9-22-14 Agenda PacketCITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
September 22,2014-6:30PM
AGENDA
Call to order
Invocation and pledge to the flag
Public Hearings on Final Millage and Operating Budget
1.
A. Public Hearing on adopting Resolution No. 14-08 for the Millage Rate
A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA LEVYING THE AD
VALOREM PROPERTY TAX MILLAGE RATE FOR MUNICIPAL PURPOSES ON ALL
TAXABLE PROPERTY WITHIN THE CITY FOR THE FISCAL YEAR BEGINNING
OCTOBER 1, 2014 AND ENDING SEPTEMBER 30, 2015; STATING THE PERCENTAGE
BY WHICH THE MILLAGE TO BE LEVIED EXCEEDS THE ROLLED-BACK RATE; AND,
PROVIDING AN EFFECTIVE DATE.
B. Public Hearing and Final Reading on adopting Ordinance No. 20-14-128
establishing the Operating Budget for fiscal year 2014/2015.
AN ORDINANCE ADOPTING THE FINAL BUDGET FOR THE CITY OF ATLANTIC
BEACH, FLORIDA FOR FISCAL YEAR BEGINNING OCTOBER 1, 2014 AND ENDING
SEPTEMBER 30, 2015.
A.
B.
C.
Approve the minutes of the Commission Meeting of September 8, 2014.
Approve the minutes ofthe Commission Workshop of August 25, 2014.
Approve the minutes ofthe Budget Workshop of August 20, 2014.
2. Courtesy of Floor to Visitors
3. Unfinished Business from Previous Meetings
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 Monthly Building Depmtment and Financial Repmt for
August 2014.
B. Extend the annual contracts for Environmental Laboratory Services (RFP No. 1 0-08) for
one additional year to Columbia Analytical Services (now ALS Environmental),
Environmental Conservation Laboratories, and Advanced Environmental Laboratories,
Inc. at the cuiTent contract prices.
C. Authorize the City Manager to sign the attached contract with Atlantic Beach Athletic
Association (ABAA) for use of Russell Park and Donner Park.
5. Committee Reports
None.
6. Action on Resolutions
7. Action on Ordinances
8. Miscellaneous Business
A. Dutton Island Pedestrian Path Briefing on Design Altematives (City Manager for
Discussion)
9. City Manager
A. City Manager's Repmi.
• 90-Day Calendar (September-December 2014)
10. Reports and/or requests from City Commissioners and City Attorney
If any person decides to appeal any decision made by the City Commission with respect to any matter considered
at any meeting, such person may need a record of the proceedings, and, for such purpose, may need to ensure that
a verbatim record of the proceedings is made, which record shall include the testimony and evidence upon which
the appeal is to be based.
Any person wishing to speak to the City Commission on any matter at this meeting should submit a request to the
City Clerk prior to the meeting. For your convenience, forms for this purpose are available at the entrance to the
Commission Chambers.
Every effort is made to indicate what action the City Commission is expected to take on each agenda item.
However, the City Commission may act upon any agenda subject, regardless of how the matter is stated on the
agenda.
In accordance with the Americans with Disabilities Act and Section 286.26, Florida Statutes, persons with
disabilities needing special accommodation to pmticipate in this meeting should contact the City Clerk by 5:00
PM, Friday, September 19,2014.
2
CITY OF ATLANTIC B.EACH, FLORIDA
CITY COMMISSION MEETING
STAFF RE PORT
FINAL M ILL & Of>ER HUO
SEPTEM BER 22,2014
AGENDA ITEM: Public llcar in gs o n adop tin g Resolution I 4-08 for th e Mi ll age Rate and
adopt in g Ord inance #20-14-1 28 es tab li shin g th e Ope rat ing Budget fo r
fi sca l yea r 2014/2015.
SUBMITTED BY: Nelson VanLiere, City Manager c...LY
DATE: September I 0, 20 14
BACKGROUND: In order to ado pt a mi ll age rate and operating budget, the City
Commiss ion mu s t ad he re to a strict process per stat e la w. P lease find attached an ou tli ne for
the publi c hea rin gs to be he ld on Sep temb er 22 11d, 20 14 in th e Co m.mi ss io n Chamb ers at
6:30pm. The format is th e same as in previous yea rs and 1s to be read into the record as
present ed in order to assure compliance with the TRIM laws (s.200.065, F.S.).
Prior to th ese hearings, the City Man age r presented a Propose d Operat in g Budget and held two
wo rks hops to review a nd make adju stm ent s with th e City Co mmi ss ion's guid a nce. The
Proposed Operating Budget is funded using th e m ill age rate of3.3285 mill s. T hi s is the same
as the curr ent rate.
This is th e second public hearin g for the final adop ti on of th e mi ll age by resoluti on and a
seco nd pub li c h ea rin g for th e fi na l ado ption of th e Operating Budget, Ordinance #20-14-128.
RECOMMENDATION:
1.) Ho ld two publi c hear ings as desc rib ed in the attac hed outli ne to approve both
th e final Mill age Ra te of3.3285 mill s and th e Operat ing Bud get Ordi nance #20-
14-1 28 wit h to tal expend itu res of$30,752)38.
ATTACHMENTS: Age nda for Public 11carings
Reso lu ti on #14-08
Ordina nce # 20-14-1.28
Budget Summary of all Funds
Schedu le A: Proposed Changes to Pinal Budget
REVIEWED BY C ITY MANAGER: f/ / u.-y ~~
FINAL MILL & OPER BUD
SEPTEMBER 22, 2014
ADOPTION OF THE FINAL MILLAGE RATE AND OPERATING BUDGET FOR
FISCAL YEAR 2014/2015
First item to be considered:
Adoption of the Millage Rate by Resolution 14-08
State the following:
The Tentative Millage Rate is 3.3285
The Roll-Back Rate is 3.1715
The Tentative Millage Rate is 4.95% higher than the Roll-Back Rate.
The purpose for adopting the millage rate of 3.3285 is to maintain a level of ad
valorem tax revenue sufficient to maintain adequate funding for the existing
level of services at the estimated cost and to continue to maintain the City's
infrastructure.
Motion to adopt a final Millage Rate for operating purposes of 3.3285
Open Public Hearing
Close Public Hearing
Discussion and Vote
Second item to be considered:
Ordinance #20-14-128 establishing the Operating Budget for fiscal year 2014/2015 of
$30,752,338
Motion to adopt Ordinance #20-14-128 establishing the Operating Budget for fiscal
year 2014/2015
Open a Public Hearing
Close Public Hearing
Discussion and Vote
FINAL MILL & OPER BUD
SEPTEMBER 22, 2014
RESOLUTION NO. 14-08
A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA
LEVYING THE AD VALOREM PROPERTY TAX MILLAGE RATE
FOR MUNICIPAL PURPOSES ON ALL TAXABLE PROPERTY
WITHIN THE CITY FOR THE FISCAL YEAR BEGINNING
OCTOBER 1, 2014 AND ENDING SEPTEMBER 30, 2015; STATING
THE PERCENTAGE BY WHICH THE MILLAGE TO BE LEVIED
EXCEEDS THE ROLLED-BACK RATE; AND, PROVIDING AN
EFFECTIVE DATE.
WHEREAS, Florida law requires the City Commission of the City of Atlantic Beach, Florida,
to pass a resolution levying the millage rate for ad valorem property taxes for municipal purposes on
all taxable property within the city limits of the City of Atlantic Beach, Florida, for the fiscal year
beginning October 1, 2014 and ending September 30, 2015; and
WHEREAS, Florida law requires said resolution to state the millage rate to be levied, and
also, to state the percentage by which the millage rate to be levied exceeds the rolled-back rate as
computed pursuant to Florida law; and
WHEREAS, the City Commission of the City of Atlantic Beach, Florida, has duly considered
the budgetary requirements of the City; has adopted a tentative budget for the fiscal year beginning
October 1, 2014 and ending September 30, 2015, based on a millage rate of 3.3285 mills on the
taxable property within the City; and has acted in accordance with the terms, provisions, and
procedures contained in section 200.065, Florida Statutes;
NOW, THEREFORE, BE IT RESOLVED by the City Commission of the City of Atlantic
Beach, Florida, that
1. The ad valorem property tax millage rate for municipal purposes to be levied on the
taxable property within the city limits of the City of Atlantic Beach, Florida, during the fiscal year
beginning October 1, 2014 and ending September 30, 2015 is hereby set at the rate of 3.3285 mills.
2. The percentage by which this millage rate to be levied exceeds the rolled-back rate of
3.1715 is 4.95%.
3. This resolution shall take effect immediately upon its passage and adoption by the City
Commission of the City of Atlantic Beach, Florida.
ADOPTED at a public hearing by the City Commission of the City of Atlantic Beach, Florida
on the 22nd day of September 2014.
, Approved as to form and correctness:
Richard Komando, Esquire
City Attorney
ATTEST:
Donna L. Bartle
City Clerk
Carolyn Woods
Mayor I Presiding Officer
ORDINANCE NO. 20-14-128
FINAL MILL & OPER BUD
SEPTEMBER 22, 2014
AN ORDINANCE ADOPTING THE FINAL BUDGET FOR THE
CITY OF ATLANTIC BEACH, FLORIDA FOR FISCAL YEAR
BEGINNING OCTOBER 1, 2014 AND ENDING SEPTEMBER 30,
2015.
WHEREAS, the City Commission of the City of Atlantic Beach, Florida, on September 8,
2014, held a public hearing as required by Florida Statute 200.065; and
WHEREAS, the City Commission of the City of Atlantic Beach, Florida, set forth the
appropriations and revenue estimate for the budget for Fiscal Year beginning October 1, 2014
and ending September 30,2015 in the amount of$30,752,338.
NOW, THEREFORE, BE IT ENACTED BY THE CITY COMMISSION ON BEHALF
OF THE PEOPLE OF THE CITY OF ATLANTIC BEACH, FLORIDA, that;
1. The Fiscal Year 2014/2015 budget be adopted, and
2. This ordinance shall take effect immediately upon its adoption.
Passed by the City Commission on first reading this gth day of September 2014.
Passed by the City Commission on second and final reading this __ day of September
2014.
Carolyn Woods
Mayor I Presiding Officer
Approved as to form and correctness:
Richard Komando, Esquire
City Attorney
ATTEST:
Donna L. Bartle
City Clerk
FINAL MILL & OPER BUD
SEPTEMBER 22, 2014
City of Atlantic Beach
Combined Summary of Revenues and Expenditures
Summary of all Funds
Proposed
Actual Actual Estimate Budget Increase
2011-2012 2012-2013 2013-2014 2014-2015 (Decrease)
Cash Forward 32,307,612 37,492,961 39,178,616 39,374,289 195,673
Revenues
General Fund 10,897,298 11,109,664 11,144,461 11,327,175 182,714
Special Revenue Funds 1,806,722 1,486,434 1,453,376 1,428,149 (25,227)
Debt Service Fund 73,548 69,791 0 0 0
Capital Project Fund 602,658 (54,636) 427,779 230,000 (197,779)
Enterprise Funds 16,796,922 11,505,531 12,210,109 11,686,252 (523,857)
Trust and Agency Funds 4,552,027 3,177,000 3,545,023 3,568,124 23,101
Total Revenues 34,729,175 27,293,784 28,780,748 28,239,700 (541,048)
Other Financing Sources 591,427 164,214 0 0 0
Total Resources 67,628,214 64,950,959 67,959,364 67,613,989 (345,375)
Expenditures
General Fund 10,430,632 10,748,328 11,378,443 11,419,689 41,246
Special Revenue Funds 2,047,749 1,038,260 1 ,459,145 1,809,207 350,062
Debt Service Fund 70,783 72,028 73,113 0 (73, 113)
Capital Project Fund 25,116 0 215,658 2,925,000 2,709,342
Enterprise Funds 15,967,357 11,058,952 13,514,558 12,887,444 (627,114)
Trust and Agency Funds 1,428,381 1,638,006 1,944,158 1,710,998 (233, 160)
DIVISION TOTALS 29,970,018 24,555,574 28,585,075 30,752,338 2,167,263
Other Financing Uses 165,235 1,216,769 0 0 0
Cash Reserves 37,492,961 39,178,616 39,374,289 36,861,651 (2,512,638)
Total Expenses and Cash 67,628,214 64,950,959 67,959,364 67,613,989 (345,375)
Resource Allocation
Personnel Services 9,407,213 9,313,425 9,385,391 9,759,268 373,877
Operating Expenses 10,151,562 9,710,684 10,990,287 10,794,339 (195,948)
Capital Outlay 6,873,101 1,751,996 4,268,848 6,702,986 2,434,138
Debt Service 1,870,160 2,450,015 2,309,076 2,147,535 -161,541
Transfers 1,667,982 1,329,454 1,631,473 1,348,210 -283,263
Total 29,970,018 24,555,574 28,585,075 30,752,338 2,167,263
Schedule A
FINAL MILL & OPER BUE
SEPTEMBER 22, 2014
Changes from Proposed Budget to Final Budget
REVENUES:
Originally Proposed Revenues:
General Fund
Charges for Services -Internal Services Charges
Revised Final Budgeted Revenues
EXPENSES:
Originally Proposed Expenses:
General Fund
City Manager -Salary
Benefits
Building Maintenance-building repairs
Public Works-Streets-Bike Racks and Safety Lighting
Information Technology
Off-site server capabilities
Additional video meetings
General Govemment-Grant writing Services
Total General Fund
Building Code Enforcement-Internal Service Charges
Public Utilities -Intemal Service Charges
Sanitation-Internal Service Charges
Pension Funds -Internal Service Charges
Storm Water Utility-Internal Service Charges
Revised Budgeted Expenses:
Item not included:
Acquisition of marsh front property located directly adjacent to
Tideview Preserve at 280 Camelia Street, Atlantic Beach
$28,223,617
16,083
$28.239.700
$30,585,488
$15,200
16,062
50,000
20,000
10,000
3,000
36,000
$150,262
771
11,320
2,754
79
1,664
$30,752.338
MINUTES
*REGULAR CITY COMMISSION MEETING
September 8, 2014
IN ATTENDANCE:
Mayor Carolyn Woods
Mayor Pro Tern Mark Beckenbach
Commissioner Jonathan Daugherty
Commissioner Jimmy Hill
Commissioner Maria Mark
Call to Order/Pledge:
CITY HALL, 800 SEMINOLE ROAD
City Manager Nelson VanLiere
City Attorney Richard Komando
City Clerk Donna L. Bartle
Recording Secretary Nancy E. Bailey
AGENDA ITEM# lA
SEPTEMBER 22,2014
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.
D.
E.
F.
G.
Approve the minutes of the Special Workshop on Police Building of August 11, 2014.
Approve the minutes of the Regular Commission Meeting of August 11, 2014.
Approve the minutes of the Special Called Meeting of July 28, 2014.
Approve the minutes of the Commission Workshop of July 28, 2014.
Approve the minutes of the Budget Workshop of August 13, 2014.
Approve the minutes of the Town Hall Meeting of July 22, 2014.
Approve the minutes of the Public General Discussion Meeting of July 7, 2014.
Mayor Woods asked if there were any corrections to the above minutes. There were no corrections, so Mayor
Woods stated the minutes will stand as submitted.
2. Courtesy of Floor to Visitors
Mayor Woods opened the Courtesy of the Floor to Visitors. She welcomed the audience and
explained the process for public comments.
Teresa Flores, 233 Belvedere, spoke in opposition to the Human Rights Ordinance (HRO).
Craig Dunning, 351 Seminole Rd., stated he would like to have a chance to decide what the taxes he pays
are used for but they don't ask anyone what they want done with the taxes they pay.
Kris Matson, 540 Hopkins St., Neptune Beach, spoke in support of the HRO.
Lou Keith, 1845 Tierra Verde Dr., addressed the signage for the country club stating he likes the changes
but they should give Selva Marina the same sized letters; asked for a water fountain at tennis courts and to
redo the fence; and stated they should adopt the same increase in the budget that Social Security pensioners
get for cost ofliving (4.95%).
Diana Townsend, 266 Poinsettia St., proud they passed the HRO.
Jeff Montanye, 334 11th St., asked that they budget money to acquire the Bennetts Landing property; pass
the Resolution opposing the seismic air-gun testing; and make signs for Atlantic Beach Country Club as
inoffensive as possible.
September 8, 2014 REGULAR COMMISSION MEETING
AGENDA ITEM# lA
SEPTEMBER 22,2014
Page2
John Stinson, 150 12th St., addressed his statement made at the last Commission meeting about Mr.
Komando communicating with Commissioner Daugherty while the public comments session was happening,
stating he believes they should be listening to the speakers; asked about the experience of the person
negotiating the tipping fees with Jacksonville; asked what the position of the Commission is regarding the
annexation of the country club; believes it is regrettable the citizens didn't get to vote on the HRO; and stated
he would like to know who is going to respond, when they are going to respond, etc. to public comments so
the citizens will know when they can get answers on their questions.
David Arieff, 1982 Sevilla Rd., spoke in opposition to the HRO.
Dan Merkan, 3159 College St., thanked everyone for passing the HRO.
Don Ford, 338 6th St., stated he supports the Resolution and believes it would be smart to purchase the
Bennetts land.
Judith Leroux, 1745 Selva Marina Drive, supports the purchase of the Bennetts Landing property. Stated
she appreciates the redesign efforts for the country club sign but believes Selva Marina and Sevilla should all
be represented equally on the sign and the lettering should be the same size.
Tricia Russell, 8720 CR 13 N., St. Augustine, thanked the Commissioners for their votes in support of the
HRO.
Lyn Lazarus, 540 Hopkins St., Neptune Beach, spoke in support of the HRO.
Chris Jorgensen, 92 W. 3rd St., spoke in opposition to the HRO and stated he supports seismic blasting and
is opposed to the Resolution.
Mitch Reeves, 1663 Sea Oats Dr., looking forward to 5 minutes for citizens to speak coming back. He
asked if they know what they passed in the HRO, stating he would like to see them leave it on the books but
hold off on it until they can educate the public a little more and try to bring the community back together.
Carlos Jones, 551 Vikings Lane, spoke in opposition to the HRO.
Don Phillips, 1566 Park Terrace West, stated the tennis courts in Jacksonville Beach have a rubberized
surface and would like Atlantic Beach to use the same surface.
Rosan Larizza, 721 Neptune Lane, Neptune Beach, spoke in support of the HRO.
Sharon Krauss, 4845 Plymouth St., Jacksonville, spoke in opposition to the HRO.
Susan Arieff, 1982 Sevilla Blvd., spoke in opposition to the HRO.
William Oursler, 1946 Sevilla Blvd., spoke in opposition to the HRO.
Jolyn Johnson, 2322 Beachcomber Trail, spoke in opposition to the HRO.
Julie Malastron, 2042 2"d St. S., Jacksonville Beach, spoke in support of the HRO.
AGENDA ITEM# lA
SEPTEMBER 22, 2014
September 8, 2014 REGULAR COMMISSION MEETING Page3
Don Peters, 1902 N. Sherry Dr., spoke in opposition to the HRO.
Alan Gasparovic, 333 Saturiba Dr., spoke in support of softer surfaces for the tennis courts.
Bobbie O'Connor, 3654 Bridgewood Dr., Jacksonville, spoke in support of the HRO.
Gary Silverfield, 1159 Ponte Vedra Blvd, Ponte Vedra Beach, representing Atlantic Beach Partners,
addressed the sign stating he gave the Commissioners a layout that shows the current proposed sign which
eliminates the tower, as requested. He stated they have contacted Sevilla about paying their share of
maintenance of the sign and to put their letters on the sign and if they are willing to do so they will put them
on the sign. He stated since Selva Marina doesn't have an association or any source of funding they have
kept their name on the sign like it was before. He explained the dimensions of the sign and size of the
lettering. He stated he hopes they agree with their proposal.
Jerry Johnson, 2322 Beachcomber Trail, stated he is in support of Human Rights but is in opposition to the
HRO.
Philip Wemhoff, 9765 MacArthur Court N., Jacksonville, spoke in opposition to the HRO.
Ron Lague, 1810 Live Oak Lane, tennis pro, addressed the resurfacing of the tennis courts stating they
should put softer surfaces in.
Donna Zimmerman, 1736 Ocean Grove Dr., spoke in support ofthe HRO.
