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Agenda packet 1-28-13
CITY OF ATLANTIC BEACH CITY COMMISSION MEETING January 28, 2013 - 6:30 PM AGENDA Call to order Invocation and pledge to the flag 1. A. Approve the minutes of the Regular Commission Meeting of January 14, 2013. B. Approve the minutes of the Commission Workshop Meeting of January 14, 2013. C. Approve the minutes of the Commission Briefing of January 10, 2013. D. Approve the minutes of the Town Hall Meeting of January 5, 2013. 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 Public Works and Utility Departments Project Status Report for January 11, 2013 and the Building Department Monthly Report for December 2012. 5. Committee Reports None. 6. Action on Resolutions None. 7. Action on Ordinances A. ORDINANCE NO. 20-13-120 AN ORDINANCE AMENDING THE OPERATING BUDGET FOR THE CITY OF ATLANTIC BEACH, FLORIDA FOR FISCAL YEAR BEGINNING OCTOBER 1, 2012 AND ENDING SEPTEMBER 30, 2013, AND PROVIDING AN EFFECTIVE DATE. 8. Miscellaneous Business A. Evaluation of Options for Long -term Irrigation Water Supply for Selva Marina Country Club. (City Manager) B. Contract for Mixing Zone Assessment of Total Copper and Cyanide at the St. Johns River Outfall. (City Manager) C. Videotaping Commission Meetings. (City Manager) D. Early Openings for Dutton Island Preserve (City Manager) E. Informational Session on Fleet Landing Bond Refinancing. 9. City Manager A. City Manager's Report. 10. Reports and /or requests from City Commissioners and City Attorney A. Discussion on developing an ordinance to change one Commission meeting a month to a workshop. (Commissioner Beckenbach) B. Discussion on appeal process. (Commissioner Beckenbach) If any person decides to appeal any decision made by the City Commission with respect to any matter considered at any meeting, such person may need a record of the proceedings, and, for such purpose, may need to ensure that a verbatim record of the proceedings is made, which record shall include the testimony and evidence upon which the appeal is to be based. Any person wishing to speak to the City Commission on any matter at this meeting should submit a request to the City Clerk prior to the meeting. For your convenience, forms for this purpose are available at the entrance to the Commission Chambers. Every effort is made to indicate what action the City Commission is expected to take on each agenda item. However, the City Commission may act upon any agenda subject, regardless of how the matter is stated on the agenda. In accordance with the Americans with Disabilities Act and Section 286.26, Florida Statutes, persons with disabilities needing special accommodation to participate in this meeting should contact the City Clerk by 5:00 PM, Friday, January 25, 2012. 2 NVI 1091 ih 10 To the Atlantic Beach City Commission Meeting We will conduct meetings of the City Commission with a level of civility and respect that the democratic process deserves. This allows for better public input and supports making the best decisions for the citizens who we are here to serve. We ask that everyone in the meeting practice the following principles of Respect for each other. Refrain from putdowns, criticism and personal attacks Encourage others to state their views Support each other, even if you don't agree Practice active listening Express yourself assertively, not aggressively, not submissively Collaborate, do not compete or collude Trust each other, unless and until such trust is violated The New Managers Toolkit: 21 Things You Need to Know MINUTES REGULAR CITY COMMISSION MEETING January 14, 2013 CITY HALL, 800 SEMINOLE ROAD IN ATTENDANCE: Mayor Mike Borno Mayor Pro Tem 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. Mayor Borno gave the Invocation, followed by the Pledge of Allegiance to the Flag. 1. A. Approve the minutes of the Regular Commission Meeting of December 10, 2012. B. Approve the minutes of the Special Called (Shade) Commission Meeting of December 10, 2012. C. Approve the minutes of the Commission Briefing of December 6, 2012. Mayor Borno asked if there were any corrections to the above minutes and there being none, he stated the minutes will stand as submitted. 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. No one 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 Building Department Monthly Activity Report, the Utility Sales Report for November and December 2012, and the List of New Business Tax Receipts for December 2012. B. List of property to be declared surplus. Mayor Borno read the Consent Agenda. January 14, 2013 REGULAR COMMISSION MEETING Page 2 Motion: Approve Consent Agenda Items A and B as read. Moved by Daugherty, Seconded by Mark Votes: Aye: 5 — Beckenbach, Daugherty, Mark, Woods, Borno Nay: , 0 MOTION CARRIED 5. Committee Reports None. 6. Action on Resolutions A. RESOLUTION NO. 13 -01 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA URGING LOCAL RETAILERS SELLING TOBACCO PRODUCTS TO REFRAIN FROM MARKETING AND /OR SELLING FLAVORED TOBACCO PRODUCTS; TO ELIMINATE ANY SELF - SERVICE DISPLAY OR PLACEMENT OF ANY TOBACCO PRODUCT, CANDY - FLAVORED TOBACCO PRODUCT, OR SMOKING PIPE AND SMOKING DEVICE, BY MEANS OF ANY SELF - SERVICE DISPLAY OR PLACEMENT, OR BY ANY MEANS OTHER THAN VENDOR - ASSISTED SALES; AND PROVIDING AN EFFECTIVE DATE. Mayor Borno read Resolution No. 13 -01 by title. Motion: Approve Resolution No. 13 -01. Moved by Daugherty, Seconded by Beckenbach Mayor Borno summarized the Resolution, stating it was brought to the Commission by a group of young citizens at the December 10th meeting. Commissioner Beckenbach asked City Attorney Jensen if we can ban this type of smokeless tobacco as they have done in Providence, Rhode Island. Mr. Jensen stated he does not know if we have the authority and would have to look into this further if the Commission wants him to. He stated he doesn't know if the control of that is preempted by State Statute but he can check it out. Commissioner Beckenbach asked Mayor Borno if they could direct the City Attorney to research this. Mayor Borno stated yes but further stated Providence, Rhode Island was sued and believes it is still in litigation. Commissioner Beckenbach stated the judge said the city was in its rights to do so. Mayor Borno stated they do need to search ours and there is always the possibility, depending on where they are at. Votes: Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods Nay: 0 MOTION CARRIED 7. Action on Ordinances None. January 14 2013 REGULAR COMMISSION MEETING Page 3 8. Miscellaneous Business A. Marsh Master Plan Grant Writing Assistance. City Manager Hanson explained, as staff was directed by the Commission to give recommendations on how to get more grants, staff concluded the best way to move ahead most effectively, particularly with the Marsh Master Plan in mind, is to see if they can get some grant money to design and permit all the phases of the ped path which is the major project in the Marsh Master Plan. He stated they need around $100,000 to do this, which is not budgeted. He stated they believe there are some grants available for this type of design project. He stated, therefore, they got a proposal from the same company that prepared the Marsh Master Plan, HHI Design with Ginger Corliss as the lead, to research, prepare and submit as many as four grant applications to get the money for the design work. He stated the cost to the City for this would be about $20,000, or $5,000 /grant application, and each application would be approved by us prior to moving ahead. He stated we may not need four applications before we get it funded. He stated this would cost up to $20,000, which we do not have budgeted, so we would need a budget amendment if the Commission wants to go ahead with this. He stated, if so, the Commission will need to approve the proposal from HHI, authorize the City Manager to sign the documents and they will get the budget amendment prepared. Motion: Approve the Grant Support Services Proposal from HHI Design and authorize the City Manager to sign the application for the grant when completed. Moved by Beckenbach, Seconded by Daugherty Commissioner Daugherty asked what the success has been in the past with using outside grant consultants. Mr. Hanson explained we have not used a lot of outside consultants. He stated David Thompson was very effective. He stated we did get $1,000,000 in grant funding from the Water Management District for the Hopkins Creek Pond. He stated we have had mixed success but have been more successful when we target these and know what funds are available and the projects we are after. Discussion ensued. Commissioner Mark pointed out that this proposal also includes HHI searching for alternative funding sources and grants. She stated they are actually doing the research and choosing the ones that fit this project. Votes: Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods Nay: 0 MOTION CARRIED B. 9 -1 -1 Inter -Local Agreement FY 2013. Chief Mike Classey explained this is Amendment No. 3 to our contract with the City of Jacksonville. He stated this is just an annual update because disbursements for the year you are going into are based upon the disbursements of the year preceding with an inflationary amount added, up to 8 %. He stated this will provide for Atlantic Beach's revenues up to $86,200 for this fiscal year and they just need to authorize the Mayor and City Manager to sign the paperwork. January 14, 2013 REGULAR COMMISSION MEETING Page 4 Motion: Approve the Interlocal Agreement Amendment for the Distribution of 9 -1 -1 Funds for Call -Taker Salaries and authorize the Mayor and City Manager to sign the paperwork. Moved by Daugherty, Seconded by Mark Commissioner Woods stated there is a typo on page 2, item #2 of the Interlocal Agreement, related to the dollar amount. It states EIGHTY -SIX ONE THOUSAND, but should be EIGHTY -SIX THOUSAND. She also stated, in the way this is being dispersed, there is a 30% added for benefits and training and asked if any of that revenue is going to be dedicated to offsetting our pension liability or does it just go into the general fund. Mr. Hanson stated if they are charging to the grant our benefit cost, then the pension portion of that would come out of that grant and go to the pension fund; in this case, the general employee's pension fund, because in dispatch they aren't certified police officers. He stated they would not take all of that and put it in the pension fund; they would put the same percentage they allocate for any employee hours and put in the pension fund. He stated yes, some of it will go there. Votes: Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods Nay: 0 MOTION CARRIED C. Hazard Mitigation Grant. Chief Mike Classey explained as a result of TS Debby, there is some FEMA money that has come available under their hazard mitigation grant program. He stated this is part of the loss mitigation strategy that is ongoing at the EOC. He stated we had a project that was waiting on a natural disaster when the funding becomes available. The pending project, a sewer upgrade, Donner Phase II, was ranked extremely high on the county level, which means if FEMA buys off on it, it will probably be funded. He stated we now need to complete the application and turn it into FEMA and have the Commission authorize the Mayor to sign that paperwork. He explained this is a 75% grant so the City would need to come up with a 25% match of $38,750 next fiscal year. Mr. Hanson added that in recent years they have put several hundred thousand dollars a year in sewer system rehab work into the budget in connection with the sewer system master plan. He stated in next year's budget they could probably put the same amount of money in and take the 25% match for this grant and use the rest of the money toward whatever project they have. He stated they would have the same budget but would be getting more sewer rehab done, so he does not anticipate it would be an increase to the budget; it would be more work done. Motion: Approve the matching funds of $38,750 necessary to complete the proiect and authorize the Mayor to sign the related paperwork for the grant application. Moved by Daugherty, Seconded by Mark Mayor Borno thanked Chief Classey for his work on this project. Votes: Aye: 5 — Borno, Beckenbach, Daugherty, Mark, Woods Nay: 0 MOTION CARRIED January 14. 2013 _ REGULAR COMMISSION MEETING Page 5 9. City Manager A. City Manager's Report. City Manager Hanson reported on the request at the last meeting for staff to report on videotaping of meetings. He stated the motion requesting staff action was long and somewhat confusing. He stated staff's best understanding of what it was the Commission wanted was that staff was to report back on three subjects raised. He stated the first was videotaping of Commission meetings and having them available on the web for citizen access. Secondly, was the concern about the search capability for items on our website and what to put on the website. He stated the third item was the electronic agenda preparation software. He stated as staff sees it they were asked to look at those three items and report back, but it is not ready yet. He stated if that is not what they want, please let staff know. Commissioner Woods asked if they are going to research the different companies, the cost, or what they are going to research. Mr. Hanson stated there is some of that in each of these. He stated in some cases it is pretty obvious what the quickest and best way is, if they want to do this. He stated it is not meant to be an exhaustive study of all the market but to state the best way to do it, the capital and long -term cost and other pros and cons. Mr. Hanson further stated he plans to transfer some budgeted funds to get some help to prepare grant application to submit a grant to the FDOT for funding under their Safe Routes to Schools program. He stated the funds will specifically be used to improve the ped paths along Seminole Rd. and Sherry Dr. He stated the funding is 100% but may not be available until 2018. He stated the cost to Atlantic Beach would be about $5,225 for a grant application, which is due at the end of February. He further stated Commissioner Daugherty asked staff to look into some software to have citizen surveys on our website. He stated we can do that now with the current software we have. He stated if the Commission is interested in using that they will need to tell staff what they want to use it for, how many questions, multiple choice, essay, etc., then staff can work on the best solution. He stated if they want to move ahead with that in the future, there is no cost except for staff time. He answered questions from the Commission. Discussion ensued. Commissioner Woods stated she was approached by a graduate student in the Political Science Department at JU who said he, along with his professor, might be able to help us come up with a survey as part of his graduate program. She stated she will forward the information. Commissioner Mark stated Beaches Habitat also had an AmeriCorps volunteer who did surveys for them. She stated she has those surveys electronically and they may want to look at those questions to use as a template. Commissioner Daugherty suggested they form an ad hoc committee and volunteered to meet with those two people and work with them. Commissioner Mark stated that volunteer is not with them anymore but she can give him that data. Mr. Hanson stated he believes the professor and student from the university would want to know what information they are trying to get and not what questions they want to ask, because the design of the questions is all about what they do to keep it neutral. He stated he would suspect that all of the Commissioners would want to be involved in this and he believes it would be best to get the student and his professor to make a brief presentation to see what they need to prepare a survey. He stated the Commission should think about what type of long -term information they want to get that relates to the strategic plan and visioning. Commissioner Daugherty suggested that he meet with them before the next Thursday meeting and have a presentation. Mayor Borno stated they should see what he comes up with. Mr. Hanson reported bonds have been issued in the name of Atlantic Beach for Fleet Landing going back to Fleet Landing's original bonds. He stated the IRS Code allows issuance of tax exempt bonds on industrial development and healthcare facilities through the local government as the issuing agency, even though the only obligation of the issuing agency for pay back of the money is from the revenues of the health facility or the industrial development authority and not from the city itself. He stated the benefit to Atlantic Beach is getting better and more healthcare facilities at Fleet Landing, which is our biggest employer here. He stated January 14, 2013 REGULAR COMMISSION MEETING Pate 6 Fleet Landing wants to refund around $50,000 in older bonds and reissue to get a lower interest rate and also raise a small amount of new money to relocate the maintenance facility to free up some land they want to use for something else. He stated they intend to ask the Commission to approve this bond issue in February. He explained the City will need to get our own bond counsel to look at this issue on our behalf to advise the Commission whether the proposed issuance is fully legal and if there is any obligation of Atlantic Beach in repayment of this and whether there is any risk on the part of the City. He stated the representatives from Fleet Landing will give an informational presentation to the Commission at the next meeting and then ask the Commission to adopt a resolution to support their issuance at the first meeting in February. He stated to do that they will have to get a bond counsel moving and he and the City Attorney have had several discussions on that and are pretty close to getting someone to work for us, which will be paid by Fleet Landing's bond issuance and not by the City. Commissioner Mark stated Mr. Hanson said $50,000, which is incorrect. He stated it should be $50,000,000. Mr. Hanson stated he also understands they will be coming back late this calendar year for another issue for new money to build the facilities on the site where they are moving their maintenance facility from. He stated both the current site of the maintenance facility and where they are moving it to are both in our City limits. Commissioner Beckenbach asked how is it that we are not responsible in any way. City Attorney Alan Jensen stated it is conduit financing, where they use the City as a conduit to obtain tax free bonds. He stated it is a matter of convenience that we are allowed by Federal law to assist this facility. He stated we just want to make sure, as has been in the past, that the City has no obligation at all and no responsibility and we are just doing this as a courtesy to Fleet Landing. Mr. Hanson stated Fleet Landing is a 501(c)3 and their pledge for repayment of the cost is the future revenues of Fleet Landing and their collateral would be Fleet Landing. 