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.
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Week 1
There being no further discussion, Chairman Varney declared the meeting adjourned at 8:12 p.m.
Minutes prepared by: Diane Graves