Steve Fouraker, 387 6th St., urged the Commission to purchase the Bennett Landing property; stated he
supports the Resolution opposing the seismic air gun testing; would like a discussion about eliminating the
religious element of our City meetings.
Judy Sheklin, 1985 Brista De Mar Circle, spoke in support of the Resolution on seismic air gun testing.
Expressed concern about the sign at the entrance to Selva Marina stating many different communities are
represented there, not just Atlantic Beach Country Club. She thanked the Commission for passing the HRO.
No one else from the audience spoke, so Mayor Woods closed the Courtesy of the Floor to Visitors.
Item 8G was taken out of sequence and acted on at this time.
8G. Request for Reconsideration on Ordinance No. 95-14-108.
Motion: Reconsider Ordinance 95-14-108
Moved by Daugherty, Seconded by Hill
Following discussion on the reconsideration, Mayor Woods called the question.
Votes:
Aye: 5 -Beckenbach, Hill, Mark, Woods
Nay: 0-Daugherty
MOTION CARRIED
Mayor Woods asked that the City Clerk call the roll for the vote to reconsider the Ordinance.
September 8, 2014 REGULAR COMMISSION MEETING
Roll Call Votes:
Aye: 2 -Hill, Daugherty
Nay: 3-Mark, Beckenbach, Woods
MOTION FAILED
Mayor Woods recessed the meeting at 7:44p.m. She reconvened the meeting at 7:48p.m.
A. Proclamation for Green Apple Day of Service.
AGENDA ITEM# lA
SEPTEMBER 22, 2014
Page 4
Mayor Woods read the proclamation in its entirety, declaring September 27, 2014 as Green Apple Day of
Service.
3. Unfinished Business from Previous Meetings
A. City Manager's Follow-up Report.
None.
B. Atlantic Beach Country Club Sign.
City Manager Nelson Van Liere reported on the new proposal for the sign.
Motion: Accept the plans as they are.
Moved by Beckenbach, Seconded by Mark
Recommendations were suggested by the Commissioners and discussion ensued.
Gary Silverfield of Atlantic Beach Partners answered questions from the Commission.
Mayor Woods disclosed that she is a property owner in Sevilla and will discuss with the Board that they help
with the payment for the sign and maintenance.
City Clerk asked to clarify that when they are talking about accepting the drawing, that they are talking about
the one Mr. Silverfield handed out tonight and not the one in the packet.
Mayor Woods stated she believes they need an amendment that they have requested that all three community
names be on the sign.
Motion: Amend to include all three community names on sign as proposed on the drawing dated June
30, 2014 that was presented to the Commission as amended on September 2, 2014.
Moved by Woods, Seconded by Daugherty
Votes:
Aye: 5-Beckenbach, Daugherty, Hill, Mark, Woods
Nay: 0
MOTION CARRIED
AGENDA ITEM# lA
SEPTEMBER 22, 2014
September 8, 2014 REGULAR COMMISSION MEETING Page 5
Commissioner Hill asked to amend to put Sevilla and Selva Marina across the top as the neighborhood and
then Atlantic Beach Country Club very prominently and large, which he believes would resolve the
complaints he has heard.
Motion: Amend to put the lettering on the sign and add Sevilla.
Moved by Hill
Motion failed due to no second.
Mayor Woods called for vote on amended motion to accept the sign as presented and as amended.
Votes:
Aye: 5 -Becken bach, Daugherty, Hill, Mark, Woods
Nay: 0
MOTION CARRIED
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 and Monthly Financial
Report for July 2014.
B. 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.
C. Authorize the City Manager to sign the attached contracts with ABET and tennis professional
Brecht Catalan.
D. Extend the Electrical Troubleshooting, Repair and Installation Annual Contract (Bid No.
0910-16) for one additional year to Limbaugh Electrical Contracting, Inc. at the contract
pnces.
E. Acknowledge receipt of the Police Department Semi Annual Report 2014.
Mayor Woods read the Consent Agenda.
Motion: Approve Consent Agenda Items A -E as read.
Moved by Daugherty, Seconded by Mark
Votes:
Aye: 5-Beckenbach, Daugherty, Hill, Mark, Woods
Nay: 0
MOTION CARRIED
5. Committee Reports
None.
September 8, 2014
6. Action on Resolutions
A. RESOLUTION NO. 14-09
REGULAR COMMISSION MEETING
AGENDA ITEM # lA
SEPTEMBER 22,2014
Page 6
A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, OPPOSING SEISMIC AIR-GUN
TESTING IN THE ATLANTIC OCEAN; AND PROVIDING AN EFFECTIVE DATE.
Mayor Woods read Resolution No. 14-09 by title.
Motion: Approve Resolution No. 14-09 as read.
Moved by Mark, Seconded by Daugherty
Votes:
Aye: 5-Beckenbach, Daugherty, Hill, Mark, Woods
Nay: 0
MOTION CARRIED
7. Action on Ordinances
A. Public Hearing and first reading on adopting a Tentative Millage Rate and adopting Ordinance
No. 20-14-128 establishing the Operating Budget for fiscal year 2014/2015.
AN ORDINANCE ADOPTING THE FINAL BUDGET FOR THE CITY OF ATLANTIC BEACH,
FLORIDA FOR FISCAL YEAR BEGINNING OCTOBER 1, 2014 AND ENDING SEPTEMBER 30, 2015.
Mayor Woods read Ordinance No. 20-14-128 by title.
She explained the first item to be considered is the Adoption of a Tentative Millage Rate, stating the Millage
Rate is currently 3.3285, the Tentative Millage Rate is 3.3285, the Roll-Back Rate is 3.1715. The Tentative
Millage Rate is 4.95% more than the Roll-Back Rate. The purpose for adopting the millage rate of 3.3285 is
to maintain a level of ad valorem tax revenue sufficient to maintain adequate funding for the existing level of
services at anticipated and proposed cost and to continue to maintain the City's infrastructure.
Motion: Adopt a Tentative Millage Rate for operating purposes of 3.3285.
Moved by Beckenbach , Seconded by Mark
Mayor Woods opened the Public Hearing.
Mitch Reeves, 1663 Sea Oats Drive, asked that they reconsider the millage because, although it is the same
rate as last year, it is still an increase because the value of the homes is going up.
No one else from the audience spoke so Mayor Woods closed the Public Hearing.
Commissioner Daugherty agreed with Mr. Reeves stating if it is fair to roll it up whenever property values go
down, he believes they should have a policy of rolling it back down when property values go up.
Commissioner Beckenbach stated they have tried to hold down the amount of money they spend. They have
kept down the increases in salaries for the individuals working for the City on a regular basis; they have not
had a 3% COLA regularly that a lot of other cities do have; they don't have a COLA increase in the pension
funds, they have asked the employees to pay more money and have changed the pension fund with the new
employees that are coming in to a 401K or something similar. He stated as far as expenditures, they look at
the amounts of money they are willing to spend. He stated people do want us to be concerned about the
September 8, 2014 REGULAR COMMISSION MEETING
AGENDA ITEM # lA
SEPTEMBER 22, 2014
Page7
money but they want, above everything, a beautiful city to live in, one that is maintained and they want
people who are working here to be able to afford to live on the salaries that we give them. He stated this
3.3285 millage rate will help the City maintain the parks, beaches, sunset pier, etc. and they need a cetiain
amount of money to continue to maintain these things for the benefit of the citizenry. He stated he believes
this is an acceptable millage rate. Mayor Woods stated ad valorem taxes increased by about $239,000. She
stated through the years the costs have gone up and the employees' benefits have gone down, so not only
have they not gotten raises but the employees have had to pay more out of pocket for all of their healthcare
and that hurts a lot. She stated it is not right to keep expecting your employees to do this. She stated by
giving our employees raises this year, which they haven't had in six years, and to cover the incr-eased cost of
health insurance, which totals up to about $212,000, that is pretty much where all this extra money is going
and these employees are well worth it. She stated we have a great city and they do a great job and she totally
suppmis maintaining the current tax rate.
Votes:
Aye: 4-Beckenbach, Hill, Mark, Woods
Nay: 1-Daugherty,
MOTION CARRIED
She stated the second item to be considered is Ordinance No. 20-14-128 establishing the Operating Budget
for fiscal year 2014/2015 of $30,752,338. She stated she needs a motion to adopt Ordinance No. 20-14-128
establishing the Operating Budget for fiscal year 2014/2015.
Motion: Approve Ordinance No. 20-14-128 as read.
Moved by Mark, Seconded by Daugherty
Mayor Woods opened the Public Hearing.
Mitch Reeves, 1663 Sea Oats Drive, asked why are they increasing the budget by $2 million and stated he
believes more time needs to be spent on the budget.
John Stinson, 150 12th St., stated he agrees with Commissioner Beckenbach that the parks need to be kept
nice and clean; they increase the value of your home and the attractiveness of the city. He stated what he
would encourage them to do is to have a balanced budget and keep the reserve.
No one else from the audience spoke, so Mayor Woods closed the Public Hearing.
Mayor Woods addressed the comments stating the police building they are planning to build has been
budgeted $2.6 million and when they came into office the plan was for a $5 million police building, so they
have cut that in half. She stated when you subtract the $2.6 million from the budget, it actually shows that we
are spending about $432,737 less than last year. She stated she believes the discrepancy in the balance they
see is showing they are spending $2.6 million on the police building, which is money they have saved over
the past years in anticipation of having to spend this. She stated they have worked very hard at getting a good
solution for the police building, cut that budget in half and believes they are on track and everybody has done
a really good job. She stated as far as the number of meetings they had during the workshop, in the past they
would spend a couple of meetings reviewing history and what had gone on. She stated they cut that time
down because it didn't seem they needed to belabor all of those points; they focused more on where they are
going, where the money is. She stated also since the new City Manager has been here, Mr. Van Liere has had
the opportunity to do a lot of restructuring with employees and that is where a lot of the savings they are
September 8, 2014 REGULAR COMMISSION MEETING
AGENDA ITEM# lA
SEPTEMBER 22, 2014
Page 8
realizing is coming from. She stated that also helps with our pension issues. She stated she is very proud of
what they have all done here together; she is very proud of what staff has done. She stated they have been so
cohesive and supportive ofthe City during all ofthis hard time.
Commissioner Mark stated our budget is balanced and that is a requirement that they have a balanced budget.
She stated, regarding reserves, the Commission a long time ago set a minimum of 25% reserves in the
accounts and they have met and probably exceeded that in most of our accounts. She stated Mr. Van Liere
just recently restructured some debt that will also save us some money; also they will start seeing the savings
in the pension reform that was negotiated a couple of years ago. She stated the previous administration was
really extremely frugal and because of that we are in a position where we can now reinvest the money back
into the City's services and amenities. She stated they have done a lot with a little and this is an opportunity
now to make some of those investments that have not been done and she believes it will be positive for the
City and the citizens who live here.
Commissioner Hill stated he believes it is very prudent for the Commission to take the little bit of gain they
are going to receive and put it back into maintenance and he is in favor of adopting this as it is. He also
stated, with the new HRO, he believes they should have some funds available for that issue because there will
be cost if it gets exercised.
Votes:
Aye: 5-Beckenbach, Daugherty, Hill, Mark, Woods
Nay: 0
MOTION CARRIED
B. ORDINANCE NO. 5-14-61, Public Hearing and Final Reading
AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA, AMENDING CHAPTER 2 OF
THE CODE OF ORDINANCES, ADMINISTRATION, ARTICLE II, CITY COMMISSION, SEC. 2-16,
TIME AND PLACE OF REGULAR MEETINGS, TO PROVIDE FOR TWO (2) REGULAR MEETINGS
PER MONTH EXCEPT FOR DECEMBER AND PROVIDING AN EFFECTIVE DATE.
Mayor Woods read Ordinance No. 5-14-61 by title.
Mayor Woods opened the Public Hearing. No one from the audience spoke so she closed the Public Hearing.
Motion: Approve Ordinance No. 5-14-61 as read.
Moved by Mark, Seconded by Daugherty
Votes:
Aye: 4-Daugherty, Hill, Mark, Woods
Nay: 1-Beckenbach
MOTION CARRIED
8. Miscellaneous Business
A. Recruitment of Grant Writing Firm.
Cathy Berry stated she would like to revise her recommendation, after the discussion of the needs of the City
at the last meeting, to recommend that we hire Langton Associates for the $36,000 flat rate for one year all
inclusive. Mayor Woods added, and authorize the City Manager to negotiate.
September 8, 2014 REGULAR COMMISSION MEETING
AGENDA ITEM# lA
SEPTEMBER 22, 2014
Page 9
Motion: Authorize the City Manager to negotiate with Langton Associates, Inc. for the $36,000 flat
rate for one year all inclusive.
Moved by Daugherty, Seconded by Hill
Commissioner Mark stated, for the record, she would like to request that the main areas for Mr. Langton to
focus on would be on the police building (i.e. energy grants, anything to help pay for enhancements with the
green building for the remodeling), and continue with grants for the Marsh Master Plan, and if we move
forward on the community redevelopment area for Mayport, that he start looking for grants to help fund that
project. Discussion ensued.
Commissioner Beckenbach asked Ms. Berry why she has changed her mind to go with the $36,000 for the
entire year. Ms. Berry stated after a discussion at the Department Head meeting and based on the comments
from the Commission as well as the presentation, everyone agreed that they could use the services.
Discussion ensued.
Commissioner Mark disclosed that one of Mr. Langton's employees is on her nonprofit board, but it is not a
compensated board, they are all volunteers. City Attorney Komando stated that would not be a conflict.
Votes:
Aye: 5-Beckenbach, Daugherty, Hill, Mark, Woods
Nay: 0
MOTION CARRIED
B. Renewal of Employee Benefits -Insurance.
Ms. Berry stated Harden and Associates is working diligently to get the best bids in. She stated she expected
to hear back from them today with a timeline but did not, so she can't say definitively when they should have
that information in but she was told originally it would take about a month.
Motion: Authorize Harden and Associates to get updated quotes on all of our employee benefit and
employee-paid insurance coverages to obtain the best coverage for the best rates.
Moved by Mark, Seconded by Daugherty
Votes:
Aye: 5-Beckenbach, Daugherty, Hill, Mark, Woods
Nay: 0
MOTION CARRIED
C. Renewal of Liability and Workers' Compensation Insurance.
Ms. Berry stated there are only two carriers that provide these insurance products and we have one carrier that
provides our workers' comp insurance and the other carrier provides all of our general liability insurance
coverages. She stated her recommendation is to go with these same carriers for renewals.
Motion: Approve renewal of all liability and workers' compensation insurances for the next year and
authorize the City Manager to sign related insurance renewal documents.
Moved by Mark, Seconded by Beckenbach
September 8, 2014 REGULAR COMMISSION MEETING
Votes:
Aye: 5-Beckenbach, Daugherty, Hill, Mark, Woods
Nay: 0
MOTION CARRIED
D. Russell Park Tennis Court Reconstruction.
AGENDA ITEM # lA
SEPTEMBER 22, 2014
Page 10
Public Works Director Doug Layton summarized his staff report. He stated he recommends putting the same
asphalt type surface as is there now. Mr. Layton answered questions from the Commission. Discussion
ensued.
Following discussion it was decided to go with the upgraded softer surface.
Motion: Resurface Courts 1 and 2 with the upgraded surface at a cost of $96,645.51 and authorize the
City Manager to sign the contract
Moved by Daugherty, Seconded by Woods
Further discussion ensued.
Votes:
Aye: 5-Beckenbach, Daugherty, Hill, Mark, Woods
Nay: 0
MOTION CARRIED
E. Discussion on proclaiming September 27, 2014 as Green Apple Day of Service.
Moved to Agenda Item No. 2.
F. Discussion on Proposed Resolution Not Supporting Seismic Blasting Offshore.
Moved to Agenda Item No. 6.
G. Request for Reconsideration on Ordinance No. 95-14-108.
This item was taken out of sequence and acted on earlier in the meeting.
9. City Manager
A. City Manager's Report.
• 90-Day Calendar (August-October 2014)
Mr. VanLiere stated they have a tentative date to add the workshop on 9/29 for the City Manager search at
5:00. Ms. Berry stated Mr. Anzivino of Springsted will present the top 10 finalists and explain how the
interview process should work. She stated they will also discuss what follow-up questions they can and can't
ask the candidates. She stated she should have the profiles of the top 1 0 by September 22 for the
Commissioners to review and rank.
Commissioner Beckenbach stated he will not be at the town hall meeting on 18th and asked if they could
move it. Following discussion on alternate dates, City Clerk Bartle will check availability of the room and
September 8, 2014 REGULAR COMMISSION MEETING
AGENDA ITEM# lA
SEPTEMBER 22, 2014
Page 11
get back to them with a possible date. Mayor Woods stated if they can't come up with an alternate date they
will leave it on the 18th.
10. Reports and/or requests from City Commissioners and City Attorney
City Clerk Bartle
• Reminded the Commission since the Ordinance on the meeting schedule passed, our next meeting will
not be a workshop but will be a regular meeting and the deadline for agenda items was last Friday.
She stated unless they have something that needs to make this transition, they will go with what they
have. She explained, except when there are three weeks between meetings, the Friday before the
previous meeting will be the deadline for agenda items.
Commissioner Hill
• Apologized if he got short with the Mayor earlier.
Commissioner Mark
• Asked Chief Classey to speak about an issue that occurred during her ride along with the police.
Chief Classey explained a dog bite incident involving two pit bulls that attacked another dog and a
resident. Answering a question fi·om Commissioner Hill, Chief Classey also discussed an incident in
Howell Park. Chief Classey also stated he will check into the response times, at the request of
Commissioner Mark related to the dog bite incident.
Commissioner Beckenbach
• Discussed the Bennett property, stating they need to find out how much money they are talking about
as far as the sale is concerned. He stated the prope1ty they are talking about is changing on a regular
basis. He stated when he was at the property, Mr. Bennett said that now he would like to have a large
enough area right by the house to go all the way through from Jasmine to the other road so they would
have a drive-through. He stated this concerns him because, instead of having the entire prope1ty
including where the little storage buildings are, that is now going to be part of the house property. He
stated he doesn't believe that was what they originally had intended. He stated he would like to give
the opportunity for the City Manager to start talking and representing the City regarding the amount of
money we would be interested in spending on that. Mayor Woods stated she believes, in the long run,
the property is a good investment for the City, whether we have immediate plans for it right now or
not. She stated the presentation has been extremely vague to this point and, in most cases when these
type things occur, the representative of the prope1ty brings an actual proposal to the City, She stated
that is the process we are looking for because we have nothing to go on. She stated when that
happens they will be able to put it on the agenda and bring it up. Commissioner Beckenbach stated he
finds it a bit problematic to have the area go from Jasmine to the other road right next to the house and
would hope we would be able to move that fence over a little more and have it only have one front for
the house and then the piece of property they are talking about would be a bit larger as well.
Commissioner Hill stated he doesn't want to buy it and let it just sit; it has no value to any of our
citizens as it currently sits. He stated to pull it out of the tax roll and then not use it would not be a
good idea. He stated he would like to have a conversation with the Commission on the property as a
whole, including Tideviews and the retention ponds to see if they could be used as a natural park
instead of the way they are currently sitting. Mayor Woods stated they can put in on the agenda for
new business to be considered but it won't be on the next agenda, but the one following. It was the
consensus of the Commission to put it on the agenda of the October 13 Commission meeting.
September 8, 2014 REGULAR COMMISSION MEETING
Mayor Woods
AGENDA ITEM# lA
SEPTEMBER 22, 2014
Page 12
• Stated she has a meeting with some young ladies to discuss having back yard chickens.
• Stated they are continuing the improvement plan for the Mayport area and Mr. Hubsch has gone to a
conference on CRAs and will report back at a future workshop.
• Stated she has been talking to Mr. Hubsch and the City Manager about looking at the Tree Ordinance.
• Reported she has had requests from citizens for a concept of a book depository for people to swap
books.
• Complimented whoever did the budget workshop minutes. She stated she found them to be very
thorough. City Clerk Bartle stated it was Nancy Bailey. Mayor Woods stated thank you.
Adjournment
There being no further business to come before the Commission, Mayor Woods declared the meeting
adjourned at 9:42p.m.
