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Agenda Item 1MINUTES OF SPECIAL CALLED (SHADE) MEETING OF ATLANTIC BEACH CITY COMMISSION HELD ON AUGUST 13, 2012 PRESENT: Mayor Mike Bomo Mayor Pro Tem Maria Mark Commissioner Mark Beckenbach Commissioner Jonathan Daugherty Commissioner Carolyn Woods ALSO: Jim Hanson, City Manager Sue Danhauser, HR Director John Dickinson, Partner /Office Head — Constangy, Brooks & Smith The Mayor called the meeting to order at 5:00 p.m. in the City Hall North Conference Room for the purpose of discussing matters related to Union negotiations with the Northeast Florida Public Employees Local 630 'Blue Collar" Union. The meeting was adjourned at 6:25 p.m. Mike Borno Mayor/Presiding Officer ATTEST Donna L. Bartle, CMC City Clerk MINUTES REGULAR CITY COMMISSION MEETING August 13, 2012 CITY HALL, 800 SEMINOLE ROAD IN ATTENDANCE: Mayor Mike Borno Mayor Pro Tern Maria Mark Commissioner Mark Beckenbach Commissioner Jonathan Daugherty Commissioner Carolyn Woods City Attorney Alan C. Jensen City Manager Jim Hanson City Clerk Donna L. Bartle Recording Secretary Nancy E. Bailey Call to Order/Pledge: Mayor Borno called the meeting to order at 6:30 p.m. Commissioner Woods gave the Invocation, followed by the Pledge of Allegiance to the Flag. 1. Approve the minutes of the Regular Commission Meeting of July 23, 2012. Motion: Approve the minutes of the Regular Commission Meeting of July 23, 2012. Moved by Daugherty, Seconded by Mark Votes: Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods Nay: 0 MOTION CARRIED 2. Courtesy of the Floor to Visitors. Mayor Borno recognized Boy Scout Troup 493 who were working on their merit badges. Mayor Borno opened the Courtesy of the Floor to Visitors. He welcomed the audience and explained the process for public comments. Nancy Whittington, 1861 Beachside Ct., expressed concern regarding the visioning expenditure. She stated she believes this is way too much money to spend on this issue. She stated in looking at past budgets there was $45,000 spent on a community visioning guideline and asked what this was, how effective it was, was it worth doing, and did it provide useful information. She stated it would be helpful to understand that before they move forward in going for this. Michael Hoffmann, 176 Camelia St., addressed the Commission regarding the trademarked text on the lift station at Camelia Street. He stated he read the letter from Fleet Landing in the agenda package and he seems amenable to having his folks redo parts of their work and suggested all text be removed, including the logo trademark "well inspired ", but also the "before" and "after" that is part of the east and west. He stated he doesn't question the intentions of the people who did this nor the people at City Hall who created and oversaw the process but would appreciate having the text and logo removed and replaced with something pictorial that might actually fit in with the neighborhood. Brittany Norris, 1304 Main St. and Dezmond Waters, 1830 Ocean Grove Drive, representing DIG Local, addressed the Commission regarding taking over the mid -week market. They distributed a marketing plan to the Commission (which is attached and made part of this Official Record as Attachment A). August 13 2012 REGULAR COMMISSION MEETING Page 2 Mark Tomaski, 448 Snapping Turtle Court W., stated he is concerned about the amount of $75,000 for the visioning process. He stated he believes the Commission can do this on their own without a consultant for a lot less. He asked that they think about how they are going to spend that money before they make any moves on spending it. 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. None. 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. Mayor Borno read the Consent Agenda. Commissioner Beckenbach pulled Item A. He questioned the cause of the water loss. City Manager Hanson explained the reasons behind this loss and why one month to the next these things can be out of sync and recommended they look at the 12 -month rolling average figures to get it more in sync. Motion: Approve Consent Agenda Item A as read. Moved by Daugherty, Seconded by Woods Votes: Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods Nay: 0 MOTION CARRIED 5. Committee Reports None. 6. Action on Resolutions Commissioner Daugherty stated as a point of order since Item 6A mentions in detail the visioning project, he would suggest they move Item IOB up and discuss that before they talk about visioning projects in Item 6A. Item 10B was taken out of sequence and acted on at this time. IOB. Scope for Visioning Plan August 13, 2012 REGULAR COMMISSION MEETING Page 3 Commissioner Mark thanked Lesley Resnick for her hard work on drafting the scope of work. She stated she would like the Commission to approve the language of the proposed RFP scope of work and allow staff to send that out for proposals. She stated once the RFPs have been received the Commissioners will have the opportunity to review the short list of consultants