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Agenda Packet 8-13-12
CITY OF ATLANTIC BEACH CITY COMMISSION MEETING August 13, 2012 - 6:30 PM AGENDA Call to order Invocation and pledge to the flag 1. Approve the minutes of the Regular Commission Meeting of July 23, 2012. 2. Courtesy of Floor to Visitors 3. Unfinished Business from Previous Meetings A. City Manager's Follow -up Report. 4. Consent Agenda ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED TO BE ROUTINE BY THE CITY COMMISSION AND WILL BE ENACTED BY ONE MOTION IN THE FORM LISTED BELOW. THERE WILL BE NO SEPARATE DISCUSSION OF THESE ITEMS. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY. SUPPORTING DOCUMENTATION AND STAFF RECOMMENDATIONS HAVE BEEN PREVIOUSLY SUBMITTED TO THE CITY COMMISSION ON THESE ITEMS. A. Acknowledge receipt of the Monthly Building Department Report, Utility Sales Report and List of New Businesses for July 2012 and the Public Works and Utility Departments Project Status Report as of August 3, 2012. 5. Committee Reports None. 6. Action on Resolutions A. RESOLUTION NO. 12 -11 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA ADOPTING THE CITY OF ATLANTIC BEACH STRATEGIC PLAN DATED JULY 2012. B. RESOLUTION NO. 12 -12 A RESOLUTION OF THE CITY OF ATLANTIC BEACH AUTHORIZING THE CITY MANAGER TO EXTEND THE EXISTING MAINTENANCE AGREEMENT BETWEEN THE CITY OF ATLANTIC BEACH AND THE FLORIDA DEPARTMENT OF TRANSPORTATION, AND PROVIDING AN EFFECTIVE DATE. C. RESOLUTION NO. 12-13 • RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, ESTABLISHING • POLICY REQUIRING CITY OFFICIALS TO REIMBURSE THE CITY FOR EXPENSES FOR FUNCTIONS PAID ON BEHALF OF A CITY OFFICIAL IN CIRCUMSTANCES WHERE THE OFFICIAL COMMITS TO ATTEND A FUNCTION AND DOES NOT ATTEND, AND ESTABLISHING AN EFFECTIVE DATE. 1 7. Action on Ordinances A. ORDINANCE NO. 33-12-18, Public Hearing and Final Reading AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA, AMENDING CHAPTER 2 OF THE CODE OF ORDINANCES, ADMINISTRATION, ARTICLE II, CITY COMMISSION, BY ADDING A NEW SEC. 2 -22, VOTING DISTRICTS, TO ESTABLISH THE BOUNDARIES OF THE FOUR DISTRICTS FOR SEATS TWO THROUGH FIVE OF THE CITY COMMIISSION AND RENUMBERING SAID DISTRICTS, AND PROVIDING AN EFFECTIVE DATE. B. ORDINANCE NO. 5-12-56, Introduction and First Reading AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA, AMENDING CHAPTER 2 OF THE CODE OF ORDINANCES, ADMINISTRATION, ARTICLE II, CITY COMMISSION, SEC. 2 -19, RULES OF CONDUCT AND PROCEDURE AT MEETINGS, AMENDING RULE 24 REGARDING TAKING MINUTES, AND ADDING A NEW RULE 27, ABSENCES FROM CITY COMMISSION MEETING, AND PROVIDING AN EFFECTIVE DATE. C. ORDINANCE NO. 55-12-36, Introduction and First Reading AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA, AMENDING CHAPTER 16, SOLID WASTE AND RECYCLING, ARTICLE II. FRANCHISE AGREEMENT AND PROVIDING AN EFFECTIVE DATE. 8. Miscellaneous Business A. Proposal from DIG Local to accept responsibility and maintenance of the Mid -Week Market. (City Manager) 9. City Manager A. City Manager's Report. 10. Reports and /or requests from City Commissioners and City Attorney A. Painting on Camelia Street Lift Station. (Commissioner Daugherty) B. Scope for Visioning Plan (Commissioner Mark) 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, August 10, 2012. 2 MINUTES REGULAR CITY COMMISSION MEETING July 23, 2012 CITY HALL, 800 SEMINOLE ROAD IN ATTENDANCE: Mayor Mike Borno City Attorney Alan C. Jensen Mayor Pro Tern 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 Call to Order/Pledge: Mayor Borno called the meeting to order at 6:30 p.m. Mayor Borno gave the Invocation, followed by the Pledge of Allegiance to the Flag. 1. Approve the minutes of the Regular Commission Meeting of July 9, 2012. Motion: Approve the minutes of the Regular Commission Meeting of July 9, 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. Michael Hoffmann, 176 Camelia St., stated he is wholeheartedly opposed to spending the money for the visioning study. He stated this visioning study strikes him as a top down effort and it is logically opposed to the concepts of transparency and accountability. He also addressed the public arts program, referring to the email he sent Friday regarding part of the art on the Camelia and 3` Street lift station is trademarked. He stated the typescript on the lift station and the Fleet Landing website is almost identical. He stated the Fleet Landing website has a TM by it; it is trademarked. He further stated when he sent this email to the City Manager he received no response until after he sent this to the Commission. He stated he believes the text should be erased and something else placed there. He stated he does not believe we should be advertising a health program for Fleet Landing in his neighborhood. He stated this is advertising, not art and they failed in their due diligence and he wants to see something done about this. 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. Mr. Hanson summarized his report on opening Dutton Island earlier on weekends. He stated that could be done for an overtime cost of about $3,000 /year. July 23 2012 REGULAR COMMISSION MEETING Page 2 He stated his comment at the last meeting on debatable motions was incorrect, explaining Roberts Rules of Order states a motion to defer is debatable. He showed a slide of a proposed sign that could be used to show the canoe /kayak vendors at Dutton Island. He asked for consensus approving the sign, if they get the approval from Florida Communities Trust. Discussion ensued. It was the consensus of the Commission to approve the sign. Discussion ensued regarding opening the gate earlier at Dutton Island. Consensus of the Commission was to open the gate at 6:00 a.m., seasonally, beginning this year and ending October 1, 2012, on an experimental basis initially, in order to track how many people are using the park at this earlier time. 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 Financial Report, Building Dept. Monthly Activity Report and the Recreation Programs and Special Events Report for June and the Public Works and Utility Departments Project Status Report as of July 10, 2012. Mayor Borno read the Consent Agenda. Motion: Approve Consent Agenda Item A 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 A. ORDINANCE NO. 45-12-21, Public Hearing and Final Reading AN ORDINANCE AMENDING THE CODE OF ORDINANCES OF THE CITY OF ATLANTIC BEACH, AMENDING CHAPTER 20, TAXATION, AMENDING SECTION 20 -59, SCHEDULE OF FEES; PROVIDING AN EFFECTIVE DATE. Mayor Borno read Ordinance No. 45 -12 -21 by title. July 23 2012 REGULAR COMMISSION MEETING Page 3 Motion: Approve Ordinance No. 45 -12 -21 as read. Moved by Daugherty, Seconded by Beckenbach Mayor Borno summarized the Ordinance stating this is an increase of 5% for business taxes. Mayor Borno opened the Public Hearing. No one in the audience spoke so he closed the Public Hearing. Commissioner Beckenbach stated, although he had asked for the deferral, when contacting several business owners none of the ones he spoke with stated this would be a hardship, so he has no problem with this now. Votes: Aye: 4 — Borno, Beckenbach, Daugherty, Mark Nay: 0 MOTION CARRIED B. ORDINANCE NO. 33-12-18, Introduction and First Reading AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA, AMENDING CHAPTER 2 OF THE CODE OF ORDINANCES, ADMINISTRATION, ARTICLE II, CITY COMMISSION, BY ADDING A NEW SEC. 2 -22, VOTING DISTRICTS, TO ESTABLISH THE BOUNDARIES OF THE FOUR DISTRICTS FOR SEATS TWO THROUGH FIVE OF THE CITY COMMISSION AND RENUMBERING SAID DISTRICTS, AND PROVIDING AN EFFECTIVE DATE. Mayor Borno read Ordinance No. 33 -12 -18 by title. Motion: Approve Ordinance No. 33 -12 -18 as read. Moved by Daugherty, Seconded by Mark Mayor Borno explained the ordinance showing a slide of the proposed district boundaries. Votes: Aye: 4 — Borno, Beckenbach, Daugherty, Mark Nay: 0 MOTION CARRIED 8. Miscellaneous Business A. Insurance Broker of Record for City of Atlantic Beach for Employee Benefits and Property/Casualty & Risk Management Services - RFP No. 12 -02. Human Resources Director Sue Danhauser addressed the questions brought up at the last meeting. She further stated they also had a proposer who expressed concern that strategy was counted in the scoring system in the RFP, explaining this was listed in the RFP. She stated if they omitted that score from everyone, Harden still ranked number one. She stated they also had questions about the criteria of having a local broker, which the City would prefer so they would be responsive to our needs and the needs of our employees because not all of our employees have access to the internet. She stated if they also removed this criterion from the scoring system, Harden and Associates and Gallagher would then tie with the same score but Harden and Associates did give us a lower bid by approximately $3,500 for one year and a rate guarantee of three years. She answered questions from the Commission. July 23, 2012 REGULAR COMMISSION MEETING PaEe 4 Commissioner Daugherty asked that a representative of Harden explain what they think about the changes in the Federal Healthcare Law and how that will affect our City and what they can do to help us with that. Brooks Faison, Sr. Vice President of Harden & Associates, 120 S. Beach Drive, St. Augustine, explained the major impacts of this law for the Commission and the actions they will need to take to assist our employees. He further explained their wellness program that would be implemented for the City employees, which would include Health Risk Assessments (HRAs). Commissioner Beckenbach thanked Ms. Danhauser for her efforts in taking care of the citizens' questions and thanked the citizens for their input on this. Following a question from Commissioner Beckenbach, Mr. Faison explained why having a local representative is beneficial to the City and its employees. He answered several questions from the Commission. Motion: Award contract to Harden & Associates to act as the City of Atlantic Beach's Broker of Record for employee benefits and property/casualty & risk management services, and authorize the City Manager to sign the contract to include the above noted fee agreement. Moved by Daugherty, Seconded by Borno Commissioner Mark disclosed that the foundation she is the Executive Director of uses Harden & Associates for their property and liability insurance and asked if this is a conflict of interest. Mayor Borno asked if she signs any of the contracts or does any of the negotiations. She stated she can sign the contract for the insurance policy but there was no negotiating; they just needed property /liability insurance on the properties they own. Mayor Borno asked if her signature was just part of her duties, not to the point that she was initiating it. Commissioner Mark stated her duty was to sign it as agent of the foundation. Mr. Jensen asked if she receives any financial gain either way. Commissioner Mark stated no. Mr. Jensen stated there was no conflict. Votes: Aye: 4 — Borno, Beckenbach, Daugherty, Mark Nay: 0 MOTION CARRIED B. Proposed Change to Chapter 16 Solid Waste and Recycling. Public Works Director Rick Carper explained the proposed changes staff has prepared regarding the Solid Waste and Recycling Ordinance, stating we are one of the only cities in North Florida that has a franchise permit requirement for construction and demolition debris and recycling. He answered questions from the Commission. Commissioner Daugherty stated he supports numbers 1 and 3 but explained why he does not agree with number 2. Mr. Carper further explained the change in the renewal fee. Discussion ensued. Motion: Direct staff to prepare a draft ordinance to modify Chapter 16 to include numbers 1 and 3, but not 2. Moved by Daugherty Motion failed due to lack of a second. July 23, 2012 REGULAR COMMISSION MEETING Page 5 Motion: Direct staff to prepare a draft ordinance to modify Chapter 16 as proposed. Moved by Mark, Seconded by Beckenbach Discussion ensued. Votes: Aye: 4 — Borno, Beckenbach, Daugherty, Mark Nay: 0 MOTION CARRIED 9. City Manager A. City Manager's Report. City Manager Jim Hanson reported the proposed budget has been distributed to the Commission and the first workshop is scheduled for August 21 at 5:00 pm. 10. Reports and /or requests from City Commissioners and City Attorney A. Code Enforcement Board Liens. Mr. Jensen stated he submitted the report for the three Code Enforcement Board Liens and needs direction from the Commission to authorize him to file suit on those. He stated, if authorized, he will first order a title search on each property, which may affect the ultimate decision on whether to file suit. Motion: Authorize the City Attorney to proceed with foreclosure of the Code Enforcement Board Liens on the aforesaid properties. Moved by Mark, Seconded by Daugherty Votes: Aye: 4 — Borno, Beckenbach, Daugherty, Mark Nay: 0 MOTION CARRIED B. Excused Absences From Regular Meetings of the City Commission. Mayor Borno stated he asked this to be put on the agenda and after researching this the City Attorney came up with a recommended Rule 27. He explained the purpose of this is so the Commission can maintain a quorum, which sometimes gets questionable due to people being out of town, etc. He stated this should be a duty to ourselves as a Commission and to the citizens to be able to carry out our duties. He stated it is up to the Commission, in carrying out the Charter, to excuse absences. He stated he is trying to get this so it is simplified and is an equitable way to take a look at. Mr. Hanson asked if he is proposing what would be an ordinance adding a new Rule 27 to the Rules of Order in the City Code that basically implements the provision in the Charter. He further explained what