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6-11-12 Agenda PacketCITY OF ATLANTIC BEACH CITY COMMISSION MEETING June 11, 2012 - 6:30 PM AGENDA Call to order Invocation and pledge to the flag 1. Approve the minutes of the Regular Commission Meeting of May 29, 2012. 2. Courtesy of Floor to Visitors A. . Transportation Improvement Program (TIP) Presentation — Ginny Montgomery. 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 the Public Works and Utility Departments Project Status Report on 5/30/12, and the Building Department Monthly Activity Report, Utility Sales Department Report and New Business Tax Receipts for May 2012. B. Authorize the Mayor to sign the Application for Revenue Sharing 2012 -2013. C. Annual Water Quality Report. 5. Committee Reports A. Report on Recommendations of the Police Building Ad Hoc Committee. 6. Action on Resolutions None. 7. Action on Ordinances A. ORDINANCE NO. 20-12-116, Introduction and First Reading AN ORDINANCE AMENDING THE OPERATING BUDGET FOR THE CITY OF ATLANTIC BEACH, FLORIDA FOR FISCAL YEAR BEGINNING OCTOBER 1, 2011 AND ENDING SEPTEMBER 30, 2012, AND PROVIDING AN EFFECTIVE DATE. 8. Miscellaneous Business A. Direction from the Commission on Voting District Amendments. (City Manager) — Deferred from 5/29/12. B. Police Department Report for 1 St Quarter 2012. (City Manager) 9. City Manager A. City Manager's Report. 1 10. Reports and /or requests from City Commissioners and City Attorney A. Minority Report from Dissenting Members of the Police Building Ad Hoc Committee. (Commissioner Beckenbach) 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, June 8, 2012. 01 MINUTES REGULAR CITY COMMISSION MEETING May 29, 2012 CITY HALL, 800 SEMINOLE ROAD IN ATTENDANCE: Mayor Mike Borno City Attorney Alan C. Jensen Mayor Pro Tem Maria Mark City Manager Jim Hanson Commissioner Mark Beckenbach City Clerk Donna L. Bartle Commissioner Jonathan Daugherty Recording Secretary Nancy E. Bailey ABSENT: Commissioner Carolyn Woods (excused) Call to Order/Pledge: Mayor Borno called the meeting to order at 6:33 p.m. the Pledge of Allegiance to the Flag. Commissioner Mark gave the Invocation, followed by 1. Approve the minutes of the Special Called "Shade" Meeting of May 8, 2012 and the Regular Commission Meeting of May 14, 2012. Motion: Approve the minutes of the Special Called "Shade" Meeting of May 8, 2012 and the Regular Commission Meeting of May 14, 2012. Moved by Daugherty, Seconded by Mark Votes: Aye: 4 — Borno, Beckenbach, Daugherty, Mark Nay: 0 MOTION CARRIED 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. William Brigman, 307 9th St., addressed the Commission regarding the hierarchy of expenditures and considerations stating they serve cities well. He stated great cities, communities and companies take their hierarchy to the next level which is a vision of what that organization or community is to be far beyond the next two or three years. He stated they look into the future up to 20 years down the road and ask what does this company or community want to be at that time. He stated that then needs to drive subsequent hierarchy of decisions especially when it comes to fiscal decisions. He encouraged the City of Atlantic Beach to undertake such a process in relation to the needs of the Police Department and the police building. He believes the Police Building is being looked at as an isolated potential expenditure. He encouraged the City of Atlantic Beach to undergo a visioning process to clearly articulate where this community and its citizens want to be in 5, 10, 15, or 20 years. He stated as a part of that exercise they should fold in the needs of our first responders, the police and fire departments. He stated through that process the community will have a clear understanding of the vision they want to see and what can be achieved, the costs and priorities. He stated through that process, he believes if a new police building is warranted you have the potential to develop community support for the level of expenditures that are being discussed at this point in time. May 29 2012 REGULAR COMMISSION MEETING Page 2 Chris Hionides, 47 11 "' St., addressed the Commission regarding the police station stating he is glad the committee made a decision to build a single -story building but is disappointed they decided to leave it in this location. He stated he believe having the building in this location offers a lot of disadvantages, including it is right next to the park and they will have prisoners in handcuffs being watched by children playing in the park, which is a traumatic experience and could be unsafe. He stated this site is too small and will disrupt the functions of the park and the City's business because of being under construction for 12 -18 months. He stated this is a beautiful place here and he does not believe we need to add another building to it. He believes we need to move some of the energy away from the east side to the west side. He stated Mayport Road needs all the improvements it can get and what better way to make it even more desirable than by putting a public safety building there. He stated the City can do this at no additional cost, in fact, it may cost them less. He stated when they vote on June 11 they should vote with their heart and their brain and they will see that the residents of Atlantic Beach deserve that the police station not be built here but rather somewhere else. He recommended the City solicit developers to give them a price to build a 9,000- 10,000 s.f. police station located on a different site so they can make the right decision. John Zona III, 2600 Belfort Road, Jacksonville, stated he has been an architect in Jacksonville for 31 years. He explained he has been a long -term friend of Chris Hionides and stated Mr. Hionides asked him to help him examine the decisions made regarding the size, shape and location of the police station. He explained his background in the architectural field. He stated he received a set of the drawings that were proposed and looked them over carefully. He stated the current plans are unnecessarily complex, with lots of expense. He stated he agrees with Mr. Hionides that this site is very, very tight and difficult in that the soils are unstable around the water areas. He stated he was pleased to see they were going with a single -story building which was one of his recommendations to Mr. Hionides. He stated the footprint they are proposing is 9,000 s.f. on a single level but at this size something is going to be left out that may need to be added later and this site is almost impossible to expand this building on. He stated as it is they have to displace some parking and create some parking and it makes it extremely tight. He asked the Commission to consider looking elsewhere for a site that is not in the middle of an established residential neighborhood. He stated if they put it here, the buildings that are adjacent to it will not have room to expand either so they will be creating more problems rather than solving them. He reiterated they need to give consideration to going to another location, stating he was not promoting Mr. Hionides location, it is one of many. He stated they need 2 -3 acres to have a long -term plan to expand the police station and provide good safe access to it. He suggested putting it in an area where there is more crime than here, away from school kids and parks. He cautioned that they not jump into it if there is an opportunity to think about it a little better. No one else from the audience spoke so Mayor Borno closed the Courtesy of the Floor to Visitors. 3. Unfinished Business from Previous Meeting A. City Manager's Follow -up Report. City Manager Hanson reported there was a Resolution in 2009 supporting naming the island San Pablo Island, which was attached to the agenda. He stated they could have another one prepared if this Commission would also like to go on record in favor of that but he believes the previous one still stands. He also reported there was a request at the last meeting for a report on the required public notification for zoning changes. He stated they are preparing a report that will show the current code requirements as well as options that are used by other cities for public notification and hope to have that at a future Commission meeting. Mav 29.2012 REGULAR COMMISSIO MEETING Page 3 He further stated, as requested by the Commission, an article has been posted on the website summarizing the Stormwater Master Plan, along with information on where to find it. He stated they also expect to have the requested article on green initiatives completed in the next couple of weeks. 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 Monthly Financial Report for April 2012. B. Approve the Amendment to the Verizon Wireless Site Lease. C. Award the annual contract for Storm Water Jetting, Cleaning & Televising for the Public Works Department (Bid No. 1112 -06) to Florida Pipe Tec, Inc. Mayor Borno read the Consent Agenda. Motion: Approve Consent Agenda Items A, B and C as read. Moved by Daugherty, Seconded by Mark Votes: Aye: 4 — Borno, Beckenbach, Daugherty, Mark Nay: 0 MOTION CARRIED 5. Committee Reports None. 6. Action on Resolutions None. 7. Action on Ordinances None. 8. Miscellaneous Business A. Ocean Blvd., 12 and 15 St. Water Main Replacement (Bid No. 1112 -04). Public Utilities Director Donna Kaluzniak explained it was discussed at the last meeting whether it would be better to award the entire project, including Additive Alternates 1, 2, and 3 rather than waiting to do Additive Alternates 2 and 3 after October 1, 2012. She stated after discussion with the City Manager they planned to request funds for the rest of the project in the next fiscal year. She stated they would save approximately $10,000 on mobilization and it would be less disruptive to the neighborhoods to do the project all at once instead of in two different bids and projects. She stated her recommendation is to award the entire project contingent upon getting the budget modification approved which would have to be an ordinance that would Mav 29. 2012 REGULAR COMMISSION MEETIN Page 4 be presented in the next two meetings. She stated if approved tonight they would not start work until the two budget modification readings were done, which would be the second meeting in June. Motion: Award a contract for the Ocean Blvd., 12 and 15 Street Water Main Replacement Project, Bid No. 1112 -04 to Gruhn Mav, Inc. in the amount of $306,803 and authorize the City Manager to sign the contract, contingent upon approval of a budget modification ordinance. Authorize staff to encumber funds in the amount of $30,680 for use as contingency. Moved by Daugherty, Seconded by Beckenbach Mayor Borno expressed his appreciation to Ms. Kaluzniak for going back and doing the extra work, stating it does make good sense to put the two together. Votes: Aye: 4 — Borno, Beckenbach, Daugherty, Mark Nay: 0 MOTION CARRIED B. Direction from the Commission on Voting District Amendments. Mayor Borno explained he had a note from Commissioner Woods requesting to defer this to the next meeting. City Manager Hanson summarized discussions from past meetings and explained he put together a proposal from what sounded like a consensus at the last meeting which was emailed to the Commission and is attached to the agenda. He stated this would move about 1712 registered voters between districts and the precincts would also change according to the Supervisor of Elections. He stated Commissioner Woods sent out a different version which she would like. She stated since she is not here tonight she would like this deferred until the next meeting. Commissioner Daugherty stated it will take an ordinance to change this which will take three meetings to do. Mr. Hanson stated it takes two readings and a public hearing and if they get the information tonight he could have it ready for the next meeting. He stated a series of three meetings for the Commission to give direction and then have two readings. Commissioner Daugherty stated he understands that Commissioner Woods wants to have input and they want to hear it and look at every option but believes if there is something else they want to do they can always modify what is presented to them. He suggested that they have this sent to the Commission at the next meeting as a first reading so they can get the ball rolling. He stated at that time Commissioner Woods could have her input and amend it anyway she wants. Motion: Brim this forward to first reading at the next meeting. Moved by Daugherty Motion failed for lack of a second. Mayor Borno asked for a motion to defer until the next meeting. Motion: Defer to next meeting. Moved by Mark, Seconded by Beckenbach Mayor Borno stated at the last meeting a comment was made that we don't have to be concerned about the citizens and however many we disrupt is immaterial, it happens every ten years. He stated he really doesn't agree with that thought and believes it is a disservice to our citizens to think about it that way. He stated that May 29 2012 REGULAR COMMISSION