12-8-14 Agenda PacketCITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
December 8, 2014-6:30PM
AGENDA
Call to order
Invocation and pledge to the flag
1. A. Approve the minutes of the Special Commission Meeting ofNovember 19, 2014.
2. Courtesy of Floor to Visitors
A. Presentation of Life Saving Award to Police Officers Jason Fissel and Stephen Davis.
B. Presentation of Life Saving A ward to Police Officers Tricia Anderson, Carl Johnston,
Justin Veal and Sergeant Chris Pegram.
3. Unfinished Business from Previous Meetings
A. PLAT 14-00100039 (1251 Selva Marina Circle)
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 Financial Report for October 2014.
B. Authorize Mayor Carolyn Woods to sign any required paperwork for the Justice
Assistance Grant on behalf ofthe City.
5. Committee Reports
None.
6. Action on Resolutions
None.
7. Action on Ordinances
None.
8. Miscellaneous Business (Discussion only)
A. Public Hearing on request for use by exception (UBEX-14-00100045) to allow
welding, metal fabrication, and sheet metal works in the Light Industrial and
Warehousing (LIW) Zoning District at 325 Mealy Drive.
B. Open Access to Hanna Park from Seminole Road.
C. Upgrade Chambers Camera System from Single to Multiple Cameras.
9. City Manager
A. City Manager's Rep mi.
• 90-Day Calendar (December 2014-February 2015)
10. Reports and/or requests from City Commissioners and City Attorney
1
Please Note: This meeting will be live-streamed and videotaped and can be accessed by clicking on the
Commission Meeting Video tab located on the home page of the City's website at www.coab.us.
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
ofthe 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, December 5,
2014.
2
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 OF SPECIAL CALLED MEETING OF
AGENDA ITEM #lA
DECEMBER 8, 2014
ATLANTIC BEACH CITY COMMISSION HELD ON NOVEMBER 19,2014
PRESENT: Mayor Carolyn Woods
Mayor Pro Tern Mark Beckenbach
Commissioner Jonathan Daugherty
Commissioner Jimmy Hill
Commissioner Maria Mark
ALSO: Richard Komando, City Attorney
Donna Bartle, City Clerk
Nancy Bailey, Recording Secretary
Call to order.
The Mayor called the meeting to order at 6:30 p.m. in the Commission Chamber. Mayor Woods
explained the Special Called meeting was being held for the selection of a new City Manager.
1. Courtesy of the Floor to Visitors
Mayor Woods opened the Courtesy of the Floor.
Chris Jorgensen, 92 W 3rd Street, stated the new City Manager will need to deal with several issues
including parking and speeding on Seminole Rd. He stated it is an interesting process but hopefully not
a frequent process.
No one else in the audience spoke so Mayor Woods closed the Courtesy of the Floor.
2. Selection of a City Manager
Motion: Auuoint Nelson Van Liere as City Manager and authorize the City Attorney, with
assistance from the Director of Human Resources, to negotiate an employment agreement with
Nelson Van Liere, based on the attached template and within the parameters of the budget
approved by the Commission, and authorize the Mayor to execute said Agreement on behalf of the
City.
Moved by Daugherty, Seconded by Hill
Each Commissioner addressed the qualifications and attributes of both of the candidates.
Mayor Woods called for the vote.
Votes:
Aye: 5-Beckenbach, Daugherty, Hill, Mark, Woods
Nar: o
MOTION CARRIED
3. City Manager Model Employment Agreement
AGENDA ITEM #IA
DECEMBER 8, 2014
Commissioner Daugherty stated this was pmi of his motion. Mr. Komando asked that they be specific
because they are asking him to do that. He stated the plan was for him to rely on Cathy Berry as
technical support in pmi because he believes it would be an awkward position for her to negotiate with
her future boss what his employment contract should be. He stated if it is okay with the Commission,
his plan was to make sure they are okay with the model contract/agreement that Ms. Berry included
from ICMA. He stated if there is anything they dislike about that, please let him know tomorrow and he
will start putting it together.
Commissioner Beckenbach stated he wants to make sure they don't have a six-month time frame for the
City Manager to receive compensation when they are not here and believes it has been moved back to
three months. Mr. Komando stated the State changed the statute to 20 weeks; it can't be more than that.
Discussion ensued.
Commissioner Beckenbach also stated the individual who is the City Manager should live in City. He
stated he wanted to make sure it is noticed and the Commission is totally in agreement with this.
Commissioner Hill asked what the time period is for taking up residence in Atlantic Beach. Mr.
Komando stated there isn't one, which is an issue that the Chmier Review Committee has reviewed
extensively. Discussion ensued. Mr. Komando reiterated the Chmier states that during the tenure of
office the City Manager shall reside in the City of Atlantic Beach; it doesn't give a timeframe. He stated
the Chmier Review Committee is contemplating revision to that, where they would place the residency
requirements for the City Manager as established by ordinance in the hands of the Commission.
Commissioner Mark asked how much of the template agreement is Mr. Komando going to use; will he
base it on the previous agreement they had with the former City Manager. Mr. Komando stated he plans
to talk with each of the Commissioners before he includes or excludes anything.
City Clerk Bartle clarified the motion, asking if the intent was to approve the recommendation from the
staff report on item 3 and incorporate appointing Nelson Van Liere in that language. Commissioner
Daugherty stated yes he wanted to include that in his motion. Ms. Bartle read the motion. The
Commission agreed to the wording and the original motion reflects the wording.
There being no further discussion by the City Commission, Mayor Woods declared the meeting
adjoumed at 6:56 p.m.
