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10-13-14 Agenda Packet with linkCITY OF ATLANTIC BEACH CITY COMMISSION MEETING October 13, 2014-6:30PM AGENDA Call to order Invocation and pledge to the flag 1. A. B. Approve the minutes of the Commission Meeting of September 22, 2014. Approve the minutes of the Special Called Workshop of September 29, 2014. 2. Courtesy of Floor to Visitors 3. Unfinished Business from Previous Meetings A. Selection of Architect/Engineer Services for Police Building Expansion and Remodeling. 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. Extend the contract for Polymer for one additional year to Fort Bend Services at the current contract prices. (Bid No. 1011-03) 5. Committee Reports None. 6. Action on Resolutions None. 7. Action on Ordinances None. 8. Miscellaneous Business (Discussion only) A. PLAT-14-00100036 (Atlantic Beach Country Club) B. Bennett Property Discussion C. Tree Protection Report 9. City Manager A. City Manager's Report. • 90-Day Calendar (October-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 participate in this meeting should contact the City Clerk by 5:00PM, Friday, October 10,2014. 1 WELCOME To the Atlantic Beach City Commission Meeting We will conduct meetings of the City Commission with a level of civility and respect that the democratic process deserves. This allows for better public input and supports making the best decisions for the citizens who we are here to serve. We ask that everyone in the meeting practice the following principles of Respect for each other. RESPECT Refrain from putdowns, criticism and personal attacks Encourage others to state their views Support each other, even if you don't agree Practice active listening Express yourself assertively, not aggressively, not submissively Collaborate, do not compete or collude Trust each other, unless and until such trust is violated The New Managers Toolkit: 21 Things You Need to Know MINUTES REGULAR CITY COMMISSION MEETING September 22, 2014 IN ATTENDANCE: Mayor Carolyn Woods Commissioner Jonathan Daugherty Commissioner Jimmy Hill Commissioner Maria Mark ABSENT: Mayor Pro Tern Mark Beckenbach 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 OCTOBER 13, 2014 Mayor Woods called the meeting to order at 6:30p.m. Mayor Woods gave the Invocation, followed by the Pledge of Allegiance to the Flag. Public Hearings on Final Millage and Operating Budget 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. Mayor Woods explained the first item to be considered is the Adoption of the Millage Rate by Resolution 14- 08, stating 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: Approve Resolution No. 14-08, adopting a final Millage Rate for operating purpos~s of 3.3285. Moved by Mark, Seconded by Hill Mayor Woods opened the Public Hearing. Bill Mayhew, 1870 N. Sherry Dr., addressed the pension stating he believes the plans are overly generous. No one else from the audience spoke so Mayor Woods closed the Public Hearing. Votes: Aye: 3 -Hill, Mark, Woods Nay: 1 -Daugherty MOTION CARRIED 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. AGENDA ITEM# 1A OCTOBER 13, 2014 September 22, 2014 REGULAR COMMISSION MEETING Page2 Mayor Woods read Ordinance No. 20-14-128 by title. 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: Adopt Ordinance No. 20-14-128 establishing the Operating Budget for fiscal year 2014/2015. Moved by Mark, Seconded by Hill Mayor Woods opened the Public Hearing. No one from the audience spoke, so Mayor Woods closed the Public Hearing. Commissioner Daugherty stated, in response to Mr. Mayhew's comments, there is a national trend now with pension liabilities for corporations to buy out the pension benefits from people who receive them and he would like the Commission to take a look at this next year as to the benefit of doing that. Commissioner Hill stated he believes the actuaries should be looking at all of our options and if not, maybe it should be something that we should at least see the numbers on or get a briefing from them as to why there might be an issue with it. Votes: Aye: 4-Daugherty, Hill, Mark, Woods Nay: 0 MOTION CARRIED 1. A. B. C. Approve the minutes of the Commission Meeting of September 8, 2014. Approve the minutes of the Commission Workshop of August 25, 2014. Approve the minutes of the Budget Workshop of August 20, 2014. Mayor Woods asked if there were any corrections to the above minutes. There were no conections, so Mayor Woods stated the minutes will stand as submitted. 2. Courtesy of Floor to Visitors 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 St., thanked Commissioners Hill and Daugherty for voting no on the HRO. She stated there is a maximum of $1,000 for any fees on any ordinance passed by the Commission and asked if this will be the maximum allotted in any case brought before the special magistrate. No one else from the audience spoke, so Mayor Woods closed the Courtesy of the Floor to Visitors. 