who have provided their proposals, interview the consultants and have presentations given to determine which, if any, meet our criteria and expectations at an agreed upon fee. She stated only once those provisions have been met would they decide to move forward with the long -range planning. She explained, contrary to popular belief, they have not agreed to spend $75,000 on this long -range planning. She stated that is the number that has been discussed and is the number that was put into the budget as a line item just as a way to identify that there are these funds that are available for this process. She stated there has also been discussion that the Commissioners should be driving this. She stated that is exactly the opposite of what she ran on in the campaign, which was more citizen involvement. She stated they wanted this to be a community- driven process with more transparency. She stated they didn't want to be dictated by staff or to have staff and commissioners tell them what they wanted in their town. She stated she is standing by that by proposing they undergo this long -range planning. She stated this is citizen - driven and is community- based. She stated this will be a community plan, not a staff plan, not a commission plan, but your plan that will be guided by a third party who has nothing vested in this, nothing to gain or lose by the outcome. It will be a professional who has the time, expertise and resources to ensure that what they get is what they want. She stated it will give them all a blueprint for their future. Mayor Borno asked if all the Commissioners received the red marked -up copy that was in their boxes rather than the copy that was in the agenda packet. Commissioner Mark explained the main changes were more of language and changing it from a community visioning process to a long -range community plan. She stated they all have an idea of what visioning is and she wanted to make it a more tangible plan so people could look at it and say this is a long -range plan. She stated the substance of the scope of work remained the same as far as the one they originally received, which should have incorporated the comments from the Commissioners. Motion: Do not release an RFP at this time for a long -range community plan but instead schedule a workshop to discuss how to further improve the strategic planning process. Moved by Daugherty, Seconded by Woods Commissioner Daugherty stated when looking at what they are wanting to do with the community visioning process he agrees with Commissioner Mark that they should have more citizen input and more transparency. He stated he believes they should tell the staff what they need to do over the next five years, keep on the same track with the workshops they are holding and improve the strategic planning process. He stated he agrees Commissioner Mark is correct that we need to improve our strategic planning process; however, there has been a backlash. He stated in this upcoming budget year they are looking at having to do a roll -up rate. He stated they just went through the Shade Meeting and they are going to do all these cuts and increase taxes, etc., but at the same time say they are going to spend $75,000 on a visioning process. He stated they also should consider staff time and to put them through this RFP and visioning process is going to eat up a considerable amount of time. He stated he would like to hold a workshop and invite the public to get their input on how we can improve this but he doesn't want to have a consultant tell him how to do his job. He stated they need to do some of the things they are talking about but they can do it in -house with the new planner they hired. He stated to spend whatever amount of money at this time isn't palatable to the citizens. He stated if they take this to a workshop they can come up with a way to make the process better, then going into next year they can try to get a long -term plan in the strategic planning. Aueust 13. 2012 REGULAR COMMISSION MEETING Page 4 Commissioner Woods asked how much money the proposed tax roll up is. Mr. Hanson stated he believes it is $72,500 per year. Commissioner Mark thanked Commissioner Daugherty for his support with long -range planning. She stated as leaders in the community they need to have that long -range planning. She stated unless they have a plan that lays out a blueprint they will be throwing money into pet projects here and there but will not have a cohesive community that will meet the goals they prioritized in the strategic plan. She stated allowing us to have a tangible plan or blueprint for the City right now would be the next step in the process that would bring all these other little moving pieces together. She stated she wouldn't get stuck on the $75,000. She stated that was based on other markets and the processes were totally different. She stated to delay this because of the number they have in their head would not be prudent right now. Commissioner Woods stated what she is hearing is that