.: i7 • rTM .�� - : - i�.: �e. 3 'i''w: l: :`�'•.!�,r'; `�['. �f' Jw_ rill. ■ r- 5r +' F P1 P . ' ` I 4 WN W. ., i L 5' t��+Y. u� _� j I 1 "'�.� , r_ o"it T 111 a, IMWW 4i 4W A 4p 14; M" r I rlr 96" t 6 46 * v .44 A166- lk . A k Mir 31-t 2, L I ? -1afap .4 of j 0 W 2. ti I N 4 8J11 9 It 1, .,Jh r . we lo t I T rn� y 07 1• :I 5 - #rnYl .I� if.T4i 4 j d Ji . 16 . Ao�-. �e,y ha .I =x,�. xX�'�•�7R�7` 'r :,.� I3 :1 * 1, F ril'4.'� I �.��t•.11�. ��,�_'�Y� • t.', " rop L L'� ■ I pp: 31 AGENDA ITEM # 8C SEPTEMBER 12, 201 I One year of service and a 1.1058% lump sum bonus. Estimated cost of $66,000. 2. Two and one -half years of service and a 1.1835% lump sum bonus. Estimated cost of $66,000. 3. A lump sum payment in the amount of $556.11 to all employees with 1 year of service. Estimated cost of $66,000. 4. A lump sum payment in the amount of $600.60 to all employees with 2.5 years of service. Estimated cost of $66,000. RECOMMENDATION: Although there are pros and cons to each of the options, I would recommend Option 3 as it will provide more lower paid employees with a greater bonus in relationship to their annual pay. REVIEWED BY CITY MANAGER: � 5'- Y� rr i!1,Y. ILL •li 1 • '�qr 1 4 : 51 -..r o-r +' r:f 1.i::n. �'i Y.'Li ''[ S', -• * r',r F ` r "�+ � 4 � L,l�r �, •- -" �' M "�yr'Fy�y.y.1`�!��!��`¢¢`�'ry �.�.+. Z - * �• 'r ^, ��"�'�^ "�_�•�„ • 1� t 'T +: F��I.h - ;•r 4ilr: �. ii' �. r. �:. r' 7 • t�'i S;.L•:; "h�� + - 11.� - ''t :.�l r �l.i . , .;'��t:,+��' rS:'�t �r i. f.1!' 4 i a��.r l - 41ti. �_:+.•ti� r . i'� S,i � 5• �� , r � •S ' Y A� 1 1 9 i i.. r'' o- }�,+_ .1� i : {, ..I� rl ;k' I1,.. I.� 11c z - t• � 1r r:. l:' }� if •I T • j ,z _ �e h: [r.• � :� i ��!'{',_. �� I��i i�i}.r "�r1�• Y , ^ s Y�a. q, `.b: y. - �1'�!'- ��'±: ii,� lire Y ..� F �'v 1 111'•'� l ]_'2[i - •..r - :!iL Sf.l.:`1��.' '�IL•- �.. # + + [ r� �•, �r';.i F y •7 . % r .sy ' r `_ l.r, fifir'1' "a*r�.+Rh�+�" YR + ' r* t :.: ar., � I -r 1. ti I r_,: ',r w.;�•::�. r s r ' 4 •� �4' - �.: S'y5�y��j !dfl _. +rr F:,y f•.r, t • , S r•tlrz S'' wl f�.' S ^17 - 'I.'ii.'f � �! •� : r'S a.f+}�,�i ate- `.�''k+ ;., •4 ! r ' .'_' _ ,,., r.! -:S. , , r' _ �� IAeY [I: .f w. r.' �1 •• r:� - {' Yi} ir'- r�yr — L � 'r' -t, ! .•. �, �yy r jFj ' 't�4i':�7 ; I- � a :� Sw��Y �`Ir Z:.:L�.1 �3£ " iir' .Q'u�I1 �Ib-`i } y ' 4- - L ii]14i. �ii'�v�! .. _ -� .� _srrYiil� AGENDA ITEM # 8D SEPTEMBER 12, 2011 INSURANCE RENEWAL PREMIUMS (2010 Renewal is through PRIA) ACTUAL PREMIUMS Notes 1. To be awarded to current broker, L.B. Bryan and Company through Hartford Life. 2. Three year premium paid in FY 2011 for FY 2011, FY 2012 and FY 2013. Three year policy premium was $62,033 per versus a per year premium of $34,425. 3. To be paid by Pension Board. FISCAL YEAR TYPE 2007 2008 2009 2010 2011 2012 Automobile 75,025 73,428 71,830 73,019 35,000 37,258 Property 230,369 211,173 164,525 158,460 133,799 140,508 Liability - General 43,904 39,513 1 43,483 50,269 36,000 38,619 Liability - Police 24,998 26,100 27,416 27,405 25,000 25,000 Liability - PO & Emp Prac 20,591 24,291 28,659 25,870 22,000 22,500 Liability - Crime 1,211 1,211 1,211 1,211 1,237 1,375 Police Statutory Note 1 1,046 1,178 1,196 1,196 1,196 1,196 Workers' Compensation 286,345 213,680 213,648 187,763 139,764 139,737 Totals 683,489 590,574 551,968 525,193 393,996 406,193 Difference-to City = 92,915 - 3-8,606 - 26,775 - 131,197 12,197 - 13.59% -6.54% -4.85% -24.98 +3.10% Environmental Note 2 30,377 17,386 17,386 17,386 20,678 20,678 Fiduciary Insurance Note 4,520 3,743 3,966 4,176 5,884 5,264 Notes 1. To be awarded to current broker, L.B. Bryan and Company through Hartford Life. 2. Three year premium paid in FY 2011 for FY 2011, FY 2012 and FY 2013. Three year policy premium was $62,033 per versus a per year premium of $34,425. 