3. Unfinished Business from Previous Meetings None. 4. Consent Agenda September 22, 2014 REGULAR COMMISSION MEETING AGENDA ITEM # 1A OCTOBER 13, 2014 Page3 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 Department and Financial Report 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 current contract pnces. C. Authorize the City Manager to sign the attached contract with Atlantic Beach Athletic Association (ABAA) for use of Russell Park and Donner Park. Mayor Woods read the Consent Agenda. Commissioner Hill pulled Item C. Motion: Approve Consent Agenda Items A and B as read. Moved by Daugherty, Seconded by Mark Votes: Aye: 4-Daugherty, Hill, Mark, Woods Nay: 0 MOTION CARRIED Commissioner Hill expressed concern about the drainage and asked if they had worked out the schedule to get the work done in the park. He stated the park is useless for about 10 days after even a minor rain event and they need to fix it. He asked if ABAA knows that is coming. City Manager Van Liere stated they are getting a topographical survey done and from there they will develop a plan to address the drainage program and work it out with the league. Commissioner Hill asked if the contract would not need to address the fact that they are going to have to get in there. He stated since they are re-signing a contract, why don't they give the City some leeway specifically fm the purpose of that issue. Recreation and Special Events Director Timmy Johnson stated ABAA is onboard with improving the park. Mayor Woods asked if they need to add some language to the contract. Mr. Komando stated he is looking at the contract now because he hadn't looked at it for that issue. Mayor Woods stated she believes there should be some general language in any of our contracts for use of our facilities, regarding if we need to make repairs or do maintenance. Commissioner Hill suggested they approve it to have that contingency in it and let the City Attorney decide if the language is necessary. Mr. VanLiere stated once they get the survey, they will get an idea of how much work they need to do and there may be a lot they can do that doesn't interfere with ABAA. Mr. Komando stated they should put the new language in Section 5, under the delivery of the facility, indicating the renter agrees and understands that the City may be making improvements to the property. He stated they can add it in as long as the Commission will approve similar type language. Motion: Approve Consent Agenda Item C but have the City Manager and City Attorney look at the contract and insert language giving the City the right to make any and all improvements/repairs needed. Moved by Hill, Seconded by Mark September 22, 2014 REGULAR COMMISSION MEETING AGENDA ITEM# 1A OCTOBER 13,2014 Page4 Commissioner Daugherty asked about the scholarships and whether we have a report on what scholarships have been provided and is there a reason we don't have a minimum. Mr. Johnson explained he has requested the information on how many scholarships they have provided but has not received it yet. Discussion ensued. Votes: Aye: 4-Daugherty, Hill, Mark, Woods Nay: 0 MOTION CARRIED 5. Committee Reports None. 6. Action on Resolutions None. 7. Action on Ordinances None. 8. Miscellaneous Business A. Dutton Island Pedestrian Path-Briefing on Design Alternatives. Mr. Van Liere explained they have design engineers working on the path alternatives at Duttop. Island and they have a couple of options. He stated they aren't here to spend money tonight, just to give the designer direction on which of the two options they prefer. Public Works Director Doug Layton gave a slide presentation of the path route options. He summarized his staff report stating his recommendation is that they continue with the design using Option 3 as presented. He stated the design is already funded, which is what they are doing now, and explained the construction cost will not come out of this year's budget but will be requested in the 2015-2016 budget. He answered questions from the Commission. Mr. Layton introduced the consultant, Randy Downing with Hanson Professional Services, who was in the audience. Mr. Downing also answered questions from the Commission. Discussion ensued. It was the consensus of the Commission to direct staff to have the consultant go with the Option 3 with the separated path from the road. Further discussion ensued regarding maintenance, native grass~s, drainage, mitigation, etc. Responding to a suggestion from Commissioner Hill to move the road over, Mr. Downing explained the road is a traffic bearing, vehicular-use entity which if moved might trip regulations requiring that they have to do some stormwater treatment, whereas with pedestrian paths you don't have to worry about that because of the foot traffic, etc. Mr. Layton distributed a notice to the Commission about the Seminole Rd. Stormwater and Streetscape Improvements Project presentation to citizens to be held on Tuesday, September 30, from 5:00-7:30 p.m. in the Chamber. September 22,2014 REGULAR COMMISSION MEETING 9. City Manager A. City Manager's Report. • 90-Day Calendar (September -December 2014) AGENDA ITEM # lA OCTOBER 13, 2014 PageS Mr. Van Liere stated they should add the item Mr. Layton just