10. Reports and /or requests from City Commissioners and City Attorney Commissioner Daugherty • Wants to organize a Volunteer Day for staff for Habitat for Humanity. Stated he would work with Human Resources on this. • Has a meeting with Bill Bishop, President of Jacksonville City Council, on 1/22 at Dutton Island, the goal of which is to get bigger participation with Jacksonville. Mr. Hanson stated if more than one Commissioner goes to this they need to let Donna Bartle know so it can be, posted. Commissioner Woods and Mayor Borno stated this should be noticed. Ms. Bartle stated someone will also have to take minutes. Commissioner Daugherty stated this is to expose Councilman Bishop to the project and sell him on participation. • Got his real estate license recently and will look on MLS for properties on Mayport Road. • Asked the City Manager if we have had any further updates on Selva. Mr. Hanson stated they have settled on one developer and are working out the details. He stated they want to sit with the City on the irrigation issue. He stated he received a final report from John Collins on that and would like to have that presented to the Commission at the next regular meeting so they are aware of the options. Commissioner Beckenbach • He will be putting on the next agenda the proposal to hold workshops on the 2nd Monday of each month at the scheduled 6:30 time slot, and for the 4th Monday 6:30 time slot to be the standard Commission meeting. Discussion ensued regarding the issues involved in this that will need to be discussed at the next meeting. • Related to the Wolfson appeal process, he stated he will speak to Alan Jensen and wanted to tell the citizens that is what he is doing and they will discuss that at the next workshop to decide which way they are going to be going. Commissioner Woods January 14, 2013 REGULAR COMMISSION MEETING Page 7 Stated she went to the Selva Marina yard sale and there was a representative from Save the Ferry selling Shuffle and Dine Cards for the ferry that give discounts to restaurants. She stated she highly recommends them. Asked if they gave approval to do whatever with the surplus truck. Mr. Hanson stated they declared it surplus and they can dispose of it, but the choice of the best way to dispose of it is open to staff. He stated normally they would put a large vehicle online for an auction but for some vehicles they can get more on trade -in so they will decide what is going to get them the most money. Wants to tentatively schedule a workshop on February 25 at 4:30 on the police building, if they are ready. Commissioner Mark At the workshop, they discussed Commissioners bringing up items for staff to do during Item 10 at commission meetings and since Commissioner Daugherty wasn't at the workshop she wanted to bring it up for his benefit. She stated to make sure there is a consensus from the Commission that they do want those requests to go forward it was discussed that that item can be brought up under Item 10 but it should be added to the next agenda under Item 8, Miscellaneous, so they can discuss and take action on it. Reminded all the JCCI is having their monthly 2025 visioning workshops beginning this Saturday at the Prime Osborn from 9 —11 and suggested they attend one or two. Asked about the hazardous disposal day by Advanced Disposal and if it is just once a year. Mr. Hanson stated Jacksonville normally conducts one at the beaches once a year and Advanced Disposal also did one on their own. She stated she would like to schedule these quarterly. Commissioner Beckenbach stated Home Depot will allow for collecting mercury bulbs and believes they will also take batteries. He stated if you do miss the hazardous waste disposal day you can take them to Jacksonville's hazardous waste site. Mr. Hanson stated Jacksonville also has collections throughout the year throughout Jacksonville. Mayor Borno • Appeared at Beaches Watch and Beaches Chamber of Commerce and gave a State of the City. He stated all three beach cities mayors gave presentations and it was a good learning process for everyone there. Adjournment There being no further business to come before the Commission, the Mayor declared the meeting adjourned at 7:37 p.m. ATTEST: Donna L. Bartle, CMC City Clerk Mike Borno Mayor/Presiding Officer MINUTES OF THE WORKSHOP OF ATLANTIC BEACH CITY COMMISSION HELD IN THE COMMISSION CHAMBER ON JANUARY 14, 2013 AT 4:30 PM City Commission Members present: Mike Borno, Mayor Maria Mark, Mayor Pro Tem Mark Beckenbach, Commissioner Jonathan Daugherty, Commissioner Carolyn Woods, Commissioner Staff present: Jim Hanson, City Manager Michael Classey, Chief of Police Donna Bartle, City Clerk Nancy Bailey, Recording Secretary The meeting, which was held for the purpose of discussing the police building project, including coming to a consensus on the problem to be solved, the major issues and options to solve the problem as well as to discuss the next steps to take, was called to order at 4:35 p.m. by Mayor Borno. Mayor Borno gave the history to date on the issues of the police building. Commissioner Daugherty stated he believes they are all in agreement that the building should not be put on the other side of the creek and that the budget initially proposed is too high. He stated they need to decide whether they want holding cells and what level of services they want for the police department. The Commissioners were all in agreement that there is a problem. Commissioner Mark asked if this Commission is committed to find a solution stating, if not, they should not spend any more time or resources on this issue and should let the next Commission address it. Mayor Borno stated their decision is to decide whether to move forward, not to design the whole concept. Commissioner Mark agreed stating they should leave the design up to the experts under the parameters that the Commission feels comfortable and can agree upon within which to work. Commissioner Woods stated they need to come up with a process that needs to be followed that is reasonable and rational and if they don't get to the end product before this Commission changes over, the process is then placed with the next Commission for follow through. She referred to the International Association of Chiefs of Police's Police Facility Planning Guidelines which she believes they should start with. City Manager Jim Hanson stated the next point is to get the major issues listed and they can then start talking about the process. Discussion ensued. Commissioner Beckenbach stated he agrees there should be more space but what he has heard is that the public does not agree with that 14,000 s.f. building that was to go on the west side of the creek. He stated the police have told them what their needs, desires and wants are and now there is a video out that the citizens can watch. He stated they can all agree that there is a certain need Minutes—City Commission Workshop January 14,2012 Page 2 and asked if it is possible that they can narrow it down to moving it over to Mayport Road or renovating this building. Commissioner Woods stated she would like a consensus that they are going to follow this procedure or some other procedure and suggested having a committee of stakeholders with a charge that does not restrain them in their process. Commissioner Daugherty stated we are an elected committee and we have been charged with a job and we should do our job. He stated he believes passing this off to committee again would be a mistake. He stated the citizen input has been done. He stated they should come to an agreement as to what the problem is, decide what levels of service they want and then work together to find a solution. He suggested a three-step phase expansion of the building, which he believes could be done at a reasonably low cost. Mr. Hanson addressed the renovation issues, stating based on the most recent flood determinations the floor elevation is over a foot too low for an emergency facility in Atlantic Beach. He stated they can do some minor additions and interior renovations. He stated the point Building Official Mike Griffin made was that when you start to do a lot of additions and renovations to the building, you trip some Federal regulations and floodplain regulations that say they have to raise the floor elevation. He stated some people have suggested we do a little renovation now and a little later so we can basically get around those regulations. He stated that is the wrong thing to do. He stated we are in charge of trying to make people live up to flood regulations; what kind of example would we be setting if we tried to play a game so we don't have to meet those regulations. He agreed with Commissioner Daugherty that it makes sense to determine what service levels they think we should have and then determine whether they can have those service levels provided in this building. He stated before they start investing money they should determine whether this building is going to serve our purposes or not. He stated they may want to bring in an outside independent architect to assess how far they can go realistically in terms of remodeling while the police department is in this building. He stated if they have to be moved out while it is being remodeled, that is incurring a tremendous cost that might be better invested somewhere else. He stated they don't need to micromanage or design the building themselves but they should look at the service levels and decide if they want a lower service level for our police department. Commissioner Woods asked if they have the option of inviting an array of different architectural firms to come in and assess the situation and give us their ideas so they have more than one option to pick from. Mr. Hanson stated he did not believe they would get a tremendous amount of work out of architects who are not being paid to do it; they would get some proposals. Commissioner Mark stated before they ask anyone to come in, they should decide on the location, i.e. whether Mayport Road is a feasible option. Discussion ensued on the feasibility of a Mayport Road location versus renovating the existing building. Mayor Borno asked whether they want to consider Mayport Road or renovating the existing building as priority one. It was the consensus of the Commission to consider Mayport Road. Mr. Hanson stated they could bring in an outside totally independent architect, but one that has been involved in major renovations of existing commercial, industrial properties, who could tell Minutes—City Commission Workshop January 14, 2012 Page 3 us about the pros and cons of renovating and expanding this building, given the State and Federal regulations and the size we are trying to get it to. He stated they could even tell that architect they are not going to design the ultimate building so they would have no incentive to lean it in one direction or another. He stated if they want to do that, it could be a viable wake-up call to say here's what we are really looking at long-term. Commissioner Woods stated they had the architect who designed this building volunteer to do exactly that. They called Melody Bishop to the podium. Melody Bishop, who worked with the company who did the original design, stated what she said was it made sense to do a quick workshop to look at the plans and study them, if they had the plans. She stated, related to the earlier comment that was made, they couldn't put it out and just ask someone to give them a bunch of designs for that; it would be difficult unless they were going to do it as a competition and everybody got a stipend and then they would get some neat designs. She stated they could also couple the design build concept with the contractor because they would be absorbing the cost. She stated she believes a workshop would be best so they could look at the plans and the various options that would help them decide if they are going to expand and bring it up to FEMA Codes, etc. Mayor Borno asked if the original designs could be requested from the firm she worked for. She volunteered to call Gee and Jensen in Palm Beach to see if they have the plans. Mayor Borno stated he would get with her during the break and give her the City Manager's number so they can coordinate this. Mayor Borno stated they all agreed to look at Mayport Road and asked if they want to make that the first priority or do they want to evaluate the current building and make a decision about it and consider the second thing Mayport Road. It was the consensus of the Commission to determine the viability of renovating the existing building to meet code, as a first priority. They agreed to get the original plans and have a workshop to discuss. Melody Bishop explained that if what they want to do is to determine whether they can expand the building, they will need to discuss the ramifications and what would they do, what would it cost, how will people be phased, etc. She stated she will need the original structural drawings for the workshop. Mr. Hanson stated they need to get the plans and then tell Ms. Bishop what the needs are, have her look them over and then sit down and talk about whether they can do this and what kind of money they are talking about. Ms. Bishop stated she would be happy to do this to a certain point, as far as she can logically. Mayor Borno opened the Courtesy of the Floor to Visitors. Art Corsano, 2314 Ocean Walk Drive W., member of the police building committee, stated there are basically two options. He stated the committee recommended having another appraisal of the building done because that kicks in the Codes of how much renovation versus elevating the building. He stated he believes elevating the building is an impossible start and is economically unfeasible. He stated rather than building up they could expand in the area between the current building and the chamber building, up to 4,900 s.f. He stated building up on that building can also become cost prohibitive. He further discussed the option of Mayport Road. Minutes—City Commission Workshop January 14, 2012 Page 4 Lou Keith, 1845 Tierra Verde Drive, suggested having two locations, one for administration and one for patrol and ACOs. Mark Tomaski, 448 Snapping Turtle Court West, stated he believes doing this in a stepwise fashion is wonderful, you eliminate one piece next door and then move forward to Mayport Road. He also stated he likes the workshops. No one else from the audience spoke so Mayor Borno closed the Courtesy of the Floor to visitors. There being no further discussion by the City Commission, Mayor Borno declared the meeting adjourned at 6:00 p.m. Mike Borno Mayor Donna L. Bartle, CMC City Clerk Minutes of Commission Agenda Briefing January 10, 2013 Present: Mayor Mike Borno, Mayor Pro Tem Maria Mark, Commissioners Carolyn Woods and Mark Beckenbach, City Manager Jim Hanson and Public Works Director Rick Carper Mayor Borno called the meeting to order at 3:05 pm. Subjects discussed included several items on the Agenda for the upcoming Commission meeting on January 14, 2013, as follows: 1. Commission Meeting: Januar 1� 4, 2013 • Reminder of Police Building Workshop scheduled to begin at 4:30 pm. A brief agenda for this meeting was distributed. • Item 4B - Surplus Property; Sludge Truck • Item 6A - Resolution for Sale of Candy Flavored Tobacco Products. A follow -up question was asked about the legal age required for purchase of both candy flavored nicotine products as well as other tobacco related products. The Commission requested that the group requesting the passage of the resolution is to be invited to the meeting Monday night. City Commissioners asked if the City Attorney could be ready to discuss the possibility of Atlantic Beach prohibiting the sale of candy flavored nicotine or tobacco products. One of the Commissioners read an article on the web about a similar ban in the City of Providence, RI and that and the City recently won a court challenge to that city's ordinance. • Item 8A - Grant Writing Assistance for Marsh Master Plan Ped Path Design • Item 8B - 911 Interlocal Agreement for Distribution of User Fees for the Dispatch Operation • Item 8C - Hazard Mitigation Grant for the Donner Sewer Rehabilitation Project • Item 9 - City Manager Report. Several items will be brought up by the City Manager at the meeting on 1/14/13 to include a review of the motion requesting staff to study the possibility of videotaping the City Commission meetings and posting those online. A second subject was brought up about an upcoming application deadline of the Florida Department of Transportation for grants funded through their "Safe Routes to Schools" Program. A third subject to be reported will be about the City's ability to utilize the website to conduct online citizen surveys. Last, the City Manager provided an overview of a proposed refinancing of bonds related to Fleet Landing that have been issued in the name of the City of Atlantic Beach. Fleet Landing representatives will be asking for commission approval at a future meeting. • Mayor Borno brought up the need to send a representative to a hearing that will be held on January 17th by the State Senate Governmental Oversight and Accountability Committee to consider a bill on pension reform. The Mayor noted that he would not be able to attend the meeting and wanted the City Commission to discuss sending the City Manager and possibly other Commission members in his place. 