3. To be paid by Pension Board. AGENDA ITEM # 8E SEPTEMBER 12, 2011 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: Change Order No.l for Bid 1011 -16 Contract Time Extension SUBMITTED BY: Donna Kaluzniak, CEP, Utility Director DATE: September 2, 2011 BACKGROUND: The contract awarded to WPC Industrial Contractors, LLC for completing the Sludge and Odor Control project at WWTP #1 included a 270 -day timeframe to substantially complete the project. Based upon the contractor's discussions with the major sludge treatment equipment manufacturers, the equipment delivery schedule will delay the project completion by approximately 2 months. In the current economy, many equipment suppliers are not keeping parts and equipment in stock, but awaiting confirmed orders before they begin to manufacture items. Staff has experienced similar delays in other projects and in replacing plant and lift station equipment recently. The contractor is not requesting additional funds, only time. The time extension will affect the construction engineering and inspection (CE &I) contract with our engineer, J. Collins Engineering Associates, LLC (JCEA). JCEA has agreed to waive the engineers' additional time for construction administration, but is requesting additional funds to cover the cost of the onsite inspector's time. JCEA also reduced by half the profit and overhead that was included in their contract, making the total additional costs $21,015.60 for the two months of additional inspection. BUDGET: Funds are available for the additional engineering costs under account number 410- 5508- 535 -63 -00 due to the TMDL projects coming in under budget. RECOMMENDATION: Authorize the City Manager to execute Change Order No. 1 for WPC Industrial Contractors, LLC for additional time at no added costs. Approve additional funds for J. Collins Engineering Associates, LLC for extended inspection services in the amount of $21,015.60. ATTACHMENTS: 1. Change Order No. 1 2. Fee Proposal from JCEA for Extended Construction Administration and Inspection Services. REVIEWED BY CITY MANAGER: 4 T I J 1 ti'J' •. �•'T - ','� '�'. l y. 1 � .f � „ !'.`. ~ r, t � I "5., � 41 .1 � ,qtr• 4 I rN rk'•ax...�'�aJ-r.r r,W�L. fr7T }t.� �N�I^:,rp .cp6 ME u I�[�� 1�1�r� �,,�.�•��'y"r.�' �r�'` •iL^ +4�r14'.,iywla�4'+apvwy,= ;IG�r� r Rw•� :x.: ' #. +RIwR�.Y,YA1C'.4]` 1 : r- r f:t 7f +} =111• 711' a fr j:'� b. 4 HfY {G Y S • 'i' 119: =! 1 s� - -1 . y _ = _� -.', �. 'SF -. f,'f'� ._�` „�'.. +1 •r _ �ds ` '�5i r.� T•a�;. , �''6tt4,`��t'�1 `�r_ ,, ,r "'+}}7N' ��4 '! * k' �:._�y'� , I J�VI 'f•tF•f•.i Y- 1 , _r -'F;' !- �l'�:. q Lri4_ ii - "f r l of , iia x �'+ ��• . T4.,. E.1- k:r.:�r'�'' F+_ � � �,r� - .'r - r r?� �' " %a�#�•r'3G:�.�y'Y+ -L Vii. - -- - + ?+t + � r, `aIF�[".:�a: --fir -., _ ' . `7L� tiY -, � / +�'� ' 'T+ '.: +��.;-• 4' - . ' r•} .71 c- I I'y h�ya � -f.,;��?::'`'." �$�': - �%` _ - r . 3a, r:�'!J' 1:: i i• ~� ? 1: Il�•�_�.� �� i ��4Q + �.'{ • rt l r T4+ 'e �y�:'4 ol'�T•'� +,:'ri :� �, �i',`.�f'y; ' y�_T ;,i ' 9+ i?"r' L - , ?�(, �- ;�' "f"":.� -*xr� f t�`i�'��' a + R � l .. 1 7 a.. a t } a K'.. 1• - } � r - r. h r� 14 ��['fr�h c� I ' +�YL R. l F �`� � r - 'I � -. i !r _-1 "4 +1Y - a.