spoke about. He also reminded the Commission of the Board/Committee Member Appreciation Reception on October 2 at 6:30 at Adele Grage and the Workshop on September 29 for the search firm presentation for City Manager applications. HR Director Cathy Berry explained the timeline for the City Manager search and options for the interviews. She asked for some direction for the group interviews so Mr. Anzivino can schedule the top five candidates for interviews. Discussion ensued. Ms. Berry asked if they want to have a separate five-hour meeting, stating, if so, then she will work with Donna to schedule. The Commission agreed to have a separate meeting for the interviews. Mr. VanLiere stated they have also invited Steve Lindorff, Jacksonville Beach, and Carol Westmoreland, FLC, to give a CRA class on October 27 from 4:00-6:00 p.m. before the Commission meeting. He stated they have the results back from the Police Bldg RFPs and asked, since it has been before them numerous times, do they want to put it on the next agenda under discussion only or as an action item so they can award the contract. Consensus was to put it on the next meeting as an action item under unfinished business. He asked the City Clerk to discuss the meeting time for the next Town Hall Meeting. City Clerk Bartle asked if they want to keep the original date, stating Commissioner Beckenbach stated he would not be able to make that meeting. She stated the other dates she proposed had two Commissioners who could not m&ke them and asked if they want to go back to the original date of October 18. It was the consensus to keep the original date of October 18. Commissioner Mark suggested that, going forward, they agree to have the Town Hall meetings every third Saturday, quarterly, so they will have a standing quarterly date. Ms. Bartle stated they will need to check the facilities to see if something is already scheduled. Commissioner Mark stated they could always use the Chamber as a default if there is a conflict with another location. 10. Reports and/or requests from City Commissioners and City Attorney Commissioner Mark • Reported on the FLC Growth Management and Economic Affairs meeting she attended. She stated the issues they discussed were public/private partnerships, development of regional impacts, enterprise zones, film and TV tax incentives, and the Bert Harris Act/FEMA flood plan. Commissioners Daugherty and Hill thanked her for attending this meeting. Commissioner Hill • Stated, in light of information provided after their action at the last meeting regarding the tennis court issue, the term the soft surface lasts was not the duration they looked at and the cost benefit diminished after finding out the actual life term of it. Mr. Van Liere stated one of the citizens made the comment that the lifespan was 7 years and he had Mr. Layton look into that. He stated the comment that was made in the meeting was 15 years and what they found out from talking to the vendor was that the rubberized surface that is laid down as the base of the court lasts through two overlays. He stated the court itself will last 15 years but you will redo the very top layer after five or six years, which is relatively inexpensive at $5,000-6,000. He stated when the report was given, although it turns out that it was accurate, the answer was a little misleading. He stated with the extra September 22, 2014 REGULAR COMMISSION MEETING AGENDA ITEM# lA OCTOBER 13, 2014 Page6 cost to do this surface he believes we will get the 15 years out of the foundation of the court. Commissioner Hill stated they should also do something with the pine needles because that is one of the things that will be most detrimental to that surface. Mr. Van Liere stated they do blow those courts off almost daily. • Asked City Attorney to give an answer later about the economic limitations on the ordinance for the HRO that were brought up by the citizen and if that is a legitimate concern. • Asked if they will see a final for the sign on Seminole Rd., or did they give staff permission to negotiate. Mr. VanLiere stated it was his understanding that they were going to go forward and build the sign with the names of the neighborhood on it. Commissioner Hill stated if the option is there he would like to see it one more time. Adjournment There being no further business to come before the Commission, Mayor Woods declared the meeting adjourned at 7:52p.m. ATTEST: Donna L. Brutle, CMC City Clerk Carolyn Woods Mayor/Presiding Officer MINUTES OF SPECIAL WORKSHOP OF AGENDA ITEM #IB OCTOBER 13, 2014 ATLANTIC BEACH CITY COMMISSION HELD ON SEPTEMBER29, 2014 PRESENT: Mayor Carolyn Woods Mayor Pro Tern Mark Beckenbach Commissioner Jonathan Daugherty Commissioner Jimmy Hill (arrived at 5:41) Commissioner Maria Mark ALSO: Nelson VanLiere, Interim City Manager Rich Komando, City Attorney Donna Bartle, City Clerk Nancy Bailey, Recording Secretary Call to order. Mayor Woods called the meeting to order at 5:05p.m. in the Commission Chamber. She explained the procedures for the Special Workshop. 