he is doing is asking the rest of the Commission to give concurrence with preparing the first reading for the next meeting. Mr. Jensen added the report ends with, please provide direction so that an appropriate ordinance can be prepared if necessary. He stated the only other thought he had after sending it in was, it requires notification July 23, 2012 REGULAR COMMISSION MEETING Page 6 by email to the Mayor and the Clerk but they may want to include, or if you know at the current meeting that you are going to be absent at the next meeting then that would be notification as well. Commissioner Daugherty stated he would like it to state that the rest of the Commission is notified in advance as well. Mayor Borno asked that Mr. Jensen add that once the Mayor or City Clerk is notified by email then the rest of the Commission is notified. Discussion ensued. It was the consensus of the Commission to direct the City Attorney to prepare an Ordinance for first reading to establish a procedure for obtaining an excused absence. C. Proposed resolution concerning reimbursement of expenses paid by the City for an official who does not attend the function. Mayor Borno explained anytime the Commissioners commit themselves but then can't make the function and can't cancel within the time parameters, it is their responsibility to pay the City back for the funds expended. He stated it is only fair to the citizens and everybody else when they fund us to go to a conference. He stated we don't have a concise policy for this now. Commissioner Daugherty asked if they would accept extenuating circumstances or is this just a flat you have to reimburse the City. Mayor Borno stated there is no description of extenuating circumstances and he believes although things will happen that they can't control but they are still committed and if they try to break down all extenuating circumstances they would be here forever. He stated if you don't describe them, you have a vague statement for extenuating circumstances and then you have to figure out what it means. He stated he believes it is better to go with a clean concise policy, so when it comes up it is a simple thing and they know how to handle it. Mr. Hanson asked the City Attorney if this is adopted and becomes the policy, would there be any reason the City Commission couldn't vote to waive the policy in extenuating circumstances, such as having to go to the hospital, etc. Mr. Jensen stated the Commission would have the authority to do that but believes the real crux of the matter is that if City money is expended for someone to attend a function and they don't attend what is their responsibility to public funds. It was the consensus of the Commission to direct staff to prepare a Resolution concerning reimbursement of expenses paid by the City for an official who does not attend the function, to be brought back for the next meeting. D. Policy on records requests from Commissioners. Mr. Jensen stated he has added suggested language to the City's policy when the request for public records is from a City Commissioner. He stated there was also a handout tonight at the request of Commissioner Mark with a change to 4(a) (which is attached and made part of this Official Record as Attachment A). Commissioner Daugherty asked how they determine what is extensive. Mr. Jensen asked the City Clerk if it is 15 minutes or $100, or both. City Clerk Bartle explained extensive, for labor fees, is anything after 15 minutes. Mr. Jensen referred to the notes at the end of his report, stating he posted the question on the list serve for City Attorneys around the State and received 25 -30 different responses, everywhere from give everything they want at no charge to charge them for everything. He stated he tried to strike a balance that kept the intent of our existing policy and comments made at previous meetings. July 23, 2012 REGULAR COMMISSION MEETING Page 7 Commissioner Beckenbach stated he still believes that, as an elected official, if you need information that is going to help you in making a decision for the benefit of the citizens, any Commissioner should not have to pay money out of their own pocket to receive documents when that request is reasonable. He stated we should be able to, and should pursue, having this information online electronically, which would alleviate this problem; but, up until that point, he has no problem with what is being said here. Mayor Borno stated he believes this is addressed in 4(b). Commissioner Daugherty stated he believes "extensive" should be clarified and he believes 15 minutes is too short a time. Mr. Jensen stated it isn't 15 minutes of Commissioner time; they can come to City Hall and go through records for days on end if they want to. He stated what they are talking about is if they want to request documents, public records, it takes staff time and money. He asked whose responsibility is that to pay. He stated if he takes 15 -30 minutes of the City Clerk's time away from her job to fill that request, by State Statute the City is allowed to charge for that. He stated an elected official could submit a request that would take hours and hours and cost hundreds and hundreds of dollars and could tie up a staff person's time. He stated they could submit a request that is so extensive it could bring the City Clerk's office to a standstill. He stated they are trying to avoid that and make it somewhat reasonable for everyone involved. He stated these are just suggestions based on comments from before but the Commission is the ultimate decision maker in that regard. Mr. Hanson added he has had to put some of these requests together himself and some have literally taken thousands of dollars worth of time. He stated he personally spent the better part of a week, including the weekend to put some of these together. He stated when people come to us for open records requests they are often very broad because they don't want to take the trouble to try to pin it down. He stated State law says when it gets extensive, we can give someone an estimate and ask for payment first. He stated that estimate causes a lot of people to step back and say, maybe I just need this. He stated the State law then allows us to get to a reasonable balance of what it costs and what somebody really wants. He stated he has seen some of these public records requests come in that are so broad it is taking weeks at a time to fill. He stated the problem that gave rise to this the first time was a Commissioner who asked for an extraordinary amount of records and they were produced. He stated when he pointed out the amount of time it took to the rest of the Commission they said that was unreasonable and we need to put some kind of a limit on that. He stated the decision was made to charge Commissioners like we would other people. He stated we do try to digitize most of our reports and whether or not they are available to the public is another question due to servers, etc. He stated if we can get our hands on them and download them to a CD in a matter of a couple of minutes, we will give them to you. He stated most things of any significance are digitized now. Commissioner Daugherty asked if a Commissioner has a specific issue they would like to request can they could come to the Commission and request a variance from this. Mr. Jensen stated this is not an ordinance or a resolution; it is just an internal policy. He stated if something like that came up any Commissioner is free to request that. Mr. Hanson stated the City Commission sets the strategic plan and can amend it at any time and it really amounts to where staff is spending their time. He stated if the Commission directs that the time be spent on researching one issue, it is up to the Commission to set that. Motion: Approved the recommended policyhange. Moved by Daugherty, Seconded by Beckenbach Votes: July 23 2012 REGULAR COMMISSION MEETING Pale 8 Aye: 4 — Borno, Beckenbach, Daugherty, Mark Nay: 0 MOTION CARRIED E. Report on Aquatic Gardens Neighborhood Meeting. Commissioner Daugherty distributed his report (which is attached and made part of this Official Record as Attachment B) to the Commission and summarized his meeting with residents of the Aquatic Gardens neighborhood, explaining the issues that were brought up at the meeting. He showed a slide of the neighborhood pointing out the areas of concern. Mayor Borno responded to Commissioner Daugherty's requests, stating the issue with the fountain is cosmetic and he does not believe it is of any value for the City to replace. He stated the safety study by the Police will be what governs a speed hump, etc. He also stated the neglected property discussed could be bush hogged by the City again and bill the owner. Commissioner Daugherty • Responded to Mr. Hoffinann's remarks stating he was on the Commission when that was approved and was not aware that statement was an advertising slogan. He stated he does have a point that it is an advertising piece and he agreed having a logo or trademark phrase on a public building is not appropriate. He stated they could ask them to paint over it or we could paint over it. • Distributed a copy to the Commission of the Rose Park survey and petition. He stated if any of the Commissioners would also like to talk to people he has extra copies. He also stated if anyone in the audience wanted to fill out a survey and petition they could have a copy. He stated about 30 households have signed this and he has had some good suggestions. • Stated on the corner of 12 St. and Orchid there is no street light and on the whole block of 12 Street there is only one street light and it is very dark at night. Asked that staff look at it and see if lighting is appropriate. Commissioner Beckenbach • Asked Commissioner Daugherty for the addresses of the homes he went to so he would not be redundant. Commissioner Daugherty stated he would email them to the Commission. • Citizens approached him regarding the Police Ad Hoc Committee and recognizing Lance Wolfson who was helping out as a citizen architect. He would like the Commission to send a letter of recognition thanking Mr. Wolfson for helping the committee as the architect. Commissioner Mark • Citizen meeting for the Roberts Road Ditch will be held from 6 -8 pm on August 16 at Donner Community Center. Stated if any other Commissioner will be in attendance they need to let the City Clerk know so we can follow the Sunshine Law requirements for when more than one Commissioner is in attendance. She stated her intent for the meeting was to have the citizens there, have the engineer present their proposal to fix the problem with the ditch and get citizen feedback as to whether they would like us to go forward or not. City Clerk Bartle stated since those comments were made at the last meeting she wanted to know whether or not staff had to be the ones taking minutes because it was suggested that maybe a Commissioner could take the minutes. She stated there is language that says the City Clerk must attend all meetings. She stated without that specifically saying that is meant to be regular meetings we would have to assume she is to go to any meetings the Commission has, whether it is nights, weekends or whatever, so it does affect her when they have more than one Commissioner at a meeting. Mayor Borno stated that is the way they have dealt with it in the past so as not to get in July 23.2012 REGULAR COMMISSION MEETING Pate 9 a conflict of possible violation of the Sunshine Law. Commissioner Daugherty stated he would like to get a good amount of people to come out to this and asked that flyers regarding the meeting be distributed to the neighbors. Mr. Hanson stated he believes some staff member could put a flyer on the doors of at least all the people who live along that creek. • Attended the Fleet Readiness Tour hosted by the Chamber at NAS last Friday, as did Commissioner Daugherty. Stated it was very impressive and there are a lot of improvements out there. • Responded to Mr. Hoffinann's comments stating she appreciates his opinion on that process and clarified for the record that his concerns on this being a top down effort and the transparency and accountability, are the reason she is advocating for this visioning process so it is not top down and we do have that transparency and citizen involvement. Mayor Borno • Stated it was a Commission decision on the art and whether they realized that was verbiage from their advertising, it was their decision. He stated whether it is worth the effort to paint it over is the decision they will have to make. Mr. Hanson stated staff had no inkling that there was some trademark phrase on the art, but it was a decision made by the Commission in a noticed meeting as an action item. He stated if the Commission wants to consider having it painted over he believes, to be fair to everyone, it should be put on the agenda for a future meeting and everyone who had input on it could show up and make their comments. Commissioner Daugherty stated he would put it on the agenda under his name. • Asked how many have started looking through their strategic plan, stating no one has given their input. He reminded the Commission it will be on the next agenda for approval. • Announced that the Atlantic Beach 10 -under All Star baseball team won the State Championship tournament in Ft. Caroline and they go to the Southeast Regionals July 26 -29. Adjournment There being no further business to come before the Commission, the Mayor declared the meeting adjourned at 8:26 p.m. ATTEST: Mike Borno Mayor/Presiding Officer Donna L. Bartle, CMC City Clerk r. 