Agenda Item 9AAGL'NI)A ITEM it 9A
.IANI]ARY 28, 2013
January 22, 2013
MEMORANDUM
TO: The Honorable Mayor
and Members of the Commission
FROM: Jam Hanso
Ci
SUBJECT: City Manage s Report
Cost for Administration of Energy Grants; There have been several discussions in the last year about
the time and cost for the City to not only apply for various grants but to administer their also. The
recently completed energy grants that paid for the replacement of numerous HVAC units in City
buildings as well as the retroft of the lighting on two baseball fields and the purchase of an all electric
vehicle in the Police Department is a good example where considerable staff time and other cost is
expended to manage the grant.
Mike Griffin prepared a summary comparing both the cost to administer the grant and the annual savings
that are anticipated. In this grant, the cost for administration exceeded $32,000. However, the annual
projected electric and fuel savings from the grant modifications is almost $55,000 per year. Clearly the
time and effort put into the (rant was a good investment on the City's part.
Homehuld Hazardous Waste Collection Drives; A question was raised at the last meeting about how
people can dispose of their hazardous and electronic waste if they missed the last collection done by our
hauler; Advanced Disposal. Tile City of Jacksonville hosts five of these events across the City each year.
The following link to the City of Jacksonville's website lists the schedule. The next one at the beaches
will be held on May I I"' in Jacksonville Beach.
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t�vents.asDX
A couple of years ago the City of Jacksonville was contacted about the possibility of arranging for an
additional hazardous waste collection and they provided a quote of $15,000 to $20,000 at that time.
Strategic Plan Quarterly- Attached is the quarterly report for the current strategic plan year
dated January 2013.
Commission Meetins Schedule., Tile Commission will discuss the possible changing of the schedule for
regular meetings at the meeting on January 28 "'. Many Code provisions and other schedules could be
affected. i asked our City Attorney to review the Code in anticipation of this discussion and he produced a
summary of issues to consider in an a -mail of January 15. A copy is attached.
AGENDA ITEM # 9A
JANUARY 28, 2013
Hanson, Jim
From: Griffin, Michael
Sent: Friday, January 18, 2013 3:49 PM
To: Hanson, Jim
Subject: Energy Retrofit savings
Jim,
This is to let you know of the energy savings tracked between August 1, 2012 and October 31, 2012 of this
year as compared to the energy cost of the same months for 2011. The information below was determined by
reviewing JEA bills and gas consumption records and is required reporting to the State of Florida as a part of
the grant reporting data.
Retrofit replacement with 18 SEER HVAC units for City Hall Commission Chambers. Police building, Adele
Grage Public Works, Donner and Jordan Park.
Monthly average electrical savings $4,299.66 projected annual savings $51,595.92
Retrofit of 2 baseball fields with energy saving lighting
Monthly average electrical savings 119.00 projected annual savings $1,428.00
Chevy Volt purchase
Monthly average fuel savings 142.00 projected annual savings $1,704.00
Total projected annual electrical and fuel savings from energy grant upgrades = $54,727.92 _
Below is a rough estimate of costs expensed by the City in grant administration as provided in an earlier email.
Est. hours
Fleet and Associates charged to the City hours - 140 x
Fleet and Associates charged to grant admin. 3 x
M. Griffin 7 months at 40 hours per month - 280 x
Finance /Purchasing 150 x
If you have any questions, please let me know. Thanks
Mike G.
Cost
$95 per hour =
$95 per hour=
$50 per hour =
$30 per hour =
Total
$13,300
$ 285
$14,000
4,500
$32,085
City of Atlantic Beach
Strategic Plan Quarterly Report
January 2013
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Actual Start Completion
Responsible
Date Date
Status
Comments
Goal; The Selva Marina Country Club has fallen on difficult economic
times and its ability to remain open as a private country club is in
question. Preservation of green space and impact on adjacent
neighborhoods if the property were sold and developed are major
Golf Course
concerns. This goal is to work with the Country Club Board to determine
(Commissioners,
what options are available and to support the commission to evaluate
Hanson)
and implement the best option.
.Committee formed on 9/24/12 to meet with Hampton Golf and CC Board
to determine status and report. Report made at 10/8/12 meeting.
Committee assigned 2nd task of reviewing proposals to conduct
feasibility study for possible city ownership and operation of CC property.
Committee
912412012 _
OmHold
Feasibility study put on hold. See further details.