� Y 1 Ma�J' "1�'��L ��. I { ilia + ll. �'.I - ' S .? e . k _ - _: nr � .wL t r �' - . - , 1. - i ' . n d , •. x � ".4 ' . II : i L. _. ill '- : r ' J r ` _ ��+.'+;• �r. _ I �1•`. '� _ I I' �� - b � • ' ` +p� , �� ''/I' }� �'M-II , { -. � ��I'" ��I Js ��- YC� ry�l "i + �r':�'{�� ,r �- `�'�• � �". �I -r' I.. I., .+'•' '.a 'I:. - ��I'� � - .� I:I ?� ■ L fu* go ".,W �. � �, 1 Jam; -..: l:; .��;�„rT_;�1'`�;�:ri.d;� - — � _- — __ -._ �-T I � •I .:19�! 1(::. .�i<. •.: Vii... i .. . . � J./ 1: �' . � J a }. CJ 4� .I � AyiYii �Y T R 4' ■4 1 f. LA 1� Zi 4� •y °� _ �:IS' iy'� L� NA. WTI' 14. WTI' AGENDA ITEM # 8F SEPTEMBER 12, 2011 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: Change Order No.3 for Bid 1011 -01 Sludge Air Flow Control Valve /Air Flow Meter and Aeration Tank Wall Valves SUBMI'T'TED BY: Donna Kaluzniak, CEP, Utility Director DATE: September 6, 2011 BACKGROUND: As part of the TMDL WWTP #1 improvements, the nine existing large blowers will be replaced with 4 new blowers that are much more energy efficient. In this TMDL Project, the manufacturer (Siemens) is providing all equipment associated with delivering aeration to the modified aeration basins. They are the supplier of the new high efficiency blowers, Master Control Panel, air valves and air meters as well as the complete control system. Siemens has the "sole source responsibility" to provide the equipment as well as the control of this critical equipment. Under the TMDL scope of work, the manufacturer already had included in their fee, the cost of programming of the new air blowers for the new sludge improvements. Since the Sludge & Odor Control Project was not designed at the time of bid and would be bid to General Contractors, the best solution to ensure "sole source responsibility" was to complete the sludge design to determine required equipment and purchase the required air flow meters and valves under WPC's original TMDL contract as a change order. The cost of the valve with controls is $13,039.85. In addition, staff requested the contractor to provide a cost for additional valves between the baffle walls in the aeration tanks, which will allow for less costly maintenance of the tank in the future by reducing the need for pump and crane rental when the tanks need dewatering. The Cost of the additional valves is $13,392.79. There is a delay for some of the critical equipment (mixers) for the TMDL WWTP #1 project that will affect the overall completion schedule. (More information on equipment delays is discussed in the staff report for Change Order No. 1 for the Sludge and Odor Control Project). The contractor has requested an additional 60 days for completion. This is a time -only change order — no cost increase. BUDGET: Funds for the Change Order No. 3 are already encumbered as part of WPC's contract, which included a contingency of $238,140. AGENDA ITEM # 8F SEPTEMBER 12, 2011 RECOMMENDATION: Authorize the City Manager to execute Change Order No. 3 for WPC Industrial Contractors, LLC in the amount of $26,432.64. ATTACHMENTS: 1. Change Order No. 3 REVIEWED BY CITY MANAGER: k4 up I I V— ld� L I N IN YJ I u Ss. l��'~ � �.0 X1:'1 �.1.