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Agenda Item #1A - Commission Meeting Minutes 4-14-14MINUTES AGENDA ITEM# 1A MAY 12,2014 *REGULAR CITY COMMISSION MEETING April 14, 2014 CITY HALL, 800 SEMINOLE ROAD IN ATTENDANCE: Mayor Carolyn Woods Mayor Pro Tern Mark Beckenbach Commissioner Jonathan Daugherty Commissioner Jimmy Hill Commissioner Maria Mark Call to Order/Pledge: City Manager Nelson VanLiere City Attorney Richard Komando City Clerk Donna Bartle Recording Secretary Nancy E. Bailey Mayor Woods called the meeting to order at 6:30 p.m. Commissioner Daugherty gave the Invocation, followed by the Pledge of Allegiance to the Flag. 1. A. B. C. Approve the minutes of the Regular Commission Meeting of March 10, 2014. Approve the minutes of the Special Called Meeting of February 24, 2014. Approve the minutes of the Commission Workshop of February 24,2014. Mayor Woods asked if there were any corrections to the above minutes. There were no conections, so Mayor Woods stated the minutes will stand as submitted. 2. Courtesy of Floor to Visitors A. Proclamation honoring Gail Baker for her Distinguished Public Service. A proclamation honoring Gail Baker was read by Mayor Woods and she presented the plaque to Ms. Baker's family. B. Proclamation for Child Abuse Prevention Month. Mayor Woods read the proclamation proclaiming the month of April 2014 as Child Abuse Prevention Month and presented it to Bryan Hensley, Northeast Region Deputy Director with Department of Children and Families (DCF). Mr. Hensley thanked her. He stated the more that we as a community can wrap our arms around these families to make them whole and help their children be safe, the more this will help him reach his dream, which is for DCF to go out of business. Mayor Woods opened the Courtesy of the Floor to Visitors. Richard Reichler, 2025 Beach Ave., addressed Item 7 A, stating based on a meeting he had personally with Mike Griffin, his understanding is that the amendment has no impact on which way a house faces, locations of front doors or driveways, home addresses or access to any streets. He stated Mr. Griffin never stated to the Commission or the Community Development Board any of the above. He stated no home owner in Atlantic Beach has the ability to choose the location of required front, rear and side yards and this amendment does not change this. He stated when he asked him, Mr. Griffin explained who initiated the amendment, why it was initiated and the intended result of the change, none of which has anything to do with the facing of front yards. He stated he is in favor of the amendment, if only that it may provide for an incremental improvement in safety for Beach A venue motorists and pedestrians. April14, 2014 REGULAR COMMISSION MEETING AGENDA ITEM# 1A MAY 12,2014 Page2 Opio Sokoni, 1729 Lambert St., thanked the Commission for recognizing Ms. Gail Baker. He stated he hopes they can replace her with someone with the same passion and beauty and love for children that she had. He stated anything they are considering doing to honor her with either that park or community center they have his full support. He wished much love to her family. He congratulated the Mayor and Commission for their great work in Atlantic Beach. John Stinson, 150 12th Street, stated he believes the City officials and the Commission have been bogged down with things that may be a big time burden or not in the interest of the community. He stated things such as the noise ordinance, the HRO, etc. are slowing down our City and taking resources we could better use somewhere else. He stated he believes there are other things that the Commission could focus on, i.e. dirty bathrooms in the parks. He stated he believes there are a lot of things that impact our citizens that may not seem as big an issue for the general public. He stated one of the things he would like to see the Commission do is to consider a parking permit program for the City of Atlantic Beach, whereby the homeowner gets two parking pe1mits and then start selling parking pe1mits. He stated he believes it is a way to generate revenue and eliminate some ofthe undesirable element in our community. He also addressed the fact some citizens get no response from the emails sent to the Commission. He stated being an elected official isn't a mandate for politicians and officials to promote their own agenda. He stated what they elect people for is to represent the citizens and promote what they feel is important. Mayor Woods stated she does try to answer every email but we have a junk email catcher that catches emails sometimes and asked that he give his email address to the City Clerk so they can check