MEETING Paize 5 is why when we first started this we did so in a simplistic form and staff gave us the very minimal amount that would affect any citizen, districts, etc. He stated now it is getting into individuals wanting to maneuver and change these things around. He stated we will deal with this at the next meeting but cautioned the Commission to consider who they represent, all the citizens, and they need to be as fair as possible to them. Votes: Aye: 4 — Borno, Beckenbach, Daugherty, Mark Nay: 0 MOTION CARRIED 9. City Manager A. City Manager's Report. City Manager Jim Hanson summarized his report related to visioning and the strategic plan requesting concurrence from the Commission to put money into a visioning plan in connection with the upcoming budget modification. He stated he has some prices coming in and one from a city that not long ago had a similar visioning plan completed which calls for $75,000. He stated he hopes to get some more estimates in before two weeks from now when they have the first reading ready but that would be a tentative first number. Commissioner Daugherty stated before the first meeting he would like to see the results of that visioning plan to see what that city got for $75,000. He stated what he has heard from most citizens is that they want to keep it the way it is and keep it nice. He stated he would like to see what the outcome was of that plan to see whether it is worth $75,000 to do that. Mr. Hanson stated he has a copy of that city's plan and he can send it out. It was the consensus of the Commission to add the visioning plan into the upcoming budget modification. Mr. Hanson reported our Interlocal agreement with the City of Jacksonville calls for Jacksonville to pay for our Atlantic Beach lifeguards and beach cleaning. He stated the agreement also calls for a capital cost reimbursement of up to $9,000 /year which can be carried forward for a credit. He stated this money can be used for replacement trucks or the construction of the building, etc. He stated the balance of the capital is $30,000. He stated they believe their current truck is in good shape and staff is recommending purchasing a mule, which is a smaller vehicle, for the lifeguards. He stated the estimated cost, fully set up so they could transport someone if needed, is $15,000 and is 100% reimbursable from the City of Jacksonville. He showed a slide of a mule. Mr. Hanson proposed adding this to the budget amendment as a revenue and offsetting expenditure. Chief Mike Classey explained this would provide a secondary capability for both medical operations and general patrol on the beach and it is much safer and cheaper to operate than a truck. Discussion ensued and Chief Classey answered several questions from the Commission. It was the consensus of the Commission to add to the next budget amendment to purchase the mule. Mr. Hanson also reported on the aftermath of Tropical Storm Beryl. He stated a rough estimate of the costs related to the storm for Atlantic Beach is around $25,000. He stated, in discussing this with Jacksonville, they believe it is going to be so small an amount of emergency cost that we may not be able to get a federal declaration on this situation which would mean we would not be eligible for Federal Disaster Relief Funds. He thanked City staff who were out there getting things cleaned up and roads opened quickly. Mr. Hanson explained the dredging project in the St. Johns River is about to start to make some navigational improvements. He stated last week the Corp of Engineers filed for a permit modification with an expedited May 29, 2012 REGULAR COMMISSION MEETING Page 6 review that would allow the spoils from that river dredging to be deposited on the beach at the Naval Station Mayport and at Hanna Park. He stated the problem with that is the last time river spoils were used they were put in Jacksonville Beach and it included a lot of oyster shells, tar balls, etc., not beach quality sand, and they had to take all of it out of there at a very high expense. He stated a big concern we have is that on this side of Florida sand drifts south naturally so anything put on the beach at the Navy Station or Hanna Park will wind up in Atlantic Beach sooner or later. He stated Jacksonville wrote a letter to the Corp of Engineers last week and forwarded it to the other beach cities and we passed it on to the Navy. He stated they expect that each city will send a letter of concern and would recommend that Mayor Borno write a letter of concern to the Corp of Engineers regarding the spoil and asking them to study this closely to see that we would be getting beach quality sand rather than what typically is taken out of the river on a dredge project. Discussion ensued and it was the consensus of the Commission for the Mayor to send the letter to the Corp of Engineers. Mr. Hanson asked Rick Carper to give a report on the situation with the tennis court at Russell Park. Public Works Director Rick Carper explained there was a resident complaint that there were several inches of water on courts 3 and 4. He stated they have measured it twice during rain storms and there was less than 1 /z inch of standing water on either court. He explained the history of the surfacing/resurfacing of these courts. He stated after the courts were surfaced they passed the specification test which was no standing water greater than a nickel in depth. He stated they have had additional subsidence on both courts now which is probably due to the fact that the courts and buildings in this area were built on an old landfill. He stated the total cost for all tennis courts in Atlantic Beach for reconditioning over the last five years was $174,000. He stated he made a $7,000 budget request next year to resurface courts I and 2 due to cracking. He stated staff's opinion is that the state of the tennis courts are more than adequate for the use they have but if the Commission wants they can consider reconstruction of courts I and 2 but it will be a significantly higher cost than what they have done to the other courts. Mr. Carper answered several questions. Discussion ensued. 10. Reports and /or requests from City Commissioners and City Attorney A. Proposed Conflict of Interest language. City Attorney Jensen stated he added some language to the prior memo which he believes addresses the concerns that were brought up at the last meeting. Motion: Adopt the language as submitted tonight. Moved by Beckenbach, Seconded by Mark Votes: Aye: 4 — Borno, Beckenbach, Daugherty, Mark Nay: 0 MOTION CARRIED Commissioner Daugherty • Discussed our current trash contract asking the Commission to keep in mind that there are only three years left on the contract. Stated he visited Republic Trash Service's Recycling Center which does Jacksonville. • Related to the emails he stated they had all received from the man on East Coast Drive, he discussed the crosswalks and stop signs and asked the Police Department to look into changing the stop signs at P and East Coast Drive. Mayor Borno mentioned he had distributed an article to the Commission related to this regarding changes in ADA standards. • Commended staff on how they handled the tropical storm. May 29, 2012 REGULAR COMMISSION MEETING Page 7 Commissioner Beckenbaeh • During this beach season, there are more people parking incorrectly in the Oceanwalk area, especially around 6 th Street. Related to Commissioner Daugherty's comments above, he recommended putting a 4 -way stop at the location in question on East Coast Drive. He stated he believes the City needs to require that cars stop for pedestrians in crosswalks. • Stated since they will be discussing the report from the Police Building Committee at the next meeting he believes there will be a fair number of citizens who will want to discuss this and asked that the Commission and Mayor give them the due respect we should be giving our citizens and make sure they are allowed the time to speak, show things on the screen, work in a group, etc. Commissioner Daugherty asked when they need to get something in to the City Clerk if they want to put something up on the screen. Ms. Bartle stated they would need to have it to her by the Friday before, but she is not sure they have agreed that they will be able to do that and asked the Mayor whose call that is. Mayor Borno stated the report from the Committee needs to be presented first and then, if necessary, if anyone wants to go farther than that it should be at the next meeting. He stated they asked 13 citizens in good conscience to put over 40 hours each into this so they owe it to them to listen to that committee report. He stated to try and tear it apart they will have to live with that and see what happens. Commissioner Beckenbach agreed the committee should give their report and then at that point the citizens have all the right in the world to at least voice their opinion. Commissioner Daugherty stated in the past when they have had controversial issues they have had people get up and say their five minutes worth and the next person gets up and says they want to give their five minutes to this guy and that guy continues. He wants to make sure they don't do that anymore. Mayor Borno stated they have never done that. He stated they have made that request on several occasions and it is a courtesy that they owe all citizens and they treat them fairly and they get their five minutes and we don't transpose so somebody gets additional time. Commissioner Beckenbach stated they have allowed one person to have five minutes and then the next person continues with that report. Mayor Borno stated however they want to work that out is up to them. • Thanked Mr. Hanson for the phone call about the storm, stating he had just flown in from New England and was unaware of all of this happening. Also thanked everyone else from the City who got involved. Commissioner Mark • Believes they need to revisit the issue of the Roberts Road ditch. Suggested a community meeting, possibly at the Voo Swar, to show the neighbors the proposed solution to the ditch to see if we have their support. Commissioner Daugherty stated he spoke with the owner of the Voo Swar explaining the different options and he did not want any option except covering the ditch over. He stated the owner and his children are the only people he has heard complain about the ditch. He also said if they hold a community meeting it should be held at the Donner Center, not at the Voo Swar. Mr. Carper gave the history of the complaints on the ditch. He stated DOT is interested in a cost share but they are not interested in taking on this project on their own and the two blocks of primary concern to the residents out there are DOT property. Commissioner Beckenbach agreed they should readdress this issue. Commissioner Mark stated since they do have an engineer's proposal they should present it to the community in a formal way and let them either say yea or nay on it. Mayor Borno stated they should expose the community to the three recommendations but the final decision is the City's, not the community. • Stated her son and his friend were among those who got caught in a rip current and she thanked the lifeguard for saving them. • Agrees there should be public education on pedestrian safety. May 29, 2012 REGULAR COMMISSION MEETING Page 8 Mayor Borno • Believes the beach's usage has increased due to Jacksonville Beach charging for parking. Agrees it is becoming a safety issue with the streets getting bottlenecked on both sides and the only other recourse is to ticket and tow. • Stated it was a shame they had to cancel all of the Memorial Day events. • Thanked staff stating they did a phenomenal job in keeping all of them informed and they were on top of everything. Adjournment There being no further business to come before the Commission, the Mayor declared the meeting adjourned at 7:51 p.m. Mike Borno Mayor/Presiding Officer ATTEST: Donna L. Bartle, CMC City Clerk 9 md 47 i AVI ?'I ak j � '.f �arl��f� r-. �ar► Y • -S�� ! •r. _ ; ,i '.-t A }. 1 r ai.. � c• � � �+ i !f �,y1 }� � a� - 5 d .Y� ►r i ^ - lt� � •�7� •a��.SL"V� �J i'7 1p I M-MN &IM" ��,rs I All ^ AGENDA ITEM # 2A JUNE 11, 2012 io O _T T Q N co T_ W) T Q N T _T T O N 'd. 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O Q cn c co I- LO i Q U LL F - U D 0 0 Q LL LL LL O O = co } J 2 Q W 2 00 00 2 - 3 J J J J 2 Z m m m N E rn o O N C Y a C W c o O N O O (gyp 0 U Q. C (7 cn - E n ca O N CD CL N ca = CD 2 N � c C L + N, L O < O Q Q o Y U 7 LL (O U J N -0 (0 i E •� LL (O U J U- N .Q N i E • 5 LL (O U J X w � (, O (O U J C � E C E fA >. (E 3 O Z C U- m Y c C (D o > `O Q c o � >� �_ = J •�? 