� �I , A!R ri (e 4 ki f A j�14C I VIP - d ! F General Contractors License CGC046120 September 6, 2011 Mr. John E. Collins, Jr., P.E. J. Collins Engineering Associates, LLC 11516 -3 San Jose Blvd. Jacksonville, FL 32223 Reference: WWTP # 1 Improvements for TMDL Compliance Cost to Provide, and Install 4 Tank Drain Valves Dear Mr. Collins, The following are the costs associated with the request to provide and install 4 tank drain valves in the interior walls of the four treatment basins. Pipe and Plug Valves Coatings Crane, Scaffolding, Tools Labor Sub Total Overhead and Profit Total $ 8,045.91 8 @ $ 50 400.00 4 @ $ 200 800.00 4 @ 121us. X $ 50 2,400.00 $ 11,645.91 1,746.88 $ 13,392.79 Should you require additional information, please do not hesitate to contact our office. Sincerely, Phillip Starr WPC INDUSTRIAL CONTRACTORS, LLC 9 6 I ji J d� if L, I dr. N-1 VAN vy + - 74 L A _ C �r4'�ICN.rSa��h�itt` l '00 E�J� r_M -.is .L�ti °r- a : -. -_.. -_ •_Iwt' i A $ '- r.�'1;:�"', IC •�• { �Ir -. I � •.�'r�.��,.d C .:�.�� 'i��: I , , .h' ` 1 _,• � , .�� .!* � rr �. { = f 4t45�"y A " I ly -ii .rmj,,y r�F ;r e ^ ti5;�"!?! "� , 4�}q y .�• �••,'�,�� e� Y'� 'i �r� �•� k"-"T�U1 �5�," �;+ ��tir rsF� ,+�t'�,b��}��'.3o�,LK>!'t"�+ 4e�1 r•u��r4�' ice. r,fi.11l�p {�t 1 {, � ^ � ' +; ,',I „4�[a•: •' !!fj'' - !f :, I�+ ..r - I w 7'� � �.� I.�. .. iF �. *. ,Lr�i �r , ' °�: l'� 4. 5+. _ 1' -ki 'S °r:rh rr +y ire t i ;•:7.F.C.r,._k��- ��•��._..k �p 1"L l -�} I �.�'] T � 7 � _per .. • ' F�J, I If��'� + .i ` °�.� T _m6Q � 1 � ��Y.,�.1•� �� .X_.J.i �,. ..t L_ ti• IFJ -�' f ��. • �' � tr , t ,r � -a ; ��`� �,►� / "�"J ..- ii•; 9�� .�`'i �s ! r�. :,�37''�- �:.1`. xw. rr f `7.4a f JJP ht ,1.ti.r 'X' r j Z L' *{ -.w. = '�C:� =10 Mi van � ' ��tis 7�' • 1 y�I� ir �� f � I . ' � � Y I � _ �. J u l�.,�,r� '4:�� - fi r � Ii1� - rfiG.• k'n �b.'�JI�,-'k1, 4Lt� its'..# �. �., :•. - r TtJ^ I•'aS�;'rmti?';+'7•r•rtryAr+r ' f+ -�: +J!;�, !� IS•','�,:. 5' }` ;� � . ��+ :J• 5 'k_ , r �r L'- :I'r. - yr�,',�q `a -� � r �. ti r•: — hats -rv. � ' {.• ;-u T•. .f .5. r B., r�:: '�,' ,:a. r.. . �.I • �r ��' } +7 .f. 1 * '','Jeri¢, + C .q 4 ,• �•,'• r . r r, �• ''4}.gr��.,yL,t +. , 't�l • � • - l l �' N. 6.. �,J`•'r ;,ll� �'A'I�.r.�# 7i4! ' ' -�. ^'�= I t y`i rr-i• CI•e f -F .+- r�' II�_ s l I. i e� .'i. ,' �:' " -.' r..••'.. Irr �• �.�,,' i k 4�:�b�`��i�r��.�' a.- SJ� •�'�d�'V�l•+M�+SR�Ml,+��''f�i r, �':�., ��kn, `�y;!rr��i.�!i} �V- • �` -'k . +._: � t +,.� r' #• 41' .,,F;•J'4 t � = Is °�� - 1,_.t.��,��:': _ I' r - _ - -� � — Akh i w AGENDA ITEM # 8F SEPTEMBER 12, 2011 WWTP# Improvements for TMDL Compliance City of Atlantic Beach, FL Bid No. 1011 -01 CHANGE ORDER NUMBER 3 Contractor: WPC Industrial Contractors, LLC 11651 Philips HW Jacksonville, FL 32256 (904) 268 -0099 Fax (904) 268 -2922 Engineer: J. Collins Engineering Associates, LLC 11516 -3 San Jose Blvd. Jacksonville, Florida 32223 (904) 262 -4121 (904) 262 -4122 FAX Date: September 2, 2011 Owner: City of Atlantic Beach 800 Seminole Road Atlantic Beach, FL (904) 247 -5800 ITEM DESCRIPTION OF CHANGE(S) Complete Scope of Work is attached as Exhibit A Total Cost/Price INCREASE OR DECREASE IN CONTRACT PRICE 1 Cost to Add Air Control Valves & Meter for Sludge Project Iform same manufacturer as TMDL Equipment $13,039.85 $13,039.85 2 Plug Valves for Drains In Aeration Basin $13,392.79 $13,392.79 3 Sixty Day Time Extension $0.00 $0.00 Subtotal $26,432.64 CONTINGENCY AMOUNT $238,140.00 PREVIOUS SPENT $38,766.04 CONTINGENCY AMOUNT REMAINING $199,373.96 TOTAL DECREASE $0.00 TOTAL INCREASE $26,432.64 CONTRACT PRICE PRIOR TO CHANGE ORDER $5,175,566.04 CURRENT CONTRACT PRICE INCLUDING THIS CHANGE ORDER $5,201,998.68 CONTRACT TIME INCREASE DUE TO CHANGE ORDER 160 DAYS CONTRACT TIME DECREASE This document shall become an amendment to the contract and all provisions of the contract will apply hereto. Accepted by: Contractor Accepted by: Engineer Accepted by: Owner