2. Staff resorts requested. The City Manager distributed a list of staff reports requested by the City Commission during calendar year 2012. (which is attached and made part of this Official Record as Attachment A) 3. Staff Report Format. The City Manager reported that the staff would soon be changing the format of the staff reports to add a heading to reflect the relationship of that item to the Commission's current strategic plan, if any. 4. Tipping Fee Issue. The City Manager made a brief report about the status of the tipping fee issue with the City of Jacksonville. 5. Future Workshops. A discussion was held about the possibility of scheduling future agenda briefing workshops. The Commission concluded that they wanted a workshop scheduled for Thursday, January 24 at 3 p.m. There was also a discussion about the possibility of amending the Commission's regular meeting schedule to use the second Monday evening of each month for a workshop rather than a regular meeting and have one regular meeting on the fourth Monday of each month. This is expected to be a topic of conversation at the next meeting. 6. Appeal on the Wolfson Rezoning Case. Commissioner Beckenbach brought up a concern about the City Commission not being consulted by the City Attorney before deciding to file an appeal of the Wolfson rezoning case. He felt that the City Commission should make the decisions on which cases to appeal and indicated that he would bring it up at the meeting on Monday night. 7. Visioning and strategic planning. Commissioner Woods said that she wanted to get back to the subject of a visioning study. A brief discussion was held about the possibility of doing online surveys as part of this study. She went on to say that she wanted to consider different options on how to do the strategic planning in upcoming months. The City Manager requested that she get with him to outline her thoughts and concerns. The Mayor adjourned the meeting at 5:14 pm. Mike Borno, Mayor ATTACHMENT A Studies & Reports Requested from Staff by Mayor and Commission in 2012 December 13, 2012 m Video taping of commission meetings, proposed agenda management software and improved/ expanded document access on city website; December 10 meeting ® Breakdown of total calls received by PD as reported in 3`d quarter report; November 26th meeting ® Water park; possible addition to Rose Park expansion; November 26th meeting ® Possible ped path extensions (other than Marsh Master Plan); November 26tH meeting ® Animal Shelter; possible addition of "runs" for dogs; November 26tH meeting • System to notify Mayor on dais of commissioners' having the floor and who is requesting to speak next; November 13th meeting • "Respect" statement and expansion of Mayor's instructions to speakers at meetings; November 13th workshop • Report on Use By Exceptions/ increasing conditions to improve looks of business areas/ going to 1 approval vs. 2; November 13th meeting • Policy recommendations for ordinance language on use of electronic devices in commission meetings; October 22nd meeting • Golf Course Feasibility Study; October 8th meeting • Report on contracting for ongoing services; cost to obtain bids, how to handle; October 8th meeting • Cost estimates for additional notifications proposed for publication for UBEs, waivers, other zoning changes; September 24th meeting • Study speeding on Aquatic Dr.; July 23`d meeting • Visioning Plan; develop scope, process to hire consultant, etc.; July 9th meeting • Pension funds rate of return; June 25th meeting • Early opening for Dutton Isle gate; cost, other issues; June 25th meeting • Allegation of misleading Police Building Committee; June 11th meeting • Police Building; various questions to staff; June 11th meeting • Traffic safety complaints East Coast at 3`d St.; May 29th meeting • Voting District alternatives; (one of several requests for possible reconfiguration of proposed options) May 14th meeting • Rose Park proposed expansion; April 23`d meeting • Crosswalks on FDOT roads; cost, funding; April 23`d meeting • Tennis court resurfacing; complaint about poor workmanship; April 9th meeting • History of FAR regulations; March 26th meeting • Bus stops on Mayport Rd. cost to maintain, other issues dealing w/ possible installation of new shelters by JEA; February 27th meeting • Robert St ditch; how to make improvements; February 27th meeting • Animal control staffing (should we reduce ?); January 9th meeting Atlantic Beach Town Hall Meeting January 5, 2013 Minutes City Commission Members present: Mike Borno, Mayor Maria Mark, Mayor Pro Tern Mark Beckenbach, Commissioner Jonathan Daugherty, Commissioner Carolyn Woods, Commissioner Approximately 56 Citizens attended The meeting was called to order at 10 :00 am by Mayor Borno. He welcomed the citizens and explained this was a visioning meeting and the format and welcomed their suggestions. Then turned the meeting over to Commissioner Maria Mark for a review of the past Town Hall Meeting issues and comments. Commissioner Mark welcomed everyone and gave a recap of the main categories discussed in the 2012 visioning Town Hall Meetings: Charter Review: Qualifying candidates, expanding commission, open government, interlocal agreement Safety: crosswalks, police station, substation, neighborhood watch programs water quality and animal control Pension concerns: Health benefits, leave time Environmental Aesthetics: Aquatic Gardens, power lines underground Community visioning: city mission statements, blighted areas, Mayport corridor enhancement, business corridor, Selva Marina, sense of community Communications: PR between city and citizens, community kiosks Atlantic Beach West: more funding for community improvements, Roberts ditch, Rose Park, bus routes west First St. landscaping, senior and underserved services Mayport Ferry: hot topic at the time hopefully found solutions for this Mayport Village: anniversary and Mayport Waterfront Partnership funding Community Block Grant funding: Francis Ave, flooding Senior Center, community events, Speed bumps. Canoe access. All this information was taken into account when we did our strategic planning and the purpose of today's meeting is to gather information on citizen concerns for our strategic planning workshops this spring. From the Town Hall Meetings we got these strategic goals, in no particular order: Union Negotiations Budget Pedestrian Community Visioning Page 1 of 11 IT Software Tipping Fee Police Building Marsh Master Plan. This visioning Process really helps set the goals for the city. Commissioner Mark introduced Karen Kempf, a retired Parks and Recreation employee, who will be writing down all the comments for everyone to see. Please sign in. This will be an informal conversational process, not about any specific topic and not just about the Police Station. It is about any and all of your visions for the City to become and what the Commission should focus on. The Mayor stated if anyone had time constraints they could speak first. Citizens Comments: Jessie Dattilo: Unfunded Liabilities what is the level now compared to a year ago. Has the unfunded liability gone up or down. Daugherty: Changes to plan now will take 10 to 15 years to really have an effect. Mayor: We are basically level. Mark we have not received our current levels for the year yet. Woods: The city is not in charge of Union investment funds. City has changed how we invest our cash funds and we are making much better interest on our investments that we control. We have a proposal on the table with the Unions at an impasse now. If our plan passes it will cost more in the beginning and will make significant improvements in the next 10 years. Mayor working with FL legislature to get relief from unfunded liabilities imposed on cities. Michael Flannigan: Concern is the Police Building and that the total cost of ownership is considered. Has life cycle analysis been done? Initial acquisition cost and then the EOC cost and is concerned with the communications and IT equipment that would go in the EOC; they are expensive and the cost of maintaining is exponential. Plus the cost of staff and pensions that go along with this. Is retired and it was his duty then, with the Coast Guard, and now with the Air Force to analyze need and recommend communications and IT. Lifetime costs are many times the initial cost. Citizens will have to fund the ongoing operations and upkeep, the feed and care of anything we build. The State and Federal Governments have more than enough equipment at our disposal we should use theirs at no cost to us and not purchase our own. Page 2 of 11 Cindy Anderson: Thanked the Commission for their service. Here because of the police building. She discussed actions taken and not taken with the police building. Current building overcrowded. Why? Because of IT equipment, evidence, a lot more police officers. Since 1987 went 18 to 29 officers. Our population in 1990 - 11,636; 2010 - 12,655 - down 1,000 from 10 years ago; 10% population growth, police force 50% growth. Why the disparity. We have had a period of good financial times is this why we hired so many? Do we really need them; our population is aging so less crime. Why so many officers? Need to ask why can't we store offsite in low cost location? Even secured storage would be cheaper than where it it. Don't just accept the need for new. Look at it hard, does it all need to be in one building. The numbers for proposals is too high too much money. Also affects the pension fund. Reduce total liability by reducing staff. Start at square one when looking at this. Daugherty: I love being in a city where citizens are asking for fewer officers. Outside forces create the need for more officers. Dutton Rd., Jacksonville Beach bars letting out at night. Atlantic Beach residents want to be safe; it is a government duty to keep them safe. We hired two COPS through Federal program in order to clean up the Mayport area. Do we want to keep them? Average citizen is happy to live with minimal crime in AB. We have cut back in the past budget, cut unfilled police positions. Anderson: Seems reasonable to have offices on our major roads due to drunk drivers. Did we hire 50 % more officers because we had 50% more crime. Borno: We like any other community have a drug problem, in all parts of town. These criminals move in and we need to be on top of it. What type and level of police services do we want for the city. Think about that and it will govern what we build. Anderson: If we need the force we have, then support them with an appropriate building. If problems are from Mayport Rd., why not put the facility there. Beckenbach: 4:30, Monday, January 14 we are having a Police Building workshop. Please come to this with your questions. Mark: This may be why the confusion about this meeting being about the Police Building. It is for the Commission to have discussion. Woods: Due to Sunshine laws need to have our discussions in public. As a Commission we have committed to once a month workshops and this is the first. I appreciate the question about what do we really want for services from our police force. We need to start there before we start the design. Bill Mayhew: Commission needs to continue to look for efficiency of scale especially with the police function. Should investigate consolidating force with Beach communities Page 3 of 11 or Jacksonville. Might save millions of dollars. Assuming it won't happen there is a good lot on Mayport Rd. for about $350,000; buy it and move on. Pensions - our unfunded liability has gone up to over $9 million and that is assuming an 8% return on investments, which just is not happening. Special magistrate hearing on Tuesday about the Pension negotiations impasse with the blue collar union. Commission has a great start by closing to new members but does not go near far enough. It is the existing plan and all of its benefits. It does not go far enough; the existing plan should be closed. City contributes 26% of salary to pension costs employees only pay about 6% this is not a fair balance. Not fair to taxpayers. If employees can't afford it and taxpayers can't afford it then you should get rid of it. National average is 35% cost of salary being paid for pension cost. Should be a reasonable goal. When you make a mistake common sense says try to correct it, if you can't afford past promises then you must adjust for the financial reality. Mitch Reeves: Main topic is Charter changes. I brought it up at last Town Hall meeting. First back to Police department as to why we have so many commanders, in FL for every 1,000 (meant to say 10,000 people) people it is 2.6 commanders. In AB we have three commanders, they are really only LT.s but the title gives them clout with other departments. Also we have a swelling population on a daily basis. I want to have Charter review of elected officials. Now, there are 5 seats one being Mayor with two seats and the Mayor up for election every 2 years. The latest . change to the Charter was to have elected officials with residency requirement. Sounds good but is a smoking mirror, because they live there but are not elected by that district. Should go to 7 seats each district elected by their district only, then have two at large commissioners elected by everyone; also the Mayor. Every two years you have 2 district members, the mayor and one at large seat running for office. So there would be 4 people running. This protects the taxpayers of Atlantic Beach because it scares me that three of you can control the city. It is harder to get four to agree. Should definitely have district seats voted by only people in that district. Woods: First we were not the Commission that voted in districting, the commission that was voted in at the time was against the districting and tried to repeal it. The current commission has worked very hard to bring in citizens comments and input to the process. Daugherty: It was done by referendum; Charter changes are up to a citizen vote. Respectfully, I disagree because 90% of what we do is for the entire city. Currently I am working on improving ped paths which is for the whole city. I pay attention to the whole city when I am out and I bring all issues I see to the City Manager. We are redoing Rose Park and so I do work on things particular to my neighborhood as well as the whole city. Reeves: Citizens should have the right to have real district representation like other cities do. By having more seats it would open the door to more people who are also qualified to run. Right now you have to wait 8 years to be able to run. Page 4 of 11 Linda Spenser Almeida: I have lived here for 10 years and in the beginning I could go in town and get a seat anywhere and knew people there every time. Now it's hard to get a seat and I see strangers. Do we have the right number of officers? I don't know but it is true there are a lot more people in our city. I like having the police be so prompt and reliable. Would like to see them walking more. Wants police force to have proper facilities but would like to see current facilities improved, if it can be, or maybe a substation. But please use due diligence, have to have the public involved. The more eyes and minds the better, there is a lot to be considered and well thought out. Wants better facilities and wants there to be a lot of constructive input. Louis Keith: Commission's hands are tied on the police pension by state law. I'm a retired federal law officer. Gave example of how the pension is calculated; showed that in Florida, law enforcement gets 95% of salary at retirement, plus C.O.L.A., plus social security. State officer makes almost 2 times the rate of a federal officer. Need to talk to the legislature to fix this basic problem. Who gets 90% - 100% of their salary when they retire? This needs to be fixed this is what is killing us with unfunded pension costs. The state dictates what we can and can't negotiate. Need to use common sense. Have 6,200 hundred households. They can't afford $9 million dollars (and growing) in unfunded liabilities. We need to get innovative; we have redundancy at the beach, officers, dispatch etc. Look at what services we can share. Borno: I'm not against pensions; people have a right to them. Pensions need to be dealt with in a fair and equitable manner. The legislature needs to give us relief from unfunded mandates. The Florida League of Cities wants the State to get the legislators' attention on this subject. The pension is like a 30 year mortgage that must be paid; every time you make a change you pay for the next 30 years and so we are paying for adjustments made when times were good. We are chipping away at them this year more than others. We are trying to get relief but have to work within the system. Penny Kamish: Have had 3 home invasions in 15 years. The police have always been there. The most recent being "Bob ", who was apprehended at Seaplace where he went into another home. Long time officers are important. Because of our quirky roads, it is nice for them to be familiar with our community. Do we have the right amount? I think so because they are always there when I need them. Obviously, this affects our pension liability, the number of officers etc. In good faith, I don't think you can take away what you have given but can make changes going forward. With the federal money it is given for a period of time and then when the funding stops, do you stop the program or keep it up. Chief Classey took some heat for comparables (during the Police Building Committee study) but I think it was simply a case of not understanding the difference between the functions of those departments and our own. When we look at the EOC, when we need them it is during a storm, so it is not a good idea to stay at the beach. There are so many ways to be connected. We now have WEB Page 5 of 11 EOC. Yes have a conference room but don't put the equipment in there. The overhead and maintenance will eat you alive. The state radio system is available and then you won't have a conflict and will be able to communicate to all involved. We have so many facilities that would be at our disposal there is no need to build a designated facility with all of the overhead costs. Also agree with Almeida that the more eyes the better!!! Multiple eyes and multiple disciplines are best. Our facilities do need to be improved, I'm glad the City has been saving for this but don't want to overspend. Separate facilities for storage may not be as convenient but could be the right decision. Expansion, may be needed but it does not need to go out it could go up. There is limited space in Russell Park we don't have adequate parking. Also with the presence, Mayport Rd. seems to have the most problems. Beautification efforts should include community sweat equity. It doesn't matter if it is east or west it is the buy in for community support. Daugherty: Thank you for your comments. I question why people keep saying we need somewhere to be after a disaster. In my experience from disaster relief there are police departments from everywhere. FEMA comes in and takes over. It would be a while before we would be able to come in and take over. We have a mobile command center here in AB. This is kind of a red herring with the police building. We do not really need a command center. Woods: If something happens and the City is not completely leveled we need somewhere to be. But information is moving to the cloud and if we can get our IT upgraded we will have all this information and capability to run the city in the cloud and won't need the physical facilities immediately. Steve Kallao: Seems like we are driving off the police - building cliff. I sent some information about the existing building and FEMA regulations. Please let me know if you have any questions about it. For the meeting on January 14th we should start with taking items off the table that just won't work and maybe back into a solution. I like Carolyn's suggestion to examine police procedure. It seems it is all boiling down to square footage and we should assume a $300 per square foot to start but you never know what you are going to run into during construction. Nancy Whittington: Thank you for the opportunity to speak. Thank you for not raising our property taxes. 2013 will be tough enough thanks to the feds. Main concern is how City finances are managed. We have a small tax base so your decisions make a big difference. We just want to make sure we are getting a good value for our dollar, whether it is the police building or beach cleaning. It seems that since we are still talking about the police building, the current process is not working for you. It is not at the top of the strategic plan, it is not in the budget and there has been a big public outcry to not build it. Let the processes work and maybe the police building should be considered later. There are a lot of smart people in the community. Engage with the citizens and get more input. Questions should be asking; Why do we have the most expensive government at the Page 6of11 beaches? $2,879 per person, does that make sense? Police $944 per citizen I know this is a hard way to look at it but communities everywhere are working in collaboratives we should consider this. Share resources and come up with better ideas. Find the middle grounds. St Augustine beach was able to cut their police budget in half. Does this Commission have the courage to take a closer look at the employees who answer directly to the Commission and have a clear plan for them, public reviews. Have heard good ideas about looking at the police building. Corporations have made changes with furniture and other things to improve the use of space, we should too. Again the true needs are the first step. Looking at all of the information, which took hours to get, there needs to be a better way to have information available. Please take a hard look at city finances and management of those finances. Come up with good solutions. John November: This is great. Some people think public input is bad but it is awesome. The more eyes on the project the better. We are stagnant as a city right now but things going well are improvements at Rose Park. It is the entry to the core of this part of our city. The citizens really want a water feature. Do it over time if you need but have the vision to make it happen. Improvements on the marsh have been awesome. The pier, kayak landing etc. need more improvements there, need public input. Marsh Master Plan calls for connecting Tide Views and Dutton Island we have a beautiful resource here and it is time to invest in it and have the vision to make this resource a source of pride for the City. Focus on planning first, if we can't get grants we need to commit to spending the money. Sunset Pier has made the area safer and so will more improvements. We need to acquire more property along the preserve as we can. This is first priority because if we don't acquire them for conservation they will be gone. The future Benet's landing beautiful piece of marsh land, make it a top initiative. We need to come together as a community. Marsh Fest will be every other year. I appreciate the staff, they have been amazingly supportive. Police station vision, I was born here, I love old AB the architecture, the police building looks good, if possible, incremental expansion would be good. There is room to expand up and out in the current location. I have been working with an architect on a plan. The coolest thing about it will be a porch on top that overlooks the park. Sally Clemens: I hate to follow John November. Wants to change the Charter to require more proof of citizenship from candidates for office. Also times we can take our garbage out is 6:00 in Charter (actually in the ordinance); it needs to be earlier. Pat Craft: Also born in AB was here during the war. About the Police Station if we need a Sally port and three holding cells we do not put something like that near our park where our children play. If we have that dangerous of criminal in this facility in this community, we do not put them by our children! We protect our children! Louis Keith: Just FYI - 97% arrested in Duval County are taken directly to Duval County jail. In St. John's county 100% taken directly to county jail. Page 7 of 11 Mark Tomaski: Thank you for holding these Town Hall meetings. I have never seen this level of participation. It is good. I do like the idea of looking at what we want in policing. Wish we had more of the COPS program; popular with citizens and the police. It works well that they have a connection with the community. Policing is the real issue not the building. Don't know how we got to a 14,000 s.f. Police Building plan. It is too large. Improving the station is necessary. Have seen the existing and it is a mess but that part is because of leadership. We need to take care of what we have first and then look at what we need. There is no support for a large building. Start with policing and taking care of what we have. There is support for a facility that provides a comfortable workspace. Also need a better entry with a quiet space to conduct your work, interview people. We need to put in some money and a sizeable amount but not $5m. I am a proponent of videotaping and increasing the access to information. It can be compared to a library and I wish our access to information was easier. This morning I was late because I was watching our City Manager being interviewed via video streaming in Port Orange. We used to be the leader of the three cities at the Beach and I'd like us to be that way again. Workshops don't have to be a pain. You get things done when you have them, you are thinking being creative, working together. Then you have your meetings and it is completely different. Should try the method Neptune Beach uses, one workshop a month, one voting meeting a month. Could have 7 commissioners, don't know how you would get them to agree but it could be good. Should consider having the 4 district representatives voted strictly from their district plus 2 at large plus the Mayor voted on at large. When you have three people in lock step over a period of time it is not necessarily the best for the city. Thank you for having the town meetings. Steve Fouraker: Really like the idea of video streaming. It is very important for our government to be accessible to our community and people can't make it to the meetings. Howell Park needs attention, it is being forgotten; it needs planting and cleaning to make it the natural place it is suppose to be. Years ago we had a drainage problem in the core city. The first engineer's plan would have leveled Howell Park and made it a reservoir with a clear view from Sherry Rd. to Seminole Rd. Johansson Park would have been leveled and we would not have Arts in The Park like we do. The Citizens rose up and demanded better even though the Commission had decided. That citizens committee led by Borno, did a very good job, but they worked through the ideas. After that we hired another group of engineers. They presented another overdesigned plan that was too expensive and would not work. Thank God for Mayor Shaughnessy who tenaciously led the fight against that plan. Then there was a new committee chosen and we had a consultant, Terri Whitehead, who facilitated the meetings and out of that we got the inverted crown that saved all the trees and has worked fine. Cost less, works fine. No curb and gutter. This brings me to the police building. We had one committee, they worked fine. I never thought they were to come up with the one design. I thought they were going to come up with options. Somehow the idea came up that their plan would be it and feelings got hurt. They had a limited scope to look at and were not necessarily given good information. So Page 8 of 11 when I look at the process and when I hear someone say we just have to get it done, that is not the way to go. Today we have heard a good beginning to look at what we really need. We don't need to wait for the next Mayor, you are capable people. Just got to get it done is a prescription for making a big mistake. Get experts from around the State and maybe even a new committee. I hope our meetings, I know and care for all of you, let's make these meetings different and make sure staff is acting as staff and working for you to come up with a good solution in a civilized manner. Michael Hoffmann: I have been in favor for many years of televising the meetings; live streaming is a good alternative. These town meetings have been great, learn something every time. I know it is a lot of effort and I really appreciate it. The live streaming would be good. Website needs better phone numbers for each department. Police Station was advertised as the primary concern and I agree that storage is an issue. We do need holding cells. I'm concerned too many of our youth are being hauled downtown for minor things. The guy that breaks into your house, yes, take them but we need an in between step for our youth so they are not over penalized, they don't need to be criminalized. Mr. Hatfield did a great job with the COPS program and I think we need to keep it. I'd like to see the Police Station on Mayport Rd. and the substation here. Leave the fire station here. I'm not in favor of Taj Mahal but I'm in favor of the basics as they have been outlined; evidence storage and protection, holding cells and sufficient working space. Haven't heard anything about the drainage ditch in the Donner area. Last I heard the City Manager was supposed to look into how Neptune Beach got DOT to pay for theirs and we can't. It is a long overdue problem and I would like to see movement on that. I am a long -time proponent of representative government. I think the citizens committee that resulted in the referendum on representative districts shows that the citizens have a lot of collective knowledge and good judgment. I think the 4 districts should have a direct election so they are not diluted by votes outside of the district. And that's why I would oppose the extra two at large representatives. Because then we would basically be back right where we were. Penny Camish: Thanks to all of you, it has been interesting to watch over the years. I look at all of you and may not always agree but feel you are all doing your research. I can appreciate that you take the time to research and make the best decision for the community. Not to take away from Mr. Hanson, but it seems after a certain time staff may be able to move things in the direction they want. I wish him well in his interviews in Port Orange. Not that he is a bad guy but he has maybe gotten used to getting his way. It may be good to get a fresh start. We do have a very talented community. Mitch Reeves: About the Police Station I think everyone agrees we need to do something. There is a Murray gas station right in front of our pump station on Mayport Rd. Can staff contact them and maybe they would donate and yes we would have to clean it up but they Page 9 of 11 might donate to get out of the liability. Discussion ensued as to where exactly the Hess Gas station is, if it is in City limits or not. Greg Selby: Need to get those medians out of the middle of Mayport Rd. so the police and the fire can get around. Melody Bishop: I am the architect that designed the existing police and fire station. At the time they wanted to save money, be very efficient with the design, existing building that was there. It is exciting to hear this much enthusiasm in the community and to hear all the ideas. Buildings are like your kids, so I have been following this debate for a while. I could quickly look at it and determine