0 CL CL I C CD c <n U L = cn o Q N N D) CU C m G O Q C fB LO i Q U LL F - U D 0 0 Q LL LL LL O O = co } J 2 Q W 2 00 00 2 - 3 J J J J 2 Z m m m N E rn o O C Y a C W c o O N O O (gyp 0 U Q. C (7 cn - E n ca w cn i-- � N m 2 fn fn fn LO i Q U LL F - U D 0 0 Q LL LL LL O O = co } J 2 Q W 2 00 00 2 - 3 J J J J 2 Z m m m AGENDA ITEM # 2A JUNE 11, 2012 cn a)_ X c ca a l Q a U) � o Q Q O E c ° O X L L U o 0 0 >, 2:' N (0 O (��d O 2 in �O O N O N = w L cu cu > O � O O Q O CO (0 o c O E +. O N O � a N CU 3 cu cu (D A cn °� o ca CO) a aa) CL m cUn m a m -0 m (D ° m c m c - 0 � 3 L :3 cn E m w E c co m c c � w ` �� a U- Q o a a a Co N n m �_ a� > — N N co co 'p Q c co co O O 0) C U O 4 � co O O O c a` a` E a` a j O O _0 N O O co O i (0 C: N Q N O O O O E CL CL CL CL C c C p C O O O C c Co cu co co cn (0 U U O- O- O- U U co cn co co �' O `C `C (0 (0 (0 `C `C c L- 7 7 7 7 Q a cn cn H f- H cn U) NO X a l Q a Q Q � c u X NO AGENDA ITEM # 4A JUNE 11, 2012 N o Q 'b cd N U ` L pp A f", 0 M 0 � : as ul on > O cd 0 ~ b a ow . U °? ;~ a w °..' � •� c o � .�' .�c ¢OU W'- o .� �°•, ° Cd tin Q o� o W o M b M to��b O C y C bA y A cd � > Z y O O � � � Z N � .b N •� � � O Z a cn w :5 U U U U Q O 0 A b U Ea- F� c z a U a� a> CJ o bn a�i 3a w w �UU •� Waa w ��- � b � o o U q � '� �' � '� � 'bb •e7� C7 Z o � � ti 3� a �' �a o Cd � W �, U � � •b � it p .. �. II � 'v, II � � � E-+ C) O I^ W I , U b F• Q >U U Qt% VU QUU U U Q z \ •r, o O U 0 � '4 A•, y id O a� � y <d a U ` z P� '� o U p o 4 a to on W V cd O try 4- to U b 00 b t� C7 w w cd ; 'Z Q a C7 N��bq Z viu H o � �� w wqU q q u a qU � � o •b a� N c*i Fl- A AGENDA ITEM # 4A JUNE 11, 2012 N Q CO Z ti W Nccoo -i w d O Q O U LL � w - W a - — - J z z a r r Cl 0 J a 00 J O ~ Z O �N UUUZZ a+ O Q ~� V_ w Z W m a ca�U� = (j ? N O J J W m w a.12 9 a` O A ° O ° O, ° O, ° O w ° 0 li Cl (D T- M J O N° O 0 O M � co LA LLI O N N a) N 00 IL1 V a O O d Cl) 01 O N In Il 00 00 � 01 co M IA M IL (V � 0�0_ O 00 Q C Z LA N <D N 0 r CD C14 N 40 93 � N 6e, C LL O H o P T.- ~ Z O O r O O O O O W r O ' O O O O W J Z Z C14 ° O O O It ° O O 0 a1 t 0 2 O O Z OD M LA O d' C Q N a I* c o 0 r �� O LL O 000000000 00 <D0000 MO 00 00000 000 O <D I.L. I Q � O O LA d O 0 O Lf1 Q O O N 4 g I1 I.- !ONO N N� O O N d O [*- O LO I� [A [*- I N M d [A I[.- M I.L. a �NM00 NM wci C V 0 . �' -- - - L1J a O a. V W -- Z LV N LO Cl) a Q p 0 O ° 0) 01 J LU ~ a -- N N M N <D r n1 - LL W LO N N N O a LU c.4 Cl) Z p U) I.- Z ~ Q z ° o_ o L O U) Z H U O cn U oz ° ° z oa a> uW. W J W d } � J J X J J a J J J O O >_ W H a as ] � WaaJa (L) C) -Jaa Oz QO_VWZLL —z �a� rn } H LL W� LL It ItU— ZZZO�E-W N?� a LLIXQ J JO�W W W pW J W It W F- �aamZ�JaH = =gu-c -1 VU WJJZ W C 9 a M2= ? p W O P O�m222RWUU�OZ�zWUZZZ>OJ_ Z W W O O O W J w w J O— W W W U W 0 W O W Q d mawolo inzWUUUaw22awl awmoav5lLLan.�:in AGENDA ITEM # 4A JUNE 11, 2012 City of Atlantic Beach, Fl. Utility Sales Report Ma 20 12 M 2011 te Gallons Actual Revenue Gallons Actual Revenue Water Sales l Accounts 0000 Revenue Per 1 ,000 gi Accounts 0000 Revenue Per 1 ,000 gi ; V Atlantic Beach Buccaneer 5,610 2,453 41,721 15,928 $153,260 $85,406 $3.67 $5.36 5,274 2,439 44,211 17,338 $163,746 $90,558 $3.70 $5.22 Total Water Sales 8,063 57,649 $238,666 $4.14 7,713 61,549 $254,304 $4.13 3 r ON wvr�� Gallons Gallons Water Plant Production 0000 0000 Atlantic Beach Buccaneer Total Production 53,177 21,023 74,200 58,524 18,273 76,797 Total Water Billed 57,649 61,549 Water Loss for month: 16,551 15,248 Percentage Loss 22.31% 19.85% Total 12 mo. Avg. Loss 16.73% 15.18% Sewer Sales .- Accounts Gallons 0000 Actual Revenue Revenue Per 1,000 gi Accounts Gallons 0000 Actual Revenue Revenue Per 1,000 gi Atlantic Beach 5,194 32,809 $243,210 $7.41 5,105 33,324 $245,970 $7.38 Buccaneer 2,350 18,233 $173,534 $9.52 2,364 18,290 $174,008 $9.51 Total Sewer Sales 7,544 51,042 $416,744 $8.16 7,469 51,614 $419,9 $8.14 Gallons Actual Revenue Gallons Actual Revenue Sewer Treatment 0000 Revenue Per 1,000 gi 0000 Revenue Per 1,000 gi Atlantic Beach 38.051 $243,210 $6.39 46.905 $245,970 $5.24 Buccaneer Total Sewer Treated 16.129 54.180 $173,534 $416,744 $10.76 $7.69 18.269 65.174 $174,008 $419,978 $9.52 y $6.44 AGENDA ITEM # 4A JUNE 11, 2012 PREPARED 6/04/12, 9:58:47 LICENSE 'ACT'IVTT1tREPORT - BY'BUSINESS NAME. City of Atlantic Beach NEW LICENSES - F'OR AIL `YEARS BETWEEN: 05/01/12 TO 05/31/12' PROGRAM OL122L DEPT: ALL DEPARTMENTS CLASS: ALL CLASSES ----------------------------------------------------------------------------------------------- LIC # BUSINESS NAME ISSUED TYPE CLASSIFICATION BUSINESS ADDRESS SUS PHONE # ---------------------------------------------------------------- ---- ---- ---- -- --- ------ - - - - -- 12- 00007541 GATOR CITY TAXI 1447 MAYPORT RD ATLANTIC BEACH FL 32233 12- 00007542 GATOR CITY TAXI 1447 MAYPORT RD ATLANTIC BEACH FL 32233 12- 00007543 GATOR CITY TAXI 1447 MAYPORT RD ATLANTIC BEACH FL 32233 12- 00007544 GATOR CITY TAXI 1447 MAYPORT RD ATLANTIC BEACH FL 32233 12- 00007545 GATOR CITY TAXI 1447 MAYPORT RD ATLANTIC BEACH FL 32233 12- 00007546 GATOR CITY TAXI 1447 MAYPORT RD ATLANTIC BEACH FL 32233 12- 00007547 GATOR CITY TAXI 1447 MAYPORT RD ATLANTIC BEACH FL 32233 12- 00007548 GATOR CITY TAXI 1447 MAYPORT RD ATLANTIC BEACH FL 32233 12- 00007549 GATOR CITY TAXI 1447 MAYPORT RD ATLANTIC BEACH FL 32233 12- 00007550 GATOR CITY TAXI 1447 MAYPORT RD ATLANTIC BEACH FL 32233 12- 00007551 GATOR CITY TAXI 1447 MAYPORT RD ATLANTIC BEACH FL 32233 12- 00007552 GATOR CITY TAXI 1447 MAYPORT RD ATLANTIC BEACH FL 32233 12- 00007556 NORTH FLORIDA LAWN SERVICE 27 FORRESTAL CIR ATLANTIC BEACH FL 32233 12- 00007557 VICTOR HUBER BJJ, INC. 45 DONNER RD A ATLANTIC BEACH FL 32233 5/23/12 NEW TAXI CAB- EACH VEHICLE 904- 249 -5151 5/23/12 NEW TAXI CAB- EACH VEHICLE 904- 249 -5151 5/23/12 NEW TAXI CAB- EACH VEHICLE 904- 249 -5151 5/23/12 NEW TAXI CAB- EACH VEHICLE 904 - 249 -5151 5/23/12 NEW TAXI CAB- EACH VEHICLE 904 - 249 -5151 5/23/12 NEW TAXI CAB- EACH VEHICLE 904 - 249 -5151 5/23/12 NEW TAXI CAB- EACH VEHICLE 904- 249 -5151 5/23/12 NEW TAXI CAB- EACH VEHICLE 904 - 249 -5151 5/23/12 NEW TAXI CAB- EACH VEHICLE 904 - 249 -5151 5/23/12 NEW TAXI CAB- EACH VEHICLE 904 - 249 -5151 5/23/12 NEW TAXI CAB- EACH VEHICLE 904 -249 -5151 5/23/12 NEW TAXI CAB- EACH VEHICLE 904 -249 -5151 5/25/12 NEW,-LAWN/YARD SERVICE 912 - 222 -8618 5/31/12 NEW INSTRUCTIONAL: KARATE /MARTIAL ARTS 904 -588 -5903 AGENDA ITEM # 4A JUNE 11, 2012 PREPARED 6/04/12, 9:58:47 LICE-MS '?AP-TIVPTY.- REPORT. BY. BUSINESS NAME City of Atlantic Beach NEW LICENSES ALL "YEARS�BETWEEN: 05/01/12 TO 05/31/12 PROGRAM OL122L ------------------------------------------------------------------------------------------------------------- DEPT: ALL DEPARTMENTS CLASS: ALL CLASSES LIC # BUSINESS NAME ISSUED TYPE CLASSIFICATION ------------------------------------------------------------------------------------------------------------- BUSINESS ADDRESS BUS PHONE # 12- 00007553 ATLANTIC INSURANCE BROKERAGE C 5/23/12 NEW INSURANCE AGENCY 1753 LIVE OAK LN 904 - 241 -4072 ATLANTIC BEACH FL 32233 12- 00007554 ATLANTIC INSURANCE BROKERAGE C 5/23/12 NEW INSURANCE AGENT 1753 LIVE OAK LN 904- 241 -4072 ATLANTIC BEACH FL 32233 12- 00007521 GATOR CITY TAXI 5/23/12 NEW TAXI /LIMOSINE SERVICE 1447 MAYPORT RD 904- 249 -5151 ATLANTIC BEACH FL 32233 12- 00007530 GATOR CITY TAXI 5/23/12 NEW TAXI CAB- EACH VEHICLE 1447 MAYPORT RD 904 - 249 -5151 ATLANTIC BEACH FL 32233 12- 00007531 GATOR CITY TAXI 5/23/12 NEW TAXI CAB- EACH VEHICLE 1447 MAYPORT RD 904 - 249 -5151 ATLANTIC BEACH FL 32233 12- 00007532 GATOR CITY TAXI 5/23/12 NEW TAXI CAB- EACH VEHICLE 1447 MAYPORT RD 904- 249 -5151 ATLANTIC BEACH FL 32233 12- 00007533 GATOR CITY TAXI 5/23/12 NEW TAXI CAB- EACH VEHICLE 1447 MAYPORT RD 904 -249 -5151 ATLANTIC BEACH FL 32233 12- 00007534 GATOR CITY TAXI 5/23/12 NEW TAXI CAB- EACH VEHICLE 1447 MAYPORT RD 904- 249 -5151 ATLANTIC BEACH FL 32233 12- 00007535 GATOR CITY TAXI 5/23/12 NEW TAXI CAB- EACH VEHICLE 1447 MAYPORT RD 904- 249 -5151 ATLANTIC BEACH FL 32233 12- 00007536 GATOR CITY TAXI 5/23/12 NEW TAXI CAB- EACH VEHICLE 1447 MAYPORT RD 904 - 249 -5151 ATLANTIC BEACH FL 32233 12- 00007537 GATOR CITY TAXI 5/23/12 NEW TAXI CAB- EACH VEHICLE 1447 MAYPORT RD 904 -249 -5151 ATLANTIC BEACH FL 32233 12- 00007538 GATOR CITY TAXI 5/23/12 NEW TAXI CAB- EACH VEHICLE 1447 MAYPORT RD 904 - 249 -5151 ATLANTIC BEACH FL 32233 12- 00007539 GATOR CITY TAXI 5/23/1 TAXI CAB- EACH VEHICLE 1447 MAYPORT RD 904- 249 -5151 ATLANTIC BEACH FL 32233 12- 00007540 GATOR CITY TAXI 5/23/12 NEW TAXI CAB- EACH VEHICLE 1447 MAYPORT RD 904- 249 -5151 ATLANTIC BEACH FL 32233 ----------------------------- GRAND TOTALS -------- - - - - -- NEW LICENSES AC: 28 PP: 0 IN: 0 VO: 0 PG: 0 BR: 0 OB: 0 UC: 0 LIC: 28 41` 'jT L + F � • � � I A �� _ � r �� + k'tir�r■r� A ' r 10 1 � ' b� + }'� P � �I - i, `i ";Iq -'I L N-:r . VV I-N Af II L! C�1.111 t r ."A. i1 Pt l .211 - A- m..� I L "rZ 1, ML ell L A '`•{ 4 a qa t.. I -.III ' ? F VM� , L: vj I ar A t I AGENDA ITEM # 413 JUNE 11, 2012 Application for Revenue Sharing 2012 -2013 State Fiscal Year (Chapter 218, Part II Florida Statutes) Application deadline is June 30, 2012 Mail completed original application to: Department of Revenue Revenue Accounting Subprocess P.O. Box 6609 Tallahassee, FL 32314 -6609 850 - 617 -8586 REVENUEACCOUNTING @dor.state.fl.us Please TYPE or PRINT Name of County DR- 700218 R. 03112 OR Name of Municipality l City of Atlantic Beach County DUVAL Telephone Number (904) 247 -5807 Fax Telephone Number (904) 247 -5819 Mayor or Chairman of Governing Body IMayor Louis "Mike" Borno Chief Fiscal Officer lNelson Van Liere, Finance Director E -mail Address Invanlie re @coab.us Official Mailing Address 000 Seminole Road, Atlantic Beach, FL 32233 ❑ Check here if the address represents a change from the previous application. Federal Employer I.D. Number I (required for new participants only). Please complete the questions below to determine your eligibility to participate in Revenue Sharing for this fiscal year. 1. Have you submitted your financial statements for fiscal year ending 09/30/10 to the Department of Financial Services as required by s. 218.32, F.S.? Yes No 2. Have you made provisions for annual postaudits of your financial accounts as provided by s. 11.45, F.S.? Yes 1-1 No 2/25/2011 Date of Audit Report 9/30/2010 Fiscal Year -End AGENDA ITEM # 4B JUNE H, 2012 DR- 700218 R. 03112 Paae 2 Have you reported on your most recent financial statement revenues equivalent to three mills calculated based on your 1973 taxable values? This revenue should be net of debt service or special millages approved by the voters. The revenue can be generated by a combination of ad valorem tax, utility tax, occupational license tax, or a payment from the county as allowed by s. 125.01, Florida Statutes. Yes F] No If you have a law enforcement department, answer the questions below: (if you have a contracted or strictly volunteer department, skip to question 5) (A) Have your law enforcement officers, as defined by s. 943.1 0(l), F.S., met the qualifications for employment as established by the Criminal Justice Standards and Training Commission, and do you compensate them at an annual salary rate of six thousand dollars ($6,000) or more? Yes ❑ No (B) Does the salary structure and salary plans for law enforcement officers meet the requirements of Chapter 943 F.S.? ZYes ❑ No If you have a fire department, answer the questions below: (If you have a contracted or strictly volunteer department, skip to question 6) (A) Have your firefighters, as defined by s. 633.30(1), F.S., met the requirements stated in s. 633.34, 633.35, and 633.382 F.S. 1-1 Yes 1-1 No (B) Does your fire department employ any full -time firefighters, who currently have either a bachelor's degree or associate degree from a college or university which is applicable to fire department duties, if the degree is not a requirement for their current position? ❑ Yes ❑ No (C) If so, are these firefighters currently receiving supplemental compensation for those degrees? [] 102 6. Are dependent special districts budgeted separately from the general budget of your government? Do they meet the provisions for annual postaudit of their financial accounts in as provided by s. 11.45(3), F.S.? ❑Yes ❑ No Does Not Apply 7. Have you met the requirements of s. 200.065, F.S., if applicable? (The annual certification must be within 30 days of adoption of an ordinance or resolution establishing a final property tax levy or, if no property tax is levied, not later than November 1. Yes No The portion of revenue sharing funds which, according to Part Il, Chapter 218, F.S., would otherwise be distributed to a unit of local government which has not certified compliance or has otherwise failed to meet the requirements of s. 200.065, F.S., shall be deposited in the General Revenue Fund for the 12 months following a determination of noncompliance by the department.) AGENDA ITEM # 413 JUNE 11, 2012 DR- 700218 R. 03/12 Page 3 I certify that all information is accurate and true to the best of my knowledge. I further certify that I will promptly report to the Department of Revenue any changes in the above information. I also realize that failure to provide timely information required, allows the Department to utilize the best information available. If no such information is available, the Department will take necessary action including disqualification, either partial or entire, and you will waive your right to challenge the determination of the Department to your share of funds, if any, beyond your minimum entitlement, according to the privilege of receiving shared revenues from the Revenue Sharing Trust Funds. Do you believe that you have complied with ALL eligibility requirements as listed above? Yes No F] If the answer to question above is (NO), please provide an attachment of the revenue necessary to meet your obligations because of pledges or assignments or trusts entered into which obligated funds received from revenue sharing. Signed: ' --z 54 � Date: 5/22/2012 Chief Fiscal Official Signed: Mayor or Chairman of Governing Body Date: Mail completed original application to address shown below. Florida Department of Revenue Revenue Accounting Subprocess PO Box 6609 Tallahassee, FL 32314 -6609 850 - 617 -8586 REVENUEACCOUNTING @dor.state.fl.us AGENDA ITEM # 4C JUNE 11, 2012 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: Annual Water Quality Report SUBMITTED BY: Donna Kaluzniak, Utility Director DATE: May 31, 2012 BACKGROUND: A copy of the 2011 Water Quality Report for the City of Atlantic Beach is provided for the City Commission's review. The Florida Department of Environmental Protection requires annual water quality reports be mailed to all customers by the first of July every year. The City is required to test for over 80 drinking water contaminants, but only those detected during analysis are included in the report. As shown, detected values were within the levels allowed and we had no violations of water quality limits. BUDGET: A total of $600 is budgeted in the Water Fund for printing the reports, under account numbers 400 - 5502 -533 -4700. RECOMMENDATION: No action necessary. The report is provided for information only. ATTACHMENTS: 1. 