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10-10-16 Amended Agenda Packet 1 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING OCTOBER 10, 2016 - 6:30 PM AMENDED AGENDA Invocation and pledge to the flag Call to order 1. Approval of minutes A. Approve minutes of the Workshop on September 26, 2016. B. Approve minutes of the Roundtable Meeting on September 10, 2016. *C. Approve minutes of the Budget Workshop on August 15, 2016. *D. Approve minutes of the Budget Workshop on August 24, 2016. 2. Courtesy of Floor to Visitors *A. Presentation from Margo Moehring on Maritime Management Plan 3. Unfinished Business from Previous Meetings A. Establishing the Beautification & Natural Resource Preservation Advisory Committee and Appointing the Members. 4. Consent Agenda ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED TO BE ROUTINE BY THE CITY COMMISSION AND WILL BE ENACTED BY ONE MOTION IN THE FORM LISTED BELOW. THERE WILL BE NO SEPARATE DISCUSSION OF THESE ITEMS. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY. SUPPORTING DOCUMENTATION AND STAFF RECOMMENDATIONS HAVE BEEN PREVIOUSLY SUBMITTED TO THE CITY COMMISSION ON THESE ITEMS. A. Acknowledge receipt of the Building Department Monthly Activity Report for July 2016 and Financial Report and Business Information List for August 2016. B. Authorize the City Manager to sign the contract with ABET for use of Adele Grage Cultural Center from October 1, 2016 through September 30, 2017. C. Authorize the City Manager to sign the contract with First Act for use of Adele Grage Cultural Center from October 1, 2016 through September 30, 2017. D. Authorize the City Manager to sign the contract with ABAA for October 1, 2016 through September 30, 2017. E. Authorize the City Manager to sign the contract with Brecht Catalan for scheduled use of the tennis courts at Russell Park from October 1, 2016 through September 30, 2017. 5. Committee Reports None. 6. Action on Resolutions None. 7. Action on Ordinances None. 8. Miscellaneous Business (Discussion only) A. Mayport Road Community Redevelopment Plan Discussion. B. Discussion on requesting Florida Department of Transportation to reduce speed limit on Mayport Road. (Commissioner Hill) C. Welcome Park and Welcome Center Opportunity-Johnston Island. (Mayor Reeves) 9. City Manager A. 90-Day Calendar (October 2016 through December 2016). 10. Reports and/or requests from City Commissioners and City Attorney *A. Letter from T .R. Hainline to Chief Deal regarding the hours of operation for the Gate service station. Adjournment 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, October 7, 2016. *This agenda was amended on October 5, 2016 to add Items lC, lD, 2A and lOA. 2 IN ATTENDANCE: MINUTES CITY COMMISSION WORKSHOP September 26,2016 CITY HALL, 800 SEMINOLE ROAD City Attorney Brenna Durden AGENDA ITEM 1A OCTOBER 10, 2016 Mayor Mitchell E. Reeves Mayor Pro Tern J:irirrny Hill Commissioner Harding Commissioner John Stinson Commissioner M. Blythe Waters City Manager Nelson VanLiere City Clerk Donna L. Bartle Recording Secretary Della Giovanni Mayor Reeves called the meeting to order at 5:00 p.m. Planner Derek Reeves presented the Mayport Road Redevelopment Plan (which is attached and made part of this Official Record as Attachment A). He explained the agenda, discussed reviews of the past improvement efforts, the depth of the plan, how it was created, the input for the plan, a schedule of implementation, CRS community basics and funding comparisons in order to implement going forward. Planner Derek Reeves explained that he is now taking the lead on this project, following the departure of Jeremy Hubsch. Curt Ostrodka & Katie Shannon were present, in addition to Steve Lindorff(aresident), Margo Moehring, from the Northeast Council, and Sheron Forde along with some members of the Technical Advisory Committee, who were appointed at the end of last year, Brian Christensen, Dara Gourley, Donna Rex, and Mike Whalen. Planner Derek Reeves explained that the past efforts of a CRA plan were conducted in 2002-2003 jointly with the City of Jacksonville. In 2001, the Mayport Road corridor study was completed and funded by the original Transportation Council. Due to Jacksonville jurisdictions and a