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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. m z 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.