2011 Atlantic Beach Water Quality Report REVIEWED BY CITY MANAGER: i 4 ' - I t �• �' ��' �'� is k r ,;: l' . I r„ •�d l� l' f ' ti ' .. _ � !! �4,+.� . , _ d!+�e1��Cr � f'�..`, +� �. k 2� [ �r� r '°f' 1 111 �'! ��P�'�!.'..�1",�+r".� ![F�� : �'7G r •. � r': l�..i r * f;.,� 4 r•r,3 : ii � I. .1 17Jfn ,�' r'. I a -I 4: _•It1 Ir•e p:: I[- $5r !a + . j T „ •.r ?F� •'.' 1 • r 1: r " {• 1- I I r i.. . r_ }:' r }. I y {y -''!T - ,� � � °• }T, - • - r� ••1 :.i�� , � � � d�.: ..i + h9;1 y }':I.• L �'.,;'S - '1�,.', Vp isr L { 1 s r'r {{ .h' �F •�, +• !I 1. IS '.�.M 4 �•. -..•' q - ' �' - _ ,ems. fE.::, FI• +I':� "1 �- ,:1 „ h 1 - is Gl '.: L, +I. 4 h�, +'a• - '. .IL "r. I 4'' }�h- [ - i,�r': sY' 7a .r, " ' � � J :1`1 f �i ' Yd�'� V� 33` =Jy:�i •� � �,'.,�. i�i'� �•ji = I � J F i ., T' :: ";r'J I:., � I JT± - ' • h` 7.. 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I 1 r�r �'i :'�S� y Y# -Y.'R'.': I• s:t, f - TT , .1 h;1 li I.:; 'y}�2��I•f .I + "�t ",`. 1• # i �_7�:a Vrl 7 y '+�, sto Ia�:IS� 5J} { p Al qe, h pit Yw d )'V i, 4 ff L J P f 9 P 6�Ll 1% . . . . . . L A .. .. lw V r PIP es-p A A�q U r I I 7w Its 1A '1. 6 �-) F t OL. p - �'.��-- '�`,+, Y � ` J } " r + ��Je+" L4 r4 J- J kL T r, : - 2 — . i . I .L - - = P P� V. Tr A. A W-. 5. of R, m AGENDA ITEM # 4C JUNE 11, 2012 In the table you will find many terms and abbreviations you might not be familiar with. To help you better understand these terms, we have provided the following definitions: Action Level (AL) — The concentration of a contaminant which, if exceeded, triggers treatment or other requirements which a water system must follow. Initial Distribution System Evaluation (IDSE )—An important part of the Stage 2 Disinfection Byproducts Rule (DBPR). The IDSE is a one -time study conducted by water systems to identify distribution system locations with high concentrations of trihalomethanes (THMs) and haloacetic acids (HAAs). Water systems will use results from the IDSE, in conjunction with their Stage 1 DBPR compliance monitoring data, to select compliance monitoring locations for the Stage 2 DBPR. Maximum Contaminant Level or MCL — The highest level of a contaminant that is allowed in drinking water. MCLs are set as close to the MCLGs as feasible using the best available treatment technology. Maximum Contaminant Level Goal or MCLG — The level of a contaminant in drinking water below which there is no known or expected risk to health. MCLGs allow for a margin of safety. Maximum Residual Disinfectant Level (MRDL) – The highest level of a disinfectant allowed in drinking water. There is a convincing evidence that addition of a disinfectant is necessary for control of microbial contaminants. Maximum Residual Disinfectant Level Goal (MRDLG) – The level of a drinking water disinfectant below which there is no known or expected risk to health. MRDLGs do not reflect the benefits of the use of disinfectants to control microbial contaminants. Non - Detects (ND) — Means not detected and indicates that the substance was not found by laboratory analysis. Not Applicable (N /A) – The information does not apply in this category or for this contaminant. Parts per billion (ppb) or Micrograms per liter (ug/L) – One part by weight of analyte to one billion parts by weight of the water sample. Parts per million (ppm) or Milligrams per liter (mg/L) – One part by weight of analyte to one million parts by weight of the water sample. Picocuries per liter (pCi/1) – Measure of the radioactivity in water. The sources of drinking water (both tap water and bottled water) include rivers, lakes, streams, ponds, reservoirs, springs and wells. As water travels over the surface of the land or through the ground, it dissolves naturally - occurring minerals and, in some cases, radioactive material, and can pick up substances resulting from the presence of animals or from human activity. Contaminants that may be present in source water include: (A) Microbial contaminants, such as viruses and bacteria, which may come from sewage treatment plants, septic systems, agricultural livestock operations and wildlife. (B) Inorganic contaminants, such as salts and metals, which can be naturally- occurring or result from urban stormwater runoff, industrial or domestic wastewater discharges, oil and gas production, mining or farming. (C) Pesticides and herbicides, which may come from a variety of sources such as agriculture, urban stormwater runoff, and residential uses. (D) Organic chemical contaminants, including synthetic and volatile organic chemicals, which are by- products of industrial processes and petroleum production, and can also come from gas stations, urban stormwater runoff and septic systems. (E) Radioactive contaminants, which can be naturally occurring or be the result of oil and gas production and mining activities. WATER QUALITY DATA 2011 MICROBIOLOGICAL CONTAMINANTS Contaminant and Dates of MCL Highest Likely Source of Unit of Measure sampling Violation Monthly MCLG MCL Contamination mo./ r.) Y/N Number For systems collecting fewer 1. Total Colifonn than 40 samples per month: Naturally present Bacteria (positive 05/2011 N 1 0 presence of coliform bacteria in in the environment samples) >1 sample collected during a month. AGENDA ITEM # 4C .TUNE 11, 2012 RADIOACTIVE CONTAMINANTS (Results in the Level Detected column for radioactive confarnfnants, inorganic, contaminants, synthetic organic contaminants including/ pesticides and herbicides, and volatile oryarric contaminants are the highest average at any of the sampling points or the highest detected /eve f at any sampling} point, de. ends g on the sampllnq frequency..) Contaminant Dates of MCL Level Range of Likely Source and Unit of sampling Violation Detected Results MCLG MCL of Measure (mo./yr.) Y/N Contamination 7. Radium 226 + 09/2011 Erosion of 228 or combined 11/2011 N 0.4 ND - 0.4 0 5 natural deposits radium Ci/L INORGANIC CONTAMINANTS Contaminant and Dates of MCL Level Range of Likely Source of Unit of Measure sampling Violation Detected Results MCLG MCL Contamination (mo./ r. ) Y/N Discharge of drilling wastes; 12. Barium (ppm) 03/2011 N 0.024 ND - 0.024 2 2 discharge from metal refineries; erosion of natural deposits Discharge from metal refineries and 13. Beryllium (ppb) 03/2011 N 0.2 ND - 0.2 4 4 coal - burning factories; discharge from electrical, aerospace, and defense industries Erosion of natural deposits; discharge from fertilizer and alumhrum factories. Water additive 17. Fluoride (ppm) 03/2011 N 0.78 0.68-0.78 4 4.0 which promotes strong teeth when at optimum levels between 0.7 and 1.3 ppm Residue from man -made pollution 18. Lead (point of 03/2011 N 0.3 ND - 0.3 0 15 such as auto emissions and paint; entry) (ppb) lead pipe, casing, and solder Salt water intrusion, leaching from 24. Sodium (ppm) 03/2011 N 17.0 12.0-17.0 N/A 160 soil VOLATILE ORGANIC CONTAMINANTS 03/2011 06/2011 Discharge from petroleum factories; 76. Xylenes (ppm) 08 /2011 N 0.87 ND - 0.87 10 10 discharge from chemical factories 10/2011 11 /2011 STAGE 1 DISINFECTANTS AND DISINFECTION BY- PRODUCTS For broniare, chloramines, or chlorine, the level detected is the the highest running annual average (PAA), computer) quarterly, of monthly averages of all samples collected. For haloacetic acids or 7 11 M, the level detected is the highest RAA, computed quarterly, of quarterly averages of all samples collected if the system is monitoring quarterly or is the average of all samples taken during the year if the system monitor's less frequently than quarterly. Range of Results is the range of individual sample results (lowest to highest) for all monitoring locations, including Initial distribution System Evaluation (i0SE) results as well as Stage 1 compliance results, Disinfectant or Dates of MCL or MRDL Level Range of MCLG or MCL or Likely Source of Contaminant and sampling Violation Detected Results MRDLG MRDL Contamination Unit of Measure (mo. /yr.) Y/N 79. Chlorine (ppm) N 1A 0.2 - 2.8 M RDLG = MRDL = 4.0 Water additive used to control 2011 .4 4 microbes 80.1laloacetic By- product water Acids (five) 07 /2011 N 22.2 15.01 - 39.20 NA MCL = 60 disinfection AAS 6 81. TTHM [Total By- product of drinking water trihalomethanes] 07/2011 N 60.1 31.86 - 84.89 NA MCL = 80 disinfection b LEAD AND COPPER (TAP WATER Contaminant and Dates of AL 90 m No. of sampling sites AL (Action Likely Source of Unit of Measure sampling Exceeded Percentile exceeding the MCLG Level) Contamination (mo. /yr.) Y/N Result AL Corrosion of household 85. Copper (tap 07 12011- N 0.16 0 1.3 1.3 plumbing systems; erosion of water) (ppm) 09/2011 natural deposits; leaching from wood preservatt ves Corrosion of household 86. Lead (tap 0712011- N 1.6 0 0 15 plumbing systems, erosion of water) (ppb) 09/2011 natural deposits Li ) P-WR F I 6 '- bY & w T5 ?,' .' '.' ' ' �� : 2 a ,�� - �� - /�� }�� /� / \ �/ /w� AGENDA ITEM # 5A JUNE 11, 2012 MEMBERS OF THE POLICE BUILDING COMMITTEE Jack Varney, Chairman Louis Keith Mitchell Reeves, Vice Chairman Darlene Kelley Arthur Corsano Steve Lindorff Don Ford Chris Rule Juliette Hagist Jim Smith Stephen Kallao William "Rut" Whittington MEMBERS OF THE CITY COMMISSION Mike Borno, Mayor Maria Mark, Mayor Pro Tem Mark Beckenbach, Commissioner Jonathan Daugherty, Commissioner Carolyn Woods, Commissioner POLICE DEPARTMENT STAFF Michael Classey, Chief Vic Gualillo, Commander Tiffany Layson, Commander Pat Maddox, Commander Diane Graves, Recording Secretary PRO BONO ARCHITECTURAL ASSISTANCE Lance Wolfson, Architect /City Resident FACILITATOR Tiffany Busby, Wildwood Consulting Inc. i '} }�, �`4x '{�� {„ ir_�±�� f� , r�� r= , r ��Jn � +.f 'f� '��- r� Y„Y- .n. -�i., „r�' r_� � ��:j }'`1:'�: .� #� - '�.. Lj,4�y ��`- Y.+•L�,��+`+Y��. 1J''�,� "y�'�;- .i�..Y.,,..yr1, �i} 1 Y ? 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Ilk AGENDA ITEM # 5A JUNE 11, 2012 • No interview room off lobby area • No secured parking • Insufficient individual office space • No storage space • No training room or emergency operations center Records Division • Inadequate storage space for records • Open to all employees— should only have window to assist employees • Not sufficient space for processing mail, deliveries, and shipments • No security window Communications Center • No bathroom facilities • Not compliant with all Florida Department of Law Enforcement (FDLE) mandated security requirements • Not enough room for more than two emergency communications officers (ECOs) -- inadequate when training ECOs • Inadequate heating /air conditioning • No work space and secure storage for the ECO supervisor Sally Port • Can only fit one vehicle if completely cleaned out • Large evidence items are stored in a portion of the sally port due to lack of other space Holding Cells • No separate juvenile holding cell area as required by statute • Plumbing is broken • Booking area doubles as evidence supply area • Property /evidence located in secure booking area • No interview room in secure area Property /Evidence Room • No area to chemically process evidence • Damage from water leaks to some evidence • Inadequate cold storage • No reverse ventilation • Civilian employee office in secure booking area • Inadequate drug /firearm storage • Evidence room constructed of drywall and hollow door • No large item storage • Bicycles stored off site and unsecured Interview Room • Is a converted storage space • Does not have appropriate design or security Final 5 May 16, 2012 A i A 'L I is i; - '1151'' + " *rr�.