multitude of issues, the study was never implemented. What was presented at this meeting was to only focus on the City of Atlantic Beach boundaries without joint relationship with Jacksonville. Results that came of the Mayport Road study are: Updates of a Comprehensive Plan, adoption of the Commercial Corridor, Development of Standards, Sign Code revision and the Mayport Road Median project. Community Redevelopment Coordinator from 2008-2011, Retired Lieutenant Dale Hatfield spoke: • During this time frame with the plan, there was a reduction in prostitution and homeless people in the discussed corridor area by reaching out to the local businesses and associations in the community. • Received assistance from businesses and Faith-based organizations to create social programs for the community, which changed the quality of life in the Corridor, and helped cut down on crime. • CRA would help in the next step moving forward. AGENDA ITEM 1A OCTOBER 10, 2016 Planner Derek Reeves explained the gap from 2011 -present and how it will direct the city going forward. Curt Ostrodka spoke regarding a development of the plan and redevelopment, which was suggested by input from the community. They used a study area, which was performed by previous director, Jeremy Hubsch, regarding the Mayport Road Corridor within the city limits of the CRA. A Commission analysis was done on the existing conditions and the advisory members worked on a plan which was presented for consideration. Mr. Ostrodka reviewed goals of the program as on Attachment A. He also reviewed the commercial activity benefits, marketing and how CRA funding will affect the program. (Commissioner Waters arrived at 5:35p.m.) He indicated that the City of Atlantic Beach can benefit by the CRA program with estimated costs and schedule of improvements of site surveys, project plans, and flexibility to use the funds on multiple projects. The schedule can take up to eight years to begin with the potential means to pay for improvements of necessity. Capital improvements and funding sources were explained on the Attachment with criteria documented and tax increment. He explained that it is not a new tax but diverting increment of existing tax. Any increases after 2015 base year, 95% would be kept for improvement for the redevelopment plan (refer to charts on TIP projections on Attachment A). He gave a suggestion to negotiate with Jacksonville and work with them for a percentage of assistance. He gave a list of cons of the project: the city would have to create a savings to use towards the plan, additional administrative duties would be needed, and the city would need to reach out to community redevelopment agencies. He summarized it by saying: bring the ''unanimous" plan to Commission, show financial commitment, create new jobs in the community, hold successors to follow through, and that it gives long term revitalization. Mayor Reeves explained that there will be no public comments at the workshop, however will be welcomed at the Commission meeting following the workshop meeting. Commissioner Hill commented that he cannot find a reason to move forward with the CRA plan because of the restrictions it has. He does not feel that the City needs CRA to fix the corridor, however that a change in the language is needed, which is preventing businesses to thrive in the area. Commissioner Hill explained that the CRA language does not allow small business/warehouses. What was presented are things that the City should already be doing daily without going through CRA. He strongly felt a need to correct a major problem in the corridor by having the speed limit lowered on Mayport Road to 40 mph from the flyover to the base. In his opinion, the basic functions for improvement without going through CRA are as follows: • Fix the language in business development • Fix the infrastructure • Use grant money wisely and gear it towards pedestrians' safety • If negotiated with the county, ask for an adjustment to CRA later AGENDA ITEM 1A OCTOBER 10, 2016 Mayor Reeves asked Mr. Ostrodka for clarification and confirmation that the support of CRA provides funding. Mr. Ostrodka confirmed. Commissioner Stinson requested an elaboration on how the interviews and surveys