ATTEST:
Donna L. Brutle, CMC
City Clerk
Carolyn Woods
Mayor/Presiding Officer
*A Workshop was held on August 22, 2014 for the purpose of discussing these items. Please refer to the Workshop Minutes for the
previous discussion.
AGENDA ITEM# 1B
SEPTEMBER 22, 2014
MINUTES OF THE WORKSHOP OF ATLANTIC BEACH CITY COMMISSION
HELD IN THE COMMISSION CHAMBER ON AUGUST 25, 2014
City Commission Members present:
Mayor Carolyn Woods
Mayor Pro Tern Mark Beckenbach
Commissioner Jonathan Daugherty
Commissioner Jimmy Hill
Commissioner Maria Mark
Staff present:
Nelson VanLiere, City Manager
Rich Komando, City Attorney
Donna L. Bartle, City Clerk
Nancy E. Bailey, Recording Secretary
Call to order.
The meeting, which was held for the purpose of discussing the agenda items for the Commission
Meeting of September 8, 2014, was called to order at 6:30p.m. by Mayor Woods.
COURTESY OF THE FLOOR TO VISITORS
Mayor Woods stated she would limit the speakers to three minutes each.
Debbie Price, 316 9th Street, spoke in support of the Human Rights Ordinance (HRO).
Judy Sheklin, 1985 Brista De Mar Circle, spoke in support of the HRO.
Chris Jorgensen, 92 W. 3rd St., spoke in opposition to the HRO and in favor of seismic blasting.
Steve Haerter, 106 19th Avenue S., Jacksonville Beach, thanked the Commissioners who voted for the
HRO.
Thomas Serwatka, 1431 Riverplace Blvd., spoke in support of the HRO.
Donna Sasser, 2237 Oceanwalk Drive W., spoke in opposition to the HRO.
James Eddy, 222 Lawton Avenue, Jacksonville, spoke in support of the HRO.
John Ster, 1701 Selva Marina Dr., spoke in support ofthe HRO.
Diana Haramboure, 420 Snapping Turtle Court E., spoke in support of the HRO.
Lyn Lazarus, 540 Hopkins St., Neptune Beach, spoke in support of the HRO.
Kristine Matson, 540 Hopkins St., Neptune Beach, spoke in support of the HRO.
Juanita Powell-Williams, 2867 Lorimier Terrace, Jacksonville, spoke in support of the HRO.
Jane Kosut, 1969 Sevilla Blvd. W., spoke in support of the HRO.
Minutes -City Commission Workshop
Page2
Anne Simpson, 420 Snapping Turtle Court E., spoke in support of the HRO.
Mark Hill, 1726 Selva Marina Drive, spoke in support of the HRO.
Michael Sheklin, 1985 Brista De Mar Circle, spoke in support of the HRO.
AGENDA ITEM # lB
SEPTEMBER 22, 2014
August 25,2014
Michael Langton, 1300 Oak Haven Rd., Langton & Associates, addressed Item 8A, grant
consultants, explaining why he believes the Commission should continue the process to hire a grant
consultant.
Sarah Boren, 388 8th St., explained the Green Apple Day of Service to be held on September 27, 2014.
Lou Keith, 1845 Tierra Verde Drive, addressed the resurfacing of the tennis courts, stating he hopes
they go with the standard hard finish and not a rubberized finish; he also asked if they could get water
fountains at both cabanas and lower the east fence.
Cord Butler, 2014 Duna Vista Court, spoke in favor of the new proposed monument sign at the
entrance to Selva Marina at Seminole Rd.
Linda Lanier, 1768 Park Terrace West, addressed the sign on Selva Marina Drive, stating she
believes it should state the name of the neighborhood not prominently advertise a private commercial
enterprise.
Tom Brennon, 1619 Selva Marina Drive, addressed the s1gn, stating they need to support the
developers.
Wells Todd, 1761 Sea Oats Drive, thanked the Commission for approving the HRO and spoke in
support of the HRO.
John Hancock, 336 Sunrise Circle, Neptune Beach, spoke in support of the HRO.
Chevara Orrin, 2069 N. Market St., Jacksonville, spoke in support of the HRO.
Maria Wilkes, 1320 East Coast Drive, spoke in support of the sign at Selva Marina.
Linda Sherrer, 1322 Ocean Blvd., spoke in support of the signage, disclosing that her company,
Berkshire Hathaway Homes Services Florida Network Realty represents the developer in this
subdivision.
Christy Budnik, 370 12th St. spoke in support of the sign at the beginning of Selva Marina Blvd.
T.R. Hainline, 1301 Riverplace Blvd., representing Atlantic Beach Partners, spoke on the signage,
stating they have obtained permits for demolition of the old sign and construction of the new sign; the
new sign is consistent with the SPA zoning; and they are consistent with the Atlantic Beach signage
code.
Mike Carlin, 1700 Selva Marina Drive, spoke in support of the sign at Selva Marina Drive.
Minutes -City Commission Workshop
Page3
AGENDA ITEM# 1B
SEPTEMBER 22, 2014
August 25,2014
Rick Wood, Managing Member of Atlantic Beach Partners, 414 Old Hard Road #502, Fleming
Island, stated the sign was not built for a commercial purpose other than to demark where their
community was going to be. He further stated the Atlantic Beach Country Club Homeowners
Association will be responsible for the maintenance of that sign, not the Country Club.
Mayor Woods explained the signage issue was not on the agenda but it came up last week, stating she
will turn this over to the City Manager to see what he needs from the Commission.
Mr. Van Liere explained that over the course of the past week there have been citizens who have
contacted the City stating they were concerned about the sign. He stated they have reviewed the
paperwork submitted and there is a question as to whether or not what they are building there would be
permitable and wanted to bring it back to the Commission to get their thoughts on allowing them to
proceed.
Mayor Woods asked the City Attorney for his opinion. City Attorney Komando stated he has reviewed
the SPA application as well as our codes and it is his understanding that what they requested in the sign
permit was not what was authorized by the SPA. Mayor Woods asked if any part of it was authorized
by the SPA. Mr. Komando stated the sign part was, but not the tower part. Discussion ensued.
Mayor Woods read from the PUD regarding signage, stating for her it is very clear that our City
Attorney's interpretation of what's allowed and what's not allowed is conect. Further discussion
ensued.
It was the consensus of the Commission to allow only the monument portion with the neighborhood
names.
Mr. Hainline stated they would take these comments back and reevaluate to see what they are planning
on doing. He stated their position is that they do believe they are in compliance with the SPA as well as
the Atlantic Beach code and have spent money on this sign site for this sign, based on the permits they
were issued. He stated this puts them in a little bit of a situation as well.
Gary Silverfield, one of the partners of Atlantic Beach Partners, stated they can take the tower down.
He stated it cost them lots of money and they thought they were doing something very nice for the
community. He stated the sign there was really poor and crumbled down and they came to the City and
asked if they could put something there and were told yes. He stated they did everything within their
rights but they are going to do what the City wants and if they would like them to do away with the
tower, they will do away with the tower. He stated if they don't want them to have any sign, they will
do no sign and leave them with vacant grass. He stated they believe it is very attractive and is a focal
point of a lot of communities. He stated they first went to Selva Marina and they told them they didn't
want to have their name on the sign. He stated but if they want their name on the sign they will be
happy to do that. He stated he doesn't even know where Selva Norte is but will be happy to put their
name on the sign if want to pay for it. He stated the truth is that they were going to make this thing
beautiful, layered with flowers and it was going to be truly unique. He stated, but it is ok, they will do
whatever the Commission wants and make it nice. He stated, for them, timing is critical because they
are hoping to open the Club in the middle ofNovember and if they are going to do a sign they need to
AGENDA ITEM# 1B
SEPTEMBER 22, 2014
Minutes-City Commission Workshop
Page4
August 25,2014
have it done and finished by then. He stated they will get them some new layouts and hopefully they
can get it done and permitted very quickly.
Mr. Hainline asked for clarification. He stated, as he understood the City Attorney, there is no question
about the monument part of the sign, it is only the tower and asked if he was correct. Mr. Komando
stated he was asked what would be permitted. He stated there are probably a number of things that
would be allowed under F2, where it says the existing sign may be redesigned and updated. He stated it
is pretty open at that point as to what that does allow, but when you look at the discussion of the towers,
it talks about the entry points to the property access as part of the SPA. He stated it doesn't talk about
the property which is contemplated under subsection 2. Mr. Hainline stated the consensus he believes
they are drawing from this, and Mr. Silverfield's comments, are no tower; but he understood that the
comments were that the remaining part of the sign, the monument part on the ground, is fine with
everyone. Mayor Woods stated the monument part of the sign with the neighborhood names, she
believes everybody also agrees. Mr. Komando stated he believes that would be consistent with the
permissions that were approved as part of the SPA.
Mr. Wood stated his landscape architect could be back with them by the end of next week. He stated his
question is the approval process. Mayor Woods stated they have another meeting in two weeks, which
is a voting meeting, and hopefully they can get them on that agenda and move ahead. She stated since
they have discussed it at this meeting it will be okay to have it on that agenda. Commissioner Mark
stated they could put it under #3, unfinished business.
Mr. Hainline stated they have a permit and stated the reason he was asking for clarification was to see if
they can move forward with the rest of the sign as opposed to the tower, before they come back for any
change to the tower or structure. He stated if they can move forward with the rest of it, they have a
permit and they can do it under the permit, if they will send the inspectors out. Mr. Komando stated
they could talk about that after the meeting.
Mr. Wood stated they also have a safety issue. He stated they have dug the footers based on the permit
that they had and they have rebar sticking up and they can't get an inspection because the City is
refusing to give them an inspection on the petmit he has in his hand. He stated the idea of modifying the
permit by removing the tower and moving forward with the design is something they are willing to do if
the City will say yes to it. Mayor Woods stated, yes, that would be consistent with the SPA. She stated
they will entertain other options moving forward.
Mr. Wood also pointed out that on the existing sign they had Selva Marina and Sevilla and asked if they
replace Selva Marina and Sevilla and add Atlantic Beach Country Club, will they all be happy with that.
Commissioner Hill stated yes but asked that they consider the size of the lettering. Commissioner
Daugherty stated the size that was given to them looks okay. Mr. Wood stated they will consider that in
the redesign.
DISCUSSION OF AGENDA ITEMS ON SEPTEMBER 8, 2014 COMMISSION MEETING:
1. A.
B.
c.
D.
Approve the minutes of the Special Workshop on Police Building of August 11, 2014.
Approve the minutes ofthe Regular Commission Meeting of August 11,2014.
Approve the minutes ofthe Special Called Meeting of July 28, 2014.
Approve the minutes of the Commission Workshop of July 28, 2014.
Minutes -City Commission Workshop
Page 5
E. Approve the minutes ofthe Budget Workshop of August 13,2014.
F. Approve the minutes ofthe Town Hall Meeting of July 22, 2014.
AGENDA ITEM # 1B
SEPTEMBER 22, 2014
August 25, 2014
G. Approve the minutes of the Public General Discussion Meeting of July 7, 2014.
Mayor Woods requested that the minutes be amended to be fair and equal to everyone involved
explaining that the minutes say they spoke in favor of or spoke in opposition to and if we are going to do
that she believes we should do that for everyone. She stated if we are going to start listing what their
specific issues of being in support of or in opposition to or if we are going to start listing those, we need
to do it for everybody. A lengthy discussion ensued regarding what should be in the minutes.
Commissioner Daugherty pointed out that on Item 8A (August 11 Commission Meeting) it recorded the
vote as being 4-0, but he abstained from that vote so it should be 3-0, with one abstaining.
Commissioner Beckenbach asked the City Attorney, as far as the minutes are concerned, does he have
any legal comments. City Attorney Komando stated our minutes are fine; there is a wide degree of what
is acceptable for minutes. He stated they have to minimally document the vote, who cast the votes and
actions that were taken by the Commission. He stated, as far as public comments, there is less guidance
in that area about how detailed any governing body wishes to be.
The consensus was to treat all of the answers the same.
3. Unfinished Business from Previous Meetings
A. City Manager's Follow-up Report.
City Manager Nelson Van Liere reported that the FDOT has informed us they have reallocated some
funding to allow the piping of Robert St. ditch, rather than the hardening of the banks, as is currently
proposed.
4. Consent Agenda
A. Acknowledge receipt of the Building Department Monthly Activity Report and Monthly
Financial Report for July 2014.
B. 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.
C. Authorize the City Manager to sign the attached contracts with ABET and tennis professional
Brecht Catalan.
D. Extend the Electrical Troubleshooting, Repair and Installation Annual Contract (Bid No. 0910-
16) for one additional year to Limbaugh Electrical Contracting, Inc. at the contract prices.
E. Acknowledge receipt of the Police Department Semi-Annual Report 2014.
There was no discussion on this item.
5. Committee Reports
None.
6. Action on Resolutions
None.
Minutes -City Commission Workshop
Page 6
7. Action on Ordinances
AGENDA ITEM # lB
SEPTEMBER 22, 2014
August 25, 2014
A. Public Hearing and first reading on adopting a Tentative Millage Rate and adopting
Ordinance No. 20-14-128 establishing the Operating Budget for fiscal year 2014/2015.
AN ORDINANCE ADOPTING THE FINAL BUDGET FOR THE CITY OF ATLANTIC BEACH,
FLORIDA FOR FISCAL YEAR BEGINNING OCTOBER 1, 2014 AND ENDING SEPTEMBER 30,
2015.
Mr. Van Liere stated what is in the agenda packet is the proposed budget and then there is a schedule of
changes. He stated the changes he heard from the Budget Meeting were to add $50,000 for building
maintenance; $20,000 for City Manager's salary; $20,000 for security lighting and extra bike racks; and
under the IT program, an offsite location for servers during emergencies, which would be about
$10,000/year. He stated he also understands they were not to add to the budget the Economic Incentive
Options, nothing additional over the $250,000 for Russell Park. He also stated he had a meeting on the
sanitation tipping last week and it will be continued.
Commissioner Beckenbach stated he wanted to get consensus to have videotaping of the Code Board
and Community Development Board. Discussion ensued. It was the consensus of the Commission to
do so. Mr. VanLiere stated he will put the number together and bring it to the next meeting.
Commissioner Daugherty recognized Councilman Bishop who was in the audience.
Commissioner Daugherty discussed the socialized health care and cost to help part-time employees with
the insurance costs. HR Director Cathy Berry stated she would discuss this with him after the meeting.
B. ORDINANCE NO. 5-14-61, Public Hearing and Final Reading
AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA, AMENDING CHAPTER 2
OF THE CODE OF ORDINANCES, ADMINISTRATION, ARTICLE II, CITY COMMISSION, SEC.
2-16, TIME AND PLACE OF REGULAR MEETINGS, TO PROVIDE FOR TWO (2) REGULAR
MEETINGS PER MONTH EXCEPT FOR DECEMBER AND PROVIDING AN EFFECTIVE DATE.
Commissioner Beckenbach stated although he is still interested in keeping the workshop he knows the
rest of the Commission would like to try the other. Mayor Woods stated she believes the hybrid will
still have all the things that they are not voting on so the citizens will have at least a month to be
engaged in all the topics we discuss.
8. Miscellaneous Business
A. Recruitment of Grant Writing Firm.
Cathy Berry explained the RFP for grant writing services. She stated they had four responses, with one
being disqualified because they didn't comply with the form requirements. She stated she evaluated the
other three and in her mind one was superior to the other two. She stated her recommendation is to
determine if this is something they want to do and then decide what the grant writing needs are and the
delivery method. She explained the proposals, stating after they determine what their needs are, she
would recommend that the City Manager and City Attorney negotiate a contract with the top candidate,
Langton & Associates. Discussion ensued. Ms. Berry answered questions from the Commission.
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AGENDA ITEM# 1B
SEPTEMBER 22, 2014
August 25,2014
Michael Langton, Langton & Associates, explained what his firm does and answered questions from the
Commission. Further discussion ensued.
Mr. Van Liere stated, at this point, we do not have any funding in the budget for this service and to enter
into a contract they would have to fund it. He suggested if they are pretty set on doing it that they add it
to the budget list and on October 1 they would have funding. It was the consensus of the Commission to
put $36,000 in budget for this service.
B. Renewal of Employee Benefits-Insurance.
HR Director Cathy Berry stated she is recommending they put out for bid every insurance product we
currently offer our employees to get the best product we can. She answered questions from the
Commission.
C. Renewal of Liability and Workers' Compensation Insurance.
Ms. Berry stated she recommends renewal of the Workers Comp and General Liability which will have
a 3% increase.
D. Russell Park Tennis Court Reconstruction.
There was no discussion on this item.
E. Discussion on proclaiming September 27, 2014 as Green Apple Day of Service.
Commissioner Mark stated she will have a Proclamation for the next meeting.
F. Discussion on Proposed Resolution Not Supporting Seismic Blasting Offshore.
Commissioner Mark asked for consensus from the Commission to submit a Resolution opposing seismic
blasting. It was the consensus of the Commission to do a Resolution.
G. Request for Reconsideration on Ordinance No. 95-14-108.
Commissioner Daugherty stated the purpose of the reconsideration was because Commissioner Hill was
not at the last meeting and he stated at the previous meeting that he had information that he would like to
present to the Commission. He stated he is bringing this up again because he believes every
Commissioner has the right to be heard. He further stated that has been a petition drive to put this on the
next ballot.
Commissioner Hill stated he thought the request was just to give him an opportunity to speak. He stated
it may not require that they open the ordinance up. He stated he doesn't oppose the ordinance, he
opposes the language in the ordinance. He stated there are pieces of this ordinance as passed that are in
direct conflict with a section of our community who now will feel like they are the minority for a while.
He stated he was hoping for language that didn't ostracize or split our community because we are now a
divided community. He stated he believes a lot more could be done at a State level with our support.
He stated he wanted the State to handle this. Discussion ensued.
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AGENDA ITEM # 1B
SEPTEMBER 22,2014
August 25, 2014
Commissioner Hill handed out his proposed HRO language changes to the Commission. Discussion of
the changes ensued. City Attorney Komando explained that at this point if the Commission wishes to
change the ordinance they would have to present an amendment. He stated any ordinance can be
amended or repealed; that's entirely up to the Commission.
Mayor Woods recommended that they take this off the next agenda and if Commissioner Hill wants to
seriously get with the City Attorney and come up with language for the Commission to address it and
get it on an agenda with specific wording that would be the way to go. Commissioner Daugherty stated,
according to Commission rules, he doesn't believe they can do that. He stated the only reason it is able
to be brought up for consideration is because he voted for it and it can only be brought up again at the
next meeting. Mr. Komando stated that is for reconsideration of a Commission action, but an ordinance
can always be amended; there is no prohibition on when an ordinance can be amended.
Commissioner Daugherty stated he believes they can get this better without changing the intent. He
stated he is basically just showing them there are some problems that can really leave them in a bind.
He stated he would like the opportunity to sit with the City Attorney, take a really serious look at some
of these nuances. He stated he understands the intent and why it helps the potentially aggrieved
community.
Mayor Woods stated she would love to have Commissioner Hill get with the City Attorney. She stated
she would like to take this off the next agenda and let him come up with the language and put it on a
future agenda for us. Commissioner Hill stated that is fine with him. Commissioner Daugherty stated
he has two weeks to talk to the attorney and can give us specific language at the next meeting. He stated
he doesn't want to drag this on any longer. Commissioner Hill stated none of the changes he believes
need to be made are going to require 800 people in the audience lobbying us again; they aren't that type
of changes, unless there is an underlying agenda that he missed entirely. He stated they are changes that
protect our citizens a little better from unintended consequences. Mayor Woods asked the City Attorney
if Commissioner Hill can bring specific written language to the next meeting with what is on the agenda
now or do they need to move it to another meeting. Mr. Komando stated that is up to the Commission.
He stated if they are willing to have a first reading. Mayor Woods stated she is just concerned about the
time it would be available for the public to look at and understand. She asked Commissioner Hill if he
would like to bring specific language to the next meeting. Commissioner Hill stated he will make an
effort to do it and get it done, but some of it may require a little more review than that, but that is a good
target to shoot for. Commissioner Mark asked that they table this until a definite time when
Commissioner Hill feels like he will have the time to bring forth some proposed amendment language
and when and if that day comes then they will address it at that time. Commissioner Hill stated that is
fine with him. Mayor Woods clarified that they will take it off the next agenda and at some time after
they have worked it out they will talk about it again.