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Utility Sales Report � July 2012 July 2011 d, ' Gallons Actual M Gallons Actual Revenue Water Sales Accounts 0000 Revenue Per 1,000 gl 1 11` Accounts 0000 Revenue Per 1,000 gl Atlantic Beach 5,607 40,310 $150,486 $3.73 5,607 49,701 $183,797 $3.70 Buccaneer 2,478 17,869 $91,898 $514 2,469 20,666 $106,184 $514 Total Water Sales' f� 8,085 58,179 $242,383 $4 17 8,076 70,367 $289,981 $4.12 4 } Gallons Gallons Water Plant Production 0000 0000 Atlantic Beach 55,994 62,371 Buccaneer r r! 24,360 17,638 Total Production 80,354 80,009 Total Water Billed r 58,179 70,367 Water Loss for month: 22,175 9,642 Percentage Loss 27.60% 12.05% Total 12 mo. Avg. Loss 17.37% 14.98% _. .,.�.. Gallons Actual Revenue Gallons Actual Revenue Sewer Sales Accounts 0000 Revenue Per 1,000 gl Accounts 0000 Revenue Per 1,000 gI Atlantic Beach a 5,187 31,956 $238,921 $7A8 5,155 35,913 $261,079 $7.27 Buccaneer 2,375 19,967 $184,722 $9.25 2,365 20,927 $190,847 $9.12 Total Sewer Sales 7 51,923 $423,642 $816 , 7,520 56,840 $451,926 $7.95 r. fl a Gallons Actual Revenue Gallons Actual Revenue I. Sewer Treatment 0000 Revenue Per 1,000 gl 0000 Revenue Per 1,000 gi Atlantic Beach 51.383 $238,921 $4.65 48.232 $261,079 $5.41 Buccaneer 16.921 $184,722 $10 92 EA 19.731 $190,847 $9 67 Total Sewer Treated 68.304 $423,642 $6.20 67.963 $451,926 $6.65 ; t AGENDA ITEM # 4A AUGUST 13, 2012 w 0 a N 1 r-I 1 .-I I M I \ I r I C) m I 0 U) I Ei m I z 1 N a i m \ 1 weF-1 zoal HI m r I t::) O •• I PQ m I m I PQ W 1 O W U I H O W 1 U as Pq m 1 H P4 m z I H I m H PWr�j; I a H a W I U Ei� l Q iw P4 a I O .a i H z I wm •• I ra U W H I W H U) a4 I t:: F-1 z W 1 m w Q I m U IH H 1 a 1 I F-1 I F-1 i 0 m CD C) U ri ro rl N •m N .-I U .4++a O G N \ (ON M ri .-1 -P a 90 Q o a, >1 www w -Po a -14 a aUa W z 0 x a m W Q z9 mm mm Z H m � I 1 U I H I F-1 I 0 0 0 0 0 0 0 0 0 m m 0 Ol Ol M M N N N N N N N N N N O O N C to to to to to to to to to to .-1 .-I N N N N N N N N N N N N I I 1 I 1 1 I I I I I i I I .� .� r �• u� u� u� u� u� u� u� u� u� u� U) U) M N M 00 M M 00 M 00 M 00 M I I I I i I I I I I I I I i 0 o EE C) O o 0 0 0 0 0 o O O O U3 H a E a w x E O U U U U U U U U U U m H H H H H H H H H H a w x x x x x x x x x U w a a w w w w w w w w w W O c�f� o a x x x x x x x x x E Ei W p p p p p ( ( ( ( F F W H FC FC FC FC FC FC FC FC FC W W W U \ U U U U U U U U U a w El E 3 3 3 3 3 3 3 3 3 3 3 3 3 3 w w w w w w w w w w w w w w z z z z z z z z z z z z z z N N N N N N N N N N N N N N \ \ \ \ \ \ \ \ \ \ \ \ \ \ ko -4 .-1 \ \ \ \ \ \ \ \ \ \ \ \ \ \ r r r r r r r r r r r r r r w w 0 0 0 0 o 0 o 0 0 0 O O m m m m m m m m m as W z U U U U U U U U U U m m O O M O M H M M l7 M H M M M C7 N C7 N 9 N N Ga N Gi N Ga N Gi N G4 N Gi N G4 N Ga N Ga N Ga N N N 'J N N O N O N O N O N O N O N O N O N O N o N H M H M O M O M M M M M M M M M M M w a w a z a o a a a a a a a a a a a W Ga W Ga H G 4 a Q Ga U G 4 U Ga U G 4 U Ga U G 4 U G 4 U W U Ga U W U Ga c7 c7 x x U P x 3 x 3 x 3 x 3 x 3 x 3 x 3 x 3 x 3 x 3 x �cxU �CaU UQU a U o 0 0 0 0 U 0 U 0 U 0 U o U o U o U o U a U H 9 a 9 a 9 a a a a a a a a EE W E-W W W Ha W aE-W aEE W aH W aE W aH W aE� W aE� W a4P W aE W aE Pxm Pzm rq m wow wmm wmm wmm wmm wmm wmm worm Wmm wmm worm z O 04 U 04 zz z a � � U � HE- U> H E W H P z H WkOH WkO H WDEi WD H WkDEi WkD W a �1 kD F z , WD E- WDE WD P a� rCorC U3FC U3�C U3 U3�C U3 U3FC U3�C U3� U3FC U3 LO Ana awa aoa w a w a w w a w w a w a w a w a W E- m O N H M C LO r m m O ri N ko r r r r r r r r r r o m 0 m m m m m m m m r r r r r r r r r r r r r r 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 o O 0 0 0 0 0 0 0 0 0 0 0 0 o O 0 0 0 0 0 0 0 0 0 0 0 0 o O 1 1 1 1 1 1 1 1 1 1 1 1 1 1 N N N N N N N N N N N N N N AGENDA ITEM # 4A W W 1 I C7 I 1 04 I I a 1 I I I I I I I I 1 I I 1 I I I I I I I 1 I i I i I I I I I I I I I I I � I N I H t \ M I \ I � I O m I W 0 vi I H U Nal m \ I weal z O a l � r 1 � C) rz�iz MWal0 W U I H [ O 4� CQm I U P m z I H c�. 1 m H W H I H i a i i U u Qiw xalr CO w FC I H z I U W H I W H m a I D F-1 z W I m wQlm U 1 H H I F-1 I F-1 F-1 1 FC I co LO co •• U .-I N •M N .-I U \ •rl O C N \ cd N 00 H rl 4J F-1 Q 90 P: O a >1 0 a' �i Pi a0a W z 0 x a m D M ml ml wa Im m m I m m 1 H H i mml � aq I 1 � I U I H I F-1 I AUGUST 13, 2012 I "' 1 w 1 z !1 w 1 U 1 H I a '1 1 3 1 1 W O M 000000M Z N N 1 � I I � I I H I I O i '1 i z i Uaz0C7fY,MUH 1 r� PI H> PI M O tD Fa dT dT M M d' d' N I` I` -4 ri 00 d' N w w 00 co M M 00 O O N N N O 00 .-I rl 00 M 'r N ri rl M M I` l0 Ol N N N N d' 'r lfl M M O O .--I 1 Ol I IV I I l0 I l0 I 0 I o I rn I rn I rn I I I I rn .� d d O O 'T d' M d' d' '3' '3' N N M M N N I M N N N 1 N 1 N I d' I N I I d' I d' 1 M i M I d' d' I N I 1 1 1 'r O O rl ri O O m M O O O O O O O m O Ol Ol 00 00 Ol Ol HM a m Qm Um Q m Ol m H0l a x w \ W a O H H H H U m m H O \�� w z a w a z O H z H a H O H rx 00 0 U O x z x a Q O W W O U C a �q O O w C�aqq a z \ FG m x U 0 0 FC C 1:4 FC w v H O O W H O O Q W Q m r=, H m w z U \ w w m H U O M m z U W H U H H U H H H H O m m z a H z z O 3 H FC a w a a H PZ FC H FC H W W H W m Q z O U H O U W z H O U H O O > > U U a U O I U U) Q U U a z m a m O m H a m H O U U W O H H H O H p O H a FC FC m U a FC m w w w w z w x w w w z w z z z z x z H z z z a a z N N N N N N N N N N N N N N ,-1 O rl ri .-I .--I rl ri M rl c-I M M ri N rl \ \ \ \ \ \ \ \ \ \ \ \ \ \ w w x x a U U a a x a a o 1:4m W' m W M W M M M M z M z M M M M M M FD N �] N H N H N N N N O N O N N N N X23 N N N N ry' N FC N N N N H N H N U N U N U N N N Z M 'Z, M H M H M (Y. 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'C �bo N - - z ° cX U C7 H o d � u •-- N M d' AGENDA ITEM # 6A AUGUST 13, 2012 RESOLUTION NO. 12 -11 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA ADOPTING THE CITY OF ATLANTIC BEACH STRATEGIC PLAN DATED JULY 2012 WHEREAS, solving some of the largest problems or realizing some of the greatest opportunities for a community often takes a considerable amount of time and commitment of community resources over many months and sometimes years, and WHEREAS, a city government only has a limited amount of time, money and resources to solve problems or realize opportunities, so a process is needed to determine which goals are the most important, and WHEREAS, the City of Atlantic Beach has used a strategic planning process to determine which goals should receive scarce time and resources and that practice over many years has led to many major improvements in the community, and WHEREAS, the Mayor and Commission has again conducted a strategic planning process in April of 2012 resulting in the most recent yearly Strategic Plan entitled "City of Atlantic Beach Strategic Plan July 2012 ", and WHEREAS, it is appropriate for the Mayor and Commission to formally adopt this Strategic Plan for the upcoming year. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COMMISSION OF THE CITY OF ATLANTIC BEACH THAT; 1. The City of Atlantic Beach Strategic Plan July 2012 is hereby adopted, and 2. City staff is directed to focus their best efforts toward the accomplishment of the goals and objectives outlined in the Strategic Plan, and 3. The Mayor and Commission of Atlantic Beach support to the extent possible the legislative and budgetary steps needed for the accomplishment of the goals contained in the Strategic Plan. ADOPTED by the City Commission of the City of Atlantic Beach this 13th day of August, 2012. MIKE BORNO Mayor APPROVED AS TO FORM: ALAN C. JENSEN, ESQUIRE City Attorney ATTEST: DONNA L. BARTLE, CMC City Clerk I F h ti rl 1 I � I I i 4 � I ffff [j}p � 5 • ' 1 + I • � I it 111 I I I I F I 'F ` I Al I i } iF F I F mm; I ili r , I I �� I � I 1 5 I AGENDA ITEM # 6A AUGUST 13, 2012 City of Atlantic Beach Strategic Plan July 2012 This draft report of the strategic goals set by the Atlantic Beach City Commission in 2012 has been prepared for commission review, amendment and adoption. Most successful cities have utilized a strategic planning process for their elected officials to envision and prioritize the goals, aspirations and desires of the community for the long term. Because the plans often look ten or more years into the future, the goals that they outline are the "big picture" items that usually require considerable time, funding and legislative support. Strategic planning has been used in Atlantic Beach for 12 years. Numerous accomplishments have been realized through this process. The stormwater system has been re- engineered, rebuilt and, in some cases, installed where none existed to begin with. Major street flooding is no longer a common occurrence. The City's park system has been developed and expanded. Master plans have been developed and utilized for capital planning for the City's water, sewer and stormwater systems and the levels of maintenance and operation for those systems have improved dramatically. The City has utilized conservative budgeting with a long term focus to maintain and upgrade service levels while getting most of the capital projects accomplished without issuing new debt. Each year, the City Commission has held several workshops to discuss and prioritize the goals that are most important to the community. This process usually occurs in the spring so that the resulting Strategic Plan can be incorporated into the upcoming budget beginning on October 1St This report includes a summary of the goals for the 2012 -13 year in priority order followed by a description of the goals, background information and discussions held by the City Commission. Many of these include a preliminary look at the work plan to get the goals accomplished and expected timelines. An essential component of this report is a spreadsheet listing the goals as well as the work plan. It has been the City's practice to provide a status report on each of the goals to the City Commission using this spreadsheet format on a quarterly basis. Due to the fact that many of the goals will require Commission action to move forward, the quarterly reports often serve only as a reminder of the steps that have been taken and that are underway to accomplish the City Commission's goals. ,dim .Manson City Manager PA A l�T�. TTi A vi.✓� i y il.lrl Tr VA AUGUST 13, 20I2 List of Prioritized Goals for Strategic Plan Year 2012 -2013 1. Union Negotiations 2. Budget 3. Pedestrian Safety 4. Atlantic Beach West Integration 5. Encroachment on and expansion of parks 6. Mayport Corridor 7. Enterprise Application 8. Tipping Fee Negotiations 9. Community Visioning Project 10. Police Building 11. Town Center Parking 12. Marsh Master Plan Improvements Several other issues were discussed and ranked by the Commission. These received lower rankings and, because of time, manpower and budget constraints, are not considered to be strategic priorities to be pursued over the next year. They include an Organizational Review, the Selva Marina Golf Course, a Charter Review, the Interlocal Agreement with Jacksonville, a Staff Succession Plan, the Wastewater Plant Expansion, Speeding, Beach Access, Commission Working Relations and the Fire Service Contract with Jacksonville. AGENDA ITEM # 6A AUGUST 13, 2012 Goal Statements, Background and Description 1. Union Negotiations Goal This goal is to provide a balance of pension plans and other employee benefits that are fair to existing employees, and enable the City to recruit highly qualified applicants to provide the necessary services, and that are sustainable from a cost standpoint in the long term. Background and Description; Pension costs in most cities across the country have been rising rapidly over the last ten years. Atlantic Beach is no exception. The City's contribution to the General Employees Pension Plan will increase from $288,000 in 2002 (11.4% of payroll) to $1.44 million in 2013 (26.3% of payroll). Most of the increases resulted from lower investment returns in recent years although other factors have contributed. Amendments were made in 2008 to increase the employee contributions to both the Police and General Pension Funds. Several additional changes were made to the General Employee Plan that affected newly hired employees with reduced pension multipliers and increased vesting time. However, the savings from these amendments have been more than offset by poor investment returns. A study of various options to amend the pension plans to lower the future cost was presented to the City Commission in the Fall of 2011. The current City Commission took up the issue in a series of SHADE Meetings (not open to the public) which were ongoing at the time of the strategic workshops. The intent of these meetings is to arrive at a consensus on proposals to be presented to the unions and other employees with a goal of getting negotiations completed by September 30, 2012. The City Commission has recognized that proposals may result in higher costs initially to the City, but would result in savings in the long term. 2. Budget Goal The goal this year is to prepare, present, amend and adopt a budget that provides for the continuation of current service levels and includes funding, to the extent possible in these difficult economic times, for various capital projects that have been identified as desirable. Background and Description Cities across the nation have experienced a severe economic downturn over several years and indicators show that there is no quick recovery in sight. Property tax revenues have declined because of lower property values, interest revenues have plummeted to levels that haven't been seen in many years, healthcare costs have increased well above the rate of inflation and pension costs have continued to climb. The consensus of the City Commission during the strategic workshops was that Atlantic Beach residents will demand that service levels be maintained at their current high levels, even if some rates for taxes or other services have to be increased, but only as a last resort. Finding possible ways to maintain the service levels is highly desirable and will be the subject of considerable planning and discussion during the budget workshops. AC.FN1)A ITEM # 6A AUGUST 13, 2012 Several capital projects were discussed by the City Commission as desirable including a list of public access improvements from the recently approved Marsh Master Plan, funding for a new Police Building and other park and pedestrian improvements. 