if you can go up two floors. The suggestion to add incrementally could be a good idea. The design criteria has changed sense the original design. Policing is more community friendly than it might have been then. I would be happy to volunteer to look at it with you. Beckenbach: Steve Kallao gave us information with criteria and regulations from FEMA, that limit our options. Lance Wolfson was showing options for incremental design, as far as the wind loads etc. We could go up, but the cost would be too high. It would require tearing down the whole thing. I am interested in talking to you about options. We do have the plans for the building. Bishop: My husband and I are involved in the community and would like to help. Atlantic Beach is our treasure here in NE Florida. Clyde Bradley: Mayport Rd is not the dividing line. Sailfish Drive is. We are not treated the same as other parts of the City. Example, Saratoga Circle had a speeding problem. I came to the City Commission and the police department twice. It was so bad the lady on the curve had to put cones out to protect her kids. A lot of people don't like to complain so I called the police department. A police officer came out to investigate and only talked to that one person. The police said go out and knock on the doors. I said it was the police's job not mine. There was one person who was the problem, who drove a white trans am, who usually did it when they leave in the morning. Not hard to figure out or do something about. I'd love to see direct representation. Daugherty: There is a small neighborhood with speed humps, how do you feel about that. Borno: The issue is the speeder; you don't redesign the whole neighborhood for one speeder. Bradley: In our street the speed limit is 25 but in all the other neighborhoods it is 20. Have called police and Mike Borno but nothing so far. If that happened over here they would get results. I never called Woods because I didn't want to put anymore burden on Page 10 of 11 her shoulders with all the grief she has gotten from other Commissioners and Mayors over time. We need a lot of things in this town before we get a water park. Need to concentrate on sidewalks, safety items. I came up with the idea for sidewalks when Beaver was here. He made it happen his last year. Daugherty: We have made sidewalks a priority and dedicated more funds. Bradley: Good because we need sidewalks on both sides of Seminole Rd. for the kids going to school. Daugherty: Next Agenda I have an item to create a survey for the citizens on line. Want to make sure staff does not create the survey. Want to know what you think we should ask. We need to do something broader where we can have 2 -3,000 responses. Bomo: This should never be an opportunity to beat up on staff. They have their responsibilities and we have our own. Linda Almeida: People don't seem to be aware of all the services on our website. They can register a complaint or a compliment and so many other things. Need the positive question on the survey; What service person helped you and how? Karen Kempf. Recreation page also has their phone number. Mayor Borno adjourned the meeting at 12:23 p.m. Carolyn Woods Commissioner Page 11 of 11 Mike Borno Mayor PUBLIC WORKS and UTILITY DEPARTMENTS PROJECT STATUS REPORT (D) = DESIGN ENGINEER, (CE &I) = CONSTRUCTION ENGINEER & INSPECTION, (C) = CONTRACTOR, (VE) = VALUE ENGINEERING PROJECT DESCRIPTION PROJECT NO. AND INFORMATION STATUS ON 1/11/13 1 TMDL Wastewater Project (D) = J. Collins Engineering Assoc. Substantial completion inspection held on 11/19/12. Forcemain Construction =100% (VE) = ATM Contractor finishing punch list items. WWTP41 Construction =100% (C) = TB Landmark (Forcemain) Sludge & Odor Control = 100% WPC Industrial Contractors (W)VTP and Sludge & Odor Control) (CE &I) = J. Collins Engineering Assoc. 2 FY 12 Water Main Project (D) = Bowen Civil Engineers Bids received 5/2/12. Commission awarded entire project to Design = 100% (Survey) = L.D. Bradley Gruhn May, contingent upon approving Budget Modification Construction = 95% (C) = Gruhn May Ordinance, approved 6/25/12. Preconstruction meeting held (CE &I) = Public Utilities 7/9/12. Completed replacement of water main on 12`h St. from Ocean Blvd. to Beach Ave., 15'h St., and Ocean Blvd. from 14'' to 16'h St. 3 FY 13 Sewer Rehabilitation Project (D) = Public Utilities Contracts awarded by Commission on 11/13/12. Design =100% (I) = Insituform, CCI, Gruhn May Construction underway. Construction = 60% (CE &I) = Public Utilities/PW 4 Water Main Replacements on (D) = Bowen Civil Engineers Survey and design underway. Pine St. and Wonderwood Rd. (C) (CE &n = Public Works/Public Utilities �a c -c cc N� o� w Y BUILDING DEPT. MONTHLY ACTIVITY REPORT COMPARISON REPORT REPORT FOR THE MONTH OF DECEMBER 2012 COMPARISION 2011 - 2012 PERMIT TYPE NUMBER OF PERMITS TOTAL INSPECTIONS YTD 2011 YTD 2012 YTD 2011 YTD 2012 YTD 2011 YTD 2012 SINGLE FAMILY 34 27 $ 3,726,000.00 $ 8,277,045.00 DUPLEX 0 0 $ REMODEL/ADDITIONS 464 278 $ 8,071,534.00 $ 4,932,682.00 COMMERCIAL NEW 3 0 $ 823,000.00 OTHER 1530 2494 $ 3,781,845.00 $ 9,356,778.00 TOTAL 2031 2799 $ 16,402,379.00 $ 22,566,505.00 4006 4751 FOR THE MONTH OF DECEMBER 2012 PERMITS ISSUED NO.PERMITS 3 PERMIT COST $ 1,290.00 CONSTRUCTION VALUE $ 415,000.00 INSPECTIONS PERFORMED BUILDING 118 SINGLE FAMILY NEW DUPLEX MULTI FAM ELECTRICAL 78 RESIDENTIAL ADDITIONS 2 $ 285.00 $ 28,000.00 PLUMBING 35 COMMERCIAL NEW MECHANICAL 38 COMERCIAL ADDITIONS 2 $ 187.50 $ 15,000.00 MISC. 8 COMMERCIAL ALTERATIONS 2 $ 352.50 $ 36,485.00 PERMITS MISC 20 $ 1,610.00 TOTAL 277 ELECTRICAL 66 $ 5,881.20 $ 107,960.00 MECHANICAL GAS 5 $ 470.00 MECHANICAL HVAC 26 $ 2,758.00 PLUMBING 1 17 Is 1,684.00 ROOFING 16 $ 1,445.00 $ 123,545.00 WINDOW /DOOR 13 $ 860.00 $ 45,818.00 DEMOLITION 1 $ 100.00 REINSPECTION FEES Proiects to Note FOUNDATION OCCUPANCY INSPECTIONS 2 $ 200.00 New SFR 1345 Ocean Blvd PENALTY FEES 9 $ 949.00 $ 14,005.00 New SFR 650 Orchid St SIGNS New SFR 660 Orchid St y FENCES 4 $ 140.00 z DRIVEWAYS 2 $ 105.00 t WELL 1 $ 79.00 SIDING 6 $ 442.50 $ 28,290.00 IQ oc t SWIMMING POOL 2 $ 322.50 $ 33,000.00 0 TOTAL 199 $ 19,161.20 $ 847,103.00 W AGENDA ITEM # 7A JANUARY 28, 2013 STAFF REPORT City of Atlantic Beach Commission Meeting AGENDA ITEM: Ordinance 12 -13 -120 Amending the Operating Budget for Fiscal Year 2013 SUBMITTED BY: Nelson Van Liere, Finance Director DATE: January 9, 2013 STRATEGIC PLAN LINK: Goal #12 Marsh Master Plan Improvements Goal #4 Pedestrian Safety BACKGROUND: The City is amending the current year's Operating Budget to create a budget for the recently approved application for funding assistance by F.D.L.E. This ordinance creates a budget for the Edward Byrne Memorial Justice Assistance Grant to purchase a thermal night vision viewer for $2,785. There is no City match required for this grant. The City recently approved a Grant Support Services Proposal at the January 14, 2012 meeting and authorizing the City Manager to sign the application for the grants when completed. This proposal requires a budget of $20,000 from the General Fund. The assistance will be for Marsh Master Plan grant writing. The Public Works Department is requesting reimbursement for funds spent on assistance with a Safe Routes to School grant in the amount of $5,225. BUDGET: The expenditures for the purchase of the equipment of $2,785 will be entirely funded by the grant. The total of $25,225 for grant assistance will come from the General Fund fund balance reserves. RECOMMENDATIONS: Approve Ordinance 12 -13 -120 ATTACHMENT: Ordinance 12 -13 -120 REVIEWED BY CITY MANAGER: _ AGENDA ITEM # 7A JANUARY 28, 2013 ORDINANCE NO. 20-13-120 AN ORDINANCE AMENDING THE OPERATING BUDGET FOR THE CITY OF ATLANTIC BEACH, FLORIDA FOR FISCAL YEAR BEGINNING OCTOBER 1, 2012 AND ENDING SEPTEMBER 30, 2013, AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City Charter of the City of Atlantic Beach requires that the City Commission approve all budgetary increases and transfers at the fund level, and WHEREAS, the nature of budgetary systems and those day -to -day decisions affecting such budgetary systems require adjustments from time -to -time, and WHEREAS, the City is amending the current year's Operating Budget to create a budget for the recently approved application for funding assistance by F.D.L.E. This ordinance creates a budget for the Edward Byrne Memorial Justice Assistance Grant to purchase a thermal night vision viewer for $2,785. There is no City match required for this grant, and WHEREAS, The City recently approved a Grant Support Services Proposal at the January 14, 2012 meeting and authorizing the City Manager to sign the application for the grants when completed. This proposal requires a budget of $20,000 from the General Fund, and WHEREAS, THE Public works Department is requesting reimbursement for funds spent on assistance with a Safe Routes to School grant in the amount of $5,225. NOW, THEREFORE, BE IT ENACTED BY THE CITY COMMISSION ON BEHALF OF THE PEOPLE OF THE CITY OF ATLANTIC BEACH, FLORIDA, that; 1. The Fiscal Year 2012/2013 Budget to be amended as follows: JUSTICE ASSISTANCE GRANT FUND Revenues: Grant Proceeds Expenses: General Government Police Departmental Equipment Fund Balance GENERAL FUND Expenses: Parks and Recreation - Maintenance Professional Services Public Works Contract Services $2,785 $2,785 $20,000 5,225 AGENDA ITEM # 7A JANUARY 28, 2013 Total Expenses $25,225 Fund Balance <$25,225> 2. This ordinance shall take effect immediately upon its adoption. Passed by the City Commission on first reading this day of January 2013. Passed by the City Commission on second and final reading this day of February 2013. Mike Borno, Mayor / Presiding Officer Approved as to form and correctness: ATTEST: Alan C. Jensen, Esquire, City Attorney Donna L. Bartle, CMC, City Clerk AGENDA ITEM # 8A JANUARY 28, 2013 CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: Evaluation of Options for Irrigation for Selva Marina Country Club Golf Course SUBMITTED BY: Jim Han , DATE: January 22, 2013 STRATEGIC PLAN LINK: Golf Course BACKGROUND: Financial difficulties and possible sale of the Selva Marina Golf Course was brought to the City Commission's attention several months ago. The Commission expressed concerns about possible future uses of the property which may have included dense residential or commercial development that could have overwhelmed the capacity of adjacent streets, devalued adjacent properties and created other problems. The Commission authorized staff to get proposals from qualified consultants to evaluate possible public ownership and operation of the golf course. More recently, representatives from the Country Club indicated that their loan had been refinanced to provide more time to plan for the long term continued operation of the golf course as a private country club. However, they asked for the assistance from the City of Atlantic Beach to find long term solutions for the irrigation problems resulting from the use of brackish water from the Selva Marina lagoon system. The City subsequently authorized J. Collins Engineering Associates to look into the possible alternatives for irrigation on the golf course. These included both the possibility of using wells and the additional treatment required to provide wastewater effluent for reuse at the golf course. The study for this project is now completed and will be presented by Utility Director Donna Kaluzniak at the City Commission meeting on January 281n BUDGET: Capital costs for the construction of reuse facilities range from approximately $450,000 to $744,000 and 20 year operational costs for each option are also estimated in the attached report (See page 14). If the City decides to move ahead with the project for reuse, appropriate rate(s) should be adopted for reuse cost to recover a portion of the expense of treating the reuse water to meet all appropriate state and federal standards. RECOMMENDATION: This report is being made to the City Commission to provide status of this project. No decisions are requested at this point. ATTACIIMENTS: 1) Evaluation of Options for Long Term Irrigation Water Supply for Selva Marina Country Club AG1. -'NDA ITEM ## 8A JANUARY 28, 2013 EVALUATION OF OPTIONS FOR LONGTERM IRRIGATION WATER SUPPLY FOR SELVA MARINA COUNTRY CLUB Prepared Far: City of Atlantic Beach, FL Prepared By: J. Collins Engineering Associates, LLC JCEA December, 2012 Revised January 2013 J. COLLINS ENGINRERING ,i ssocIATES, L.L.0 Page AGENDA ITEM # 8A JANUARY 28, 2013 SECTION 1.0 - INTRODUCTION 1.1 - Purpose The Selva Marina Country Club (SMCC) is seeking alternate options for a feasible long term irrigation water supply for the golf course. Current irrigation source is onsite storm water ponds and Sherman Creek, but the water supply is inadequate during periods of the year and has a high concentration of dissolved solids or salts. Over the last few years, SMCC has had the potential for development of additional housing unit and golf course upgrades. The plan for development has included the options of wells as a new supplemental water supply. In addition, the City of Atlantic Beach (COAB) previously conducted an analysis of upgrading Wastewater Treatment Facility #1 (WWTP #1) to provide reuse. This irrigation evaluation study described within includes an assessment of two water supply options: onsite supplemental water wells or utilizing reuse from WWTP #1. 1.2 - Scope of Services The scope of services included: Planning and preliminary design services for two irrigation options at SMCC include: New Onsite Wells at the SMCC to Supplement Current Source from Stormwater Ponds • Historical data evaluation included the review of documents provided by SMCC that includes existing maps of golf course, storm water ponds and irrigation system; proposed golf course improvements such as golf course modifications, development plans or concepts for new irrigation (costs, ideas and conceptual plan for supply wells, ponds and golf course irrigation system modifications). In addition, contact was made with St Johns River Water Management District (SJRWMD) staff to discuss the feasibility of permitting new wells (since the District has been involved in the preliminary design concepts with SMCC personnel). • Since SMCC has in the last few years looked closely at development that included using onsite wells for new irrigation sources, it was anticipated that the historical data available was significant enough that no preliminary design would be required. • Present a summary of findings and provide updated costs and description of work effort required to install and implement onsite wells for golf course irrigation. The results and findings are presented in this document (EVALUATION OF OPTIONS FOR LONGTERM IRRIGATION WATER J. COLLINS ENGINEERING ASSOCIATES, LLC Page AGENDA ITEM # 8A JANUARY 28, 2013 SUPPLY FOR SELVA MARINA COUNTRY CLUB). New Reuse Water Supply from City of Atlantic Beach • Historical data evaluation includes the review of Technical Memorandum #4 — Task 1 — Preliminary Evaluation for Reuse Treatment Components for Selva Marina Country Club (2008). • Review the previous reuse upgrades proposed in TM#4 and update costs and consider options to reduce the project costs • Develop method to transport reuse to the golf course to existing storm water pond or new pond and interconnect to existing golf course irrigation system. • Prepare a summary of findings and provide updated costs and description of work effort to install and implement reuse facility upgrade at or near WWTP #1 for irrigation purposes. The results and findings are presented in this document (EVALUATION OF OPTIONS FOR LONGTERM IRRIGATION WATER SUPPLY FOR SELVA MARINA COUNTRY CLUB). J. COLLINS ENGINEERING ASSOCIATES, LLC Page AGENDA ITEM # 8A JANUARY 28, 2013 SECTION 2.0 - IRRIGATION WATER SUPPLY OPTIONS 2.1 - Irrigation Water Supply Options Summary The two options evaluated for irrigation water supply at SMCC were: • New Onsite Wells at the SMCC to Supplement Current Irrigation Water Source from Stormwater Ponds /Sherman Creek • New Reuse Supply from City of Atlantic Beach to Replace Current SMCC Irrigation Water Supply 2.2 - New Onsite Wells (Supplemental Supply) 2.2.1. - Summary: JCEA and City Staff met with SMCC Officials during the study period and discussed the previous engineering and /or developer efforts to secure a supplemental water supply for the golf course. SMCC was very helpful with providing and discussing historical data and providing an onsite tour. During discussions with SMCC Officials, it was determined that the irrigation demand for the Golf Course is approximately 200,000 gallons /day with peak demands around 600,000 gallons /day. Therefore - if the stormwater ponds /Sherman Creek irrigation water supply was not available during dry periods, the supplemental wells would need to provide 200,000 gallons /day and have adequate storage to meet the peak demands. Based on the SMCC visits, meeting and review of historical data, the most recent current plan was to install ten (10) new