City Clerk Bartle asked about the magistrate. She stated the one we have right now is just for dangerous
dogs. She asked how they are going about getting a magistrate for this purpose. She stated, if she is
supposed to be coordinating with this person, at some point she needs to know who this person is.
Commissioner Mark stated she believes they need to send out an RFP and then choose one under those
terms. Chief Classey stated he, the City Manager and the City Attorney sat on the selection committee
for the dangerous dog magistrate. Discussion ensued. Mayor Woods stated she believes the City
Attorney, City Manager and City Clerk should pick the process and bring it back to the Commission.
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AGENDA ITEM # 1B
SEPTEMBER 22, 2014
August 25,2014
Commissioner Hill asked if we budget for a magistrate. Mayor Woods stated she doesn't believe we
budget for the dangerous dog magistrate, it is on an as needed legal fee and would come out of the legal
fee budget we have.
9. City Manager
A. City Manager's Report.
• 90-Day Calendar (September-November 2014)
Mr. Van Liere stated we will no longer use Catholic Charities, but will instead use BEAM to oversee the
program to assist people with their utility bills.
He pointed out the special called meeting to adopt the millage rate and budget has been added to the
calendar; the annual Board and Committee Member Appreciation Reception will be October 2; and the
proposed date for the Town Hall meeting is October 18, at 10:00 a.m. in the Chamber. Mayor Woods
asked what did he mean by special called meeting. He explained if the ordinance to go to two meetings
a month doesn't pass, then that meeting will have to be a special called meeting.
10. Reports and/or requests from City Commissioners and City Attorney
City Clerk Bartle
Stated we need applicants for Community Development Board, Code Enforcement, and the Pension
Board, if they know of anyone.
Commissioner Mark
Stated she just received a letter from Florida League of Cities that she has been appointed to the Growth
& Management Economic Affairs Legislation Policy Committee. She stated she will be attending two
meetings and the League's Annual Legislative Conference. She asked that they let her know of any
issues they may have on growth management and economic affairs before September 12, which is their
first meeting.
Commissioner Hill
Related an incident, while in Marathon, when his family swam with dolphins stating he would hate to
see the seismic blasting interfere with our very healthy dolphin and mammal population we have. He
stated he would like to make sure they don't support something that is going to ruin that.
City Manager VanLiere
Reminded everyone that 80 is building capacity limit for the Chamber.
COURTESY OF THE FLOOR TO VISITORS
Mayor Woods opened Courtesy of the Floor to visitors.
Sheri Lawhun, 190 Seminole, spoke in opposition to the HRO.
Mayor Wood closed the Courtesy of the Floor and reopened the comments from the Commissioners.
Commissioner Daugherty
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AGENDA ITEM # 1B
SEPTEMBER 22, 2014
August 25, 2014
Stated the reason he voted for the HRO was so they would be able to listen to Commissioner Hill but he
doesn't want the record to reflect his vote being a yes on this and asked that the Commission allow this
to be brought up again and voted on again so the vote accurately reflects the will of the Commission.
Reminded everyone there is an election tomorrow.
Related his experience aboard the Iwo Jima.
Commissioner Beckenbach
Asked where we are as far as the annexation. Mr. Komando stated he was told by the Assistant General
Counsel who is assigned to this that there was one other person who had to review the proposed
Interlocal Services Boundary Agreement that he drafted and if it is approved it will be put back before
the City of Jacksonville's City Council for approval. He stated he expects that to happen in the next
week or so.
Stated he wanted to add the Tree Survey of the tree canopy to the budget, if there is a cost.
Commissioner Mark suggested he check with Greenscape, who are the tree people for the City of
Jacksonville. She stated Anna Dooley is the Executive Director.
Mayor Woods
Stated she has heard about the petition going around to get a referendum. She stated that is the process;
we are a democracy and not evetybody always agrees with things and she welcomes the process and we
will move forward and go through it.
Adjournment
There being no further discussion by the City Commission, Mayor Woods declared the meeting
adjourned at 10:43 p.m.
Donna L. Bartle, CMC
City Clerk
Carolyn Woods
Mayor/President Officer
*Formal action (if needed) will be taken at the Commission Meeting of September 8, 2014.
AGENDA ITEM# lC
SEPTEMBER 22, 2014
MINUTES OF THE BUDGET WORKSHOP OF ATLANTIC BEACH CITY COMMISSION
HELD IN COMMISSION CHAMBERS ON WEDNESDAY, AUGUST 20,2014 AT 5:00PM
City Commission Members present:
Carolyn Woods, Mayor
Mark Beckenbach, Mayor Pro Tern
Jimmy Hill, Commissioner (arrived at 5:03)
Maria Mark, Commissioner
Staff present:
Nelson VanLiere, City Manager/Finance Director
Mike Classey, Chief of Police
Donna Kaluzniak, Public Utilities Director
Rick Carper, Deputy Public Works Director
Timmy Johnson, Recreation and Special Events Director
Jeremy Hubsch, Building and Zoning Director
Keith Randich, IT Director
Jeri Benjamin, Deputy Finance Director
Donna L. Bartle, City Clerk
ABSENT:
Jonathan Daugherty, Commissioner (Being ill, Mayor Woods excused him giving him the
option to call in to the City Manager's cell phone if he had a question while he watches the
live-streamed video from home.)
The meeting was called to order at 5:04p.m. by Mayor Woods and she turned the floor over to City
Manager Nelson VanLiere.
Departmental Presentations:
Building, Planning and Zoning
Building and Zoning Director Jeremy Hubsch presented his budget (Handout: Review of Building,
Code Enforcement and Planning and Zoning Departments 2014115, which is attached and made part
of this Official Record as Attachment A).
He gave a slide presentation and explained the Building Department is an enterprise fund so the permit
fees can only pay for the enforcement of the Florida Building Code. He explained flood plain
management, housing code enforcement, and zoning code activities are not allowed to be funded
through the Building Fund; they have to come from the General Fund. He stated, therefore, within the
Building and Zoning Department there are two separate funds.
He explained, due to a very strong year of construction, the revised projected revenue has been increased
from $281,550 to $398,000. He showed a graph of the construction value in Atlantic Beach, stating it
has increased from $13 million in 2009 to a projected total of $36 million for 2014.
He presented a slide of the Building Department Expenditures and Revenue, stating revenue is steadily
going up. Mr. Hubsch and Mr. VanLiere answered questions from the Commission. Referring to the
slide on Building & Zoning Staffing, Mr. Van Liere explained the personnel allocations between
AGENDA ITEM# tC
SEPTEMBER 22, 2014
Minutes-City Commission Budget Workshop August 20,2014
Page 2
General Fund and Building Permit Revenue Source. He answered additional questions from the
Commission.
Mr. Hubsch explained the slide on the Building Department Permits and Inspections, stating the permit
and inspection load is pretty similar to how it was last year, so even though they are getting more
construction in, it is just higher value construction. He stated as the economy does well, people are
doing more extensive renovations and new construction projects.
He showed the slide on the Planning Department Trends for 2014/2015, explaining each of the projects.
He also showed a slide of the potential CRA Area. He answered questions from the Commission.
Discussion ensued regarding exploring opening Hanna Park to bikes and pedestrians at Seminole Rd.,
bus shelters, redevelopment plans for Mayport Corridor, and Town Center issues related to parking.
Commissioner Daugherty called in stating he does want to attend the International Council of Shopping
Centers conference and will get with Mr. Hubsch regarding details.
Public Safety (Handout: Atlantic Beach Police Department Budget Workshop August 20, 2014,
which is attached and made part of this Official Record as Attachment B).
Chief Mike Classey gave a slide presentation on the Police Department, explaining the mtsswn
statement for the Atlantic Beach Police Department is to provide for the safety and protection of lives
and property through courteous and professional public service, timely response to problems, and
relentless pursuit of criminals, while always respecting each person's dignity. He further stated this leads
into the Community Oriented Policing policy they operate under. He stated the time to build
relationships with the community is before something bad happens.
He presented a slide on Personnel stating they are the same numbers as far as officers that they had last
year, and are split between three basic Divisions: Patrol -Includes Community Oriented Policing
(COPs); General Investigations; Crime Suppression Unit (CSU). He stated they have the same number
of Civilian Staff as last year, under the Divisions: Emergency Dispatch; Records (includes property and
evidence); Animal Control; and School Crossing Guards (which are part-time).
He presented a chart of Statistical Data stating the Commission sees these numbers quarterly. He stated
we have the lowest crime rate per capita for both the County and State.
He showed slides of the Patrol Division and Records Division as follows, explaining each:
Patrol Division
• Twenty officers and supervisors assigned.
• Eliminated 1 Commander position (a desk assignment) and replaced with a Patrol Lieutenant
(field assignment).
• Will have 2 Patrol Lieutenants each supervising 2 squads.
• There will be a Lieutenants working in the field with officers 7 days a week, 10 hours a day.
• They will work a split shift between days and nights.
Records Division
• Re-allocated a part-time Records Clerk position into a full time Office Manager position.
• This position is required to fill the gap created by the elimination of a Commander position.
• Permitted a senior management level sworn position to be re-assigned to Patrol in a field
assignment.
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August 20,2014
• The Manager will be responsible for higher level administrative projects and tasks previously
performed by a higher paid Commander.
• This employee will also supervise the civilian Records staff reducing the number of direct
reports to the Support Services Commander.
Chief Classey further presented the Organization Chart 2014 showing the proposed changes. He stated
he believes this is a much better allocation of duties and responsibilities and makes a lot more
operational sense. He answered questions from the Commission. Discussion ensued about the COPS
program, security surveys and street lighting. Mayor Woods stated she would like to see Commissioner
Hill ride with the police and identify areas that need improvement. Chief Classey stated if
Commissioner Hill is talking about facades and entranceways he is getting back into Mr. Hubsch's area
because that gets into a planning and zoning portion. He stated the police look at it from a safety and
security standpoint and when they look at streetlights they look at them from the standpoint of vehicular
and pedestrian safety; unless there is a real hot spot of an area that is just crime ridden and they want to
add in some extra street lights that may not be needed but would be helpful for preventing crime. He
asked that Commissioner Hill let him know if he has some particular locations he has identified from a
safety and security standpoint that need additional valuations and he will be happy to take a look at
them. Commissioner Hill stated both Rose Park and the new dog park have some issues and Plaza,
coming east, would be areas of concern. Further discussion ensued.
Chief Classey gave an update on the Emergency Management explaining the Atlantic Beach
Comprehensive Emergency Management Plan (CEMP). He stated the City Hurricane Plan was updated
last year and the Department Hurricane Plans are being reviewed and revised. He stated they have
established minimum training levels by position. He stated both he and Commander Vic Gualillo serve
on several committees and work groups including Loss Mitigation (LMS), the Security and Emergency
Preparedness Planning Council (SEPPC) and Duval Prepares. He answered questions from the
Commission. Discussion ensued.
He stated we were awarded a Loss Mitigation Strategy (LMS) grant for $155,000 to do some sewer
upgrades. He stated we also have a pre-mitigation grant that is pending for a new generator.
Citizen Police Academy
Chief Classey showed slides on the Citizen Police Academy, as follows:
• A 10-12 week program that meets one evening per week (3 hours) and one Saturday during the
program.
• Local residents will be taught about a variety of topics, to include:
• Communications
• Investigations
• Traffic/DUI
• Patrol
• Crime Prevention
• Firearms
• Defensive Tactics/Taser/Pepper Spray
• Promotes open lines of communication between citizens and police officers.
• Local residents better understand police work in Atlantic Beach.
• A great opportunity for the police to inform the public of what we do, the challenges we face,
and obtain citizen input, assistance and support throughout the community.
AGENDA ITEM# IC
SEPTEMBER 22, 2014
Minutes -City Commission Budget Workshop
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August 20,2014
• First CPA class survey resulted in a 4. 7 rating on a 1 to 5 scale.
He answered questions from the Commission.
Accreditation
Chief Classey explained they went under contract for accreditation in February and have two years to
get through the accreditation process. He stated the policies are all in line but then you have to show
compliance with your policies and they are about 40% complete. He stated he anticipates having the
final assessment completed and being awarded accreditation some time next summer. He also explained
the benefits of accreditation which were outlined in a slide.
Chief Classey presented slides on the budget and future capital purchases, as follows:
General Fund Police Budget
• Total-$4,168,011
• Capital purchases
• Wireless download computer system for the in car video cameras -$20,000
• New Portable radios-$17,000
• Three marked patrol vehicles-$120,000
• Mobile surveillance camera system-$7,000
• New video system for interview room, holding cells and sally port-$13,000
Future Capital Purchases
• Police Building -RFP for complete A & E services has been distributed for advertising and
responses are due by September 9, 2014
• Replace all mobile and portable radios over next 5 years-Approximately $300,000
• Replace Computer-Aided Dispatch/Record Management System within 2 years-Approximately
$300,000 to $400,000
He answered questions from the Commission. Discussion ensued.
(Commissioner Mark left the room at 7:04p.m. and returned at 7:06p.m.)
Chief Classey presented slides on FY 2015 Grants; Police Special Revenue Funds including Police
Training Fund, Radio Communications Fund; Forfeiture Funds; Lifeguards and Junior Lifeguard
Program; and Fire/Rescue Services, explaining each.
He answered additional questions from the Commission.
Commissioner Beckenbach addressed the question that was brought up related to the RFP for the Police
Building. Chief Classey stated the consultant assisted him and drafted the RFP for Architectural &
Engineering services for Construction Manager, which was the direction the Commission wanted to go.
Mayor Woods stated the legal opinion was that that firm was not able to carry forward so they helped
the Chief put out an RFP for the Construction Management form of moving forward, which was what
they all decided was the better way for us to control what we get and what we spend. Commissioner
Beckenbach stated they did that at that moment in time but he felt uncomfortable making a decision
right at that point and had assumed they were going to have a discussion. He stated, however, it sounds
as though the RFP has already gone out. He stated they put in the original RFP that it was to be design-
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AGENDA ITEM# lC
SEPTEMBER 22, 2014
August 20,2014
build and they discussed the design-build. He stated he went back and reviewed why they discussed
design-build. He stated that was because they wouldn't have overages but if you have any change order
with a construction management, it will be on us. He stated, on a design-build, if they mess up there is
no increase in the amount of money. City Clerk Donna Bartle read the consensus that was reached at the
workshop. Discussion ensued. Chief Classey explained the process. Mr. VanLiere stated the contact
point for this project will be Chief Classey but our Building Official will be responsible for inspecting
the work just like he would any other commercial project.
Mayor Woods adjourned the meeting at 7:20 for a break. She reconvened the meeting at 7:27p.m.
Parks and Recreation (Handout: Department of Recreation and Special Events, which is attached
and made part of this Official Record as Attachment C).
Director of Recreation and Special Events Timmy Johnson gave a slide presentation on the Department
of Recreation and Special Events, explaining the growth since 1994. He stated the proposed Budget for
2014-15 is $364,353 listing the events and programs that fall under his Department, i.e. the Easter Egg
Hunt, Tree Lighting, Springfest, Tennis, Habitat Education Program, Afterschool Program, Tutoring,
Public Computers, Toy Party, Clothing Drive, Dance/Fitness Programs, Fun Run, Tennis Tournaments,
Flag Football, Fitness Program, Summer Camp, Arts in the Park, Art Walk, Art Exhibit, Songwriters
Concert, Acoustic Nights, Wild Wonders, Bowl Bash, Twilight Movies in the Park, October Festival,
Family Campouts, Easter Egg Hunt, Artisan's Faire, Christmas Tree Lighting, and Shakespeare in the
Park.
He showed charts of the 2013-2014 Events in Review, stating there are 209 reoccurring rentals that take
place throughout the year as well as a contract with ABET which includes rehearsals, building sets and
meetings.
He stated they also oversee contracts with the Atlantic Beach Athletic Association (ABAA), Atlantic
Beach Experimental Theatre (ABET), Tennis Pro, and Atlantic Beach Elementary. He stated they
currently also have contracts with the Dog Trainer and Yoga instructor but they will not be renewing
their contracts in 2015.
Mr. Johnson showed slides of the various functions/events that are held at the Adele Grage_Community
Center, as follows:
• Department of Recreation & Special Events Offices
• Art Exhibits/Art Walk Receptions
• Parties -Birthdays/ Anniversaries
• Meetings/Conferences
• Fitness Classes
• Memorials
• Weddings -Ceremonies/Receptions
• Summer Camps
• Public Computers
He answered questions from the Commission. He stated they have selected a person to fill the position
at the Baker Center and following references, etc. they are hoping to have that person on board in the
next couple of weeks. He further showed a slide of the various functions/events that are held at the Gail
Baker Center, as follows:
Minutes -City Commission Budget Workshop
Page6
• After School Program
• Tutoring/Homework Assistance/lEA Assistance
• Senior Program
• Summer Camp/Lunch Program
• Field Trips
• Sports-Tennis, Fun Runs, Cheer
• Twilight Movies at the Parks
• October Fest
• Angel Toy Party
• Parties -Birthdays, Anniversaries, Reunions, etc.
• Facility Rental for Receptions, Showers, Special Events, etc.
AGENDA ITEM# IC
SEPTEMBER 22, 2014
August 20,2014
Commissioner Daugherty called in a question about the facility rental rates at Adele Grage asking if we
are priced right now, which Mr. Johnson answered, stating he believes we are priced right.
Mr. Johnson stated we have a part-time person who runs the activities at the Jordon Center and we have
a contract with Beaches Habitat to assist us with the education program. He showed a slide of the
various functions/events that are held there, as follows:
• Homework Assistance
• Afterschool Program
• Parties/Games
• Dance and Fitness Groups
• Sports -Flag Football
• Habitat for Education Program
• Rentals for Receptions, Meetings, Showers, etc.
• Park Rentals for Special Events, Gospel in the Park, etc
• Easter Egg Hunt
• Cooking Classes
He answered questions from the Commission.
He explained there are a few outside agencies that we provide funding to, as follows:
Atlantic Beach Elementary School (for their enrichment program and art program and mowing the lawn
around the flagpole-$21,320
Mayport Middle School-$12,000
Beaches Resource Center $2,000
Dial-A-Ride $1,500
Beaches Fine Arts $3,000
Recreation Discretionary $4,000
Total $43,820
Commissioner Hill suggested that they consider replacement of the flagpole at Atlantic Beach
Elementary, if they pick a project that is community-based and civic related. Mayor Woods stated that
would be more up Friends of Atlantic Beach Elementary's alley and the Duval County School Board.
Mr. Johnson stated their money is earmarked but F ABE would have funding for that if he just reaches
out to them.
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AGENDA ITEM# lC
SEPTEMBER 22, 2014
August 20, 2014
He explained the upcoming City-sponsored events: Shakespeare in the Park, Wild Wonders, Bowl Bash,
Mid-Week Market, Movies in the Parks, Family Fun Day/Campout, Easter Egg Hunt, Angel Tree, and
Tree Lighting.
He showed a slide of the functions of the administration, as follows:
• Perform administrative and operational duties.
• Provide customer service to residents, customers, and visitors.
• Field questions about Parks and Recreation issues plus other City concerns.
• Manage residents and customers requests for Special Events -Reservations/Rentals.
• Collect fees, issue receipts and make deposits for payments; prepare documents for department
audit.
• Inventory supplies, make purchases and track spending for the department and committee.
• Coordinate with other departments in preparation of events; oversee Public Works employees
during events.
• Actively administer the after school program in the absence of the Center Coordinators.
• Actively administer events at community center in absence of the Center Coordinators (flag
football, Egg hunt, fun run, October Fest, etc).
• Maintain website, Facebook and department calendar.
• Prepare media releases, flyers and newsletter articles.
Mayor Woods asked if ABET has discussed Theatre in the Park anymore. Mr. Johnson stated they have
not mentioned it to him anymore since they had that discussion. He stated he did discuss with her
changing out their lights which they could use the $4,000 discretionary money for. Discussion ensued
about the possibility of having Marsh Fest every year with the help of the Recreation Committee. Mr.
Johnson answered questions from the Commission. Discussion ensued.
IT Department (Handout: Information Technology 2014-15 Budget, which is attached and made part
of this Official Record as Attachment D).