1. Courtesy of the Floor to Visitors Mayor Woods opened the Courtesy of the Floor to Visitors. She welcomed the audience and explained the process for public comments. Chris Jorgensen, 92 W. 3rd St., expressed his thoughts on the qualifications he would like to see in the new City Manager and Police Chief. No one else from the audience spoke so she closed the Courtesy of the Floor. 2. Presentation by John Anzivino ofSpringsted of the Top Nine Profiles for City Manager Position. Human Resources Director Cathy Berry introduced John Anzivino, Senior Vice President from Springsted, the search firm for our City Manager and explained the process he will go through. Mr. Anzivino summarized his presentation, explaining the process his firm went through to reach and screen the candidates, the proposed interview schedule and process, and gave some interview tips. He suggested the Commissioners review the candidates and identify the top five, which he would like them to do in the next five days, in order for him to schedule the candidate interviews on October 24. He stated following those interviews, they will need to choose the top two or three. He further suggested that the Department Heads be given the oppmtunity to meet these final candidates to discuss their philosophies and how they manage on a daily basis. Ms. Berry stated her suggestion would be that the Department Heads not put their thoughts on the candidates in writing, because they are basically ranking their boss, which would be public record, and she doesn't believe that would be appropriate. She stated her recommendation would be for the Department Heads to give their comments to Human Resources, i.e., I like choice B. Mr. Anzivino discussed the suggested interview questions as well as questions to avoid. Ms. Berry further cautioned the Commissioners that even if the candidates open the door, the AGENDA ITEM #lB OCTOBER 13, 2014 more information they have on a protected class, the more grounds the candidate would have to say that they did not choose them based on whatever that protected class may be. She reiterated, even if they open the door, you want to steer clear of those type questions. Mr. Anzivino stated they have provided a list of interview questions by section and he would suggest that they use no more than 15 questions, due to time constraints. He asked that each Commissioner pick 15 questions and send them back to him. He will compile them and send them a master list. (Commissioner Hill arrived at 5:41.) Mr. Anzivino stated they may want to rely more on the programmatic, technical and communication questions along with an icebreaker question. He answered questions from the Commission. Discussion ensued. Mr. Anzivino asked to have their choices of questions by Monday, October 6. He asked that they email their evaluation forms for the candidates ranking by Friday, October 3. Mr. Anzivino gave a presentation on each of the nine top candidates provided for City Manager: Edwin Booth; Shawna Burkhart; Thomas Ernharth; Mark Kutney; Robert Middaugh; Patrick Salerno; John Schneiger; Jane Shang; and Nelson VanLiere. Mr. Anzivino answered questions from the Commission. Mr. Anzivino recapped by stating they would suggest the Commissioners review the profiles, use the evaluation form and get it to him by Friday, 10/3; then review questions, picking 2 from each of the major categories and have them to him by Monday, 10/6. He asked that they email these to him. Commissioner Hill asked that Mr. Anzivino email them exactly what it is he needs from them, in case he missed anything while he was not here. Mayor Woods stated that would be great and asked that he copy all of the Commission on that email. Ms. Berry closed stating she understands some of them have Googled the candidates and she would recommend getting as much information as they can but keep in mind they will not get a complete picture from what they read on the internet. She also explained that having canned questions gives them something to judge each candidate by and gives them a perspective they wouldn't have if they asked each individual candidate questions related solely to them. She also cautioned that 10 questions are a lot to get through in an hour and if they find that they only get through 8 questions with the first candidate she recommends that they ask only those same 8 for the next candidates. Ms. Berry answered questions from the Commission. Mayor Woods stated the interviews will be on October 24 from 12:00-5:00 in the Chamber. Discussion ensued. Adjournment There being no further discussion by the City Commission, Mayor Woods declared the meeting adjourned at 6:51p.m. ATTEST Donna L. Bartle, CMC City Clerk -2- Carolyn Woods Mayor/Presiding Officer AGENDA ITEM: SUBMITIED BY: DATE: CITY OF ATlANTIC BEACH CITY COMMISSION MEETING STAFF REPORT Selection of Architect/Engineer Services for Police Building Expansion and Remodeling Douglas E.