the community visioning process needs to be incorporated more into their strategic planning so it's not a one -time event but becomes a part of our culture and a yearly event. She agreed that is the direction we need to be going. She stated the community visioning project was number 9 out of 12 in the strategic goals for our planning process this year, so it's not even in the top 5 but it is something she believes they all feel strongly about. She stated the first two items relate to getting our budget under control and keeping our expenses down and the third one was pedestrian safety, which she believes has gotten pushed to the back burner and she would like to see that come back forward. She stated they need to keep their eye on the visioning project but need to make it part of the culture more. She stated she likes the idea of a workshop to figure out how to do that and ease into this and believes they can accomplish this for a lot less money. Commissioner Daugherty stated he hopes what they can gain from this is that they start to look at the long - range plan for Atlantic Beach, start communicating more. He agreed with Commissioner Woods that some of the most important things in our City are getting our budget set. He believes this is important but they should try to find a way to do it, spending as little as possible. Commissioner Beckenbach stated he is torn because he understands if you have a really good consultant who uses the citizens' ideas properly it would be wonderful. He stated he is not averse to putting out the RFP to move this forward and find out how much money they are really talking about. He stated then they can make a determination whether they go forward at that point. Mayor Borno stated it was recommended to not send the RFP out and have a workshop. He stated they have struggled to get all of the Commissioners together to even be able to have budget workshops. He cautioned them to think about trying to get all of them together. Commissioner Beckenbach asked the Mayor if he was averse to having workshops with the citizens. Mayor Borno stated he was not averse to that he was just pointing out the difficulty of getting these scheduled. Commissioner Beckenbach stated he envisioned these to be more of a Town Hall meeting because he felt the ones they did have were very productive and he would offer the citizens the opportunity to say something about the visioning process. He stated for the RFP going out, the majority of the work has been done and he would like to see what comes back so he can make a determination along with the citizens and if they aren't interested in it, then so be it. Public Works Director Rick Carper clarified that most of the work on the RFP has not been done. Writing an RFP and getting it approved by the Commission is just a start. He explained the process, which includes having three senior staff members to read and evaluate every response, grade them to come up with a short list and take that to the City Manager, which involves a tremendous amount of senior staff time. Commissioner Beckenbach stated his understanding was that it was to come back to the Commissioners so it would not be staff time involved nor would it be staff - oriented since it was supposed to be more citizen August 13, 2012 REGULAR COMMISSION MEETING Page 5 oriented. Mayor Borno stated that was not correct. He stated it gets weeded down through the process to get the top proposals and then the Commission interviews the top ones. Mr. Hanson agreed it would not be practical for the Commission to weed through eight or ten proposals. He stated what he and Commissioner Mark discussed was having staff try to get it down to the top two or three, present that list to the Commission and then have the Commission make those interviews and decide who they want to hire, as well as discuss cost at that time. Discussion ensued and Commissioner Woods called the vote. Votes: Aye: 1— Daugherty Nay: 4 - Borno, Beckenbach, Mark, Woods MOTION FAILED Motion: Send out the RFP and have a Town Hall meeting. Moved by Beckenbach, Seconded by Mark Commissioner Beckenbach stated he believes the Town Hall meeting will give the citizens the opportunity to tell the Commission what they would like to do, one way or the other. He stated by sending out the RFP, that comes back and gives them the amount of money they are really talking about. City Manager Hanson pointed out visioning can take a lot of forms; it can be elaborate or relatively simple. He stated after they interview the top consultants who have done this type of work before they can explain we are worried about funds and discuss with them what we can get for a lower amount of money. He stated he doesn't believe they will get that just from the RFP but when they have these people in front of them they can have a good face -to -face discussion. Commissioner Woods added, when reading the RFP, it seems so specific that we've locked people into having to provide this level of service. She stated she would like to