Investigation into golf course alternatives determined to be top strategic
priority by consensus of commission on 10/8/12. Work on PD Building
and Vision Plan temporarily stopped. Notice received from SMCC that
debt was renegotiated to provide two years for payment so that the sale
of the golf course is no longer an immanent concern. Feasibility study put
Strategic Goals
on hold pending outcome of other discussions with SMCC Board,
Temporarily
developer and COAB. It no longer seems appropriate to consider this as
Reprioritized
101812012 101812012
Done
the City's #1 priority, but should remain on the list.
City Manager authorized to get consultant proposals for golf course
feasibility study, work with Committee to recommend consultant, and
report back to Commission. Feasibility Study since put on-hold. See
Feasibility Study
101812012
On Hold
above.
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City of Atlantic Beach
Strategic Plan
July 2012
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Responsible
Date Date
Status
Comments
Engineering to determine best way to provide irrigation for golf course
(i.e.; reuse or wells) needed if golf course to continue to be viable,
-
whether- operated as a private club or a city facility. Consultants report
Irrigation
101812012 11/12/2012
Ongoing
being finalized as of 1/14/13. SMCC briefed as to preliminary results.
Preliminary discussions with SMCC representatives for City to aid in
Future Land Use of
Discussions
solving irrigation problem if longterm concerns over possible land use
Golf Course Property
ongoing
and maintaining green space can be perpetually assured.
Goal; This goal is to provide a balance of pension plans and other
1. Union
employee benefits that are fair to existing employees, and enable the
Negotiations
City to recruit highly qualified applicants to provide the necessary
(Commissioners,
services, and that are sustainable from a cost standpoint in the long
Hanson, Danhauser)
term.
Six SHADE Meetings Held by 8/13/12. Commission has given direction for
Obtain Commission
pension and other benefit changes to negotiate. Additional SHADE
Guidance
21812012
Ongoing
meetings held on October 8, October 22 and December 10, 2012.
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City of Atlantic Beach
Strategic Plan Quarterly Report
January 2013
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Date Date
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Comments
Meetings held 5/4, 5/25, 6/15 and 6/17. Received counter proposal from
PBA on 6/27/12.. Discussed w/ Commission in SHADE meeting on
8/13/12. Next meeting scheduled for 10/26/12. Meeting was post-
postponed until 10- 31 -12. Contract to be taken to members for vote on
November 12 & 13 with notification of outcome to the City on November
14. Next meeting scheduled for 11/16/12. Meeting was canceled by PBA,.
no vote outcome was provided. City scheduled another meeting
12/13/12 with revised proposal. PBA did not come prepared to
negotiate. City declared impasse 12/14/2012. Awaiting selection of
Special Magistrate and schedule of hearing. City notified on 01/08/2013
Police Union
51412012
Ongoing
that PBA has requested negotiation meeting on 1/24/13.
Met with and received counter proposals from Blue Collar Union
7/18/12, 7/31/12, 8/07/12 and 9/10/12. Tentative Approval received
from union but union members;voted on 10/9/12 not to approve
proposed contract changes. Discussed w/ Commission on 8/13/12 at
SHADE meeting. Impasse declared by City. Special Magistrate Hearing on
Blue Collar Union
611212012 4/1/2013
Ongoing
1/8/13. Recommendations from Magistrate expected by end of February.
Meetings held on 6/18/12 and 6/19/12 to explain commission's positions
and solicit input from non -union employees. Inputs from several
individuals received. On November 9, 2012 City Manager and HR
Meetings with Non
Director met with non union, non vested pension members to discuss
Union Employees .
611812012 4/1/2013
' Ongoing
option for transition to DC plan.
Commission Approval
Awaiting completion of impasses with Police Union and Blue Collar
of Union Contracts
Not Started
Unions.
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City of Atlantic Beach
Strategic Plan
July 2012
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Date Date
Status
Comments
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
2. Budget
times, for various capital projects that have been identified as
(Hanson, Van Liere)
necessary and desirable.
Departments prepare operating budget estimates for FY 12 and requests
Departments Prepare
for FY13, capital budget status of existing projects and 10 -year plans for
Budget Requests
31912012 413012012
Completed
future projects and related information.
Meetings with
Department Heads to
Review Budgets
51112012 611412012
Completed
Preparation of
Proposed Budgets
and Follow -Up
Meetings with Dept.