ATTEST
Donna L. Bartle, CMC
City Clerk
-2-
Carolyn Woods
Mayor
AGENDA ITEM:
DATE:
SUBMITTED BY :
STAFF REPORT
City Of Atlantic Beach
Commission Meeting
Life Sav in g Award
December 8, 2014
Victor L. Gual ill o -Poli ce Co mmand e r \,\~\
AG~NOA ITEM #2A
OECEM IJER 8, 2014
BACKGROUND: The C ity o r Atlanti c Bea ch Pol ice Departm ent recogni zes departm ent memb ers
fo r th e ir excepti onal performan ce in the a rea of pre se rvat io n of hum an life.
Whil e an office r's dail y act ions ma y ultimately re su lt in in creased sa fet y to th e publi c, th ere ai'C some
c irc um s tances when officers enco unter immin en t s ituation s where th eir acti o ns have an un deniab le
and direct e ffect to save a life.
Atl a ntic Beac h Poli ce Officers, Ja so n Fi sse l and Stephe n Davis responded to th e rep o rt of a man who
was threa tening to jum p off of the Intr acoastal Wat erway Brid ge at 11 :09 PM on October 06, 20 14 .
Officers Fisse l and Dav is arri ved at th e top of th e Intra coas tal Wat erway Brid ge and saw a mal e
lea nin g forw ard agai nst th e barri er WHII and gua rdrail out ove r the water. The offi cers spo ke to the
man and lea rn ed that he had just cra shed hi s ca r in a s in gle ve hi c le accide nt on the bridge. The
o fficer s mana ge d to pos iti on th e mse lves o n either side o f the citizen and Officer fi ssel engaged him in
co nversa ti on. The man told th e offi ce rs that he wanted to take hi s ow n life. Officer f issc l kept
d istrac t ing th e citi ze n by talking to him about the acc ident , shinin g hi s fla shli g ht on paperwork that
was on the ground and finally by drop ping hi s fla shli ght on th e gro und , whi ch al lowed Officer Davis
to inch closer to him . By int e nti ona lly droppin g hi s fl as hli ght , Officer Fi sse l's qui ck thinkin g allowed
Officer Dav is the fina l opp ortunit y to move, unn oti ced, th e la st few feet towa rd the c iti zen and grab
him , pullin g him awa y from the edge o f th e brid ge. The offi ce rs had to wres tl e th e man away from the
edge of th e brid ge to a point of sa fety, where th ey were ab le to secu re him and place him into th e back
of a po lice c rui se r. Once th e s itu ati on l1acl ca lmed, Oflicer Davi s was able to ta lk to the c iti ze n, vvho
told him th at he wa s a co mb at ve teran who s uf fered fr om Pos t Traumatic Stress.
Th ese Officers ex hibited excep ti ona l professiona li sm, bravery and teamwork whi le wo rkin g to save
the life o f a person ill grea t di stress. It is with great pride that I re co mm end th ese officers for th e
Po lice Depa 1tment's Life Sav in g award. The officers will be rec og nized with a n o ffi c ia l lett er
re co rd in g th e ir ac hieveme nt a nd be auth o1·ized to \Vea r th e agenc ies Life Sav in g award pin o n th eir
uniform .
BUDGET:N/A
RECOM M F.NOATIONS : To rc cog ni t.:e Officers Fis sel and Davi s al th e Dece mb er 8, 20 14
Co mmi ss ion Me etin g and present th em wi th th e Life Savin g awa rd .
ATTACHMENTS: N/A ..
AGENDA I TEM:
DATE:
SU BMITTED BY:
STAFF REPORT
C ity of Atlantic Bench
C ommission Meeting
Life Saving Award
Dec emb er 8, 201 4
Victor L. Oualillo -Po li ce Co mm and er v~-A
AGENDA ITE M 112 13
DECEMBER II, 2014
B ACKGROUND: The Ci ty of At lanU c Beach Po li ce Department recognizes depart men t membe rs
fo r their exce pti o nal perfo rmance in the area of preservat ion of human life.
Whi le an o ffi cer's daily ac ti ons may ultimately resu lt in increased safety to lhe pub lic, there are some
c ircu mstances when officers enco unt er imminen t situations where th eir ac tions have an undeniable
and direct effec t to save a life.
Atlantic Beach Pol ice Officers, Triei a And erso n, Carl Johnston, Just in Veal and Sergea nt Chri s
Pegram res pond ed to the report of a woman threateni ng to j ump off of the Maypo rt Roa d overpa ss al
6:00 AM on November I 0, 20 14 . O ffi cer Johnston pos it io ned him self below the citi zen on Mayport
Road to stop traffic and bega n spea kin g to her to stop her actions. Officer Anderson drove to th e top
o f th e ove rpass an d once th ere, start ed talkin g to th e woman to co nvince her not to jump from th e
o verpa ss. Over the next severa l minut es th e s itu at ion improved an d deteriora ted severa l tim es d es pit e
Offi ce r Anderso n's excellent eff01ts to compass iona tely co mmuni cate with the cit izen aski ng he r to
come dow n off of the wall. Se rgea nt Pegra m and Officer Veal arrive d to assis t as the citi ze n, who was
now o n the ou ts id e of th e ba JTier wall , c rouc hed down an d perched precari ous ly on two smal l metal
bo lts that were protruding fro m Lhc wall. The three officers quickly capi tali zed on the opportu nity
created when the woman was no t ab le to see t hem by approaching a nd grabb ed her by the anns pulli ng
her back over U1 e wall to safety.
All of the office rs exhibite d exceptiona l profess iona li sm, bravery an d compass ion whil e wo rkin g
togeth er to save the life o f a person in djstress. It is with great admi ration that I reco mm end these four
officers fo r the Po li ce Department 's Life Saving award . The officers will be recognized with an
o ffi cia l lett er reco rding their achjeve ment and be au thorized to wear th e age ncies Life Savin g awa rd
pin on their uni form .
BUDGET: N/A
RECOMMENDATIONS: To recognize all officers inv olved at th e December 8, 20 14 Co mmi ssion
Meeting an d present them with thi s awa rd.
ATTACHM ENTS: N /A
REVIEWED BY CITY MANAGER:._~......:..._•_~..:...~~=~-~-=::__------
AGENDA ITEM:
SUBMITTED BY:
DATE:
STRATEGIC PLAN LINK:
CITY OF ATLANTIC BEACH
CITY COMM l SSION MEETING
STAFF REI)ORT
AGENDA ITEM #3A
OEC£MBER 8, 2 014
PLJ\T 14-00 10 0039 (1251 Selva Marina Ci rcle) /lJi
Jeremy llubsc h 7 rr
Blli ldin g and Zo nin g Director
November 25,201 4
Non e
BACKGROUND: Tbc app lica nt is req ues tin g approva l of are-p lat of their property, which is a
38,000 sq uare foot parcel located a t th e end oftbe cu l-de-sac, Se lva Marina Circ le and is pari of
Se lva Marin a Unit 1 in th e RS-L (resid en ti a l large lot) zonin g d istri c t. The minimum lot s izes in
lh e RS-L zonin g di s tri ct are I 0,000 squa re feet. T he resulting lot sizes afler th e proposed re-p lat
wou ld be a ppro x im ately 20,000 square feet and 17,000 squ are fee t, which arc significantly larger
th an t he minimum lo t size requirement.
Tbc re-plat is necessar y in order to divide the prop ert y and to mov e th e platt ed buildi ng
restricti on lin e (b ui ldin g se tback) furth e r bac k. Section 24-256 (a) states th at no new lots can
ha ve a width of less thaJ1 75 fe et at th e bui ldin g restriction ! i ne. T his lot is on a c ul -de-sac, and
has an irreg ul ar shap e. As it is c urrentl y platte d , th e lot is 65 feet wide at the building restric ti on
li ne. The applicant is propos in g to move th e buildin g restrictio n lin e from 40 feet to 50 feet,
wh ic h th e n creates two lots that both meet th e require ment of 75 lo t width s at th e building
re stri ct ion lin e.
The Co mmunity D eve lopm ent Board vo ted to reco mm e nd approval by a vote of6-0 at th e
October 2 1st meeting. Befor e fma l app roval can be granted by the Cit y Co mmi ss ion , the existing
stru cture must be demo] ished o r altered to an exte nt that it co nforms to a ll regula ti ons. T he
ap plicants are aware of thi s require ment a nd have requested a 120 cla y all owance after City
Comm iss ion app roval to perform the ne cessa ry changes. Once thi s cond iti o n is met , th e rc -pl at
ca n be recorded. The Co mmi ss ion has also expressed interest in limiting th e dri veway w idth on
th e two new properties if th e re-pl at is approved. Sec below for recom me ndati ons.
BUDGET: No ne.
RECOMMENDATION: Approve Plat 14-00100039 (1 25 1 Se lva Marina C irc le), with th e
co nditi ons that th e existi ng s tru ct ure o n s ite is demo li s he d or a lte red within 12 0 days of approva l; li mit
the driveway widths to 12 feet thro ugh the ri ght o f way a nd w ithin 20 fe et of t he prope rty lin e that is
adj acent to c ul -de-sac; limit th e dri veway width to 24 feet on th e re maind e r of prope1ty.
ATTACHMENTS:
materi a ls.
Co mmunity Deve lo pmen t B oa rd s taff report a nd s upp o rtin g app lic at ion
REVIEWED BY CITY MANAGER: ;J..
-?/ lr~~~
City of Atlantic Beach
AGENDA ITEM# 4A FINANCIAL REPORT DECEMBER 8, 2014
October 2014
Cash Balances
Prior Current Dollar Percent
Fund(s) 09/30/14 10/31/14 Change Change
General $ 6,925,797 $ 6,338,811 $ (586,986) -8.48%
Tree Replacement 14,673 14,673 0.00%
Convention Development Tax 58,632 62,297 3,665 6.25%
Local Option Gas Tax 82,381 108,807 26,426 32.08%
Better Jax 1/2 Cent Sales Tax 425,292 454,072 28,780 6.77%
Police Training, Forfeiture, Grants, etc. 161,710 161,187 (523) -0.32%
Community Development Block & ARRA Grants 0.00%
Debt Service 0.00%
Capital Projects 2,990,979 3,000,387 9,408 0.31%
Utility 4,484,645 4,261,887 (222,758) -4.97%
Sanitation 676,623 686,125 9,502 1.40%
Building Code Enforcement 288,882 1,203,626 914,744 316.65%
Storm Water 1,518,181 1,526,898 8,717 0.57%
Pension -Police 9,581 9,899 318 3.32%
Pension -General 27,899 47,168 19,269 69.07%
Total $ 17,665,275 $ 17,875,837 $ 210,562 1.19%
Total Restricted Cash 7,043,036
Total Unrestricted Cash $10,832,801
Cash and Investments
Annual Prior Current Dollar Percent
Account Yield 09/30/14 10/31/14 Change Change
Bank of America -Depository 0.20% $ 1,914,527 $ 2,107,612 $ 193,085 10.09%
Guggenheim Floating Rate A 3.51% * 1,521,915 1,532,070 10,155 0.67%
Hartford Floating Rate Bond A 4.01% * 1,527,314 1,535,500 8,186 0.54%
lnvesco Floating Rate A 3.92% * 1,712,213 1,723,202 10,989 0.64%
MainStay Short Term Duration High Yield A 3.70% * 2,567,593 2,575,311 7,718 0.30%
Lord Abbett St Duration Inc A 2.60% * 2,993,363 2,993,678 315 0.01%
Putnam Diversified Inc. 4.24% * 2,998,316 2,955,468 (42,848) -1.43%
Alliance Limited Duration High Income A 2.89% * 2,424,772 2,442,118 17,346 0.72%
MSSB Money MarkeUCash 0.05% * 1,778 7,394 5,616 0.00%
SBA-Florida Prime 0.16% 334 334 0 0.01%
Cash on Hand 3,150 3,150 0.00%
Subtotal $ 17,665,275 $ 17,875,837 $ 210,562 1.19%
Police Pension Investments $ 8,239,137 $ 8,479,431 $ 240,294 2.92%
General Pension Investments 14,891,523 15,321,027 429,504 2.88%
Subtotal $ 23,130,660 $ 23,800,458 $ 669,797 2.90%
Total $ 40,795,935 $ 41,676,295 $ 880,360 2.16%
* Denotes the 30 day SEC Yield Anualized
City of Atlantic Beach
FINANCIAL REPORT
October 2014
AGENDA ITEM # 4A
DECEMBER 8, 2014
Revenues
Annual YTD-8.33% YTD Dollar
Fund I (Footnote) Estimate of Estimate Actual Variance
General $ 11,327,675 $ 943,933 $ 644,178 $ (299,755)
Convention Development Tax 88,300 7,357 10,748 3,391
Local Option Gas Tax 435,909 36,325 39,897 3,572
Better Jax 1/2 Ct Sales Tax 714,864 59,571 54,538 (5,033)
Police Training, Forfeiture & Grants 97,190 8,097 8,128 31
Grants 91,386 7,615 -(7,615)
Capital Projects 230,000 19,165 9,408 (9,757)
Utility 8,303,752 691,971 822,770 130,799
Sanitation 1,801,000 150,081 157,159 7,078
Building Code Enforcement 446,000 37,164 29,415 (7,749)
Storm Water 1,135,500 94,624 93,962 (662)
Pension -Police 1,440,505 120,040 297,913 177,873
Pension -General
Total $
2,127,619 177,300 588,114
28,239,700 $ 2,353,243 $ 2,756,230
Analysis of Major Variances
(Variances >$25,000 AND 1 0.00%)
410,814
$ 402,987
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. Highlighted variance
explanations follow:
General Fund revenues show a net decrease of $299,766. Most of this decrease is due
to the timing of receipt of ad valorem taxes, the majority of which are received in late
November and December, and the quarterly reimbursement by COJ for lifeguard/beach
maintenance and mutual aid assistance. These decreases were partially offset by higher
than anticipated receipt of electric public service taxes from JEA and local business tax
receipts; and timing of the receipt of the annual County allocation of business tax receipts;
and the annual 10% true-up of the prior year's JEA franchise fees.
Utility Fund revenues were higher than anticipated by $130,799. The final cost-share
reimbursement from the SJRWMD for the reuse sanitary sewer project, the annual
antenna tower lease rental payment, and effluent outfall expense reimbursements from
COJB and NB were all received in the month of October.
Pension Funds reflected significant, positive variances this month, $177,873 and
$410,814, respectively, from the increased value of investments.
Percent
Variance
-31.76%
46.09%
9.83%
-8.45%
0.38%
-100.00%
-50.91%
18.90%
4.72%
-20.85%
-0.70%
148.18%
231.71%
17.12%
City of Atlantic Beach
FINANCIAL REPORT
October 2014
AGENDA ITEM# 4A
DECEMBER 8, 2014
Department
Annual
Estimate
Expenses
YTD-8.33%
of Estimate
YTD
Actual
Dollar
Variance
Percent
Variance
Governing Body $ 41,665 $ 3,468 $ 4,082 $ (614) -17.70%
City Administration 2,691,488 224,252 183,836 40,416 18.02%
General Government 642,322 53,513 160,244 (106,731) -199.45%
Planning and Building 493,820 41 '134 34,914 6,220 15.12%
Public Safety 8,437,904 703,103 320,214 382,889 54.46%
Recreation and Special Events 364,353 30,352 44,868 (14,516) -47.83%
Public Works 7,995,120 821,228 367,551 453,677 55.24%
Public Utilities 9,266,750 1,737,933 700,089 1,037,844 59.72%
Pension -Police 753,119 62,754 57,301 5,453 8.69%
Pension -General 957,880 79,820 139,228 (59,408) -74.43%
Total $ 31,644,421 3,757,557 2,012,327 $1,745,230 46.45%
Annual YTD-8.33% YTD Dollar Percent
Resource Allocation Estimate of Estimate Actual Variance Variance
Personnel Services $ 9,754,570 $ 813,170 $ 687,518 $ 125,652 15.45%
Operating Expenses 11,002,516 916,370 940,331 (23,961) -2.61%
Capital Outlay 7,349,487 612,432 249,844 362,588 59.20%
Debt Service 2,152,818 1,300,171 5,283 1,294,888 99.59%
Grants and Aids 36,820 3,067 17,000 (13,933) -454.29%
Transfers 1,348,210 112,347 112,351 (4} 0.00%
Total $ 31,644,421 $ 3,757,557 $ 2,012,327 $ 1,745,230 46.45%
Analysis of Major Variances
(Variances >$25,000 AND 10.00%)
In general, the major variances are a result of timing differences created between the percentage of budget
elapsed-to-date and actual expenditures. Highlighted variance explanations follow:
City Administration positive variance of $40,416 expense savings are related to the Finance Director
vacancy; recognition of the utility bill printing and postage expense for October being recorded on a cash
basis when paid in November; and, the timing of capital outlay expenditures for the IT Department.
General Government had a $106,731 negative variance for the period. Premiums for property and
liability insurance are paid for the fiscal year and expensed in the month of October, while the budget
allocates these expenditures evenly over the entire fiscal year.
Public Safety reflects a $382,889 positive variance due primarily to the timing of capital expenditures
related to the new Public Safety building, the COJ quarterly fire contract expenditures, and seasonality of
lifeguard expenditures.
Public Works positive variance of $463,677 was due to project activity budgeted that has not been
started or completed and the recognition of the sanitation contract hauler expense for October being
recorded on a cash basis when paid in November.
Public Utilities positive variance of $1,037,844 was a combination of savings from debt refunding, offset
by premiums for property insurance paid for the fiscal year and expensed in October.
Pension-General shows a negative $69,408 variance for the period. A change in accounting for the
DROP plans will now reflect expense when the DROP participant terminates service with the City. Due
to the unpredictable nature of terminating participants, budget will vary.
Personnel Services had a $126,654 positive variance for the period. The Finance Director, Public
Safety Director, and patrol vacancies, in addition to savings in the lifeguard division due to seasonality,
contributed to this variance.
Capital Outlay has a positive variance of $362,688. Purchase orders are issued during the first few
months of the fiscal year, with actual capital and project expenditures occurring in the middle or latter part
of the fiscal year.
Debt Service reflects a significant savings of $1,294,888, since debt was refunded and the expenditures
originally budgeted are not being incurred.
City of Atlantic Beach
FINANCIAL REPORT AGENDA ITEM# 4A
October 2014 DECEMBER 8, 2014
Project Activity -Current Year Activity Only
Project YTD YTD
Project Name Number Budget Actual Encumbrances Balance Status
Public Safety:
Design & Construct New Police Building PS1501 2,600,000 2,600,000 s
$ 2,600,000 $ $ $ 2,600,000
Public Utilities:
Reclaim Water Facility PU0805 135,399 89,399 46,000 I
PT Repair at Lift Station C PU1306 6,500 6,500 c
lnline Valve Installation PU1404 36,515 36,515 I
Effluent Outfall Replacement PU1408 11,625 11,625 I
Effluent Pump at WWTP PU1409 14,478 14,478 I
Connect A 1 A at Mallard Cove PU1410 126,662 6,662 120,000 D
Well Logging -6 Wells PU1501 30,000 30,000 s
Update Models PU1502 30,000 30,000 E
Replace WM on Seminole Rd 5-Way to Atlantic Blvd PU1503 700,000 700,000 E
Replace Effluent Outfall Line-Sherman Point (Cost Share) PU1504 320,000 320,000 D
Lining of Wetwell at Mimosa Cove Lift Station PU1505 15,000 15,000 s
Lining of Wetwell at Fairway Villas Lift Station PU1506 15,000 15,000 s
Clean and Televise Effluent Gravity Outfall to ICW PU1507 15,000 15,000 s
Fence/Wall at WWTP PU1508 80,000 80,000 s
Replace Irrigation System With Reuse System PU1509 20,000 20,000 s
Subtotal $ 1,556,179 $ 95,899 $ 115,280 $ 1,345,000
Parks Maintenance:
Rose Park Development PM1302 5,276 5,293 (17) c
Russell Park Tennis Courts 1-2 PM1401 98,136 98,136 c
Electric Gate at Dutton Island Park PM1404 4,466 4,171 295 I
Russell Park Renovation PM1501 250,000 250,000 s
Howell Park Parking Lot lmprovemens PM1502 25,000 25,000 s
Donner Park Playground Lights PM1503 10,000 10,000 s
Bull Park Playground Equipment & Swing PM1504 75,000 75,000 s
Dutton Island Road Improvements PM1505 25,000 25,000 s
Marsh Project Pedestrian Path PW1408 97,220 97,220 E
March Overlook & Kayak Launch PW1409 300,000 300,000 E
Subtotal $ 890,098 $ 107,600 $ 97,220 $ 685,278
Public Works:
Robert Street Ditch PW1404 14,213 14,213 E
Salt Air/Sturdivant Drainage and Sidewalk lmprovmts PW1406 132,700 2,700 130,000 E
Seminole Streetscape PW1407 316,660 66,660 250,000 E
Saltair Drainage Improvements PW1411 250,000 250,000 E
South End of Seminole Road Drainage CIP PW1412 650,000 650,000 E
Batting Cage Mat I Russell Park PW1416 10,966 10,966 c
Bike Racks & Street Lights PW1501 20,000 20,000 s
Francis Avenue Drainage Improvements (CDBG) PW1502 91,386 91,386 E
Begonia Street W 6th to W 9th -Design Only PW1503 30,000 30,000 s
City Hall Parking Lot Lighting -Last Section PW1504 10,000 10,000 s
Subtotal $ 1,525,925 $ 10,966 $ 83,573 $ 1,431,386
Total $ 6,572,202 $ 214,465 $ 296,1)73 $ 6,06~,664
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
STAFF REPORT
City of Atlantic Beach
Commission Meeting
AGENDA ITEM: .Ju s tice Assistance Grant (JAG) Direct FY 20 14
DATE: December 5, 20 14
SUBMITTED BY: Victor L. Gua lill 01 Police Commander J\.~
BACKGROUND:
A GENOA lTEM fl. 4 u
DECEMBER 8, 20 14
The Florida Department of Law Enforcement (FDLE) has received an award from the
United States Department of Justice (USOOJ) for FY 2014 Justice Assistance Grant
(JAG) fu nd s. These grant funds are distributed to units of local govcmmcnt ba sed on
local population and c1ime stati st ics reported to FDLE. The amount allocated to the
Atl antic Beach Police Department is $2,746. This grant doc s not require any matching
funds from the City.
The Po li ce Department has identified a need for readi ly accessib le Indi vidual First Aid
Kit s (IF AK) for t he officers. These fir s t aid kits co ntain updated medical components
that have been proven in modern combat situatio ns to help contro l the most common ly
encountered loss of life, seve re hemorrhaging caused by gunshot wounds or lacerations.
With the use of these grant funds , the department will be able to provide each officer with
modern medical components to help protect the lives of citize ns and officers if necessary.
To move the process forward , the Commission need s to authori ze the Mayor to sign the
grant app li cation and certifications on behalf of the city. When this is authorized , the
police department will submit the grant application, manage the approved grant and
purchase the medical kit s. The online grant app l ication has been completed and is
awaiting submission. The deadline for s ubmi ssio n is December 19, 2014. The start date
for mo st JAG programs will be February I , 20 15.
BUDGET: This action will provide $2,746 in grant funding to be added to the 2014-
20 15 budget to purchase lndivi.dua l First Aid [(its for the police officers.
RECOMMENDATIONS: To autho ri ze Mayor Carolyn Woods to sign any requ ired
grant paperwork on beh alf of the City.
ATTACHMENTS: None
REVfEWED BY CITY MANAGER:_-77. __ . _(/(,_o-. __ ;2_~ _______ _
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM #SA
DECEMBER 8, 2014
AGENDA ITEM: Public Hearing on request for use by exception (UBEX-14-00100045)
to allow welding, metal fabrication, and sheet metal works in the Light
Industrial and Warehousing (LIW) Zoning District at 325 Mealy Drive
SUBMITTED BY: Jeremy Hubsch
Building and Zoning Director
DATE: November 21, 2014
STRATEGIC PLAN LINK: None
BACKGROUND: The applicant is with Mostar Fabrication International. This is a company that
repairs roll off dumpsters and other metal items by welding on replacement panels and fabricated parts.
The applicant is required to obtain a Use-By-Exception per Section 24-112(c)(6), which states one is
needed for, "welding shops, metal fabrication and sheet metal works", within the Light Industrial and
Warehousing (LIW) zoning district. A Use-By-Exception is required for these types of uses because
they can potentially produce noises or odors that affect nearby residential properties.
The site is located near the middle of the Light Industrial and Warehousing zoning district at the
northeast comer of Mealy Street and Mealy Drive. The site has an existing 4,500 square foot metal
building, two paved access points, paved parking and a 6 foot chain link fence around the property. No
new construction at the property in order to accommodate the use is required or expected in the near
future.
The applicant expects to have 3 to 4 employees at this point, though the company is just starting out
could grow if things go well. However, that would possibly require them to relocate to larger facility.
Most work will be contracted to perform repairs to their equipment. As a result no signage is needed at
this time. All work will be performed indoors. All projects stored outside must be located in the side or
rear yard and screened from view.
At the November 18th Community Development Board meeting, approval was recommended to the
City Commission by a vote of 6-0 with conditions that hours of operation are limited to 7 AM to 6PM
Monday to Saturday.
BUDGET: None.
RECOMMENDATION: Approve the Use-By-Exception 14-00100045 with condition that hours
of operation are limited to 7 AM to 6PM Monday to Saturday.
ATTACHMENTS:
14-00100045 application.
Copy of Community Development Board staff report; copy of UBEX-
REVIEWED BY CITY MANAGER: -~----'--!../._. _?__,~""',__,'-"-'-=;;/£_U:(=· '---'-~-~',__ _________ _
AGENDA ITEM# SA
DECEMBER 8, 2014
SUGGESTED ACTION TO RECOMMEND APPROVAL
The Community Development Board may consider a motion to recommend approval to the City
Commission of a requested Use-by-Exception (File No. UBEX 14-00100045) to permit welding,
metal fabrication and sheet metal works within the Light Industrial and Warehousing (LIW)
Zoning District and located at 3 2 5 Mealy Drive provided:
1. Approval of this Use-by-Exception is consistent with the intent of the Comprehensive Plan.
2. Approval of this Use-by-Exception is in compliance with the requirements of Section 24-63,
Zoning, Subdivision and Land Development Regulations.
3. The requested use is consistent with Section 24-112( c) in that the proposed use is found to be
consistent with the uses permitted in the LIW zoning district with respect to intensity of use,
traffic impacts and compatibility with existing industrial uses, commercial uses and any nearby
residential uses.
SUGGESTED ACTION TO RECOMMEND DENIAL
The Community Development Board may consider a motion to recommend approval to the City
Commission of a requested Use-by-Exception (File No. UBEX 14-00100045) to permit welding,
metal fabrication and sheet metal works within the Light Industrial and Warehousing (LIW)
Zoning District and located at 325 Mealy Drive provided
1. Approval of this Use-by-Exception is not consistent with the intent of the Comprehensive Plan.
2. Approval of this Use-by-Exception is not in compliance with the requirements of Section 24-63,
Zoning, Subdivision and Land Development Regulations.
3. The requested use is not consistent with Section 24-112( c) in that the proposed use is found to
be inconsistent with the uses permitted in the LIW zoning districts with respect to intensity of
use, traffic impacts and compatibility with existing industrial uses, commercial uses and any
nearby residential uses.
Page 3 of3
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF R EPORT
AGEN DA ITEM: Open Access to Hann a Park fr om Sem in o le Road
SUBMITTED BY: Ne lson VanLiere, C it y Manager ,
DATE: Novcmbcr23 ,20 14
ACENOA ITEM fl 8ll
DECEMJlER 8,2014
BACKGROUN D: From time to time, the qu es tion of openin g an access for loca l pe destrians and cyc li sts
to enter and leave Ha1m a Park at Sem in ole Roa d has been discussed. These
di sc uss ion s cover many ben efit s and concern s about th e imp act opening an access
would have on o ur co mmuni ty . Di scuss io ns related to ph ys ic al access, fee co ll ection,
touring cyc li s ts, sa fet y and traftic on Se min ole Ro ad to neighborhood security are all
co nc ern s to be add ressed.
Thjs item is bein g placed o n th e age nda to di scuss how mu ch desire there is from the
Co mm issio n to open an access. If the Co mm iss ion agrees, Staff will pursue vario us
option s with the Ci ty o f Jackso nv ill e and return with a ful l repo rt on the topic.
Prelimin ary di sc ussio ns with Ja ckson vill e indic ate a wi ll ingness to work with us on
allowing access. The prop osa l wo ul d be cons id ered a pilot program that could be
reversed if th e impact was found to be und es irabl e in th e future after an eva lu ati on
period.
So me of the iss ues di scussed arc as foll ows:
Reasons to open:
Pro vi de easy access for residents to th e park
Promote hea lthy Li festy le, wa lkin g, running and biking
Alt erna ti ve to beach access
Eas t Coas t Bike Trail ad diti on o f signifi ca nt improvement
May inspire a plan for a bike la ne on Seminole north of the five point int e rsec ti on
Great place for neighb orhood kids to pl ay with security
Elimin ate th e nee d to go to Mayport Roa d to get to the park
Atlantic Beach surfers can ge t to the pole s by bike
Dogs are allo we d
Gate co uld be lo cked at night
Add s acres of park
The access wo uld be a se llin g point for home own ers mark etin g the ir ho mes
Reasons not to open:
Fea r of di sruptin g the quiet c ul -de-sac at t he end of Semino le Roa d
Traffic -bike to uti ng group s on Seminol e
Liability
Pedestrian Safety
Park visitors comin g from th e park into the neighborhoods
Other information of interest;
AGENDA ITEM # 8B
DECEMBE R 8 , 2014
Onl y 900 perso ns per yea r = 2.47 per day go through th e front gate on foo t or bike per COJ
At $3 .00 per person, thi s equates to $2,700 in revenu e to Jacksonville per yea r
Th ere wou ld be a cost to install a narrow gate and crea te a short path
There are man y s upporters of ope nin g a n access, but some issues need to be to solve first. I be li eve there is a
low cost solution if the Co mmi ss ion is interested in hav in g sta ff go fo rward wi th the program.
BUDGET: There is no bud get for this item
RECOMMENDATION: Discuss th e des ire to have staff work with Jacksonv ill e staff to propose a
program that will allow for an open access ga te at th e north end of Sem inole
Road
ATTACHMENTS: 3 Ph otos of the north end of Seminole road
Map of Cyclin g Route s & Bike Facilities
Web infonnati on on Kathryn Abbey Hanna Park
Acces s To Hanna Park Photos
AG!i:NOA I TEM 1188
Oli:C EMBEf{ 8, 2014
AGENDA ITEM #8B
DECEMBER 8, 20 14
AGENDA ITEM:
SUBMITTED BY:
DATE:
BACKGROUND:
CITY OF ATLANTIC BEACH
CITY COMMISION MEETING
STAFF REPORT
AGENDA ITEM# 8C
DECEMBER 8, 2014
Upgrade Chambers Camera System from Single to Multiple
Cameras
Keith Randich, IT Director
November 20, 2014
Staff was requested to investigate the cost of upgrading the current Chambers camera
system from single to multiple cameras.
In 2013, the City elected to videotape Commission meetings using a single camera
system purchased from Swagit Productions, LLC. The City paid about $8,000 for two
fixed cameras, encoder, web site design, cabling, and installation. The City started
broadcasting Commission meetings in September of 2013.
Drawbacks of the Current System
The current system displays a single view of the Chambers from a wide-angle video
camera. Two cameras are utilized, as the Chambers is used with the Commission or
committee seated at the dais, or at tables situated in front of the dais. These camera
views have the drawback of being a considerable distance from the participants. It is
often difficult to determine who is speaking. The addition of a guest podium further
pushes the camera view away in order to include the podium and guest speaker into the
frame.
Features of an Upgraded System
A multiple camera system allows the use of three or more cameras, with each camera
having the capability to have as many as six preset views. A camera preset would be
configured for each chair on the dais, the guest podium, and any other desired camera
shot desired. In addition, a direct feed to the Chambers computer will be added so a
view of the overhead can be displayed on the video feed as well. The cameras would
be controlled by an editor that would select the camera view based on the speaker,
presenter, or presentation.
Our system would be designed to be able to use either the single or multiple camera
modes. When in the multiple camera mode, Swagit personnel would be performing the
camera switching I editor role.
All of the existing camera hardware would be used in the multiple camera system. We
would need to purchase additional cameras, a video switching system, cabling, and
installation.
AG ENDA ITEM fi 8C
OEC EMBI':R 8, 20 14
Examples of munici palities using multiple camera systems with Swag it includ e
Fernandina Beach and Clay County.
http:/lfernandinabeachfl.swag it.com/play/11182014-821
http :1/www. claycou ntygov. com/services-we-provide/agendas-minutes
Cost of the Upgrade
One Time Cost
Cameras, Switching System, Cabling and Installation
Recurring charges
Remote editing
Recurring charges for the Year for 40 meet ings @$130
$23,000
$130 I meeting
$5,200 I y ear
Total budget needed for operating and capital purchase = $28,200
BUDGET: Th e re is no budget for th is additional expense. The FY2015 budget for
video l ive streaming and recording is $13,000. Thi s expe nse is budgete d in th e General
Fund.
RECOMMENDATION: Discuss the cost and be nefits of upgrading the video
production capabilities and de termine if a budget modification should be proposed for
the added expense.
ATTACHMENTS: None
REVIEWED BY CITY MANAGER:_J_~_t_~-~~.:....__~----
November 19, 2014
Ke it h Rand ich
IT Manager
At lantic Beach, FL
l<e ith,
AGENDA IT[!;M H 8C
DECEMBER 8, 20 14
Swagit Prod uct ions began in 2003 w ith a m iss ion to supply jurisdictions an affordable sol ution to stream
content in an overpriced, co mplicated and hands-o n video industry. We strive to brin g our clie nts
co nve nie nce and transparen cy w ithout add i ng an extra work-load on behalf of the j urisdiction. A
compa ny that first specialized in turnaround streams for te levision st ations and newspapers, Swagit h as
g rown sign ifica ntly to a diverse client list which incl u des a variety of government entities, including:
ci ties, co unt ies , states, schoo l districts, newspapers, television st ations, etc.
• Swag it is unique. It is the only in the field that has a comp lete video p rodu ction faci l ity, a ll owin g
for serv ices and support of all you r video ca pturing, indexi ng, agenda integration and publishin g
needs.
• Swag it is h ands-free. All video uploading, archiving and in dexi ng is done by Swag it engineers,
wh ich m ea ns no extra work for j u ris dictio ns. Swagit is the only vendor that gives you the optio n
to let o ur staff do the work for you .
• Swag it is always there, 24/7. With Swag it, aud io/vid eo disk sto ra ge, system management and
bandwidth intensive delivery tasks can be offloaded to our conte nt network, which active ly
manages and mon itors 24 hours a day, 7 days a week.
• Swagit has an open API. Swag it's open architect ure means t hat we ca n Integrate w ith you r
cho ice o r ex i sting agenda management sol ution.
Swag it wou ld l ike to sincerely thank you for your time an d consideration . We look forward to working wit h
you on this important project and ar e 100% dedicated in meeting your streami ng needs. If you h ave any
questions regarding t his proposal or wou ld like any further inform atio n, plea se do not h es itat e to co ntact us.
Respectfu lly,
Michael Osu na
Director of Sales
Swagit Prod uctio ns, LLC
2 14.432.5905 (Office}
214 .957 .5401 (Cell}
michael@swagit.com
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
DECEMBER 8, 2014
Yvonne Calverley, Executive Assistant to the City Manag1 c__....--
November 18, 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 swearing-in ceremony for Police Chief (Michael Deal) will be held
on Monday, December 15th at 10 am in the Commission Chamber.
• The next Town Hall Meeting is Saturday, January lOth at 10 am at the
Gail Baker Community Center.
BUDGET: None
RECOMMENDATION: Approve the 90-Day Calendar for December 2014 through February 2015
ATTACHMENT: 1) Mayor and Commission 90-Day Calendar (December 2014 through
February 2015)
CITY MANAGER: ~~h Vex~ ~~
SU~D .-\Y ~IO~D .\Y
1
7 8
Commission Mtg
6:30pm
(Invoc -Beckenbach)
Videotaped
14 15
Swearing-in
Ceremony
(Police Chief)
lOam
Chamber
21 22
28 29
MAYOR AND COMMISSION
December 2014
TUESD.\Y \~'ED~ESD .-\ Y THURSD.\Y
2 3 ~
9 10 11
Newsletter Due
(Mayor)
16 17 18
23 24 25
City Offices City Offices
Closed Closed
30 31
FRID.\Y
5
12
19
26
Due Date fo r
1/12
Agenda Items
6
AGENDA ITEM# 9A
DECEMBER 8, 2014
S.\TURD .\Y
Tree Lighting
(Town Center)
13
20
z-
SU):D ~\ Y ,\[();\[),\ y
4 5 6
11 12 13
Commission Mtg
6:30pm
(lnvoc-Woods)
Videotaped
18 19 20
Martin Luther
King Day
City Offices
Closed
25 26 27
Commission Mtg
6:30pm
(Invoc-Mark)
Videotaped
MAYOR AND COMMISSION
January 2015
TUI ~SD .\ \" \\'E D~I:SD .\ Y Tf fURS D .\\"
1 2
New Year's Day
City Offices
Closed
7 8 9
14 15 16
21 22 23
28 29 30
FRID .\Y
Newsletter Due
(Mayor)
Due Date tor
1/26
Agenda Items
Due Date for
2/9
Agenda Items
3
10
AGENDA ITEM # 9A
DECEMBER 8, 2014
S.\'J'LJRD .\ Y
Town Hall Mtg
10 am
Gail Baker Center
17
24
31
SI.JND.\Y ~IO?'D.\Y
I 2 3
8 9 10
Commiss ion Mtg
6:30pm
(Jnvoc-Hill)
Videotaped
15 16 17
President's Day
City Offices
Closed
22 23 24
Commission Mtg
6:30pm
(lnvoc-Daugherty)
Videotaped
MAYOR AND COMMISSION
February 2015
TL"ESD.\Y \'\"EDNESD.\Y TIIURSD.\Y
4 5 6
11 12 13
18 19 20
?~ -:> 26 27
FRID.\Y
Newsletter Due
(Mayor)
Due Date for
2,23
Agenda Items
Due Date for
3/9
Agenda Items
~
14
21
28
AGENDA ITEM# 9A
DECEMBER 8, 2014
S.\TURD.\Y