Date: Date: Date: AGENDA ITEM # 8G SEPTEMBER 12, 2011 STAFF REPORT City of Atlantic Beach Commission Meeting AGENDA ITEM: Florida Division of Emergency Management Grant DATE: September 2, 2011 SUBMITTED BY: Michael D. ClasseyChief of Police BACKGROUND: The Florida Division of Emergency Management has been awarded Federal Funds for the purpose of upgrading public safety radio systems throughout the State of Florida. These funds are being dispersed by region and Duval County is in Region III of the state system. Alachua County Sheriff's Office is the sub grantee recipient of these grant funds for Region III. The City of Atlantic Beach Police Department (ABPD) radios operate off the City of Jacksonville's (COJ) 800 MHz radio system. The COJ radio system is undergoing software and hardware upgrades referred to as Project 25 (P25). In order for ABPD radios to continue to operate, these radios must undergo the same system upgrades. The cost of these upgrades for COJ is approximately 2 million dollars and a portion of those costs are being passed along to end users of the system such as ABPD. The Atlantic Beach Police Department asked for consideration to be given in the allocation of the Region 3 grant funds as the expense of the upgrade would have created severe budget challenges if General Fund monies were required. The Alachua County Sheriff's Office, in their grant application, requested $75,555 to cover all expenses for the ABPD radio system upgrades and their grant application was approved as written. These expenses will be paid by Alachua County directly to COJ so no funds will physically pass through COAB. Any remaining funds above the cost of the ABPD radio upgrades will be directed to COJ. The next step in this process is for the Atlantic Beach Police Department to sign the Memo of Understanding with the Alachua County Sheriff's Office. BUDGET: None RECOMMENDATIONS: To authorize the City Manager and Chief of Police to sign the Memo of Understanding with the Alachua County Sheriff's Office. ATTACHMENTS: Memo of Understanding with the Alachua County Sheriff's Office. REVIEWED BY CITY MANA ER: AGENDA ITEM # 8G SEPTEMBER 12, 2011 MEMORANDUM OF UNDERSTANDING BETWEEN ALACHUA COUNTY SHERIFF'S OFFICE AND CITY OF ATLANTIC BEACH POLICE DEPARTMENT I. PARTIES This Memorandum of Understanding (MOU) is made and entered into, by and between Sadie Darnell, Sheriff of Alachua County, Florida, hereinafter referred to as `Sheriff', whose address is 2621 SE Hawthorne Road, Gainesville, Florida, and the City of Atlantic Beach Police Department located at 850 Seminole Road Atlantic Beach Florida. II. PURPOSE A. Background On August 4, 2011, the Alachua County Sheriff was officially awarded Grant Contract Number: 11- DS- 8D- 03 -11 -01 from the State of Florida, Division of Emergency Management the in the amount of $3,683,474 (three million, six hundred and eighty three thousand, four hundred and seventy four dollars). The purpose of the grant is to purchase P25 700 -800 MHz compliant mobile and portable radios, SSI's for Region III (Alachua Baker, Bradford, Clay, Duval, Flagler, Gilchrist, Levy, Marion, Nassau, Putnam, St. Johns and Union). B. Purpose The purpose of this Memorandum of Understanding (MOU) is to specify the number and type of equipment to be purchased for and to delineate the responsibilities of the parties. III. TERM OF MOU This MOU is effective upon the day and date last signed and executed by the duly authorized representatives of the parties to this