make it much simpler so they could just see what comes in. Mayor Borno stated he believes the degree of flexibility is in there and they have the opportunity to give us a broader spectrum, etc. He stated what he likes is there is the tasking for them to be familiar with our comp plan, EARS, etc. before they can start talking to us in a broad picture. Commissioner Mark stated she believes the RFP does need to have specific goals that we are looking for as far as an end result and believes we can leave it open -ended to a certain degree but we do need to provide some type of guidance as to what we expect for the end product. She stated she believes we still need to leave in those essential ingredients and would defer to Lesley Resnick to determine what those ingredients are, based on her experience of doing other visioning for other communities or writing RFPs. Mayor Borno stated he believes the thought process should come from the Commission to her and asked that the Commissioners contact Ms. Resnick, individually. Commissioner Beckenbach withdrew his motion, Commissioner Mark withdrew her second. Motion: Defer to next meeting. Moved by Daugherty, Seconded by Beckenbach August 13, 2012 REGULAR COMMISSION MEETING Page 6 Discussion ensued. Votes: Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods Nay: 0 MOTION CARRIED 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. Motion: Approve Resolution No. 12 -11. Moved by Woods, Seconded by Borno Mayor Borno explained there was an additional handout regarding No. 5, Encroachment on and Expansion of City Parks. Mr. Hanson explained he received a late input from a Commissioner about this and that input was correct. He explained he had left something out of the draft that Rose Park was mentioned under the Encroachment on City Parks so he has drafted a sentence that would add that (which is attached and made part of this Official Record as Attachment B). Mayor Borno stated it has nothing to do with this Resolution but does affect the Strategic Plan that is attached. Motion: Amend motion to include language in revised Strategic Plan (Attachment B). Moved by Daugherty, Seconded by Woods Discussion ensued. Votes: Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods Nay: 0 MOTION CARRIED Commissioner Beckenbach asked to add under No. 10 — Police Building "and cost' ' after location on line 11 under Background and Description. Motion: Amend motion to add "and cost" as discussed. Moved by Beckenbach, Seconded by Woods Votes: Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods Nay: 0 MOTION CARRIED Mayor Borno called for a vote on the original motion, as amended. Commissioner Daugherty asked to amend the strategic plan on pages 5 and 6, to strike community visioning and replace it with long -range community planning. City Attorney Jensen stated the Commission did not discuss long -range community planning when they did the strategic planning. He stated they can change it but they shouldn't change something they did before to include language that has just come up now. He August 13, 2012 REGULAR COMMISSION MEETING Page 7 stated they will do that in the process as they go forward. Commissioner Daugherty withdrew his request to amend. Votes: Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods Nay: 0 MOTION CARRIED 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. Mayor Borno explained there was a revised copy (which is attached and made part of this Official Record as Attachment C) that was distributed to the Commission and asked that they use that copy tonight. Motion: Approve Resolution No. 12 -12. Moved by Woods, Seconded by Daugherty Public Works Director Rick Carper summarized this is an annual agreement and the resolution is one of the requirements FDOT wants from us saying we have the City Commission's backing in going forward with the maintenance. Discussion ensued. Votes: Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods Nay: 0 MOTION CARRIED C. 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. Motion: Approve Resolution No. 12 -13. Moved by Daugherty, Seconded by Beckenbach Mayor Borno explained he asked this to be put on the agenda so they have something to refer back to. He stated if they commit themselves to a function and, for whatever reason cannot attend, then they owe the money back to the City. Votes: Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods Nay: 0 MOTION CARRIED August 13, 2012 REGULAR COMMISSION MEETING Page 8 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 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 Woods, Seconded by Daugherty City Manager Hanson summarized the ordinance stating by State and Federal rules we have to amend our district lines so they comply within a certain percentage of actual populations. Commissioner Woods asked when this would take effect and how much notice citizens will get. Mr. Hanson stated it will take effect for Atlantic Beach for the next election which is about a year away. He stated when the Supervisor of