IT Director Keith Randich gave a slide presentation on the IT Department outlining their
Responsibilities, stating they provide technology services to all City departments. He stated the services
include all the servers that run their applications, the networks that tie everything together, and the
support of all the devices that are on the networks. He stated they do the procurement for the City. He
answered questions from the Commission.
He explained the 2015 IT Budget, as follows:
Total Budget $822,706
Operating $599,206
Salaries and Benefits $292,076
Maintenance and Repairs $198,130
Various operating expenses $109,000
Capital $233,500
Phone System $102,500
Laptops for Public Safety $32,500
Email Server upgrade $25,000
Various server, radio and video equipment $73,500
He answered questions from the Commission.
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AGENDA ITEM# lC
SEPTEMBER 22, 2014
August 20,2014
He showed a chart of the Ten-Year IT Capital Expenditure Plan, stating the next couple of years are a
little higher than they have been in the past and quite a bit higher than they are going to be down the
road due to the major capital projects planned; one being the new phone system and the other the
software application called One Solution, which is a multi-year project.
Mr. Randich explained the new phone system stating we are moving to a digital phone system for City
Hall, Police, Public Works, and many of the Water Plants. He answered questions from the
Commission. Commissioner Hill stated he wants to discuss, as a body, that they make sure they have a
human being answer phones during business hours; he doesn't want an electronic answering in a city of
this size unless it is absolutely necessary. He stated he believes we are small enough to provide that
layer of service and during this technology jump he, as a citizen, doesn't want to go to a digital message.
Mr. Van Liere stated he believes you will always have the option to get to the receptionist. He said right
now though our 911 call takers are the receptionist for the police officers and they don't need to be
doing that, so this will expand the police capabilities there. He stated they will always have someone at
the front counter who can answer the main extension so they can talk to a human if that is what they
want. Mr. Randich stated it will take a few months to complete the installation and they will start in
City Hall before going into the Police Department.
Mr. Randich explained the SunGard One Solution Migration stating they are currently installing the One
Solution product for Community applications. He stated the Code Enforcement went live last week,
Building Permits training is starting this week, and Business Licensing will be finished up in November.
He stated they want to make sure things are working well and they are gaining some familiarity with the
system and then will do Finance and Utility Billing in subsequent years. He answered questions from
the Commission. Discussion ensued.
Commission and Administrative (Handout: Citv of Atlantic Beach Administration. which is
attached and made part of this Official Record as Attachment E).
Mr. Van Liere gave a slide presentation on the Administrative Budget showing the budget for the
General Fund, as follows:
General Fund
• City Clerk
• City Manager
• Finance and Accounting
• Information Technology
• Human Resources
• Legal Counsel
• Total
$288,265
230,244
906,827
822,706
194,531
132,000
$2,574,573
Commissioner Beckenbach asked about the City Clerk's budget stating he would like to see a separate
line item so the City Clerk doesn't have to come to the City Manager in order to buy a recording device.
He stated if the City Clerk needs something to make sure she does her job to the best of her ability she
should be able to use money out of her own budget in order to buy that product. He stated he also
believes the City Clerk should have control of the video and shouldn't have to go to the City Manager to
see if they have the funds. He stated she is the person in charge of the recording and the records of the
City, and he doesn't believe the City Manager is. Mr. VanLiere explained the whole process starts with
Minutes -City Commission Budget Workshop
Page9
AGENDA ITEM# lC
SEPTEMBER 22, 2014
August :.m, :lUI4
her proposing a budget and he didn't change any of her budget. He stated the budget in their books is
what she wanted to spend money on. He stated if something arises during the course of the year, such as
them wanting a different video, and she doesn't have the money, maybe he or IT have the money. He
stated it is all City Administration and they aren't under strict guidelines that the City Clerk can't use
someone else's money if it is for the right purpose. He stated if there is consensus that the Commission
wants to buy something, if it's not in her budget they will go looking for the money. If they can't find
the money for it then they would come to the Commission and ask them to plus up the budget. He stated
the other way to do that would be to budget extra money that they might not spend just in case they
come up with something during the year, like a contingency pot. Commissioner Beckenbach stated just
as the City Manager has the ability to sign off on contracts/purchases up to $25,000, he believes the City
Clerk should have that same ability to sign off on a certain amount, especially when it has something to
do with record keeping. He stated the reason he says this is because that is the City Clerk's position and
her responsibility and there shouldn't be anybody else she has to go to except for the Commission. Mr.
Van Liere stated they are here tonight to pass a budget and the budget is to limit the Commission from
overspending the taxpayers' money. He stated the budget is the control mechanism so tonight they are
to look at her budget and say this is how much we are authorizing you to spend in your department for
this year and then if you want to spend more than that you can come back and ask for more through a
budget ordinance. Mr. VanLiere stated he is being a little more flexible in that he will look outside her
particular budget when he can and if something comes up in the middle of the year and it is appropriate
and all of the Commissioners want it, there is no sense in him coming to them for a budget ordinance to
add $10,000 in her account when on the next page he has $10,000 for the same administrative purpose.
He stated he knows, in the past, people have used the budget as a way of rebelling against what they
might not have wanted the Commission to do; but he looks for a consensus, i.e. if you want more
cameras, more videos, etc. he will accommodate them in every way he can and come to them only if he
has to come to them to ask for more money. He stated this is not him constraining the City Clerk's
operation. Commissioner Beckenbach stated what he wants to make sure is that if they should want to
have more videos, it goes to the City Clerk and not to anyone else. Mayor Woods stated she would hope
that they have hired a City Clerk who feels empowered enough to take matters in her own hands and say
when she has a problem in getting something she needs. Discussion ensued. City Clerk Bartle stated
Mr. Van Liere is right that a lot of times it is things that come up after the budget so they are
unanticipated and then you have to get a feel for what the consensus was. She stated she does have to
involve IT for any of these type of issues and IT doesn't work for her; they work for the City Manager.
She stated if the City Manager has a different understanding about her needs or the Commission's needs
then he is going to steer in a direction that he understands. She stated IT knows the aspects of it as far as
what type of hardware, etc. there is, but she is more the user so she needs to make sure it is easy to use.
She understands a Commissioner needs to be able to just walk in there, turn it on and let it do its thing
and not be overkill, whereas an IT person may try to look for more bells and whistles instead of
simplify; so sometimes you are going to have those differences of opinion. She stated she definitely
wouldn't be able to do it without IT and wouldn't want to be out there on her own making these type of
decisions but it would help if they get clear consensus on what everyone wants and she will try to do a
better job bringing it up at Commission meetings so she can get a consensus, if they have any issues.
Commissioner Beckenbach stated to clarify, it sounds as though everybody understands that there is a
separation and that at any given time the Clerk has the same privilege of putting a budget item on the
agenda.
Commissioner Hill agreed stating the City Clerk's position is almost an island in itself and it doesn't
operate that way at all times here so he would be in favor of pursuing that at an appropriate time to get
that layer built in. Mayor Woods stated they are going through that right now with the Charter Review
Minutes-City Commission Budget Workshop
Page 10
AGENDA ITEM# lC
SEPTEMBER 22,2014
August 20,2014
and although they can't speak to the Committee members directly, they can speak with the City Clerk or
the City Manager and they can carry your thoughts to the Committee. Director of Public Utilities Donna
Kaluzniak stated she believes it is clearly defined in the Charter and believes the City Clerk is aware of
her position because in the past she has basically made everyone aware of her position when she hired
Nancy and upgraded the position and had a conflict with the City Manager and therefore took it to the
Mayor and Commission as her working directly for them. She believes she is aware of it and knows
when and how to address situations if there is some kind of conflict. Commissioner Hill stated he just
wants to make sure through the process that the City Clerk advises that they restore all power to that
position that is supposed to be there. Commissioner Beckenbach stated as they are looking at a new
City Manager he wants to make sure that, as they move forward, that if there is a new City Manager that
comes into play that that City Manager knows that there is a position that is accepted by the City
Commission as being separate and equal. City Clerk Bartle added that she has had to step it up a bit
with having the City Manager and City Attorney gone and she had to get involved in things that she
normally wouldn't have been as involved in and part of it was because of the transition because she does
work so closely with the City Attorney and City Manager.
He detailed why the Finance Budget is larger than the others. He showed a slide of the allocations and
broke out the major items in each, as follows:
Resource Allocation
• Personal Services
• Operating Expenses
• Capital Outlay
• Transfers
• Total
Maior Items Included
• Clerk
• Election Expenses
• Printing and Publications
• Finance & Administration
• Audit
• Postage
• Printing
• Information Technology
• Communications
• Maintenance Contracts and Repairs
• Computers and related equipment
• Phone System
• Servers
• Legal Services
$1,685,538
659,585
229,450
0
$2,574,573
Mayor Woods pointed out that there was a lot of discussion about how much more the legal services
would cost us but actually it has gone down by $4,500. Mr. Van Liere added that those charges are not
entirely Mr. Komando's charges; there are some legal bills that are not the City Attorney's.
Mr. Van Liere showed slides of funds under General Government, explaining that General Government
includes items like general liability insurance and a new Building Maintenance Division that has three
Minutes -City Commission Budget Workshop
Page 11
AGENDA ITEM# lC
SEPTEMBER 22, 2014
August ZU, ZU14
people in it and it also includes $50,000 for custodial services for all locations for a year. He stated the
$85,000 under Convention Development is transferred to the Capital Project Fund for Marsh Master
Plan. He further explained each line item. Discussion ensued. Mr. VanLiere answered questions from
the Commission.
Mr. VanLiere further explained the Capital Project Fund stating that includes the funds for the Police
Building and the two Overlooks and Kayak Launch.
He stated he has proposed this balanced budget, and it could be adopted the way it is. He stated he has
put together the budget ordinance based on these numbers for the next agenda for September 8.
Follow Up Topics
Mayor Woods expressed concern about the Maintenance budget, stating if they need to bump up the
Maintenance and Repair budget she believes now is a good time to get consensus.
Commissioner Mark asked about the Public Works yard. Mr. Van Liere stated he has had discussions
with the Public Works Director and Rick Carper about doing some work out there, moving some things
around and putting some metal buildings there that can house their expensive equipment. He stated they
discussed spending this year, coming up with the plan of exactly how they want the yard layout and put
it in the following year's budget. Discussion ensued.
Commissioner Hill stated he would like a line item to do an inspection on all of our buildings that are
occupied by employees and make that a maintenance budget item ongoing into the future.
He also asked for consensus from the Commission to budget some money for the pedestrian, bicycle and
low-speed vehicle project. He stated it would be to identify sites for bike racks and parking for low-
speed vehicles. He stated he believes they could start with $20,000. He further stated he would like to
designate, through signs at our entry points, that we are a pedestrian/low-speed vehicle friendly
community.
It was the consensus of the Commission to add $20,000 for low speed vehicle and bicycle parking
investigation.
It was the consensus of the Commission to add $50,000 for Maintenance.
Mayor Woods asked if they need to budget for the lighting survey and installations that Chief Classey
and Commissioner Hill are going to work on and have they budgeted any money for Mayport Corridor
improvements. She stated she would like a commitment to move on Mayport Road. Commissioner
Mark stated she believes there are some preliminary steps that need to be taken before you even talk
about the money part. She stated Councilman Gulliford set aside about $200,000 as a seed money for
the Mayport CRA. Commissioner Beckenbach stated he doesn't believe we should earmark money
right now for anything because he would like to hear what they are going to earmark it for. He stated
they have done a lot of work on Mayport Road. Mayor Woods stated she would like to see a
commitment so they actually follow through with the meetings and workshops to get the project started.
She stated if they haven't committed any funds then there is no real incentive to stick to a time plan and
do what needs to be done to get to that point. Discussion ensued. Commissioner Beckenbach stated he
would like to have a workshop where they can discuss it and determine how much money they are
Minutes-City Commission Budget Workshop
Page 12
AGENDA ITEM# lC
SEPTEMBER 22,2014
August 20,2014
talking about. Mayor Woods stated she would like to commit $50,000 to start this process and if they
need to come back with a budget amendment they can do that. Further discussion ensued. Mr. Van
Liere stated the money they are talking about would come straight from fund balance; it is already in the
bank. He stated they don't have to find revenue to fund it; they just have to say this is what they choose
to spend it on. He stated he will come to them with a budget ordinance after they find out what the
product is going to be that they are selling to the community.
Mayor Woods asked if they want to put any money in the budget for lights. Mr. Carper stated it doesn't
cost us a nickel to get a light installed; it just goes on to their monthly bill.
Courtesy of the Floor to Visitors
Chris Jorgensen, 92 3rd St. W., referred to the Marsh Plan, stating he believes concrete slabs are more
cost effective than wood for the boardwalks. Stated he finds the budget process absolutely fascinating.
He stated he supports getting the HRO on a referendum.
Mr. VanLiere stated although this has nothing to do with the budget, there is an issue with the sign at
the entrance to the Selva Marina and Sevilla neighborhoods. He stated they have received some
complaints that the neighborhood signs were removed and instead there will be a sign for the Atlantic
Beach Country Club. He stated ABCC has in their approved SPA to put their sign there and they
removed the other sign. Commissioner Hill stated he also received calls from citizens who stated they
have lost the identity of their neighborhood. They stated the Selva Marina sign is gone and it now says
Atlantic Beach Country Club. He stated what they have now is an advertising sign on Atlantic Beach
property, which is a monstrosity. He stated, from what he was told, it is a tower, not a wall and not a
sign, which violates every ordinance we have in every way as far as an advertising sign. He stated he
doesn't know how we can, on Atlantic Beach property, allow an advertisement for any business. He
stated his understanding of Selva Marina's original sign was that it was the neighborhood sign, not an
advertisement. Discussion ensued. Mr. Carper stated, in the ordinance, the Commission gave ABCC
permission to take down the wall that had the subdivision signs on it. Mr. Van Liere asked if the
Commission wants him to ask Mr. Komando to review this situation. He stated they cut trees down too,
but Mr. Carper stated the trees were calculated in their mitigation calculation.
Commissioner Hill asked if there is money required to re-engage in the concept of a tree ordinance of
some kind. He stated he believes they need to reassess that issue. Mr. VanLiere stated he doesn't know
what they would spend money on; he believes he is just talking about legislation.
There being no further discussion by the City Commission, the Mayor declared the meeting adjourned at
9:56p.m.
Donna L. Bartle, CMC
City Clerk
Carolyn Woods
Mayor
A'ITACHMENT A
Enterprise Fund Concept
o Building Department permit fees pay for the activities related to
enforcem ent of the Florida Building Code. By Florida law permit fees
may o nly cover building co de enfor cement activities.
• Floodplai n m anagement, h ou sing code enforcement and zonin g code
ac tivities <u:e n ot to b e funded with building permit fees.
o The Building Department has b een s upp orted by the General Fund
rela t e d to otl1er non-building code activities.
8/20/2014
AGEN DA ITEM # I C
SEPTEMBER 22, 20 14
1
~
~----====---~
2014/15 Budget Projection
• 2013/2014 Initial Projected Revenue: $281,550
• 2013/2014 Revised Revenue Projection: $398,ooo
Large Projects FY 20J.3I2m4 (Construction Value)
o Atlantic Beach Country Club-$5.7 Million
o Fleet Landing Nancy House-$5.4 Million
• Panera Bread-$1.7 Million
o 35 new homes-$14.1 Million
. • Numerous renovation projects
tic _____.
40,000,000 ...------------------
35,000,000 -l-----------------1
3o,ooo,ooo -l-----------------1
25,000,000 -l---------------,.--r--i
2.0,000,000 ·1----------1
15,000,000 4-----=---1
10,000,000
s,ooo,ooo
2009 2010 20U 2.012. 2013 2.014
2.00$) 2.010 2.0ll 2012 20)3 2.014 '"!l<!t!Jcll
Construction value S•J,•76.6J7 ''4·48•.~ •6,4o>,J79 ln,566.sos ns.07V'4 s 36,y/S . .,.7
of Permits in Atlantic Beach
8/20/2014
AGENDA ITEM #IC
SEI'TEMBEJ( 22,2014
2
Building Department Expe nditures and Revenue
soo,ooo
400,000
JOO,OOO
200,000 r--1-1--I-
100,000 1-1-1-1-
0
2009 2.010 2011 2.012.
~QQ$) Z.QIQ ;;um
Rev<!nue 100,58J 117,168 :14).,03
6xpenditures 191,10J •88.070 •96-JJl
Cen. Fund Expe nse 0 55·000 6o,ooo
1-
1-
I_
2 013
2QI:I
184.791 ., . .,.
0
1-1-
1-1-
2.014 2015
J.QU :&IU4 'Pu:1 d~
199.014 398,000
161,>15 169,>.U
)1,000 0
D Expenditures
• Gen. Fund
a Revenue
~IUS """~
446,ooo
337o58o
0
Bui lding Department Permits and Insp ections
Permits Issued
Numb e r of Inspections
2.009 2.010 20U 2012 2.013 2.014
:&010 2011 1011 201J
~.0)1 2,799 2.,)76
3·9•6 4.751 4·704
2014 (pmlqtuU
D Permits issued
c Jns pec lions
8/20/20 14
AGENDA ITEM# I C
SEPTEMRim 22, 2014
3
Ohedorot Bul1dinl 20%!+20111 BDIII·2DIII Dlrttcar at Dulldrne tnd 641~
1ndtantna lonlni iBulldl"'
Oullrllng Olflclol 100'.4 1•3611) 1-36111 Otflci•IJ
Medevtlopmt:nt and 0% 10011
Deputy Dullcflnr,z 100% 011 Zontn,coofdtnator
Officio! IBulldlna zonlne
Code Enrorcernent ~ 100:/o
Olrl!ctOr)
Ptlnclpal Planner 011 100'.1
IZonlnQTt<hnlcl•n)
ZonlngTcthnl<lon 0"..1 100~ aulldlnalnopector 100%
(Dopuly oulld lns
Admin Aisltttnt 8511( ... 5111 1511 (-4~11) OIR<Ial
Code Enfo1cement ~
Dulldlna Permit Cla<k 80111+~0'.11 2011(-40'.1) AdmlnAnhtant 40'-'
Auafi!QeAIIorotlon $Sll f+1011) 4511(·1011) Bull dine Permit Cl11k 40',0
Ava.rnr,o 1\.llocatton 3~11
-=--::==---...: ~-I-anning Department Trenas
2014/2015
o North Florida TPO Beaches Bike/Pedestrian
Study:$54, 700 funded by TPO (Co mpletion Date 2015)
Florida Planning Te chnical Assistance Grant: Applied
for $25k for Community Visioning/Strategic Planning
o Exploration of Community Redevelopment Agency
( CRA) for Mayport Road Corridor
o CDBG Grant Writing and Administration (Awarded
$82k)-Francis Street Drainage
u Participating in Scenic AlA Corridor Designation with
partners
8/20/2014
AGENOA rmM # IC
SEPTEMBEll22, 2014
4
~ng Department Trenas
2014/2015
• Exploring opening Hanna Park to bikes and pedestrians at
Seminole Road
• New Bus Shelters along Atlantic and Mayport
• If not going forward with CRA, the creation of a Mayport
Redevelopment Committee and redevelopment plans
o Attending International Council of Shopping Centers and
American Planning Association Conferences
o Continue forming strong relationship with .Beaches Town
Center Agency and partner city Neptune Beach.
• Transitioning to new computer system 110neSolution". Will
improve efficiency
~~~~~~~~
Potential CRA Area
8/20/20 14
AGENDA ITEM# IC
SEPTEMBEJl22, 2014
5
ATTACHMENT B
~=-==-----===-:...-=-=--------:::::.::::-===~-'~~~-
At~arntoc Beach P. ID" Mossion
The m ission of the Atlantic Beach Police
Department is to provide for the safety and
protection of lives and property through
courteous and professional publi c service, t imely
response to prob lems, and relentless pursuit of
crimina ls, w hile a lways respecting each person's
d ignity.
8/20/2014
AG!i:NOA ITEM# I C
SEPTEMBER 22, 20 14
1
Com uni y Oriented olicing
e Our desire is to improve th e quality of life in the City of
Atlantic Beach by forming and maintaining community
partnerships that promote safe and secure streets and
neighborhoods.