Heads
512512012 71212012
Complete
Draft Budget Finalized
and Printed
71212012 712012012
lComplete
Budget Workshops
with Commission
812112012 813012012
Complete
Final budget approved 9/24/12. Service levels maintained despite
Budget Adoption
911012012 912412012
Complete
declining tax digest and keeping tax rate same.
Goal; This goal is to provide the most inviting and safe environment in
3. Pedestrian
Atlantic Beach to support an active beach lifestyle involving a wide
Safety (Classey)
range of pedestrian activities.
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Strategic Plan Quarterly Report
January 2013
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This report evaluates the City as it relates to the safety of pedestrians
and bicyclists. Multiple items were researched or surveyed including past
accident history, comparison of AB crashes to surrounding jurisdictions,
other department's safety programs, etc. The report makes several
recommendations including education, officer training, enforcement and
PD Preliminary
continual monitoring of crash data to identify trends and measure
Report
412312012. 71812012
Completed
changes. Report presented 7/8/12.
Staff met with and requested DOT evaluate the intersections along
Mayport and Atlantic for any engineering recommendations. Based upon
the FDOT review there are no real engineering problems with our
Plan of Action for City
intersections. All of the accidents are caused by driver or
Wide Safety
pedestrian /bicyclist error. There are some crosswalk enhancements that
Enhancements/
could be done and a report with some options will be presented to the
Engineering
Ongoing
Commission during the first quarter of 2013.
The PD is planning an educational campaign. The location will be along
Atlantic Blvd between Sherry and Royal Palms. A verbal report was given
to the Commission in November on the progress with the educational
campaign. Staff has been working with the TPO on creating the campaign
and doing the design work for the posters, street and sidewalk markings
and flyers. An insert will also be sent out with the water bill. The design
work has been completed and the printing of the material should be
completed in February. The first educational campaign will follow soon
Education
Ongoing
thereafter.
The police department has been conducting enforcement activities in pre-
determined areas based upon accident data. Primarily verbal and written
Enforcement
Ongoing
warnings have been utilized thus far.
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Date Date
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4. Atlantic Beach
Goal; This goal is improve the quality of life in neighborhoods and
commercial areas that surround Mayport Road by identifying,
West
encouraging and empowering community leaders to become actively
Integration
committed to the betterment of their neighborhoods by forming
(Commission)
partnerships with City officials.
The Commission determined during the Strategic Plan workshops that the
first action item under this heading would be the completion of the
Community Visioning Plan. This priority was temporarily put on hold to
allow staff time to deal with new priority #1; Golf Course. Most recent
Community Visioning
commission direction has been to consider using on -line and mailed
Plan
512112012
On Hold
surveys. See further detail on this under goal #9.
Mayport Corridor
Projects listed under "Mayport Corridor" goal also affect this goal. See
Goal
Ongoing
those for more information.
5. Encroachment
on and
Expansion of
City Parks
(Commission/
Goal; This goal is to preserve and protect Atlantic Beach's outstanding
Hanson)
system of parks from future encroachments.
Prepare List of
Prepare list of possible options for Commission to protect City parks from
Options for
future encroachments as discussed during 2012 Strategic Planning
Commission
10/1/2012
Not Started
Workshops.
Goal; This goal is to build, encourage and support a vibrant
6. Mayport
commercial corridor and strong residential neighborhoods along
Corridor (Griffin)
Mayport Road and adjoining neighborhoods.
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Strategic Plan Quarterly Report
January 2013
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Step up the level of Code Enforcement, particularly in the Royal Palms
and Aquatic Gardens areas, to improve the appearance and values of
residential areas. These areas are periodically surveyed to determine how
many violations exist. In the March, 2009 survey, 278 violations were
found. In July 2011 the number was 121 and in July of 2012 the number
of violations found was 87. Enforcement has been focused on the most
serious addresses. We have successfully completed enforcement of 19 of
Code Enforcement
41912012
Ongoing
20 most serious violations in the last year.
Establish a more comprehensive process for Use by Exception and
Use By Exceptions
Variance process. Creating step by step site plan approval process for UBE
and Variances
71912012 1/31/2013
Ongoing
and Variance approvals.
Goal—• This goal is to provide modern software and equipment for the
7. Enterprise
City's Enterprise Application to ensure efficient and effective operations
Applications
of user departments, and to give access for citizens and businesses to
(Randich)
interface with their local government.