Elections office decides these districts, he would doubt they would change them for the November election, but would probably change for the next election after that which would be the City of Atlantic Beach's election. Discussion ensued. City Attorney Jensen stated they need to amend the Ordinance tonight because the Ordinance as presented takes effect immediately. Commissioner Daugherty asked if this has to go back to a first reading again. Mr. Jensen stated no, it doesn't change the substance of the ordinance. Motion: Amend the Ordinance to change the effective date to January 1, 2013. Moved by Woods, Seconded by Daugherty Votes: Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods Nay: 0 MOTION CARRIED Mayor Borno opened the Public Hearing. Michael Hoffmann, 176 Camelia St., stated we should have single member districts in Atlantic Beach because that is the most representative form of government. He stated we have gotten half way there with the residency requirement. He stated he also believes the Commission has come some distance in redrawing the maps by recognizing the historical and ethnic affinity of Jordan and Donner by putting them in the same district. He further explained why he believes Donner and Jordan logically, legally, and ethically belong with the west side of town and not the east side of town. No one else spoke so Mayor Borno closed the Public Hearing. Commissioner Beckenbach asked what would it take to have districts of one voice, one vision. Mayor Borno stated it would take a Charter change. August 13 2012 REGULAR COMMISSION MEETING Page 9 Votes: Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods Nay: 0 MOTION CARRIED 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. Mayor Borno read Ordinance No. 5 -12 -56 by title. Motion: Approve Ordinance No. 5 -12 -56 as read. Moved by Mark, Seconded by Beckenbach Mayor Borno summarized the changes to Rule 24 and explained the new Rule 27. Commissioner Beckenbach asked if the designee could be anyone the City Clerk chooses, including a Commissioner. City Attorney Jensen stated that was correct and if there is going to be a meeting with only two Commissioners present she can designate one of them to take minutes. Discussion ensued regarding how those types of minutes get approval. Mr. Jensen stated if there are just two Commissioners present the two who were present would vote to approve the minutes. Further discussion ensued. Votes: Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods Nay: 0 MOTION CARRIED 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. Mayor Borno read Ordinance No. 55 -12 -36 by title. Motion: Approve Ordinance No. 55 -12 -36 as read. Moved by Woods, Seconded by Daugherty Mr. Carper gave an overview of the amendments in the Ordinance. Discussion ensued. Commissioner Daugherty explained why he would like to strike the changes to the renewal fee. Motion: Amend Ordinance to strike the changes to the permit renewal fee. Moved by Daugherty, Seconded by Woods Discussion ensued. Commissioner Mark suggested changing the amount for the renewal fee to a higher amount. Mr. Carper explained the reason for reducing the fee is because there is a lot less staff time with a renewal than August 13, 2012 REGULAR COMMISSION MEETING Page 10 with a brand new permit which is why he wanted to give an incentive to renew before the old one expired. Commissioner Woods asked Commissioner Mark if she had another number in mind. Commissioner Mark stated she was thinking $1,000 or $1,500. Mayor Borno stated right now they have an amendment to go back to $2,500 and they need to yea or nay that. Commissioner Daugherty withdrew his motion, Commissioner Woods withdrew her second. Motion: Amend Ordinance to change the permit renewal fee to $1,500 Moved by Daugherty, Seconded by Woods Votes: Aye: 4 — Beckenbach, Daugherty, Mark, Woods Nay: 1- Borno MOTION CARRIED Mayor Borno called for a vote on the original motion, as amended. Votes: Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods Nay: 0 MOTION CARRIED 8. Miscellaneous Business A. Proposal from DIG Local to accept responsibility and maintenance of the Mid -Week Market. Recreation and Special Events Director Timmy Johnson explained the background of the mid -week market and the proposal from DIG Local, stating he will continue to be involved in the mid -week market. Mayor Borno stated he would like to defer due to the new information they were given tonight. Motion: Defer until the next meeting. Moved by Borno, Seconded by Beckenbach Commissioner Mark stated she would like to address some of these issues now since the representatives from DIG Local are here tonight. She stated she believes the only thing they added are the objectives and the marketing plan. Commissioner Woods stated she would also like to hear their explanation of the differences between the two packages so she knows what she is thinking about. Chris Himel, 117 South Street, stated they will keep the same maximum number of 12 vendors as there were previously and