~ayton, P.E . -Public W-orks Director ~~ r f~L-- september 2l 2014 ../ A GENDA ITEM #3A O CTOBER 13,2 014 STRATEGIC PIAN LINK: Police Building BACKGROUND: On August 11, 2014 the City Commission approved a feasibility study prepared and presented by Clemons Rutherford Associates (CRA) for proposed improvements to the Police Facility. The Commission also authorized the solicitation of proposals for Architectural and Engineering Services for the building under a construction management process. BUDGET: RFP # 14-09 was advertised and 3 proposals were received on September 19, 2014 for these services. Staff eva luated the proposals and all were found to be responsive. The firms were ranked based on their qualifications in the following order. 1 st -Clements Rutherford & Associates 2nd -PQH Group 3'd -Akel Logan Shafer CRA was the top-ranked firm in nearly every evaluation factor except proximity to the project. The City's FY 15 budget contains $2,600,000 for d esign and construction of these facilities. The feasibility study estimated a cost for the fee associated with this service to be $177,804 . ATIACHMENT: Evaluation of Proposals Ranking Sheet AGENI>A ITEM #JA O CTOB ER 13,2014 (The three proposa ls are available in electronic form by clicking here.) RECOMMENDATION: To authorize staff to negoti ate with the firms in order of their ran kings for Architectural and Engineering Services for design of the expansion and remodeling of the Po lice Facility and to authorize the City Manager to sign an agreement with the selected vendor to perform these services in an amou nt not to exceed $200,000. REVIEWED BV CITY MANAGER: --:n Ya-. /a</ City of Atlantic Beach Architectural/Engine e ring Services-RFP NO. 14-09 Public Safety Building A/E Professional Past Project Understanding Combined Quais Accomplishments Approach & Familiarity References Financial Proximity Grade Weight 25 20 20 15 10 5 5 100 8 .00 7.00 8.00 8.00 10.00 8.00 10.00 Akei-Logan-8 .00 7.00 8 .00 8.00 10.00 8.00 10.00 Shafer 6.00 7.50 5.00 6.70 10.00 4.00 10.00 Weighted 18.33 14.33 14.00 11.35 10.00 3.33 5.00 76 9.00 10.00 10.00 10.00 10.00 10.00 8.00 9.00 10.00 9.00 10.00 10.00 10.00 8.00 CRA 9.00 5.00 8.70 10.00 8.00 10.00 6.00 W eighted 21.67 19.33 16.00 14.35 10.00 5.00 3.67 90 9.00 8.00 8.00 9.00 10.00 8.00 10.00 9.00 8.00 8.00 8.00 10.00 8.00 10.00 PQH 5.60 6.50 5.50 3.30 9.00 8.00 10.00 Weighted 19 .67 15.00 14.33 10.15 9.67 4.00 5.00 78 AGENDA ITEM: S UBMITTED BY: DATE: CJTY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT Exten sion or Annual Contract fo r Po lyme r Bid No. 1011 -03 Donna Kaluzn iak. Uti li ty Direct ~~ Septembe r 12 , 20 14 AGENDA IT€M 114A O CTOlli!:R 13,2014 BACKGROUND: Polym er is a chemical used at the Wastewater T rea tm ent Plant to he lp with t he s lud ge dewa tering process. Po lymers a re complex , proprietary fo rmul as th at must go ttu·o ugh performance testing at the treatment plant as part of the bid process. For t Ben d Services had the best formu la and lowe st cos t and wa s awa rded a 3-year contract wit h two one-year renewals in November 20 10. Staffis rcqu cstiJ1g approva l of the fina l one-year renewal a t th e current rates. Staffhas been pl eased witb the performance of thi s produc t and time ly delivery , and the ve ndor ha s agreed to renew the co ntract at th e cu rrent rates. BUDGET: Fun ding is included in th e Sewer Treatme nt fund und er account no. 410-5508-535- 520 0 in th e amo un t or $30,000. RECOMMENDATION: Ex tend the contract for Po lymer for one additional yea r to Fort Bend Services at the cun·ent contract pri ces. ATTACHMENTS: I . Letter ofagrecmcnt to exte nd contract from For t Bend Se rv ices. REVIEWEDBYCJTYMANAGER: --U, v-'4---/~ September 23, 2014 Ms. Barbie Smith Carus Corporation RE: Extension of Bid No. 1011-05 Dear Ms. Smith: AGENDA ITEM #4A OCTOBER 13,2014 As you are aware, the annual contract with the City of Atlantic Beach for Orthophosphate expires November 30, 2014. We would like to extend the contract for another year at the current prices, if this is acceptable to your company. If acceptable, please sign below and email back to me by September 30, 2014 so I can prepare a staff report for the City Manager. We look forward to recommending that we continue our contract with your company. Sincerely, Donna Kaluzniak Utility Director CARUS PHOSPHATES, INC. AGREES TO EXTEND THE CONTRACT FOR ORTHOPHOSPHATE WITH THE CITY OF ATLANTIC BEACH AT THE PRICES SUBMITTED IN BID NO. 1011-05 FOR AN ADDITIONAL YEAR EFFECTIVE DECEMBER 1, 2014. Public Utilities Department September 22, 2014 Date 1200 Sandpiper lane Atlantic Beach, FL 32233 (904) 247-5834 AGENDA ITEM: SUBMITTED BY: DATE: STRATEGIC PLAN LINK: CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT PLAT-14-00100036 (Atlantic Beach Country Club) Jeremy Hubsch fi/'l.J Building and Zoning Director ("'J( September 25, 2014 None AGENDA ITEM# SA OCTOBER 13, 2014 BACKGROUND: The Atlantic Beach Country Club Special Planned Area was approved by the city in 2013. Constmction has commenced on the new clubhouse portion of the development and is nearing completion. Phase 1 of the development was platted in July 2014. Phase 1 includes 17 homes at the southeastem portion of the development. An additional 161 lots are included in Plat 2. The Plat Map