3. Pedestrian Safety Goal; This goal is to provide the most inviting and safe environment in Atlantic Beach to support an active beach lifestyle involving a wide range of pedestrian activities. Background and Description One of the most attractive things about living in Atlantic Beach is the high level of pedestrian traffic; bicycling, walking, running, skateboarding and so on. People of all ages are involved in most of these activities and they are generally seen as safer here at the beach than in a more fast paced urban environment. Unfortunately, there have been a significant number of serious pedestrian accidents in recent years involving motor vehicles, some of which have resulted in fatalities. There are a variety of causes for these accidents and they have occurred at numerous locations. There is no clear and simple "fix" to make pedestrian activities safe. Various solutions have been discussed ranging from more visible and decorative pedestrian crosswalks to additional stop signs and speed humps. City Commissioners agreed that the first step will be in getting a report from the Police Department outlining the causes of each of the major accidents and possible solutions. 4. Atlantic Beach West Inteeration Goal: This goal is improve the quality of life in neighborhoods and commercial areas that surround Mayport Road by identifying, encouraging and empowering community leaders to become actively committed to the betterment of their neighborhoods by forming partnerships with City officials. Background and Description While most parts of Atlantic Beach have strong and cohesive neighborhoods and many residents are actively engaged with city government, other areas of the Mayport Corridor continue to struggle with high crime rates, neighborhood blight and low property values. Some neighborhoods are also known for drug activity that in turn contributes to the degradation of housing and other environmental conditions. A major goal of the City Commission is to find and encourage leaders in the west side of Atlantic Beach to become involved in community decision making. This would empower and encourage buy -in from previously neglected neighborhoods which should result in better community cohesion, improved property maintenance and higher property values. The major goal of this effort is to create a better sense of community and enhanced environmental conditions for our neighborhoods. The City Commission discussed the need to have considerably more interaction between City leaders and residents on the west side. A consensus reached in the strategic discussions was to use a community visioning process to provide positive opportunities to inspire community 5 AGENDA ITEM # 6A AUGUST 13, 2012 involvement across the entire city, with specific emphasis on residents from the west side of Atlantic Beach. A specific timeframe for this visioning project was to have it completed in time for consideration in the strategic workshops in 2013 which have usually been conducted in February or March of each year. Because community visioning projects may often take many months to complete, work on this project should begin immediately. 5. Encroachment on and Expansion of City Parks Goal; This goal is to preserve and protect Atlantic Beach's outstanding system of parks from future encroachments. Background and Description Atlantic Beach is a small community that is largely built out with very little vacant property. Land for new parks and other public facilities is scarce and expensive. The community has debated the possible location of new public facilities, like stormwater ponds and new buildings, in park lands several times in recent years. Public opposition to these proposals has usually been extensive. The City Commission expects that normal community needs for new facilities and buildings will give rise to similar issues in the future and park land will be proposed as a logical or low cost solution. It is the City Commission's intent to preserve and protect the park system against possible loss of lands in the future. Discussions in the strategic sessions included the possibility of requiring public referendums before encroaching on park lands or using deed restrictions to protect parks. The work plan for this item is to identify a range of strategies and options to protect the parks while maintaining the City's flexibility to address future needs and then to implement one or more solutions that best fit the community's needs. 6. Mavnort Corridor Goal; This goal is to build, encourage and support a vibrant commercial corridor and strong residential neighborhoods along Mayport Road and adjoining neighborhoods. Background and Description Improvements to the commercial areas along the Mayport Corridor have been a strategic focus of the City Commission for many years. Specific concerns have evolved around crime levels, traffic, pedestrian safety, blighted appearance and various other problems. Much has been accomplished in recent years through proactive Code Enforcement, crime reduction, street beautification, and zoning changes affecting signage, building fascias, fencing and regulating the types of suitable businesses. Much more is needed and additional progress will require new approaches. One factor making this difficult is that much of the manpower devoted to the Mayport Corridor goal in recent years has been funded by various grants which are no longer available or available at lower amounts. A second problem has been the decommissioning of several Navy ships stationed at NS Mayport and the resulting reduction in local workforce. 2 A!`_RT.TTI A T PUMA {{ K AUGUST 13, 2012 7. Enterprise Applications Goal; This goal is to provide modern software and equipmentfor the City's Enterprise Application to ensure efficient and effective operations of user departments, and to give access for citizens and businesses to interface with their local government. Background and Description Atlantic Beach has used the same mainframe computer software application for over twenty years. It is an outdated "green screen" system that is very reliable and accurate, but difficult to use, and has only limited functionality compared with the systems used by many other cities. It has proven very difficult to manipulate when the staff has needed to find specific, non - routine information. It is also problematic to locate staff trained to support such outdated equipment and software. The City's staff has investigated various software applications extensively, and has made several trips to other cities to see newer systems in operation and to talk with staff about their experiences and recommendations. Two conclusions of this effort are that there is a significant cost to upgrade to more modern software and any change to a new Enterprise Application will require a large amount of staff time for retraining and conversion. The consensus of the City Commission during the strategic discussions was to have staff present the costs, advantages, and disadvantages of a new system for review at the upcoming city budget workshops. It is understood that the conversion, if funded, will be done in phases and completed in a three to five -year time frame. 8. Tipping Fee Negotiations Goal; This goal is to resolve the issue of the City of Jacksonville about payment of tippingfees for the disposal of refuse from Atlantic Beach at the Jacksonville landfills in a manner that is fair and equitable to both sides. Background and Description The City of Atlantic Beach entered into an Interlocal Agreement with the City of Jacksonville in 1995 that provided for the payment of landfill tipping charges at a point in the future when Jacksonville no longer uses property taxes to fund landfill operations and instead charges a solid waste residential collection fee to Jacksonville residents to cover all the solid waste costs. Jacksonville officials have included the payment of a tipping fee from Atlantic Beach in their FY 11 -12 Budget. Information provided to Atlantic Beach officials to support the Jacksonville claim has been limited, inconclusive and, in some cases, contradictory. Atlantic Beach and Neptune Beach (which has a similar provision in their Interlocal Agreement with Jacksonville) have jointly hired a solid waste consultant that is presently gathering information to be able to form an opinion as to whether or not the contract conditions requiring payment of tipping fees have been met. When the report is available, it will be appropriate for Atlantic Beach officials to determine whether or not the fees should be paid and, if not, the appropriate steps to take. 7 C P N Nr)A TTFM # (,A AUGUST 13, 2012 9. Community Visioning Project Goal; This goal is to utilize community inputfrom a multitude of neighborhoods, groups and individuals to outline a long term vision that captures the long term hopes, dreams and aspirations of the community. Background and Description While this was scored separately as a goal under the strategic planning exercise, it is more properly considered a tool or strategy to accomplish several of the other goals that have been identified by the City. Community planning and integration of the west side of Atlantic Beach were the two other related discussion topics. The consensus of the Atlantic Beach West Integration goal was that a community visioning project will be completed before the next strategic plan discussions in 2013. Consequently, this goal should be consolidated with the Atlantic Beach West Integration. 10. Police Building Goal; This goal is to provide adequate physical facilities (building) to support the present and future needs of the Atlantic Beach Police Department. Background and Description The need to provide improved physical facilities for the Atlantic Beach Police Department has been discussed by the City Commission and incorporated into strategic plans since 2005. Several options have been studied ranging from the expansion and reconstruction of the present building to constructing an entirely new facility. Several different locations on city owned property have been studied as possible building sites. A decision was made by the City Commission in 2010 to build a new 14,000 sq ft building on the east side of the creek, directly across from the present building. Plans and specifications have been completed and are ready for bid. These plans were completed just before the new City Commission took office in November of 2011 and the outgoing Commission delayed any action so that it could be handled by the newly elected commissioners. Once the new Commission took office, concerns were raised about the location. An advisory committee of citizens was created to study the various options and make a recommendation back to the City Commission about how to solve the problem. Meetings of that Committee were ongoing at the time of the 2012 strategic planning workshops. It was the consensus of the City Commission to wait for the Committee's recommendation prior to making any final decisions on construction. 11. Town Center Parkin Goal; This goal is to consider possible legislative solutions to the parking deficiencies in the Town Center area created, in part, by granting waivers to businesses wishing to locate or expand in the Town Center area. Background and Description The City Code contains requirements for the number of parking spaces to be provided by businesses based on their type and size. Waivers to Code requirements have often been granted when it was impractical for new or expanding businesses to acquire and develop parking lots in increments as small as four spaces. The City Code provides for either an AGENDA ITEM # 6A AUGUST 13, 2012 approval or denial of the parking waivers and the City Commission, wanting to promote business, has been reluctant to deny these requests. The City of Jacksonville Beach has instituted an innovative program where businesses in similar situations can pay the City for parking waivers. The price for these waivers is based on the estimated cost to purchase and construct parking lots. Parking requirements can be paid on a per space basis. Once the City has collected sufficient funds from businesses to pay for construction of a new lot, then public parking can be acquired, developed and maintained on a more efficient basis. The City Commission indicated a desire to look into a similar requirement that would help alleviate the parking problems in Town Center while allowing for orderly and efficient growth of new business. 12. Marsh Master Plan Improvements Goal; This goal is to plan for, fund and construct the improvements recommended in the Marsh Preserves Master Plan which was approved in April 2012 over a multi year period Background and Description Atlantic Beach recently acquired approximately 350 acres of mostly marsh property located on the western most side of the City that connects the Tideviews and Dutton Island Preserves. The acquisition of this property and the resulting ability to improve public access to the marsh has been on the City's strategic list of goals for several years. A first project already completed was the construction of Sunset Pier which provides for public viewing, fishing and kayak access in deep water adjacent to the Tideviews Preserve. The next project planned is the addition of two scenic overlooks along the west side of Atlantic Beach and a kayak launch on the north end of Dutton Island. The City has applied for a grant to pay 50% of the cost. The consensus of the City Commission was to continue planning for new projects as grant funds are available and matching funds can be budgeted. Particular interest was expressed by several Commissioners in the construction of the PedPath between the two existing parks. 