^,,.''.f {r,s xt F ±a > ifl }ieYif._i -'r Tre ' +.I:'`R Ot.:f! , J :f''v {'y, }P�,.-•A:. 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'i _ - .uY ' - �'[yk• ' I .. }''I�{f ' e- 1 -.� �6 'Y ' 'r i� ' _5+ - _i .. }�54 1 k,'.: �'VL 17f, ^ 1{x � 12 ' �r _L }i }I.�( �i• .Ir y ,. 5t: 1:7.:,+T'M1_1.2 � k r�::'r :ii 3'P.- l.i• �!'l it f.':� ,', dil :;_ rN{ �id ; ?t_' .�r�i:_iti, �if•v + ,t �+; `.'- r ;Y � } yI`•' fr l 'E�„ -Sr r /� �Y.T• ^.i ti''.. �'ri�'.',,',�' 'I '�j� w -;' y ; 4 - . -�_ 7;.r', -- y' {' , ` f1� L L i , k Yi :., i-t 5 { u �y . #i; y �4L I rp•� a J� �tJ M! 4j�S,r.�' �,fa I 4, ,r�.ylr I y !Y, � - i f}`.in s.,,r ° �y -,- :1 .'[.:. a �, #t�■ -�, +rI��L'j'/�'� "�ti1 =F^ ,''.1�'�•� dig' ' k� �IRIY� r r 4 - -Y� fib.` #�} - Fr� {t'4r?P,iy ', - - +•,i "Y[F+ Sn A.J: 'F ?, '. }F E'E: . }{ ti' FfS1Y _V �,.k� 1.c] S. ,. �f -r 4 N # qr '1' J 3. L r r y�y ,J, �� r • .� L , :. - ., ,ti r'- , }`� fl r ink !••` -ra �S]� :�t�� k Y ,. �� r"QY' �':. •, '�1" '' "'rk� _ •�r' � i ••• r ; ; - 'err � ' - . °'r �'#: `:,+ .dli..i44 r. �L:'' 'r•. ^ [:t1�i�h 1{ " >:' •4� - AGENDA ITEM # 5A JUNE 11, 2012 value. The appraisal could help address any building code thresholds that may apply to updating more than 50% of the value of the structure. The committee questions the validity of the 50% rule in this circumstance. It should be emphasized that the committee specifically recommended remodeling less than 5,000 square feet to avoid triggering any new building code requirements that might increase the costs of remodeling the structure. There was significant disagreement among the committee members about two features — the holding cells and the sally ports. Sally ports are enclosed areas where police vehicles can be parked when an officer has a suspect in custody who can then be loaded and unloaded in a more secure environment for both officer and suspect. Holding cells are secure areas where suspects are placed while officers are preparing reports, processing evidence, and/or waiting for adult guardians to pick up juveniles. Juvenile holding cells have additional requirements specified in state statute [ §985.115(3) F.S.] Holding cells are different than jail cells and different rules apply to the length of time someone can be held in a holding cell versus a jail cell, and the required features of such cells differ, respectively. Commander Layson reported that in the ADG cost estimates, secure holding cell space costs approximately $275 /square foot and sally port space costs approximately $100 /square foot. Several committee members voiced their concerns that some police departments, such as the City of Neptune Beach Police Department, transfer suspects directly to the Jacksonville Sheriffs Office (JSO) Detention Facility, which negates the need for holding cells. However, it has been the policy of the COAB Police Department to hold some suspects for up to six hours, as allowed by Florida Statute, while they are being processed, when circumstances warrant a delay in the transfer to the JSO Detention Facility, or to allow the release of the prisoner to his/her own recognizance or release to a parent /guardian. Rut Whittington particularly noted that a professional, independent evaluation of the COAB Police Department procedures should have been performed before decisions on the key components of the police building were determined, which would have provided more objective information for the committee to consider. After considerable debate and a review of holding cell regulations, the majority of the committee recommended (April 5, 2012) to include three holding cells (two adult holding cells and one juvenile holding cell) in the updated police facility. The holding cells were desirable because the majority of the committee agreed that it is safer and therefore desirable for the officers to prepare their reports when suspects who are violent, inebriated, and/or ill are appropriately contained in a holding cell, and not in the back seat of a police vehicle. There was similar discussion related to the sally ports about whether they were necessary, as well as whether the existing sally port in the current building could be used in lieu of building a new sally port. The need for a two -bay sally port was questioned and whether the location of a new sally port would be too proximate to the city park and therefore a public safety concern. After extensive discussion, the committee recommended (April 5, 2012), that a single two -bay sally port be included in the new building although the recommendation was not unanimous. The new sally port was identified as a feature that would need to be located with other key components located in the new building. Final 9 May 16, 2012 ^ ~ kL '.. wk" F7 M- 'I 1 1 A Of vi � , qL A 7. ;; �"_ O w P Ro 7. i "pMpNe�l rd P x Z 71, .. Vy=�! A, j r 17 i i , ri Ia �I �S{. ` }: ?LLdl.4 er. r rF S • •rie•: �.4 �J r, ItF +. -- f:. 4 +'. t ` �� Ir f j4' k" Y {:r 7 :�5.y.lr �S - :.' •. 't` - F�•.lY NA �'; A'V 1• ?'7� / 3 RY r '_� •r - z} loa �:. i rs f+� r ¢�' ..�`�= r,:r �E• is-. v' f y ,y� , {.: ddd : ,,, 'i �� : � r .. � k; r - -P 7 X ti T'. 1 M1 ! i 4 1 i i4 k f5 .1.1 l - j Y I I - R•i 'r '�F1d • i, - �•� fy + �' +' - 1'i "' r +� i1d" ,� - r n • - 1 ■�r� r rah f .y W4' !k �' Q� ,�, /,�y� {>-•r k `^y { adt 7isi# a.SIr� C I F [ { ' �� l _.' S" hr - .' r, .�t�?' ' �t 1 } n• I r {� Sri �. F f . ik ,1 I ! 4. " _+� t...� Y S • .��} s rj��I3� y ��r�� v n J }F ��n�r' r+i•ii v `�i'�ti i' '�. - ' �- F �+w � '. S *�.k'L �T �•1F}'yrC *�. �� +� ti I, -•.�, 1�.,'�F �r .1 +rv' 1 • r. "x rs }�?�• ';�� ff �, a � �' .. �_ ��:, f Tr�� 91, i k r ' • i-r.'i - „'. .LS ,y r . �.. .+ .r+ S t _ x ' t' �. . �, ,f+ .�y l .; '�,° J� ; 1 �'!; � ; . " "�s �','.til.: �,:� •. r :fi , � - 4�alr`: ;v �. 5 T� . •, ,�. '•, .� l'•' � i 4 1 �' JJ Y ti r� I � l d.' �iy f�:.71' �,. * rir .• Y} tirf,.��' •ice.. •. 7• t7c i " r4 .: Yti 'r" yl^ ! -.'�� •s 'i � _ T„7 {tf, }4 w.'nti: S a ^ + - ir1 3 _ } �M1.r�.Rr� r,, .{ }' ^�.'I Y �i •S�: Ld ? ?vi r. 4:, yCe �, .t 1�1 r14.. ry % e� " , �i! `► i ; - 7 Z• T4 �r }��r 7VF + r�Y! 4 UAW w/F 4 ## q AGENDA ITEM # 5A JUNE 11, 2012 ADDENDUM Recommendations of the Police Building Ad Hoc Committee to the City of Atlantic Beach City Commission The purpose of this addendum is to correct the reference made to Lance Wolfson's title on page i as follows: PRO BONG ARCHITECTURAL ASSISTANCE Lance Wolfson, Intern Architect /City Resident Final 12 June 5, 2012 AGENDA ITEM # 7A JUNE 11, 2012 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: ORDINANCE NO. 20 -12 -116: AN ORDINANCE AMENDING THE OPERATING BUDGET FOR THE CITY OF ATLANTIC BEACH, FLORIDA FOR FISCAL YEAR BEGINNING OCTOBER 1, 2011 AND ENDING SEPTEMBER 30, 2012 AND PROVIDING AN EFFECTIVE DATE. DATE: June 4, 2012 SUBMITTED BY: Nelson Van Liere, Finance Director BACKGROUND: This proposed ordinance will accomplish a number of Budget adjustments to address previously discussed projects and expenditures that were not included in the original budget. Wind Mitigation Retrofit Grant - As reported in the April 4, 2012 Staff Report submitted by Michael Griffin, Director and Building Official for the City, The Federal Emergency Management Agency (FEMA) has approved the City of Atlantic Beach for a wind retrofit grant to provide protection for the windows at City Hall. Specifically the grant will provide wind retrofit protection to protect against 130 mile per hour winds for the City Hall building. Staff will procure proposals for storm shutter protection to harden the overall structure of the building. The actual Final Grant agreement amounts are reflected in the Budget Ordinance and are different from the estimate previously reported as indicated below. The estimated FEMA share will be thirty N thousand five hundred _do Tluarrc ($ 37,509) $29,802 and the City estimated local share will be t welve thousand and fi ve hundred d rs ($12 $9,934 for a total of fifty thousand dollars ($50 $39,736 The City Hall has 96 fixed glass pane windows, and seven full- length glass pass- though doors. All of these were installed in 1991. City Hall is slightly 1 /2 mile from the ocean making with a large tree canopy surrounding the facility. If the building envelope is breached, sudden pressurization of the interior can cause major structural damage. The additional protection will allow vital computers to stay on -site during a storm event. Terrain Vehicle (UTV) for the Lifeguards The police department is seeking to purchase a Utility Terrain Vehicle (UTV) for the Lifeguards to utilize on the beach. Currently the Lifeguards only have a full size pickup truck to conduct all beach operations. The UTV will supplement current capabilities and will be fully equipped to provide emergency medical services, patient transports as well as regular patrols. It will also provide for a safer and more efficient way of conducting these operations as the vehicle is smaller, lighter, has greater visibility for the driver and operates at a much lower cost than a full size truck. F 4.1 Me �j i IMP 1-- 1 2efA ,41 lo. 1 4 Ir F v AGENDA ITEM # 7A JUNE 11, 2012 AN ORDINANCE AMENDING THE OPERATING BUDGET FOR THE CITY OF ATLANTIC BEACH, FLORIDA FOR FISCAL YEAR BEGINNING OCTOBER 1, 2011 AND ENDING SEPTEMBER 30, 2012, AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City Charter of the City of Atlantic Beach requires that the City Commission approve all budgetary increases and transfers at the fund level, and WHEREAS, the nature of budgetary systems and those day -to -day decisions affecting such budgetary systems require adjustments from time -to -time, and WHEREAS, the City is amending the Operating Budget to add funds for the recently approved Federal Emergency Management Agency— Hazard Mitigation Grant for wind retrofit protection, and to fund from the General Fund the portion of the project that is a match requirement as a condition of the agreement, and WHEREAS, the City has determined that they are in need of an all terrain vehicle to assist with beach patrol efforts. The funding for this vehicle will come from accumulated restricted monies designated for use by the lifeguards on capital purchases per the inter -local agreement with Jacksonville, and WHEREAS, the City decided at the previous commission meeting to fund the entire Ocean Boulevard 12 and 15 St. water main project instead of just the base bid and alternate one as previously proposed, and WHEREAS, the City has determined that a consultant is needed to assist our City in completing a Community Visioning Project. NOW, THEREFORE, BE IT ENACTED BY THE CITY COMMISSION ON BEHALF OF THE PEOPLE OF THE CITY OF ATLANTIC BEACH, FLORIDA, that; 1. The Fiscal Year 2011/2012 Budget to be amended as follows: GENERAL FUND Expenses: General Government Transfers to Other Grant Fund $9,934 Planning and Development Professional Services 75,000 Public Safety Lifeguards- Vehicles 15,000 Total Expenses: $99,934 Fund Balance <$99,934> AGENDA ITEM # 7A JUNE 11, 2012 FEMA WIND RETROFIT MITIGATION GRANT Revenues: Grant Proceeds Transfer- In From General Fund Total Revenues Expenses: General Government Capital Outlay Fund Balance: PUBLIC UTILITY FUND Expenses: Water Distribution Division Capital Outlay — Improvements Fund Balance 2. This ordinance shall take effect immediately upon its adoption. $29,802 9,934 $39,736 $39,736 $0 $154,302 <$154,302> Passed by the City Commission on first reading this day of June 2012. Passed by the City Commission on second and final reading this day of June 2012. Mike Borno, Mayor / Presiding Officer Approved as to form and correctness: ATTEST: Alan C. Jensen, Esquire, City Attorney Donna L. Bartle, CMC, City Clerk y r� r _ M Wills 10 ��. _. I•r a v 'i•�ir�ll:i, 4ti r�, �'r`�.l* "- � } 11 1 . ` r � T a•* 1 { .. - ^Flli li lGl••'i�`'��I,ryY i�:7 a i •.�� }� � P 7 � i 7[•.�8 •I n + Y�'' {� 5 r e. `"I ]] I ,f �,- `}i. dh • 1 I 1 �,i I"'3 +1tr ri# e f +' + . ' f •� T .� „fi -j � � r'' s ` .�t, '.�: � "•:r;,��r ,or i " `4�k " r- •i. °.t'4- ' +.�'y�'_rs 4�'. ,F�rr�''� 1 ��'�'n'4'�;R_i �'- I',�5 ?�I X 51' r {,��.`• I t �i.J }��.. � .ti I`'. .'r � a•� .7� kY '.r' �_ }: f�.r. .4'' - .{ 41 : i' � + 41� v; . •! � 'JI L.� i r � .� i,• ? �•�},,��G,Y �.r 4'1 •.} � I'� �:i�."7,. r •, �y. -,, L3 I. -Ma{ � �. ,li, i�* I. -r� i I .+.IINt,, :•'r: .F. a i Yy_I:f4�� r�4L. �.a � }i�•• ei �:Ir lu L . .�'s •:r d ::� +, ,( f F• ,�.. :�!' �4+< �.{r, �+ r - .J +'. s. '�! �, �•.I r., 'Vi F� _ I:1� #'• b�, {� ` -� I i . ;,�'�. II � : i ; - �r it 1- {' 4 .i.' •F�' �' i }14 ,i<�5� Y 'F { � -, I�,,� 'Y.'