MOU and shall remain in full force and effect until June 30, 2012, the end of the grant year, there will be no further extensions. IV. PAYMENT No payment shall be made to either party by the other party as a result of this MOU. V. RESPONSIBILITIES AGENDA ITEM # 8G SEPTEMBER 12, 2011 A. The Sheriff agrees to perform the following actions: (1) Submit quarterly reports to the State of Florida, Division of Emergency Management no later than thirty (30) days after the end of each reporting period of the program year and shall continue submitting quarterly reports until submission of the administrative close -out report. (2) Submit the administrative close -out report no later than sixty (60) days after the end of the program year. (3) Purchase P25 compliant interoperability equipment awarded in the justification and transfer equipment to the. (4) Pay a total amount of $75,555. (5) Follow all guidelines according to the Federally Funded Sub -grant Agreement Contract Number: 11- DS- 8D- 03- 11 -01 CFDA Number: 11.555 B. The City of Atlantic Beach Police Department agrees to perform the following actions: (1) Submit all information to the Sheriff regarding the equipment within twenty (20) days after taking receipt of equipment. (2) Accept responsibility and ownership of the equipment (Attachment A) purchased by the Sheriff. (3) Maintain equipment according to the requirements from the State of Florida, Division of Emergency Management. (4) Retain sufficient records to show compliance with the terms of the agreement, for a period of five years from the date the audit report is issued. (5) Federally funded equipment under this agreement must be maintained for five years from the date of the executed agreement before disposal. (6) Shall be responsible for periodic monitoring/audits conducted by the State of Florida, Division of Emergency Management. (7) After transfer of all equipment, shall take full responsibility for the equipment and maintenance according to the guidelines of the State of Florida, Division of Emergency Management, thus releasing the Sheriff of all liability of maintenance and responsibility for the equipment. AGENDA ITEM # 8G SEPTEMBER 12, 201 I (8) Follow all guidelines according to the Federally Funded Sub -grant Agreement, Contract Number: 11- DS- 8D- 03- 11 -01 CFDA Number: 11.555. VI. GENERAL PROVISIONS A. Amendments Either party may request changes to this MOU. Any changes, modifications, revisions or amendments to this MOU which are mutually agreed upon by and between the parties to this MOU shall be incorporated by written instrument, and effective when executed and signed by all parties to this MOU. B. Applicable Law The construction, interpretation and enforcement of this MOU shall be governed by the laws of the State of Florida. The courts of the State of Florida shall have jurisdiction over any action arising out of this MOU and over the parties, and the venue shall be the Eighth Judicial Circuit, Alachua County, Florida. C. Entirety of Agreement This MOU, consisting of six (6) pages and the attached grant agreement between the State of Florida, Division of Emergency Management and the Sheriff, represents the entire and integrated agreement between the parties and supersedes all prior negotiations, representations and agreements, whether written or oral. D. Severability Should any portion of this MOU be judicially determined to be illegal and unenforceable, the remainder of the MOU shall continue in full force and effect, and