Agenda Packet 5-27-14 Special Called Meeting revisedCITY OF ATLANTIC BEACH
CITY COMMISSION
AGENDA
MAY 27,2014
SPECIAL CALLED MEETING AT 6:30PM
Call to order.
1. Courtesy of the Floor to Visitors
2. RESOLUTION NO. 14-05
A RESOLUTION OF THE CITY OF ATLANTIC BEACH AUTHORIZING THE CITY
MANAGER TO SIGN MAINTENANCE AGREEMENTS BETWEEN THE CITY OF
ATLANTIC BEACH AND THE FLORIDA DEPARTMENT OF TRANSPORTATION,
AND PROVIDING AN EFFECTIVE DATE.
3. Pre-Disaster Mitigation Grant
4. City Manager Recruitment
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 effmt 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, May 23,
2014.
1
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM# 2
MAY27, 2014
AGENDA ITEM: Extension of Maintenance Agreement with the Florida Department of
Transportation (FOOT)
SUBMITTED BY: Rick Carper, P.E., Public Works Director.f'c.. . .<.::_
DATE: May 15,2014
BACKGROUND: The FOOT has asked the City to indicate if we wish to extend the
Agreement for Maintenance to authorize and reimburse Atlantic Beach for maintaining
the following areas:
a) State Road 10 (Atlantic Boulevard)-both sides, from Third Street to Mayport Road,
and the north side only from Mayport Road to the Intracoastal Waterway Bridge, with
the exception of the FOOT detention pond,
b) State Road 101/ AlA (Mayport Road)-from Atlantic Boulevard to Assisi Lane (both
sidesL
c) Mayport Flyover-areas within Atlantic Beach, including FOOT retention pond "B" on
Mayport Road between West 4th & West 5th Street, and FOOT retention pond "C" at the
end of Begonia Street off West l 5
t Street,
d) Drainage Ditch between Saratoga Circle North and Forrestal Circle South-from
Mayport Road to Atlantic Boulevard through Aquatic Drive,
e) Drainage Ditch from Fleet Landing-running north-northwest along Mayport Road
and SR AlA, terminating at the salt marsh,
f) FOOT Pond #3 on Mayport Road at the former Hess Station.
Maintenance work involves litter removal, mowing, street sweeping, tree trimming, aquatic
vegetation control and edging.
Note: Costs for maintaining the landscaped medians along Atlantic Blvd. and Mayport Rd. are
not included in this Agreement. These medians were installed at the City's request and are
maintained at our expense.
This Agreement is for {3) three years beginning October 1, 2014 through September 30, 2017.
The annual amount the City of Atlantic Beach will receive from FOOT for performance ofthis
maintenance will be $53,315.76 per year.
In addition, FOOT requires Maintenance Agreements for the two Mayport Corridor Projects
budget for this year: Welcome Signs on Atlantic Blvd at the Flyover ramp and at the southern
end of Mayport Road and the decorative fountain to be installed in the FOOT pond between W.
4th and W. 5th Streets.
AGENDA ITE M II 2
MAY 27 ,20 14
RECOMMENDATION: Staff recommends approval of these Agreements, and th at the
Co mmission pass a Re so lution approving th e new contract as r e quired by the
FOOT, and authorizing th e City M ana ge r to sign th e Maintena nce Agreements .
ATTACHMENTS: Re so lution No . 14-05
Mai ntenance Location s and Activities (Attachment 1'A")
REV IEWED BY CITY MANAGER: _--7(.___;,._• t/(._A'.-__ ~-----------
RESOLUTION NO. 14-05
AGENDA ITEM# 2
MAY27,2014
A RESOLUTION OF THE CITY OF ATLANTIC BEACH AUTHORIZING
THE CITY MANAGER TO SIGN MAINTENANCE AGREEMENTS
BETWEEN THE CITY OF ATLANTIC BEACH AND THE FLORIDA
DEPARTMENT OF TRANSPORTATION, AND PROVIDING AN
EFFECTIVE DATE
WHEREAS, on May 16, 2001, the City executed an agreement with the Florida
Department of Transportation to provide maintenance on certain streets and other areas
throughout the city; and
WHEREAS, the City desires to maintain landscaped areas on Atlantic Boulevard and
portions of Mayport Road; and
WHEREAS, the additional areas to be maintained are identified in Attachment "A" of
the base agreement; and
WHEREAS, the City desires to make additional improvements located in the Florida
Department of Transportation's rights of way, specifically to add "Welcome to Atlantic Beach"
signs on the Atlantic Boulevard and Mayport Road rights of way and install a decorative
fountain in the Mayport Road stormwater treatment pond located between W. 4111 and W. 5111
Street;
NOW THEREFORE, be it resolved by the City Commission of the City of Atlantic
Beach as follows:
SECTION 1. The City Manager is hereby authorized to extend the existing Agreement
for Maintenance for three years (October 1, 2014 through September 30, 2017) and to sign new
Agreements for Maintenance for the above noted improvements with the Florida Department of
Transportation on behalf of the City of Atlantic Beach.
SECTION 2. This Resolution shall take effect immediately upon its passage and
adoption.
PASSED AND ADOPTED by the City of Atlantic Beach, this 27th day of May, 2014.
