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Agenda Item 1MINUTES 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