surficial wells to provide supplemental irrigation; install new onsite storage pond (with liner); relocate or replace the existing golf course pumping station and install new piping to interconnect the new wells, new storage pond and new or relocated pumping station. In addition SMCC planning includes an updated golf course irrigation distribution system but this work is not relative to this water supply study (only considers water supply). While the scope of work did not include any Preliminary Engineering Design to supplement work accomplished at SMCC by others, it was our opinion that 10 wells from the surficial aquifer would most likely not be an adequate and reliable supplemental water supply. The key reasons for this were: • Based on historical wells in the area (data obtained from St. Johns River Water Management District historical well logs) - surficial aquifer wells will not deliver a reliable or adequate supplemental water supply. Alternate considerations would be utilization of a deeper wells from the Intermediate Aquifer and installation of more wells • The current St. Johns River Water Management District Consumptive Use Permit (CUP) #619 for SMCC allows for wells as a supplemental irrigation source. The permit allows for a total of 10 surficial aquifer wells but these J. COLLINs ENGINEERING ASSOCIATES, LLC Page 4 AGENDA ITEM # 8A JANUARY 28, 2013 wells are only permitted to be used on an emergency backup and for a grow -in period of developing new grass. The use of these wells for emergency irrigation are when the surface water supply is insufficient to provide irrigation to the golf course. Therefore, if the well option is implemented and the quantity of wells are increased or a deeper well is planned (Intermediate aquifer), a new or modified CUP permit would have to be obtained (requires new CUP application and renewal process). In order to develop an alternative solution to the proposed 10 well - surficial aquifer option proposed at SMCC, JCEA performed preliminary well designs within the scope and budget of this project (no additional fee). The preliminary design effort included discussion with two local well drillers. Based on the preliminary design efforts for the onsite wells; JCEA developed two well options: Option C -1 -25 Wells - New Design - Based on review of the 10 wells option, a new option was developed to install more wells drilled into the Intermediate Aquifer (to obtain a higher volume of irrigation water). While the number of wells could not be verified until the results of onsite test wells are installed and tested, a lower more conservative GPM was assigned to each well (based on historical wells and discussion with well drillers). The result is that as many as 25 wells would be required to develop a reliable supplemental irrigation water supply. Work under this option would include: A new application for a new or modified CUP; develop test wells; depending on the results - install up to twenty -five (25) new Intermediate Aquifer wells and a lined storage pond. The costs (capital, operating, maintenance, labor and life cycle) associated with this option (increased quantity of deeper wells) were developed. A construction estimate only was prepared for the new lined storage pond. The storage pond would be required in all well or reuse scenarios /options. For the basis of this report, the new storage pond would be constructed as a part of any re- development/site work of the SMCC property since the location of the pond is not known at the present time. While this option was developed to increase the quantity of irrigation water available (via an increase in the number of wells), the option is not ideal due to the permitting (SJWRMD) efforts required and the difficulty of locating as many as 25 wells and associated piping /electrical throughout the SMCC property. Option C -2 -10 Wells - Modified Design - To increase the like hood that 10 wells would provide an adequate supplemental water supply- a new conceptual plan was developed. Prepare a new application for a CUP and develop test wells for both Surficial and Intermediate Aquifer to determine available water supply. Depending on the expected results - install ten (10) new Intermediate Aquifer wells and a lined storage pond. Unfortunately, based on historical well data in the area - the 10 wells installed into the Intermediate Aquifer are still not expected to provide an adequate and reliable supplemental water supply. The costs (capital, operating and life cycle) associated with this option were developed but this option was removed from consideration due to the reliability factor (not meet J. COLLINs ENGINEERING AssOCIATEs, LLC Page AGENDA ITEM # 8A JANUARY 28, 2013 irrigation guantity demand). 2.2.2. - Cost Evaluation: The costs (capital, operating, maintenance, labor and life cycle) associated with Option C -1 (C -2 removed from consideration) are detailed below: • Construction - $399,960 • Total 20 Year Life Cycle Operation &Maintenance (O &M) Cost Estimate (includes construction, O &M and replacement costs) - $1,608,173 2.3 - New Reuse Water Supply from City of Atlantic Beach to Replace Current SMCC Irrigation Water Supply 2.3.1. - Summary: City of Atlantic Beach operates Wastewater Treatment Facility #1 (WWTP #1) just south of the SMCC that is capable without expansion of treating 3.5 MGD wastewater. Currently WWTP #1 is now equipped with effluent polishing filters that were installed during the recent Biological Nutrient Reduction Program. The new filters will now allow the city to produce reuse without the cost of adding new filters. In order to provide Public Access Reuse or Irrigation Quality Water, the improvements that the City would need to focus on to produce reuse water - would be upgrades to provide high level disinfection. As previously discussed, during discussions with SMCC Officials, it was determined that the irrigation demand for the Golf Course is approximately 200,000 gallons /day. For purposes of the reuse option in this report (development of options and costs) - all options are based on 250,000 gallons /day. With the amount of infrastructure in place and owned by the City in the vicinity of SMCC, the opportunity existed for multiple reuse upgrade options. This included construction at the current WWTP, construction at SMCC site (dedicated property to COAB) and considerations for use of existing piping to transport flow. Based on the preliminary design efforts for the reuse treatment facilities; JCEA developed the following multiple options: Option A - New Reuse Facility at WWTP#1 Site • A -1 New Ultraviolet Light (UV) Facility at WWTP #1 Site • A -2 New Dedicated Chlorine Contact Chamber (CCC) Facility at WWTP #1 Site A -3 Use of 1/2 of Existing CCC at WWTP #1 Site • A -4 Use Existing Aquastore Tank from Buccaneer Site at WWTP #1 Site Option A is shown in the following exhibit - General Layout for "A" Options - Reuse Treatment Located at WWTP #1. J. COLLINs ENGINEERING AssOCIATEs, LLC Page T q Seiva Marina CC 1 RcRequals 150 r New 8" Rouse Farce Main (approx. 21100') x AGENDA IThM # 8A JANUARY 2&, 2013 1l� 1' New Reuse Treatment & pumping Facility ` (located at WWTP #1) +.. —T• �C I W n, �r ' Y -, General Layout for "A" Options Reuse Treatment Located at WWTP Hi } J. COLLINS ENGINEERING Assoc IATES, LLC Page 7 AGENDA ITEM # 8A JANUARY 28, 2013 Option B - New Reuse Facility Offsite at SMCC ® B -1 New Offsite - Use Existing Aquastore Tank ® B -2 New UV Facility - Offsite Option B is shown in the following exhibit - General Layout for "B" Options - Reuse Treatment Located at SMCC. J. COLLINS ENGINEERING ASSOCIATES, LLC Page AGENDA ITEM # SA JANUARY 28, 2013 J. COLLINS ENGINEERING AssocIAT @8a LLC Page AGENDA ITEM # 8A JANUARY 28, 2013 Option D - New Reuse Facility at WWTP #1 Site (Use Existing 6" Pipe) • D -1 New UV Facility at WWTP #1 Site (Use Existing 6" Pipe) • D -2 New Dedicated CCC Facility at WWTP #1 Site (Use Existing 6" Pipe) • D -3 Use of 1/2 of Existing CCC at WWTP #1 Site (Use Existing 6" Pipe) • D -4 Use Existing Aquastore Tank from Buccaneer Site at WWTP #1 (Use Existing 6" Pipe) Option D is shown in the following exhibit - General Layout for "D" Options - Reuse Treatment Located at WWTP #1. J. COLLINS ENGINEERING ASSOCIATES, LLC Page 10 AGENDA Pf'EM 4 8A JANUARY 28, 2013 Attachment A at the end of this report contains schematic component preliminary J. COLLINS ENGINEERING ASSOCIATES, LLC rage 11 AGENDA ITEM # 8A JANUARY 28, 20I3 design details of the 10 options (A, B & D) for producing reuse water for irrigation purposes at the SMCC golf course. 2.3.2. - Cost Evaluation: The costs (capital, operating, maintenance, labor and life cycle) associated with each reuse facility option (A, B & D) is listed in Attachment B. Operation and Maintenance (O &M) costs vary for each reuse option - therefore each alternative was evaluated separately to determine the associated costs of items such as: labor, electrical , major maintenance expenses (which occur at various future dates depending on the life of the equipment), chlorine supplies and major consumable items. 2.4 - Findings and Recommendations 2.4.1. - Overview: As discussed within, the first task in the development of an irrigation source was to develop a number of viable alternatives. In order to compare multiple irrigation concepts and to determine the most cost effective selection - a total life cycle cost concept (LCC) was utilized. The LCC is a "whole life cost" analysis that determines the real cost of ownership over the life of an asset. Costs were developed for each alternative to include capital, operation, maintenance and labor costs. A life cycle comparison was then completed on all options and a comparison was made to select the most economical alternative /option. A table at the end of this report presents the results of Life Cycle Cost Comparison (LCC): The best and recommended alternative is the construction of a new reuse treatment facility at WWTP#1 referred to as Option D -1 - New UV Facility location at WWTP #1. 2.4.2. - Reuse Program Recommendations: If the City implements the recommended reuse option (Option D -1 New UV Facility at WWTP #1 Site - Use Existing 6" Pipe, there will be several coordination issues to address: 1. City would be constructing a new reuse facility that would produce an average of 200,000 gallons per day (gpd) of Public Access reuse water. For the golf course to meet the irrigation requirements during dry and hot periods, a lined storage pond (approximately 3 million gallons) would need to be constructed somewhere on the golf course by SMCC. For purposes of this report, the pond location was assumed to be in the southwest corner of the SMC property. If the pond is located in another area of SMCC, additional onsite pipe will be required to extend the reuse into the site of the new storage pond. 2. Implementation of Option D -1 will require the conversion of a portion of the J. COLLINS ENGINEERING ASSOCIATES, LLC Page 12 AGENDA ITEM # 8A JANUARY 28, 2013 existing 6" diameter force main from Fleet Landing to a reuse main. The new 12 "718" force main (part of the phase out of Buccaneer WWTP) is located in an easement in Fleet Landing and has adequate capacity to allow the Fleet Landing Lift Station to be interconnected and the 6" force main can then be abandoned. The interconnection to the new 12 "/18 "force main was part of the design, but coordination will be required with Fleet Landing to investigate the effect of the interconnection. The existing Lift Station may require pump modifications due to an increased pumping condition (higher head conditions). 3. The recommendation is to upsize the reuse treatment facility to 250,000 gpd for a safety factor and to allow the City the potential to provide residential reuse for any new homes constructed during the redevelopment of the SMCC property. While residential reuse was not part of the scope of this study, if in the future residential reuse is planned in the new home development of SMCC property, at a minimum a separate new reuse pipe would be required to deliver a pressurized reuse. The existing 6" pipe is only adequate to be used for filling the new storage pond with reuse water. In order to deliver pressurized reuse water to the new residential homes, a new separate reuse pipe from WWTP #1 would be required as well as the addition of higher pressure pumps, also located at WWTP#1. 4. A new reuse facility at WWTP#1 can be implemented to provide a reliable irrigation supply for SMCC, but the recommended option (UV Reuse Treatment Facility)is only sized to provide reuse for the immediate use by the SMCC golf course and includes a reasonable amount of new homes. In the event the City decides to provide reuse to other areas, the proposed UV treatment capacity would have to be upsized or replaced and new reuse pipes as well as reuse pumps would be required in order to expand this new reuse facility. J. COLLINs ENGINEERING ASSOCIATES, LLC Page 13 Selva Marina CC Irri ation Water Supply Op tions , .. Option & Description Construction Cost 20- ear Total LCC New Ponds Const. Cost Total 20 -yr LCC + New Ponds Total Const. Cdst (includes New Ponds A -1: New UV Facility at WWTP #1 $744,448 $1,397,543 $429,125 $1,826,668 $1,173,573 A -2: New Dedicated CCC at WWTP #I $675,328 $1,680,068 $429.125 S2.109,193 $1,104,453 A -3: Use 1/2 of Existing CCC at WWTP #1 $667,648 $1,727,626 $429,125 $2,156,751 $1,096,773 A -4: Use A uastore tank from Bucc site $706,048 $1,766,026 $429,125 $2,195,1S1 $1,135,173 B -1: Offsite using A uastore tank $558r720 $1,611,730 $429,125 $2,040,855 $987,845 B -2: New UV Facility Off -Site $565,120 $1,250,225 $429,125 $1,679,350 $994,245 D -2: New Dedicated 1 $457,6001 $1,517,SZ8-1 $429,125 $1,946,703 $886,725 D -3: Use 1/2 of Existing CCC at WWTP #1 - Use exist 6" $449,9201 $1,509,8981 $429,125 $1,9 39,023 $879,045 D -4: Use A uastore tank from Bucc site- Use exist 6" i $488,3201 1 548 298 1$429,125 $1,977,423 $917,445 New Ponds (Capital Cost Only) $429,125 a c� �a �c y N m 00 y O � w °O AQENDA ITEM # 89 JANUARY 28, 2013 AGENDA ITEM NO. DATE; CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM; Contract for Mixing Zone Assessment of Total Capper and Cyanide at the St. Johns River Outfall SUBMITTED BY: Donna Kaluzniak, Utility Directo ( "` DATE. January 18, 2013 STRATEGIC PLAN LINK: NIA BACKGROUND: In 2004, the City Commission authorized the engineering firm of Camp, Dresser & McKee (C'DM), currently named CDM Smith, to conduct a study and modeling in order to obtain an effluent copper mixing Lane from the Florida Department of Environmental Protection (FDEP). This mixing zone allowed the three beach (Atlantic Beach, Neptune Beach and Jacksonville Beach) cities to discharge a higher concentration level of capper than typically permitted in the combined effluents based on the results of the study. The mixing zone was approved by FDEP and included in the wastewater permits for the three beach cities. When the FDEP wastewater permits were renewed for the three beach cities in 2009, the section of the St. Johns River where our combined effluent discharges was listed as impaired by the U.S. Environmental Protection Agency (EPA) for copper and the cities could no longer use the mixing zone. As a result, all three beach cities were placed under an Administrative Order for bath copper and cyanide (a new limit). These limitations are very stringent, much more so than drinking water regulations. The copper limit is 3.7 parts per billion (ppb) in the effluent (vs. 1,300 ppb allowed in drinking water) and cyanide limit is I part per billion (vs. 200 ppb allowed in drinking water). Wastewater treatment plants are not capable of removing these extremely low levels of copper and cyanide. FDEP informed the cities it was likely the river impairment would be de- listed, and the,rlixing, zone would be acceptable at some point prior to our next permit renewals. At a recent rnecting, FDEP informed the beach cities that the de- listing, of the St. Johns River has been informally approved by EPA and that a formal de- listing is imminent. FDEP noted that the cities will not be able to use the previously approved mixing zone until updated sampling, data analysis and modeling are completed for copper and cyanide. Therefore an updated sampling plan, data analysis and modeling project must be completed and submitted to FDEP for approval of the mixing zone for copper and cyanide prior to each city's next permit renewal application, the earliest of which is due in August, 2013. AGENDA ITEM # 8B JANUARY 28, 2013 in order to accomplish the required sampling, testing, and modeling by the application deadline, this work must begin immediately. Due to the time - sensitive nature of the project and the fact that CDM Smith had done the previous mixing zone model, the three cities requested a proposal from CDM Smith to update the existing model and mixing zone study. CDM Smith has expertise in conducting this work and did an excellent job of working with FDEP to obtain approval for the previously