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T # i i Y � - ` y r ����yr..�` 1 •�. +- {1"F.,, 4' �' . •� s d 4 I r `Jr �• - � 1 �,' - Ilk'.. 1' • ' �✓:' l I�� ' 41,,� ',�. li " � I , � , .1'�� i ,: . A . . . . . . . . . . . . . . . �6 +..f 3 +i' �:P �r 'r � - "' ;' ,� �.' qq :'', 1 .?* :' 11.5 ..1 - J6 I Lo Pr 1p- .Ab ID 14 T WL j lF l P'+ AN p I A 1 P�l Tay A Vp P, •, . '.. .. .- I Il - 1 1 9 43 t7m. 1. 7.r CT J I ��I'' {�.' 14'iT' rIA .F :1d �" l � � 'I ,:: f r: .:r'�,y i� .k' `;�`f: :!4j I r 7� p • 4�' tp F —low AGENDA ITEM # 613 AUGUST 13, 2012 RESOLUTION NO. 12 -12 A RESOLUTION OF THE CITY OF ATLANTIC BEACH AUTHORIZING THE CITY MANAGER TO EXTEND THE EXISTING MAINTENANCE AGREEMENT BETWEEN THE CITY OF ATLANTIC BEACH AND THE FLORIDA DEPARTMENT OF TRANSPORTATION, AND PROVIDING AN EFFECTIVE DATE WHEREAS, on May 16, 2001, the City executed an agreement with the Florida Department of Transportation to provide maintenance on certain streets and other areas throughout the city; and WHEREAS, the City desires to maintain landscaped areas on Atlantic Boulevard and portions of Mayport Road; and WHEREAS, the additional areas to be maintained are identified in Attachment "A" of the base agreement. NOW THEREFORE, be it resolved by the City Commission of the City of Atlantic Beach as follows: SECTION 1. The City Manager is hereby authorized to extend the existing the New Agreement for Maintenance for one year (November 1, 2012 through October 31, 2013) with the Florida Department of Transportation on behalf of the City of Atlantic Beach. SECTION 2. This Resolution shall take effect immediately upon its passage and adoption. PASSED AND ADOPTED by the City of Atlantic Beach, this 13th day of August, 2012. Mike BORNO Mayor Approved as to form and correctness: ALAN C. JENSEN, ESQUIRE City Attorney ATTEST: DONNA L. BARTLE, CMC City Clerk is i ' � '.' �� I g; W, - I i W w I D rli 14•r' ?� . $ ,i r'.. . I'�+'.�' �� ,�'� .',ar•.. ���' *'�"'?�'��'. �#.'�`�1�r`iIy -': Vr ot e due d0. 6, i is i is i ' � '.' �� I g; W, - I i W w I D rli 14•r' ?� . $ ,i r'.. . I'�+'.�' �� ,�'� .',ar•.. ���' *'�"'?�'��'. �#.'�`�1�r`iIy -': Vr ot e due d0. 6, i AGENDA ITEM # 613 AUGUST 13, 2012 STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 375-020.23 CONTRACT RENEWAL CONTRACTS ADMINISTRATION OGC - G4106 Contract No.: BDT24 Renewal: (1st, 2nd, etc.) 1 Financial Project No(s).: 41021617289 County(ies): Duval This Agreement made and entered into this day of I , by and between the State of (This date to De enteleo vy DOT CM7. -- Florida Department of Transportation, hereinafter called "Department ", and City of Atlantic Beach hereinafter called "Contractor ". WITNESSETH: WHEREAS, the Department and the Contractor heretofore on this 1st day of November, 2011 (This date to be entered by DOT only) entered into an Agreement whereby the Department retained the Contractor to perform the maintenance responsibilities for State of Florida Highway System in order to maintain the aesthetic appearance of the State Road as identified in Attachment "A" of the original agreement with City of Atlantic Beach ; and WHEREAS, said Agreement has a renewal option which provides for a renewal if mutually agreed to by both parties and subject to the same terms and conditions of the original Agreement; NOW, THEREFORE, this Agreement witnesseth that for and in consideration of the mutual benefits to flow each to the other, the parties agree to a renewal of said original Agreement for a period beginning the 1st day of November , 2012 and ending the 31st day of October 2013 at a cost of $ 51.034.79 All terms and conditions of said original Agreement shall remain in force and effect for this renewal. IN WITNESS WHEREOF, the parties have executed this Agreement by their duly authorized officers on the day, month, and year set forth above. City of Atlantic Beach Name of Contractor Contractor Name and Title BY: Authorized ignature STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION BY: District Secretary or Designee (Signature) Title: James Hannigan,D2 Maintenance Engineer (SEAL) Legal: Name of Surety City State Fiscal: By: Approval as to Availability of Funds Florida Licensed Insurance Agent or Date Attorney -In -Fact (Signature) Countersigned: Florida Licensed Insurance Agent Date AGENDA ITEM # 613 AUGUST 13, 2012 City Atlantic Beach Maintenance Agreement Maintenance Locations & Activities Exhibit "A" state Litter Intermed. Small Slope Mechanical Chemical Edging 6 Road Street Name From To Removal Machine Maehino Mowing Sweeping Tree Trimming Weed 8 Sweeping No. (acml Mowing Mowing (acre) (mile) (mile) Grass (mile) (ecro) (acm) Control (get.) 10 I Atlantic Blvd. East end Intracoastal Waterway I'd Street I I 8.83 I i 4.91 0.78 1020 0.50 ( 9.09 Bridge 101 Mayport Rd. Atlantic Blvd. Assist Rd. � 459 i 3.84 2.67 6.70 i 0,51) 4.B0 12,611 101 Mayport Rd. Ditch @ Saratoga Cir. So. ! 1.07 101 Mayport Rd. Ditch @ Fleet Landing Blvd. 63 0.30 j 9.36 AtA AtA Ditch Fleet Landing Blvd i 1� 1,13 jjj111 _ - 4th & 5th SL Retention Pond "B" of( Mayport 1 30 0.78 0.30 3.50 Rd i I Begonia Retention Pond "C" oft Atlantic Blvd. 0.67 0.8 0.56 i 0 34 Y___ t� 26 2 75 101 M, ort Rd. Pond # 3 Hess Station _ - Totals 16,88 0.80 1 10.42 i 477 18.90 i 1.00 23.41 21.77 Cycles Per Year 12 9 9 4 12 j 2 43.54 Total Qty's. Per Year 202.56 7.20 9178 19 68 202.80 j S520.00 Unit Cost $9 CJ S60 ,00 II $75.00 $175.00 $31.59 ! $22,640.80 Total Cost Per Year 51,823.04 I $432.00 $7,033.50 $3,339.00 $6,406.45 $1,500.00 $7,660.00 ' Overall Yearly $51,034.79 Cost Quarterly $12,758.70 Amount AGENDA ITEM # 6C AUGUST 13, 2012 RESOLUTION NO. 12 -13 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, ESTABLISHING A POLICY REQUIRING CITY OFFICIALS TO REIMBURSE THE CITY FOR EXPENSES FOR FUNCTIONS PAID ON BEHALF OF A CITY OFFICIAL IN CIRCUMSTANCES WHERE THE OFFICIAL COMMITS TO ATTEND A FUNCTION AND DOES NOT ATTEND, AND ESTABLISHING AN EFFECTIVE DATE. WHEREAS, from time to time city officials of the City attend various functions as a service to the City, including, but not limited to, conferences, seminars, dinners, educational and networking events; and WHEREAS, the City pays associated expenses for a city official to attend functions based upon the city official's commitment to attend; and WHEREAS, the City recognizes at times a city official, due to conflicts, unforeseen circumstances or otherwise, is not in attendance at a function the city official previously committed to attend, and for which the City has incurred an associated expense; and WHEREAS, the City wishes to ensure funds are expended in a manner that benefits the residents of the City and are not wasted. NOW THEREFORE, be it resolved by the City Commission of the City of Atlantic Beach as follows: SECTION 1. Funds that are expended by the City to send city officials to various functions based upon a city official's commitment to attend shall be reimbursed to the City by the city official who ultimately is not in attendance at said function. SECTION 2 . This Resolution shall take effect immediately upon its final passage and adoption. PASSED by the City Commission this day of 2012. ATTEST: Donna L. Bartle, City Clerk Approved as to form and correctness: Louis "Mike" Bomo, Jr., Mayor Alan C. Jensen, Esquire City Attorney AGENDA ITEM # 7A AUGUST 13, 2012 ORDINANCE NO. 33 -12 -18 AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA, AMENDING CHAPTER 2 OF THE CODE OF ORDINANCES, ADMINISTRATION, ARTICLE II, CITY COMMISSION, BY ADDING A NEW SEC. 2 -22, VOTING DISTRICTS, TO ESTABLISH THE BOUNDARIES OF THE FOUR DISTRICTS FOR SEATS TWO THROUGH FIVE OF THE CITY COMMISSION AND RENUMBERING SAID DISTRICTS, AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City established districts for Seats 2 through 5 of the City Commission by the passage on September 22, 2008, of Ordinance No. 33- 08 -16; and WHEREAS, the City has elected to amend the boundaries of said districts (redistrict) after receipt of the 2010 Census from the U.S. Census Bureau; and WHEREAS, the City desires that said districts comply with the mandates of Sec. 5 of the Atlantic Beach Charter and be "...as equal in population as possible, and to the extent possible shall maintain the integrity of neighborhoods and communities of interest;" and WHEREAS, the Duval County Supervisor of Elections has renumbered the voting precincts in Atlantic Beach and the districts for Seats 2 through 5 should be renumbered accordingly. NOW THEREFORE, BE IT ENACTED BY THE CITY COMMISSION ON BEHALF OF THE PEOPLE OF THE CITY OF ATLANTIC BEACH, FLORIDA: SECTION 1: The Code of Ordinances of the City of Atlantic Beach, Florida, is hereby amended by adding a new section to be numbered Section 2 -22, which section shall read as follows: "Sec. 2 -22. Voting districts. The four (4) voting districts within the City of Atlantic Beach for Seats 2 through 5 of the City Commission are as described and renumbered as follows: (a) Seat 2. District 1308 (formerly 1311) shall be as shown on the attached drawing entitled "Atlantic Beach Voting Districts (2010 Census) ", the boundaries of which are as follows: Beginning at a point in the City of Atlantic Beach's eastern city limits, being a point of intersection of the Atlantic Ocean and the eastern extension of the 16 Street right -of -way; then running westerly along the 16 Street right -of -way and extension thereof, to a point of intersection with the Beach Avenue right -of -way; then running northerly along the Beach Avenue right -of -way to a point of intersection with the 17 th Street right -of -way; then running westerly along the 17th • ? �,, , P I I ¢ rr�� b''qr l + - . iM4�ti -'� ri. �` 1 r: 4 '. I 4'- 1 rl T l �t'� i f Y+r}� w'S { V •� Sr'` , " � ,?I:'. Srl ° , 8.. rl.i ,I�y S4 �l:�� � , T: ', rL!!. ]''n .S• '.I'• [.', I•,i I1 ` .Y ti rK.7, - i ,Y 1Xl a5 ' � I'1, }��4ti a '1 .lv,Y 1' 6 Z.lrl. 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LY.:1':�i� !! r.: iL�i r'4' ii k4. ■4r: :o F.��.�!i, .��[')p,� h SL S.Ik ti.,�1 r: 7 '� :Rt f t' ��� -. �T'4�.ti~ .ti Y ' ' ��'f ,�1' -- '7'•1' - +YS17 { r Yti ' Y:��F.1�L r ��Y •i +i t�75 ,v' ,.. ;�:+ l +k'F'71 : }iiYo; •.R�'FI: . -:- U +t :r,7�r,.yr � l r1•l,r � ' +�'� .� _ �. �' r µ... ��ir k �'� � t Fh F` { � *! N r+ , Flt y r Y A t,. 1.1 �� 'r -1� r.' ' rti •1r ti� s a•r {- ?t1� � ry k l �,lr/4 i3 - .fix � *� "� • �•U� -r *! {'�f } - L } pI¢: �'; �� !I '�,�' ? 147'1•. {1r1 ?i L: 1 , ., -1. �X +',�.[; �Y• �:ri�: -�.,n 1 � � - i`J '� ?4 a 7r, � . + �+5� 1 �*r'„ x ¢� �ys� ■�1 +: ., •3 r, �`,,, 1✓k.', LY:,,; rti `.,C: +:..: 1 7i {!rrr Y .lxr.e�l{.....ti.. A.. r�.P11S'% • 78 1 .w A AGENDA ITEM # 7A AUGUST 13, 2012 the point of beginning. (d) Seat 5. District 1312 (formerly 13S) shall be as shown on the attached drawing entitled "Atlantic Beach Voting Districts (2010 Census) ", the boundaries of which are as follows: Beginning at a point in the City of Atlantic Beach's northern city limits, being a point of intersection between the Dutton Island Road right -of -way and the Main Street right -of -way; then running westerly along the northern city limits line to a point of intersection with the Intracoastal Waterway Canal right -of -way, being also the western city limits line; then running southerly along the western city limits line to a point of intersection with a line lying parallel at right angles to, and sixteen (16) feet north of the center line of the Atlantic Boulevard right -of -way, being also the southern city limits line; then running easterly along said southern city limits line to a point of intersection with the Royal Palms right -of -way; then running northerly along the Royal Palms right -of -way to a point of intersection with the Cavalla Road right -of -way; then running westerly along the Cavalla Road right -of -way to a point of intersection with the Sargo Road right -of -way; then running northerly along the Sargo Road right -of -way to a point of intersection with the Plaza right -of -way; then running westerly along the Plaza right -of -way to a point of intersection with the Mayport Road right -of -way; then running northerly along the Mayport Road right -of -way to a point of intersection with the Levy Road right -of -way; then running westerly along the Levy Road right -of -way to a point of intersection with the Main Street right -of -way; then running northerly along the Main Street right -of -way to the point of beginning." SECTION 2. This Ordinance shall take effect immediately upon its final passage and adoption. PASSED by the City Commission on first reading this day of , 2012. PASSED by the City Commission on second and final reading this day of 5 2012. ATTEST: DONNA L. BARTLE, CMC LOUIS BORNO, JR. City Clerk Mayor, Presiding Officer Approved as to form and correctness: ALAN C. JENSEN, ESQUIRE City Attorney Ordinance No. 33 -12 -18 Page 4 of 4 rl A - - v v LA AN -C Ilk M E rl dr | Af U-99, Tit ' ;f. iLI ldk AGENDA ITEM # 713 AUGUST 13, 2012 ORDINANCE NO. 5-12-56 AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA, AMENDING CHAPTER 2 OF THE CODE OF ORDINANCES, ADMINISTRATION, ARTICLE II, CITY COMMISSION, SEC. 2 -19, RULES OF CONDUCT AND PROCEDURE AT MEETINGS, AMENDING RULE 24 REGARDING TAKING MINUTES, AND ADDING A NEW RULE 27, ABSENCES FROM CITY COMMISSION MEETING, AND PROVIDING AN EFFECTIVE DATE. BE IT ENACTED BY THE CITY COMMISSION ON BEHALF OF THE PEOPLE OF THE CITY OF ATLANTIC BEACH, FLORIDA: SECTION 1: Sec. 2 -19 