to see if it is getting sparnmed. Chris Jorgensen, 92 W. 3rd, addressed his concem with Habitat and traffic safety on AlA, stating he has not seen a State DOT report and does not believe our local police department report is sufficient for the quantity of traffic that will come forth from the area. He asked the City to have the City Attorney make a ruling whether it requires a State Road DOT safety survey. Mayor Woods stated she and the City Manager met with DOT to address safety concerns in this area and they are looking at that to see if there are any improvements that can be made to address those concerns. Sally Clemens, 1638 Park Terrace West, stated the Commissioners should be applauded for their tenacity in pursuing the video streaming for the City. She stated citizens seem to be using and appreciate this website; however, in order to be heard they must speak into the microphone. She stated the March 24th workshop was not audible and asked that they please speak into the microphone. She also asked how much it would cost to add captions for the hearing impaired. Jesse Dattilo, 1983 Beach Ave., thanked the Mayor for the proclamation honoring Ms. Gail Baker. She stated Ms. Baker was such a large influence in this community and they all benefited in knowing her. She stated she believes to honor her memory and legacy, the Donner Park Community Center should be renamed in her honor. Mayor Woods stated they are working on that. No one else from the audience spoke, so Mayor Woods closed the Courtesy of the Floor to Visitors. 3. Unfinished Business from Previous Meetings A. City Manager's Follow-up Report. City Manager Nelson Van Liere reported, based on the community input at the last workshop on the Marsh Multi-Purpose Path he believes they need to bring this up to dete1mine if they need to continue on the path they have set their consultants on or if they should redirect them in a different way and maybe propose alternatives to what was suggested. He requested direction from the Commission. Discussion ensued. Aprill4, 2014 REGULAR COMMISSION MEETING AGENDA ITEM# lA MAY 12,2014 Page3 Public Works Director Rick Carper further explained the scope of work requested of the consultant. He stated they can change the scope and the consultant knows he cannot go from Phase 1 to Phase 2 or Phase 3 without the Commission's concurrence. He stated he is asking for guidance on this because they submitted a grant application to Florida Inland Navigation District (FIND) for this path, that he has no confidence they will be able to meet the timelines on, due to the Commission and residents asking for more time to give more input. He stated if the Commission believes they should slow this process down and not push forward in this grant cycle then staff will notify FIND that they are not going to proceed. Further discussion ensued. It was the consensus of the Commission to continue to pursue the FIND grant and have that project be the improvement of the Dutton Island Road and still have the entire path studied and if the scope of work and the dollar amount attached to it isn't enough they may have to come back to the Commission for additional funds. Mr. Carper suggested he get with the consultant and meet with the Paradise Preserve, Hidden Paradise and Paradise Cove HOAs and explain they are changing the focus to just look at Dutton Island and ask if that resolves their concems for now. Mayor Woods reiterated it was the consensus of the Commission to focus on Dutton Island Road and the FIND grant for this fiscal year and move in that direction and Mr. Carper will keep the Commission abreast. Mr. Van Liere reported they sent a letter to COJ with an offer to settle the tipping fee issue but have not received a response yet. He stated he will call them next week to follow up. He also reported we received notice of a grant awarded for hazard mitigation for sewer improvements in the Donner Community area. He stated the project is in the current year budget for $155,000 and the grant will pay $116,250, or 75%. 