two produce vendors and will not change anything from the proposal Jeff had. He stated their only goal right now is to get more people in the area to come. Brittany Norris, 1304 Main Street, reiterated they are not increasing the 12 vendors as in the original proposal; they are just trying to increase the number of vendors participating up to the maximum. She stated there were only 2 vendors there last week. She further explained their vendor participation. She answered several questions from the Commission elaborating on what their idea of consumable goods is. August 13 2012 REGULAR COMMISSION MEETING Page 11 Commissioner Woods stated the Commission is getting way off track and believes the original proposal was good. She stated the bottom line is there was one group that has been doing it and it was floundering and now another group is coming in and they are reenergized and want to fulfill the dream of the original proposal. Commissioner Daugherty agreed stating he believes having them wait two week would do some harm to the market. Ms. Norris further stated it is their hope and goal to integrate the garden, market and educational programs and have them be interconnected. Mr. Hanson stated their desire to have a mid -week farmer's market has community value but there is a big difference between that and a flea market and he believes the person making furniture was more in the flea market venue. He asked that she elaborate on that and give them some assurance that they are talking about consumables. He stated honey and soap are in line with what he thinks a farmer's market is considered but selling homemade benches or earrings seems to him more of a flea market and he really questions whether a City park should be used as a flea market. Ms. Norris stated she definitely agreed. She stated they are treating the musician and artist more as a way to attract people to the market. She stated their intention is definitely not have this be a flea market by any means. She stated their main intention is to provide a source of local, fresh produce. She stated they would never invite more than one artist to participate. Commissioner Woods stated Timmy Johnson has control over who the vendors are. She stated he is here and is hearing all of our concerns on this issue. Mr. Johnson stated that was correct and as far as the artist is concerned, Jeff's proposal was to have them get the artist and have them display their work in the gallery. He stated they have full control over the artists. Ms. Norris answered several more questions. Discussion ensued. Votes: Aye: 1— Borno Nay: 4 - Beckenbach, Daugherty, Mark, Woods MOTION FAILED Motion: Approve the proposal from DIG Local to accept responsibility and maintenance of the Mid - Week Market. Moved by Woods, Seconded by Daugherty Commissioner Woods called the vote. Votes: Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods Nay: 0 MOTION CARRIED 9. City Manager A. City Manager's Report. City Manager Jim Hanson reported on an emergency repair to a water main on Mayport Road that cost $33,282 which was above his $25,000 limit. August 13, 2012 REGULAR COMMISSION MEETING Page 12 He stated there has also been a curious increase in water and sewer breaks not only in Atlantic Beach but in the area which they believe may be due to the change in water tables so quickly due to the recent weather. 10. Reports and /or requests from City Commissioners and City Attorney A. Painting on Camelia Street Lift Station. Commissioner Daugherty stated he does not believe Fleet Landing had any intention to put their branding and believes it would be appropriate to ask them to remove it. He stated Fleet Landing has sent a letter stating they would agree to remove the wording. Motion: Ask that Fleet Landing modify the painting on the lift station to remove the "well inspired ". Moved by Daugherty, Seconded by Woods Commissioner Woods stated she has noticed that same expression on a lift station at the corner of Selva Marina Drive and 18 Street. She stated she believes that probably needs to be removed from there as well. Mr. Hanson stated as far as he knows there is no public art on that lift station unless somebody put graffiti up there but he will check it. Commissioner Mark asked if they were going to also remove the "before" and "after" that was discussed earlier by a citizen. Mr. Johnson stated he had no knowledge that this was to be done. Commissioner Daugherty asked that Mr. Hoffinann enlighten the Commission as to what the reference was to the "before" and "after ", stating he didn't know anything about that. Commissioner Mark stated it was just part of the artwork. Michael Hoffmann, 176 Camelia Street, stated he suggested they go on the Fleet Landing website and the "before" and "after" is part of this health mantra. He stated he believes it is inappropriate because they aren't talking about intentions, they are talking about trademark and it doesn't belong on a public building. Commissioner Woods stated she would suggest that that also