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02-23-12MINUTES POLICE BUILDING AD HOC COMMITTEE MEETING FEBRUARY 23, 2012 — Week 1 COMMISSION CHAMBER, 800 SEMINOLE ROAD IN ATTENDANCE: Chairman Jack Varney Mr. Arthur Corsano Mr. Don Ford Ms. Juliette Hagist Mr. Stephen Kallao Mr. Louis Keith ABSENT: Mr. Carl Harkleroad Ms. Darlene Kelley Mr. Steve Lindorff Mr. Mitchell Reeves Mr. Chris Rule Mr. Jim Smith Mr. William Whittington Facilitator Tiffany Busby Chief of Police/Liaison Mike Classey Presenters: Commander Gualillo / Commander Layson HANDOUTS: Agenda, Ground Rules, Voting Procedures, Meeting Schedule & Objectives, Summary Report ABPD, PowerPoint presentation ABPD Building, and ABPD Building Deficiencies Chairman Jack Varney called the meeting to order at 6:00 p.m. Chairman Varney introduced Chief Mike Classey. Chairman Varney introduced the Facilitator, Tiffany Busby. Chairman Varney mentioned Diane Graves, Administrative Assistant to Chief Classey. The Committee members __introduced themselves for the record. Instructions from the City Commission - Charge to the committee read by Chairman Varney. (attachment) Police Building Ad Hoc Committee — its purpose is to become familiar with the building related problems, consider various alternatives to solve the problems, consider the costs related to each alternate and make a recommendation, in the form of a final report, to the Mayor and Commissioners of the best way to solve the building related problems balancing both the cost to Atlantic Beach taxpayers as well as the need to have a top quality police department serving our citizens for many years to come. Chairman Varney asked the committee: "to participate and be involved, share your thoughts, don't be bashful, think clearly, let us come here with an open mind, let's use informed judgment based on facts, not around opinion and let us try to get this job done and identify and define the key items we need to work with. Those things that are critical; those things that are important, those that are desirable and those that we can or cannot live with. I think it is time we go to work and I am going to let Tiffany take over from this point. Thank you." Facilitator Busby - thanked the committee for volunteering their time to this committee. She appreciates the opportunity to work with them. Her goal is help them to use their time efficiently; to make the recommendations for the report. Facilitator Busby reminded the committee members they _have a short period of time to discuss what could be a lot of information. She wanted the members b be aware that not all committee members have the same basis of knowledge. So, for some members, some of the information presented may be old information to them; the information February 23, 2012 Police Building Ad Committee Meeting Page 2 Week 1 'resented is to ensure that everyone has the same basis of information so everyone can make their own decision or affirmations that will help make the report. Instructions: Facilitator explained that part of her job in using the committee members' time efficiently is to have everyone participate and give everyone the opportunity to share their opinions and questions. So, part of her job may be to curtail some members in order to give other some time to talk also. Ground Rules [handout]. Ms. Busby addressed the Ground Rules. After a question regarding the options the committee is to consider, Chairman Varney — listed the options: 1 - remodel the existing building 2 - expand the existing building or 3 - build a new construction at a different physical location Chairman Varney advised the options will be made clear at future presentations. Discussion: an option tossed out at a town meeting was to build a new building limited square footage and renovate the existing building which would provide the square footage for everything the police department needs. Is that not even going to be considered? Chief Classey — "I believe one of the items on the list has to do with if a new structure is built, it could be a different size." �„Jhis option has not been entirely explored and we would need to obtain a cost estimate. ;ommittee members asked to obtain permission from the commission to consider this as a fourth option. [Copy of charge was not included in the committee members' packets, but copies were distributed in the meeting upon request.] [Members were encouraged when speaking to identify themselves.] Discussion continued: *The Committee members requested clarification from the City Commission regarding the Options or if other options could be considered. Organizational work - Scheduling of the committee meetings days/times and the number for a quorum were discussed. Voting procedures [handout] were read by Facilitator Busby. Discussion followed regarding Roberts Rule of Order or Consensus Vote. Quorum - The committee decided the quorum would be 9 committee members — 2/3 of the committee members. *Chairman Varney — assigned to check to see if the rules of order applies to this committee? Answer next meeting. Meeting Schedule & Objectives [handout] Facilitator Busby pointed out **Homework items are ';,sted. She advised the Meeting Schedule is subject to change. This schedule will be adjusted as we go. Facilitator Busby pointed out the note at the bottom of the handout lists the website to view the proposed police building plans. February 23, 2012 Police Building Ad Committee Meeting Page 3 Week 1 ummary Report [handout] - Chief Classey prepared a Summary Report to provide the committee members with a brief overview and summary of the current building, police staffing, operations and general information about the City of Atlantic Beach. The summary includes the organizational chart and a statistical comparison data spreadsheet. Committee Member Ford - reminded members the Florida Sunshine law pertains to members of this committee. Facilitator Busby reiterated this is a Sunshine Committee and reiterated the rules that apply to this committee. Committee Member Ford asked if the committee would have a co-chair in the event the Chair would not be able to attend a scheduled meeting. The committee members agreed to have Committee Member Mitch Reeves serve as co-chair of the committee. PowerPoint presentation by Chief Classey - Staffing, Operations, and City Data [handout] - The presentation highlighted the Summary Report regarding the following topics: current building, staffing — sworn police and civilians, police operations, crime stats, Atlantic Beach city data and future growth considerations. During the presentation there were questions and discussion regarding the impact of Navy carriers at Mayport Naval Station life expectancy of the current building, and training space. Building Tour - A sign-up sheet with scheduled days/times for tours was passed around for the ,members to sign up for a day/time convenient for them. The tour is a homework assignment prior to the second meeting. Chief Classey introduced Commander Tiffany Layson (Patrol) and Commander Victor Gualillo (Investigations), who presented a PowerPoint regarding the building deficiencies. Discussion regarding the building tour — Allow an hour for the tour. PowerPoint presentation by Commander Layson and Commander Gualillo [handout] — the presentation consisted of pictures and discussion regarding the deficiencies noted in the current building. Question was asked regarding the juvenile holding cell requirement was a state statute and, if so, the number. [Juvenile Justice & Delinquency Prevention Act and s.985.265(5)(b), Florida Statute.] Discussed the options again. Facilitator Busby request Chairman Varney to take responsibility of getting clarification on the options to ensure the committee are in fact evaluating the right options. Discussion regarding the focus of the committee. February 23, 2012 Police Building Ad Committee Meeting Page 4 Week 1 There being no further discussion, Chairman Varney declared the meeting adjourned at 8:12 p.m. Minutes prepared by: Diane Graves