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, Code Enforcement Monthly Activity Report, and Financial Report for February 2014. B. Award the contract for Concrete Repairs, Bid No.1314-08, for the Public Works/Utilities Department to Taylor Concrete Services & C.A.P. Contracting Inc., for one year. C. Award the contract for the Dutton Island Road Sidewalk and Drainage Project: CDBG 2014 (PW1301) Bid No. 1314-07 to Core Construction and authorize the City Manager to execute the contract documents on the City's behalf. D. Authorize Insituform Technologies, LLC to install cured-in-place pipe (CIPP) for the FY14 Sewer Rehabilitation Project in the amount of $145,200, using specifications and pricing in JEA Contract No. 116616. Authorize the City Manager to sign the contract with Insituform Technologies, LLC. E. Award a contract for Bid No. 1314-06 for the Repair and Fiberglass Lining of Manholes on Saturiba Drive in the amount of $54,450.00 to J & H Waterstop Utilities, Inc. and authorize the City Manager to sign the contract. F. Declare the list of property as surplus so that the items on it may be disposed of in the most beneficial way to the City. Aprill4, 2014 REGULAR COMMISSION MEETING AGENDA ITEM# 1A MAY 12,2014 Page4 G. Award a contract for Bid No. 1314-05 for the Interior Repair and Painting of Ground Storage Tank at Water Plant #2 in the amount of $75,504.00 to E & D Contracting Services, Inc. and authorize the City Manager to sign the contract. H. Approve the Amendment to the Verizon Wireless Site Lease and authorize the City Manager to sign the lease documents. Mayor Woods read the Consent Agenda. Mayor Woods pulled Item H. Motion: Approve Consent Agenda Items A-G as read. Moved by Daugherty, Seconded by Mark Votes: Aye: 5-Beckenbach, Daugherty, Hill, Mark, Woods Nay: 0 MOTION CARRIED Mayor Woods stated she pulled Item H for the City Manager who will explain it. Mr. VanLiere explained this item is being pulled to change the motion to include that the Mayor is authorized to sign the agreement, at the wishes ofVerizon, instead of the City Manager. Motion: Approve Consent Agenda Item H and Amend to Allow the Mayor to sign. Moved by Daugherty, Seconded by Mark Votes: Aye: 5-Beckenbach, Daugherty, Hill, Mark, Woods Nay: 0 MOTION CARRIED 5. Committee Reports 6. Action on Resolutions None. 7. Action on Ordinances A. ORDINANCE NO. 90-14-222, Public Hearing and Final Reading AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA, AMENDING CHAPTER 24, ARTICLE III, DIVISION 4, SECTION 24-84 OF THE CODE OF ORDINANCES, LAND DEVELOPMENT REGULATIONS, TO REPEAL CONDITIONS OF LOTS EXTENDING BETWEEN BEACH A VENUE AND OCEAN BOULEY ARD; PROVIDING FOR CONFLICT; PROVIDING FOR SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE. Mayor Woods read Ordinance No. 90-14-222 by title. She opened the Public Hearing. No one from the audience spoke so Mayor Woods closed the Public Hearing. Motion: Approve Ordinance No. 90-14-222 as read. Moved by Mark, Seconded by Daugherty Aprill4, 2014 REGULAR COMMISSION MEETING AGENDA ITEM# 1A MAY 12,2014 PageS Mr. VanLiere explained the Community Development Board voted 6-0 after they reviewed this. He stated it is his understanding this will allow you to address your property on Beach for the through lots that are Beach through Ocean. He stated it was explained to him they just needed to delete this section of our Code that did not allow for the double frontage. City Attorney Rich Komando explained, according to the staff report, there are 22 lots that this affects and if one of the properties on those lots needed to be rebuilt or modified to the extent of more than 50% that Ordinance Subsection C, which is proposed to be repealed, would come into play. He stated he understands that the result was that they thought it was appropriate to have the ability for the homeowner to choose either Beach or Ocean facing. He stated he believes it had to do with front yards, placement of pools, etc. He stated his understanding was that it was Mr. Griffm' s recommendation that we pursue that. Mayor Woods stated currently if you have a through and through lot, your address is on Ocean Blvd. which puts your driveway and garage on Beach Ave. and this would allow you to have your address on Beach Ave. or Ocean Blvd., so your driveway/garage could be on either street as well. Votes: Aye: 5-Beckenbach, Daugherty, Hill, Mark, Woods Nay: 0 MOTION CARRIED 8. Miscellaneous Business A. Engineering Design of Stormwater Improvements for Saltair Subdivision and Sturdivant Road Sidewalk (PW1406) Mr. Carper summarized his staff report stating this is within budget and he recommends approval of the contract with Ayres & Associates. Motion: Approve the Scope of Services and Fee Proposal for Engineering Design of Stormwater Improvements for Saltair Subdivision and Sturdivant Road Sidewalk and authorize the City Manager to sign the contract with Ayres & Associates. Moved by Mark, Seconded by Beckenbach Votes: Aye: 5-Beckenbach, Daugherty, Hill, Marl{, Woods Nay: 0 MOTION CARRIED B. City Attorney Selection Motion: Appoint Rich Komando as the City Attorney and Kopelousos, Bradley & Garrison as the firm with the contract terms currently in place. Moved by Beckenbach, Seconded by Mark Votes: Aye: 5-Beckenbach, Daugherty, Hill, Mark, Woods