be removed. Commissioner Daugherty withdrew his original motion, Commissioner Woods withdrew her second. Motion: Remove all text from this lift station and any similar text on any other public property. Moved by Woods, Seconded by Mark Votes: Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods Nay: 0 MOTION CARRIED B. Scope for Visioning Plan This item was taken out of sequence and acted on earlier in the meeting. Commissioner Daugherty • Announced we have two vacancies on the Code Enforcement Board and only one candidate. He stated we need some applicants. August 13, 2012 REGULAR COMMISSION MEETING Pate 13 Commissioner Beckenbach • Commissioner Mark will hold a meeting on Thursday at Donner Community Center and he will also attend and if minutes need to be taken he would be happy to do them. City Clerk stated she did not know if she could let him do it because they have not passed the second reading of the Ordinance. Commissioner Mark stated it will be at the Donner Community Center from 6:00 — 8:00 p.m. City Attorney • Reported he needs to schedule a Shade Meeting with the Commission on the Benjamin Brown litigation. It was the consensus of the Commission to have the meeting at 5:30 p.m. on the 27 before the next meeting. Commissioner Daugherty stated he did not believe it necessary to get sandwiches or anything for that meeting. Mayor Borno • Attended JTA's Public Transportation Forum on July 26. • Also met with the Secretary of Corrections for the State of Florida where they discussed a plan they have been working on where they work with convicted felons to get them back into society and into employment. He stated if the Commission has any interest he could ask Sheriff Rutherford to come here and explain the program. Adjournment There being no further business to come before the Commission, the Mayor declared the meeting adjourned at 8:47 p.m. ATTEST: Mike Borno Mayor/Presiding Officer Donna L. Bartle, CMC City Clerk ATTACHMENT A LOCANA Yf �-TURC BEAC11 Al Marketing and Business Plan THE ATLANTIC BEACH MID-WEEK MARKET Outline ® Current Status * Objectives ® Market Summary ® Products/Potential Products ® Market Analysis ® Strategy and implementation Summary ® Management Summary r�! $1,200 15 - $1,000 3 y - - 10 - M- $800 Imo. 10 T — $600 Current. - _ $400 - N M Goal 5 5 $200 x -� $0 0 0 Budget Vendors Volunteers $4,000 - -- -- - - -- -- - $15 --- - - - - -- - -- - 400 - - _._ $3,000 _ 300 - -- - - -- - - -- $10 - - - -- `, - $2,000 200 $5 100 - - $1,000 - $0 _ p -- $0 Average Spend per Attendance Customer Revenue j ® Increase Attendance from 50 to an average of 300. Increase revenue made by vendors from $250 to $3000 overall total. ® Increase the average spend per visitor from $5 to $10. ® Increase our volunteers from 6 to 12. ® Increase our reach and exposure. ® Increase our quality vendors from 6 to 12 Increase our budget from $300 to $1000. ® Create a system to manage the market. Provide locals with a viable and lively option to eat healthy and support local farms /businesses. ® Create a fun and informative environment that invites people to come and stay a while. ® Build a loyal and excited client base. Create systems to keep clients in the loop and informed about the market. Od The Mid -week market was opened up two years ago by Jeff. It has since grown and become a formidable market in the Atlantic beach area. Jeff handed the market over to DIG Local. The current status of the market is below par. No consistency with vendors, shoppers, musicians, marketing and many more things have left the market flapping in the wind. Under new management the market now has a group of committed managers ready to take it to the next level. The idea is amazing, provide people with a local and cheap way to purchase their groceries. Now the most important thing to do is let people know about it. An idea without an audience isn't worth much. The rest of this business plan outlines how and what will turn the tide for this market. C'UHHHAT PRODUCTS ® Alvarez Farm- Veggies, eggs etc. ® Palmetto- Fruits, veggies etc. ® Ocean Bottom- Bags, Candles, soaps etc ® Cindys bakery- cookies, brownies etc ® Marias Bakery- Breads, bagels etc POTENTIAL PRODUCTS ® Meat ® Skin Products Sauce o Fish Artist (Limited to one) ® Granola ® Pet Related ® Honey Herbs ® Drink Vendor ® Home made candy /choclate ® Soup ® Vegan Pasta ® Kitchenware MAR KET Sample searches within 50 miles of park: 1..3YO - - !,438 Farmef -matkee 253 'NIS - General searches for Jacksonville: Keyword jacksonville florida farmers market farmers market jacksonville florida bakery jacksonville florida farmers market jacksonville jacksonville farmers market Local Monthly Searches (United States) 880 880 3600 1900 1900 MAR KET RESEARCH ® Who is our ideal patron? ® Here are some demographics from Facebook that can help us narrow down our target audience. As you can see our audience is predominantly female. The ages between 25 and 44 are our highest percentage of followers. Reo�B.�° t ^at'n5 i:e� �'rf�;r Rye: {13zrrzi�r�G`'sr� .