of the Code of Ordinances of the City of Atlantic Beach, Florida, is hereby amended to read as follows: "(24) Rule 24. It shall be the duty of the city clerk or her/his designee to attend all meetings of the city commission and to record and keep the minutes and records thereof. The minutes of such meetings shall be promptly recorded for public inspection as required by state law. It shall be the duty of the mayor - commissioner, and in his absence, the mayor pro tern or other city commissioner to see that the proceedings of every meeting are properly and promptly recorded by the city clerk or her/his designee and the record of every meeting shall be signed, when approved, by the city clerk or her/his designee and the mayor - commissioner or the mayor pro tern or other city commissioner who presided thereat." SECTION 2. The Code of Ordinances of the City of Atlantic Beach, Florida, is hereby amended by adding a new rule in Sec. 2 -19, to be numbered Rule 27, which rule shall read as follows: "(27) Rule 27. It shall be the duty of a city commissioner who will be absent from any city commission meeting to notify the other commissioners of any such anticipated absence. Said notice shall be given as far in advance as possible, either orally at a meeting prior to the one which the commissioner will be absent from, or by e -mail to the city clerk, who will then forward the notice to the other commissioners. If the notice includes a request for an excused absence, it shall state briefly the reasons why the excused absence is being requested, and the other commissioners shall vote on the request at the meeting at which it is orally requested or as an agenda item at a subsequent meeting following notice by e- mail." SECTION 3. This Ordinance shall take effect immediately upon its final passage and adoption. AGENDA ITEM # 713 AUGUST 13, 2012 PASSED by the City Commission on first reading this day of , 2012. PASSED by the City Commission on second and final reading this day of 1 2012. ATTEST: DONNA L. BARTLE, CMC LOUIS BORNO, JR. City Clerk Mayor, Presiding Officer Approved as to form and correctness: ALAN C. JENSEN, ESQUIRE City Attorney K AGENDA ITEM # X AUGUST 13, 2012 ORDINANCE NO. 55 -12 -36 AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA, AMENDING CHAPTER 16, SOLID WASTE AND RECYCLING, ARTICLE II. FRANCHISE AGREEMENT AND PROVIDING AN EFFECTIVE DATE. BE IT ENACTED BY THE CITY COMMISSION ON BEHALF OF THE PEOPLE OF THE CITY OF ATLANTIC BEACH, FLORIDA: SECTION 1. The following sections of the Code of Ordinances of the City of Atlantic Beach, Florida, Chapter 16. Solid Waste and Recycling, Article H. Franchise Agreement, are hereby amended to read as follows: Sec. 16 -18. Private Refuse Collectors: Collection of Commercial Recycling and Construction and Demolition Debris All persons and organizations desiring to engage in the business or activity of collecting Construction and Demolition (C &D) materials or commercial recycling within the City shall, as a prerequisite to doing so, obtain a Construction and Demolition and /or Recycling Collection Franchise Permit from the City Manager or his designee. No person or organization shall engage in such business or activity within the City without first having obtained such a permit. This service will be performed under a separate contract between the Contractor and the user. The Contractor will bill the user directly for delivery, rental, collection and disposal. The rates for this service shall be agreed upon in advance including per pull and delivery costs, and costs for disposal. Contractors will pay a 20% Franchise Fee to the City and will submit the Fee to the City quarterly. Contractors shall provide the City records identifying the address, volume of collection, and such other information as requested by the City on the first (1st) of each month. Sec. 16 -19. City's collection exempt from Sections 16.10 through 16.18. The provisions of these sections shall not apply to refuse, C &D materials or recycling collection services performed by the City whether directly or indirectly or by contract. The City's franchise service provider is exempt from this article. Sec. 16.20. Application: fee action by City Commission Persons other than the City's franchise Contractor desiring Construction and Demolition or Recycling Collection Permits shall complete and submit to the City Manager or his designee a Franchise Application form, together with an application fee in the amount of Two Thousand Five Hundred and 00 /100s Dollars ($2,500.00). The form of application shall be prescribed by the City Manager and furnished to applicants by the City Manager or his designee. Sufficient information shall be provided to give the City reasonable assurance that proposed hauling activities will not create noise, dust, odor, litter or other noxious conditions, that materials collected will be properly disposed of at authorized facilities and that the applicant has sufficient resources to carry out the proposed hauling activities. Any permit granted by the City Manager pursuant to this section shall not exceed one year in term. Sec. 16.21. Issuance of permit. Ordinance No. 55 -12 -36 Page 1 of 3 IF. " Al R , . 1 . A - r fT P. - yk 'To 7 Xl_ . . 9.x%; �,� i yy s' rT r i �lj 7, 06 ' Jir T i 71 - 0 v F i . F ,� a �5, ter r ' r -- �'yr` ��... —M 41 AGENDA ITEM # 8A AUGUST 13, 2012 CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: Proposal from DIG Local to accept responsibility and maintenance of the Mid -Week Market SUBMITTED BY: Timmy Johnson, Recreation & Special Events Director DATE: July 27, 2012 BACKGROUND: The City Commission approved a proposal from the Cultural Arts and Recreation Committee to start a weekly Farmers Market in Bull Park. The Market has been going well for over two years. On July 24, DIG Local presented the Cultural Arts and Recreation Committee with a proposal to accept responsibility for the Mid- week Market. The Committee voted to relinquish their responsibility for the Market and recommend transferring control of the Market to DIG Local. DIG Local would be responsible for completing a long -term contract and providing insurance. Staff would remain involved with the vendor selection process. BUDGET: There is no budget for this action. RECOMMENDATIONS: Approve the proposal from DIG Local to accept responsibility and maintenance of the Mid -Week Market ATTACHMENTS: Proposal from DIG Local REVIEWED BY CITY MANAGER: ' I ` 1•..5 �fYl..!§ � .k �.�� . 0^Y1 1 w R + I ■ v ?w.. Y 7_ 4 4 7 No to 1 . N AGENDA ITEM # 8A AUGUST 13, 2012 OUR INTENTION We are providing the following proposal in order to keep with a committee - recognized process of accepting responsibility and maintenance of the Atlantic Beach Mid -Week Market. Our organization, Dig Local, first began to consider assuming the task of this weekly event after a request from Jeffery Wright, the market's founder. With our previous project, a community garden by Dutton Island Gardeners, approaching a new chapter in the hands of its plot- owners, our committee was ready to accept the challenge of a new assignment. The evolution of our group has led to the creation of a not - for - profit based on the belief that access to good nutritious food is a human right. Our goal is to make this right a reality in the lives of our neighbors through community gardens, farmers' markets, and accessible education. The Mid -Week Market fits perfectly into our mission and we would relish the chance to make this event a noteworthy experience in the cultural offerings of Atlantic Beach. Our goal is to build upon the work that Jeff has put into the market over the past couple of years. We recognize that Bull Memorial Park is not a large area and it is not our intention to "fill" the area with vendors. Our heart is in quality, not quantity. That being said, we wish to allow multiple vendors (4 -5 food, 4 -5 goods) to participate, not including a weekly artist, live entertainment, and also a welcome table. AGENDA ITEM # 8A AUGUST 13, 2012 f [ Dig Local is a not - for - profit organization founded upon the idea that access to good nutritious food is a human right. By way of community gardens, farmers' markets, and accessible education, Dig Local works to provide communities of all economic levels a choice when faced with the ills of the modern food system. The Atlantic Beach Mid -Week Market, a project by Dig Local, would continue under that ideology also acknowledging that locally grown, non - processed and organic food is a necessity when pursuing a healthy lifestyle. 10 Considering the current popularity of farmers' markets and also the existence of several successful markets already filling the weekends (The Green Market in Neptune Beach and the fresh produce market at RAM under the Fuller Warren Bridge), The Atlantic Beach Mid -Week Market, a project by Dig Local, would continue to be held on Wednesday afternoons, 4PM -7PM, with a change in hours during the winter season to accommodate the shorter days. Taking advantage of the current location's easy access and family friendly setting, the Atlantic Beach Mid -Week Market would remain at Bull Park in Atlantic Beach, Florida. Unless there is drastic growth in attendance, we do not currently have a reason to move the market's location. As we are seeking to attract a steady and loyal base of vendors, participation in the market will remain a free membership for the foreseeable future. AGENDA ITEM # 8A AUGUST 13, 2012 PMA The Mid -Week Market, a project by Dig Local, is open to all of Atlantic Beach and the surrounding area. • Deliver fresh, local and nutritious foods to Atlantic Beach residents (Made available by local small farmers, vendors, and small businesses) • Create a family friendly mid -week community event that features local vendors, art, live entertainment AGENDA ITEM # 8A AUGUST 13, 2012 Dig Local Email: dig @beacheshabitat.org Facebook: facebook .com /duttonislandgardeners Website: diglocal.org Dig Local Committee • Brittany Norris I Committee Chair 912 856 3067 - brittmarie.norris @yahoo.com • Kody Hanavan I Treasurer 303 -588 -2813 • Genevieve Fletcher I Fundraising Director 904 - 465 -2293 - genevieve4e @gmail.com • Sara Miles - English I Garden Manager 386- 690 -4941 - sarakme @hotmail.com • Chris Himel I Volunteer Coordinator 904.534.5921 - chimel42 @gmail.com • Scot and Laurie Walmer I Resident /Community Advisors sawjaxbch @yahoo.com • Dezmond Waters I Community Outreach Director 904 - 853 -6033 AGENDA ITEM # 8A AUGUST 13, 2012 According to the CDC, more than one -third of adults in the United States are obese. They also acknowledge that heart disease, stroke, type 2 diabetes and other serious medical conditions have been linked to obesity. In 2010, the CDC found the state of Florida to have an obesity rate of 26.6 %, not far behind the nation's average. This trend is not terminal. Through proper nutrition and an active lifestyle, the obesity epidemic can slowly and surely be reversed. SOLUTION THE We believe farmers' markets are among the projects that provide access to good food and encourage healthier habits. These markets connect consumers with fresh, and more often than not organic, food that is free of the over - processing that plagues most products in average supermarkets. Even the ability to purchase free -range eggs is a significant opportunity. Recent studies show that the nutritional value of free -range eggs versus caged eggs was greater. It's the small things that help make a difference. Aside from the obvious benefit of access to good food, farmers' markets can encourage the surrounding residents to get outside and engage in a communal activity. It is also a catalyst for getting people to exercise, considering that a number of attendees walk or bike to the market. These markets, with successful placement, even have the ability to contribute to local culture by providing an arena for local musicians and artisans. They also affect the surrounding economy by keeping consumer's dollars local. It is our belief that a farmers' market has the potential to do great good for the community in more ways than one. NOTES 1. http: / /www.cdc.gov /obesity /data /adult.html/ 2. http://articies.mercola.com/ sites /articles/ archive / 2012 /03/19 /caged -vs- free - range- chicken- eggs.aspx AGENDA ITEM # 8A AUGUST 13, 2012 POLICIES TL TD C BEACH MID-WEEK MARKET MID-WEE AS SUGGESTED BY DIG LOCAL LOCATION: Bull Memorial Park, Atlantic Beach, Florida Vendors will set up tables at assigned spots on the open field in the south part of the park as well as the pavers that circle the large palm tree. MARKET DAY AND TIME: Wednesdays Summer Hours: 4PM -7PM, Apr. 1 — Oct. 15 Winter Hours: 3:OOPM- 6:OOPM, Oct. 16 — Dec. 31, Feb. 1 — Mar. 31 VENDOR PARTICIPATION: Vendors must fill out an application to participate in the AB Mid -Week Market. Applicants will be reviewed and selected by Dig Local. Priority will also be given vendors that provide products and services that are organic and healthy. VENDOR REQUIREMENTS: As required by the policies of Arts in the Park, vendors must present business license and insurance at least one week in advance prior to participation VENDOR FEE: There will currently be no charge to the vendors for market participation. Vendors must provide their own tables and supplies. MARKET WORKERS: The market will be supervised by Dig Local and their network of volunteers. Arriving before and leaving after the market, Dig Local's volunteers will help maintain and manage the event. These duties will include helping vendors set -up at their specified locations, manning a welcome table for the market, and reporting any emergencies to the Atlantic Beach police department. Dig Local is available to provide a status update of the market