Nay: 0 MOTION CARRIED Aprill4, 2014 REGULAR COMMISSION MEETING C. City Manager Search Firm Selection AGENDA ITEM# 1A MAY 12,2014 Page 6 Mayor Woods stated she believes Nelson VanLiere has far exceeded her expectations, brings to the table a lot of history and understanding of how the City operates, knows the employees and has done a lot of positive things financially and with the employee relations. She stated she wanted to get this out there before they commit to this process and spending this money. Commissioner Hill asked Human Resource Director Cathy Berry for a cost analysis of the process. Ms. Berry stated they will spend between $20,000-25,000 to proceed with the search. Commissioner Hill stated he believes there is a process that has to be followed and although he agrees with Mayor Woods, he doesn't believe it is fair to the process to not look. Motion: Select Colin Baenziger & Assoc. to conduct the City Manager search and authorize the Mayor to sign the contract. Moved by Mark, Seconded by Daugherty Votes: Aye: 5-Beckenbach, Daugherty, Hill, Mark, Woods Nay: 0 MOTION CARRIED D. Evaluation of Police Building Expansion and Remodeling Feasibility Study (RFP No. 14-04). Chief Mike Classey summarized his staff report stating the RFP was created to reflect the Commission's direction and staff evaluated the proposals and ranked them in order. He stated this is to request the Commission's approval to let staffnegotiate with the top ranked firm up to a cost of$30,000 to perform those services. Motion: Authorize staff to negotiate with the top-ranked firms, in order of their rankings, for architectural and engineering services for the feasibility of the police building expansion and remodeling and to authorize the City Manager to sign an agreement with the selected vendor to perform these services up to $30,000. Moved by Mark, Seconded by Daugherty Votes: Aye: 5-Beckenbach, Daugherty, Hill, Mark, Woods Nay: 0 MOTION CARRIED Commissioner Beckenbach asked if this will be the design-build option. Chief Classey stated, yes, they will create an RFP for a design-build option. 9. City Manager A. City Manager's Report. City Manager Van Liere reported Rick Carper has tendered his letter notifying us of his retirement as of May 30. Aprill4, 2014 REGULAR COMMISSION MEETING AGENDA ITEM# 1A MAY 12,2014 Page 7 Mr. Van Liere stated he has been working with the City's Financial Advisor and Bond Counsel regarding refinancing our Utility Bonds, which should save $1.2 million or about $120,000/year in debt service for the Utility Fund. Reported they are considering the idea of using a part-time building official for the commercial side and to represent the City. He stated they are finding that the amount of usage they have with the person filling in for Mike Griffin has been pretty low and looks like it will remain somewhat low. He stated they believe they could probably use a 20-hour person instead of a 40-hour to represent the City and save quite a bit of money there. He stated at the same time this individual would mentor Mike Jones, our current building inspector, who also wants to increase his credentials to be able to become a building official in the future. He stated they are talking with Dan Arlington, who was in the audience, who is interested in this position and they are working out something with him. Asked how they want to handle the rededication of Donner Community Center for Gail Baker. He stated they haven't discussed this in a public meeting and if that is what they want to do he believes they should have a plan to do it. Discussion ensued. Motion: Authorize the City Manager to find the necessary process and expedite that. Moved by Hill, Seconded by Mark Commissioner Mark stated the park was donated from the Donner family and wanted to make sure there are no legal requirements that would prohibit the name of that Community Center to be changed. Mayor Woods asked the City Attorney to look into that. Further discussion ensued. Votes: Aye: 5-Beckenbach, Daugherty, Hill, Mark, Woods Nay: 0 MOTION CARRIED Commissioner Daugherty asked what our transition plan is as related to Rick Carper leaving. Mr. Van Liere stated he plans to advertise to fill his position with someone of Mr. Carper's caliber who would also have some utility background, to plan for Donna Kaluzniak leaving; not to announce anything, but the writing is on the wall it will be in about a year. He stated if they could hire a Public Works Director who could cover both positions, it would give him/her a year to work with Ms. Kaluzniak while taking on Mr. Carper's job and then when Ms. Kaluzniak leaves, he/she would be over both departments. He