were conducted. Committee Member Margo Moring explained how the studies were performed and that extensive state interviews were done with eleven members from the community, who were selected from a list that was provided by the Planning Department. Commissioner Stinson requested copies of those results and asked for an explanation of road blocks since the discussed area has been ignored for 30 years. Commissioner Hill explained that it has not been abandoned, but that the corridor change restructured business wise and residents benefitted at the time. He stated concern for small businesses with the CRA allowance. Commissioner Stinson thanked the committee who worked on the plan. Commissioner Waters discussed development issues and how the report touches on residential and business boundaries. She warned to be careful with creating barriers concerning the City of Jacksonville not negotiating, since it may involve getting Jacksonville tax dollars. We need Jacksonville committed to the project instead of delving into City of Atlantic Beach dollars. Over the past 30 years, she explained that the city has not committed to making the Corridor better and feels that the CRA will open an establishment for redevelopment of the plan. Commissioner Harding reported he has spoke with residents on the west side of Atlantic Beach. The concern from residents is that the current plan is not business friendly. He believes that utilizing city funds are admirable; however, if the city can take advantage of dedicated funding through CRA resources to benefit the residences and businesses, without "tying our hands", and correct 30 years of being left out, he does not see any reason why the Commission would not move forward with the offered plan. Mayor Reeves stated that the previous Commission did the right thing by moving forward and that this study gives great ideas no matter what is decided. In his opinion, the proposed plan has more cons than pros. He explained that Steve Lindorff is a good resource since he has gone through the process with Jacksonville Beach. Mayor Reeves questioned how it will be funded? His quick answer was that Jacksonville Beach did not have a partner and that Atlantic Beach has an opportunity to have Jacksonville as a partner. If Atlantic Beach does not include them to help with the funding, it will slow the process of a redevelopment plan. He went on to say that if the city partnered with Jacksonville, the area that has suffered from neglect would be cleaned up. He did not want to make a commitment before the vote. Commissioner Hill emphasized that it will be important to figure out what to do with the area. He agreed that the city needs a solution and that the CRA is an excellent resolution. However, he does not want to spend more money on studies for the plan, instead to use the funding towards the project of the corridor. AGENDA ITEM 1A OCTOBER 10, 2016 Commissioner Stinson said that revenue projections presented were only of current times and that it does not give consideration for future projection. Mr. Ostrodka clarified that at year 5, the city may want to consider a revenue bond by showing a steady revenue source for the future funding. Commissioner Harding thanked the advisory committee and addressed areas needing attention. He stated that it is unanimous by the commission that there is a need to make the Mayport Corridor west side more vibrant with city funds, grants, and CRA if it goes through. It will give the residents of the west side ease that the Commission hears and cares about the area and will see that it will be taken care of. Commissioner Waters thanked the citizens who participated. In her opinion, the Plan lays out a way and presents the Mayport Corridor as the main entrance to the City of Atlantic Beach. A commitment from the city to develop the Corridor is needed and agreed that the Commission needs to create a plan out of the budget to make things happen seriously by going forward with the development if the CRA does not go through. Mayor Reeves indicated that the Commission needs to keep the conversation going, for the growth of our whole city. He would like to see businesses address issues to move forward either way. Further discussion would be