either party may renegotiate the terms affected by the severance. E. Sovereign Immunity The Sheriff and Alachua County and their respective governing bodies do not waive their sovereign immunity by entering into this MOU, and each fully retains all immunities and defenses provided by law with respect to any action based on or occurring as a result of this MOU. F. Third Party Beneficiary Rights The parties do not intend to create in any other individual or entity the status of a third party beneficiary, and this MOU shall not be construed so as to create such AGENDA ITEM # 8G SEPTEMBER 12, 2011 status. The rights, duties and obligations contained in this MOU shall operate only between the parties to this MOU, and shall inure solely to the benefit of the parties to this MOU. The provisions of this MOU are intended only to assist the parties in determining their obligations under this MOU. The parties to this MOU intend and expressly agree that only parties signatory to this MOU shall have any legal or equitable right to seek to enforce this MOU, to seek any remedy arising out of the party's performance or failure to perform any term or condition of this MOU, or to bring an action for the breach of this MOU. VI. NOTICE AND CONTACT A. All notices provided under or pursuant to this Agreement shall be in writing, either by hand delivery, or first class, certified mail, return receipt requested, to the representative identified below at the address set forth below and said notification attached to the original of this MOU. B. The name and address of the Sheriff's representative responsible for the administration of this MOU: Kelly L. Amerson Alachua County Sheriff's Office 2621 S.E. Hawthorne Rd. Gainesville, FL 32641 T: 352- 367 -4031 F: 352- 374 -1873 kamerson @alachuasheriff.org C. The name and address of Atlantic Beach Police Department representative responsible for the administration of this MOU is: Lieutenant Tiffany Layson Atlantic Beach Police Department 850 Seminole Road Atlantic Beach, FL 32233 T: 904 - 247 -7876 F: 904 - 247 -5899 tlayson @coab.us D. In the event that different representatives or addresses are designated by either party after execution of this MOU, notice of the name, title and address of the new representative will be rendered as provided in (VI)(A) above. AGENDA ITEM # 8G SEPTEMBER 12, 2011 ATTACHEMNT A Duval 06CP -02 -BRDG Upgrade Smartnet to Smart Zone 50 400.00 20,000.00 75555.00 Duval 06CP -02-BRDG TRUNKING SOFTWARE 50 300.00 15,000.00 Duval 06CP -02 -BRDG Trunking 9600 Baud Flashport 12 415.00 4,980.00 Duval 06CP -02 -BRDG 3600 /9600Interop Flashport 12 500.00 6,000.00 Duval 06CP -02 -BRDG Smartzone Upgrade 25 400.00 10,000.00 Duval 06CP -02 -BRDG SmartzoneE Omnilink Oper 25 200.00 5,000.00 Duval 06CP -02 -BRDG Project 25 9600 Baud Trunking 25 300.00 7,500.00 Duval 06CP -01 -PORT Portable Radios 2 3,537.50 7,075.00 AGENDA ITEM # 8G SEPTEMBER 12, 2011 VII. SIGNATURES In witness whereof, the parties to this MOU through their duly authorized representatives have executed this MOU on the days and dates set out below, certify that they have read, understood, and agreed to the terms and conditions of this MOU as set forth herein. The effective date of this MOU is the date of the signature last affixed to this page. Sadie Darnell, Sheriff Date Alachua County Approved as to Form and Legality Cynthia Weygant, General Counsel Date Alachua County Sheriff's Office Jim Hanson, City Manager City of Atlantic Beach Date Mike Classey, Chief