stated that would save some management money and it is quite typical for cities our size for the Public Works Director to do both. 10. Reports and/or requests from City Commissioners and City Attorney A. Charter Review Committee. Mayor Woods stated they have had nine applicants and suggested they accept all nine and have the committee be nine members instead of the seven discussed at the workshop and asked for consensus. Commissioner Daugherty stated he believes they should stick to what they agreed to. Commissioner Mark agreed, stating she believes they should stay with what they originally agreed to, which is seven, and in the format they discussed and agreed to in the workshop. Commissioner Hill stated after the selection process he would like to ask the other two citizens if they would remain available to fill any voids that might be created, as altemates. Discussion ensued. Commissioner Hill asked the City Attorney if there was any reason not to Aprill4, 2014 REGULAR COMMISSION MEETING AGENDA ITEM# 1A MAY 12,2014 Page 8 have alternates. Mr. Komando stated there is not a reason not to and there is actually a good amount of latitude that is granted to the Commission as the governing body on how they want to delegate authority. Motion: Keep two alternates available on the process and use the normal process to pick the seven members. Moved by Hill, Seconded by Beckenbach Discussion ensued. City Attorney Komando explained quorum and majority vote. Further discussion ensued on quorums, issues of timing and priorities. Motion: Amend motion to make a nine person committee. Moved by Hill, Seconded by Woods Commissioner Beckenbach asked what staff time other than the City Attorney will be required at the meetings. Mr. Komando stated it is still a public meeting so it will require notice, minutes and generally the City Manager and the City Clerk also attend. He stated generally the Committee is going to ask for information from Department Heads and staff and it takes some time to do the research the Committee will ask for. Commissioner Beckenbach stated he would like to see in the Charter that every ten years, minimum, they have the entire Charter reviewed. Commissioner Daugherty stated the original motion from Commissioner Hill was to add the two members, which was never voted on, and then he changed his motion. He asked if that should be rescinded. Mr. Komando stated the first should be withdrawn or amended as a friendly amendment, being that it is his own amendment he can amend his own motion. Commissioner Hill withdrew his first motion. He explained why he changed his motion, stating the idea of alternates was to make sure they had someone to fill the position and essentially having nine members does that by putting enough people there to keep a quorum on the floor for most circumstances. He stated he doesn't care how many people are on the committee as long as there are enough to get a broad spectrum of our community's knowledge. Commissioner Mark stated she is not saying this doesn't need to be done, but this may not be the best time to do it, particularly since we may be getting a new City Manager in six or eight months. She stated that would be a very important process for someone new coming into the City, to participate in. She stated Mr. Komando is still relatively new to the City as well and believes this is just not the right time. She stated we need to have a review but to use City resources right now for this when there is not a pressing issue and the City has been functioning fine for the last 21 years under the Charter as it currently is, she doesn't see the sky falling in the next year to 18 months that this could not be revisited. She stated she agrees it does need to be done, but it doesn't need to be done tomorrow Mayor Woods called the question. Votes: Aye: 3-Beckenbach, Hill, Woods Nay: 2-Daugherty, Mark MOTION CARRIED April 14, 2014 REGULAR COMMISSION MEETING Mayor Woods called for the vote on whether to have a nine member committee. Votes: Aye: 3 -Beckenbach, Hill, Woods Nay: 2 -Daugherty, Mark MOTION CARRIED AGENDA ITEM# lA MAY 12,2014 Page9 Mayor Woods asked for a motion to appoint the Committee with the nine members who have applied. Motion: Appoint the Charter Review Committee with the nine members who have applied. Moved by Beckenbach, Seconded by Hill Votes: Aye: 3-Beckenbach, Hill, Woods Nay: 2 -Daugherty, Mark MOTION CARRIED City Attorney Komando stated the record should reflect who the members are and it would be appropriate to name them at this time. Mayor Woods named the committee members as Joan Carver, Tom Goodrich, Katherine Carithers, David Vincent, Mark Tomaski, Sally