~~ We understand that we cannot do our job as effectively
w it hout community involvement. W e will listen to the
public's concerns and be responsive to their needs. A ll
members of the department are committed to worl<ing
together with the community in a partnership, with the
goa l of improving the quality of life in the C ity of Atlantic
Beach.
Persornrn1e~
Sworn Staff
1. FY 2015 -Authorized for 28 officers
2. Officers are assigned to the fo llowing
Divisions:
A. Patrol-In cludes Community Oriented
Policing (COPs)
B. General Investigations
C. Crime Suppression Unit (C SU)
8/20/2014
AGENDA ITEM IIIC
SEPTEMBER 22,2014
2
erson e~ con~ ...
o C ivili an Staff
1. Fifteen total, 2 of which are part time only
2 . Assigned to the following Divis ions:
A . Emergency Dispatch
B. Records (in cludes property a n d
evid ence)
C . An ima l Control
D. School Crossing Guards
Statistical Data
~eo·C,pita l.JB JB fax
Cl'lme
Rate
2013 J2..2.2. 32 ·35 46.19 45·84
:wu 28.86 33·18 s6.16 48.1J
2.0U 37·84 J6.2.3 6s.96 50.15
Florida
J6.2.7
40.70
38.o6
8/20/20 14
AGENDA ITEM II lC
SEPTEMBEn 22, 20 14
3
atr i ivision
Twenty officers and sup ervisors assigned
o Elimin ated 1 Commande r position (d es!< ass ignment)
and replaced with a Pa trol Li eutena nt (fi eld
ass ignm ent).
" Will have 2 Patro l Lieutenants each supervising 2
sq uads
There will be a Lt. workin g in the field with th e
officers 7 days a week, 1 0 hours a day.
They will work a sp lit sh ift between days and nights.
~--=-=--~-=-=-=::::.:-.,;;.~
Record ,. a o
UVOSGOlrll
,, Re-a llocated a part time Records C ieri< position into a fu ll
time Office Manager position
o T hi s position is required to fill the gap cre ated by the
e lim ination of a Commander position
' Permitted a sen ior m anagement level sworn position to
b e re -assigned to Patrol in a field assignment
The Manager will be responsible for higher level
adm ini strative projects and t asl<s previous ly p erformed by
a higher paid Commander
o This emp loyee will also s upervise the civilian Records
staff reducing the numbe r of direct reports to the S upport
Services Commander
8/20/2014
AGENDA l'fEM # l C
SEPTEMBER 22 ,20 14
4
AB Organization Chart 2014
~
Emergency Management
" AB Comprehensive Em ergency Management Plan (CEMP)
City Hurricane Plan updated last year
c Departme nt hurricane plans being reviewed a nd revised
Minimum trainin g leve ls establi shed based upon position
o S erve on several committees and worl< groups
}. Lo ss Mitigation (LMS)
~ Security and Emergency Preparedness Planni ng Council (SEPPC)
}> Duval Prepa res
c. Participated in table top exercises
o LMS grant awarded $155,000 . Other LMS applications being
e va luated. Pre-mitigation generator grant pending
8/20/2014.
AGENDA ITEM # l C
SEPT EMBER 22,2014
5
D oace Cn izen ca e y
A 10-12 week program that meets one evening per week (3
hours) and one Saturday during t h e program.
Local residents will be taught a bout a variety of topics, to
include:
• Communications
• Investigations
Traffic/DUI
• Patro l
• Crime Preve n t ion
o fjrearms
• D efe nsive Tactics/Taser/Pepper Spray
cad my
Promotes open lin es of communication between
citizens a nd pol ice office rs
Local residents better understand po li ce work in
Atlanti c Beach
('I A great opportunity for the police t o inform the public
of wha t w e do, the ch all enges w e f ace, and obta in
citizen input, assistance and support throughout the
community
First CPA class survey resulted in a 4 .7 rating on a 1
to 5 scale
8/20/2014
AGENDA IT E M# I C
SEPTEMBER 22,20 14
6
Accreditation
Commission for Florida Law Enforcement Accreditation
(CFA)
145 agencies already accredited and 30 more have applied
Total of 259 standards, but some will not apply to AB
Q The contract to b ecome accredited was signed February 27,
2014 and it requires completion within 2 years
Policies and procedures meet the Standards' requirements
Approximately 40% completed with documenting
compliance
Projected completion is summer 2015
~
Accreditation Benefits
Standards are indus tty best practices with an outside
independent r eview of agency operations to ensure compliance
In conjunction with the philosophy of community policing,
commits the agency to a broad range of programs that directly
benefit the public
• Creates a forum in which police and citizens work together to
control and prevent crime
Requires an in-depth review of every aspect of the agency's
organizat ion, management, operations, and administration
Serves as a yardstick to measme the effectiveness of the agency's
programs and services
• streamlines operations, providing more consistency and more
effective deployment of agency manpower
8/20/2014
AGENDA ITEM IIIC
SEr•T EMilER 22, 2014
7
r:-
General und alice udget
o Total -$4,168,on
o Capital purchases
• Wireless down load computer system for the in car video
can1eras -$2o,ooo
• New Portable radios-$17,ooo
• Three marked patrol vehicles -$12o,ooo
• Mobile surveillance camera system -$7,000
• New video system for interview room, holding cell s and
sallyport-$13,ooo
urc ases
· Police Building-RFP for complete A & E services has
been distributed for advertising and responses are due
by September 9, 2014
o Replace all mobile and portable radios over next 5
years -Approximately $3oo,ooo
o Replace Computer Aided Dispatch/Record
Management System within 2 years -Approximately
$J001 000 tO $400,000
8/20/2014
AGEN DA I TEM II I C
SI!:PTEMUER 22,20 14
8
FY 2015 Grants
Total JAG C grant-Approximately $72.193
)>One full time COPs officer (partial salary only)
}-One full time Crime Suppression Unit (CSU)
Detective (salary only)
Pre -mitigation grant for new generator-application
pending
o JAG D grant is anticipated -Approximately $2 ,000
).>Typically used to purchase equipment
Police Training Fund
1. Restricted funding from a surcharge on traffic
citations dedicated for police training
2. Fund balance e><ceeds $1 10,000
3. Reg ion a l Training Funds-Allocated by JSO for
the entire region to host classes at academy
4. All training in FY 2014 was fund ed by these
two restricted accounts
5. No General Fund dollars budgeted in 2015
for police training
8/20/2014
AGENDA ITEM# I C
SEPTEMBEil22, 20 14
9
Special Revenue Funds cont. ..
1o1 Radio Communications Fund
1. Restricted fund s from a surcharge on traffic
c itation s
2. May be used for the fo llowin g:
A. Radio airtime
B. La ptop a irtime
C . Other related emergency
communications expenses
3. Makes up 21% oftotal communications
$90,000 budget ($19,000)
COD1l ...
c Forfeiture Funds
1 . Seized money and other assets thai have
been used in the commission of a felony
crime
2. Most common source is from drug cases
3 . Revenue is very difficult to predict
4. Expenditures are very restri cted and
cannot be u sed for personnel or other
norma l operating expenses
8/20/2014
AG~NOA I TEM IIIC
SEPTEMUER 22,20 14
10
Lifeguards
• Seasonal March through October
Beach coverage will be extended to start during Spring
Breal< and continue into October with limited coverage
City of Jacl<sonville will contribute $184,30 2 for personne l
and operating expenses per the lnterlocal Agreement
o FY 2015 personnel and operatin g expenses will be
$227,385
~-===~~~~------~~=-~~~~~--.~-~~·
Junior Life.guard Prograrr1
u Four separate week l ong sessions (4 hrs per day)
offered to youth interested in learn in g what it t al(es to
be a lifeguard
, G reat comm unity outreach/l ocal youth mentoring
program
"' Exposu re to basi c lifesaving t echniqu es/physical
fitn ess/lifeg uard respon sibilities/ocean safety &
awareness
8/20/2014
AG ENDA ITEM fl JC
SEl,TEMDEll22, 20 14
11
Fire /Rescue Services
o Contract with JFRD beginning in 1999
• $1,022,318 for ABFD in 1998
• First year of contract cost was $742,807
o Savings of $279,511
o Fiscal Year 2015 contract is $1,066,254
o 3% increase each year
I ~'~ -:.:=::----.:
AtlantDc Beach PoUce !Department
Questi ons???
8/20/2014
AGEN()A ITEM# I C
SEPTEMBER 22,20 14
12
ArfACHMENT C
I I
8/20/2014
AGENDA ITEM# JC
SEPTEM BER 22,20 14
1
1994
Enster Eac lfunt
Tree Liahting
Sprlogfest
• Tennb
• liabitnt Ed uu tlon
Program
• Afterschool Program
• Tut orlnj;
• Public Com put ers
• Toy Party
• C lotWog Drive
• Danct/IIItocss
Progrnms
• Fun Run
• TennJ s Toumnmtnts•
• Fl ag Foo tbnU
• Fitne.ss Program•
• Su mmer Cnmp
• Arts In the Parlt•
• ArtWnllt
• ArtE~<hiblt
• Songwriters Co ncert•
• Acoustic Nights•
• WlldWonden
• Bow l nas h
• 1\vili{:llt Movies in th e Porlt
• October Fcstlvnl
• Fam ily CnmJIOuts
• Easter Egg Hu nt
• A rtisan's Fnlrc•
• Cbrlstmns Tree LlghtlnJ:
• Sbnl<cspeorc in the Pnrl<
8/20/2014
AGENDA ITEM# I C
SEPTEMUE R 22,201 4
2
Contracts
1994
Atla ntic Beach Atltlot ic Assoc ia tion
(ABAA)
Atla ntic Be ach Ex perim e ntal T h ea t ro
(ABET)
2015
• Atlantic Beach Athl etic Assoc iation
(ADAA)
• Atlantic Beach Experimontnl Tllon tt·e
(A13ET)
• Tennis Pro
• Dog'Ji'aine r
• Atlantic Beach Ele mentary
8/20/20 14
AGENDA ITEM 11 JC
SEPTEMOEll. 22,20 14
3
GAIL BAKER CENTER
o After School Program
o Tutoring/Homework Assistance/]EA Assistance
o Senior Program
o Summer Camp/Lunch Pwgram
o Fie ld Trips
o Sports -Tennis, Fun Runs, Cheer
o TWilight Movies at the Parks
o October Fest
o Angel Toy Party
o Parties -Birthdays, Anniversaries, Reunions, etc.
o Facility Rental for Receptions, Showers, Special Events, etc
8/20/2014
ACENDA I TEM# I C
SEPTEMBER22, 20 14
4
, II
'"
Ill
8/20/2014
AGENOA ITEM# IC
SEPTEMBE R 22,2014
5
CITY SPONSORED EVENTS
• Shalcespeare in tl1e Park
Wild W011ders
• Bowl Basil
• Mid-Week Market
• Movies in the Parks
• Family Fun Day/Campout
Easte 1· Egg Hunt
• AngelTI·ee
Tr ee Lighting
ADMINISTRATION
~ Pcrfo ml<~d ministr,ltivc and o pe ra t io na l duties
• Prov ide cu s to m er s~r vi ce to residents, cu~tomer s, and visitors
• rie ld ques tio n s abo ut Parl<s a nd Recreatio n iss u es p lu s oth er Ci ty con ce rn s
• Ma n age resid e nts and customers requb ts for Special F.ve n ts -Reservations/Re n t ~ Is
• Sped i!l Even Is -
• r ac ili ty Re ntal s
• l'rog rn m Rcgist rdl ion·
• City-wid e speci al eve nt s -Cha rity fun runs, Culha n e'5 St PJt's Duy Par ty, film i ng mov il·s -
• Coll ect fee s, issu e r eceipts and make d ep os it s fo r puym ents; pre p are d ocuments fo r
departnu~nt a udit
Inventory s upp lies, make purch ases a n d track s pe nd ing fo r the d cpat tme n t a nd
committee
Coordinate with o the r d e partm e nts in p repara t ion o f even ts; ove rsee Pul>l ic Wotl<s
employees during e ve n ts
Actively ad rninis t<:t the a ft er sch ool p rogr.un in t h ~> ab~c n ce o f t he Cen tcr Coonlinators
• Active ly adminis te r eve n ts dt co mmunity cente r in absen ce o f the Ccntc t Coord in at or •
(O ag football , Eeg hunt, fun run, Oc tober Fest, e tc)
• Maintain wcl>~ite, fa ccuook a n d d epartmcut <:al endat
• P•c pa re m edi~ t cl ~a~cs, flye rs and n ewslette r a r tidrs
8/20/2 014
AGENDA ITEM# I C
SEI'TEM BER 22,201 4
6
Responsibilities
The In fo rmati on Technology
Department prov ides technology
services to al l City depa rtments.
These services include:
Ad min istration o f the City's appli cation,
data ba se, e mail, web, and fil e servers;
Design and mru ntc nance of the local
and wide area netwo rks that connect the
City offi ces a nd plants;
Suppott of a ll workstati o ns, laptops,
tablets, pri nters, copi ers, cameras, and
telephone sys tems;
Evaluati on a nd acq uisitio n of all IT
assets used throughout th e City.
ATTACHM ENT D 8/20/2014
AGENDA ITEM# IC
SEPT EMBER 22, 20 14
1
2015 IT Budget
o Total Budget
• Operating
• Salaries and Benefits
• Ma intenance and Repairs
• Val'io u s operati ng expenses
o Capital
• Phone System
• Laptops for Public Safety
• Email Server upgrade
• Various serve r, radio and vi deo equipment.
~
$822,706
$599,206
$292,076
$198,130
$109,000
$233·500
$102,500
$32,500
$25,000
$73.500
Ten Year IT Capital Expenditure Plan
lnformllltJo,lcchnolog~
001-1011..S1G-GCO~
SQhoduflof CapltatOullly ·tO Y•w CIP
8/20/2014
AGEN DA ITEM# IC
SEPTEM BER 22,20 14
~•pbl Outler Pmr!pl lon
On• SOlution .Application
New Phono S~stem
h.,4 h .u ~-~~ b-n b-l• ~-l• II'Y-N h·21 ~:ll ~.Z3
14.5.000 141,000 >00,000
J O)'.~ so.cco
Sarv.,ReplaC41ml nta $,000 C),((JO •~.coo 40,000 65,()(10 10,000 10,000 ·~coo IS.CCO 7l,OOO
Na tworkR•ph:sum•nl l I Upgrtdtl Sft'lr(hu.UrtwtH,floutef1 MOO u.ooo 24,000 )0,000 00,()(10 C4,000 50.000 so, coo 55,..0 ,,,000
o .. ktopComp uter RtpiiCCI I'nO"'' \'/61'\.illlltlollt.ltpl41' .. 1•blal.l 17.CC0 n.sto 10,000 10,000 J O,OOO 10,000 10,000 >0.000 ll)p;(l .o.ooo
Softw.ataUpgr1d11 Oftlct.SQ\,AMAQ.Ad* n.cco IO,COO >0.000 40.CCO U ,OOO 20.CCO
Copter Repfu:mMnt 10,000 10,000 10,000 )0,000 10,000
To tti 107))00 J Jl._CCO 150.CCO 114,000 17$,<>00 IOO,COO l!IO))CO lOO,CIOO >00,000 2<10,000
2
8/20/2014
AGENDA ITEM #I C
SEPTEMBEI~ 22,2014
Major Information Technology Programs
U New Phone System
~-=
• Moving to a digital phone system for City
Hall, Police, Public Works, and many of
the Water Plants
W ill replace a PBX in the PD that is o u t
of capacity
Major Information Technology Programs
SunGard One Solution
Mieration
• CUrrently installing the One Solution
product for Community applications:
Code Enforcement, Building Permits,
Business Licensing
• No capital expenditure in 2014-2015
• P lans are to migrate Finance in 2015-2016
3
ATTACHMENT E
~~ ----~~~~
~ Administrative Budget
General Fund
o City Clerk
o City Manager
o Finance and Accounting
o Information Technology
o Human Resources
o Legal Counsel
o Total
$288,265
230,244
906,827
822,706
194,531
J32.000
$2,S74,573
8/20/2014
AGENDA ITEM ll l C
SEI•TEMDER 22,2014
1
~
Resource Allocation
• Personal Services
o Operating Expenses
o Capital Outlay
c Transfers
o 'fotal
Major Items ~ncluded
" Clel'k
• Election Expenses
• Printing <md Publications
o Finance &Adminisn·ation
Q Audit
o Postage
• Printing
t Infol·mation Technology
• Communications
• Maintenance Contracts and Repairs
• Computers and related equipment
o Phone System
o Server s
<> Legal Set·vices
$1,685,53s
659,sss
229,450
0
8/20/2014
AGENDA ITEM# IC
SEPTEMBER 22,2014
2
General Government
J General Government
Building Maintenance
o Convention Development
Half Cent Sales Tax
' Debt Service
o Grant Funds -Miscellaneous
o Capital Project Fund
c Total
General Government
o Non Departmental
o Insurance -General Liability
o Repair and Utilities -Buildings
o Non-Utility Billing postage
c Building Maintenance
o Custodial Services
~" Convention Development Tax fund
o Thansfer to Marsh Master Plan
o Debt Service Fund -CLOSED
o Misce]Ja neous Grant Fund -CILOSJED
$229,181
206,525
85,ooo
1,090,000
0
0
345·000
$4,535,705
133,000
44,000
20,000
so,ooo
8s,ooo
8/20/2014
ACI!:NDA I TEM IJ I C
SEPTEMOER 22,201 4
3
General Government
o Half Cent Sales Tax Fund
• Street Resurfacing
• City Hall Parking Lot Lights
o Sturdivant Sidewalks
• Seminole Road Streetscape
o Russell Park Renovation
o Howell Park Parking Lot
o Donner park playground lights
• Bull Park Playground Equipment
o Transfer to Storm Water Utility
• Total
Capital Project Fund
8o,ooo
10,000
130,000
250,000
250,000
25,000
10,000
75,000
260.000
$1,090,000
J Public Safety Building
Marsh Master Plan
$2,600,000
• Two Overlooks and Kayak Launch
~ Marsh Plan Contingency
'' 'fotal
300,000
25,000
8/20/2014
AGENDA IT EM# I C
SEPTEM BER 22,2014
4
BUILDING DEPT. MONTHLY ACTIVITY REPORT
COMPARISON REPORT f--------------------------------------------------------------------------------------------
REPORT FOR THE MONTH AUG 2014
-------------------------------------------------
--------------------------------------------
COMPARISION 2013-2014
PERMIT TYPE NUMBER OF PERMITS =-~ --------------I TOTAL INSPECTIONS
YTD 2013 YTD 2014 YTD 2013 YTD 2014 YTD 2013 YTD 2014
~~~:LLEEXFAMILY ---:20 _15 !--------1 ~ -----__ 4,550,~00 I ~ -----------~918,026_!_________ ------+-
I-R__::E_M_O_cDc_:_E_L_/A_D_D_IT-IO_N_S ____ ____J ______ 1_99----I ------281 $ 3,021,157 $ __ ~!7~_,!~Q_1 -=--=--:-=t-_ ----------!
COMMERCIAL NEW -7 $ ----:---:$-------------2,225,427 ----------
......