submitted to the city matches the approved Special Planned Area Master Development Plan Map and SPA Text. City staff in the Public Works, Utilities, and Building and Zoning Departments have reviewed the proposed plat. Public Works is currently working with the developers to have an easement for maintenance of Sherman's Creek added to the Plat. If this issue is not cleared up prior to the commission meeting, staff will defer the item to a future meeting. The city's Land Development Regulations require that plats go before the Community Development Board for a recommendation, and then to the City Commission for final approval. This item is scheduled for the October 21st Community Development Board meeting, which is after the writing of this staff report. Staff will inform the commission of the Community Development Board's recommendation at the October 2i11 meeting, when the item is to be voted on. BUDGET: RECOMMENDATION: submitted. ATTACHMENTS: Development. None. Approval of Plat 14-00100036 (Atlantic Beach Country Club) as Copy of Proposed Unit 2 Plat for the Atlantic Beach Country Club ' REVIEWED BY CITY MANAGER: _--n.__-'--" .. ,_____0_,4kn=.o::--<------""';2'------='~""-"-"'-------------- AGENDA ITEM : SUBMITTED BY: DATE: CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT Be nnett Property Discussion Douglas E. Layton , P.E ., Publict.prks))irector .. ~ LJ ./.,.._ ( . September 30, 2014 0 AGENDA ITEM 1188 OCTOBEil 13,201 4 BACKGROUND: At a Commission budget workshop in August, the City rece ived a request that the Ci ty consider acquirin g a portion of the Bennett property at Camelia Street and W . 3rd Street (near the Tideviews Preserve}. The rationale proposed by the residents was conservation of marsh front property to avoid potentia l future development. The proposal sought to t ie the parcel to Tideviews Preserve by improving access along the north ends of the Jasmine and Begonia (FOOT) Street ponds. Recently the Commission asked staff to prepare a possible layout of the Bennett parcel in relation to Tideviews Preserve a nd the ponds. Staff started from an exhibit within the Marsh Master Plan and expanded the exhib it north and east to include both ponds and the Bennett property. This expanded layout Is includ ed as Attachment 1 and includes additional options beyond those shown in the Tideviews Marsh Master Plan . A survey showing the proposed acquisition is included as Attachment 2 . Attachment 3 discusses considerations fo r preparing an appraisal va lue of the property. Also included are th ree options for marsh access for d iffering configurations of Bennett property purchase . We p reviously expl ored use of the FOOT Begonia Street pond . FOOT requires that the City take ownership and responsibility for the pond , including responsibility for any contaminants now and in the fu ture including potential changes to future stormwate r treatment requirements. This is a serious requirement considering the City wi ll not have control of th e DOT areas that the Pond serves. BUDGET: There are no funds budgeted for acquisition of the parcel or for any improvements required to the Jasmine or Begonia (FOOT) Street ponds . RECOMMENDATION: For Commission discussion ATIACHMENTS: 1. Potential area park layout 2 . Bennett Parcel S urvey 3. Comments Regarding Bennett Property Value 4 . Th ree Options for City purchase of Bennett Property REVIEWED BY CITY MANAGER: _-n.....::.........:....';__~......:a.._...,...;.....k::~~~:.....=z..-------- Existing Amenities Legend :nx:: cny Lim II 0 Duo P11klng (uphalt) 011VtW'Y (Uphill) 0 ADA Parking (uphill) ~ Standud Parking I1S25il (goobtock) D Wt lkWIY (II ph til) r::-:l Sidewalk l.:...:.!..l (concrott) Rtttroomo (pro lib) ACEN OA ITEM 118 0 OCTOBER 13,2014 Clly or Atlonrlc ouch Parcelo FOOTIJEA Ownollhlp Attachment 2 StJ RVI~V AGENDA ITEM # SB OCTOBER 13,20 14 Attachment 3 Comments About Value for Private Purchase of Bennett Property: AGENDA ITEM# 8B OCTOBER 13, 2014 • West facing portion of the Bennett property is 70 by 100. It is likely comprised of wetlands, and therefore very difficult to build on. • A natural vegetative buffer of 50 feet must be maintained from tributaries, streams, or other water bodies connected to the Intracoastal. The buffer must start at mean high water line. The property is adjacent to a water body that is connected to the Intracoastal. • A 25 foot natural vegetative buffer must be maintained between all jurisdictional wetlands and development. The rear of this site is likely wetlands. • Section 24-256 of the COAB code states that all lots shall have satisfactory and permanent access to a paved public street. The rear of this property currently has no access to a paved public street. Because of these limitations, the property has a reduced value for residential development. It is quite likely that the only use for this property is as a backyard for current residents, or as conservation/park space for the public. Therefore, in Staff's opinion all discussion for the acquisition should be in terms of its resale value as conservation land, not buildable