Clemens, Donald Wolfson, Judith Leroux, and Mike Borno and stated their charge requires that they have an initial meeting within two weeks and their first report to the Commission is due within six months. She stated they will receive a letter notifying them of their appointment and the City Attorney will contact them for meeting dates. She stated the Committee will set their own schedule, elect their own Chairman, Vice Chairman and Secretary. Mr. VanLiere asked if they need to defme a quorum and what a majority is for this group. Mr. Komando stated yes. He stated as far as the charge, the two questions he wants to include are what constitutes a majority vote and whether the Commission wants to see individual proposed amendments or an entire Charter. Mayor Woods stated she believes it would be up to the Committee as to whether they believe we need a complete Charter revision or if they want to propose separate ones they can do that and the Commission can address it at that time. Discussion ensued regarding the reports to the Commission and quorum. Mayor Woods reiterated a quorum (five members) must be in attendance and the simple majority of those in attendance will be the vote. Commissioner Mark stated if they are saying a quorum is five, then they should have a super majority because you are still back to three making a decision. Mayor Woods agreed, stating because part of having the nine member committee was to have greater input. It was agreed to have a super majority for voting. B. Recruitment of Grant Writing Services. Motion: Direct staff to develop a request for proposal for professional grant writing firms. Moved by Mayor Woods, Seconded by Commissioner Daugherty Commissioner Beckenbach stated he still believes they should be looking at the budget and once they have strategic planning then they move it forward. Mayor Woods stated she believes that is part of the process of the grant firm. Votes: Aye: 5-Beckenbach, Daugherty, Hill, Mark, Woods Nay: 0 MOTION CARRIED Aprill4, 2014 REGULAR COMMISSION MEETING C. Theatre in the Park. AGENDA ITEM# 1A MAY 12,2014 Page 10 Judy Hulett, president of the Board of Directors for Atlantic Beach Experimental Theatre (ABET), explained ABET would like the City to partner with them for a festival in September, Theatre in the Park, and explained the festival stating it is a fundraiser and publicity event for ABET. She stated they are requesting the same budgeting the City gives Arts in the Park. Mayor Woods asked for a motion before they discuss it. Commissioner Mark asked if they are asking for the Commission to approve this tonight. Commissioner Daugherty stated he believes this is something they should workshop before they vote on it. Commissioner Mark stated this is the first they have actually seen an itemization of it and the presentation. She stated it should have been presented at the workshop if they were approving something tonight. Mayor Woods explained the reason it was on the workshop agenda and they are talking about it tonight is that they did have the budget at the workshop but it was not completely itemized but was based on the budget that has been used for Arts in the Park for a number of years. She stated this is a little more detailed budget than what was at the workshop. She stated the reason it is here is because of time constraints; there is a lot to be done to put on one of these projects and in order to get everything done in time for September it is important to go ahead and approve this. She stated it is not that complicated; ABET is a partner with the City in their cultural heritage. She stated they have been working out of Adele Grage for a number of years, provide a wonderful service and are trying, with this festival, to give back to the community and be more inclusive and allow theatre to enter into more people's lives. She stated they are not asking for the moon; it is pretty much the same as Art in the Park, only it's Theatre in the Park. She stated if they put it off for another month or so, they are probably putting it off for another whole year because there are things to get done and things to line up. She stated she was really excited when they came to her about it and believes it is a wonderful idea and will open a lot of people's eyes to theatre who don't necessarily get to come, especially children. She stated she doesn't believe the difference between a budget and a detailed budget is really all that important. Motion: Approve the Theatre in the Park for ABET to work in conjunction with Timmy Johnson and the Cultural Arts and Recreation Advisory Committee. Moved by Woods, Seconded by Hill Commissioner Hill stated he would second