� � +ir ��• r 'I IMF I•.' �a��Jr Vii. �P_t ,� - i 7. ��'•. {:7 ' 'vll�'y 'ri'�' -0•'�{� i�r* ey' �. T'1-' PE • ��1 � 4 � I �� L a rr . >. +131114'J`lIIr1A- — lull AGENDA ITEM # 8A TUNE 11, 2012 Proposed District Changes 5/15/12 (Consensus Proposal) District 13F 13G 13H 13S Total 2010 Voting Population 2,434 2,451 2,383 2,876 10,144 Target population 2,536 2,536 2,536 2,536 10,144 Goal Adjustment 102 85 153 -340 0 Change 1; Donner 13S to 13H Change 2; Fleet Landing 13H to 13G Change 3; Old Core City 13G to 13H Change 4; Royal Palms 13S to 13F 264 -264 0 724 -724 0 -622 622 0 102 -102 0 0 Total Revised Voting Population 2,536 2,553 2,545 2,510 10,144 0.25 0.251676 0.250887 0.247437 Difference from target pop. 0 -17 -9 26 0 " 0 v L. 4 L V � R�i�1 L = yi fit, � �� i • �r. - V . .. ....... ... -..... - .. � .. ,� Jh f I'd AGENDA ITEM # 813 JUNE 11, 2012 Atlantic Beach Police Department 1 St Quarter 2012 Highlights The Police Department continues to have two full time COPS Officers, dedicated to the Mayport area, who form relationships with city residents and business owners. They have positive interaction with the community on a daily basis, often assisting citizens who are in need of services or assistance. The COPS officers conduct many of their patrols on bicycles, interact with the kids at the Atlantic Beach Community Centers and apartment complexes, and attend special events in the community. Several of our Patrol Officers have also been trained to conduct patrols on bicycles, and spend the majority of their bike patrol time in the communities on the east side of the city. Crime Suppression Detectives have continued to make alcohol law compliance a priority, conducting frequent checks on all local establishments that sell alcohol. During strategic planning, the commission recently identified pedestrian and bicycle safety as one of their top initiatives for the year. The department is in the process of completing a preliminary report for the commission on improving pedestrian and bicycle safety within the city. The Atlantic Beach Police Department continues to have an exceptional emergency response time. The average emergency response time for the first quarter was 1 minute 44 seconds. Crime The 2011 state wide annual crime stats have been recently published. The table below summarizes the crime in Duval County as compared to the state average. The per capita crime rate is the number of crimes per 1,000 residents. Per Capita Crime Rate AB NB JB Jax Florida 2011 37.33 36.19 65.80 51.49 40.70 2010 35.73 45.93 57.55 50.04 41.05 2009 38.60 45.23 72.24 56.67 43.97 Although the number of crimes in Atlantic Beach actually decreased in 2011 as compared to 2010, the per capita crime rate showed an increase as there was a decrease in population. The first quarter crime rate in Atlantic Beach for 2012 showed a 16% decrease from the same quarter in 2011. Accidents were up 20% (from 50 to 60) compared to last year's first quarter. AGENDA ITEM # 813 JUNE 1 ] , 2012 Productivity The Crime Suppression Unit (CSU) and Investigations Division continue to be very productive. All part one crimes are assigned to a detective for follow up investigation. Additionally, any crime which is not a part one that has any solvability factor is assigned to the detective division for follow up. Atlantic Beach officers and detectives cleared over 26% of the part I crimes reported. In an effort to gain compliance from motorists within the city, Officers have made 65 DUI arrests in the first quarter of 2012 and issued almost 1,000 traffic citations. Animal Control had an increase in the number of phone calls during the first quarter, with 627 calls in 2012, up 12% from 2011 first quarter (558). These calls range from citizens wanting to report a lost pet or turn in a found animal, report an animal bite, and requests for assistance or complaints about animal issues in the city. Personnel Currently the Police Department has one vacancy for police officer and applicants are being processed for that position. Applicants are also being processed for the Animal Control Officer and Emergency Communications Officer openings. Training The Department is deeply committed to providing quality training to all its employees. In the first quarter of 2012, employees have attended training in the following topics. • Large Vehicle Operations • General Instructor Techniques • Crime Prevention through Environmental Design • Interviews and Interrogations • Emergency Animal Sheltering • FBI -LEEDA Supervisor Liability • Radar /Laser Speed Measurement • Administrative Investigations for First Line Supervisors • Excel 2007 Intermediate • Property & Evidence training conference • DUI Standardized Field Sobriety Testing • Crime Scene Processing Advanced training keeps employees current and on the cutting edge of Public Safety techniques, trends and strategies. The Department believes a better trained employee results in the delivery of a higher quality of service. The above list does not include classes taken by the employees who are enrolled in various college degree programs. . a 4 114. 1' oil ` I I : r�,� 5 ' � lid'-' � ��' �'I AGENDA ITEM # l0A JUNE 11, 2012 June 4, 2012 To: City of Atlantic Beach City Clerk — Donna Bartle From: City of Atlantic Beach Commissioner — Mark Beckenbach Please place the following motion on the agenda for consideration and include the attached "Minority Report" as the referenced document. Background — During the past week I have been contacted by Steve Kallao, who was a member of the Ad Hoc Police Building Committee. Steve informed me that the four citizen members of the Ad Hoc Police Building Committee who voted against the single option that is presented in the Recommendations of the Police Ad Hoc Committee felt compelled to write a "Minority Report" that would convey to the Commission the reasons they did not vote with the majority and offer reasonable alternatives for the Commission to consider. (The four dissenting committee members are Steve Kallao, William "Rut" Whittington, Don Ford and Lou Keith.) Since the ultimate charge of any committee formed by the Commission is to provide pertinent information that can be used by each Commissioner to aid them in determining what is best for the Atlantic Beach citizenry, I recommend the following motions for consideration: The "Minority Report" concerning the Ad Hoc Police Building Committee be brought to the floor for discussion at which time a Commissioner can ask questions concerning the "Minority Report" directly to a willing spokesperson and /or willing committee member of the dissenting and /or assenting members of the Ad Hoc Police Building Committee. The Recommendations of the Police Building Ad Hoc Committee be brought to the floor for discussion at which time a Commissioner can ask questions concerning the Ad Hoc Police Building Committee Report directly to a willing spokesperson and /or a willing committee member of the dissenting and /or assenting members of the Ad Hoc Police Building Committee. Best Regards — Mark E. Beckenbach City of Atlantic Beach Commissioner Seat #3 � r ► 1 It a f 1 . I( a as If 'T _ AGENDA ITEM # l0A JUNE 11, 2012 Ad Hoc Police Building Committee Dissenting Members Minority Report Purpose of report: This report to the City of Atlantic Beach (COAB) Commission provides essential information that intends to augment and clarify the Ad Hoc Police Building Report dated May 16, 2012. Much of the information in this report was presented to the committee but not included in the Wildwood final report. Therefore it is our opinion that the majority recommendations cannot be properly evaluated without the information in this report. The following areas of concern led us to submit this report to the COAB Commission: 1. Projected excessive cost of $3.8M -$4.2M for new facility after spending $.5M on architectural drawings and biased spatial analysis. Space equals cost. All the costs were not detailed in the report to the Commission. Appendix 3 offers a more realistic analysis of the true costs of this facility to the taxpayers. The ad hoc committee recommends on page 4 of their report to spend up to $5M (when financing cost and site prep costs are factored into the total tab). This expenditure recommendation represents a tone deaf fiscal irresponsibility in hard times for a fiscally conservative community like Atlantic Beach. 2. Encroachment on Russell Park green spaces and scenic Sherman Creek, requiring the removal of all trees along the creek bed. Ian from ADG stated from their original research that the permits for the creek culvert action would not be issued by the St. Johns Water Management District. The smaller building proposed will still encroach on Russell Park parking and green space, and span Sherman Creek. The demands for non - critical items such as a double wide sally port, an advanced forensic processing lab, and 3 holding cells with an extensive security fence drives the building expansion into the Russell Park area. 3. This building situation is not an emergency and a decision to do nothing at present is a valid option. The presentations to the ad hoc committee did not make the case for immediate action by the Commission. There was never an analysis of the current police operations to determine best operational practices first, before space needs are considered. Note the memo in Appendix 6 stating this fact. The patrol personnel are currently well- equipped with a car, radio and computer for field operations. Their fundamental duties are carried out in the community, not in the police building. The recommendation of the majority would give Atlantic Beach police 84 square feet more space per employee than either Jax Beach or Neptune Beach and increase the existing space by 250% without ever conducting the basic needs studies. 4. If an independent analysis of the COAB Police Dept. shows need for added space, one solution may be to renovate and /or expand the existing building using plans from 2005 discovered during the committee briefing process. Steve Kallao found the original building plans of the existing police building; they confirm the option to renovate and expand the current facility. Don Ford offers detailed analysis of Page 1 of 18 . 45 iF ` J< ■ r�s � I 1 .1U I'l, k !�. - , f . 1. . .-, .1. ;- . I .� .. � I ...% Ik .jl• - ; i : - r_ y w r r•t NG'uJ '� F F - y �+ a..i �* . 1': x # 101 '?,: b • I .'S 1 +'_. ar� � d' �� s+ ;F ' iG�' }� f� : .�. 1.5r— Tc *i•: ;kY_ i.. • rl'A x IF 1 T3 T- _ :�:,• �,, A� .+ryY{'`,�i,-.'� *y M. 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I � _ 8, le4 I�.; � t1 4 �, ' s - rF1 k,i ,r-- �: , ,v �`kr T i r {/� .�� L•;f - MM r f ir ✓� � I +L � �S }� `� If ,' : tw.�� iq� 1, •,� I � +t��IV[ - !.�:. {�.+ " .•��,� � � -I. 2 L }�� •• I fi Q }:�f i,� + f r i ;:; 'IG: � �; F. 1�r. + } 1 .'�4'�1ti :.' .r t.�.: 3•'. � 3 : y., }'� 1 i5• �li '1 7 ' - 9 ';! ` 1: '' - "i �..� 1♦' '�•� {: �•y� - �• i k 3 - I y r ti:. :: j .,...n _ . s ��' 1 ■ mar bx 1 AGENDA ITEM # l0A JUNE 11, 2012 MEET THE DISSENTERS: The four dissenting members of the AB Ad Hoc Police Building Committee have extensive construction and law enforcement experience. Steve Kallao served in the U.S. Navy at Mayport. He is currently the managing partner of 1st Coast Home Inspection, LLC specializing in residential and commercial building inspections and broker for Steve Kallao and Company in Atlanta. Prior to moving to Atlantic Beach he was broker for TNT properties (CNN) and participated in the acquisition for the Flying D Ranch in Montana as well as heading up construction projects for Ted Turner. In addition he built and developed Rockridge Place and the Brookhavens in midtown Atlanta, two multi - million dollar communities. Steve Kallao is a graduate of Georgia State University with a degree in Urban Land Planning and Real Estate Development. Louis Keith, a 27 -year resident of Atlantic Beach, obtained a BS degree in law enforcement & police science after combat service in Vietnam as a US Army Green Beret. As a Deputy US Marshal for five years in Houston Texas, Deputy Keith dealt with detaining /transporting over 2,500 felons from city /county jails to federal courthouses. Mr. Keith spent over 25 years in the US Postal Inspection Service, during which he oversaw the daily operation of a 10- person federal investigative staff and 25 postal police officers. Postal Inspectors are the criminal investigative and internal audit component of the US Postal Service. Inspector Keith headed major crime task forces in homicide, armed robbery, mail bombs, narcotics and child pornography investigations, which required close interaction with hundreds of small and medium -sized police departments throughout Florida and Georgia, including the Atlantic Beach Police Department. Don Ford, a four decade resident of Atlantic Beach, brings a wide range of construction industry and building official experience to the table. As the founding member of the First Coast Chapter of the Building Officials Association of Florida, Mr. Ford has twice been named the Building Official of the Year for the Northeast Florida area. As a state licensed Building code administrator, plans examiner and building inspector, offers expert witness testimony statewide. Mr. Ford is the principal of the Don C. Ford Inspection Services Company and currently serves as the Building Official for the City of Neptune Beach. William R. "Rut" Whittington, retired as the head of the Louisiana State Police after a career in that agency and then was appointed as the U. S. Marshal, Western District of La. He retired from that appointment in 2009 with almost 35 years total