residential property. Additionally, a residential property on the same block is for sale for $50,000. The lot is 50 by 1 00; however, it does not have marsh view. So even if the property is buildable for residential, it is likely worth less than appraised value provided by the residents. ACI~NDA I TI!:M II 80 OCTOBER 13, 2014 Option 1. This shows the possibilities for the site if COAB doesn't acquire additional land. The access to the ponds and Tideviews Preserve proposed by the residents cou ld be provided entirely within the C ity's West 3rd Stand Jasmine Street rights of way and wou ld not require an easement, but would require a small elevated walkover where the access point has to cross a small section of wetlands/marsh. A G ENDA ITEM H 88 O CTOBE R 13,2014 Option 2 . The portion in red is the rear portion of the Bennett property. Acquiring this portion would allow access to the marsh from Camelia without an elevated walkover. It would also add additional green space if the City wants to expand Tideviews Preserve . AGENDA ITEM 1188 O CTOBER 13,20 14 Option 3 . This option could occur if the property owners also sold the northeast corner of their property, in addition to the portion shown in option 2. A possible benefit to this acq ui sit ion would be adding parking and bike spaces a long Camelia . A portion of this area is already paved . AGENDA ITEM: SUBMITTED BY: CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT Tree Ordinance Jeremy Hubsch Building and Zoning Director DATE: September 25, 2014 STRATEGIC PLAN LINK: None BACKGROUND: Introduction to Tree Protection AGENDA ITEM# 8C OCTOBER 13, 2014 The current tree protection code is lengthy and complex, but can be summarized a little more simply. When new development, redevelopment, or clearing of undeveloped land occurs, certain trees are protected and others are not. In the buildable area of the lot (everything that meets setbacks) trees that are larger than 20 inches in diameter are protected, while trees that are less than 20 inches in diameter are not. In the non buildable area of the lot (everything outside the setbacks) trees that are larger than 6 inches are protected, while trees less than 6 inches are not. The assumption is that trees should be more easily preserved outside of the buildable area of a lot. See exhibit 1 for an example ofhow this works. Removal of protected trees must be mitigated, either in the form of replacement, relocation, preservation, or payment into the tree fund. Mitigation credit is given for the preservation of any non-protected tree on site, but not for preservation of protected trees. For instance, if someone removes a 44 inch oak and also preserves a 22 inch oak, they are not given mitigation credit for the preservation of the 22 inch oak. Credit is not given for protected trees because they are expected to remain. Mitigation on private residential properties is required at a ratio of 1:2. This means for every two inches removed, one inch needs to be preserved, replaced, or paid into the tree fund. This ratio enables prope1ties owners to only have to mitigate for 50% of the protected trees they remove. For instance, if a prope1ty owner removes 100 inches of protected trees, they only have to preserve 50 inches of trees. In this scenario, the prope1ty owner is able to make a net reduction of 50% of the protected trees that were initially on site. Tree Protection Results Staff did an analysis of tree removal from the beginning of 2013 to present. In this period a total of2,070 inches oftrees were removed; while 2,868 inches were preserved, 229 inches were relocated, 12.5 inches were planted, and 76 inches ($3,724) paid into the tree fund. This means that 5,167 inches oftrees has been reduced to 3,109.5 inches, plus the $3,724 that was paid into the tree fund. This means there was a net loss of2057.5 inches oftrees. AGENDA ITEM# SC OCTOBER 13, 2014 Fortunately, the total amount of trees that were preserved was higher than required by code, but you can still see that a significant net reduction has occurred. Recommendations The only way to ensure that a net loss of protected trees does not occur is by requiring a mitigation ratio of 2:1 or two inches preserved for every inch removed. If a property has 200 inches of trees and the owner wants to remove 100 inches, requiring them to preserve 200 inches ensures that a net reduction does not occur. The current tree code has a provision that allows the City Commission to designate certain portions ofthe city as "historic corridors" simply by a resolution. Per Section 23-41, "The city commission may by resolution designate historic corridors or individual heritage trees. In doing so, the city commission shall specifically identify those streets, or portions thereof, or trees, which shall be so designated." The city's tree mitigation chart requires mitigation at a rate of 2:1 within historic corridors. The city currently has somewhat of a historic corridor in its land development regulations. There are specific standards for residential development within "Old Atlantic Beach" (see map, exhibit 