~O._._T_._.H-=E._._R __________ -=-=-=-=--:-f--:_=_=_=_='"-=--1=,-=-3=6=7,__-1" 1,844 $-5,786,152 $ 5,303,599 j
______________ TOTAL 1,586 I 2,147 $ 13,357,6()_!!~~-----1~.203,1?_~ --_________ },3~§__1 ___ ----~.4_1'!
PERMITS ISSUED FOR THE MONTH OF AUG 2014
NO.PERMITS PERMIT COST CONSTRUCTION VALUE INSPECTIONS PERFORMED
SINGLE FAMILY 1 I$ 1,722 I$ 520,985 BUILDING I 170
NEW DUPLEX MUL Tl FAM ! 0 ~ $ -! -----n---ELECTRICAL 68
RESIDENTIAL ADDITIONS
1
7 --$-------600T_____ ,--$ ---------46,400 PLUMBING . 78
RESIDENTIAL ALTERATIONS 36 $ 6,604 $ 1,135,862 MECHANICAL 67 ~~~~----------~--------~------~--------~~+-------~----------~--~-+~-~----------------I ~Ofv1M~RCIAL._t.1EW ____ --~-_____ Q__ _ _ ___ ·-~ -_ _ _ _i__ _ __ -:MISC. 89
gg~~~~~1~-t~fi~~~NS i --~ -------Jl~-------siJ---------:-~ ----------------9~~~i_o_1 _ TOTAL· 472
~~~~~~~~~C ----~ ~ _-__ -~~}?_----~-~~----------~~-~-----t~--------------: 'ProjectstoNote:N~wDuplex ____ _
'~~~~:~:~:~ ~~!c I :1 : 4.~~~ ' : : ron-• u--. I :~~~~~G __ ----~~------;~ _______ t~~ ~~-=-~~~~-~-=tt=-· __ L __ _ ~~~o~~~~OR -_::__ -J~~~-~=~=t=-~=fF -----~~~ -1·. ·-j ~ 2~~;~~~ f~~~~:~~!~!:~~~:w Dwelling
~f.~~!!ON_f_E~------9 • $ 449 1 $ _____ _ __ _ -1 Beach Drive J $ 520,985
~~~~f,W~~~~CTIONS t ~ 1 : i.~ii-L _ _ JL -_ ~-1~:0~: .. to No•·:rco~~ ~ ~
~~~}~AYS ! ~---ft --~;~ I -~-~ -----: I ----I -----------; ~
:;~:HrCKFEES -T-:J -+.-----+! 3~:~~1--A -2.2:::.:: IEXPIRED~ERMIT~~:~~O~lECT9~: ~~
City of Atlantic Beach
FINANCIAL REPORT AGENDA ITEM# 4A
August 2014 SEPTEMBER 22,2014
Cash Balances
Prior Current Dollar Percent
Fund(s) 07131114 08131114 Change Change
General $ 7,840,056 $ 7,533,042 $ (307,014) -3.92%
Tree Replacement 12,321 12,321 0.00%
Convention Development Tax 57,586 69,457 11,871 20.61%
Local Option Gas Tax 231,892 255,364 23,472 10.12%
Better Jax 112 Cent Sales Tax 460,494 498,849 38,355 8.33%
Police Training, Forfeiture, Grants, etc. 123,580 153,594 30,014 24.29%
Community Development Block & ARRA Grants (9,212) (650) 8,562 0.00%
Debt Service 0.00%
Capital Projects 2,983,334 3,013,245 29,911 1.00%
Utility 5,301,662 4,414,862 (886,800) -16.73%
Sanitation 739,435 684,961 (54,474) -7.37%
Building Code Enforcement 250,515 270,568 20,053 8.00%
Storm Water 1,724,309 1,591,635 (132,674) -7.69%
Pension -Police (9,231) 12,579 21,810 -236.28%
Pension -General 251,795 6,010 (245,785) -97.61%
Total $ 19,958,536 $ 18,515,837 $ (1 ,442,699) -7.23%
Total Restricted Cash 7,417,049
Total Unrestricted Cash $11 ,098, 788
Cash and Investments
Annual Prior Current Dollar Percent
Account Yield 07131114 08131114 Change Change
Bank of America-Depository 0.20% $ 2,849,601 $ 2,657,841 $ (191,760) -6.73%
Guggenheim Floating Rate A 4.00% * 3,723,507 3,073,700 (649,807) -17.45%
Hartford Floating Rate Bond A 3.40% * 2,548,969 2,556,941 7,972 0.31%
lnvesco Floating Rate A 3.97% * 3,685,718 3,048,310 (637,408) -17.29%
MainStay Short Term Duration High Yield A 3.31% * 2,564,151 2,581,631 17,480 0.68%
First Trust Short Duration High Income A 3.71% * 2,027,280 2,041,440 14,160 0.70%
Putnam Diversified Inc. 3.76% * 1,290,462 1 ,276,184 (14,278) -1.11%
Alliance Limited Duration High Income A 2.50% * 1,263,566 1,274,508 10,942 0.87%
MSSB Money MarkeUCash 0.05% 1,778 1,778 0.00%
SBA-Florida Prime 0.16% 354 354 0.00%
Cash on Hand 3,150 3,150 0.00%
Subtotal $ 19,958,536 $ 18,515,837 $ (1 ,442,699) -7.23%
Police Pension Investments $ 8,151,570 $ 8,411,148 $ 259,578 3.18%
General Pension Investments 14,667,936 15,157,490 489,554 3.34%
Subtotal $ 22,819,506 $ 23,568,638 $ 749,132 3.28%
Total $ 42,778,042 $ 42,084,475 $ (693,567) -1.62%
* Denotes the 30 day SEC Yield Anualized
City of Atlantic Beach
FINANCIAL REPORT
August 2014
AGENDA ITEM# 4A
SEPTEMBER 22,2014
Revenues
Annual YTD-91.67% YTD Dollar
Fund I (Footnote) Estimate of Estimate Actual Variance
General $ 10,933,571 $ 10,021,415 $ 10,777,105 $ 755,690
Convention Development Tax 80,300 73,601 99,347 25,746
Local Option Gas Tax 421,009 385,913 390,372 4,459
Better Jax 1/2 Ct Sales Tax 694,870 636,955 673,783 36,828
Police Training, Forfeiture & Grants 110,041 100,479 138,878 38,399
Grants 141,399 113,016 139,848 26,832
Capital Projects 489,780 450,248 359,143 (91,105)
Utility 8,727,453 7,970,968 7,860,793 (110,175)
Sanitation 1,789,000 1,639,913 1,663,791 23,878
Building Code Enforcement 281,550 258,049 388,939 130,890
Storm Water 1 '155,000 1,058,750 1,130,681 71,931
Pension -Police 1,329,681 1,218,855 1,340,759 121,904
Pension -General
Total $
2,190,980 2,008,391 2,097,751
28,344,634 $ 25,936,553 $ 27,061,190
Analysis of Major Variances
(Variances >$25,000 AND 10.00%)
89,360
$ 1,124,637
In general, the major variances are created when the actual funds received-to-date are different
from the percentage of the budget elapsed-to-date. They are as follows:
Increased hotel occupancy has resulted in a positive variance in bed tax monies received in
the Convention Development Tax Fund.
Receipts from the sale of seized vehicles contributed to the majority of variance in the
Police Training, Forfeiture & Grants Funds.
A positive variance in Grant Funds occurred this period, as projects were completed and
grant reimbursement was requested and received earlier in the year.
The city has not received expected grant monies for the Marsh Master Plan from the State
of Florida nor the City of Jacksonville, as conceptual design discussions are still in progress;
therefore there is a negative variance in Capital Project Funds.
Building Code Enforcement Fund permit activity is running above projected revenues,
similar to surrounding jurisdictions and counties.
The variance in the Pension -Police Fund represents Chapter 185 premium tax money
received in August.
Percent
Variance
7.54%
34.98%
1.16%
5.78%
38.22%
23.74%
-20.23%
-1.38%
1.46%
50.72%
6.79%
10.00%
4.45%
4.34%
City of Atlantic Beach
FINANCIAL REPORT AGENDA ITEM# 4A
August 2014 SEPTEMBER 22, 2014
Expenses
Annual YTD-91.67% YTD Dollar Percent
Department Estimate of Estimate Actual Variance Variance
Governing Body $ 42,933 $ 39,303 $ 35,097 $ 4,206 10.70%
City Administration 2,689,720 2,454,636 2,191,545 263,091 10.72%
General Government 653,078 595,291 549,798 45,493 7.64%
Planning and Building 434,709 398,343 327,288 71,055 17.84%
Public Safety 5,715,716 5,232,533 4,772,217 460,316 8.80%
Recreation and Special Events 411,551 373,481 332,234 41,247 11.04%
Public Works 7,926,078 7,251,929 5,151,845 2,100,084 28.96%
Public Utilities 10,757,956 9,863,939 8,159,238 1,704,701 17.28%
Pension -Police 751,628 688,941 701,660 (12,719) -1.85%
Pension -General 1 '1 02,850 948,381 843,704 104,677 11.04%
Total $ 30,486,219 27,846,777 23,064,626 $4,782,151 17.17%
Annual YTD-91.67% YTD Dollar Percent
Resource Allocation Estimate of Estimate Actual Variance Variance
Personnel Services $ 9,487,018 $ 8,698,466 $ 8,185,293 $ 513,173
Operating Expenses 11,102,145 10,072,777 8,455,540 1,617,237
Capital Outlay 5,765,339 5,292,613 2,534,035 2,758,578
Debt Service 2,448,773 2,244,543 2,351,344 (1 06,801)
Grants and Aids 51,470 43,503 46,535 (3,032)
Transfers
Total $
1,631,474 1,494,875 1 ,491 ,879
30,486,219 $ 27,846,777 $ 23,064,626
Analysis of Major Variances
(Variances >$25,000 AND 10.00%)
2,996
$ 4,782,151
In general, the major variances are a result of timing differences created between the percentage
of budget elapsed-to-date and actual expenditures. They are as follows:
City Administration expense savings are related to the Finance Director vacancy for most of
the fiscal year and less than anticipated repair and maintenance expense in the IT Department.
The positive variance in Planning and Building resulted from turnover and vacancy savings
during the fiscal year, coupled with reorganization of positions.
Recreation and Special Events has also experienced savings due to turnover and vacancy in
their department.
The variance in Public Works was due to: project activity budgeted that has not been
completed -see Project Activity schedule; Storm Water Fund debt payments were expensed in
October when paid, but prorated for budget purposes; and minimal expenses have been
incurred towards the Parks Master Plan consultant or the resurfacing/street paving program.
The variance in Public Utilities is due to budgeted project activity that has not been started I
completed or will be re-budgeted in a future fiscal year.
The negative variance in Debt Service resulted from timing differences between payment of
debt service and the budgeted expense allocation.
Pension-General expenditures are below budget due to the timing of a lump-sum benefit that
has yet to be applied for and distributed.
5.90%
16.06%
52.12%
-4.76%
-6.97%
0.20%
17.17%
City of Atlantic Beach
FINANCIAL REPORT AGENDA ITEM # 4A
August 2014 SEPTEMBER 22, 2014
Project Activity-Current Year Activity Only
Project YTD YTD
Project Name Number Budget Actual Encumbrances Balance Status
Public Safety:
Kennel Improvements PS1401 40,000 13,634 22,323 4,043 I
Enclose Under Portion of Lifeguard Bldg for Equipment Storage PS1402 6,000 3,634 2,366 c
$ 46,000 $ 17,268 $ 22 323 $ 6,409
Public Utilities:
Reclaim Water Facility PU0805 1,352,269 971,819 381,037 (587) I
Replace the Water Main on Pine Street PU1304 53,199 53,199 c
Replace 4" Water Main at Wonderwood and Finegan PU1305 58,852 58,852 c
PT Repair at Lift Station C PU1306 22,397 22,397 I
Repair 24" Effluent Force Main PU1308 5,260 5,260 c
Repair 12" Force Main PU1309 3,363 3,363 c
Water Plant #2-Rehab Elevated Tank PU1401 125,000 122,540 2,460 I
Water Plant #2 Rehabilitation Ground Storage Tank PU1402 121,528 121,528 c
Replace Water Maint-Sea Oats & Park Terrace PU1403 168,472 168,472 R
lnline Valve Installation PU1404 50,000 36,514 13,486 I
Replace Manhole on Saturiba PU1405 73,883 54,450 19,433 I
Sewer Rehab Saturiba & Sea Oats PU1406 190,000 153,000 37,000 I
Donner Subd Sewer Rehab -HMGP Grant PU1407 155,000 146,015 8,985 I
Effluent Outfall Replacement PU1408 137,264 9,246 13,395 114,623 R
Effluent Pump at WWTP PU1409 50,000 33,940 14,478 1,582 I
Connect A1A at Mallard Cove PU1410 130,000 12,873 117,127 R
Subtotal $2,696,487 $ 1,257,207 $ 956,699 $ 482,581
Parks Maintenance:
Marsh Master Plan Signs PM1301 625 625 c
Rose Park Development PM1302 225,250 210,850 14,399 1 I
Russell Park Tennis Courts 1-2 PM1401 100,000 100,000 s
Bull Park Gazebo PM1402 X
Donner Park Ball field Improvements PM1403 83,192 74,000 9,192 c
Electric Gate at Dutton Island Park PM1404 8,000 7,465 535 I
Marsh Project Pedestrian Path PW1408 150,000 22,054 125,165 2,781 E
March Overlook & Kayak Launch PW1409 293,000 293,000 R
Marsh Preserve Path Phase-1 PW1410 42,000 41,628 372 c
Subtotal $ 902 067 $ 349 157 $ 147 029 $ 405,881
Public Works:
Dutton Isle Road Sidewalks PW1301 61,707 61,033 674 c
East Coast Drive Drainage Improvements PW1306 319,546 213,837 1 '128 104,581 I
Fountain PW1402 7,500 6,245 1,255 I
Welcome Sign PW1403 15,200 6,974 8,147 79 I
Robert Street Ditch PW1404 43,400 27,993 15,073 334 I
Sidewalk and Curbs PW1405 25,000 943 138 23,919 I
Salt Air/Sturdivant Drainage and Sidewalk lmprovmts PW1406 380,000 52,434 22,805 304,761 R
Seminole Streetscape PW1407 498,000 22,910 95,064 380,026 R
Canopy Replacement on PW Building PW1413 78,900 72,200 6,688 12 I
Batting Cage Mat I Russell Park PW1416 11,000 10,966 34 I
Subtotal $ 1,440,253 $ 458,324 $ 166,254 $ 815,675
Total $ 5,084,807 $ 2,081,956 $ 1,292,305 $ 1,710,546
Status Key
A-Bid/RFP Advertised I -Project In-progress
B -Bid Awarded N -Complete/Non-Capital
C -Project Completed R -Re-budget Next Fiscal Year OR Re-Evaluated
D -Design Completed S -Staff Researching
DE -Deferred X-Project Cancelled
E -Design Phase
AGENDA ITEM:
SUBMITTED BY:
DATE:
CITY OF ATLANTIC BEACH
CITY C OMMISS ION MEETING
STAFF RE PORT
AGENDA ITEM# 48
SEPT EM IJ ER 22,2014
Extensio n of .Almual Co ntrac ts for Env ironmental Laborato ry
Se rvices
RFP No. 1 0-08
Donn a Kaluzniak, U tilit y D irecto ~ /
Sep temb er 5, 20 14
BACKGROUND: State and federal agenc ies require the City to pe rfo rm numerous laboratory
tes ts on dr inki ng water, wa stewate r an d storm water to ens ur e comp liance with regu lations.
This work req uir es speciali zed skill, expe ri ence, eq uipm ent , and labo ratory ce rti ficat ion throu g h
the Flor id a Department o f He a lth .
The City has contracts with Hli'ee loca l environmenta l labo rato ri es to conduct the various
ana lyses-Columbi a Analyti cal Serv ices (now called ALS Environmenta l), Environmental
Conse rvat ion Laboratories (ENCO) and Adva nced Enviro nm ental Labora tori es (AEL). Staff has
required th e la borato ries to provide a signed agreement to imm ediate ly notify the City of a ny test
result th a t exceeds a regul atory requirement.
The c utTent contract was iss ued based on re sult s of a Request for Propo sa l, and was a 3-yeat·
con trac t with an opt ion fo r a 2 add it ional yea rs. Staff is req uesting approva l to renew the existin g
contract fo r the fina l add itiona l year at th e current rates .
The laboratories have ag reed to honor their current pr icing if we ex tend the cont ract.
Staff is fairly ce ttain th at re-iss uin g a Request fo r Proposa l and awarding new con tracts wou ld
resu lt in a pri ce increase, as th e ex isting con tract was awa rd ed durin g th e eco nomic downturn .
Staff recom mend s renewal of the ex isting con trac ts for a nother year at th e c urren t price
struct ure s.
BUDGET: T hese services a re used on an as-needed basis, and fu nd ing is included in the
Water a nd Sewer Funds in the amount of app rox im ately $50,000 und er acco unt num bers 400-
5502-533 -3400 an c1 4 1 0-5508-535-3400.
RECOMMENDATION: Ex tend the an nua l co nt ract s for env ironme nt a l lab oratory serv ices for
one add iti ona l year to Co lum bia Analyt ical Services (now ALS Env ironme ntal), Enviro nm ental
Conse rvati on Laborator ies, and Adva nced Envi ronment a l Laborato l"i es, Inc . at the current
contrac t pri ces.
ATTACHMENTS: 1. Letters of Agreement to Exte nd Contracts from Co lumb ia Ana lyt ica l
Serv ices, In c., Advanced Enviro nme ntal Laboratories, and Env ironmental
Conse rv ation Laboratories .
September 5, 2014
Mr. Brian Weigel
Laboratory Director
ALS Group-Co l umbia Analytical Services, In c.
RE: Extension of Annual Contract
RFP 10-08
Dear Laboratory Director:
AGENDA ITEM # 48
SEPTEMBER 22,2014
As you are aware, t h e annual contract with the City of At lan tic Beach for environmental laboratory
services expire s on November 8, 2014 . We would like to extend the contract for one additional year at
the current prices. If this is acceptabl e, please sign be low and emai l back to me today, so I can
prepare a staff report for the City Commission .
We look forward to recommending that we continue our contract with your company.
Sincerely,
~~~
Utility Director
ALS GROUP -COLUMBIA ANALYTICAL SERVICES, IN C. AGREES TO EXTEND THE
CONTRACT WITH THE CITY OF ATLANTIC BEACH AT THE PR ICES SUBMITTED IN
PROPOSAL NO. 10-08 FOR ONE ADDITIONAL YEARS BEG I NNING NOVEMBER 9, 2014.
L~if(£~
Public Utilities Department
Date
1200 Sandpi per Lane
Atlantic Beach, FL 322.33
(904) 247-5834
Se ptember 5, 2014
Wa l ter l<r onz
Vi ce Pres id ent
Advanced Env i ronmen t al Laborator i es, In c.
RE: Extension of Ann ual Contract
RFP 10-08
Dear Mr. Kronz:
AGENDA lTEM 1148
SE PTEMBER 22,2014
As you are aware, th e annual con trac t with th e Ci ty of Atlantic Beach for environmental laboratory
services expires on November 8, 20 14. We would l ike to ex t end t h e contract for o n e ad ditional yea r at
th e current prices. If th is i s acceptab l e, p l ease sign below and e mail ba ck to me today, so I ca n
prepare a staff r e port f or th e City Co mmiss i on.
We look fo r wa rd t o recommend i ng that we cont inu e ou r con t ract w i t h you r co111pany .
Sincere ly,
~~
Donna l<a lu zniak
Util i t y Director
ADVANCED ENVIRO NM ENTAL LABORATOR IES, IN C. AGREES TO EXTEND THE
CO NTRACT W ITH TH E C ITY OF ATLA NTI C BEAC H AT THE C URRENT PRICES FOR ONE
ADD ITI O NAL YEAR BEGINNING NOVEMBER 9, 2014 .
Publ ic Utilities De partment, 1200 Sandpiper Lane, Atlantic Beach , FL 32233 (904} 247-5834
September 5, 2014
Mr. Paul LeBlanc
laboratory Director
Environmental Conservation Laboratories, Inc.
RE: Extension of Annual Contract
RFP 10-08
Dear Mr. LeBlanc:
AG END/\ ITEM I# 4 B
S EPTEMBER 22,2014
As you are aware, the annual contract with the City of Atlantic Beach for environmental laboratory
services expires on November 8, 2014. We would like to extend the contract for one additional year at
the current prices. If this is acceptable, please sign below and email back to me today, so I can
prepare a staff report for the City Commission .
We look forward to recommending that we continue our contract with your company.
Sincerely,
Donna l<aluzniak
Utility Director
ENVIRONMENTAL CONSERVATION LABORATORIES, INC. AGREES TO EXTEND THE
CONTRACT WITH THE CITY OF ATLANTIC BEACH AT THE PRICES SUBMITTED IN
PROPOSAL NO. 1 0·08 FOR AN ADDITIONAL YEAR BEGINNING NOVEMBER, 9, 2014.
f2tL~
Paul LeBlanc, laboratory Director
Public Utilities Department
Date
1200 Sandpiper Lane
Atlantic Beach, FL 32233
(904) 247·5834
AGENDA ITEM:
DATE:
SUBMilTED BY:
BACKGROUND:
BUDGET:
RECOMMENDATIONS:
AlTACHMENTS:
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
ACft NI)A ITEM # 4C
SEPTEMilER22, 201 4
Contracts with Organizati s Providing Recreation Programs at
City Facilities
September 5, 2014
Timmy Johnson, Recreation Director
Several organizations have been offering recreational programs at
City facilities for many years. The Atlantic Beach Athletic
Association (ABAA) provides two seasons ofT-ball, softball, and
baseball each year . In the past, ABAA entered into a contract with
the City of Atlantic Beach which included the payment of a fee for
the use of the facilities at Russell Park and Donner Park. The
contract has been updated for City Commission approval.