the motion for discussion but he doesn't support it in any way. He stated there is a lot more to this than meets the eye and if ABET is not prepared to do a festival, we shouldn't rush them into it. He stated he doesn't want to fund their launch and would like it to get healthier and support them as they get farther along in the process. He stated he supports ABET, which is why he seconded it; he didn't want it to die without discussion. He stated there are some insurance and liability issues if they are going to serve alcohol and the City is incurring as much liability as they are. He stated he attended the Cultural Arts and Recreation Advisory Committee meeting and they had a lot of questions and he believes they should defer to this committee and find out what their thoughts on it are. Ms. Hulett answered questions and stated their insurance covers their liability for alcohol and they will be responsible for buying the license for the alcohol. She stated it is just beer and wine and will be in a confined area where the stage is. Commissioner Hill further stated when he attended the meeting he also learned that there were others who were also jumping on the festival bandwagon and wanting to do things for fundraising and he believes they should rely on their process that is in place and not skip any part of it. He stated they should hear from the April14, 2014 REGULAR COMMISSION MEETING AGENDA ITEM# IA MAY 12,2014 Page 11 Cultural Arts and Recreation Advisory Committee. He stated he didn't see a report from them. Recreation Director Timmy Johnson stated the Committee defelTed action on the item hoping ABET would come back to them on 4/22/14. He stated it was his understanding that ABET would come back to them after answering some of the questions they had at the meeting. Discussion ensued and Ms. Hulett answered several questions. Commissioner Mark stated with this being their first event and to start out with a budget like this but not to have a solid fundraising plan, even though it is advertised as a fundraiser for ABET, concerns her. She stated she believes the $2,500 for advertising that the City would be paying for should actually come down as a line item for ABET. She stated they should work on their corporate sponsors and come back and show the Commission what their plan is for getting corporate sponsors; if they are going to have a raffle; what they are charging the vendors, etc. She stated she would like to see that potential income vs. the expense side on this before thinking of moving ahead. She stated based on the fact that this is their first event like this they should come back with a more realistic request from the City, considering that Arts in the Park has now been going on for over a decade. She stated they should start small and build on success. Ms. Hulett stated she understands how Commissioner Mark feels but she looks at this as the same event as Arts in the Park, only in cooperation with ABET. Commissioner Daugherty expressed concerns about the alcohol sales. Further discussion ensued. Mayor Woods stated she would like, at the very least, for the Commission to say to the Cultural Arts and Recreation Advisory Committee that this is a project worth pursuing. Commissioners Daugherty, Hill, Mark and Beckenbach expressed concerns that ABET should go through the normal process and apply to the Cultural Arts and Recreation Advisory Committee and have the Committee give the Commission a recommendation. Commissioner Mark stated she would like to Amend the Motion to state: Direct ABET to go back to the Cultural Arts and Recreation Advisory Committee with answers they had requested and have the Cultural Arts and Recreation Advisory Committee give the Commission a recommendation as to whether they recommend approval of this project and have it come back as a Committee Report for the Commission. Discussion ensued. Mr. Johnson explained the timing issue and the questions the Cultural Arts and Recreation Advisory Committee had with the budget, funding, and sponsorship aspects of the request. He stated he recommends giving it back to the Committee. He stated from looking at the information ABET has presented he believes, with ABET and him working together, they can get this done and put on a great event. Mayor Woods asked if they could change the wording that the Commission approves the concept of the event. Commissioner Daugherty asked why do they need to, what is the point? Commissioner Mark stated no. Commissioner Daugherty stated it is circumventing the system and is putting undue pressure on the Committee. Commissioner Mark stated they don't even need a motion. Ms. Hulett stated that is