2) based on the uniqueness and character ofthis area. This area is also where most infill development in the city is occurring, and subsequently where many people believe a loss to the city's tree canopy is occurring. Designating this area as a "historic corridor" would ensure that the tree canopy is maintained. Additionally, staff would like to create a tree manual that would help explain the tree code to residents and contractors. The tree code section is lengthy and complicated to read. A tree manual would greatly improve the tree protection process for all parties. Rebuilding Tree Canopy Regardless of whether or not the commission wants to increase the amount of mitigation required by property owners, staff can make a targeted effort to improve the canopy through plantings in the right-of-way and in park spaces. According to the code, the tree fund is "for the purpose of growing and maintaining the city's community forest. ... Priority shall be given to the use of funds for projects that plant or replace trees or vegetation along public rights-of-way or on properties and lands in public use that will provide needed shade, aesthetic enhancement or the re-establishment of tree canopy in neighborhoods and along public roadways." In recent years, a significant amount of new development has occmTed in Old Atlantic Beach and in areas close to the beach. When new development or redevelopment occurs, the tree code is not able to protect or preserve every tree. The city can make a targeted effort to improve the tree canopy in areas that have been affected by new development. Staff would like to propose a multi-year program to improve the tree canopy in Atlantic Beach. This program can be very successful if focused on highly visible areas and by using high quality trees. Staff has not yet done a comprehensive analysis of every possible location for plantings, but based on a preliminary analysis, below are a few areas that are possible candidates for new tree plantings: • Southwest comer of Bull Park AGENDA IT EM# SC OCTOBER 13,2014 • Triangul ar pa rce l at cotner of Eas t Coas t Dri ve and Sem in ol e Roadt other s id e of Sem in ole has hi gh profile area as well. Could be a good spot to create a "canopy road". • Numerous locations along East Coas t Drive and Ocean Bouleva rd • Eas t s ide of Semi nole Road , in front of Ocean Village • High er quality pla nti ngs on tJ1 e wes t s id e of Sem in ole • Work with property owne rs on Mayport to do pl an tings on the ir pr operty. We h ave Uttl e to no right-of-way on Mayport and Atlanti c. Staff has one prospective property owner lin ed up and severa l more in mind . T here is currently $12,82 1 in the Tree Protect ion Fu nd. Staff can us e thi s money to kick sta11 a p lant ing program in so me of the hi gh profile loca lion s li sted . Ifthe comm ission wou ld li ke, s taff ca n formu late a co mpr eJ1en siv e planting strategy An d bring it ba ck for input. BUDGET: None. RECOMMENDATION: Des ignat e "O ld Atl ant ic Beach" a "hi s toric corridor" for lrec prot ect ion via r eso lut io n. Provide staff direction fo r utilizati o n of Tree Protecti on F und mo ni es for rebuildi ng tree canopy. ATTACHMENTS: corridor") Examp le of tree rnitigat ion. Map of Old Atl a nti c Beach (possib le "hi storic ' REVIEWED BY C ITY MANAGER: -n_ (/' tU7 ;7~ ------------~~----------------------------- 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 OCTOBER 13, 2014 Yvonne Calverley, Executive Assistant to the City Manage'lc__. September 19,2014 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: .. The Annual Board and Committee Member Appreciation Reception is Thursday, October 2"d at 6:30pm. o Town Hall Meeting is scheduled for Saturday, October 18 111 at 10 am in the Commission Chamber. BUDGET: None RECOMMENDATION: Approve the 90-Day Calendar for October through December ATTACHMENT: 1) Mayor and Commission 90-Day Calendar (October through December) CITY MANAGER: October 20 14 SL!~l);\ Y ,\10.:--:D .\ '\' HJESD.\Y \\l l m~l i SD.\ Y TIIURSD.\Y .FIUD ,\Y ~XJURD .\\" -----,. 1 2 3 4 Board and Committee Member Reception 6:30pm Adele Grage 5 6 7 8 9 10 ll F lu 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 M eeting -I 0 am (Invoc -Woods) Chamber Videotaped 19 20 21 22 23 24 Due Date for 25 11/10 Agenda City Manager In terviews No on t o 5 pm 26 27 28 29 30 31 Commission Mtg 6:30pm (lnvoc-Mark) Videotaped November 2014 ~l':--.D.\Y ~10:--.D\Y TL'I~SD.\Y \'\'I·:D:--.t·:SD.\'1" TI!CibD.\ Y I·RJI).\ Y S.\TURD.\ 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 (lnvoc-Hill) Closed Videotaped 16 17 18 19 20 21 22 Due Date for 12/8 Agenda Items 23 24 25 26 2"' 28 29 Commission Mtg 6:30pm City Offices City Offices (lnvoc-Daugherty) Closed Closed Videotaped 30 MAYOR AND COMMISSION December 2014 Sl'O\:D.\ Y \({)~!).\\' TU·:.'D.\Y \\'ED='E~D.\ Y TIIL:RSI>.\Y FHID.\Y S.\TCRD.\ Y ·~o 1 2 3 4 5 6 r{)-1 T ree Lighting ."k (Town Center) .., I 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 for 1/12 Agenda Items 21 22 23 24 25 26 '27 City Offices City Offices Closed Closed 28 29 30 31