3-12-13 Minutes MINUTES OF THE STRATEGIC PLANNING WORKSHOP
HELD AT ADELE GRAGE CULTURAL CENTER, 716 OCEAN BLVD.
ON TUESDAY, MARCH 12, 2013. (Meeting 1 of 3)
Commissioners Present: Mike Borno, Mayor
Maria Mark, Mayor Pro Tern
Mark Beckenbach, Commissioner
Jonathan Daugherty, Commissioner
Carolyn Woods, Commissioner
Staff Present: Jim Hanson, City Manager
Nelson VanLiere, Finance Director
Timmy Johnson, Recreation and Special Events Director
Mike Classey, Police Chief
Donna Kaluzniak, Utilities Director
Rick Carper, Public Works Director
Sue Danhauser, Human Resource Director
Keith Randich, IT Director
Tim Gilboy, Deputy Public Works Director
Mike Griffin, Building and Zoning Director
Tiffany Layson, Police Commander
Victor Gualillo, Police Commander
Donna L. Bartle, City Clerk
Facilitator: Walt McBride
The meeting was called to order at 5:00 pm.
Overview, Introductions, Roles, Responsibilities, and Expectations
Walt McBride gave an overview of the agenda and had everyone introduce themselves. City
Manager Jim Hanson explained his expectations.
Review of 2012 Retreat Results
Staff reported on the status of each item on the Strategic Plan (which is attached and made part
of this Official Record as Attachment A) as follows: Golf Course- City Manager Jim Hanson;
Union Negotiations- Human Resource Director Sue Danhauser; Budget- City Manager Hanson
and Finance Director Nelson Van Liere; Pedestrian Safety- Police Chief Mike Classey; Atlantic
Beach West Integration/ Visioning Plan- City Manager Hanson; Encroachment on and
Expansion of City Parks- City Manager Hanson; Mayport Corridor- Building and Zoning
Director Michael Griffin ; Enterprise Applications- IT Director Keith Randich; Tipping Fee
Negotiation- City Manager Hanson and Public Works Director Rick Carper; Community
Visioning Plan- Commission; Police Building- Police Chief Mike Classey; Town Center
Parking- City Manager Hanson and Building and Zoning Director Michael Griffin; Marsh
Master Plan Improvements- Public Works Director Rick Carper.
As each item was being reported, the Commission had the opportunity to ask questions and staff
answered their questions.
Commissioner Beckenbach requested that detailed information regarding capital projects for
each year be provided to the Commission. Finance Director Nelson Van Liere explained he can
provide a schedule of the 10-year plan to refer to during budget workshops.
Listing and prioritizing of items identified by Mayor and Commissioners
Mr. McBride explained how first he will list the items that the Commission wishes to discuss
during these sessions by writing them on a flip chart and then they will be discussed and
prioritized later. The issues highlighted were as follows:
• Golf Course
• Atlantic Beach West Integration
• Visioning Plan
• City Parks; Encroachment On and Expansion Of
• Mayport Corridor
• Enterprise Applications
• Tipping fees
• Police building
• Town Center Parking
• Marsh Master Plan
• Parking at Bull Park
• Tree Ordinance Review
• Greenspace Master Plan
• Infrastructure
• Commercial Revitalization
• Marsh Oaks Branding
• Mayport Crossover/Crosswalks
• Videotaping Commission Meetings
• Grants
• Manpower
• Charter Review
• Pedestrian Safety
• Open and Accessible Government
• 5-way stop/Roundabout
• Flooding issues
• Going paperless with agenda packets
• Recruitment and Retention of Staff
Mr. McBride asked the Commission to combine related items and prioritize them by importance.
He explained they will be prioritizing them again during the final night of Strategic Planning.
Each Commissioner scored each item from 1 to 5 with 1 being the lowest ranked and 5 being the
highest. Scores following each item in parentheses are the total scores of all five Commissioners.
• Golf Course (14)
• Atlantic Beach West Integration/Mayport Corridor/Marsh Oaks Branding/Mayport
Crossover crosswalks (23)
• Visioning Plan(18)
• Enterprise Applications (13)
• Tipping Fees (14)
• Police Building(20)
Minutes of the Strategic Planning Workshop (Meeting 1 of 3) Page 2 of 3
February 12, 2013
• Town Center Parking (11)
• Marsh Master Plan(19)
• Greenscape Master Plan(same as Parks Master Plan) (16)
• Infrastructure (13)
• Commercial Revitalization; Mayport and Atlantic Boulevard(20)
• Five-way Stop/Roundabout(6)
• Grants (18)
• Recruitment and retention of City staff(19)
• Pension(21)
• Budget (25)
• Charter Review(15)
• Open/accessible government/videotaping of Commission meetings (21)
• Pedestrian Safety (20)
Discussion of priority issues and goal setting.