permitted mixing zone. CDM Smith is also working on mixing zone assessments for JEA. JEA will be conducting the river sampling as part of their assessment, and has agreed to perform the river sampling for the beach cities in conjunction with their own work. CDM Smith's price for completing the Mixing Zone Assessment is $27,760 and JEA's cost of $1,200 for the additional river sampling will be charged to the 3 cities for a total cost of $28,960. BUDGET: Because staff at the three beach cities believed the previously approved mixing zone would be usable, funds were not budgeted in FY 2013. However, funds are available for the Effluent Copper and Cyanide Mixing Zones from other projects that came in under budget. The project will be funded by all three beach cities as follows, with Jacksonville Beach and Neptune Beach reimbursing Atlantic Beach. Funding is based on the percentage of capacity in the combined effluent force main: Treatment Plant Combined force Percent of Total of All Total Cost for the main capacity, 3 Treatment Plants Effluent Copper and MGD Cyanide Mixing Zones (Total = 10.9) Study. Jacksonville Beach 4.5 41.3% $11,960 Neptune Beach 1.5 13.7% $3,968 Atlantic Beach (2) 4.9 45.0% $13,032 RECOMMENDATION: Award the contract for Mixing Zone Assessment of Total Copper and Cyanide at the St. Johns River Outfall to CDM Smith in the amount of $27,760, and authorize the City Manager to sign the contract. Authorize payment for additional river sampling to JEA in the amount of $1,200. ATTACHMENTS: 1. Statement of Work and proposal from CDM Smith dated January 18, 2013 REVIEWED BY CITY MANAGER: AGENDA ITEM # 813 JANUARY 28, 2013 Statement of Work Permitting Assistance, Mixing Zone Assessment of Total Copper and Cyanide at the St. Johns River Outfall January 18, 2013 1. Background In October 2004, CDM Smith Inc. (CDM Smith) assisted the City of Atlantic Beach (CITY) to establish a mixing zone with approval by the Florida Department of Environmental Protection (FDEP) through a permit modification. A mixing zone is defined as the volume or area required to mix the point- source pollutant of concern to an acceptable concentration. FDEP requires that the outer delineation of a mixing zone exhibits a 100:1 downstream (and upstream) dilution ratio (Gilbert, 2002). For continuous discharge of copper- enriched effluents, CDM Smith utilized a mathematical flow and transport model (CORMIX) to determine and optimize the extent of the mixing zone at the St. Johns River outfall. A report summarizing the model and data was presented to the CITY in October 2004. This report detailed the proposed mixing zone for the CITY's wastewater effluent into the St. John's River at the outfall. The permits that were issued to the Beaches facilities as a result of the 2004 study included provisions for monitoring effluent copper concentration, as well as upstream and downstream ambient concentrations. For the following study outlined is this scope of work, the data collected in the previous permit cycle for effluent and ambient concentrations will be used to update the CORMIX modeling. No additional sampling will be required for copper. In addition to copper, a mixing zone analysis will be prepared for cyanide. The cyanide data collected during the previous permit cycle was based on a method detection limit that exceeds the water quality standard. As such, a new data set will be collected and analyzed to a lower detection limit to provide more usable data for the CORMIX modeling effort. 2. Purpose Pursuant to the regulatory requirements, the three wastewater facilities of Atlantic Beach 1, Jacksonville Beach and Neptune Beach are obligated to comply through a modification of their current effluent discharge permit to the St. Johns River for total recoverable copper and cyanide. In agreement with the guidelines and regulations of FDEP, this scope focuses on providing further permitting assistance for the modification of the respective permits for each facility by updating a previously developed a mathematical model for the mixing zone area in the St. John's River. 3. Task Identification - 1 - iilo43.doc AGENDA ITEM # 813 JANUARY 28, 2013 Task 3.1: Data Collection and Analysis CDM Smith will prepare a brief sampling protocol for submittal to and approval by FDEP prior to conducting the sampling events. CDM Smith will utilize existing copper data for the CORMIX modeling effort. The Beaches facilities will partner with JEA for the collection of ambient samples upstream and downstream of the outfall for cyanide, as well as 3 additional locations in the vicinity of the outfall (to be determined by FDEP. Beaches staff will collect effluent cyanide samples at each of the three WWTP's on the same day as the river sampling for each of events. FDEP has requested four monthly sampling events to be conducted in February, March, April and May of 2013. A high tide and low tide sample will be collected during each event for ambient concentrations; one corresponding sample will be collected at each WWTP per event. CDM Smith will contract with Columbia Analytical Services to perform cyanide analysis of the samples collected. The analysis will be performed with a method detection limit that is approved by FDEP. For each of the four monthly sampling events, 5 samples will be collected at high tide, 5 samples will be collected at low tide, 3 effluent samples will be collected, 1 trip blank and 1 equipment blank will be collected, for a total of 15 samples per event. Over the four month sampling program, this will result in a total data pool of 60 sampling results. Task 3.2: Model Update CDM Smith will be responsible for reviewing and updating the mathematical model, CORMIX, at the outfall pipe in the St. Johns River. The existing model will be updated to version 8.0. Using the best available sources, CDM Smith will review existing data and update the river model if necessary, including river depth, ambient current velocity profile, ambient salinity and temperature, background pollutant concentration, decay rate, far -field dispersion rate, port diameter, port elevation, port orientation (vertical and horizontal), effluent flow rate, effluent salinity and temperature, and effluent pollutant concentration. CDM Smith believes minimal updates will be required for the model configuration. CDM Smith has included this task in the scope and fee to ensure accuracy when reporting to the FDEP. CDM Smith will purchase the required CORMIX license to be used for both the Beaches and JEA facilities, and has included the portion of the license fee attributed to the Beaches outfall in the project budget (1/8 of total license purchase price). The CITY and FDEP shall assist the CDM Smith in providing the effluent discharge permit of each wastewater treatment facility as these have been updated since the previous model was completed. The St. Johns River Water Management District EFDC model for the St Johns River will be used to update the current and velocity data in the CORMIX model. Task 3.2.1: Model Re- Calibration and Comparisons with Observed Values CDM Smith shall utilize data from previously selected sampling locations 30 feet upstream (SJR_3) from the outfall discharge as the suitable re- calibration point. Water velocity and background concentration of total recoverable copper and cyanide will be calibrated with a relative error of 20 percent. The model outputs of velocity and total recoverable copper and cyanide concentrations will be compared against the new field measurements. Existing copper data will be used for the CORMIX model update; new cyanide data will be collected by JEA staff (per agreement between JEA and the Beaches) in conjunction with routine monthly river sampling that is already performed by JEA (February through May). - 2 - jj1043.doc AGENDA ITEM # 813 JANUARY 28, 2013 CDM Smith shall provide appropriate statistical analysis on the match between predicted and measured values of velocity and concentrations, including mass balance and plots. Task 3.2.2: Simulations of Current Conditions and Determination of Mixing Zone Once the model is satisfactorily updated and re- calibrated, CDM Smith shall determine the extent of the mixing zone downstream of the outfall pipe, including the 100:1 dilution line, and the centerline dilution. CDM Smith will predict the attainable dilution ratio for the total recoverable copper and cyanide discharge as a function of distance downstream of the common outfall discharge pipe. Task 3.3: Reporting CDM Smith shall submit of the following reports: (1) a final draft report for review at the completion of the modeling effort, and (2) a final report at the completion of the project addressing comments arising from the review of the draft. CDM Smith shall draft a final report that includes project description, collection and evaluation of data, calibration procedure, assumptions and limitations of the model calibrations, determination of the mixing zone, and summary and recommendations. Plots of total recoverable copper and cyanide concentrations, comparison between predicted and measured velocity and total recoverable copper cyanide concentration shall be included in the final report. CDM Smith shall submit the final draft report to the CITY and FDEP for review in six bound copies. The draft shall be reviewed by CITY and FDEP staff within three weeks of submittal and returned to CDM Smith with review comments for final editing. Within three weeks of receipt of CITY's final comments, CDM Smith shall submit: 1. The final version of the report in nine bound copies; and 2. A documented CD -ROM or DVD of the project report as a pdf file, and model input and output files of the project area. 4. Time Frames and Deliverables Overall the project time shall not exceed 6 months from receipt of a Notice -to Proceed with the following milestones: 1. Draft final report delivered within 4 weeks of receipt of the second sampling event results; 2. The CITY will review and provide comments within 2 weeks of submittal of the draft report using CDM Smith standard review template; and 3. Submittal of revised final report and model input /output files within 2 weeks of the receipt of the CITY's comments. 5. Budget /Cost Schedule - 3 - jj1043.doc AGENDA ITEM # 813 JANUARY 28, 2013 CDM Smith shall provide the professional services described in this scope of work for a lump sum of $27,760. CDM Smith shall invoice every month based on estimated percent of completion. The cost breakdown is described in Table 5 -1. Table 5 -1 Cost Breakdown of Mixing Zone Project Task Description $ 1 Data Collection and Analysis 2,440 2 Model Update 16,720 3 Report ing 5,500 Outside Professionals Laboratory Services — Cyanide Only 2,260 Other Direct Costs Model Purchase, Mileage, Postage, etc. 840 Total 27,760 Submitted By: Date: CDM Smith Inc. Accepted By: City of Atlantic Beach Date: - 4 - ii1043.doc AGENDA ITEM # 8C JANUARY 28, 2013 STAFF REPORT City of Atlantic Beach Commission Meeting Agenda Item: Videotaping Commission Meetings Submitted by: Keith Randich, IT Director Date: January 14, 2013 Strategic Plan Link: N/A Budget: None Summary A motion was approved at the December 10, 2012 Commission Meeting asking staff to analyze eMeeting systems, their costs, and potential savings. This report addresses three separate topics related to these systems: 1. Capturing the meetings on video and making them available for viewing. 2. Giving visitors to the City's website the ability to do keyword searches of meeting agendas, meeting minutes, and other documents online. 3. Acquiring agenda creation software for use by City staff. Background The City studied capturing meeting on video in a staff report presented to the Commission on August 10, 2010. Recently, an informal study team was formed by Commissioner Carolyn Woods to update that report. The team consisted of Commissioner Woods, citizen volunteers, and me. This report includes the input from the study team and the previous staff report. Video Capture of Commission Meetings Many municipalities have started videotaping their Commission meetings under the auspices of government transparency. Current technology allows the video to be viewed live over the Internet. When the meeting has finished, the video can be indexed to the agenda for quick playback selection, and posted to the municipality's website. There are three basic options available for recording the Commission meetings: 1. Tape by a videographer The City would hire a local videographer to record each meeting. The recording would be uploaded to a vendor to post online in the days following the meeting. The videographer would have the capability to pan the room, zoom into speakers and the overhead projector. This is the only option that AGENDA ITEM # 8C. JANI lARY 28, 2013 would allow the City to tape meetings and functions in a variety of locations. However, it's the only option that would not enable an index associated with the meeting's agenda, 2. Tape by a single fixed, camera A single camera would be installed in the Chambers, and tied to an encoder that would upload the video of a meeting in real time. The camera would be focused on the dais. The video would be viewable over the Internet live, and after the meeting would be indexed to the agenda. This would allow a viewer to select the video of specific agenda item to watch rather than fast - forwarding through the entire recording. 3. Tape by multiple adjustable cameras Multiple cameras would be installed in the Chambers, and connected to a camera switch, An "editor" would review each camera, and select the shoat that displayed the speaker, event, or overhead projector graphic. The selected video would be passed to an encoder that would upload the video of the meeting in real time. Each camera would have the capability to have a number of preset locations, allowing the editor to zoom in on a specific speaker or room view with the touch of a button. The editor could be a City staff member in attendance at the meeting, or a vendor viewing the meeting remotely. The video would be viewable over the Internet live, and after the meeting would be indexed to the agenda. This would allow a viewer to select the video of specific agenda item to watch rather than fast - forwarding through the entire recording. Online Keyword Searches of Agendas, Minutes, and other Public Records An issue that was raised by the informal study team concerned the difficulty that citizens and Commissioners had searching the City web site for documents. Currently, the agendas and minutes of all meetings are posted to the City website, and archived to the Laserfiche Document Management system. Access to the Laserfiche application is only available to City staff. The search capability of our current website is very rudimentary. Entering a keyword in the website search window will return matches on all vvwuw.coab. LIS website pages, website forms, web archives, and documents stored on the site. No ability exists to narrow the search to a specific document type. Civic Plus, our website vendor, is promising improved searching capability in an upgrade planned for the 2 "d quarter of 2013. Laserfiche is the software that the City uses to archive its documents. All minutes, agendas, agreements, building plans, permits, and other records that the City must store to meet record retention requirements are electronically captured in the Laserfiche application. The application's strong point is its ability to be searched by a variety of criteria: keyword, date, document name, document type, and others. The current AGENDA ITEM # 8C JANIJARY28.2013 installation of the product limits access to these physically inside the City's network. An additional module that the City can acquire allows access to the archive through the City's website. Anyone with access to the Internet could have access to City records, and more importantly, the searching capability of the Laserfiche product. Examples can be viewed at: Sebastian, FL httj): ifwww .cityofsebastian.org/weblink$/ Palm Beach Gardens, FL littps://egov.pbgfl.com/WebLink8/Welconie.asp Agenda Creation Software A variety of companies market software to government agencies that assist in the creation of meeting agendas. Staff members input proposed items into the agenda, the City Manager- reviews the items and approves them for inclusion in the agenda. Supporting documentation is collected with the agenda items. When the agenda is finalized, the agenda "package" is delivered to the Commission members. Many of these agenda creation offerings contain add -on capabilities that extend into the meeting itself, such as voting tabulators, motion /second capture, request to speak parcels, paperless options, commissioner note capture, mobile device viewing, and integration with the meeting video capture. Currently, the City Clerk manages a process where staff places proposed items in a specific folder on the City file server_ The Clerk and City Manager review the items and finalize the agenda for an upcoming meeting. Although most of the add -on