law enforcement experience. Whittington served for a time as a consultant to the U.S. Dept. of Defense concerning homeland defense and international police liaison. He was inducted into the Louisiana Justice Hall of Fame in 2008. "Rut" also served in the U.S. Marine Corps, both as enlisted Marine and Officer. He served in Vietnam with the 9th Marine Regiment and retired from the U.S. Marine Corps Reserve with the rank of Colonel in 1997 with 37 years total service. Whittington received a B.A. from Louisiana College and a M.Ed. from LSU. He was named a Louisiana College Distinguished Alumnus in 2011. He completed numerous law enforcement schools to include the FBI National Academy and the FBI National Executive Institute. He also completed advanced military education and training including the U.S. Army War College. Page 4 of 18 AGENDA ITEM # I OA JUNE 11, 2012 1. Committee charge from January 23, 2012 and Commission clarification passed on March 12, 2012 (page 6 -7) 2. Police Building Issue Background Facts (page 8) 3. Financial Analysis of Committee's Recommendation (page 9) 4. AB Cell Block Usage Analysis (page 10) 5. Building Code and FEMA 50% Renovation Rules (pages 11 -13) 6. Memos to Chairman Varney for Independent Police Evaluation and requesting additional information (pages 14-17) 7. Summary of Informal Senior Law Enforcement Survey (page 18) Page 5of18 AGENDA ITEM # 10A JUNE 11, 2012 APPENDIX 1: Committee Charge from January 23 and March 12 Committee to Consider Police Building Needs January 23, 2012 Charge to the Committee: A consensus has been reached by the Atlantic Beach City Commission that the Atlantic Beach Police Department (ABPD) faces several challenges that need to be resolved relating to their current building. Among the critical issues are: ® Operational inefficiencies relating to the present building ® Impacts on the overall effectiveness of our police service ® Safety concerns ® Potential liabilities However, questions remain about the size and cost of the proposed new building. To aid the Commission in resolving those questions, a Police Building Ad Hoc Committee (Committee) is proposed. Its purpose is to become familiar with the building related problems, consider various alternatives to solve the problems, consider 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 out citizens for many years to come. Membership: Size — 11 members Appointments — Each City Commissioner, including the Mayor, shall appoint two members. The Mayor shall also appoint a third member to Chair the Committee. Committee Members — It is important to have impartial, open- minded individuals who have the time and interest in attending several committee meetings, reviewing past work, learning about the needs of the ABPD, and making the best recommendation for the future of Atlantic Beach. The committee appointments should not be a proxy for opinions held by any commissioner, but instead should be open- minded citizens who have not yet formed an opinion as to possible solutions to the Police Department needs. All members must be Atlantic Beach residents. Committee Meetings: Meetings of this Committee will be run by a facilitator to be provided by City who must be professionally trained and have experience in facilitating group meetings. This should not be a present or past City employee or elected official. The Florida Sunshine Law is applicable to this Committee. Members cannot communicate with each other about the police building outside of the advertised committee meetings. Page 6 of 18 AGENDA ITEM # l0A JUNE 11, 2012 Staff Liaison: The staff liaison will be Chief Mike Classey. Other PD staff and other staff members may be brought in and participate as needed. Meeting Attendance by Elected Officials. If any elected officials choose to attend Committee meetings, they should only be observers and not participate in any way. Timetable and Sunset Provision: • Meetings — There will be approximately 8 -9 weekly meetings of the Committee which are expected to last between one and two hours each. • Sunset Date — This Committee must make its final report and thereby conclude its final business and automatically dissolve nine (9) weeks after it's first meeting. • Report — The final report is expected to specifically answer the following questions: 1. What are the critical deficiencies and problems related to the present Police Building? 2. What facilities are used by other similarly sized police departments in Florida? 3. Should the City of Atlantic Beach invest in either remodeling of the existing Police Building, expand the existing building, or build an entirely new building? 4. If new facilities are recommended, where is the best place to build them? 5. Should future expansion be considered in plans for new facilities? 6. If new facilities are to be added either through an expansion to the existing building or in a new building, how large should the new facilities be? 7. Identify and prioritize the key components proposed in either an expansion or new building, i.e.; dispatch center, records, specialized storage, jail cells, etc. Clarification passed on the COAB Commission Agenda item 10B dated March 12, 2012: The committee has the latitude to examine any options that the majority of the committee considers viable. The chair and the facilitator are directed to not discourage discussion on other viable options. The Committee is assured that the 8 week recommendation to finalize the Committee's work pertaining to the charge is not a mandate and this Commission is more than willing to extend the sunset provision of a majority of the committee is in agreement that additional time is required to satisfactorily complete their charge. Page 7of18 AGENDA ITEM # I OA JUNE 11, 2012 APPENDIX 2: Background Facts summary on Police Building Issue In 2005, Fleet Associates Architects of Jacksonville submitted a plan to add 4,000 square feet to the existing 6,000 square foot Atlantic Beach Police Department facility, for a total of 10,000 square feet, at a cost of $1.5 million. The Fleet plan kept the entire police facility east of Sherman's Creek. In 2006, ADG of Winter Park submitted a plan to build a two -story, 18,000 square foot building west of Sherman's Creek at an estimated cost of $7.4 million. This plan required loss of playground area in Russell Park, loss of mature trees lining Sherman's Creek, and a redesign of the north access /egress into the City parking lot. ADC's plan was rejected by the City Commission. In 2012, the Police Building Ad Hoc Committee was appointed by the Commission. The Committee reviewed and rejected another ADG plan for a 14,000 square foot two -story building at an estimated cost of $5.9 million. This ADG plan had the same negative consequences as above. A Committee member experienced and trained in spatial analysis reviewed the space needs of the Atlantic Beach Police Department. His analysis was 10,850 square feet as the space requirement for the police department. At the final Committee meeting, eight of twelve members voted to build a new 9,000 square foot building and retain and remodel the existing 6,000 square feet facility, for a total of 15,000 square feet, a 250% increase over their existing space The estimated building cost ranges from $3.8 million to $5 million, and requires loss of playground area in Russell Park, loss of mature trees lining Sherman's Creek, redesign of north access /egress into the city parking lot and recommends culverting of Sherman's Creek. The Jacksonville Beach Police Department, whose thriving tourist population can surge to over 100,000 on any holiday or weekend, has space which averages 281 feet per employee. The Neptune Beach Police Department facility averages 217 feet per employee. The mean average of both of our sister departments is 266 square feet per employee. (Ponte Vedra Beach has their police function provided by the County Sheriffs Office.) Spatial analysis of 10,850 square feet for the proposed Atlantic Beach police facility averages 271 square feet per employee. The proposed 9,000 square feet new building combined with the current building renovation 6,000 square feet totals 15,000 square feet results in 375 square feet per employee. Our plans save the Taxpayers $1.5 to $3 million and can be paid in full from already- budgeted City funds. Our plan prevents the loss of thousands of square feet of playground area in Russell Par, the loss of mature trees, and eliminates the need to culvert Sherman's Creek and redesign access /egress into the City parking lot. The ADG representative indicated that the St. John's Water Management District would deny a permit to put a culvert in Sherman's Creek so that option was not factored into the final report. Page 8 of 18 AGENDA ITEM # l0A JUNE 11, 2012 APPENDIX 3: Cost Analysis by Lou Keith * ADG disclosed that the St Johns Water Management District would not issue a permit to culvert Sherman's Creek. * *Interest based on Amount Financed for 20 years @ 4% per the current Bankrate.com mortgage calculator. Page 9 of 18 CC &A ADG ABPD BUILDING COST Estimator Committee ADG Update ICC Estimator Average Estimated Cost 3,377,280 3,775,000 3,867,023 4,231,183 3,812,622 Cost to culvert Sherman's Creek* ? ? ? ? ? Less City Budgeted Amount - 2,500,000 - 2,500,000 - 2,500,000 - 2,500,000 Amount Financed 877,280 1,275,000 1,367,023 1,731,183 Plus Interest ** 398,594 579,300 621,110 786,568 596,393 Amount Financed + Finance Cost 1,275,874 1,854,300 1,988,133 2,517,751 Plus City Budgeted Amount 2,500,000 2,500,000 2,500,000 2,500,000 Estimated Cost + Interest 3,775,874 4,354,300 4,488,133 5,017,751 4,409,015 * ADG disclosed that the St Johns Water Management District would not issue a permit to culvert Sherman's Creek. * *Interest based on Amount Financed for 20 years @ 4% per the current Bankrate.com mortgage calculator. Page 9 of 18 AGENDA ITEM # I OA JUNE 11, 2012 APPENDIX 4: Keith's ARRESTS & HOLDING CELL LOGS ANALYSIS AND SUMMARY Analysis of the 2011 ABPD Arrest and Holding Cell Logs reflect that in 2011, ABPD made 880 physical arrests and issued 114 misdemeanor Notice to Appear citations. Of the physical arrests, 214 were felonies and 666 were misdemeanors. 80% (701) of the 880 arrestees were immediately transported to county jail. Of the 179 detained at ABPD, 130 were held an average of 63 minutes, and 49 were held 2 to 5+ hours. 149 were then transported solo and 30 in pairs to county jail. The two existing holding cells were used an average of once every 5'h days for detentions averaging about 90 minutes. On only 19 occasions were two prisoners ever detained in the holding cells at the same time. One juvenile was held 40 minutes in a police office. Based on the logs, the existing sally port could have been used an average of once every 2 1/2 days. However, it appears that the sally port is not being utilized as a sally port at all, but has been used solely for storage for a long period of time, perhaps years. Neptune Beach PD and the JSO East Arlington Substation have no holding cells or sally ports. All arrestees go directly to the county jail. Jacksonville Beach has a sally port, but strictly limits detention in their holding cells to two hours except in rare situations that require approval of the Chief or a Commander. Sally ports and holding cells are extremely high -cost construction items. The short -term detention of 179 adults and the detention of one juvenile a year does not justify adding three new holding cells or the construction of a larger sally port ABPD arrests have declined 25% over the past five years. We recommend that ABPD retain the existing single sally port and two holding cells, which are in close proximity to the proposed Detective Bureau. Our investigators should have the means to conduct immediate custodial interviews of arrestees in major felony cases. However, we strongly recommend ABPD implement as much as possible the above listed practices of the Jacksonville Beach and Neptune Beach police departments in immediately transporting arrestees to the county jail. Once a subject is handcuffed and secured in the patrol car's cage the safest avenue for all involved is for the lone officer to proceed directly to the county *ail Every time an arrestee is removed from the patrol car's cage at ABPD, it increases the probability of injury to our officer and /or escape by the arrestee. Although presented to the Police Building Ad Hoc Committee, none of this information was reflected in Wildwood Consulting's report to the Commission. Page 10 of 18 i*A.II• 1pr- !E _ c t: „ '- ,��'- r.'�, I ,. ,, I fit.- ., ; �.� •i :1 + M Nor+ _ •L 4 i■ I H �• 'w+4+ • r I NI - •U� A Mi kyf■ ■Y ■1 i_ � -:.. •aa - i - ,ry .a R . 4 1 r ► � T� — + 1h'+ w� �Yhr t iY� riL'�.L r a�.�h ii ][i� 4y,�ir� � t �' ' • +� . Y .mil � . •1 ; � � ,;" : #�Y = ��`Y�'j �- •• � ■sya}�.Lb ,. r �3 t .- .�. r•- ��q�'f�- q .ir '+ � I 1 - Ir 1:. - ..' .rl r [: Ifr —F �� ,I�, y �: :: '- .:4 r � - a - ::: ;�i I�'� ?_!' _ - J - 1 .s{'i • r_ . : 1. ! • : 1 . .I 1. I • I. 