Mr. McBride explained they are to begin discussing the priority issues to identify action items.
Police Building- Commissioner Daugherty distributed and explained a handout titled Atlantic
Beach Public Safety Building Additions and Renovations Space Programs dated 6/15/05 from
Fleet & Associates and proposed having an independent architect look at the existing building to
see what can be done. Commissioner Beckenbach reported comments he heard from citizens
regarding the Police Building. Discussion ensued. Mr. McBride noted there were many areas of
disagreement during the discussion and asked what areas they can agree on. There was an
agreement by the Commission that the Police Department needs better facilities. Mayor Borno
suggested getting an RFP for independent analysis on the existing building. There was a
consensus for Mayor Borno to have a proposal on a future agenda.
Mayor Borno adjourned the meeting at 9:05.
Attest:
Nked &tM4) J
Mike Borno Donna L. Bartle, CMC
Mayor City Clerk
Minutes of the Strategic Planning Workshop (Meeting 1 of 3) Page 3 of 3
February 12, 2013
City of Atlantic Beach
Strategic Plan
January 2013
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 9/24/2012 On Hold 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 10/8/2012 10/8/2012 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 10/8/2012 On Hold above.
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City of Atlantic Beach
Strategic Plan
January 2013
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 10/8/2012 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 long term 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 2/8/2012 Ongoing meetings held on October 8,October 22 and December 10,2012.
City of Atlantic Beach
Strategic Plan
January 2013
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 5/4/2012 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 6/12/2012 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 6/18/2012 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.
City of Atlantic Beach
Strategic Plan
January 2013
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 3/9/2012 4/30/2012 Completed future projects and related information.
Meetings with
Department Heads to
Review Budgets 5/1/2012 6/14/2012 Completed
Preparation of
Proposed Budgets
and Follow-Up
Meetings with Dept.
Heads 5/25/2012 7/2/2012 Complete
Draft Budget Finalized
and Printed 7/2/2012 7/20/2012 Complete
Budget Workshops
with Commission 8/21/2012 8/30/2012 Complete
Final budget approved 9/24/12. Service levels maintained despite
Budget Adoption 9/10/2012 9/24/2012 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.
City of Atlantic Beach
Strategic Plan
January 2013
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 4/23/2012 7/8/2012 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.
City of Atlantic Beach
Strategic Plan
January 2013
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
West commercial areas that surround Mayport Road by identifying,
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 5/21/2012 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.
City of Atlantic Beach
Strategic Plan
January 2013
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 4/9/2012 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 7/9/2012 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 7/1/2012 9/30/2012 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 to avoid the expense of replacing the existing IBM mainframe computer.
ASP data center 9/24/2012 5/1/2012 Ongoing Proposal reviewed by Commission at budget workshops and approved.
City of Atlantic Beach
Strategic Plan
January 2013
Estimated/
Estimated/ Actual
Goals/Who Actual Start Completion
Responsible Date Date Status Comments
Goal; This goal is to resolve the issue with the City of Jacksonville
8. Tipping Fee 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 7/3/2012 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 7/3/2012 12/12/2012 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 CO1 staff on 1/16/13.
Goal; This goal is to utilize community input from a multitude of
9. Community 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 5/21/2012 6/25/2012 Completed 6/25/12.
City of Atlantic Beach
Strategic Plan
January 2013
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 6/12/2012 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) Department.
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 2/23/2012 5/16/2012 Completed up to 5,000 SF of the existing building for police use.
•
City of Atlantic Beach
Strategic Plan
January 2013
Estimated/
Estimated/ Actual
Goals/Who Actual Start Completion
Responsible Date Date Status Comments
I
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
i 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 6/11/2012 On Hold project.Another workshop is tentatively scheduled for 2/25/13.
Further design and construction to depend on direction provided by
Construction I On Hold Commission during budget workshops and budget authorization.
Goal;This goal is to consider possible legislative solutions to the
11. Town Center 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.
City of Atlantic Beach
Strategic Plan
January 2013
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 10/15/2012 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 11/15/2012 9/30/2013 Progress presented by staff at 1/28/13 Commission Meeting.
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 1/14/2013 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 10/1/2013 9/30/2014 Not Started FY 14 COAB Budget.