of Police Date Atlantic Beach Police Department AGENDA ITEM # 9A SEPTEMBER 12, 2011 September 6, 2011 MEMORANDUM TO: The Honorable Mayor and Members of the Commission FROM: Jim Hans g ...m�� SUBJECT: City Man er's Report Emer2ency Repair of Sewer Main between Willow Cove Court and Mimosa Cove Court Emergency purchase orders to Gruhn May Inc. (the City's annual contractor) were approved on August 22 and 23, 2011 due to a collapsed sewer main running in an easement between Willow Cove Court and Mimosa Cove Court. This is an old cast iron main that failed in the same way as the cast iron main on Selva Marina Drive recently. The top of the entire 160 foot length of pipe deteriorated and caved in. Failure of the pipe at this location creates sewer backups in the entire upstream area, including Admirals Walk and a part of the Cypress Cove Subdivision. This sewer main is very deep and runs in an easement between homes. A total of $10,000 was approved on August 22 for bypass pumping. Upon determining that the entire main was collapsed, an additional $70,053.00 was approved to replace the sewer main itself. This is being reported to the City Commission because it exceeds the limit for City Manager approval of normal purchases. State SRF Funding for Remaining Portions of Wastewater Project The City has received notice from the State Department of Environmental Protection, Division of Water Facilities Funding, that the previous agreement for SRF funding for the wastewater plant improvements will be amended to include an additional $2,440,816 related to the sludge and odor control upgrades s at the wastewater plant. This means that the interest rate for borrowing these funds will be considerably lower than under conventional bank financing. As reported in the recent budget workshops, the lower interest rates for other portions of the wastewater project, along with the bids coming in considerably under budget, will result in future debt payments well under previous estimates. Ultimately, this translates into lower rates for water and sewer service to Atlantic Beach customers. AGENDA ITEM # 9A SEPTEMBER 12, 2011 Florida Department of Gower noor r Governor Environmental Protection Jennifer Carroll Lt. Governor Bob Martinez Center 2600 Blair Stone Road Herschel T. Vinyard Jr. Tallahassee, Florida 32399 -2400 Secretaiy August 25, 2011 Mr. Nelson Van Liere Finance Director City of Atlantic Beach 800 Seminole Road Atlantic Beach, Florida 32233 Re: WW160700 - Atlantic Beach Treatment & Transmission Facilities (Upgrade WWTP #1 & Abandon WWTP #2) Dear Mr. Van Liere: Enclosed are three original copies of proposed Amendment 1 to your State Revolving Fund loan agreement. The amendment provides an additional $2,440,816 for this project. Please have the appropriate officials sign and seal the enclosed three copies and return them to us within three weeks at 2600 Blair Stone Road, Mail Station 3505, Tallahassee, Florida, 32399 -2400. We will arrange for the Deputy Division Director to sign the documents and mail a fully executed original to you. If the signed amendments are not received by us before October 1, 2011, this additional loan amount may be subject to a higher interest rate. If you have any questions regarding this amendment, please call Lekenyia Beal at (850) 245 -8358. Sincerely, /,, /< Robert E. Holmden, P.E., Chief Bureau of Water Facilities Funding RH /lb cc: Jim Hanson - City of Atlantic Beach Donna Kaluzniak - City of Atlantic Beach Ilflvlv dep.srale.fl. us