After considerable research on the costs, software available and the
advantages/ disadvantages of conversion, staff recommended that the
City wait at least another year before beginning a conversion to new
software. During the budget workshops, the recommendations were
presented and approved by the commission. The final 2012 -13 budget
Obtain Funding
71112012 913012012
Project Halted
does not have funding for the conversion process.
Signed a contract to run the City's Enterprise Application from the
SunGard data center. Testing of the remote application is underway.
Migration is scheduled to take place by May 2013. Project was initiated
Migrate to SunGard's
ASP data center
912412012 5/1/2012
Ongoing
to avoid the expense of replacing the existing IBM mainframe computer.
Proposal reviewed by Commission at budget workshops and approved.
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Strategic Plan
July 2012
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Date Date
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Comments
8. Tipping Fee
Goal; This goal is to resolve the issue with the City of Jacksonville
about payment of tipping fees for the disposal of refuse from Atlantic
Negotiations
beach at the Jacksonville landfills in a manner that is fair and equitable
(Hanson, Carper)
to both sides.
Consultants Review
COJ has provided documentation requested. Met with COJ officials
COJ Documentation
2/7/2012 71312012
Done
6/25/12. Consultants met with city attorneys from AB and NB.
Meet with City
Officials with
Several meetings have been held between mayors, city attorneys and
recommendations for
managers of COAB and CONB to discuss. AB commissioners have been
path forward
71312012 1211212012
Done
briefed as to status often. MSW submitted final report to City Attorneys.
Discuss and Resolve
COAB and CONB officials have been asking for meeting with COJ officials
Issues with COJ
since August of 2012. A meeting was held between city managers and
Officials
Ongoing
COJ staff on 1/16/13.
9. Community
Goal; This goal is to utilize community input from a multitude of
neighborhoods, groups and individuals to outline a long term vision
Visioning Plan
that captures the long term hopes, dreams and aspirations of the
(Commissioners)
community.
Obtain Budget
Funding for $75,000 approved in Budget Amendment Ordinance on
Authorization
512112012 512512012
Completed
6/25/12.
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Strategic Plan Quarterly Report
January 2013
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Commission Workshop held on 7/9/12 to discuss scope. Draft RFP and
Scope prepared and revised several times. Commissioners raised
objections to the cost of the work at the 8/13/12 meeting and a decision
was made to defer action until after four Town Hall meetings could be
held. Decision was made at the 9/10/12 meeting to hold on scheduling
public meetings until after a meeting on the PD building. At the 9/24/12
meeting the commission decided to put a hold on the Visioning Project to
Waiting for
allow staff time to devote to the new #1 priority; the Golf Course. Most
Commission Approval
Commission
recent commission discussion has revolved around using on line and
of Scope
611212012
Direction
mailed surveys instead of a consultant for the Project.
Hire Consultant
On Hold
Project put on hold when Goal #1 added for Golf Course.
Visioning Project
On Hold
Goal; This goal is to provide adequate physical facilities (building) to
10. Police
support the present and future needs of the Atlantic Beach Police
Building (Classey)
Deportment.
The Commission formed a citizen committee to review the police building
project. The Committee met for 10 weeks and recommended to build a
new 9,000 SF building on the west side of Sherman Creek and to remodel
Citizen Committee
212312012 511612012
Completed
up to 5,000 SF of the existing building for police use.
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Strategic Plan
July 2012
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The Committee made a presentation to the commission and submitted a
written report on 6/11/12. The Commission discussed the Committee
recommendations at a budget workshop in August. It subsequently came
up at the first Commission meeting in September and the Commission
voted not to follow the Committee's recommendation. The Commission
stated they wanted more public input and would hold a town hall
meeting to obtain same. Following that they would schedule a workshop
to further discuss this matter. This project was put on hold on 10/8/12 to
allow staff time to pursue new priority #1; Golf Course. The Commission
held the Town Hall Meeting on 1/5/13 to receive citizen input. A
workshop was held on 1/14/13h for the Commission to discuss the
Commission Review
611112012
On Hold
project. Another workshop is tentatively scheduled for 2/25/13.
Further design and construction to depend on direction provided by
Construction
On Hold
Commission during budget workshops and budget authorization.
11. Town Center
Goal; This goal is to consider possible legislative solutions to the
parking deficiencies in the Town Center area created, in part, by
Parking (Hanson,
granting waivers to businesses wishing to locate or expand in the Town
Griffin)
Center area.