at the monthly CARAC meetings. AGENDA ITEM # 9A AUGUST I3, 2012 August 6, 2012 MEMORANDUM Emergency Repair of Water Main A water break on July 15' required an emergency repair to a City water main in the 2700 block of Mayport Road. The repair cost $33,282.00 and included the capping off of an old asbestos concrete water main, rerouting water service to existing customers and extensive asphalt repairs to approximately 60 feet of Mayport Road. AGENDA ITEM # I OA AUGUST 13, 2012 August 1, 2012 Mr. Jim Hanson City Manager City of Atlantic Beach 800 Seminole Road Atlantic Beach, FL 32233 Dear Jim, Thank you very much for your conversation with staff member Patricia Mack regarding the mural that our Residents designed and painted to complement the Camelia Street Lift Station. As citizens of Atlantic Beach, they were very excited to have the opportunity to create this original artwork for their fellow Atlantic Beach neighbors. Both staff and Residents were delighted to contribute their talents to this endeavor. With that being said, I understand, regrettably, that we have offended a neighbor who viewed the WELLlnspired logo as advertising. WELLlnspired is our philosophy on successful aging that encompasses the six universal dimensions of wellness. Certainly, our intent was not to advertise. Fleet Landing has a good relationship with the City of Atlantic Beach and we wish to keep that relationship strong. If the painting needs to be modified, please advise after your August 13` meeting and our artists will modify the painting accordingly. Regards, / Ie!: � : Joshua Ashby Chief Executive Officer One Fleet Landing Boulevard e Atlantic_ Beach, Florida 32233 904.246.9900 a toll free: 1.800.872.8761 - w " " i`I I,ANTIC B7 2% C H EE L0R113A'S RlE,T II2 }E,iPYVN'1' LIVING TIC HASUI2K AGENDA ITEM # 1013 AUGUST 13, 2012 Atlantic Beach 2030 A Community Visioning Process for The City of Atlantic Beach, Florida Request for Proposal PURPOSE The Atlantic Beach City Commission invites consultant proposals to conduct a citywide Visioning Process with extensive citizen outreach and public participation. The purpose is to select a consultant team to assist in developing a collective Vision for the City of Atlantic Beach 2030. The project also entails a public outreach component in order to educate and promote a good understanding of the future vision for the City of Atlantic Beach as guided by the Comprehensive Plan and other planning initiatives, and to gain support and consensus for this vision. This will be accomplished by developing an outreach program that conveys the collective vision for future growth and development in everyday language and various marketing media. Meetings with various stakeholders and the public will be held to solicit input. BACKGROUND The City of Atlantic Beach is a bedroom community located east of the Intracoastal Waterway on a barrier island. Atlantic Beach, Florida refused to lose its independence when the Jacksonville consolidated with Duval County. Atlantic Beach considered itself unique and special place. Nice houses —some quite old, some very new, some quaint, some plain, some fancy and condos and a few apartments populate the city. Its businesses are located wcst a4ward from the ocean to the Intracoastal Waterway along Atlantic Boulevard, its southern boundary, and a block or so to the north and along Mayport Road to the west. Naval Station Mayport, the village of Mayport, and Hanna Park on the St. Johns River border it on the north. The essentially residential city of Neptune Beach is on its southern boundary. Within the City of Atlantic Beach's strong tradition of quality planning, the City Commission has identified as a top priority the need to engage the community in identifying Atlantic Beach's community values and to articulate Atlantic Beach's community vision. And in that effort, finds community input critical to develop a collective understanding for the future needs of Atlantic Beach. PROJECT DESCRIPTION Overview The City of Atlantic Beach intends to complete a citywide community visioning process with an anticipated timeline of 6 to 8 months. The process will include extensive, diverse and effective ways to engage the public and other key stakeholders within the community. The intended AGENDA ITEM # 1013 AUGUST 13, 2012 City ofAdantic Beach July 18, 2012 outcomes include identifying and analyzing emerging trends and community issues, articulating core community values, creating a Vision Statement and developing Vision Action Plan items based on the community's core values and vision. These activities include compilation of diverse demographic data and review of recent community surveys to identify on -going and emerging issues, trends and values, and providing key findings. These are illustrative examples; other possibilities may be developed through the proposal review and refinement process. While we have specific outcome needs, as identified in the City's strategic planning sessions, we welcome input and proposals from consultants on how best to proceed. The City is looking for a consultant team, each of whom has demonstrated sufficient experience to work quickly in a collaborative framework with other team members, the public, ap} 4i#-€d City-- r4visopf-4leaRt-mt4 bcr -, elected officials and City staff. The visioning process must include extensive and sustained public involvement activities, including innovative outreach efforts through various approaches toward the goal of engaging a broad and deep cross section of the community. The City of Atlantic Beach is looking for a blend of involvement and collaborative approaches, as outlined by the International Association for Public Participation's Public Participation Spectrum, and seeks to engage those that may not have been engaged in civic or community dialogue. This approach is modeled on decision - makers and other key players in partnership with the public in creating alternatives and solutions. Such approaches sho-u1� for example, workshops, citizen polling, consensus - building, participatory decision - making, focus groups, personal interviews and engagement at community events, opinion surveys, mailings, media coverage, city -wide newsletter updates, interactive use of a project Web site, town hall meetings, and other techniques. Topic or Target Areas Guiding Objectives Desired Outcomes / Final Products Community Values Identify City of Atlantic Beach Distill & articulate City of core values Atlantic Beach's core values (Core Values Statement) Land Use / Physical Features Fully engage the community A Vision Statement Internal View - "Inside Out" Identify emerging trends, A Vision Action Plan opportunities Public Participation Identify ways to implement the Strengthen & enhance the City vision of Atlantic Beach as a proactive, strategic community Effective Structure Inform citizens and decision- Method to revisit & update the makers Vision and Vision Action Plan Project manager for this RFP is Lesley Resnick, Redevelopment and Zoning Coordinator, City of Atlantic Beach. 800 Seminole Road, Atlantic Beach, Florida 32233. Explanations desired by the submitter(s) regarding the meaning of interpretation of the RFP must be submitted to and obtained from the contact person in writing. 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'- f r s� tia �y� r �`�F V r � y S � y5 � r Mf J I h �11ry • 1 AGENDA ITEM # I OB AUGUST 13, 2012 City ofAdantic Beach July 18, 2012 In addition to the items listed below, it is important that the firm selected to work remain cognizant of the need for the project to establish and sustain credibility with citizens and decision - makers. It is also essential that the selected firm have the ability to: • Prioritize, through community involvement and input, the citizen's goals and pr-eferedpreferred outcomes; • Formulate a ranking system which differentiates short-term and long -term goals and to which goals the citizens are willing to commit resources including funding to initially; • Develop customized strategies that will be effective within the political and social context; • Link the process and outcomes with current and upcoming planning efforts and decision - making processes within Atlantic Beach and in its relationships to neighboring jurisdictions, the region and the State; • Effectively carry out a variety of public outreach methods and activities; • Use a variety of media, activities and methods to capture, focus and engage citizens, decision makers and other key players; and • Develop and manage the process to achieve outcomes perceived as balanced and authentic by as many community stakeholders as possible. At this time, the City of Atlantic Beach does not have a specific outline of tasks or project management structure for this project. However, it is expected that the work will be approached as a collaborative partnership between community members, elected officials and City Staff, with the consultant(s) taking the lead on project management, task implementation and follow - through. The firm selected to work on the project will be expected to produce the following products and outcomes, and provide the following services. • Effective Collaboration and Project Management. Work closely with City staff in producing final products and in accomplishing project objectives and outcomes. Assi would include: attend meetings, develop materials and make presentations when necessary, produce reports and other documents of key activities and findings and produce final project documents and accompanying informational materials. Design, manage and implement public involvement and outreach strategies, and revise these if necessary to meet project objectives and achieve the desired outcomes. Work with City staff, City - C ®�� and other key players to develop key messages, implement media - related strategies, and refine or reframe those if necessary. Advise City staff, decision - makers and other key players regarding media relations and other key activities. Provide other consulting services relating to the Scope of Work such as meeting facilitation and management, technical analysis and synthesizing of information. Lesley Resnick will serve as the City's Project Manager (PM) Tom' v C ty- Adv»rg' Gonwa4tee provide both technical and policy guidance as the Vision proceeds and address any necessary modifications required to make the process more effective. The committee will meet regularly to review progress of the contract and discuss any issues that may arise. Page 14 Atlantic Beach Visioning Request for Proposal City ofAtlantic Beach July 18, 2012 AGENDA ITEM # 1013 AUGUST 13, 2012 • Develop a Communications Plan that can be linked with public outreach and the project's outcomes and that involves key players that encompasses the entire process. This would include marketing and other methods of publicity, media relations, using project branding, and creating key messages to increase recognition, build credibility and deepen understanding of the process, its objectives and outcomes within the community. Such approaches would include use of media to deliver information to a diverse community in a variety of ways. • Develop an Outreach Plan to engage, involve and collaborate directly with the public, and other community stakeholders throughout the process. This would include innovative or other effective ways to engage citizens that do not normally participate. Activities could include (but not limited to) facilitated meetings, citizen polling, focus groups, consensus - building activities, outreach at larger community events, engagement at community meetings and use of the web and other media. • Analysis and Findings. Compile and analyze relevant data, identify and evaluate issues, values and concerns held by the community. Identify current, emerging and projected trends (internal and external) and evaluate the potential impacts, constraints and opportunities. 0 • Prioritization. Based on community input, develop a table or ranking structure for both short-term and long -term goals indicating which are the highest priority goals, and to what extent citizens are willing to recommend City Commission fund "-e those goals, • Identify The City of Atlantic Beach's Core Community Values. A "core values" statement would be one of the intended outcomes of the Communications and Outreach Plans. This piece should include an accompanying discussion explaining its development and other relevant information that can serve to deepen understanding and create lasting community value. • Development of a Community Vision. Based upon the Core Values Statement, this may include development of one or more alternative scenarios that are then explored. The intended outcomes are a preferred future scenario and accompanying Vision Statement. The Vision Statement could include two or more specific themes that could be linked to the Vision Action Plan. • Development of a Vision Action Plan that includes goals, strategies to achieve those goals, and specific action items that carry out the strategies. This Plan should be logically structured to include, at a minimum, clearly defined roles, identification of implementers and potential partners, timeframes and priorities. • Recommended mechanism(s) and timeframe(s) for revisiting the process to update the Vision and the Vision Action Plan. Page 15 Atlantic Beach Visioning Request for Proposal AGENDA ITEM # 1013 AUGUST 13, 2012 City ofAtlantic Beach July 18, 2012 In addition to the items listed above, data, analysis, multi -media materials, master copies of final products and all other relevant documentation would be provided to the City in compatible formats as approved by the PM for the project files. INFORMATION TO BE SUBMITTED To be considered, a completed proposal must respond to each of the items in the scope of work described above and include all of the items in this section, listed below. The proposal shall be limited to 25 pages (excluding covers and blank dividers). Maps, resumes, or professional references may accompany any proposals as attached appendices and will not be counted as part of the maximum 25 -page limit. At minimum, the proposal should have the following sections and information: 1. Cover Letter Provide, name, address, phone, e-mail, FAX, federal tax identification number, statement of ability to complete the project given current workload, cite any conflicts of interest, and a 90 -day guarantee on proposal terms. 