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' 4yirr�� r } l ' 1 • I 'a F AGENDA ITEM # l0A JUNE 11, 2012 Appendix 6: Whittington memos to Chairman Varney on Police Needs and March 25 request for more information not provided by staff Date: April 6, 2012 To: Mr. Jack Varney, Chairman of the Police Building Committee From: W. R. "Rut" Whittington, Committee Member Subject: Requested Memo on April 5th Meeting Point: A Problem our Committee Has Encountered The City of Atlantic Beach Commission established our Committee for the task of examining new construction and renovation options for a modern police department facility eliminating current inadequacies. As a starting point, our committee required a current and concise official report derived from a thorough study and analysis which evaluated our police department's operational philosophy, methodology and vision for both current and future operations, staffing and technological developments. These conclusions and validations would have provided the conceptual framework our committee needed in order to examine the issue of what size and type facility would best support our police operations, present and future. Lacking such information, our committee has grappled with questions concerning police practices and needs that could have been fundamentally resolved before our committee began. Our primary member expertise is design and construction, not police operations. In an attempt to cope with this situation, information has been provided either by planned briefings or upon request from committee members. This information often consists of anecdotal information or a broad overview of the current situation that lacks verifiable specifics. As a result, the committee can only arrive at conclusions about a facility based on assumptions that may or may not be the best possible when considering a facility usage span over a 30 -40 year horizon. We will be able to develop general conclusions that are probably valid, but not specific ones. A police building plan ideally should be developed for the purpose of supporting and facilitating operations, present and future. The starting point of this process should be an in -depth study and analysis of past and current police practices, operations and community needs. This process requires extensive self - analysis. It also requires some degree of independent analysis. Even with the best intentions, any organization is constrained by its own operational paradigm, culture and historical practices. Without some external view, opportunities will be over looked. There is still a way to resolve this dilemma. I propose that our Committee recommend in our conclusions and final report that the Commission use a task force of subject matter experts, hire an outside consultant, or ideally use a combination of these two options in order to expeditiously determine the best options for Atlantic Beach police operations, staffing, and use of technologies, present and future. The Commission can then couple the results of this analysis with the general conclusions of our Committee, and arrive at final and specific decisions based on valid and verifiable information. Our city erred when the current, inadequate building was designed and built during 1987. It was reportedly deficient from the very beginning. Our city need not repeat a mistake made in the past. With one additional step beyond our committee capabilities, our Commission can make an informed, financially prudent, and strategic decision. Page 14 of 18 AGENDA ITEM # I OA JUNE 11, 2012 March 25, 2012 To: Mr. Jack Varney, Chairman, Committee to Consider Police Building Needs From: W. R. "Rut" Whittington, Committee Member Subject: Holding Cells and Sally Port Priority Determination; Request for More Specific Information As part of our Charge from our City Commission we are to report on priorities for space allocation in either a new or renovated police facility. Two particular space allocations under consideration, the three holding cells (ADG on -site plan item 8.8, 100 sq.ft. each /300 total sq.ft.) and a sally -port (ADG on -site plan item 8.12, 600 sq.ft.) escalate the cost of construction or renovation. In addition, these are two areas that do not readily provide the flexibility or utility to serve other functions once constructed. Also, these are two areas that are not always included in the design and construction of police stations. Due to the ever increasing legal requirements in dealing with suspects in detention coupled with the exposure to potential civil liability, police operations have tended to minimize the time between the point of arrest and the subsequent processing into an incarceration facility. It will be very helpful to our Commission if we provide both a rationale and a priority for these spaces that are based on logic and analysis of current practices and future considerations, as well as the data bearing on the historical usage of those spaces in the current building. I suggest that the committee request the information specified below and also include questions that may arise from the other members. WHAT WE KNOW 1. We have been provided with the general information that our police make approximately 1,000 "arrests" each year. That information is provided in the Quarterly Police Services Report to the Commission An "arrest" as presented in the numbers we have discussed can be anything on the continuum from cases where a citation is issued with the person allowed to depart on to situations where the person is detained and then transported to the Jacksonville Sheriff's Office detention facility for incarceration. 2. The booking process for those arrestees requiring incarceration is done at the Jacksonville Sheriff Office's detention facility rather than at our police station, and these arrestees are subsequently incarcerated at that JSO facility. 3. If a suspect or arrestee is detained by the Atlantic Beach Police and held temporarily at our police station, the maximum period they can be held is six hours. This detention time limitation is imposed by statutes and decisions of the courts. In addition, any detentions at our police station potentially expose our city to increased civil liability and insurance costs. Page 15 of 18 AGENDA ITEM # l0A JUNE 11, 2012 4. Our current police station has two holding cells. They do not provide for adequate segregation in the event that a juvenile is held at the same time an adult is in a holding cell. 5. Our police station has one sally -port. This is currently not regularly used for the purpose intended, which is to provide a secure location for unloading and loading a prisoner. The current use appears to be as a sort of temporary storage area. WHAT WE DON'T KNOW 1. Of the approximate 1,000 "arrests" reported each year, how many of those actually require incarceration such that the arrestee is transported to the Jacksonville Sheriff's Office detention facility for booking and incarceration? 2. Of the suspects and arrestees in custody of the Atlantic Beach Police, how many have required detention in the cell blocks in our current police station each year? Of these, how many were male? Female? Juvenile? WHAT WE NEED TO KNOW For our committee to develop recommendations on spatial priorities based on historical and factual information, we need the following: 1. For the past five years or 2007 -2011, what are the overall number of "arrests" each year. a. How many of these "arrests" resulted in actual booking and incarceration at the Jacksonville Sheriff's Office detention facility each year? b. How many suspects or arrestees were detained in the holding cells at our police station each year? c. What are the holding cell detainee numbers each year for the categories of detainees: (1) Males (2) Females (3) Juveniles 2. Have there been incidents where citizens interfered with or attempted to interfere with a police officer who was transferring an arrestee from a police vehicle to either enter or depart from our police station? If so, was our sally -port utilized on that occasion? When was the incident and what resulted? (Time period 2007 -2011) 3. Have there been escapes or attempted escapes during the transfer process of arrestees from our police vehicles on arrival or departure from our police station? If so, was our sally -port utilized on that occasion? When was the incident and what resulted? (Time period 2007 -2011) 4. Is there any other factual information pertaining to the use of our current holding cells or sally - port that contribute to an analysis of spatial priorities in either a new or renovated police facility Page 16 of 18 AGENDA ITEM # 10A itiNE 11, 2012 or one with a combination of new construction and renovation? In the event that our police do not currently track or categorize information in the form to readily answer these questions, it may require some file research and take some time. To allow for that, it should be satisfactory to receive this information by the 7 th committee meeting on April 5th if the committee concurs. In addition and pertinent to this discussion, Mr. Louis Keith requested a copy of the holding cell logs in a previous meeting. I request that approximately five minutes be provided on an upcoming agenda for Mr. Keith to discuss his analysis of these cell block logs when he is prepared to do so. There will likely be a spirited debate and considerable citizen interest when the issue of our police building construction, renovation or a combination of the two comes before the City Commission for deliberation and a decision. Our committee, therefore, can provide a real service by developing a report that covers "needs" and "wants" as well as priorities therein that are supported by facts and logic. Holding cells and sally -ports are two areas that most of our citizens are probably not very familiar with, and are likely to be questioned when our committee reports to the Commission. Page 17 of 18 AGENDA ITEM # l0A JUNE 11, 2012 APPENDIX 7: Informal Survey Results of Senior Law Enforcement Executives on Police Trends Several of the needs our police insist upon seemed to be counter to prevailing law enforcement trends for the past 30 years. These needs focused upon a double wide Sally Port, three holding cells, and a Forensic Lab in a new police building. All arrested individuals are transported to the Jacksonville Sheriffs Office Detention facility for booking and incarceration. As committee members Louis Keith and "Rut" Whittington sought to obtain more justification from the COAB Police, other committee members who were less concerned about police practices and more so about a building, voted to cease discussion of the issue. Whittington sought to validate his and Keith's opinion by taking an informal survey on the three items by contacting a number of senior level law enforcement officials in a number of states. Although the respondents did not request it, Whittington assured them that the information would be non - attribution and not linked with any specific person or agency. These responses are summarized below. A narrative of the individual responses follows. 1. Sally Ports. (These are spaces to pull a vehicle into and allow ingress /egress of prisoners.) No one saw a need for more than one Sally Port in a police station that books arrested individuals elsewhere. Many would not request or utilize one due to civil liabilities and court mandates. 2. Holding Cells. (These are for temporary holding of arrested for a maximum of six hours). No one saw a need for more than one holding cell in a situation like Atlantic Beach where the arrested individuals are transported elsewhere for booking and incarceration. Half of the respondents said they would not desire any holding cells due to the exposure to civil liability when holding arrested suspects. 3. Forensic Lab. No respondent saw the need for a Forensic Lab of any scale in a facility in Atlantic Beach. All of the more rigorous testing can be done at the Florida Dept. of Law Enforcement Regional Laboratory in Jacksonville. Respondents thought it was too expensive to add a lab to a local police facility and further, to keep officers qualified to testify as expert witnesses in court concerning the evidence processed. While these issues may appear to be mundane to some, Keith and Whittington deemed it important enough to merit further discussion and investigation. If these items brought up questions about the police thinking and practices that led to the request, then there may be other requests that needed further scrutiny. Whittington had previously pointed out that a thorough study and validation of police practices should have been done and made available to the building committee. Such a study would have validated the police "needs" and "wants" presented to the committee. Keith and Whittington deemed this important because each additional space increases the size and cost of the facility. In addition, these items are not generally useful for other purposes and a different police administration with a different operational philosophy would be saddled with unwanted spaces that had no utility for other purposes. Page 18 of 18