Discussions in the 2012 Strategic Plan workshops centered around similar
Prepare Report for
legislation in place in other beach cities. Preparing and presenting a
Commission on
report to commission for discussion and direction will be first step on this
Options
2/1/2013 2/28/2013
Not started.
goal.
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January 2013
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12. Marsh
Master Plan
Goal; This goal is to plan for, fund and construct the improvements
Improvements
recommended in the 2012 Marsh Preserves Master Plan over a multi -
(Carper)
year period.
Grant application for design & permitting of Dutton North end kayak
Obtain Grant Funding
launch and two overlooks submitted to Florida Inland Navigation District
for First Project;
(FIND) and presentation was made to FIND Board on 6/15/12. Approval
Overlook/ Launch
1011512012
Complete
of grant received 10/15/12.
Design and
Permitting for
Commission approved CPH Scope & Fee at 11/13/12 meeting. Survey
Overlook and Launch
Design in
complete, conceptual designs approved by Staff. 60% design to be
Project
1111512012 9/30/2013
Progress
presented by staff at 1/28/13 Commission Meeting.
Construction of
Overlooks/ Launch
10/1/2013 9/30/2014
Not Started
Obtain Grant Funding
for phase 2 of
Application for construction portion of this project must meet timing
Overlook/ Launch
schedule for submission of FIND grants for FY 14. Staff to prepare grant
Project
2/15/2013 9/30/2013
Not Started
application - due March 2013.
Grant Research and
Assistance for Marsh
Preserves Pedestrian
Staff report recommending HHI Design for grant assistance for design and
Path
111412013 9/30/2013
Started
permitting of pedestrian path approved at 1/14/13 Commission Meeting.
Construction of
Contingent on grant funding and authorization for local funding share in
Overlooks/ Launch
1 10/1/2013 9/30/2014
Not Started
I FY 14 COAB Budget.
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AGENDA rrEM # 9A
JANUARY 28, 2013
Hansen. Jim
From:
Alan Jensen [elanajensenlaw.com]
Sent:
Tuesday, January 15, 2013 3 :00 PM
To:
Hanson, Jim
Cc:
Bartle, Donna
Subject:
Regular meetings of city commission
Jim: I understand there has been discussion at commission workshops about changes to the commission meeting
schedule and having a workshop meeting on the 2d Monday of each month, and then only 1 regular meeting on the 40h
Monday of each month. Obviously such a change would require an amendment to Sec.2 -16 of the ordinances, but
would also impact other provisions of the Charter and ordinances.
A quick review of the Charter and ordinances reveal the fallowing issues:
1. Charter:
a. Sec.6: absence from 4 consecutive meetings without excuse vacates commission seat, which
would normally be 2 months; if only 1 meeting per month, this extends to 4 months (is this intent of
Charter?)
b. Sec.12: must fill vacancy in city commission within 15 days
c. Sec.14: induction of commissioners on first regularly scheduled meeting on 2d Monday in
November
d. Sec.18: ordinance adoption procedures, per Fla.Stat, 166.041, would just take longer than
currently does
e. Sec.34: public hearings required to adopt budget; may require budget to be completed earlier
2. Ordinances:
a. 2 -16: sets regular meetings on 2d and 411 Monday of each month, except December with only
1 meeting on 2d Monday
b. 2 -17: special meetings can be called by Mayor, majority of commissioners, or city manager
c. 2- 19(20): reconsideration by prevailing side at same or next meeting; could extend this to a
month rather that 2 -3 weeks
d. 12 -2: nuisance declared by city manager and time to correct, could be effected
3. Appeals to city commission:
a. AB Code 7 -25, not familiar with time limits in International Fire Code, but may be effected
b. Alf Code 14 -24 & 24 -49, appeals from decisions of CD Board and time requirements for hearing
before commission, could be effected
c. AB Code 23 -12 & 23 -25, appeals regarding trees and vegetation, and appeal can stay all work on
property until appeal decided, could be effected
There may be other areas of Charter and Code which could be effected, and other city staff should be consulted,
especially Mile Griffin in building dept., Erika Hall in planning, Nelson in finance, nick and Donna in public works,
Donna and Nancy in city clerk, etc. Suggested changes would more likely result in many additional special called
meetings, which requires notice, coordination with commissioners and staff, etc.
Please contact me with any questions and advise if anything further is needed. Alan
ALAN C. JENSEN. ESQUIRE
935 North Third Street
P,0. Box 50457
Jacksonville Beach, FL 32244 -0457
('fi(}4) 246 -2500