2. Project Team and Qualifications A description of the principal firm, type of firm, its qualifications and relevant project experience, and the qualifications and proposed work assignments and roles of all sub - consultants and their relevant project experience. This shall include identification of main individuals to work with the COAB. Include a description of experience of those individuals in working effectively with the general public, special interest groups, specific target groups and/or other community organizations. Include an organizational chart illustrating key personnel, their project assignments, and management flow. 3. References: Provide a detailed description of from at least (3) comparable projects (similar in scope of services to those requested herein and in community demographic and composition) which the firm has either ongoing or has completed within the past five years. Please specify whether each project is completed or ongoing. The description should identify for each project: (i) the client; (ii) description of work; (iii) duration of project; and (iv) contact person and phone number for reference. 4. Approach Provide a statement of understanding, outline of work plan, and approach to the project, including major milestones and detailed timeline /schedule that provides for completion of all work by March 30, 2013. The visioning process must include a variety of interactive public involvement. Those submitting proposals are encouraged to suggest revisions to the Scope of Work of this RFP if it is felt the final product could be improved. All suggested changes should be supported with a brief written explanation. 5. Bu_ dget Provide a not -to- exceed cost proposal for all work described under the Scope of Work, broken down by project component. This should include a detailed breakdown of consultant hours per task, hourly rates for all team members (including clerical), a task/cost Page 16 Atlantic Beach Visioning Request for Proposal AGENDA ITEM # I OB AUGUST 13, 2012 City ofAdantic Beach July 18, 2012 matrix breaking out hourly rates and hours by employee and subcontractor per task, budget allocations for each firm, and an itemized estimate of the total reimbursable costs. Consultants are encouraged to submit suggestions for cost savings and other ways of promoting cost - efficiency, and to highlight any tradeoffs inherent in the suggested alternatives. 6. Contact Person Name, address and e -mail address, telephone, and fax number of the lead individual authorized to enter into a contractual agreement and answer questions related to the proposal. 7. Appendices: (not part of the 25 -page limit): Resumes of key consultant staff members and firm references (name, organization, phone number) for each firm (minimum 3 references per firm). OTHER REQUIREMENTS Waiver/Rejection of Proposals All proposals will be considered. However, the City reserves the right to waive formalities or informalities in proposals, to reject, with or without cause, any or all proposals or portions of proposals, or to negotiate or not negotiate with individual proposers, or to accept any proposal(s) or portions of proposals seemed to be in the best interest(s) of the City. Contract The City intends to negotiate and enter into a contractual agreement upon selection of the broker /consultant. This contract will include the broker /consultant compensation arrangement which will be based on standard industry commission percentages or equivalent compensation structures. Public Record and Proposal Contents Upon award recommendation or ten (10) days after opening, whichever occurs first, proposals become "public records" and shall be subject to public disclosure consistent with Chapter 119 Florida Statutes. If required, Proposers must invoke the exemptions to disclosure provided by law in their response to this RFP, and must identify the data or other materials to be protected, and must state the specific reasons such material in exempt from release under the Florida Public Records Act. All material submitted becomes the property of the City of Atlantic Beach. Selection or rejection of the proposal does not affect this right. Public Entity Crimes A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal on a contract to provide services to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public Page 17 Atlantic Beach Visioning Request for Proposal City ofAdantic Beach J@ 18, 2012 AGENDA ITEM # 1013 AUGUST 13, 2012 entity in excess of the threshold amount provided in Section 287.017 for Category Two for a period of 36 months from the date of being placed on the convicted vendor list. Conflict Of Interest The award of contract is subject to the provisions of Chapter 112, Florida Statutes. All proposals shall disclose the name of any officer, director or agent who is also an employee of the City. Further, all proposals shall disclose the name of any City employee who owns, directly or indirectly, an interest of five per cent or more in the proposer's firm or any of its branches. Failure to make such disclosure in the proposal may be cause for proposal disqualification as non - responsive. Drug -Free Workplace Statement Preference shall be given to businesses with drug -free workplace programs. Whenever two or more proposals that are equal with respect to price, quality, and service are received by the City a proposal received from a business that certifies that it has implemented a drug -free workplace program shall be given preference in the award process. Established procedures for processing the proposals will be followed if none of the tied proposers have a drug -free workplace program. Lobbying Prohibited Please note that to assure proper and fair evaluation of proposals; proposers are not to contact any of the City Commission members or City personnel. Any and all questions from a proposer should be directed to Redevelopment and Zoning Coordinator, Lesley Resnick via email: lresnick @coab.us, or fax (904) 247 -5845. Communication between a proposer and the City will only be initiated by the appropriate City official, Redevelopment and Zoning Coordinator, Lesley Resnick, in order to obtain or clarify information to develop a proper and accurate evaluation of the proposal. Ex parte communication may be grounds for disqualifying the offending proposer from consideration. Rights and Privileges Rights and privileges granted by the City shall not be assigned or transferred in any manner whatsoever without written approval of the City. At all times during the term of the contract, the Contractor shall act as an independent contractor and at no time shall the Contractor be considered an employee, agent or partner of the City. The Contractor shall obtain and pay for all permits, licenses, Federal, State and Local taxes chargeable to its operation. No Collusion Clause By offering a submission to this RFP, the proposer certifies the proposer has not divulged to, discussed or compared his/her competitive proposal with other proposers and has not colluded with any other proposers or parties to this competitive proposal whatsoever. Also, the proposer certifies, and in the case of a joint competitive proposal each party thereto certifies as to its own organization, that in connection with the competitive proposal: • Any prices and/or cost data submitted have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices and/or cost data, with any other proposer or with Page 18 Atlantic Beach Visioning Request for Proposal City ofAdantic Beach July 18, 2012 AGENDA ITEM # I OB AUGUST 13, 2012 any competitor; • Any prices and/or cost data quoted for this competitive proposal have not been knowingly disclosed by the competitive proposer and will not knowingly be disclosed by the proposer, directly or indirectly to any other proposer or to any competitor, prior to the scheduled award of the contract; • No attempt has been made or will be made by the proposer to induce any other person or firm to submit or not to submit a competitive proposal for the purpose of restricting competition; • The only person or persons interested in this competitive proposal, principal, or principals is /are named therein and that no person other than therein mentioned has any interest in this competitive proposal or in the Agreement to be entered into. Non - Warranty of Specifications Due care and diligence have been exercised in the preparation of this RFP and all information contained herein is believed to be substantially correct. However, the responsibility for determining the full extent of the exposures to risk and verification of all information herein shall rest solely with the proposers. Neither the City nor its representatives shall be responsible for any error or omission in this RFP, nor for the failure on the part of the proposer to determine the full extent of the exposures. Insurance The consultant(s) shall procure and maintain during the term of the continuing contract, insurance of the types and in the minimum amounts stated below. Coverage A. Workers' Compensation Florida Statutory Coverage and Employer's Liability (including Appropriate Federal Acts) Schedule Minimums $100,000 — each accident $100,000 — each employee $500,000 — policy limit for disease B. Comprehensive General Liability C. Products — Completed Operations D. Business Auto Liability Li (All autos — owned, hired or used) E. Professional Liability $1,000,000 — bodily injury each occurrence $1,000,000 — bodily injury aggregate $1,000,000 — property damage each occurrence $1,000,000 — property damage aggregate $1,000,000 — aggregate Same as Comprehensive General Same as Comprehensive General Liability F. Excess or Umbrella Liability Optional Licenses Proposers must be fully licensed and certified in the State of Florida at the time of RFP Page 19 Atlantic Beach Visioning Request for Proposal City ofAdantic Beach July 18, 2012 submittal. SELECTION PROCESS AGENDA ITEM # l OB AUGUST 13, 2012 The City will conduct a fair and impartial process for the selection of a contractor for this project. Consultant selection shall be in accordance with this request for proposals. The evaluation process shall determine qualifications, interest and availability. City staff will first review all written responses. This review will result in a ranked list of fully qualified respondents. Consultant's representing the top ranked proposals will be invited to make a presentation. The City Manager, based evaluation of written responses and presentations, shall make a final recommendation to City Commission. The Atlantic Beach City Commission will make the final determination. An agreement will be developed for signatures upon approval of the City Commission. Evaluation Criteria The evaluation of proposals and selection of a qualified consulting team by the City will be based on the following: • Project Understanding A clear understanding of the nature and objectives of the project, and the types of services needed to meet those objectives and successfully complete the project (15 %). • Approach(es) and Strategy(ies) Chosen to Accomplish the City's Objectives The consultant team demonstrates one or more approaches and strategies that has an effective and clear decision - making process, links all aspects of the Scope of Work, successfully integrates technical and public involvement activities, completes the project on schedule and within the project budget, offers creative, innovative and unique public involvement and outreach approaches, strategies and/or tools, and offers cost - efficiencies throughout the process (20 %). • The Consultant Team's Qualifications and Experience The consultant team has the experience, professional skills, resources and availability needed to provide the services and to undertake and complete the project successfully. Provide a detailed description of comparable projects (similar in scope of services to those requested herein) which the firm has either ongoing or has completed within the past five years. Please specify whether each project is completed or ongoing. The description should identify for each project: (i) the client; (ii) description of work; (iii) duration of project; and (iv) contact person and phone number for reference (35 %). • Thoroughness and Quality of the Written and Verbal Presentation The proposal is clear and presented in a professional and understandable form. The proposal responds to the format requirements and evaluation criteria (20 %). Page 1 10 Atlantic Beach Visioning Request for Proposal City ofAdantic Beach July 18, 2012 AGENDA ITEM # l OB AUGUST 13, 2012 • The Consultant's Proximity to Atlantic Beach Location of the consultant's home office (corporate headquarters) and location of the local office where the project(s) will be produced will be considered. The members of the project teams should be permanently assigned to the project office. Routine and responsive face -to -face interaction will be important in servicing the City's needs in performing this contract (10 %). Page 1 11 Atlantic Beach Visioning Request for Proposal