� :9 CuraFs+x;) Sir Ups Fen-'- 5-3.1M- 1..3YO - - �,- '�zle 27.1 .3 J.: P e" 'NIS - MMMMI ® First things first. We need to create a larger showing and attract more quality vendors. The mid week market will hold a Facebook contest to atttract more followers /patrons. The contest will offer a $30 market gift card to a randomly selected follower once the Market hits 500 likes. ® Sign holders will be placed at high traffic corners surrounding the market. These will likely be interns and will receive community service hours for their work. The sign holders will be dressed in vegetable costumes (your welcome ®ez) and this will attract more locals who are unaware of the market. ® Flyers will be passed out at the Green Market in order to promote directly to our target demographic. ® A greeting table will be set up to create a welcoming atmosphere and build a loyal audience. ® Surveys will be handed out to patrons and vendors to find out what we could be doing better. ® Prospecting for new vendors will become a weekly task assigned to a committee member. ® Flyers will be placed in local restaurants and shops in the Atlantic Beach Town center as well as other locations around the beach. �Q L =' IN1 P L IF. Pill E I T �Cl10 M FB CONTEST. The contest will be announced on Monday Aug 6. Flyers will be made and handed out at the market. SIGN FOLDERS: In order to have interns we will need 5013c to be approved. This should be in a month or two. So start date for sign holders will be set for October 24th. Costumes are $35 online and will be purchased on the 17th. FLYER, GREEN MARKET: We can use our contact Matt to get approval on the flyers for the green market. Once we are approved we can have flyer done and ready to pass out by the Market on the 13th. GREETING TABLE: Unfortunately we will need interns for this as well. So the start date for this will also be October 24th. Before the start date we will have further ideas on how exactly the welcome table can bring us more customers. SURVEYS: These will be handed out on the 15th of august. This will create some buzz for our loyal patrons and possibly higher our word of mouth marketing. SHOP FLYERS: This can be the same design as the Green market flyers and will have the same start date as the Green Market flyers. August the 13th. PROSPECTING FOR NEW VENDORS: can be done immediately. Starting with the vendors from the Green Market. They are all on their website and some include their own business websites. Someone from the committee will be appointed to prospecting and can begin ASAP. TENT /SIGNS ® set -up tent at 3:45pm ® tear down ® bring signs inside at 7pm SUPERVISE MARKET • Have AB police number in phone • count attendance • market tours ® answer questions from visitors MID-WEEK MARKET EMAIL UPDATE ® Sent to vendors and musician Sunday night ® Provide vendor list; musician; weather forcast; any updates EMAIL CUSTOMERS • Tuesday pm is ideal • Include vendor list and musician • Including produce list from Charles and Matt is ideal FACEEOOK CUSTOMERS ® Weekly announcement on Tuesday and /or Wednesday ® Update regularly with pictures, vendors, musicians, etc. CONTINUOUS TASKS ® Manage vendors ® Manage email ® Attend CARAC meetings 4th Tuesday each month at 6pm ATTACHMENT B 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 Cidy Parr Goal; This goal is to preserve and protect Atlantic peach'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. A second project udder this goal is the expansion and redesign of Rose Park. This project will be evaluated for a budget cost estimate and presented for discussion and possible fundin dg_uring the budget workshops in Au ugst 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. ATTAM ENT C RESOLUTION NO. 12-12 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, APPROVING THE CONTRACT RENEWAL OF THE EXISTING MAINTENANCE CONTRACT 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 a contract with the Florida Department of Transportation to provide maintenance on certain streets and other areas throughout the City; and WHEREAS, the City desires to continue to maintain landscaped areas on Atlantic Boulevard and portions of Mayport Road and to renew its contract with the Florida Department of Transportation; and WHEREAS, the areas to be maintained are identified in Attachment "A" of the Contract Renewal which is attached hereto. NOW THEREFORE, be it resolved by the City Commission of the City of Atlantic Beach as follows: SECTION 1. The Contract Renewal with the Florida Department of Transportation to extend the existing Agreement For Maintenance for one (1) year (November 1, 2012, through October 31, 2013) is approved, and the City Manager is authorized to sign said contract. SECTION 2 . This Resolution shall take effect immediately upon its final passage and adoption. PASSED by the City Commission this day of August, 2012. /�1►I Donna L. Bartle, City Clerk Approved as to form and correctness: Louis "Mike" Bomo, Jr., Mayor Alan C. Jensen, Esquire City Attorney