Approved as to form and correctness:
Richard Komando, ESQUIRE
City Attorney
ATTEST:
DONNA L. BARTLE, CMC
City Clerk
Carolyn Woods
Mayor
AGENDA ITEM :
DATE :
SUBMITTED BY :
STAFF REPORT
City of Atlantic Beach
Commis sion Meeting
Pre Di saster Miti ga tion Grant
May l 2 , 2014
Michael D. Classey -Chi efof Poli ce
SRATEGIC PLAN LINK: N/A
BACKGROUND:
AGEN DA 1'1 EM II 3
MAY 27,20 14
The Pre Di saster M itigat ioo Grant Program (PDM) was es ta blished by tJ1 e Federal Governme nt. lt is
administered by FEMA a nd managed by the F lorida Di v ision o f Eme rgency Management. Staff has
iniliated a Pre Di sas ter Mitiga tion Gran t pr oj ect fo r a standal one gene rator unit th at ha s been a ppro ve d
at the county leve l. ln most Emergency Mana gement Gra nts, generators are gene rall y no t e li g ibl e .
Thi s grant will co ns ider a pe rm anentl y installed ge nerator for a critical faci lity such as Po li ce a nd Fire
Stations.
The current police building generator is 27 years ol d. The housing is ru sting through. ll does not
co mpl e te ly powe r tb e police s id e and prov ides very li ttl e power to the fire s ide o f' the bui lding as all
th e ki tc hen and s leep ing qua11ers were added mu ch later. Its re li a bility is poo r having frequ ently failed ,
most not ably dur ing Tropical Ston11 Fay and is regularly in need of repairs an d ma inte nan ce.
The Pre Disaster Miti ga ti on gra nts arc generall y very co mp e ti tive and th e to ta l ava il ab le funds for the
Sate are usuall y l.css than the Haza rd Miti ga ti o n Grant Pro gram s (HMGP) w here funding is ge nerate d
by the level of damage fo ll owin g a di sas ter. The award ca p per projec t in th e POM grant is $250,000 .
A pre lim inary rev iew was cond ucted and sta ff be lieve s th at t he ci ty cou ld purchase and in sta ll a new
genera tor to provi de suffic ie nt power to tb e current Po lice and Pi re Sta ti o n and wo uld have capability
to handl e a ny PD expansion that wou ld come on the future.
Staff believes th at replacing the current generat or would be in the best int eres t of the C ity and
reco mmend s approving the matc hin g fund s to comp let e the project. Th e application deadline is Ju ne 6,
20 14 and the next step io th e process for thi s grant is for the City to submit the signed application to
th e State. For this, th e C it y needs to authorize the Mayor to sign the appli cation an d rela ted paperwork .
Tn addition, if the grant is awa rded the Mayor would need the au thority to s ign those additiona l
agreements or co ntr ac ts. Beyo nd that , th e final fundin g authority would come back to the full
Commi ssion for approval.
BUDGET: The City Match s ha re ofLhe expenses wi ll be 25% ofthe tot a l cost which may be as hi gh
as $621250 in the 20 14 -2015 Fiscal Year. There is a po ss ibility that the County 9 11 o ffice could
contribut e a p01t ion of fund s whi ch would count towards th e loc al matc h.
RECOMMENDATIONS: To supp orllhc project d is cussed above. in c lu ding a commitment to
provid e th e matc h fund ing necessa ry and to a uthorize the Ma yo r to s ign th e rela ted paperw o rk for the
gnm t application and a ll ad diti onal agree ment s or contracts for th e award.
ATTACHMENTS: No ne
REVIEWED BY CITY MANAG ER: -et {/~ p/t?< L
AGENDA ITEM:
SUBMITTED BY:
DATE:
STRATEGIC PLAN:
BACKGROUND:
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
City Manager Recruitment
AGENDA ITEM # 4
(Amended 5/23/14)
MAY27,2014
Catherine Berry, J.D., Director of Human Resources ('!_£~
May 23, 2014
None
Of the top three candidates, the City Commission selected Colin
Baenziger & Associates as the firm to coordinate the search for the permanent City Manager
and a fee agreement was negotiated and executed. Mr. Baenziger began work under phase I of
his proposal by interviewing the Commissioners and Department heads and drafting the City
Manager profile. During discussions with Mr. Baenziger, it was decided that he doesn't have the
time available to provide sufficient service under the agreement. Mr. Baenziger sent the
attached resignation, dated May 22, 2014, to the Commission, indicating that we could use the
recruitment profile that he had drafted and that there would be no charge for his services.
RECOMMENDATION: The Commission should select Springsted, one of the other top
three firms, request that the HR Director and the City Attorney negotiate a fee agreement with
that firm and authorize the Mayor to sign that fee agreement, as long as it is within the
parameters ofthe proposal submitted by the chosen firm.
Other two firms:
1. Springsted: Richmond, VA-Mr. Anzivino made a presentation to the Commission.
Total proposed fee= $21,000 to include professional fee and expenses
2. SGR: Keller, TX-Mr. Holifield sent a colleague. Professional fee= $18,500 +expenses
not to exceed $8,500 for a total of $27,000.
ATTACHMENTS: Resignation from Colin Baenziger
BUDGET: