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7-13-15 Agenda PacketCITY OF ATLANTIC BEACH CITY COMMISSION MEETING July 13, 2015-6:30PM AGENDA Call to order Invocation and pledge to the flag 1. A. B. Approve the minutes of the Commission Meeting of June 22, 2015. Approve the Minutes of the Commission Workshop of June 22, 2015. 2. Courtesy of Floor to Visitors 3. Unfinished Business from Previous Meetings A. Public Hearing 15-UBEX-1037 -Request for an expansion of an existing use-by- exception as permitted by Section 24-111(c)(5), to allow limited wholesale operations at 1175 Atlantic Blvd. 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 Monthly Finance Report for May 2015. B. Approve the award of Russell Park Fencing Improvements bid to Jax Fence Depot LLC. in the amount of$59,091.78 (Bid No. 1415-05). C. Designate Commissioner Maria Mark as the Voting Delegate for the 89th Annual FLC Conference in Orlando on August 13-15, 2015. 5. Committee Reports None. 6. Action on Resolutions A. Resolution No. 15-06 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF ATLANTIC BEACH, ACCEPTING AND ADOPTING THE UPDATED DUVAL COUNTY LOCAL HAZARD MITIGATION STRATEGY DOCUMENT 7. Action on Ordinances A. ORDINANCE NO. 5-15-63, Public Hearing and Final Reading AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA, ADDING PART II- CODE OF ORDINANCES, CHAPTER 2-ADMINISTRATION, ARTICLE V.-BOARDS AND COMMISSIONS, DIVISION 4. CREATING A SEASIDE COMMUNITY COUNCIL; PROVIDING FOR SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE. 1 B. ORDINANCE NO. 20-15-131, Introduction and First Reading AN ORDINANCE AMENDING THE OPERATING BUDGET FOR THE CITY OF ATLANTIC BEACH, FLORIDA FOR FISCAL YEAR BEGINNING OCTOBER 1, 2014 AND ENDING SEPTEMBER 30, 2015, AND PROVIDING AN EFFECTIVE DATE. 8. Miscellaneous Business (Discussion only) A. Mayport Corridor CRA Contract. B. Proposed Ordinance on Additional Senior Exemption. 9. City Manager A. City Manager's Report. B. 90-Day Calendar (July through September 2015) 10. Reports and/or requests from City Commissioners and City Attorney A. Appointment of members to the Seaside Community Council (Mayor Woods) Adjourn 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 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, July 10, 2015. 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. \lVe 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 IN ATTENDANCE: Mayor Carolyn Woods MINUTES REGULAR CITY COMMISSION MEETING June 22, 2015 CITY HALL, 800 SEMINOLE ROAD City Manager Nelson VanLiere AGENDA ITEM #lA JULY 13,2015 Mayor Pro Tern Mark Beckenbach Commissioner Jonathan Daugherty Commissioner Jimmy Hill Commissioner Maria Mark City Attorney Richard Komando Recording Secretary Nancy E. Bailey Call to Order/Pledge: Mayor Woods called the meeting to order at 6:30p.m. Commissioner Mark gave the Invocation, followed by the Pledge of Allegiance to the Flag. 1. Approval of Minutes A. Approve the minutes of the Commission Meeting of June 8, 2015. 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. Item 8B was taken out of sequence and acted on at this time. A. Mayport Corridor CRA. Building and Zoning Director Jeremy Hubsch introduced the proposed consulting team from Vanasse Hangen Brustlin, Inc. (VHB), James Sellen, Curtis Ostrodka, Margo Moehring, NE Florida Regional Council, and Steve Lindorff, retired Jacksonville Beach Planning Director. He explained VHB is currently working with the City of Jacksonville to create a CRA in the Village of Mayport and staff is proposing that Atlantic Beach hire them for the CRA for the Mayport Corridor. He summarized his staff report with slides on the Mayport Corridor CRA including the scope of work, the proposed Technical Advisory Committee, various maps, revenue projections, and possible projects. He answered questions from the Commission. Mr. Ostrodka and Mr. Lindorff further explained the CRA and answered questions from the Commission. Mr. Lindorff also explained the existing CRAs in Jacksonville Beach. Discussion ensued. It was the consensus of the Commission to move this item forward to the next meeting for action. 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. Dick Hilliard, 338 11th Street, thanked the Mayor, City Manager and others for meeting with him on some different projects that are either being completed or are completed in the City, which he did not believe had been taken care of by Public Works as they should. He pointed out the project on East Coast Drive where the paving is settling due to not being compacted properly, the sidewalks and curbs are cracking, etc. He stated he was told by the Director of Public Works that the one-year warranty we have is up in two weeks and he told him that the warranty is no good. He stated he would like to see in writing if he notified the contractor AGENDA ITEM #lA JULY 13,2015 June 22, 2015 REGULAR COMMISSION MEETING Page2 that there seems to be some problems with their workmanship before the one year is up. He also stated he believes our Public Works can do some ofthese projects cheaper than contractors. Mr. VanLiere stated these messages have been passed on to the Public Works Director and he has passed them on to the contractor, Coxwell. He stated the last word he received from Mr. Layton was that he understood some of our concerns and he would be looking into them. Chris Jorgensen, 92 W. 3rd St., stated he does not support the CRA project and does not see any projects listed that the City itself could not do. He also stated he does support the Sea Committee (Seaside Community Council) but not as a weather warmer. He would like to see them as an information gathering group, stating he is very concerned about ground water. Donna Rex, 797 Mayport Road, CEO of Beaches Habitat, stated she is in support of the CRA. She also gave an update on some projects they are doing in Atlantic Beach. She further gave an update on Ocean Gate, stating they hope to complete 20 homes by the end of2015 and 45 homes total by June 30, 2016. She stated they anticipate the entire project will be completed by the end of December 2017. She stated they believe the first homes will be ready to move in sometime in September 2015. 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 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 Monthly Building Report for May 2015. B. Approve the 911 Interlocal Agreement for the Distribution of 911 Funds for Call-Taker Salaries and authorize the Mayor and City Manager to sign the 911 Interlocal Agreement between the City of Atlantic Beach and the City of Jacksonville. Mayor Woods read the Consent Agenda. Motion: Approve Consent Agenda Items A and B as read. Moved by Mark, Seconded by Daugherty Votes: Aye: 5-Beckenbach, Daugherty, Hill, Mark, Woods Nay: 0 MOTION CARRIED June 22, 2015 REGULAR COMMISSION MEETING 5. Committee Reports None. 6. Action on Resolutions A. Resolution No. 15-05 AGENDA ITEM #lA JULY 13,2015 Page3 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA SUPPORTING FUNDING FOR THE ST. JOHNS RIVER FERRY. Mayor Woods read Resolution No. 15-05. Motion: Approve Resolution No. 15-05. Moved by Mark, Seconded by Daugherty Votes: Aye: 5-Beckenbach, Daugherty, Hill, Mark, Woods Nay: 0 MOTION CARRIED 7. Action on Ordinances A. ORDINANCE NO. 70-15-17, Public Hearing and Final Reading AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA AUTHORIZING THE MAYOR TO EXECUTE AN INTERLOCAL AGREEMENT WITH THE CITY OF JACKSONVILLE, CITY OF JACKSONVILLE BEACH, THE TOWN OF BALDWIN AND THE CITY OF NEPTUNE BEACH PROVIDING FOR THE DISTRIBUTION FORMULA FOR DIVIDING THE PROCEEDS OF THE LOCAL OPTION GAS TAX; PROVIDING AN EFFECTIVE DATE. Mayor Woods read Ordinance No. 70-15-17 by title. She opened the Public Hearing. No one from the audience spoke so she closed the Public Hearing. Motion: Approve Ordinance No. 70-15-17 as read. Moved by Mark, Seconded by Daugherty City Manager Van Liere explained this is the formula that allocates the State collected gas tax monies for the County between the four cities. He stated it is part of there-approval of the gas tax that Jacksonville recently did so the Interlocal agreement needs to be revised as well. Votes: Aye: 5 -Becken bach, Daugherty, Hill, Mark, Woods Nay: 0 MOTION CARRIED B. ORDINANCE NO. 5-15-63, Introduction and First Reading AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA, ADDING PART II-CODE OF ORDINANCES, CHAPTER 2 -ADMINISTRATION, ARTICLE V. -BOARDS AND June 22, 2015 REGULAR COMMISSION MEETING AGENDA ITEM #lA JUL \' 13, 2015 Page4 COMMISSIONS, DIVISION 4. CREATING A SEASIDE COMMUNITY COUNCIL; PROVIDING FOR SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE. Mayor Woods read Ordinance No. 5-15-63 by title. Motion: Approve Ordinance No. 5-15-63 as read. Moved by Mark, Seconded by Beckenbach Commissioner Mark stated she had sent a recommendation to the Commission to add another person to the Council, Tom Larsen. She explained his background. Mayor Woods clarified that she wanted to change the number of members from 7 to 8. Commissioner Beckenbach stated he did not agree to having 8 members but suggested they could add Mr. Larsen as an altemate. Discussion ensued with each Commissioner giving their opinion on the formation of the Council. Commissioner Mark again listed the qualifications of Mr. Larsen. Mayor Woods agreed with her assessment but stated at this point we have an odd number, which is a good number for a council and since he is not an Atlantic Beach citizen, the amount of citizens would not be greater than the amount of non-citizens. She stated she appreciates him coming forward and appreciates Commissioner Mark bringing his name forward but at this point the numbers strictly don't work. City Attomey Komando stated it wouldn't preclude him from participating; it is just a question as to whether or not he would have a vote. Commissioner Mark stated she will withdraw the nomination at this point and possible add him as an altemate at the second reading, if that is something he wants to do. Further discussion ensued. Commissioner Mark called the question. Commissioner Beckenbach clarified that it is just a maximum of 3 people who can be from out of the City but they could be replaced by people from Atlantic Beach. It was also clarified that the student is an ex-officio, non-voting member. Commissioner Mark reiterated that she had called the question. Mayor Woods called for the vote on calling the question. Votes: Aye: 5-Beckenbach, Daugherty, Hill, Mark, Woods Nay: 0- MOTION CARRIED Mayor Woods called for the vote on the motion to approve the Ordinance. Votes: Aye: 3-Becken bach, Mark, Woods Nay: 2 -Daugherty, Hill MOTION CARRIED 8. Miscellaneous Business (Discussion only) A. Mayport Corridor CRA. This item was taken out of sequence and acted on earlier in the meeting. B. 15-UBEX-1037 -Request for an expansion of an existing use-by-exception as permitted by Section 24-111(c)(5), to allow limited wholesale operations at 1175 Atlantic Blvd. June 22, 2015 REGULAR COMMISSION MEETING AGENDA ITEM #1A JULY 13, 2015 PageS Mr. Hubsch summarized his staff report showing the updated plan and some slides of various usage for shipping containers. He further explained that they are also asking for a sign waiver for their entrance sign. Mr. Komando stated their application that went before the Community Development Board stated they would conform to our sign code and asked if there was an application for a sign waiver. Mr. Hubsch explained it is not a formal application yet; he wanted to workshop it before the Commission before he brought it before them. He explained they had a tight timeframe between the Community Development Board meeting and this Commission meeting. He stated their intent is to try to get around this. Mr. Komando stated his concern is the application that the CDB already reviewed is changing from what they reviewed to this meeting. Mr. Hubsch explained that waivers only go in front of the Commission, not the CDB, so the waiver is only through the Commission. Mr. Komando stated he understands, but their application for the Use-by- Exception changed and that went before the CDB and it says they will conform with the sign code. Discussion ensued. Mr. Komando suggested that the applicant stick with the application as it is presented and if they want, they can ask for a waiver of the sign code later on as a separate issue. Mr. Hubsch stated staff recommends approval of 15-UBEX-1037 but with design standards for the shipping container structure. Tracey Westbrook, 1560 Selva Marina Dr., applicant, further explained what their intentions are for the site, the sign, and how they will be converting the shipping containers. She gave a copy of a drawing for their proposed buildings (which is attached and made part of this Official Record as Attachment A). She answered questions from the Commission. Discussion ensued. Steve Cissel, 1175 Atlantic Blvd., architect and general contractor for the applicants, further explained the shipping container architectural designs and the indoor grow environments. He answered questions from the Commission. Ms. Westbrook further explained that they are a commercial farm, not an open market for the public. Further discussion ensued. Susan King, 1993 Colina Court, partner in the business, added that what they want to be able to do is to be able to create something that they could show, so part of this facility will be used to show non-profits how it works. She stated, however, their foremost objective is to be a successful commercial farm. It was the consensus of the Commission to move this item forward to the next meeting for action. c. Designation of Voting Delegate for the 89th Annual FLC Conference in Orlando on August 13-15, 2015. Mayor Woods explained each municipality needs to appoint a voting delegate for the Annual Conference, and she recommended that Commissioner Mark be Atlantic Beach's voting delegate. Commissioner Mark agreed to be the voting delegate. It was the consensus of the Commission to move this item forward to the next meeting for action. 9. City Manager A. City Manager's Report. • 90-Day Calendar (July-September 2015) Mr. VanLiere stated they discussed changing the date of the Town Hall meeting from the 18th to the 20th of July, from 6:30-8:00p.m. and Nancy Bailey will check on the Jordan Community Center availability and will get back to the Commission. He stated the North Florida TPO is having a Beaches Bicycle and Pedestrian Study workshop tomorrow from 5:30-7:00 p.m. at Jacksonville Beach City Hall. June 22, 2015 REGULAR COMMISSION MEETING AGENDA ITEM #lA JULY 13, 2015 Page6 He thanked Chief Deal and the Police Depmtment for putting their efforts into the Citizens Police Academy (CPA) course. He stated they had their graduation ceremony Thursday night. He stated it has been a great program and he is sure we will continue to do that. Stated the Under-11 All Stars won the District Championship for the third year in a row and will be going to the State championship in Lake City in a couple of weeks. He stated the new State estimates for population came out and they added another 135 people to our population. 10. Reports and/or requests from City Commissioners and City Attorney Commissioner Mark • Thanked Mr. Hubsch for his work on the CRA and she appreciates the Mayor's work on this and reaching out to Councilman Bill Gulliford for his support. • Related to Commissioner Hill's statement during the Strategic Workshop about public comments and being able to respond, she suggested that after the person speaks on a specific issue that the City Manager or staff could speak to, that they could give some kind of acknowledgement that they are working on it, will address it, etc., to let them know that their issues are not going unnoticed. • Stated she will be in Orlando this Thursday and Friday for the first session of the Legislative Conference and was reappointed to the Growth Management Economic Affairs Policy Committee. She will also attend the Pension Workshop they are holding before it starts. • Thanked them for moving the Town Hall meeting. Commissioner Beckenbach • Stated he will be out of town on July 13. He also stated he will not be available on August 19 for the budget workshop and asked if they could move it to August 1 7. Mayor Woods asked that the City Clerk look at the availability of the room and get back to them. The Commissioners stated they were good with that date. She also stated that the City Manager stated we do not need the second Strategic Plan follow-up meeting scheduled for July 13, so they will cancel that meeting. • Stated he believes the urban farming program is incredible but agrees with Commissioner Hill that the trailers have to be aesthetically pleasing enough for those driving by. He stated they will need some type of criteria for others wanting to put a trailer on their location as well. He would like to follow up with that as far as the building code, etc. so they are looking at something that would be aesthetically pleasing so we don't have a problem in the future. Commissioner Hill • Related to the comments earlier about ending the meeting with an opportunity for re-engaging the citizens, his concept is to actually allow them to speak. He stated he believes the way to do it is to give them a very limited amount of time, but it is just for discussion; he is not proposing this right now but would like the Commission to start thinking about it. City Attorney Komando • Stated Donna Bartle and he have been working on the Charter Review summary with the Supervisor of Elections and the smallest they can get it right now is two pages front and back. He stated it will have all of the proposed changes for Question No. 1 and will have a section that has the District Representation as Question No.2. June 22, 2015 REGULAR COMMISSION MEETING AGENDA ITEM #lA JULY 13, 2015 Page7 • Stated the City Manager and he have been discussing the golf cart ordinance and the Florida Department of Transportation has to get involved in that as well. Mayor Woods • Stated to Commissioner Hill's comments, maybe they could have two minutes at the end and have them only address items that were discussed at this particular meeting. • Thanked Commissioner Mark for agreeing to be our voting delegate at the FLC Conference. • Stated she is continuing to serve on the Intervention Prevention and At Risk Youth Committee and they are making really good progress. • Attended the Police Academy's graduation ceremony and it was a lot of fun. She stated the Chief did a great job. • Stated she will be attending two installations for Jacksonville City Council members on July 1 (for Mayor and Sheriff) and July 25 (for council members). Adjournment There being no further business to come before the Commission, Mayor Woods declared the meeting adjourned at 8:52p.m. ATTEST: Donna L. Bartle, CMC City Clerk Carolyn Woods Mayor/Presiding Officer ATTACHMENT A AGENDA ITEM #lA JULY 13,2015 MINUTES OF WORKSHOP OF ATLANTIC BEACH CITY COMMISSION HELD ON JUNE 22,2015 PRESENT: ALSO: Call to order. Mayor Carolyn Woods Mayor Pro Tern Mark Beckenbach Commissioner Jonathan Daugherty (arrived at 5:10p.m.) Commissioner Jimmy Hill Commissioner Maria Mark Nelson Van Liere, City Manager Rich Komando, City Attorney Nancy E. Bailey, Recording Secretary Mayor Woods called the meeting to order at 5:03 p.m. in the Commission Chamber. 1. Discussion of Strategic Plan. AGENDA ITEM #lB JULY 13, 2015 Mayor Woods gave an overview of the Strategic Planning Workshop held on May 4 and 5, 2015. She explained five values were identified and defined: Integrity, Stewardship, Respect, Financial Responsibility, and Professionalism. She stated they developed a mission statement as follows, "The City of Atlantic Beach is responsive in providing the highest levels of service, safety and access while maintaining our infrastructure, vast network of parks, natural and fiscal resources. We are committed to preserving our small beach community way of life for future generations." She stated tonight they will be discussing the priority objectives of each goal and give direction to staff on how to merge these items they believe are important within our budget. She stated there were five strategic issues, the first one being Planned Development/Redevelopment. She stated the priority objectives were to minimize conflict between incompatible uses and create the Mayport Corridor Community Redevelopment Area (CRA) with light industrial and job creation. Discussion ensued. Mayor Woods stated we are looking at our Codes to make sure we are reducing the conflicts so when we maintain the light industrial and encourage the residential that there are buffers between non-compatible uses. Commissioner Beckenbach stated he believes the objective to review zoning codes and lot coverage and restrict footprints and to allow for percolation and tree canopy is a major objective they should be looking at, giving the Poinsettia area as an example. Commissioner Hill stated he believes they need to contact the DOT about our pedestrian safety on Mayport Road. Mayor Woods stated the next goal was Infrastructure with the priority objectives being to improve roadways, gateways, and intersections for recognition; safety lighting; aesthetics; plan for pedestrian bike paths throughout the City; develop a master plan for City facilities, repair and expansion; and develop a traffic management plan for increased mobility and safety. Commissioner Hill stated he believes the citizens need to know, related to the bike paths, that they won't build anything that is not going to make their life better and although it may be in their front yard in the City right-of-way, the idea is to make it safer and better for everyone. Discussion ensued. AGENDA ITEM #lB JULY 13, 2015 Mayor Woods stated the next goal was Protection ofNatural Resources with the priority objectives to institute a tree management plan to protect and preserve a healthy canopy; create a Parks Master Plan; and implement acceptable elements of the Marsh Master Plan. Commissioner Becken bach stated he had a conversation with the City Manager related to underground utilities, which is an astronomical sum of money for the entire City. He stated the City Manager stated we could look at the trees that are being dessimated and dete1mine what value the citizens would place on having the utilities going underneath a tree like that which is on the City's right-of-way. He stated we would pay to have the utilities go underneath those kinds of trees and every year we would do so many of them so over a period of 10-15 years you would then have a tree canopy that would be full instead of cut by JEA. Commissioner Hill stated the City should also adopt a standard over our roadways of height, due to safety. He stated if we are going to attempt to increase the canopy, we should also keep it safe. Discussion ensued. Commissioner Hill stated, related to the Parks Master Plan, that he would like to have the City adopt more of a ranger-style approach as an overall technique of managing our employees. He stated it would benefit the City to have a uniform presence in the parks and even a maintenance-minded person can pick up some of the cross roles of a park ranger. He stated we can give our employees training and increase their roles in what they do in the parks, which would have a secondary effect of increased safety. Mayor Woods stated the next goal was Public Safety and the priority objective was to institute a community-oriented policing approach; to review the lifeguard policy and length of the season, locations, and intergovernmental cooperation; finalize and implement the plan for expansion and renovation of the police department; continued positive working relationships with other law enforcement agencies; institute regular communication with fire service provider; citizen engagement; and review and maintain up-to-date emergency management plan and communicate it to all elected officials, staff and citizens. Mr. VanLiere stated all of these are important and will be handled with our Public Safety Department. Commissioner Daugherty stated the only area not covered under this is Animal Control and asked if there is any area we need to look at. Mr. VanLiere stated we currently have two Animal Control officers which should be plenty for our beach and he believes we have the right level of service in that area. Commissioner Beckenbach stated he has received comments stating that Animal Control could be in a smaller vehicle that would be able to go around during the more populated times, instead of 6:00 a.m. when there is only one person on the beach with a dog. He stated the major concern is when there are a lot of people on the beach and the individuals are not really paying attention to the leash laws. Discussion ensued. Mayor Woods stated the next goal is Operational Excellence, with the priority objective being to develop a succession plan for City employees; to assure fiscal responsibility and encourage innovation mechanisms to enhance efficiency and effectiveness; maintain viability of pension plan; remain competitive in pay and benefits for recruitment and retention of staff; explore potential for initiative regularly scheduled intergovernmental jurisdiction summit meetings; and explore use of a performance measurement system in the City. Commissioner Hill stated he is very comfortable with what we are doing right now in that area but doesn't want the City Manager or Human Resources Director to feel like we might be mandating a performance measurement system, because he doesn't believe we are. He stated he has seen marked improvements in employee morale and doesn't believe we need to tie any hands right now. Discussion ensued. Mayor Woods stated another goal is Citizen Engagement, with the objectives being to enhance citizen engagement through a variety of methodologies, develop and deliver consistent, concise message -2- AGENDA ITEM #lB JULY 13,2015 regarding City activities and accomplishments; refocus Town Hall meetings, themes and increase notification and marketing; consider establishment of an ombudsman position to assist the public in dealing with the City; and increase and encourage use of volunteers, advisory boards, training recognition and Police Academy graduates. Commissioner Mark stated she believes the Town Hall meetings are a great way for citizens to have a conversation with elected officials but the attendance has been lukewarm lately. She stated they need a primary subject matter that they would be focused on to get citizen input, which may help bring more people out. Discussion ensued about changing the next Town Hall Meeting from July 18 to July 20 at Jordan Park. Mayor Woods asked that the City Clerk's office check the availability of Jordan Park on July 20 from 6:30-8:00p.m. and let the Commission know. Commissioner Beckenbach stated he wants to look at the different methodologies they can use to enhance citizen engagement and suggested bringing this to the next Town Hall meeting. He asked how the website program is working for people who add their email addresses to receive information. He also asked if there are other areas where signage could be put for people in cars other than the one at City Hall. He stated he would like a strategy session with the Commission to discuss how citizens could receive information. Commissioner Daugherty suggested using Twitter. Commissioner Hill stated he believes they should consider reopening a brief rebuttal or end discussion at the end of the meetings for citizens. At the request of Mayor Woods, Mr. VanLiere reported the budget workshops are on August 12 and 19 in the Chamber. Further discussion ensued and the Commission stated they want to have a meeting with the public to discuss various issues including bike paths. It was decided they would schedule a meeting for this after the school year begins. 2. Courtesy of the Floor 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., discussed visioning meetings he has attended and stated he would prefer to see the elected City officials prioritize themselves rather than have an expert prioritize for them. No one else spoke, so Mayor Woods closed the Courtesy of the Floor to Visitors. Adjournment There being no further discussion by the City Commission, Mayor Woods declared the meeting adjourned at 6:06 p.m. ATTEST Donna L. Bartle, CMC City Clerk -3- Carolyn Woods Mayor/Presiding Officer AGENDA ITEM: SUBMITTED BY: DATE: STRATEGIC PLAN LINK: CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM# 3A JULY 13,2015 Public Hearing 15-UBEX-1037 Request for an expansion of an existing use-by-exception as permitted by Section 24-111 (c)(5), to allow limited wholesale operations at 1175 Atlantic Blvd. Jeremy Hubsch fia, Building and Zoning Directoi.f -ff June 5, 2015 None BACKGROUND: The applicant is Atlantic Beach Urban Farms. They were originally approved for a use-by-exception to allow wholesale operations in the Commercial General (CG) Zoning District on August 11 111 2014. This is a new company utilizing innovative techniques to grow produce inside a greenhouse for retail and wholesale sales. The applicants were originally required to obtain a Use-By- Exception per Section 24-111 (c) ( 5), which says one is needed by, "Limited wholesale operations, not involving industrial products or processes or the manufacturing of products of any kind." The applicants are now seeking to expand their originally approved use-by-exception to include a "grow container research facility and market". Section 24-63 (g) states, "Any use-by-exception granted by the city commission shall permit only the specific use or uses described in the application as may be limited or restricted by the terms and provisions of the approval. Any expansion or extension of the use of such premises, beyond the scope of the terms of the approved use-by-exception, shall be unlawful and in violation of this chapter and shall render the use-by-exception subject to suspension or revocation by the city commission." Based on that code provision, the applicants are required to seek approval for the expansion of their use. The site was previously a carpet business located on three separate, partially wooded lots. All existing structures have been demolished and the site has been cleared and prepped for new construction. The applicants originally proposed a 7,000 square foot greenhouse and a smaller packing and distribution building. They are now planning a 5,166 square foot greenhouse and 2,520 sf. "farmhouse growing distribution building", as well as a 2,520 sf. "grow container research facility and market". The applicants intend to use decommissioned shipping containers for this use. They plan to use them as a "research facility to explore the future of in-door growing environments for education and commercial growing". The new research facility constitutes an expansion of the originally approved use-by-exception and therefore needs to be approved through the use-by-exception process. The site is located on Atlantic Boulevard making it subject to the Commercial Corridor Development Standards in Section 24-171. The applicants will also be required to submit commercial plans to the city that are required to meet all city, state, and federal codes shall the project be approved. The item went before the Community Development Board at the June 2nd meeting. The board voted to recommend approval to the City Commission by a vote of 4-0 with the condition that staff and the commission create design standards for the shipping container structure. BUDGET: None. AGENOA ITEM# 3A JULY 13, 20JS RECOMMEN DATlON: slruc turc. Approve 15-UBEX-1037 with design standards for sh ipping contai ner ATTACHMENTS: Copy of Community Deve lopment Board staff report Copy of 15-UBEX-1 037 application Rendition of cargo container bu ilding provided at lhc June 22 , 20 15 City Commissio n meetin g REVIEWED BY CITY MANAGER: "J4. 1/4&1 :::?fuL AGENDA ITEM CASE NO LOCATION APPLICANT DATE STAFF STAFF COMME NTS CITY OF ATLANTIC BEACH COMMUNITY DEVELOPMENT BOARD STAFF REPORT 4.C 15-UBEX-1037 AGENDA I TEM II 3A J ULY 13,201 5 Request for an expan sion of an existing use-by-excep tion as permitted by Section 24-111 (c}{S), to allow limited wholesale ope rations at 1175 Atlantic Blvd. 1175 ATLANTIC BLVD ATLANTIC BEACH URBAN FARMS MAY 21,2015 JEREMY HUBSCH, BUILDING AND ZONING DIRECTOR The app licant is Atl a nti c Beach Urban Fa rm s. They were originally approved for a use-by -excep ti on to allow who lesa le ope rations in the Commercia l General (CG) Zoning District on August 11· 20 14. Thi s is a new company u t ili zin g innovative tec hniques to grow produce in s ide a greenhouse fo r retail and who lesale sa les. The applica nts were origina ll y required to obta in a Use-By-Exception per Section 24-111 (c) (5), which says one is needed by, "Limit ed w holesa le ope rations, not inv olving industrial prod ucts or processes or th e ma nufacturin g of products o f any kind." The appli cants are now seekin g to expa nd their origina lly approved use-by-exception to include a "grow conta in e r research fac ility and ma r ket". Section 21 -63 (g) states, "Any us e-by-excep t ion granted by the city co mmi ssio n s ha ll pe rmit only the s pec ific usc or uses described in th e appli catio n as may be lim ited o r restricted by th e terms and provisions of the a pproval. ~ny expansion or extens ion of the us c of s uch premi ses. beyon d t he scope of the te rms of the approved use-by-cxcen.tio n. s ha ll be llnl aw[u l al)d in vi ol ation of thi s chapte r and s hall render th e use-bv_: excep tion s ubj ect to s usP-ensio n or revocat ion by the city commiss ion." Based on that code provisio n, th e applicants a re requi red Lo seek approva l for the expans ion of th ei r use. The s it e was previously a ca rpet business loca ted on th ree separate, partia ll y wooded lots. All existi ng s tructures have been demolis hed an d the site has been clea r ed a nd prepped for new constructi on. Th e a ppli ca nts originally proposed a 7,000 s qu a re foot greenhouse a nd a sma ll e r packing and distribution bui lding. Th ey are now plann in g a 5,166 sq ua re fool gr een hou se and 2,520 sf. "fa rmh ouse growi ng distributio n bui ldi ng", as we ll as a 2,520 s f. "grow co ntaine r research faci lity and market". Th e app lica nts intend to use decomm issioned s hipp ing co nta in ers for thi s use. Th ey pla n to use th em as a "research facility to ex plore the futu re ofin-doo r gr owi ng (;!JlViron ments for ed uca tion a nd commercial grow ing". Th e new research facility co nslitu tes an expa nsi on of t he origina ll y a pprove d use-by-exception and thererore needs to be approved through th e use-by-exception process. The s ite is located on .1\t lantic Bou levard making il subject to the Commercia l Corrido r Development Standards in Section 24-171. Th e appli ca nls are working through so me desig n options for the str uctures at the si te a nd plan to s h ow t he Com munity Development Board renderings at the june 2"" meeti ng to ens ure they meet the standa rd s Th e app li cants will a lso be required to s ubmit com mercial plans to Lhc city that are r equ ired to meet a ll city, sta te, and federa l codes s hall the projec t be approved. SUGGESTED ACTION TO RECOMMEND APPROVAL AGENDA ITEM# 3A JULY 13,2015 The Community Development Board may consider a motion to recommend approval to the City Commission of a requested Use-by-Exception (File No.15-UBEX-1037) to permit an expansion of an existing use-by-exception for limited wholesale operations within the Commercial General (CG) Zoning District and located at 1175 Atlantic Boulevard 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 24-111(c) in that the proposed use is found to be consistent with the uses permitted in the CG zoning districts with respect to intensity of use, traffic impacts and compatibility with existing commercial uses and any nearby residential uses. SUGGESTED ACTION TO RECOMMEND DENIAL The Community Development Board may consider a motion to recommend denial to the City Commission of a requested Use-by-Exception (File No. 15-UBEX-1037) to permit an expansion of an existing use-by-exception for limited wholesale operations within the Commercial General (CG) Zoning District and located at 1175 Atlantic Boulevard 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 24-111(c) in that the proposed use is found to be inconsistent with the uses permitted in the CG zoning districts with respect to intensity of use, traffic impacts and compatibility with existing commercial uses and any nearby residential uses. Page 2 of 2 AGI~NDA ITF.M /13A .JULY 13,2015 APPLICATION FOR A USE-BY -EXCEPTION City of Atlantic Beach · 800 Seminole Road · Atlantic Beach, Florida 32233-5445 Phone: (904) 247-5826 • FAX (904) 247-5845 • http://www.coab.us Da te --'~:..J:/_.::;n~/'--=-,_._.,_I:;S ___ File No .. __________ Receipt _________ _ 1. Applicant's Name _ ...... &~o::.!J;~,~~.s:.......!M~'£::.:.!:...7";___.:_F---=.q....:.y_;'"1....!.,.!J::....__..:_L..:...;.~L..::..;_• c.::,_ __________ _ 2. Applicant's Address 156o .5/!.t..VI'} Atl41'2.t,../t4 Ptt..tii'L., /17'1..A-rJ7''-Bit~~'-3"V~33 3. Property Location II 7 S /J 71..11 ,..171 L BL.. V LJ, ~ /fJ 7£ A-f./7/'-4 E .111-dl-1 P'-3 -vv J.J " 4. Property Appraiser's Real Estate Number 170 1()9-r:JOO 0 Block No. '11/ Z; /3 Lot No .. ____ _ 5. Current Zoning C lassification C ~ 6. Comprehensive Plan Future Land Use designation -----,.-- 7. Requested Use-by-Exception Exp4~ Slt:J;t./ ()!= €.XJl71Nti-4-ft BY ?~C~fJl'to;J ~ ~~ a-a-1 'J( ¥0/ C.0N7'1'f-ot,..{61._ /,.r/)~()/Z-9Y0W1~ft ~i~ ~(,/77 8. Size of Pat·cel I· 'Z. 7 /k:.I'U4 9. Utility Provider t/./.. ·If / t:,._. eJ • 4:13 . 10. Statement of facts and special reasons for th e requested Use-by-Exception, which demonstrates compliance with Section 24-63 of the City of Atlantic Beach Code of Ordinances, Zoning and Subdivision Regulations. Attach as Exhibit A. (The attached guide may be used if desired. Please address each item, as appropriate to this request.) 11 . Provide all of the fo llowing information. (All information must be provided before an application is scheduled for any public hearing.) a . Site Plan showi ng the location of all structures, temporary and permanent, including setbacks, building height, number of stories and square footage, impervious surface area, and existing and/or proposed driveways. Identify any existing structures and uses. b. Proof of ownership (deed or certificate by lawyer or abstract company or title company that verifies record owner as above). If the applicant is not the owner, a letter of authorization from the owner(s) for applicant to represent the owner for all purposes related to this application must be provided. c. S urvey and lega l description of property sought to be rezoned. (Attach as Exhibit B.) d. Required number of copies. (Two (2) copies of all documents that are not larger than 11 x 17 inches in size. Ir plans or photographs, o1· color attachments are submitted, please provide eight {8) copies of these.) e. Application Fcc ($250.00) I HEREBY CERTIFY THAT ALL INFORMATION PROVIDED WITH THJS APPLICATION IS CORRECT: Signature of owner(s) or authorized person if owner's autborizalion form is attached: PERSON TO RECEIVE ALL CORRESPONDENCE REGARDING THIS APPLICATION e: reVe Ct SS£ L Mailing Address: ,P.o. IJcJ)l /8 7S'_, f?o,/r~ l/r2tl/f /je,.d,, /=<.. 3 y~d cj Phone: %Y·7S1-¥.3/2-FAX: tfo tf., 3.J ?-91.!"'( E-mai l: J-kv4.(? -f!tr&l-.rN~II. EXHIBIT A AGENDA ITEM# 3A JULY 13, 2015 The review of an application for a·use-by-Exception shall consider the following items. Please address each of the following as applicable to your specific application. 3. The potential for any adverse impacts to adjoining properties and properties generally in the area resulting from excessive noise, glare and lighting, odor, traffic and similar characteristics of the Use-by-Exception being requested. ~.£ A-V-e 4. Refuse, trash collection and service areas, with particular reference to items (I) and (2) above; ..f& fJtU,/1:. h.Jy.,l Ac:ai ;-,,APJ-ft4! ..fra..r( 9~,./if'l./,~ 5. Utilities, with reference to locations, availability and compatibility; 1 All u 7i(.170 A-U ~ f1 :,.~7~~;;}V4,f&tb.te. 6 I 7. Signs, if any, and proposed exterior lighting, with reference to glare, traffic safety, economic effects and compatibility and harmony with properties in the District; (See Signs and Advertising, Chapter 17 .) 1/1( .fi(;..NJ 41 . .1.1// De ,@~" t:.odJ C.tvd ,4L+'Mt.ll..e<. 8. Required Yards and other Open Space. Show building setbacks and areas of open space on site plan. 9. General compatibility with adjacent properties and other property in the surrounding Zoning District as well as consistency with applicable provisions of the Comprehensive Plan. :/n•J q~v.d~w t$ <AhH,a.a -h61-L (Nrlb t:~'(;(:sc 4 J 1;0/.:Jr¥/,~ Other information you may wish to provide: ..::S:e...L, NI'U7?"t,.,/ IV~ r. vi{ ll~ ell ve. L-u(?"-1~~ Sfrv c./cf,.R-.1 ""-4MJ kv c-lr w ..s:u-1 M4 ,rd AGENDA ITEM /1 3A J ULY 13, 201 5 FIRSTS TAR DE:VIi:I..OPMENT April 24 , 2015 Jeremy Hubsch , Director Building and Zoning City of Atlantic Beach Zoning Department BOO Seminole Road Atlantic Beach, Florida 32233 RE : Application for Existing Use for Expansion 1175 Atlantic Blvd., Atlantic Beach, FL 32233 Dear Justin, Thank you for the time you spent in your office discussing the Atlantic Beach Urban Farms plan . Per our conversation please find attached the application for the Expansion of the previously approved "Use-By-Exception". I have included a Graphic Site Plan depicting the three structures per the project description submitted as part of this application. We are preparing a rendering of the structures and will submit it under separate cover. If you have any questions please call 904-759-4312 or email at steve@f-rststardev .com . Please forward to me the schedule for the meetings where we can attend. Application Package Cc: Tracey Westbrook Susan King FIRSTSTAR DEVELOPMEN T, INC Pos t Office Box 1875, Ponte Ved ra Beach, Florida 32004 --·r--·-, OWNER'S AUTHORIZATION FOR AGENT AGENDA JTEM II JA JULY 13,2015 S+.ej'ivz...J ;2.. C!.tSJ -e/ is hereby authorized to act on beha lf of u.c::.. Af4./hc.. a.ea.q, Ul" """' . ""f'I41J. t,.L<.. a6bo.J.( &:'.#t /o/.1':0 th e own er(s) of those land s described • within the attached application .· J as d escribed in the attached de ed or other such proof of ownership 11s may be required, in app lying to the • .Jty of At lantic Beach, Florida, for an application re lated to n Development Pennil or other action pursuam Print Name Signature ofOwn"r Print Name (_'t&tLJ (,t;?-/ ::;.__:'-?~3:....___ Telephone Num' 0 Comp reh ensive Plnn Am e ndment 0 Zon in g Map Amendment 0 Pial, Replal o1· Lot Division 0 Tree Pcnn it State o f _£jp ( i JcL County of =t)i> \I o.l . ~\'\ Signed and sworn before JT (·. n lhi s _'J:../ <.lny of, 20),1 16 -., l By tm\orr\u1 ),\\o~Sl£_L{· __ Identification veri fi ed:_. _______ _ Onth sworn: ____ Yes X AGENDA ITEM# 3A JULY 13, 2015 ventilation to allow the heat built-up to be vented by controlled roof panels. The sidewalls of the greenhouse are a white screen to allow full ventilation of the greenhouse during the hot Florida growing season with a drape system to allow heat control during the cooler days. The greenhouse includes the architectural shuttered ventilation fans and the water-cooling pad for heat control. The greenhouse is equipped with C02 generators to maintain a controlled growing environment and control equipment for irrigation for the growing systems. The mechanical support for the mineral water distribution and the interior electric and lighting is piped underground from the mechanical facility with monitoring controls located in the greenhouse. GROW CONTAINER RESEARCH FACILITY Function: The future of feeding our population is ever increasing for demand in our country and around the world. ABUF is focused on meeting this demand with research and education in the '1n-door" growing environment. This structure is forty feet ( 40'0") by thirty-two feet (32'0") and inter-connected with doors and design for research. The facility contains four ( 4) individual areas that are eight feet (8'0'1 by forty feet ( 40'0'1 and fully insulated and independent mechanically supported structures. The concept is unique to the Southeast United States and on the developing edge around the globe. This is a research facility to explore the future of "In-door" growing environments for education and commercial growing. There is a small market area of 320 square feet where a sampling of the products being harvested can be sold. Construction: The global shipping industry currently has a surplus of decomissioned- refrigerated containers that are suitable for reuse. These containers have a "unique engineering feature" that has created an entirely new industry for their reuse in residential and commercial applications. The containers are fully insulated and constructed of a steel enforced frame that allow for stacking multiple levels high. The dimensions of the container are eight feet (8'0'1 by forty feet ( 40'0'1long and designed to take hurricane force winds. The floor system (60 lbs.jsf.) structural steel framed nine inches (0"9'1 deep using a fully intergraded-interconnecting steel structure to the roof system using a full steel frame. This structural engineering design allows for simplicity in connecting horizontally or vertically. Covered with an aluminum sheeting and equipped with lifting eyes at each comer make them mobile and simple to lift for stacking or shipping. 1175 Atlantic Blvd. • Atlantic Beach, Florida AGENDA ITEM# 3A JULY 13,2015 AGENDA ITEM# 3A JULY 13,2015 City of Atlantic Beach AGENDA ITEM #4A FINANCIAL REPORT JULY 13, 2015 May 2015 Cash Balances Prior Current Dollar Percent Fund(s) 04/30/15 05/31/15 Change Change General $ 8,674,628 $ 8,385,874 $ (288,753) -3.33% Tree Replacement 19,306 18,606 (700) -3.63% Convention Development Tax 70,370 83,903 13,533 19.23% Local Option Gas Tax 248,602 71,149 (177,453) -71.38% Better Jax 1/2 Cent Sales Tax 704,036 641,011 (63,025) -8.95% Police Training, Forfeiture, Grants, etc. 136,135 125,338 (10,797) -7.93% Capital Projects 3,066,568 3,069,181 2,613 0.09% Utility 5,174,124 4,962,925 (211 '199) -4.08% Sanitation 409,416 405,962 (3,454) -0.84% Building Code Enforcement 1,591,568 343,944 (1,247,625) -78.39% Storm Water 1,729,451 1,723,595 (5,856) -0.34% Pension -Police 10,549 6,516 (4,033) 0.00% Pension -General 68,769 76,414 7,646 11.12% Total $ 21,903,522 $ 19,914,417 $ (1,989,104) -9.08% Total Restricted Cash 7,068,899 Total Unrestricted Cash $12,845,518 Cash and Investments Annual Prior Current Dollar Percent Account Yield 04/30/15 05/31/15 Change Change Bank of America-Depository $ 5,973,872 $ 3,956,563 $ (2,017,310) -33.77% Delaware Diversified Inc. 2.64% 2,531,332 2,527,441 (3,891) 0.00% Hartford Floating Rate Bond A 4.17% 1,556,624 1,558,277 1,653 0.11% lnvesco Floating Rate A 4.05% 751,453 753,369 1,916 0.25% MainStay Short Term Duration High Yield A 3.66% 2,637,821 2,650,954 13,134 0.50% Lord Abbett St Duration Inc A 2.61% * 3,017,402 3,027,335 9,933 0.33% Putnam Diversified Inc. 3.97% 1,688,028 1,687,323 (705) -0.04% Alliance Limited Duration High Income A 2.94% 1,215,532 1,221,639 6,107 0.50% Voya Floating Rate 3.73% 2,525,511 2,525,569 58 0.00% MSSB Money MarkeUCash 2,462 2,462 0 0.00% SBA-Florida Prime 334 334 0 0.02% Cash on Hand 3,150 3,150 0.00% Subtotal $ 21,903,521 $ 19,914,417 $ (1 ,989, 1 04) -9.08% Police Pension Investments $ 8,876,152 $ 8,928,684 $ 52,532 0.59% General Pension Investments 15,970,511 16,049,480 78,969 0.49% Subtotal $ 24,846,663 $ 24,978,164 $ 131,501 0.53% Total $ 46,750,183 $ 44,892,581 $ (1,857,603) -3.97% * Denotes the 30 day SEC Yield Anualized City of Atlantic Beach FINANCIAL REPORT May 2015 AGENDA ITEM #4A JULY 13, 2015 Revenues Annual YTD YTD Dollar Fund I (Footnote) Estimate Estimate Actual Variance General $ 11,335,175 $ 7,554,677 $ 8,846,543 $ 1,291,866 Convention Development Tax 88,300 58,856 81,935 23,079 Local Option Gas Tax 435,909 290,600 297,299 6,699 Better Jax 1/2 Ct Sales Tax 714,864 476,568 519,702 43,134 Police Training, Forfeiture & Grants 99,954 65,961 41,695 (24,266) Grants 91,386 60,920 43,162 (17,758) Capital Projects 230,000 153,320 130,619 (22,701) Utility 8,303,752 5,535,768 5,752,648 216,880 Sanitation 2,123,709 1,362,004 1,224,209 (137,795) Building Code Enforcement 446,000 297,312 272,730 (24,582) Storm Water Pension -Police Pension -General 1,135,500 756,992 760,244 3,252 1,440,505 960,320 1,088,174 127,854 2,127,619 1,418,400 1,928,154 509,754 Total $ 28,572,673 $ 18,991,698 $ 20,987,114 $ 1,995,416 Analysis of Major Variances 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 has a positive variance of $1,291,866. Most of the variance is due to the timing of receipt of ad valorem taxes, the majority of which are received in late November and December. Utility Fund has a positive variance of $216,880. The positive variance is a result of receiving grant reimbursement in current year for prior year expenditures. Pension Funds reflect significant, year to date positive variances due to the increased value of investments, $127,854 for Police Officers and $509,754 for General Employees. Percent Variance 17.10% 39.21% 2.31% 9.05% -36.79% -29.15% -14.81% 3.92% -10.12% -8.27% 0.43% 13.31% 35.94% 10.51% City of Atlantic Beach AGENDA ITEM #4A FINANCIAL REPORT JULY 13, 2015 May 2015 Expenses Annual YTD YTD Dollar Department Estimate Estimate Actual Variance Governing Body $ 41,665 $ 27,744 $ 25,008 $ 2,736 City Administration 2,691,488 1,794,016 1,497,849 296,167 General Government 965,031 589,460 394,905 194,555 Planning and Building 493,820 329,072 300,609 28,463 Public Safety 8,440,668 5,626,009 3,291,783 2,334,226 Recreation and Special Events 364,353 242,816 239,463 3,353 Public Works 8,328,143 5,565,681 3,847,621 1,718,060 Public Utilities 9,263,936 6,821,800 4,701,148 2,120,652 Pension -Police 753,119 502,032 414,725 87,307 Pension -General 957,880 638,560 721,566 (83,006~ Total $ 32,300,103 22,137,190 15,434,677 $6,702,513 Annual YTD YTD Dollar Resource Allocation Estimate Estimate Actual Variance Personnel Services $ 9,754,374 $ 6,502,165 $ 5,972,748 $ 529,417 Operating Expenses 11,657,197 7,653,323 6,906,693 746,630 Capital Outlay 7,348,684 4,906,295 846,014 4,060,281 Debt Service 2,152,818 2,150,985 774,021 1,376,964 Grants and Aids 38,820 25,646 36,395 (10,749) Transfers 1,348,210 898,776 898,806 (30~ Total $ 32,300,103 $ 22,137,190 $ 15,434,677 $ 6,702,513 Analysis of Major Variances 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: Public Safety reflected a $2,334,226 positive variance due primarily to the timing of capital expenditures related to the new Public Safety building. Public Works had a positive variance of $1,718,060. Most of the variance is the result of project activity budgeted that has not been started/completed -see Project Activity Schedule. Public Utilities had a positive variance of $2,120,652. Most of the variance is the result of project activity budgeted that has not been started/completed -see Project Activity Schedule. Capital Outlay had a positive variance of $4,060,281. Most of the capital and project expenditures occur in the middle to latter part of the fiscal year. Debt Service reflects a significant variance of $1,376,964. The budgeted principal and interest payments for October of this year were paid on September 30, 2014. Percent Variance 9.86% 16.51% 33.01% 8.65% 41.49% 1.38% 30.87% 31.09% 17.39% -13.00% 30.28% Percent Variance 8.14% 9.76% 82.76% 64.02% -41.91% 0.00% 30.28% AGENDA ITEM #4A City of Atlantic Beach JULY 13,2015 FINANCIAL REPORT May 2015 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 2,600,000 193,955 2,406,045 E $2,600,000 $ $ 193,955 $ 2,406,045 Public Utilities: Reclaim Water Facility PU0805 135,399 127,431 7,968 0 c PT Repair at Lift Station C PU1306 6,500 6,500 c lnline Valve Installation PU1404 36,515 19,651 16,599 265 I Effluent Outfall Replacement PU1408 11,625 11,624 1 I Effluent Pump at WWTP PU1409 14,478 14,478 0 I Connect A1A at Mallard Cove PU1410 126,662 6,024 96,598 24,039 I Well Logging -6 Wells PU1501 s Update Models PU1502 60,000 11,838 48,162 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 I Lining of Wetwell at Mimosa Cove Lift Station PU1505 19,505 5,550 13,954 1 c Lining of Wetwell at Fairway Villas Lift Station PU1506 20,341 6,200 14,141 0 c Clean and Televise Effluent Gravity Outfall to ICW PU1507 15,218 15,218 I Fence/Wall at WWTP PU1508 80,000 80,000 s Replace Irrigation System With Reuse System PU1509 20,000 3,755 2,190 14,056 s Subtotal $ 1,566,243 $ 201,427 $ 178,292 $ 1 '186,524 Parks Maintenance: Rose Park Development PM1302 5,276 5,293 (17) c Russell Park Tennis Courts 1-2 PM1401 98,136 98,136 0 c Electric Gate at Dutton Island Park PM1404 4,466 4,272 194 c Russell Park Renovation PM1501 250,000 755 249,245 A 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 73,953 (0) 1,047 c Dutton Island Road Improvements PM1505 25,000 25,000 s Marsh Project Pedestrian Path PW1408 97,220 35,155 62,065 0 E March Overlook & Kayak Launch PW1409 300,000 1,700 298,300 B Subtotal $ 890,098 $ 218,508 $ 62,820 $ 608,770 Public Works: Robert Street Ditch PW1404 14,213 14,212 c Salt Air/Sturdivant Drainage and Sidewalk lmprovmts PW1406 132,700 18,294 114,406 N Seminole Streetscape PW1407 316,660 8,957 57,702 250,002 E Saltair Drainage Improvements PW1411 250,000 35,183 214,817 I 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 16,252 9,529 6,723 B Francis Avenue Drainage Improvements (CDBG) PW1502 94,200 94,699 (499) I Begonia Street W 6th to W 9th -Design Only PW1503 30,000 30,000 c City Hall Parking Lot Lighting -Last Section PW1504 10,000 10,000 B Subtotal $ 1,524,991 $ 73,400 $ 505,365 $ 946,226 Total $ 6,581,332 $ 493,335 $ 940,431 $ 5,147,566 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 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM IJ4B JULY 13,2015 AGENDA ITEM: Russell Park Fence Replacement SUBMITTED BY: Douglas E. Layton, PE Public Works Director DATE: 6/12/15 BACKGROUND: 1 bid for the Russell Park Fencing was received on 6/10/15 from J ax Fence Depot LLC . in the amount of $56,147.30 Including contingency. The bid includes rep lacement of the existing backstops, the 151 baseline fence , the 3rd base lin e fence, a nd dugouts fencing. It also includes replacement of a majority of the split rail fence borderin g the park. Th e Contractor erron eously co rre cted the bid quantity of wood fence in their bid from 1164 to 925 linear feet. Utilizing the bid unit price the adjusted total bid including 10% contingency is $59 ,091 .78 BUDGET: The 2015/15 budget includes $250,000 for improvements to Russe ll Park . RECOMMENDATION: Approve th e award of Russell Park Fence Replacement in th e amount of $59 ,091 .78. ATTACHED: Contractor Bid Bid Tabulation REVIEWED BY: -n ~ /c.u..<- PART 1-GENERAL 1.01 LOCATION OF WORK SECTION 0111 00 SCOPE OF WORK AGENDA ITEM #4B JULY 13, 2015 The project is located within the City of Atlantic Beach's Russell Park, 800 Seminole Road, Atlantic Beach, FL 32233. 1.02 DESCRIPTION OF WORK The project consists of furnishing all labor, equipment and materials for the replacement of both primary (A&B) baseball field backstops; replace Field A and Field B dugout fencing; replace l 5t and 3rd baseline fences on both fields; install new wood perimeter fence as detailed in the Scope of Work further described in detail below. All work shall be performed in accordance with the Contract Documents. Furnish and install: 1. COMPLETE BACKSTOP REPLACEMENT • Replace both primary (A&B) baseball field backstops with new backstops of same dimensions, except backstop will be vertical (no cantilever) 20' high above grade. • Backstop posts and rails will be SCH 40; 4" pipe for corner/end posts, 3" or greater for line posts, with 1-5/8" rails. • All posts and rails for backstop will be painted/powder coated green to match the fabric. • Fabric will be 6 gauge core wire GBW (5 gauge total) with thermally fused green vinyl; heavy duty ties for fabric, rail on bottom, not wire. • Backstop rails will be welded. 2. DUGOUT/ FENCE REPLACEMENT • Replace all Field A and Field B dugout fencing (total of 4x) with removable panels formed from 1 5/8" rail attached to dugout frame. Rails will be 1-5/8" SCH 40. Fabric will be 6 gauge core wire GBW (5 gauge total) with thermally fused green vinyl; heavy duty ties for fabric. • Original steel posts will remain and be painted by COAB staff before fabric replaced. 3. FENCE REPLACEMENT • Replace l't and 3'd baseline fences on both fields running from backstop to the outfield fences, excluding dugouts above. • Fence will be replaced with same height as existing. • Replace existing gates or openings on both fields with similar. 0111 00-1 AGENDA ITEM #4B JULY 13,2015 • Replace bull pen fencing structures on both fields with 6' fence. Both fields will have new bull pens matching existing design on north Field "A". • All new fencing will have new SCH 40 3" corner/end posts, 2 ~"line posts, and 1-5/8" top and bottom rails. • Fabric will be 6 gauge core wire GBW (5 gauge total) with thermally fused green vinyl. Use heavy duty ties for fabric. • Bull pens will have bottom rail. Field fence will have tension wire. Baseball Fencing General • Line locates and permits are responsibility of contractor. • Contractor will take down and reinstall netting connected to backstops. • Contractor will remove and dispose of existing 2 backstops and fencing of 1st and 3'd baselines on both fields. • Do not replace outfield fencing. • Only one field may be worked at a time. The first field must be fully accepted including all restoration prior to work on second field. • All new posts are set in concrete. 4. INSTALL NEW WOOD PERIMETER FENCE • New fence installed starting at the existing chain link fence at the northeast edge of the skate park east to the parking area, then north along parking, turning east at road entrance to concession, terminating at the west side of ditch. • New fence installed from the west side of the ditch north side of concession road entrance east towards parking, then north towards Plaza Road parallel to the parking lot, terminating on the north side of Plaza sidewalk. New walk through openings to match existing. • New fence from the City Hall parking lot entrance at Plaza westward (parallel to Plaza) terminating at the west end of property. This fence will be located on the north side of the sidewalk. There will be a 10' crosswalk opening, and an approximate 20' opening for the soccer field. • Existing wooden fences and shrubs will be removed by the City. • New fence to match existing wood fence in height and appearance. • New fence to be pressure treated 2"x 6" 2 rail fence. New ground contact PT 4"x 4" posts, stainless steel screws. 011100-2 Bid Item DESCRIPTION QUANT. No. Part A BASEBALL FENCE REPLACEMENT 1 Backstop Replacement 2 2 Dugout I Fence Replacement 4 3 Field Fencing 2 PartB BASEBALL FENCE REPLACEMENT 4 Perimeter Fence 1164 5 Bid 1415-05 RUSSELL PARK FENCING IMPROVEMENTS Bid Opening June 10, 2015 UNIT UNIT COST EA $9,691.50 EA $850.00 EA $8,950.00 Subtotal Part A LF $11.20 Subtotal Part B Total (Parts A & B) 10% Contingency TOTAL+lO% CONTINGENCY JAX FENCE DEPOT Total Cost $19,383.00 $3,400.00 $17,900.00 $40,683.00 $13,036.80 $13,036.80 $53,719.80 $5,371.98 $59,091.78 Bid It em No. BID FORM RUSSELL PARK FENC I NG I MPROVEMENTS CITY BID NO 1415-05 D ESCR IPTION QTY U NIT UNIT COST AGENDA ITEM 1148 JULY 13, :ZOIS EXTENDED COST PI\RT 1\ BA SEBA LL FEN CE RI:PLA CE M ENT ------:-------r--- 1 Backst op Re piJccm cn t I 1:1\ So\ ~\\ .'?1.> S \"~ ·;rcr~.oo -2 -1-Du co ut I f Pncc Rc-p-la-cr mPnt -4 -f A -S-·s ~ - B~'l:>. (;)C 3 -lC~ . () I.J --f----------1 --.-------- 3 Field Fen c ing 2 [A S $ ----------' _· ._ ~a''?~ ..J..:L.5. o_q ~ ----1 ----==1= (Subto t ai Part A) ls YO loB 3 .w PARTB _ .!'_A ILW OOOFENCERCPLACLME N I ,--d;l =1 _ _ _--'-=-_ - , '"""'"'" ,.'""' "$-_ 1r_'~~' Lr _ Is \\ "'0 s ---11"-0 j ~'-}_;_00 ____ C: __ __ (S ub t o tal Part B) =o!S_iQ_f ~lbD ~- , ___ 1 ~ 'i'O'rAt (P ar ts i\&B ) _ ]s S.:L._o~ ~ s -1 _--~ _!0% Co nti n p,e1 rr y ___ -~.I ______ -----------1-l ....:.TOTI\_L_( ~-10% Conti-n g-e n cy) SUBMITTAL IN FORMATIO N : By : ~·\w ~<!..rs(LA.A..~ Bidd er ¥~ Busin ess Address Sig n ature 0\? ffi aC Titl e I Ci t y, Sta t e & Zip Co d e Da t e Bu sin ess 1 e l ephone 8FU -2 AGENDA ITEM# 4C JULY 13,2015 301 SouthBronoughStreet• Suite300 • P.O. Box 1757 • Tallahassee,FL32302-1757 • (850)222-9684 • Fax{850)222-3806 • www.floridaleagueofcities.com TO: Municipal Key Official FROM: Michael Sittig, Executive Direct~ DATE: May 20, 2015 SUBJECT: 89th Annual FLC Conference-Florida Cities: A Public Conversation VOTING DELEGATE INFORMATION August 13-15,2015-World Center Maniott, Orlando As you know, the Florida League of Cities' Annual Conference will be held at the World Center Marriott, Orlando, Florida on August 13-15. This.year the theme for this year's conference is Florida Cities: A Public Conversation, which will provide valuable educational opportunities to help Florida's municipal officials serve their citizenry more effectively. It is important that each municipality designate one official to be the voting delegate. Election of League leadership and adoption of resolutions are undertaken during the business meeting. Voting delegates will also adopt the FLC 2016 Legislative Action Agenda because the 2016 Legislative Session will begin early next year. One official from each municipality will make decisions that determine the direction of the League. In accordance with the League's by-laws, each municipality's vote is determined by population, and the League will use the Estimates of Population from the University of Florida for 2014. Conference registration materials will be sent to each t}mnicipality in the month of June. Materials will also be posted on-line. Call us if you need additional copies. If you have any questions on voting delegates, please call Gail Dennard at the League (850) 701-3619 or (800) 616-1513, extension 3619. Voting delegate forms must be received by the League no later than August 7, 2015. Attachments: Form Designating Voting Delegate President MaHhew D. Surrency, Mayor, Hawthorne First Vice President Susan Haynie, Mayor, Boca Raton • Second Vice President Vacancy Executive Director Michael SiHig • General Counsel Harry Morrison, Jr. 89th Annual Conference Florida League of Cities, Inc. August 13~15, 2015 Orlando, Florida AGENDA ITEM# 4C JULY 13,2015 It is important that each member municipality sending delegates to the Annual Conference of the Fiorid~ League of Cities, designate one of their officials to cast their votes at the Annual Business Session. League By-Laws requires that each municipality select one person to serve as the municipalities voting delegate. Municipalities do not need to adopt a resolution to designate a voting delegate. Please fill out this form and return it to the League office so that your voting delegate may be properly identified. Designation of Voting Delegate Name ofVoting Delegate: ____ M_a_r_ia_M_a_r_k _______ _,__ _____ _ Title: City Commissioner -------------------------------------------- Municipality of: __________ c_~_· t_y_of __ A_t_la_n_t_i_c_· B_e_a_c_h ______________ _ AUTHORIZED BY: Atlantic Beach City Commission Donna 1. Bartle Name City Clerk Title Return this form to: Gail Dennard Florida League of Cities, Inc. Post Office Box 1757 Tallahassee, FL 32302-1757 Fax to Gail Dennard at (850) 222-3806 or email gdennard@jlcities.c_om STAFF REPORT City of Atlantic Beach Commission Meeting AGENDA ITEM# 6A JULY 13, 2015 AGENDA ITEM: Resolution Accepting and Adopting Updated Local Mitigation Strategy Document DATE: July 13,2015 SUBMITTED BY: Cmdr. V.L. Gualillo, Atlantic Beach Police BACKGROUND: As required by law Duval County has updated its Local Mitigation Strategy Plan (LMS). This plan is required to be updated periodically, and the amendments are made with input from other govermnental agencies as well as the private sector. Atlantic Beach has pmiicipated in this process for a number of years as a member ofthe LMS Advisory Committee and Risk Assessment Committee. The Local Mitigation Strategy provides the basis for mitigation plmming and the associated grant funding for all of Duval County. A resolution adopting the county plan is a requirement for Atlantic Beach to remain eligible for mitigation grant funding. In the past, the City of Atlantic Beach has received numerous grants which were incorporated in the overall the Duval County mitigation strategy. Most notably, many of the storm water improvement projects focused on rehabilitating sections of aging vitreous clay piping have been funded with grants adopted under the county LMS plan. BUDGET: Approval of this resolution does not obligate Atlantic Beach to spend any money. However, it qualifies Atlantic Beach to apply for various mitigation grants. RECOMMENDATIONS: Approve Resolution No. 15-06 ATTACHMENTS: ResolutionNo. 15-06 Letter from the Florida Dept. of Emergency Management approving Duval County 2015 LMS. The Local Mitigation Strategy plan is a lengthy document and can be accessed electronically by clicking here . . REVIEWED BY CITY MANAGER: -/-1. Va-.. ;::!~ RESOLUTION NO. 15-06 AGENDA ITEM# 6A JULY 13, 2015 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF ATLANTIC BEACH, ACCEPTING AND ADOPTING THE UPDATED DUVAL COUNTY LOCAL HAZARD MITIGATION STRATEGY DOCUMENT WHEREAS, the City of Jacksonville Mayor's Security and Emergency Preparedness Planning Council (SEPPC) serves as the Local Mitigation Strategy (LMS) Working Group and includes representation from the City of Atlantic Beach; and WHEREAS, the Duval County Local Mitigation Strategy has been updated by the LMS Strategy Working Group and Duval County Emergency Preparedness to meet federal requirements; and WHEREAS, this Local Mitigation Strategy is intended to provide a strategy to mitigate dangers and costs associated with natural and manmade hazards and to provide a priority for mitigation activities before and after a hazardous event occurring in Duval County; and WHEREAS, the Duval County LMS Working Group has completed an update to the Local Mitigation Strategy, which has been reviewed by the Florida State Department of Community Affairs and the Federal Emergency Management Agency necessitating revision and re-adoption of the document throughout Duval County. NOW THEREFORE, BE IT RESOLVED that the City of Atlantic Beach accepts and adopts the updated Duval County Local Mitigation Strategy and assigns review and maintenance responsibilities of the LMS to the Local Mitigation Strategy Working Group to be coordinated by the Duval County Emergency Preparedness Division with review and re-adoption by the City Commission at least once every five years. ADOPTED by the City Commission of Atlantic Beach, Florida, this 13th day of July, 2015. ATTEST: DONNA L. BARTLE, CMC City Clerk Approved as to form and correctness: RICHARD KOMANDO, ESQUIRE City Attorney CAROLYN WOODS Mayor • STATE OF FLOR I DA AGENDA IT EM H 6A JUI .Y 13,2015 DIVISION OF EMERGENCY MANAGEMENT RICKSCOTI Governor Ms. Laura D'Aiisera Local Mitigation Strategy Chair 515 North Julia Street Suite 300 Jacksonville, Florida 32202 June 25, 2015 BRYAN W. KOON Director Re : Duva l County Local Hazard Miti gation Plan Approved Pending Adoption Dear Ms. D'Aiisera: This is to confirm that we have completed a State review of the Duval County Local Mitigation Strategy (LMS) update for compliance with the federal hazard mitigation planning standards contained In 44 CFR 201/6(b)·(d). Based on our review and comments, Duval County developed and submitted all the necessary plan revisions and our staff has reviewed a nd approved these revisions. We have determined that the Duval County LMS plan is compliant with federal standards, subject to fonnal community adoptfon , for the jurisdictions below: City of Atlantic Beach Town of Baldwin City of Jacksonville City of Jacksonville Beach City of Neptune Beach Upon submittal of a copy of all participating jurisdictions' documentation of their adoption resolutions to our office, we will send all necessary documentation to the Federa l Emergency Management Agency (FEMA) who will issue formal approval of the Duval County LMS. If you have any questions regarding this matter, please contact Michael Wallick at 850-922- 0325 or Michaei.Wallick@em .myflorida.com. Respectfully, ~·~ Miles E. Anderson, Bureau Chief, Mitigation State Hazard Mitigation Officer MEA/mw Attachments: MEMORADUM: State approval of LMS plans under Program Administration by States (PAS) b IV IS I 0 N H E ADQUARTERS Tel: 860-419-9969 • Fax: 6 50·488·1016 2555 Shuma rd 011k Boulevard wwwf!ori®Ois3slotorg T a llah assee, FL 32399·2100 STATE LOGISTICS Rl!SPONSl! Cf!NTER 2702 Directors Row Orlando, FL 32809 ·5631 AGENDA ITEM: SUBMITTED BY: DATE: BACKGROUND: CITY COMMISSION MEETING Ordinance creating a Seaside Community Council Carolyn Woods, Mayor May 27,2015 AGENDA ITEM# 7A/10A JULY 13, 2015 Resilience requires attention across all the rich networks that tie us together and contribute to our quality of life from our infrastructure system to our economic systems and our social systems. Over the course of time there has been a general acceptance of changing weather patterns that have already led to more intense storms, more frequent flooding, greater storm surge, erosion and sea level rise along the eastern U.S. Many beach and seaside communities, like Atlantic Beach, are being proactive in their planning effmis to learn, plan, be prepared for and adjust to these conditions and the risks they pose to our natural resources, economic vitality and quality of life. Of particular note is the Southeast Florida Regional Compact. As commissioners, we are tasked with providing for the health, safety and welfare of the community and must be aware of all concerns facing us so we can make good, sound and timely decisions for Atlantic Beach. There is a vast array of infmmation to learn and plan from including studies, action plans, policies and ordinances that can guide us in ensuring our continued growth and stability. The creation of the Seaside Community Council will help meet our goals. It is designed to be collaboration between our regional education system, business community and citizens. With members from local universities, the business community and citizens all chosen for a variety of skill sets, the vision for the Council is to keep abreast of innovations, facilitate obtaining grants, pmiicipate in research and analyze pertinent information coming out of other research, and present periodic summarized reports that will ultimately help the Commission make informed policy decisions for our seaside community. BUDGET: INAUGURAL MEMBERS: Minimal impact to the budget is anticipated. Atlantic Beach Residents: Susan Hughes Dr. David Lambe1t Sarah Boren Janice Waters Educational Community: Dr. Quinton White, Jacksonville University Dr. Josh Gellers, University ofNmth Florida AGENDA ITEM# 7A/10A JULY 13,2015 Andrew Miller, The Public Trust Environmental Legal Institute of Florida Student Liaison: Reagan Tully, Maypmt Coastal Sciences Middle School RECOMMENDATION: Direct staffto make indicated changes to the draft ordinance, have the ordinance on the June 22, 2015 meeting agenda for first reading, and have the appointment of recommended inaugural members on the same commission meeting agenda as the final reading of the ordinance. ATTACHMENTS: A draft ofthe proposed Council ordinance is attached for discussion. Copy of bios of Inaugural Members ORDINANCE NO. 5-15-63 AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA, ADDING PART II -CODE OF ORDINANCES, CHAPTER 2 -ADMINISTRATION, ARTICLE V. - BOARDS AND COMMISSIONS, DIVISION 4. CREATING A SEASIDE COMMUNITY COUNCIL; PROVIDING FOR SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE. AGENDA ITEM# 7A/10A JULY 13, 2015 WHEREAS, the City Commission of the City of Atlantic Beach, Florida, desires to add Part II -Code of Ordinances, Chapter 2 -Administration, Atiicle V. -Boards and Commissions, Division 4. -Seaside Community Council to the Atlantic Beach Code of Ordinances in order to continue a community focus on a range of priorities specific to our coastal community; and WHEREAS, the primary role of government is to provide for the health, safety, and welfare of the community through good governance; and WHEREAS, good governance provides for the long term sustainability and resiliency of the community's economic vitality, physical environment and infrastructure, and quality of human health and social systems; and WHEREAS, it has become widely acknowledged that global climate changes are constantly occmTing, that sea level rise is occuring and that coastal communities within Florida are being immediately affected; and WHEREAS, Atlantic Beach is a Northeast Florida batTier island which by definition protects the mainland of Jacksonville from the effects of the ocean; and WHEREAS, it is further acknowledged that the natural resources contained within our coastal shores help define and add to our economic community, recreational tourism, and our own quality of life; and WHEREAS, our natural resources include not only our shores but, also clean drinking water, tidal estuaries, and a healthy tree canopy; and WHEREAS, good stewardship of these natural resources leads the way to protection and growth of our quality of life, tourism and fishing industry, business community viability and property values; and AGENDA ITEM# 7Ail0A JULY 13, 2015 WHEREAS, effective policies and adaptation strategies are community specific and based on the evaluation of all available information; and WHEREAS, the greater Jacksonville area has a vested interest in a healthy and resilient banier island system and has an esteemed educational community of higher education that wishes to collaborate with Atlantic Beach in analyzing existing research, initializing new research specific to our needs and generally pmticipating in the formulation of information valuable in mitigation and adaptation strategies to be realized through policy and ordinance development; and WHEREAS, our own citizens also have a vested interest, a strong desire to participate and a diverse wealth of knowledge and experience to bring into the process; and WHEREAS, the City Commission of the City of Atlantic Beach, Florida, finds that the adoption of this ordinance is in the best interest of Atlantic Beach, Florida and its citizens. NOW THEREFORE, BE IT ENACTED BY THE CITY COMMISSION ON BEHALF OF THE PEOPLE OF THE CITY OF ATLANTIC BEACH, FLORIDA: SECTION 1. Adoption and Incorporation of Recitals. The City Commission of the City of Atlantic Beach, Florida adopts the recitals outlined above and incorporates them herein as a pmi of this ordinance. SECTION 2. Code Amended. The City Commission of the City of Atlantic Beach, Florida hereby amends the Code of Ordinances of the City of Atlantic Beach, Florida as follows: PART II -CODE OF ORDINANCES Chapter 2 -ADMINISTRATION ARTICLE V. -BOARDS AND COMMISSIONS DIVISION 4.-SEASIDE COMMUNITY COUNCIL Sec. 2-170 (a) Intent. The Seaside Community Council (SCC) shall advise the City of Atlantic Beach on sustainability issues relating to economic, environmental and AGENDA ITEM# 7A/10A JULY 13,2015 human health issues affecting the City. Members are to be appointed by the mayor and approved by the city commission. All SCC members shall serve without compensation. Any member may be reappointed from term to term upon approval of the city commission. SCC members may serve a maximum of four ( 4) consecutive terms, except the ex-officio student member shall serve a single one school-year term. (b) Members. 1. The Seaside Community Council shall consist of seven (7) voting members, at least 4 residing in the city, and 1 ex-officio student member. 2. Whenever possible all members should be persons from the following academic organizations and I or professional fields: (a.) University of North Florida, Jacksonville University, Florida State College Jacksonville, University of Florida, or other regional university or research institute; (b.) Private Sector Business; (c.) Coastal Sciences; (d.) Human Health; (e.) Communication and Policy; (f.) Environmental Sciences; (g.) Energy and or Water; (h.) Sustainable or Environmental nonprofit; (i.) Architectural and or Engineering 3. The student ex-officio member shall be enrolled at one of these local schools Mayport Coastal Sciences Middle School, Fletcher Middle School or Fletcher High School. 4. The members shall elect among themselves the chaitman and vice chair. The SCC shall create an administrative assistant intemship; duties will include but not necessarily be limited to responsibility for minutes and drafting repmis for the commission. (c) The initial appointments to the SCC shall be as follows: AGENDA ITEM# 7A/10A JULY 13,2015 1. Three (3) members shall be appointed for an initial term of two (2) years. 2. Four (4) members shall be appointed for an initial term of three (3) years. 3. Thereafter, each term shall be for a period of two (2) years. (d) Subsequent member reappointments and appointments to the SCC to fill vacancies shall be made through the City's Board Member Review Committee. (e) Meeting. The Seaside Community Council shall meet monthly and provide a quarterly rep01i to the City Commission. (f) Ad hoc subcommittees. 1. Subcommittees may be established and abolished by the SCC as needed or by request of the mayor or commission. 2. Subcommittee members shall be appointed and or removed by the SCC. Sees. ~2-171-2-225.-Reserved. SECTION 3. Severability. If any section, sentence, clause or phrase of this ordinance is held to be invalid or unconstitutional by any court of competent jurisdiction, then said holding shall in no way affect the validity of the remaining portions of this ordinance. SECTION 4. Effective Date. This Ordinance shall take effect immediately upon its final passage and adoption. PASSED by the City Commission on first reading this __ day of ______ _ 2015. AGENDA ITEM# 7A/10A JULY 13, 2015 PASSED AND DULY ADOPTED with a quorum present and voting, by the City Commissioner this __ day of ______ , 2015. ATTEST: DONNA L. BARTLE, City Clerk Approved as to form and conectness: RICHARD KOMANDO, City Attorney CAROLYN WOODS, Mayor, Presiding Officer Seaside Community Council Member Bios ATLANTIC BEACH CITIZEN MEMBERS: AGENDA ITEM# 7A/10A JULY 13,2015 Susan Hughes is a wife, mother and community volunteer in that order. Having lived in multiple communities all over the world she is aware that what makes for a vibrant, constantly evolving community is committed and involved community volunteers. Within weeks of moving to Atlantic Beach in January 2011, Susan joined the Beaches Sea Turtle Patrol and has trained to become a fully permitted member. The more she learns ofthe sea tmiles plight on our beaches, the more aware she has become of our own environmental threats and concerns as residents in a seaside community. In 2013 she joined the Board of the Jacksonville Beach based Green Market and was involved in their becoming the first Florida farmers market to offer the EBT/SNAP program to help provide affordable, local, healthy food choices to low income families. Also in 2013 she joined the Women's Giving Alliance of Jacksonville and has since become the co-chair of their North Beaches Connector Group, which aims to provide education and outreach for members at the local level. Most recently in 2014 she became a board member on the Beaches Town Center Agency and co- chaired their Full Moon Pmiy. Susan received a Master of Science and Bachelor of Ali Degree from universities in the UK, has a husband of35 years, 4 grown boys and lives in Atlantic Beach. Dr. David Lambert is an Associate Professor in the College of Computing, Engineering, and Construction. He has taught courses at UNF related to green construction, environmental issues, sustainability, building codes, and geographic information systems. For the past 25 years, he has concentrated on building multi-disciplinary teams to develop and evaluate emerging technologies that can help us study society's impact on the environment (especially our river and coastal resources), and the impact ofthe environment on society (e.g., hurricane damage assessment). Since aniving at UNF in 1999, he has been the Director of the Environmental Monitoring, Mapping, Analysis, and Planning Systems Lab (EMMAPS Lab) and the Advanced Weather Infmmation Systems Lab (A WISLab ). Over the years, both labs attracted considerable external funding for their research agendas from over 40 different local, state, federal, and international organizations. Along the way, he was awarded 3 U.S. Patents, and, based on that technology, co-founded UNF's first technology spinoff company in 2000 called GeoAge, Inc. ALL of his past projects have been interdisciplinary in nature. In 2004, he received the national "NOAA Environmental Hero Award" for his contributions. David has been an active member of the UNF Environmental Center's Executive Board since the Center was formed. He has also been active in professional and community organizations. For instance, he served on the Board of Directors for the Intelligent Transportation Systems Florida Association, and is cunently serving on the Board of the U. S. Green Building Council North Florida Chapter. Sarah Boren, LEED AP Homes, LEED AP BD+C Executive Director, U.S. Green Building Council North Florida Chapter (www.usgbcnf.org) Executive Director, Green Team Project, a project of the Tides Center (www.greenteamproject.org) Co-Founder & Vice President, NE FL Green Chamber (http://nefl.greencs.org) Co-Organizer, Sustainable Jacksonville (www.meetup.org/sustainablejacksonville) Seaside Community Council Member Bios Sub-Author, My Green Doctor (www.mygreendoctor.org) Websites: http://www. usgbcnf.org and http://www.greenteamproject.org AGENDA ITEM# 7A/10A JULY 13,2015 Sarah Boren is the Executive Director of the U.S. Green Building Council Nmih Florida Chapter, a mission driven nonpmiisan non-profit organization committed to creating a sustainable region and green buildings for all within this generation through open, collaborative education, leadership, and action. Sarah is also the Executive Director of the Green Team Project, a program of the Tides Center and a solutions-oriented national non-profit that helps individuals and small businesses save money by becoming environmentally-friendly in their everyday practices. As Co-Organizer of Sustainable Jacksonville, Sarah is trying to find ways to educate, increase the awareness of, and connect the general public to green businesses and sustainable efforts in the region. While Sustainable Jax nudges the general public to get involved and infmmed, she helped co-found the local NE FL Green Chamber to nudge the business community to become more sustainable and green the supply chain. Along with her husband, she is also a small business owner of a child's place Montessori Schools in the Southpoint area. Sarah has over twenty years of professional experience in the environmental sustainability field in the non-profit, private and govemment sectors including at the Smithsonian Institution in DC and green business consulting in CA. Sarah received her BA in Politics and a minor in Chinese from the University of Califomia, Santa Cruz in 1991 and a Masters of Environmental Management in Resource Economics, Policy and Business, including corporate environmental management, from Duke University in 1999. Her favorite job title is mother of two wonderful girls. U.S. Green Building Council North Florida Chapter, Green Team Project Education Duke University Masters in Environmental Management, Resource Economics, Policy, Environmental Science, Corporate Sustainability Janice Waters received herBS in Social Studies Education from the Florida State University and her Masters of Education Leadership and School Counseling from the University ofNorth Florida. She taught for many years in Tallahassee and Jacksonville and retired as the School Guidance Counselor of Stanton College after 17 years of service. She was manied to Atlantic Beach Commissioner Desmond Waters for over 30 years and learned a great deal about policymaking and consensus building. Janice has also been a very active and involved community member of the beaches serving in volunteer positions from 1986 to 2015. Her involvement has ranged from the Atlantic Beach Solid Waste Committee, to the 28th class of the Jacksonville Beach Citizen Police Academy, to the Keep the Ferry Effmi. Janice has served on many other boards and in many other volunteer and advisory positions; currently she is a Beaches Town Center Board member, Beaches Ali Fest volunteer and a Beaches' Area Historical Society Member. During her long service to the community Janice has developed many skills well suited for the council including problem solving, leadership, organization and coordination, public speaking and mediation. Seaside Community Council Member Bios GREATER AREA COMMUNITY MEMBERS: AGENDA ITEM# 7A/10A JULY 13,2015 Quinton White a Professor of Marine Science at, and the Executive Director of, the Jacksonville University Marine Science Research Institute (MSRI). He received his B.S. degree from N.C. Wesleyan College, his M.S. degree from the University of Virginia, and completed his Ph.D. at the University of South Carolina at the Baruch Institute for Marine Biology and Coastal Research. He is the founding Executive Director of the JU Marine Science Research Institute. The new LEED Gold certified 32,000 sq. ft. facility opened August 2010. Dr. White joined the faculty at Jacksonville University in 1976 and has been active in marine science education, and research concerning the St. Johns River and marine ecosystems. Dr. White serves as a consultant with the City of Jacksonville Waterways Commission on manatee and water quality issues. Josh Gellers, PhD, LEED Green Associate, is an Assistant Professor in the Department of Political Science and Public Administration at the University of North Florida. His research focuses on environmental law and policy in general, and environmental human rights in particular. His current research examines civil society participation in environmental governance. Josh's work has appeared in Critical Discourse Studies, International Environmental Agreements, Journal ofEnvironmental Law and Litigation, Journal of Human Rights and the Environment, Review of Policy Research, and Sustainability Science. He has served as a researcher for the Global Roundtable on Climate Change, Center for Research on Environmental Decisions, and Earth Institute at Columbia University, interned at the U.S. Department of Commerce, City of Irvine, City of Long Beach, and EcoMedia, a CBS company, and consulted for Sierra Club Green Home and UNDP. Josh runs Enviro Rights Map, a free Google maps-based website which catalogs constitutional environmental rights throughout the world. Andrew Miller is the Executive Director/Legal Counsel for The Public Trust Environmental Legal Institute of Florida, an environmental non-profit dedicated to the zealous protection of Northeast Florida's "special places". Andrew came to Florida from the suburbs of Chicago, Illinois. In the hopes of one day attending law school, he received his Bachelor degree in Political Science from the University of Illinois. While an undergrad he studied at the University of New South Wales in Australia, where he discovered his passion for the environment. He then went on to study Environmental and International Law at the University of Florida, Levin College of Law, graduating cum laude with certificates in Environmental and Land Use Law, Pro Bono work, and Community Service. He has served in his position with The Public Trust since his graduation from the University of Florida in May 2008. STUDENT LIAISON: Reagan Tully lives in Atlantic Beach, Florida and is cunently in the ih grade at Mayport Coastal Sciences Middle School. She is on the honor roll and is an enthusiastic member of the Aquaculture Team. Reagan looks forward to serving on the Seaside Community Council. She is well-respected by all of her teachers and team members and comes highly recommended by Principal Katrina McCray. AGENDA ITEM: SUBMITTED BY: DATE: BACKGROUND: CITY OF ATLANTIC BEACH C ITY COMMISSION MEETING STAFF REPORT Mayport Co rr id or CRA B ud ge t Modi1ication J e remy I lub sch /JrJl Building and Zo nill g Dir ec tor (. .. :tf Jun e 24, 20 15 AGENDA ITI1M 1178 .JULY 13,201 5 1\t the Jun e 2211(1 Cit y Co mm ission mee tin g, staf"T br ought forward a pr opo sa l fo r a Ma ypo rt Co rrid ol' CRA stud y fr o m th e finn VHB , with s ub co ns ultants th e No rth eas t Flor ida Regional Co uncil and Steve Lind o riT. The Co mmi ss ion vo ted unanimou s ly to move th e proj ect forward. The tot a l cos t o f the proj ect is $92,44 6.67. T he Cit y has appli ed for t he Co mmun ity Plannin g Techni ca l Ass is ta nce Gra nt from th e Flo ri da Departm ent or Eco no mic Opportuni ty to help fund th e CRA stud y. Th e amo unt appli ed fo r is $48 ,3 95.38 , whi ch wou ld fund ov e r ha lf or th e s tud y . However, the C it y will not find o ut if it was awarded the g ra nt until mid -A ugust. Staff is requ es tin g a mid -year bud ge t modifi ca ti on of $92,447 to fund th e stud y and ge t th e proj ec t start ed. BUDGET: Mid~year budge t mod ifi ca ti on of$92,447 RECOMMENDATION: Approve Ordin ance 20-15-131 ATTACHMENTS: Ordinance 20-15-13 1 REVI EWED BY C I TY MANAGER: ORDINANCE NO. 20-15-131 AN ORDINANCE AMENDING THE OPERATING BUDGET FOR THE CITY OF ATLANTIC BEACH, FLORIDA FOR FISCAL YEAR BEGINNING OCTOBER 1, 2014 AND ENDING SEPTEMBER 30, 2015, AND PROVIDING AN EFFECTIVE DATE. AGENDA ITEM # 7B JULY 13, 2015 WHEREAS, the City Charter of the City of Atlantic Beach requires that the City Commission approve all budgetary increases and transfers at the fund level, and WHEREAS, the nature of budgetary systems and those day-to-day decisions affecting such budgetary systems require adjustments from time-to-time, and WHEREAS, the City is amending the operating budget to add net funds totaling $92,447 for the increase in the Planning and Zoning Division of the General Fund for contractual services related to the Maypmi Corridor CRA. WHEREAS, the City of Atlantic Beach did not include the funding of this agreement in the adoption of the original Fiscal Year 2015 Annual Operating Budget and therefore must amend the budget to have sufficient amounts within the Planning and Zoning General Fund in order to fund the CRA study. 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 to be amended as follows: Expenses: Planning and Zoning Contractual Services Total Expenses: Fund Balance ~GENERAL FUND ~ 2. This ordinance shall take effect immediately upon its adoption. Passed by the City Commission on first reading this 13th day of July 2015. $92 447 $92.447 <$92.447> Passed by the City Commission on second and final reading this 27th day of July 2015. Approved as to form and correctness: RICHARD KOMANDO, ESQUIRE City Attorney CAROLYN WOODS Mayor I Presiding Officer ATTEST: DONNA L. BARTLE, CMC City Clerk AGENDA ITEM: SUBMITTED BY: DATE: BACKGROUND: CITY OF ATLANTIC BEACH C ITY COMMISSION MEETING STAFF REPORT Mayp ort Corrid or CRA Co ntra ct Jere my Hub sc h ;f/11 Bui lding and Zo nin g Director ( • f( Jun e 24, 20 15 AGENDA ITE M liSA JULY 13,20 15 The C it y of At lantic Beach propo ses to partn er with the firm VI-IB , th e Nor th eas t Florid a Regiona l Co un cil , and Steve Lindorff (form e r Jacksonv ill e Beach C RA Manage r) to create a CRA in the Mayport Corri dor. VHB is cmTe ntl y working o n a CRA for th e Mayport Village for t he C it y of Jack so nvill e. T he contract fo r th e Mayport Vill age CRA is $198 ,000, wh ile the p roposed fcc for th e Mayport Corrid o r CRA is $92,446 .67. The sco pe of wo rk for th e pr oposed Ma ypo rt Co rr id or CR/\ has been ta i lored to fit the nee ds of Atlan ti c Bea c h. T here we re tasks specific to th e May po rt Vill age CRA such as: environmental analys is, arc hit ec tur al rend erin gs, and deta il ed s ite s pec ifi c real esta te deve lopm e nt ana lys is th at are not as essenti al fo r the Mayport Corrid or CRA . The scope was somew hat scaled back as a resu lt. The Maypo rt Co rrid or CRA will a lso no t require as many su b cons ult ant s as the Mayport Village C RA . Additionally, th ere are so me tasks involved in th e Mayport Co rrid or CRA tha t VHB will be ab le to spend less tim e on due to th eir work on the Mayport Vill age CRA. As a re s ult of all of th ese facto rs, th e quote for the Mayp ort Corrid or CRA fo r Atlantic Beach is subs tanti all y less expens ive th an the Maypor t Vill age CRA. As a res ult o r the va lu e th e c ity is ge ttin g from the propose d Mayport Corrid o r CRA quote, the lo ca l knowledge VHB has gai ned fr om working on th e Maypo rt Village CRA , and th e fact tha t YHB wo n a competiti vely bid RFP (# 27-14) rr om Ja cksonville, th e Ci ty has not issued an RF P ror thi s project an d hopes to move fo rw ard with VHB. Per code secti o n 2-336 (6), the City docs not have to competitiv ely bid out an RrP w he n th e cos t of a co ntr ac t is at or below th e cost of anoth e r comp etiti ve ly bid co ntra ct. T he City Atl orney has revie wed th e proposed co ntract from VITB. There a re so me minor co ntractual issues that will be worked ou t w ith V l iB prior to exec ut ion of th e co ntr act. BUDGET: Ordin ance 20-15-13 1, fundin g the st ud y RECOMMENDATION: Authorize the Cit y Manager to execute cont ract with VHB ATTAC HM ENTS: Draft ofCRA co ntract; Fee proposa l REVIEWE D BY C ITY MANAGER: . -n. V'ec-;f0-:--/ ______ _ Phon e. 407.839.4006 Fax ; 407 .839.4008 w w w.vhb.com Fnglneo" 1 Sdenllsts 1 Pl •nners f 0.1ignoll Vanasse Hangen Brustlin. Inc. Land mark Ce nt er Tw o Su it e 300 225 E. Robinson Stree t Orlando, Florid a 3280 1 !ZI New Contract D Amendment No. Date Proj ect No. ACEN OA I TEM # 8A JULY 13,2015 Client Authorization Jun e 3, 2015 823 17.15 Project Name City of Atlantic Beac h Community Red evelopment Area (CRA) Plan To: City o f Atlan tic Beach As Requested By: Cli ent Cost Estimat e Amen dment Contrac t Total Labo r Expenses 181 Fixe d Fee D Cos t + Fixed Fee $92,446.67 included D Ti me & Ex p enses 0 O ther Thi s Ag r ee m ent is com p osed o f Part I, and Part II. Pa rt I i ncludes d eta il s of the se rv ices to be p erfor m ed , t i mi ng of the serv i ces, an d com p ensa ti o n. Par t II (att ac hed ) contai ns t he Terms and Co nditions of Agreem en t, which are prop osed gener al t erms o f th e engagem ent between the Ci ty o f Atlanti c Beach, her ei n after ca ll ed t he "Cli en t," and Vanasse Hangen Brust lin, In c. (VHB). PROJECT DESCRIPTION It is underst ood t h at Ci ty o f Atlantic Beac h d esi r es t he cr eati o n o f a Community Red evelop ment Area (CRA) to enco urage th e redevel opm ent of t he Hi ghway A 1 A corrid or. Th e area p re liminarily id en tifi ed by the Ci t y is wholly wi thin t he City's juri sd iction an d is gen era lly bound t o the sou th by A tl an ti c Bou levard , to t he west b y the Int ercosta l W aterway, t o the no r th by Du tton Island Ro ad , and includes multiple pa rce ls w ith fron tage on t he east si d e of Hi gh way A 1 A. VH B will co m p lete t he followin g Ta sks n ece ss ary to prep are th e Fi nding of N ecessity an d estab lish t h e CRA consist en t with leg islative r equirem ents o f t he Sta te of Flo rid a and Duval Cou n ty. SCOP E OF SERVICES 1.0 Proj ec t Start Up 1.1. Ki ck -O ff M ee t ing VH B an d the No rtheas t Flori d a Regional Council (NEFR C) w ill p repare for and f aci li tate a kick-off m eet ing with th e Ci ty Pl ann i ng and Development Depa rtment, Proj ect M an age r and o ther ap p ro p riate City staff, se rvi ng as th e Tec hni ca l Advi so ry Co mmittee (TAC). 1.2. CRA Dri ving and W alking Tour VHB, NEFRC, and City staff, along wi th any m embers o f th e TAC who w ish t o partici pate, along w it h key stakehold ers, w ill to ur th e iden tifie d CRA area togeth <?r to all ow the p r oject team to b ecom e fam iliar with /It'll orig i!lrd.,· uf tl/11' Atlllrori:otioll lll't'd tr' hi.' t'-H.!Culed. Out! o ri~:iualocrrl.~ l o bf! j iJJ'\1'(1/'tl!•d lri t lccmmlill)! ('cm lracll·lles. AGENDA ITEM #SA JULY 13,2015 concerns expressed by the TAC and any other specific site considerations the staff, TAC or stakeholders believe will be included preparation of the CRA Plan. 1.3. Technical Advisory Committee Meetings VHB and City Staff will work with a Technical Advisory Committee (TAC) identified by and organized by the City. Additional members may be added to the committee once the boundaries for the CRA have been identified. The TAC acts as a sounding board for ideas in the plan and for actions that must be taken by officials of the City of Atlantic Beach in the adoption of the CRA Plan. Specifically its role is to: • Represent the community and guide the establishment of the Atlantic Beach CRA Plan • Provide input and refinement for the identification of redevelopment issues and opportunities • Assist in the evaluation and selection of the CRA boundary • Assist in the development of the goals, objectives and benchmarks for implementing the CRA Plan • Participate in Community Workshops • Recommend the draft plan to City Council VHB will prepare for and facilitate up to three (3) TAC meetings to review and advise the City on project progress and deliverables. Task 1 Deliverables • Detailed Project Schedule • Project Team Directory • Identification of issues to be addressed by the CRA Plan • Kick-off Meeting Summary • Preparation for and facilitation of up to three (3) TAC meetings 2.0 Community Outreach and Stakeholder Involvement 2.1. One on One Interviews VHB and the NEFRC will conduct up to five (5) interviews, in person or by phone, with key individuals or small groups of property owners, economic development experts and other key stakeholders in the study area, especially those who have participated in preparation of past plans and guidelines. A memorandum will be prepared summarizing the feedback relating to market, CRA boundaries, development opportunities and potential barriers to development as identified in these discussions. 2.2. Community Workshops VHB and the NEFRC will prepare for and facilitate two (2) community workshops to solicit input on the proposed CRA boundary, policies, projects and action plan. 2.3. Social Media VHB and NEFRC will work with the City to employ a variety of media technology options to facilitate online input and collaboration from the community concerning various design, planning and implementation alternatives presented at key points during the project. These technologies supplement public outreach strategies to help drive increased citizen participation and obtain meaningful feedback, beyond public meetings, email lists, fliers, and other traditional methods. Social media will be employed throughout the process to build awareness, understanding and consensus on the final recommendations. Task 2 Deliverables • Stakeholder Interviews summary Two originals of this Authorization need to be executed. One original need~ to bej01warded to Accounting Contract Files. • Community Workshop promotional materials • Agenda for Community Workshop #1 and #2 • Presentation Materials for Community Workshop #1and #2 • Community Workshop #1and #2 Meeting Summary • Results Community Preference Surveys • Social Media Outreach Strategy 3.0 CRA Plan Vision, Goals and Objectives AGENDA ITEM# SA JULY 13,2015 This task describes the preparation necessary for Community Workshop #1. In conjunction with the work in Task 4 (described below), VHB will analyze existing conditions relative to the criteria for documenting blighted conditions as provided in applicable State of Florida Statutes. Based on this analysis VHB will prepare CRA boundary map alternatives for consideration by the TAC. Based on the evaluation, VHB will meet with the TAC to confirm the Vision Principles, policies and guidelines for guiding the development of the CRA Plan and confirm the CRA Boundary (preliminarily identified by the City) to be used in preparing the required Blight Study and the CRA Master Plan. As part of the analysis, VHB will prepare an existing conditions map that documents opportunities and barriers to redevelopment and suggests potential catalyst projects. Task 3 Deliverables • Healthy Community Design Framework Diagram • Vision Statement • Goals and Objectives • Definition of proposed boundaries • Identification of Initial Redevelopment Opportunities 4.0 Demographic Profile and Redevelopment Analysis 4.1 Demographic Profile and Redevelopment Analysis This task will be led by Steve Lindorff, retired director of the City of Jacksonville Beach CRA, on contract with VHB. Mr. Lindorff will be responsible for the following deliverables: • Demographic profile of City of Atlantic Beach and study area; • Economic input for Finding of Necessity; and • Review I QAQC of City's TIF projections; 4.2 Existing and Future Conditions Analysis VHB will perform the following subtasks to evaluate current and potential future conditions within the City's CRA: • Prepare a map series using GIS provided by the City or other readily available public sources. The map series will include: • Study area • Existing Land Use • Future Land Use • Transit Routes • Transportation Network • Existing and Future Levels of Service • Utilities Map • Water and Water Service Areas • Sewer and Stormwater • Ownership • Vacant/Public Land • Environmental Constraints • Parks, Public Uses and Open Spaces, Historical and cultural resources Two originals C!(this Authorization need to be executed. One original needs to befonvarded to Accounting Contract Files. AGENDA ITEM# SA JULY 13, 2015 • Evaluate overall physical conditions, including functional and physical obsolescence and blight caused by absentee property owners to understand the issues causing owners to redevelop or dispose of their properties; • Review the City's Comprehensive Plan and current development regulations and to determine where improvements can be implemented that will serve to facilitate redevelopment, such as expedited permitting. • Evaluate the overall transportation network, including pedestrian, vehicular, existing public transit options; and • Evaluate other public infrastructure that could impact development potential including water and sewer facilities, stormwater management, and other relevant systems necessary to support existing and proposed development in the study area. Task 4 Deliverables: • Demographic profile • QA/QC of TIF projections provided by City • GIS Map Series • Technical Memorandum of existing and future infrastructure conditions 5.0 DRAFT FINDING OF NECESSITY. CRA PLAN AND POLICY FRAMEWORK Using the results from the previous Tasks, VHB will prepare a preliminary draft of the Finding of Necessity, CRA Plan and Policy Framework. Mr. Lindorff, serving as Senior Community Redevelopment Plann'er, will review the draft plans prepared by VHB, providing input on programs and projects to be funded by the CRA. The Plan will address the requirements of Chapter 163, Part Ill F.S. Once the comments have been recorded, VHB will arrange for review of the draft plans by the TAC. Upon approval by the TAC, the draft plan will be considered at a City Council Workshop. Based on the direction received at the workshop, VHB will prepare a Final CRA Plan, as described in Task 6. Final public hearings will be scheduled in compliance with Chapter 163, Part 3 and applicable City ordinances. Task 5 Deliverables: • Draft Finding of Necessity • Draft Community Redevelopment Area Plan • One (1) City Council Workshop to present drafts 6.0 FINAL FINDING OF NECESSITY. CRA PLAN AND POLICY FRAMEWORK Based upon the input from the public meetings and direction from the TAC and City Council, VHB will prepare the final Finding of Necessity, CRA Plan and Policy Framework. VHB will provide electronic editable and PDF versions of the CRA Plan, and PowerPoint Presentation, as well as 20 paper copies of the Finding of Necessity and CRA Plan. Task 6 Deliverables: • Electronic Editable and PDF of Finding of Necessity and CRA Plan • Electronic PowerPoint Presentation • Twenty (20) paper copies of Finding of Necessity and CRA Plan Tll'o originals of this Authorization need to be executed. One original needs to befOJwarded to Accounting Contract Files. ASSUMPTIONS AGENDA ITEM #SA JULY 13,2015 It is understood that VHB will perform services under the sole direction of the Client. In the performance of these services, VHB will communicate its efforts with those of other project team members as required. It is understood that VHB will use the CRA boundary that has been preliminarily identified by Client and will be used as the basis for the Finding of Necessity and the Redevelopment Plan SERVICES NOT INCLUDED The following services have not been included in this Amendment at this time: • Transportation modeling • Permit applications • Environmental assessment Should work be required in these areas, or areas not previously described, VHB will prepare a proposal or amendment, at the Client's request, that contains the Scope of Services, fee, and schedule required to complete the additional work items CLIENT FURNISHED INFORMATION VHB will rely upon the accuracy and completeness of Client-furnished information in connection with the performance of services under this Agreement. Client shall provide VHB with project-related technical data including, but not limited to, the following: • Property Appraiser data for parcels within identified Community Redevelopment Area (CRA). • Tax Increment Financing (TIF) projections for identified CRA parcels. • City-wide GIS data, including parcels, public infrastructure, land use, and environmental resources. • Demand and available capacity for public infrastructure (water, wastewater, etc). SCHEDULE VHB will begin performance of the above services on the date written authorization to proceed is received. VHB will complete professional services described within 10 months of receiving written authorization to proceed. The schedule assumes receipt of the information described under "Client Furnished Information" when the authorization to proceed is received and is also subject to timely delivery of information promised by the Client and is exclusive of Client and local review of interim products. Two originals of this Authorization need to be executed. One original needs to be forwarded to Accounting Contract Files. COMPENSATION AGENDA ITEM #8A J ULY 13,201 5 VHB wi ll perform the Scope of Serv ices containe d in thi s Agreement on a lu m p sum bas is as ind ica t ed b elow. Task Lump Sum Fee Task 1: Context Analysis 1.1 Kickoff $ 1,255.00 1.2 Site Tour $ 1,585.00 1.3 TAC Meetings (3) $ 9,120.00 Prepare De live r ables $ 2,625.00 Task 1 Subtotal $ 14,585.00 Tasl< 2 : Community Engagem ent 2.1 One on One Int ervi ews $ 1,500.00 2.2 1st Publi c Workshop $ 4,540.00 2.3 2 nd Publi c Workshop $ 4,540.00 2.4 Socia l M edia $ 1,690.00 Pr epa re Deliverab les $ 8,250.00 Task 2 Subtotal $ 20,020.00 Task 3: CRA Vision, Goals and Objectives Prepare De live r a bles $ 13,790.98 Task 3 Subtotal $ 13,790.98 Task 4: Demographic Profile and Red ev elopment Analysis 4 .1 Market/Economic An a lysis $ 3,590.00 4 .2 Evaluatio n of Existing and Fut ure Co nd itions $ 12,265.57 Ta sk Subtotal $ 15,855.57 Tasl< 5 Draft Finding of Necessity and CRA Plan Prepare De liverabl es $ 12,813.44 Task Subtotal $ 12,813.44 Tasl< 6 Final Finding of Necess ity and CRA Pl an Prepare Deliverables $ 7,700.00 Tas k Subtota l $ 7,700.00 Trave l and Reprogra phic Allowances (estimat ed) $ 4,000.00 Total $ 92,446.67 In addition to th e labor compensa t ion, VHB shall be reimbursed f or expe nditures made spec ifica lly for th e project su ch as: prin ting and rep rographics; t ravel and subsistence; computer charges; telep ho ne charges; shippin g, p os tage, and co u rier service charges; p u rchase of maps and similar document s; et c. These d irect expen ses will be billed at 1.0 times their act ual cost. '/'wo rm:~ino/.1' ojth i.l' lfutl!ori=rttinll 11eerf to be executed. One origi11af 1/Ceds to bc.forll'(ll'rled to Accnllllfill~ Co/1/roc//."ifes. Prepared By: C. Ostrodka AGENDA ITEM# SA JULY 13, 2015 Department Approval: P. Yeargain Please execute this Client Authorization for VHB to proceed with the above scope of services at the stated estimated costs. No services will be provided until it is signed and returned to VHB. [Zl Subject to attached terms & conditions. Vanasse Hangen Brustlin, Inc. Authorization By Paul W. Yeargain, P.E. Title Managing Director, Orlando Date June 3, 2015 D Subject to terms & conditions in our original agreement dated Client Authorization (Please sign original and return) By Title Date 711'o originals o.fthis Authorization need to be executed. One original needs to befonvarded to Accounting Contract Files. PART II VANASSE HANGEN BRUSTLIN, INC. TERMS AND CONDITIONS OF AGREEMENT AGENDA ITEM # 8A JULY 13,2015 The engagement of Vanasse Hangen Brustlin, Inc. (VHB) by Client is under the following terms and conditions. These terms and conditions are an integral part of the collective Agreement between Client and VHB. 1. The fee estimate for the proposed Scope of Services is valid for 60 days from the date of Proposal. 2. Payment to VHB is the sole responsibility of signatory of this Agreement and is not subject to third party agreements. 3. All schedules set forth in the attached Scope of Services commence upon receipt of a signed Agreement and, if requested, a retainer. All retainer amounts will be applied to the last invoice. A RETAINER OF $ -0-IS REQUIRED BEFORE SERVICES CAN COMMENCE UNDER THE AGREEMENT. 4. Requests for additional services and any associated fee adjustment must be authorized in writing before additional services can begin. 5. Invoices will be rendered monthly and become due upon receipt. Any invoice outstanding for more than 30 days after date of invoice will be subject to a financing charge of 1-1/2 percent per month. 6. Should it become necessary to utilize legal or other resources to collect any or all monies rightfully due for services rendered under this Agreement, VHB shall be entitled to full reimbursement of all such costs, including reasonable attorneys' fees, as part of this Agreement. 7. Invoice payments must be kept current for services to continue. If the Client fails to pay any invoice due to VHB within 45 days of the date of invoice, VHB may, without waiving any other claim or right against Client, suspend services under this Agreement until VHB has been paid in full all amounts due VHB and/or any of its Consultants and Subcontractors. Sealed plans, final documents, reports, and attendance at meetings/hearings will not be provided unless payment for services is current. If VHB is performing services for the Client under multiple projects, invoice payments must be kept current on all projects for services hereunder to continue. Client acknowledges VHB's right to suspend services and withhold plans and documents, as provided above, if payments are not current on all projects. If services are suspended for 30 days or longer, upon resuming services VHB shall be entitled to expenses incurred in the interruption and resumption of its services. If services are suspended for 90 days or longer, VHB shall be entitled to expenses incurred in the interruption and resumption of its services and fees for remaining services shall be equitably adjusted. The parties agree to coordinate invoices to assure timely payment. Among other things, VHB's project manager and Client's representative will confer as often as reasonably necessary about any issues that arise involving invoicing and collections. Client's representative will contact VHB's AGENDA ITEM# SA JULY 13,2015 project manager forthwith upon receipt of an invoice about any questions or issues concerning invoiced amounts. If Client's representative and VHB's project manager are unable to resolve any questions or issues, Client's representative will line item any disputed or questionable amount and pay VHB. VHB, at its option, may revise and resubmit disputed amounts at a later date. 8. VHB agrees to carry the following insurance during the term of this Agreement: • Workmen's Compensation and Employer's Liability Insurance in compliance with statutory limits. • Comprehensive General Liability Insurance including Products Completed, Contractual, Property, and Personal Injury coverage with combined single limits of $1,000,000 per occurrence and $ 2,000,000 in the aggregate. • Professional Liability Insurance with a limit of $1,000,000 per claim and in the aggregate • Automobile Liability Insurance including non-owned and hired automobiles with a combined single limit of $1,000,000 per occurrence. Certificates of insurance will be furnished upon request. If the Client requires additional insurance coverage, and it is available, Client agrees to reimburse VHB for such additional expense. 9. The Client and VHB shall at all times indemnify and save harmless each other and their officers, and employees on account of any claims, damages, losses, litigation, expenses, counsel fees, and compensation arising out of any claims, damages, personal injuries and/or property losses sustained by any person or entity, to the extent caused by the negligent acts, errors or omissions of the indemnifying party, its employees, or subcontractors in connection with the Project, and/or under this Agreement. 10. VHB shall not be responsible for failure to perform or for delays in the performance of services which arise out of causes beyond the control and/or without the fault or negligence of VHB. 11. VHB shall be entitled to rely on the accuracy and completeness of data, reports, suNeys, requirements, and other information required to be provided by Client under this Agreement. 12. Client agrees to the fullest extent permitted by law, to indemnify and hold harmless VHB, its officers, employees and sub-consultants from and against any and all claims, suits, demands, liabilities costs, including reasonable attorneys fees and defense costs caused by, arising out of or in any way connected with the detection, presence, handling, removal, abatement, or disposal of any asbestos or hazardous or toxic substances, products or material that exist on, about or adjacent to the job site. Two originals of this Authorization need to be executed. One original needs to be forwarded to Accounting Contract Files. AGENDA ITEM #8A JULY 13, 2015 13. VHB's services will be performed on behalf of and solely for the benefit and exclusive use of Client for the limited purposes set forth in the Agreement. Client acknowledges that VHB's services require decisions that are not based upon science, but rather upon judgmental considerations. Client may not delegate, assign, sublet, or transfer its duties or interest in this Agreement without the written consent of VHB. 14. In the performance or furnishing of professional services hereunder, VHB, and those it is responsible for, shall exercise the degree of skill and care customarily accepted as good professional practices and procedures by members of the same profession currently practicing under similar conditions in the same locality ("Standard of Care"). Consistent with this Standard of Care, the services shall conform to applicable laws, codes, ordinances, and regulations of any governmental agency having jurisdiction over the project, at the time services are rendered. VHB shall perform its services as expeditiously as is consistent with the Standard of Care and with the orderly progress of the Work. 15. VHB shall not be required to sign any documents, no matter by whom requested, that would result in VHB's having to certify, guaranty or warrant the existence of conditions whose existence VHB cannot ascertain. Any certification provided by VHB shall be so provided based on VHB's knowledge, information, and belief subject to the preceding sentence, and shall be given in VHB's professional opinion consistent with the Standard of Care. VHB shall be compensated for any work necessary to verify project compliance with regulatory standards for purposes of such certification. 16. Client hereby agrees that to the fullest extent permitted by law, VHB's total liability to Client and any persons or entities claiming by, through or under the Client, for any and all injuries, claims, losses, expenses, or damages whatsoever arising out of or in any way related to the Project and/or this Agreement from any cause or causes including, but not limited to VHB's negligence, errors, omissions, strict liability, statutory liability, indemnity obligation, breach of contract or breach of warranty shall not exceed $50,000 (fifty thousand dollars). 17. All documents including Drawings and Specifications (whether in hard or electronic form) prepared by VHB pursuant to the Agreement are instruments of service with respect to the Project. They are not intended or represented to be suitable for reuse by the Client or others on extensions of the Project or on any other Project. Any reuse by Client or a third person or entity authorized by Client without written verification or adaptation by VHB for the specific purpose intended will be at the Client's sole risk and without liability or legal exposure to VHB; and the Client, shall release, indemnify and hold harmless VHB from all claims, damages, losses and expenses including attorneys' fees arising out of or resulting therefrom. Any such verification or adaptation will entitle VHB to additional compensation at rates to be agreed upon by VHB and the third person or entity seeking to reuse said documents. If any information hereunder is provided in electronic format, Client recognizes that such plans, documents or other information recorded on or transmitted as electronic media, including CADD documents ("Electronic Documents") are subject to undetectable alteration, either intentional or unintentional, due to, among other causes, transmission, conversion, media degradation, software error, or human alteration. Accordingly, the Electronic Documents are provided to Client for informational purposes only and not as record documents. 711'o originals of this Authorization need to be executed. One origliw!needs to be forwarded to Accounting Contract Files. AGENDA ITEM# SA JULY 13,2015 18. To the extent permitted by law, VHB retains the copyright in all written work products, including plans, specifications, calculations, computer programs, and computer generated materials in any form, produced in connection with the work under this agreement, unless otherwise agreed to in writing by an authorized VHB representative. Subject to Term No. 17 above, VHB licenses to Client the use of all written work products, including plans, specifications, calculations, and computer generated materials in any form, produced in connection with the work under this agreement on a non-exclusive basis. 19. All questions in dispute under this Agreement shall be submitted to non-binding mediation. On the written notice of either party to the other of the election to submit any dispute under this Agreement to mediation, each party shall designate their representative and shall meet within ten (1 0) days after the service of the notice. The parties themselves shall then attempt to resolve the dispute within ten (1 0) days of meeting. Should the parties themselves be unable to agree on a resolution of the dispute, then the parties shall proceed with mediation in accordance with the mediation rules of the American Arbitration Association. The cost of mediation shall be borne equally by both parties. This process shall be considered as a condition precedent to moving to a more formal or judicial process. 20. Notwithstanding any other provision of this Agreement, neither party shall be liable to the other for any incidental, special, indirect or other consequential damages incurred due to the fault of the other party regardless of the nature of the fault or whether it was committed by the Client or VHB, or their employees, sub-consultants, or subcontractors. Consequential damages include, without limitation, liability for loss of use of the Project or existing property, loss of profits, loss of production or business interruption; however, the same may be caused. 21. In entering into this Agreement, Client has relied only upon the representations set forth in this Agreement. No verbal warranties, representations, or statements shall be considered a part of this Agreement or a basis upon which the Client relied in entering into this Agreement. No statements, representations, warranties, or understandings, unless contained herein, exist between Client and VHB. 22. Nothing contained in this Agreement shall create a contractual relationship with, or a cause of action in favor of, a third party against either the Client or VHB. VHB's services under this Agreement are being performed solely for the benefit of the Client and no person or other entity shall have any claim against VHB because of this Agreement. In addition, nothing herein shall be construed as creating a contractual relationship between the Client and any VHB employee, representative or consultant. The Client agrees that in the event of a dispute regarding this Agreement or the services rendered by VHB hereunder, the Client shall only seek recourse against VHB and waives any right to pursue a claim against VHB's individual directors, officers or employees. 23. Any taxes or fees, enacted by local, state, or federal government and based on gross receipts or revenues, will be invoiced to and payable by Client as an additional amount due under this Agreement. 24. This Agreement shall be governed and construed in accordance with the laws of the Commonwealth of Massachusetts. Two originals of this Authorization need to be executed. One original needs to be forwarded to Accounting Contract Files. AGENDA ITEM #SA JULY 13,2015 25. VHB's commitments as set forth in this Agreement are based on the expectation that all of the services described in this Agreement will be provided. In the event Client later elects to reduce VHB's scope of services, Client hereby agrees to release, hold harmless, defend and indemnify VHB from any and all claims, damages, losses or costs associated with or arising out of such reduction in services. 26. Client understands that the requirements of the Americans with Disabilities Act ("ADA") are evolving and will be subject to various, potentially contradictory interpretations and applications. VHB will use its reasonable professional efforts and judgment to interpret applicable ADA requirements and other federal, state and local laws, rules, codes, ordinances and regulations as they apply to the project. VHB cannot and does not warrant or guarantee that Client's project will comply with all ADA requirements or ADA interpretations. Two originals of this Authorization need to be executed. One original needs to befon!'arded to Accounting Contract Files. Atlantic Beach CRA Plan VHB Principal in Project Task Charge Manager Planner Sr Trans Planner Trans Planner Sr Engineer Loaded Rates $ 250.00 $ 145.00 $ 75 .00 $ 131.89 $ 72.74 $ 185.52 1.1 Kickoff Meeting 4 4 1.2 Site Tour 4 4 1.3 TAC Meetings (3) 24 34 Prepare Deliverables 2 4 12 Task Subtotal 2 36 54 0 0 0 2.1 Conduct One-on-One Interviews 2.2.1 Community Workshop #1 12 20 2.2.2 Community Workshop #2 12 20 2.3 Social Media 2 4 Prepare Deliverables 2 4 16 Task Subtotal 0 30 60 0 0 0 3 CRA Vision Plan 4 8 24 2 Task Subtotal 4 8 24 2 0 0 4 .1 Market/Economic Analysis 2 4 4.2 Evaluation of Existing and Future Conditions 4 8 40 8 12 8 Task Subtotal 4 10 44 8 12 8 5 Draft Finding of Necessity and CRA Plan 8 20 60 Task Subtotal 8 20 60 0 0 0 6 Final Finding of Neces sity and CRA Plan 8 16 30 Task Subtotal 8 16 30 0 0 0 Labor Total 26 120 272 10 12 16 ~ Community Redevelopment & Planning Consultants, LLC Senior Community Sr . Env Redevelopment Engineer Scientist Planner Principal $ 95.47 $ 187.20 $ 150.00 $ 125.00 3 3 12 3 0 0 0 21 12 4 4 24 0 0 0 44 0 0 0 0 20 23 8 23 8 20 0 10 0 0 10 0 8 0 0 8 0 39 8 42 65 NEFRC Planner/ Media Admin Graphics $ 110.00 $ 90 .00 3 12 3 3 15 6 4 4 4 4 10 18 11 36 19 0 0 0 0 0 0 0 0 51 25 Ex pen sese Total AGENDA ITEM #8A JULy 13, 2015 TOTALS $ 1,255.00 $ 1,585.00 $ 9,120.00 $ 2,625.00 $ 14,585.00 $ - $ 1,500.00 $ 4,540 .00 $ 4,540.00 $ 1,690.00 $ 8,250.00 $ 20,020.00 $ - $ 13,790.98 $ 13,790.98 $ - $ 3,590 .00 $ 12,265.57 $ 15,855.57 $ - $ 12,813.44 $ 12,813.44 $ - $ 7,770.00 $ 7,770.00 $ 88,446.67 $ 4,000.0D $ 92,446.67 STAFF REPORT C ity of Atlantic Beach Commission Meeting AGENDA ITEM: DRAFT ORDINANCE NO. XX-XX-XX AGENOA ITEM #88 .JULY 13,20 15 AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA, AMENDING CHAPTER 20, TAXATION, OF THE CODE OF ORDINANCES OF THE CITY OF ATLANTIC BEACH , BY AMENDING SECTION 20-82 ADDITIONAL HOMESTEAD EXEMPTION AUTHORIZED AND ADDING SECTION 20-82(b) TO AUTHORIZE AN ADDITIONAL EXEMPTION, AMENDING SECTION 20-83, ANNUAL ADJUSTMENT TO HOUSEHOLD INCOME; DIRECTING THE CITY CLERK TO PROVIDE A COPY TO THE DUVAL COUNTY PROPERTY APPRAISER'S OFFICE; REQUIRING A MAJORITY PLUS ONE VOTE OF ALL MEMBERS OF THE GOVERNING BODY TO BE EFFECTIVE, PROVIDING FOR SEVERABILITY, AND PROVIDING AN EFFECTIVE DATE. DATE: SUBMITTED BY: June 25, 2015 Nelson VanLiere, City Manager @.._ BACKGROUND: On May 28, 20 13, the C it y of Jacksonvil le passed an ordinance to allow for an additional homestead exemption from taxes paid to the county for those properties and indi vid uals th at meet cettain c rite ri a as the res ult of a constitutional amendment affect ive July I, 20 13 . The amendment provides for an additional homestead exemption equal to the assessed value of the homesteaded property if the property ha s a just va lue less than $250,000 to an owner who has mai ntained pem1anent residency on the property for not less than 25 years, who has attained the age of 65 , a nd whose househo ld income does not exceed low income as de tined by gener a l law. This ordinance s hall be deJivered to the Duval County Property Appraiser no later than December 1, 2015 to be effecti ve in the 2016 tax year. The o rdin a n ce is the similar to that passed by the City of Jacks onville. BUDGET: The budget impact will be realized in the s ub sequent year as a red uction to ad valorem tax revenues. The do ll ar amount of the impact depends on th e number of qua lified prope1iy owne rs that make appli catj o n for th e exemption and is expected to have an insignificant impact on the total tax assessment. At the present time, the estimated impact is a reduction of tax revenue of$375. This was derived from the cuncnt market val ue of six properties that meet the criteria. The to tal exempted value for t hese s ix properties is $11 8,739. RECOMMENDATION: Place the ordinance on the next agenda for first readi ng. ATTACHMENTS: DRAFT ORDINANCE NO. XX-XX-XX Florida Statutes Chapter 196-075 for reference DRAFT ORDINANCE NO. XX-XX-XX AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA, AMENDING CHAPTER 20, TAXATION, OF THE CODE OF ORDINANCES OF THE CITY OF ATLANTIC BEACH, BY AMENDING SECTION 20-82 ADDITIONAL HOMESTEAD EXEMPTION AUTHORIZED AND ADDING SECTION 20-82(b) TO AUTHORIZE AN ADDITIONAL EXEMPTION, AMENDING SECTION 20-83, ANNUAL ADJUSTMENT TO HOUSEHOLD INCOME; DIRECTING THE CITY CLERK TO PROVIDE A COPY TO THE DUVAL COUNTY PROPERTY APPRAISER'S OFFICE; REQUIRING A MAJORITY PLUS ONE VOTE OF ALL MEMBERS OF THE GOVERNING BODY TO BE EFFECTIVE, PROVIDING FOR SEVERABILITY, AND PROVIDING AN EFFECTIVE DATE. AGENDA ITEM #8B JULY 13,2015 WHEREAS, Article VII, Section 6(±), Florida constitution, authorizes the state legislature to enact a general law allowing municipalities, for the purpose of their respective tax levies, to grant an additional homestead exemption, and WHEREAS, said constitutional Amendment provides that the additional homestead exemption equal to the assessed value of homesteaded property if the property has a just value less than $250,000 to an owner who has maintained permanent residency on the property for not less than 25 years, who has attained the age of 65, and whose household income does not exceed low income as defined by general law; and WHEREAS, the State Legislature enacted Chapter 12-57, Laws of Florida, creating Section 196-075, Florida Statutes, implementing Article VII, Section 6(d), Florida Constitution, effective July 1, 2013, and WHEREAS, the City Commission of the City of Atlantic Beach desires to provide for an additional homestead exemption within the provisions and limitations of Article VII, Section 6(d), Florida Constitution, Chapter 12-57, Laws ofFlorida, and Section 196-075, Florida statutes, and WHEREAS, the additional homestead exemption should be in the form of an ordinance and should be delivered to the Duvall County Property Appraiser no later than December 1, 2015 to be effective in the 2016 tax year; now, therefore BE IT ENACTED BY THE CITY COMMISSION ON BEHALF OF THE PEOPLE OF THE CITY OF ATLANTIC BEACH, FLORIDA: SECTION 1. The Code of Ordinances of the City of Atlantic Beach, Florida is hereby amended to add an additional homestead exemption and change the household income determination and shall read as follows: • Sec. 20-82. -Additional homestead exemption~ authorized. AGENDA ITEM #8B JULY 13,2015 fru_Co mmencing January I, 200 l , and a nnuall y t hereafter, pursuant to At1ic lc YH, Sect ion 6(f), F lorid a Const ituti on, and Sect ion 196.075, Florida Statutes, an additional homestead exemption of tw enty-five thou sa nd dollars ($25 ,000 .00) is hereby authori zed for any person who has the legal or equitab le title to rea l estate and mainta in s thereon the penn anent res idence of th e owner, who has attained the age of sixty-five (65) and who se household income do es not exceed twenty thousand dollars ($20,000.00), aEijt~sted by the cest ef living index fer the year mG. Low income as defined by s.l96.075. Florida Statutes. (b) Commencing January I, 2015 and armua ll y thereafter, pursuant to Article VII, Section 6(d), Florida Const ituti on and Section 196.075, Florida statutes, an additional homestead exempti on is authorized equal to the assessed va lue of the property to any person who has the lega l or equitable title to real estate with a just va lu e le ss than two hundred and fifty thousand dollars and who has maintained thereon the permanent residence of the owner for not less than twenty-five years and who h as atta ined age sixty-five and whose household income does not exceed the income limitation prescribed in S 196-075, Florida Statutes. • Sec. 20-83.-Annual adjustment to household income. _Cemmeaeing January 1, 2001, the household income li111itatien shall be adjus ted anmtaJly, on January 1, by the percentage e8ange in the a·1erage eost of living indeK in the peried January 1 th:reugk December 31 efthe immediate pFior year compared with the same peried for the year p1ior to that. The indeK is the average of the monthly eensumer price indOJ( figures fer the stated 12 month perieEi , relative te the U11ited States as a \YhoJe, isst~ed by the United States DepartmeAt of Laber. The household in come limitation s hall be adjusted ann uall y, on January I, in accordance with s.l96-075, Florida Statut es. SECTION 2. The C ity Clerk is hereby directed to deliver a cert i fled copy of this ordinance to the Duval County Property Appraiser's Office upon approva l. SECTION 3. Severabi lity. If any section, sentence, clause or phrase of this ordinance is he ld to be in va lid or unconstitutional by any cout1 of competent jurisdiction, then sa id hold in g shall in no way affect the va lidity of the remaining portions of this ord in ance. AGENDA ITEM #8B JULY 13,2015 SECTION 4. Effective Date. This ordinance shall take effect immediately upon its final passage and adoption. Passed by the City Commission on first reading this __ day of ____ _ 2015. PASSED AND DULY ADOPTED with a quorum present and voting, by the City Commission this __ day of , 2015. ATTEST: DONNA L. BARTLE, City Clerk Approved as to form and correctness: RICHARD KOMANDO, City Attorney CAROLYN WOODS, Mayor, Presiding Officer ACENOA ITEM #80 ,JULY 13,20 15 Below is section 196.075, the additional sen ior exempti on, copied from the State's website for s tatutes . Title XIV TAXATION AND FINANCE Chapter 196 View Entire Chapter EXEMPTION 196 .075 Additional homestead exemption for persons 65 and older.- (1) As used in this section, the term: (a) "Household" means a person or group of persons living together in a room or group of rooms as a housing unit, but the term does not include persons boarding in or renting a portion of the dwelling. (b) "Household income" mea ns the ad justed gross income, as defined in s. 62 of the United States Internal Revenu e Code, of all members of a househo l d. (2) In accordance with s. 6(d), Art. VII of the State Consti tution, the board of county com mi ssio ners of any county or t he gove rnin g authority of any municipality may adopt an ordinance to allow either or bo t h of the following additional homestead exemptions: (a) Up to $50,000 for any person who has t he legal or equitable title to real estate and maintains thereon the permanent reside nce of the owner , w ho ha s attained age 65, and whose household income does not exceed $20 ,000; or (b) The amo unt of the assessed va lue of t he property for any person who has the legal or equitable title to real estate with a just va lue less than $250,000 and has maintained thereon the permanent residence of the owner for at l east 25 years, who ha s attained age 65, and whose household i ncome does not exceed the inco me limitation prescribed in paragraph (a), as calcu lated in subsection (3). (3) Beginning January 1, 2001, the $20,000 income limitation shall be adjusted annually, on January 1, by the percentage cha nge in the average cost· of-living index in the period January 1 through December 31 of the immediate prior year compared with the same period for t he year prior to that. The index is the average of the monthly consumer-pri ce-index figures for the stated 12· month period, re lative to the United States as a who l e, issued by t he United States Department of Labor. (4) An ordinance granting an additional hom estead exempt ion as authorized by this section mu st meet the following requ i rements: (a) It must be adopted under the procedures for adoption of a nonemergency ordinance specified in chapter 125 by a board of county co mmissioners or chapter 166 by a municipal governing authority, except that the exemption authorized by paragraph (2)(b) must be authori zed by a sup er majority (a majority plus one ) vote of the members of the governing body of the county or municipality granting such exemp tion. (b) It must spec ify that the exemption applies only to taxes l evied by the unit of government granting the exe mption. Unless otherwise specified by the county or municipality, this exemption will apply to all tax l ev i es of t he co unty or municipality granting t he exemption, in cl uding depend ent spec ial districts and muni cipal service taxi ng units. (c) It must specify the amount of the exemption , whic h may not exceed the applicable amount specified in subsection (2). If the coun ty or municipality specifies a different exemption amount for dependent specia l districts or muni cipal serv i ce taxing units, the exemption amount must be uniform in all dependent special districts or municipal service taxing units within the co unty or municipality. (d) It must require that a taxpayer c laiming the exemption an nually submit to the property appraiser, not la ter than March 1, a sworn statement of household income on a form presc ribed by the Department of Revenue. (5) The depa rtment must require by rule that the filing of the statement be supported by copies of any federal income tax returns for the prior year, any wage and earnings statements (W-2 forms), any request for an extension of time to file returns, and any other documents it f i nd s necessary, for each member of the household , to be submitted for inspection by the property appraiser. The taxpayer's sworn statement shall attest to the acc uracy of the docum ents and grant permiss ion to allow review of the documents if requested by the property appraiser. Submission of suppo r ting documentation i s not required for the renewal of an exempti on under this section unless the property appraiser requests such doc um entation. Once the doc um ents ha ve been inspected by the property appraiser, they shall be returned to the taxpayer or otherwise destroyed. The property appraiser is authorized to generate ra ndom audits of the taxpayers' sworn statements to ensure the accuracy of the househo l d income rep orted. If so selected for audit, a taxpayer shall exec ute Internal Revenue Service Form 8821 or 4506, which authorizes the Internal Reve nu e Service to relea se ta x information to the property appraiser's office. All reviews condu ct ed in accordance with this section shall be completed on or before June 1. The property appraiser may not grant or renew the exemption if the required documentation req uested is not provided. AGENDA ITEM #88 JULY 13, 2015 (6) The board of county commissioners or municipal governing authority mu st deliver a copy of any ordinance adopted under th i s secti on to t he property appraiser no later t han Decembe r 1 of the yea r prior to the year t he exemption will take effect. If the ordinance is repea l ed, the board of co unty co mmissi oners or municipal gove rnin g autho rity shall notify the property app r ai se r no l ater t han December 1 of the year prior to the year t he exem ption ex pires . (7) Those persons entitled to the homestead exempti on ins. 196 .031 may appl y for and receive an addi tional homestead exempti on as provided in this secti on. Receipt of the add itional homestead exemption provi ded for in t his section shall be su bject to the pr ovi sions of ss . 196 .13 1 and 196.161 , i f applicable. (8) If title is held j oint ly with right of survivors hip, the person res iding on the property and otherwise qualifying may receive the enti re amou nt of the additiona l homestead exemption. (9) If the property appraiser determines that for any year within the immed iately previous 10 years a pe rson who was not entitled to the additional homestead exemption un der this section was granted such an exemption , the prop erty appraiser shall serve upon the owner a notice of i ntent to record in the public records of the co unty a noti ce of t ax lien aga in st any property owned by that person in the co unty, and that property must be identified in t he notice of tax lie n. Any property that i s owned by the taxpayer and i s si t uat ed in t hi s state i s subject to t he taxes exempted by the improper homestead exemption , plus a pena l ty of 50 percent of the un paid taxes for each year an d interest at a rate of 15 percent per an num . Howeve r , if such an exem pt ion is imprope rly gra nted as a res ult of a clerical mistake or omission by the property app r ai se r , th e perso n who improperl y received the exemptio n may not be assessed a penalty a nd interest. Befo re any such lien may be filed, th e owne r must be given 30 days wi thin wh i ch to pay the taxes, penalties, and inter est. Suc h a lien i s subj ec t to the procedu r es and pr ov i sions set forth i n s. 196 .161 (3). AGENDA ITEM. #80 .JULY 13,201 5 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: City Manager Report SUBMITTED BY: Nelson Van Liere, ~ City Manager DATE: July 1, 2015 AGENDA ITEM # 9A JULY 13, 2015 1. Taxable Value-The City has received the DR-420 from the property appraiser's office. This is the notification of the taxable value for operating purposes we will base our budget on. As has been done in the past, the City submits this form filled out with the current millage rate. This means that the City cannot budget more than what the current millage rate would bring unless we notify individually all of the property owners of a change at our expense. I am reporting this issue to give the City Commission an opportunity to express any desire they may have in raising the millage rate. If there is no indication to do so, I will proceed as usual with the current rate. 2. The North Florida TPO, (Transportation Planning Organization) has prepared a follow up from the June 23rd 2015 Beaches Bicycle and Pedestrian Focus Area Study Open House at Jacksonville Beach City Hall. The North Florida TPO has posted the study maps on their webpage. To make the process easier they have divided the maps in two sections: north of Atlantic Blvd and south of Atlantic Blvd. The maps include explanatory notes. http://www. no rthfloridatpo.com/tra nsportatio n pia nn ing/bicycle pedestrian/ 3. Annexation progress-I have received word from the attorney tasked with obtaining the required number of signatures on a petition indicating the desire of the property owners to be annexed. The required number has been obtained. The final count should be available this month and the required ordinance to finalize the process is being worked on now. AGENDA ITEM: SUBMlTTED BY: DATE: STRA TEGJC PLAN LINK: BACKGROUND: CJTY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT 90-Day Ca lendar for the Mayor and Commiss ion AGENDA I TEM ff. 98 .JULY 13,2015 Yvonne Calverley, Executive Assistant to the City Manage'/c_.. .June 23, 2015 No ne The 90-day calendar is in clud ed on the agenda for the purpose of setting meeting dates, determining the location, time and whether or not to vid eotape specia l meetings and wo rkshops i f the Commission desires. The ro Jling 90-day calendar will be revised after rece iving input from City staff and the Commission a nd will be inc .lud ed in each agenda fo r considerat ion . Specia l note: • The next Town Hall Meeting is scheduled for Monday, Jul y 20111 from 6:30 to 8 pm at the Jordan Park Community Center. • Budget Workshops are sc hedu led for Wednesday , Augus t 121h and Monday, A ug ust l i 11 at 5 pm in the Commission Chamber. BUDGET: No~ RECOMMENDATION: Approve the 90-Day Calendar fo r Jul y through Septem ber 20 15 ATTACHMENT: 1) Mayor and Comm ission 90-Day Calendar (Ju ly tlunugh September 2015) CITY MANAGER: '::k:(: ~ • .._ ~L MAYOR AND COMMISSION July 2015 ~U 0:D.\Y .\IU~ D .\ y TL'ESD.\Y \\'E D;:-.:t ~SD .\ Y 'rt ·l URSD:\ Y FRID.\Y S.\'l'li RD .\ \' 1 2 3 4 City Offices 4th of July Closed 5 6 7 8 9 10 11 Newsletter Due Due Date for (Mayor) 7/27 Agenda Items 12 13 14 15 16 17 18 Commission Mtg 6:30pm (Invoc-Hill) Videotaped 19 20 21 22 23 24 25 Town Hall Mtg Due Date for 6:30 to 8 pm 8110 Jordan Park Agenda Items 26 27 28 29 30 31 Commission Mtg 6:30pm (lnvoc-Daugherty) Videotaped MAYOR AND COMMISSION August 2015 Sl'~D.\Y :\IO~D.\ Y TL'ESD.\Y \'\'ED~ESD.\ Y Tl IL'RSD.\ Y FRID.\Y S.\Tl'RD.\ Y 1 2 3 4 5 6 7 'ewsletter Due 8 Due Date for 8/24 Agenda Items 9 10 11 12 13 14 15 Commission Mtg Budget Workshop 6:30pm 5 pm -Chamber (I nvoc-Beckcnbach) Videotaped Videotaped 16 c 18 19 20 21 22 Budget Workshop 5 pm -Chamber Videotaped 23 24 25 26 27 28 29 Commission Mtg Due Date for 6:30pm 9/14 (lnvoc-Woods) Agenda Item s Videotaped 30 31 MAYOR AND COMMISSION September 2015 SV~D .\Y .\10:-:D.\ Y TL"ESD.\Y \'\lm~ESD .\ Y Tlll'RSD.\ Y l;RID .\Y S.\TLTRD.\Y 1 2 3 4 5 6 7 8 9 10 11 12 Labor Day Newsletter Due Due Date fo r City Offices (Mayor) 9/28 Closed Agenda Ite ms 13 14 15 16 17 18 19 Commiss ion Mtg 6:30pm (lnvoc-Mark) V ideotaped 20 21 22 23 24 25 26 Due Date for 10/12 Agenda Items z-28 29 30 Commission Mtg 6:30pm (lnvoc-Hi ll ) Videotaped