ABAA provides opportunities for inclusion and participation for
low income residents who may not otherwise be able to afford to
participate.
The fee in the contracts is $200 for the year, which is consistent
with similar contracts in previous years.
Authorize the City Manager to sign the attached contract with
ABAA for use of Russell Park and Donner Park
ABAA Proposed Contract
AGENDA ITEM# 4C
SEPTEMBER 22, 2014
CITY OF ATLANTIC BEACH
RENTAL CONTRACT FOR PUBLIC FACILITIES
LONG TERM
AGREEMENT made and entered into this day of _______ _
at Atlantic Beach, Duval County, Florida, by and between CITY OF ATLANTIC
BEACH, a Florida municipal corporation, 800 Seminole Road, Atlantic Beach, Florida
32233 (hereinafter "City"), and Atlantic Beach Athletic Association of Atlantic Beach,
Florida (904) 249-2985 (hereinafter "Renter").
WHEREAS, Renter desires to use the following public facility:
Jack Russell Park Baseball Facilities and Concession Building and Donner Park
Baseball Facility on Monday, Friday and Sunday and,
WHEREAS, Renter desires to use said public facility on a recurring basis such as
daily, weekly, monthly, during a particular season, or the like, which is more than
a one-time use, and therefore a long term use, and
WHEREAS, the parties are in complete agreement regarding the terms set forth
herein.
NOW THEREFORE, in consideration of the covenants and promises as set forth herein,
and any rental payment made hereunder, and other valuable consideration, the receipt and
sufficiency of which is acknowledged by both parties, it is
AGREED AS FOLLOWS:
1. Length of Rental Term: This agreement shall run from October 1, 2014 through
September 30, 2015.
2. Amount and Time of Payment: Renter, in exchange for use of the facility, shall
pay to the City the annual fee of $200.00 at the time of signing this agreement.
Such fee may be waived at the discretion of the City Manager if Renter is a
governmental agency or an organization that provides a public service available to
all, is non-profit in nature, and charges no user or admission fees. Renter shall
provide the City with a copy of its tax-exempt form or other proof or evidence
satisfactory to the City Manager of Renter's non-profit status.
3. Conditions: This agreement is made and entered into upon the following express
covenants and conditions, all and everyone of which Renter hereby covenants and
agrees, with the City, to deep and perform:
a. No fees or admission costs shall be charged to the public unless approved
in writing by the City Manager.
1
2
AGENDA ITEM# 4C
SEPTEMBER 22, 2014
b. No use of alcoholic beverages shall be permitted without the written
permission of the City Manager
c. Renter shall provide to the City a copy of audited financial statements if
requested. In the event audited financial statements are not available,
renter shall provide all supporting documents and financial statements.
d. Renter shall insure compliance with all city, state and federal laws, as well
as any rules and regulations of the City for the government and
management of the public facility, together with all rules and requirements
ofthe police and fire departments of the City.
e. Renter shall allow no discrimination based on race, sex, age, religion,
national origin, disability or otherwise.
f. Renter shall make no alterations to the facility of a permanent nature
without the express written consent of the City Manager.
g. Renter's use of the facility is not exclusive outside of the dates and time as
set forth below.
h. Renter shall leave the facility available for use by other parties if other
activities are scheduled or upon the request of City staff. This may include
removal and storage of Renter's property.
1. Renter shall correct any discrepancies noted by the City. Should the City
require corrective action, such action shall be the financial responsibility
of the Renter.
J. Renter shall provide a written account of all keys to the facility in
possession of Renter at the end of the contract. If renter cannot account
for all keys, Renter will incur the cost of re-keying or changing of the
applicable locks. One key will be provided at no cost to Renter and any
additional keys will require a $10 per key fee at Renter's expense.
k. Any exclusive use shall be as set forth below. The use of the facility in
addition to the exclusive use periods shall be requested through the
Recreation Director under the general rules, i.e., a facility may be
requested for short term use by applying for such use after the 15th day of
each month for a day or time period within the next month. For example,
any organization requesting the short-term use of a City facility in the
month of February could apply for such use after the 15th day of January.
AGENDA ITEM# 4C
SEPTEMBER 22, 2014
1. Renter shall maintain at all times during the lease term at Renter's cost, a
comprehensive public liability insurance policy protecting the City against
all claims or demands that may arise or be claimed on account of Renter's
use of the premises, in an amount of at least $1,000,000 for injuries to
persons in one accident, $1,000,000 for injuries to any one person, and
$1,000,000 for damages to property, the insurance shall be written by a
company or companies acceptable to the City and authorized to engage in
the business of general liability insurance in the State of Florida. Renter
shall deliver to the City satisfactory proof or evidence of such insurance,
and shall name the City as an additional insured under said policy.
m. Renter may apply to the City Commission of Atlantic Beach for a waiver
of this insurance requirement. The City Commission shall consider such
application for waiver on a case by case basis, taking into account the
length of the lease term, use of the public facility, number of persons
involved in said use, cost of the insurance, and any other factors submitted
by Renter which unique and particular to the Renter.
n. Renter agrees to indemnify and hold harmless the City from any and all
liability, defense costs, including other fees, loss or damage which the City
may suffer as a result of claims, demands, costs or judgment against it,
arising from all activities engaged in by Renter in its use of the following
public facility: Jack Russell Baseball Facilities and Concession Building
and Donner Park on Monday, Friday and Sunday
o. Additional provisions agreed upon by the City and Renter: Renter will
actively recruit in low income areas, and provide scholarships, "work for
play" or other mechanisms to assure that children are not denied the
opportunity to participate due to their inability to pay the registration or
other related fees. Number of scholarships will not exceed 7.5% of total
registered players for that season.
4. Exclusive Use Dates and Times: August I st through December 15th and
January I st through July 31. The City retains the right to rent and use the
facility at other times not specified for use by the Renter.
5. Delivery of Facility: The City shall deliver the facility to Renter in good
working condition, with any necessary facilities and utilities, and in clean
condition.
6. Control of Facility: In renting said facility to Renter, the City does not
relinquish the right to control the management and operation of the facility,
and the City Manager or his designee may enter the facility and all of the
demised premises at any time and on any occasion.
3
4
AGENDA ITEM # 4C
SEPTEMBER 22, 2014
7. Assignment: Renter shall not assign this agreement nor suffer any use of the
facility other than herein specified, nor sublet the facility or any part thereof,
without the written consent of the City.
8. DEFAULT: In case the Renter shall default in the performance of any covenant
or agreement contained herein, and such default shall continue for ten (1 0) days
after receipt by the Renter of written notice thereof given by the City, then the
City, at its option, may declare this agreement ended. In that event, Renter shall•
immediately remove all persons and its prope1iy from the facility, and failing to
do so, the City may cause such removal either with or without process of law, at
Renter's expense. These expenses shall include, but not be limited to, reasonable
attorney's fees incurred by the City, whether suit is filed or not.
IN WITNESS WHEREOF, we have hereunto set our hands and official seals this
__ day of ______ _
CITY OF ATLANTIC BEACH
By:
Its: "RENTER"
"CITY"
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AC I~N DA ITEM # 81\
S~JlTI~MI3ER 22,2014
AGENDA ITEM: Dutton Isl and Pedestrian Path -Bri efing on Desig n Alternatives
SUBMITTED BY: Douglas E. Layton, P.E ., Public Works Director
Yu ( t CYf) ~-
DATE: September 8, 2014
STRATEGIC PLAN LINK: Marsh Master Plan
BACKGROUND : The Marsh Mast er Plan envisioned walking trails lin king the mainland
with the Marsh Islands. The proj ect wa s origina lly plann e d as a conn ec t ion between gth
St r eet along the JEA Easement to Levy Road an d Levy Road to Dutton Island Road, and
along Dutton Island Road to the Dutton Island Pre se rve.
The JEA easement route met with significant neighborhood opposition. An alternative
route has bee n considered to connect th e mainland to Dutton Island Pre se rve . The
planning pha se {approx 30%) of the project d es ign is complete. The options co nsidered
for the alternate route are:
1. A se parated boardwalk t o the north of Dutton Is land . The initial cos t estimate
for this alternative wa s $1.6M. Th er e were also concern s that the boardwalk would
i nterfere with marsh vi ews from Dutton Island Road and wou ld have high er
maintenan ce costs than t he other options. Thi s alternative ha s be en d iscarded du e
to higher cost and vi sual concern s.
2. An 8ft. wide pedestrian path contiguou s to the existing Dutton Island Road
pavement. See attach ed graphic . The cos t estimate for this option is $408,000. Se e
attached estimate.
3. An 8ft. wide pedestrian path se parated from the existing Dutton Island Road
paveme nt by a 4ft. divider swale. See attached graphic. Separation of th e ex i sting
road and the pede strian path would enhance the wall<ing experi ence by se parating
the walker s from the roadway. It would also minimize cars trying to use the
pedestrian path as a secon d lane . The cos t estimate for this option is $450,000. See
attached estimate.
RECOMMENDATION: That th e d es i gn continue utilizing option 3
AGENDA ll'I':M #SA
St:P1'EM8ER 22,2014
BUDGET: The design for this project was authorized previously. As it is anticipated that
construction of the project wi ll occur in FY 2016, there are no funds allocated in the FY
2015 budget. No authorization is requested at this time. Construction will be
considered under the FY 2016 budget. It is anticipated the FIND grants will fund 50% of
the construction costs.
ATTACHMENTS: Graphics and cost estimates for options 2 & 3
~I
~I
I
EXIST PAVED ROADWAY
66' RIW I~
I ~
I
L'll WETLAND
FILL I WETLAND IMPACT
5"
TYPICAL SECTION
NTS
....
~
>:: .... 0:
66. R/VI "' ~--------------~~~----------------~~
VA RIES VARIES
12' Ef 2'
VARIES
TYPICAL SECTION
NTS
Dutton Island Road Path ·Alternate with Path Adjacent to Roadway
Preliminary Con struction Estimate
Item
No.
1.)
2.)
3.)
4.)
5 .)
6 .)
7.)
8 .)
9 .)
10.)
11.)
12.)
1.)
2 .)
J ,)
Qty
20,600
0.100
1,900
396
572
2
20
1
1,150
0.100
645
0.100
2 .743
2,743
Units
SF
AC
LF
CY
SY
EA
LF
EA
SF
LS
LS
LS
AC
CY
AC
SY
SY
LS
Item Description
ASPHALT PATH ·INCL UDES MOB ILIZATION, SITE WORt< & PAVING
CLEARING & GRUBBIN G IN W ETLAND AREA
PAVE MENT STRIPIN G
REGULAR EXCAVATION & FILL
SOD
REMOVABLE BO LLARDS
6' CHAIN LINK FENCE
6' WIDE 6' CLF GATE
G' WOODEN BOARDWALK AND 20'x20' PLATFORM
20'x20' ROOF STRU CTURE
FISHING PI ER AM ENITI ES
20% CO NTING ENCY
OPTION 1: ONSITE WETLAND CREATION
a.) PLANTING I MONIT ORING
b .) EARTHWORK
c.) 20% CO NTIN GE NCY
OP TION 2: MITIGATION BANK
PUR CHASE CREDITS
ADDITIVE ALTERNATE NO. 1
MILLING EXISTING ASPHALT PAVEMENT (1 ")
ASPHALTIC CONCRE TE TYPE S-1 (1'')
20% CO NTIN GENCY
1. THIS IS A PRE-ENGINEER ING COST ESTIMATE AND SI-IOUL D NOT BE CONSTRUED AS ACTUA L COSTS .
HANSON PROFESSIONAL SERVICES ASS UMES NO LIABILI TY FOR VARIATIONS BETWEEN TH IS ESTI MATE
AND ACTUAL COSTS.
PATH ADJACE NT Puuon l slnncl Rood Path Do th ALTa Prollm Cost Est Rov 09-03-201•Lxl sx
AGENDA ITEM liSA
SEPTEMBE R 22 ,2014
9/4/2014
Un it Price Total
$11 .24 $231 ,590
$13,150 .00 $1,320
$1 .00 $1,900
$12.00 $4,750
$3.27 $1,870
$500.00 $1,000
$28 .50 $570
$500.00 $500
$61.66 $70 ,910
$10,000.00 $10,000
$2.000.00 $2,000
$65,282
SUBTOTAL : $39 1,692
$8,000 .00 $800
$20 .00 $12,9 10
$l.ill
SUBTOTAL: $16,452
TOTAL OPTION 1: $408,14 4
$400,000.00 $40.000
TOTAL OPTION 2: $43 1,692
$15.66 $42.950
$12.02 $32,970
~
TOTAL ADD Al T NO.1: $91,104 I
~I 66' R/VI I~
~I I~ 0:
I
WI wETLAND
FILL I WETLAND IMPACT
9'
TYPICAL SECTION
NTS
IU ~
"' .....
0::
~FJ.,.-,~,.J 3 -S~,.:: £6~o~~#-I
9/S/;l./
~----------------~6~6~'~R/~V~~------------------~
I ~
VARIES VARIES
IZ' 4' if Z'
VARIES
EXIST PAVED ROADWAY
PROPOSED ASPHALT PATH
TYPICAL SECTION
NTS
Dutton Island Road Path -Alternate with 4-Foot Separation
Preliminary Cons truction Estim ate
Item
No.
1.)
2.)
3.)
4.)
5.)
6.)
7.)
8 .)
9.)
10.)
11.)
12.)
1 ,)
2.)
3.)
Qty
20,520
0.311
0
809
1,7 10
2
20
1,126
1
0.311
2,007
0.311
2,743
2.743
Units
SF
AC
LF
CY
SY
EA
LF
EA
SF
LS
LS
LS
AC
CY
AC
SY
SY
LS
Item De scription
ASPHALT PAT H -IN CLUDES MOB ILIZATIO N, SITE WORK & PAVIN G
CLEARING & GRUBBING IN WETLAND AREA
PAVEMEN T STRI PING
REGULAR EXCAVAT ION & FILL
SOD
REMOVABLE BOLLARD$
6' CHAI N LINK FENCE
6' W IDE 6' CLF GATE
6' WOODEN BOARDW ALI< AND 20'x20' PLATFORM
20'x20' ROOF STRUCTURE
FISHI NG PIER AMENI TIES
20% CONTIN GENCY
OPT ION 1: ON SITE WETLAND CREATION
a.) PLAN TING I MON ITORI NG
b.) EARTHW ORI<
c.) 20% CONTINGENCY
OPTION 2: MITIGATION BANK
PURCHASE CREDITS
ADDITIVE ALTERNATE NO.1
MILLIN G EXISTING ASPHALT PAVE MENT (1 ")
ASPHALTIC CONCRETE TYPE S-1 (1")
20% CO NTINGENCY
1. TH IS IS A PRE-ENGINEERING COST ESTIMATE AND SHOU LD NOT BE CONSTRUED AS ACTUAL COSTS.
HANSON PROFESSIONAL SERVICES ASSUMES NO LI AB ILITY FOR VARIATIONS BETWEEN THIS ESTIMATE
AND AC TUAL COSTS.
PA TH W SEPAR ATION Du tton Island Rood Path Both ALTs Preli m Cos l Esl Rev 09·03·20 14,xlsx
AGENDA IT EM liSA
SEPTEMUER 22,20 14
9/4/2014
Unit Price Total
$11.24 $23 0,690
$13,150.00 $4,090
$1.00 so
$12.00 $9,710
$3.27 $5,590
$500.00 $1,000
$28.50 $570
$500.00 $500
$61 .66 $69,430
$10,000.00 $10,000
$2,000.00 $2,000
$66,716
SUBTOTAL: $400,296
$8,000.00 $2.490
$20.00 $40,140
~
SUBTOTAL: $51,156
TOTAL OPTION 1 : $451.452
$400.000.00 $124,400
T OTAL OPTION 2: $524,696
$15.66 $42.950
$12 .02 $32.970
lli..1.!l.1-
TOTAL ADD ALT N0.1 : ( $91,104
AGENDA ITEM:
SUBMITTED BY:
DATE:
STRATEGIC PLAN LINK:
BACKGROUND:
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
90-Day Calendar for the Mayor and Commission
AGENDA ITEM# 9A
SEPTEMBER 22, 2014
Yvonne Calverley, Executive Assistant to the City Manager JL---
September 5, 2014 (/
None
The 90-day calendar is included on the agenda for the purpose of setting
meeting dates, determining the location, time and whether or not to
videotape special meetings and workshops if the Commission desires.
The rolling 90-day calendar will be revised after receiving input from City
staff and the Commission and will be included in each agenda for
consideration.
Special note:
• Commission Workshop is scheduled for Monday, September 29th at
5 pm -Presentation from Search Firm on City Manager Applicants
• The Annual Board and Committee Member Appreciation Reception is
Thursday, October 2nd at 6:30pm.
• Proposed date for the next Town Hall Meeting is Saturday, October 18th
at 10 am in the Commission Chamber.
BUDGET: None
RECOMMENDATION: Approve the 90-Day Calendar for September through December
ATTACHMENT: 1) Mayor and Commission 90-Day Calendar (September through
December)
CITY MANAGER:
September 2014
SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY
I
1 2 3 4 5 6
7 8 9 10 11 12 13
14 15 16 17 18 19 20
Due Date for
10/13
Agenda Items
21 22 23 24 25 26 27
Special Called Mtg
6:30pm
Commission Mtg
lnvoc-Beckenbach
(Videotaped)
28 29 30
Commission
Workshop-5 pm
Presentation-Search
Firm on City
Manager Applicants
(Videotaped)
MAYOR AND COMMISSION
October 2014
SU~D .\ Y .\[()~[).\\' 't'LJ I ~SD ,-\ \' \\'Jm~I~SD .\ Y 'J'J IURSD .\ \' !'RID.\ Y S.\TUIW.\Y
1 2 3 4
Board and Committee
Member Reception
6:30pm
Adele Grage
5 6 7 8 9 10 11
Flu Shots
8 to 11 am Due Date for
10/27
Newsletter Due Agenda Items
(Mayor)
12 13 14 15 16 17 18
Commission Mtg Town Hall
6:30pm Meeting -1 0 am
(I nvoc -Woods) Chamber
Videotaped (Tentative)
19 20 21 22 23 24 25
Due Date for
11 /10
Agenda Items
26 27 28 29 30 31
Commission Mtg
6:30pm
(Invoc -Mark)
Videotaped
MAYOR AND COMMISSION
November 2014
SU :\'D.\ Y .\10:-.:D .\ Y '1 UE ~D .\ Y \\·r m:-.:I ~~D.\ Y TII U R:-'D .\Y FRID.\ Y :-'.\'f'l.l l\D.\ y
1
2 3 4 5 6 7 Due Date for 8
11/24
Agenda Items
Newsletter Due
(Mayor)
9 10 11 12 13 14 15
Commission Mtg Veteran's Day
6:30pm City Offices
(Invoc-Hill) Closed
Videotaped
16 17 18 19 20 21 22
Due Date for
12/8
Agenda Items
23 24 25 26 27 28 29
Commission Mtg
6:30pm City Offices City Offices (lnvoc-Daugherty) Closed Closed Videotaped
30
MAYOR AND COMMISSION
December 2014
sn,:D.\Y .\10:\'D.\ Y TL1 ESD.\Y \'\lmi'I ~SD .\ Y TIIURSD.-\Y FRID.\Y S.\TURD.\Y
~~ 1 2 3 4 5 6 rr; .. Tree Lighting
c~ (Town Center)
7 8 9 10 11 12 13
Commission Mtg
6:30pm Newsletter Due
(lnvoc -Beckenbach) (Mayor) Videotaped
14 15 16 17 18 19 20
Due Date fo r
1/12
Agenda Items
21 22 23 24 25 26 2-
City Offices City Offices
Closed Closed
28 29 30 31