fine, she just didn't know where to go and how to do it. Commissioner Mark stated she would say the direction would be to go back to the Cultural Arts and Recreation Advisory Committee, answer their questions, work with them on the budget, get their blessing and then it will come back to the Commission. She stated Ms. Hulett had stated when she was presenting that this was a fairly simple, straightforward event, so she is not as concerned about timing, with as much emphasis as some are putting on that, as far as pressuring us to approve the event. April14, 2014 REGULAR COMMISSION MEETING AGENDA ITEM# 1A MAY 12,2014 Page 12 Mayor Woods withdrew her motion, Commissioner Hill withdrew his second. Mayor Woods reiterated she would like a verbal that they are in favor of the event and would like to see the Cultural Arts and Recreation Advisory Committee work with ABET to produce it. Commissioner Beckenbach stated he would like to start using the Committees and Boards we have and have them bring things back to the Commission for final approval and not have the Commission be the initial approval in order to push it through to the other subcommittees. He stated he knows Mayor Woods' interest was, as far as committees are concerned, to utilize committees and in this particular case he would ask that they use the committee that is there. Mayor Woods stated the reason it was here was because of the timing issue and they can move on. D. Appointments to the Board Member Review Committee. Commissioner Daugherty stated there are two openings on the Board Member Review Committee and he recommends both Rita Pierce and Jeny Johnson be reappointed. Motion: Reappoint Rita Pierce and Jerry Johnson to serve on the Board Member Review Committee for an additional term. Moved by Daugherty, Seconded by Beckenbach Votes: Aye: 5-Beckenbach, Daugherty, Hill, Mark, Woods Nay: 0 MOTION CARRIED City Clerk Bartle • Reported the Town Hall Meeting is this Wednesday at 6:00 p.m. and she needs a volunteer to take minutes. Commissioner Beckenbach stated he will take minutes but asked, since meetings are taped, do they need to take minutes except for very broad and general minutes. Mr. Komando stated you still have to have minutes. He stated the detail you want to include in the minutes is up to discussion but you are still required by the Sunshine Laws to have minutes. He stated they are supposed to document on some level what occurred. Discussion ensued. • Stated the HRO Workshop will be on 4/22/14 from 5-7 p.m. and asked if they want it videotaped. It was the consensus to not videotape the meeting. • Asked if they want the Prebudget Workshops on 4/23 and 4/30 videotaped. It was the consensus to videotape the meetings. Commissioner Mark • Gave a shout out to our Evidence Custodian, Vicki Schmechel, who received the Property Evidence Association of Florida's Chapter 7 Member of the Year award for demonstrating superior organization in property management skills. Commissioner Daugherty • Reported K&T Nursery, a plant nursery, opened at lOth and Mayport Road, which was formerly an auto repair place. • Stated Shakespeare in the Park was amazing. Aprill4, 2014 Commissioner Beckenbach REGULAR COMMISSION MEETING AGENDA ITEM# IA MAY 12,2014 Page 13 • Thanked City Manager Nelson VanLiere for all he has been doing and complimented him and the City Attorney for their work on the tipping fees. City Manager Van Liere • Thanked the staff, especially Rick Carper, who has been working double time on all these issues. City Attorney Komando • Thanked everyone for their vote of confidence and looks forward to continuing to work with each of the Commissioners as well as the Department Heads. He stated it has truly been an honor and a pleasure to serve the Beach. Mayor Woods • Reiterated the Town Hall Meeting will be in the Chamber this Wednesday, 4/16, at 6:00 p.m. Commissioner Hill asked if the Commission could sit at the dais for the HRO Workshop. It was the consensus to sit at the dais. • Appreciates the work Rich Komando has been doing and is glad they have voted to retain their services unanimously, which shows a lot of goodwill on everyone's part. She stated they will be moving forward with the City Manager and as she said Nelson VanLiere has gone way beyond her expectations, which were not low to begin with. Adjournment There being no further business to come before the Commission, Mayor Woods declared the meeting adjourned at 9:32 p.m. ATTEST: Donna L. Bartle, CMC City Clerk Carolyn Woods Mayor/Presiding Officer *A Workshop was held on March 24, 2014 for the purpose of discussing these items. Please refer to the Workshop Minutes for the previous discussion.