capabilities noted above are lacking in the Clerk's process, the agenda package is created on a regular basis with a minimal amount of effort on the part of the staff. The study team assembled to study the video recording investigated an agenda creation product from NovusAGENDA. Novus shared with the team a cost saving spreadsheet that claimed the City could save over $30,000 annually. The dollar amount was calculated rising the estimated time spent by City staff in producing and distributing each agenda, as well as taking queries from citizens and Commissioners unable to perform their own keyword searches of past meeting notes, agendas, and other public records. A closer comparison of the actual time and effort spent by staff on these tasks negated almost all the savings claimed by Novus. Time spent by staff locating documents on behalf of citizens and elected officials remains a valid issue, but is better addressed by improving the website searching instead installing an agenda creation product. Budget Video Capture Costs: Cost estimate of each option is attached. Online Keyword Search Cost: $15,000 for the Laserfiche Weblink module and $2,000 annual support Agenda Creation Software Gast: Ogre -time $750 plus $350 /month AGENDA ITEM # 8C JANUARY 28, 2013 Recommendation Each of the three items reviewed can be considered and implemented independent of the other items. Since none of them have been budgeted in the 2012 -2013 fiscal year, a budget modification would have to be approved for each item. Video Capture Recommendation: Multiple adjustable cameras would give the highest quality video recording, while providing citizens with a searchable, indexed agenda from each meeting. if the Commission elects to move forward with videotaping meetings, they should select one of the multiple camera options. Online Keyword Search Recommendation: Installing the web module for the Laserfiche application on the City website would provide the most capable tool to website visitors for document searching. City staff already stores virtually all documents that have a public record retention requirement in Laserfiche, so no further effort would be required to make new documents accessible through the website. When documents are posted on the City website today, staff has to take the extra step of uploading each file to that site. Making the Laserfiche application available to website visitors also gives them the ability to use advanced searching tools when attempting to locate City documents. Agenda Creation Software Recommendation: Although some of the additional features that are available with agenda creation software would help formalize the creation of the agenda and subsequent commission meeting notes, those features would not translate to any significant savings to the City. Reviewed by City Mana �e Videotaping Commission Meetings Options Upfront Cost Staff Required Service Monthly Cost 1st Year Cost Features Drawbacks I No upfront cost; ability to Charged to tape each event Minimal - Post use service in multiple ($200), no live viewing, no Outside Videographer None Meeting Granicus $730 $8,760 locations indexing I Live feed, indexed video, Single Fixed Camera $5,000 Minimal Granicus $660 $7,920 unlimited meetings Lowest quality video Addl staffer is Live feed, indexed video, Multiple Adjustable required for ;high quality, unlimited Add'I staff member required Cameras - Local Editing $25,000 editing Granicus $868 $35,416 meetings g ($104 /meeting) Live feed, indexed video, 30 meeting/ year limit Multiple Adjustable ( high quality, no staff Editing by Swagit ($120 / Cameras - Remote Editing $30,000 No Swagit $935 $41,220 required meeting) �Y a� �Y N m 00 D � AGENDA ITEM # 817 JANUARY 28, 2 ©13 AGENDA ITEM NO. DATE: CITY OF A`T'LANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: Early Openings for Dutton Island Preserve SUBMITTED BY: Rick Carper, P.E., Public Works Director L DA'Z'E: January 4, 2013 STRATEGIC PLAN LINK: Goal 12 Marsh Master Plan Improvements - tangentially related to goal of increasing access and usage of City Marsh Preserves. BACKGROUND: In late summer 2012, in response to user requests (particularly fishermen-) for earlier access, the City Commission directed Staff to conduct a trial of opening Dutton Island Preserve at 6:00 am on Saturday and Sunday as a change from the scheduled opening at 7:30 ain. After determining that Parks loading on Saturdays required an additional Ranger, Public Works rearranged Ranger schedules in order to accommodate the request, and applied the early opening to Tideviews Preserve also. Initially, in order to minimize overtime, the change was accommodated by assigning an additional employee to come in on weekend mornings which resulted in one less employee here on Mondays and staff leaving early one day during the work week. As park activity has declined and days have gotten shorter in the winter months, the coverage requirements for a full weekend day became less which has allowed Public Works to return to a single Ranger covering Saturdays and Sundays. As the clays get longer and park loading increases, this will become a scheduling issue again. Based on Banger observations, most weekends have seen a few park users (typically one to three cars) taking advantage of the earlier opening time. The people taking advantage of the earlier opening have obviously given positive feedback with the new opening titre. Assume an average of two cars per day, this would equate to roughly $58 per car, if early openings are managed exclusively by overtime. Because Ranger manning is very thin for the amount of work associated with parks trtaintenance, if directed to continue the early openings, overtime is the recormnended way to address this requirement with only PW support. One alternative previously discussed to reduce Staffing impacts was having an on -duty Police Officer open the park at the early time since Officers are already on the clock. However, the Chief of Police has cautioned that officers would not always be available to open the gate because of other, more important duties and complaints would be expected from the public who expected the gate to be opened at a regular time (See attachment). AGENDA ITEM # 8D JANUARY 28, 2013 Staff also investigated whether preserves needed to be locked overnight at all. Because of the camping activities occurring at Dutton Island Preserve, Staff felt that locking that gate as currently is done was a necessary safety precaution. However, locking the gate at Tideviews Preserve, from an operational aspect may not be necessary. Early users frequently park outside the gate on W. 15' Street and walk into the preserve. Leaving the gate open would allow users to park in the parking lot and reduce PW maintenance of the W. 15` Street shoulders. Security cameras already in place at the entrance allow the Police Department ECOs to monitor the parking lot and entrance road on a 24 hour basis. BUDGET: Staff earlier estimated it would cost about $3,000 per year in overtime pay (Account 001- 6020 -572 -1400) for just the Sunday early opening. To meet the desire for both weekend days and holidays using only overtime would cost approximately $6,000 in overtime, although if able to return to single ranger coverage as done for winter months, this amount may be reduced to approximately $4,500. The current total year Parks Maintenance Division overtime budget is $5,300 (38% already used for the year). A budget modification will be required to support early opening later this fiscal year. RECOMMENDATION: Consider whether the Commission desires to continue providing this extra service at this cost per use. ATTACHMENTS: City Manager's Follow -up Report from July 23`d Commission Meeting REVIEWED BY CITY MANAGER: AGENDA ITEM # 8D JANUARY 28, 2013 July 16, 2012 MEMORANDUM TO: The Honorable Mayor and Members of the City Commission FROM: Jim Hanson City Manager SUBJECT: Follow -up Report Opening Times of Dutton Island Preserve; A request was made at a recent Commission Meeting for the City to look into options open Dutton Island Preserve on weekends at 6:00 a.m. rather than the current time of 7:30 a.m. as for other City parks. The City can bring employees in earlier on those days to open the gate, but there would be an additional cost of approximately $3,000 per year. The Public Works Director reports that the earlier opening time can be accommodated on Saturdays by a scheduling change for the weekend Park Attendant. However, opening the gate earlier on Sundays would require the payment of approximately 1 '/z hours of overtime every week. A suggestion was made that police officers on duty should be able to open the gate at this earlier time. On most Sundays, the Police Dispatcher could send an officer to open the gate at 6 am. However, there would be a significant number of times when all of the officers are tied up on other more urgent matters. If the public were led to expect that the gate would always be opened at 6 am on weekends, then it would inevitably lead to complaints about the times when the police were not able to meet this timeframe. Consequently, if the City Commission wants these gates opened at an earlier time, paying for the additional overtime on Sundays is the best option. Debatable Motions; At the last Commission meeting, I made a statement that a motion to defer was non - debatable. That statement was not correct. The motion is debatable. The appropriate pages from "Robert's Rules of Order" are attached that outline which motions are debatable and which are not. AGENDA ITEM # 8E JANUARY 28, 2013 AGENDA ITEM N _ DATE: CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: Proposed City of Atlantic Beach, Florida Healthcare Facilities Revenue and Refunding Bonds (Fleet Landing Project), in an aggregate principal amount not to exceed $46,000,000 SUBMITTED BY: Nelson Van Liere, Finance Director DATE: January 18, 2013 STRATEGIC PLAN LINK: Not Applicable BACKGROUND: Joshua A. Ashby, the Chief Executive Officer of the Naval Continuing Care Retirement Foundation, Inc. has made application to the City to issue on its behalf, Florida Healthcare Facilities Revenue and Refunding Bonds in the form of Industrial Development Revenue Bonds conduit debt. The primary purpose of these bonds is to refinance at more favorable rates the previous bonds issued by Atlantic Beach in 1999 and 2006. The will also use a small amount to reimburse themselves for land purchased for the new maintenance facility. It is understood that all costs associated with the issuance of the bonds will be the responsibility of Borrower. The borrower will indemnify the City against any liabilities, claims and expenses incurred by the City in any way relating to the issuance of the bonds. Conduit financing is an arrangement whereby a city can issue tax exempt bonds for a third party entity without obligation to itself, as long as the proceeds are to be used to serve a public interest. Fleet Landing is a health care facility that qualifies as a public purpose which benefits the entire community. This is to be a tax exempt financing at more favorable rates resulting in savings to Fleet Landing at around $300,000 per year. Fleet Landing will then again return to the City with a request for additional bonds later this year to develop the site vacated by the old maintenance facility for the construction of new units. BUDGET: There is no budget impact RECOMMENDATION: Authorize the City Manager to help facilitate the issuance of the Bonds ATTACHMENTS: Application for Approval Summary prepared by Fleet Landing AGENDA ITEM # 8E JANUARY 28, 2013 Application for Approval Of Proposed City of Atlantic Beach, Florida Health Care Facilities Revenue and Refunding Bonds (Fleet Landing Project) Summary Bonds: Not to exceed $46,000,000. Borrower: Naval Continuing Care Retirement Foundation, Inc., a Florida not for profit corporation, which owns and operates an existing continuing care retirement facility known as "Fleet Landing." Facility Site: Fleet Landing campus located at One Fleet Landing Boulevard, Atlantic Beach, Florida, on a site containing approximately 100 acres (the "Existing Campus "), and approximately two (2) additional acres of land (the "Additional Land ") immediately adjacent to the Existing Campus. Project/ Refunding: (1) Reimbursing the Borrower for the costs of acquiring the Additional Land and (2) refunding the outstanding City of Atlantic Beach, Florida Health Care Facilities Revenue Bonds (Fleet Landing Project), Series 1999, and the outstanding City of Atlantic Beach, Florida Variable Rate Demand Revenue Bonds (Fleet Landing Project), Series 2006 (collectively, the "Refunded Bonds "). Proceeds of the Refunded Bonds were loaned to the Borrower for the purpose of financing or refinancing various capital improvements to the Existing Campus. The Project will be owned and operated by the Borrower. Project/Refunding Approximately $52,050,000. Costs in excess of Series 2013 Cost: Bond proceeds will be paid from moneys held in funds for the Refunded Bonds and an equity contribution of the Borrower. Security for the Loan repayments by the Borrower pursuant to a Loan Bonds: Agreement between the Borrower and the City. The obligations under the Loan Agreement will be secured by master note of the Borrower issued in favor of the bond trustee for the Series 2013 Bonds, pursuant to and in accordance with a Master Trust Indenture, to be entered into between the Borrower, as obligor, and the master trustee, and further secured by a mortgage on the Fleet Landing campus. 4813 - 5395 - 5858.2 AGENDA ITEM # 8E JANUARY 28, 2013 Conduit Financing: Any pecuniary liability or obligation of the City shall be limited solely to amounts received by the City from the revenues and other funds derived by the City from the Borrower with respect to the Project, including loan repayments received under the fmancing agreements. No Expense to City: The Borrower will pay all costs and expenses of the City relating to the issuance of the Bonds, and will indemnify the City against any liabilities, claims and expenses incurred by the City in any way relating to the issuance of the Bonds. 2 4813 - 5395 - 5858.2 AGL'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. I�IIp.I /tivtiw►. i. �_, a�nc nt3� Lli �a��aksi �,licl- v�.a�te /do n l-ca rati s -f i }Jrentiol - c:ullegioi w 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 Y� z >> N 00 ,y O � W Estimated/ .. •, Estimated/ Actual Goals/ Who 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. Y� z >> N 00 ,y O � W City of Atlantic Beach Strategic Plan July 2012 vY zm �z �a N� 0 Wy Estimated/ Estimated/ Actual Goals/ Who Actual Start Completion 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. vY zm �z �a N� 0 Wy City of Atlantic Beach Strategic Plan Quarterly Report January 2013 z� �Y N � O � W Estimated/ Estimated/ Actual Goals/ Who Actual Start Completion Responsible Date Date Status 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. z� �Y N � O � W City of Atlantic Beach Strategic Plan July 2012 �v z� ad �a N [TJ N � O r �p W r9 Estimated/ Estimated/ Actual Goals/ Who Actual Start Completion Responsible 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. �v z� ad �a N [TJ N � O r �p W r9 City of Atlantic Beach Strategic Plan Quarterly Report January 2013 a� �a Ntit 0 o� a Estimated/ Estimated/ Actual Goals/ Who Actual Start Completion Responsible Date Date Status Comments 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. a� �a Ntit 0 o� a City of Atlantic Beach Strategic Plan July 2012 a� z� �a N � O � W � Estimated/ Estimated/ Actual Goals/ Who Actual Start Completion Responsible Date Date Status Comments 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. a� z� �a N � O � W � City of Atlantic Beach Strategic Plan Quarterly Report January 2013 �z cd za N N � O w � Estimated/ Estimated/ Actual Goals/ Who Actual Start Completion Responsible Date Date Status Comments 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. �z cd za N N � O w � City of Atlantic Beach Strategic Plan July 2012 �Y d �y N tj 00 N � O r `p W Estimated/ Estimated/ Actual Goals/ Who Actual Start Completion Responsible Date Date Status 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. �Y d �y N tj 00 N � O r `p W City of Atlantic Beach Strategic Plan Quarterly Report January 2013 cd �a N nj 00 y N 7k O W � Estimated/ Estimated/ Actual Goals/ Who Actual Start Completion Responsible Date Date Status Comments 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. cd �a N nj 00 y N 7k O W � City of Atlantic Beach Strategic Plan July 2012 �a cz N N � O W � a Estimated/ Estimated/ Actual Goals/ Who Actual Start Completion Responsible Date Date Status Comments 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. �a cz N N � O W � a City of Atlantic Beach Strategic Plan Quarterly Report January 2013 �Y z� [z �a N � O � w � Estimated/ Estimated/ Actual Goals/ Who Actual Start Completion Responsible Date Date Status Comments 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. �Y z� [z �a N � O � w �