continued at the Commission Meeting with number 8A on the agenda. Mayor Reeves adjourned the workshop at 6:18pm. Attest: Donna L. Bartle, CMC City Clerk Mitchell E. Reeves Mayor City of Atlantic Beach Mayport Road Redevelopment Plan City Commission Meeting September 26, 2016 Agenda • Introductions • Past Improvement Efforts • Community Redevelop m ent Plan Development of Plan Overview of Projects and Programs Project Prioritization TP resu lts and discussion VHB schedu le TAC recommended schedu l e Implementation Timeline • CRA Bas i cs • Funding Options and Comparison • Summ ary A Vcsol>n "'~ o Kbn1nt 1hritilttg community or>dtor<d l>y rhe Hayport Rood CDrrldor «hat afftn opponunitju (at' liW!. ""'*-ond ploy for oil ~sld<nt:< and VisitotS. MAYPORT ROAD COMMUNITY REDEV ELO PMENT PLAN City of AtlaniJc Beach August !016 .• ' ~. Introductions • City Staff -Derek Reeves, Project Manager -Nelson Van Liere, City Manager • Project Team -Curt Ostrodka, VHB I -Katie Shannon, VHB TAC Meeting 2 -Tyler Johnson, VHB -Stev e Lindorff, CRP, LLC -Margo Moehring, NEFRC -Sheron Forde, NEFRC Introductions • TAC Members -Josh Ashby Mike Borno -John Bryan -Attillio Cerqueira -Brian Christensen -Dara Gourley -Ted Jackrel -Wanda Martin -Richard Parkes -Donna Rex -Matt Schellhorn -Mike Whalen Past Efforts a 2000 -2003 Joint COAB/COJ CRA Plan and t he 2001 Mayport Road Cor ri dor St udy -Updated Comprehens ive Plan -Adoption of the Commercial Corridor Development Standards -Revised allowable uses -Revised sign code -Median project • 2008 -2011 Commun ity Redeve lop ment Coordinato r -Community Policing Officers • 2012-2013 Redeve lop ment and Zo ning Coo rd in ato r Proposed ' MayportCRA Community Redevelopment Area ·f:inding of Nece~s ify a n d :. -· 'Redevelopment Plan Cily of Joe ksonvlU e Cl ly of Affanlic Beach Jacksonville-Planning and Development Depar1menl Mayport Wolerfronl Porlnenhip JacksonvUi e Economic Development Commi ssion Consullonl s Asset Properly Olsposllion Development of the Plan .-~-~~~ o Estab lish Study Area Boundaries c Analysis of Existing Conditions a Technica l Advisory Committee Meetings • Sta ke hold er Interviews • Com munity Workshops and Outreach -First Community Meeting -17 attendees signed in -Second Community Meeting -29 attendees signed in ,.:;;,.yo. -• • •• -- -Over 155 people participated in the online survey % -. .:--: 'J::I:I:u&"J!1Jl!\3 ' -. --• -~ ~. ..' ... "': Key Economic Findings ~ - • Commercial Values Fai l to Appreciate • Residential Assessed Values Fai l to Appreciate • Taxab l e Values in the CRA are approximately 12 .3 % of the entire city • The CRA study area is approximately 33% of the entire city acreage V'l 1400 z 0 1200 .....J ~ 1000 800 600 400 200 0 Taxable Value in the CRA versus City of Atlantic Beach -/ 7 --·--- $1.368 ------Billion I ~ $168 -Million / c) I l.P . CRA COAB O CRA D COAB V) c 0 ~ c Assessed Values of all Properties Fail to Appreciate over 5 Years 190 180 170 160 150 140 130 120 110 100 2010 2011 2012 2013 2014 2015 Number 1,560 Parcels ---1,553 1,566 1,573 1,571 1,585 • Taxable Value Overall loss of $16.03+ Million in Taxable Value V') z 0 :::J _J ~ z - Changes in Residential and Commercial Assessed Values from 2010 -2015 30 29 28 27 26 25 24 23 22 21 20 - 0 2010 02015 Comme rcial Valu es _/ / / / v ~ 1- --./ .. --- . I t -- -1~.-liiJ Market Value 29,912,664 26,936,046 -- Taxable Value 28,871,993 24,620,751 Loss of $4 .25+ Million in Taxable Value /' ·•··- -- - -...... - 160 140 120 100 V') 80 z 0 60 _J _J ~ 40 z 20 Residential Values Market Value o 2010 152A90,779 Taxable Va l ue 104,599,305 . o 2015 153,037A32 95,178,596 Loss of $9.42+ Million in Taxable Value Plan Goals · Transform the Mayport Road Corridor into a Complete Street to improve safety for all users Improve th e appeara n ce of the Mayport Road Corridor Maintain or improve the qu al ity of l ife of City of Atlanti c Be ach resid ents, bu sines s owners, and vi sitors . -· -J Mayport Road Projects & Programs t -:; 1-z w ~ w >(/) 0 l-ex: u 0..~ ~~ -J 0.. ~ 0.. <t u I 1-z w ~ 0.. 0 -J w (/) > ~ w c ~ ~ ~ > 0 l-ex: -0.. z :::> ~ ~ 0 u 9 1. TRANSFORM MAYPORT INTO A COMPLETE STREET ®< 2. IMPROVEMENTS TO NEIGHBORHOOD ROADS @ ( 3. IMPROVEMENTS TO PARKS & OPEN SPACE @ < 4. GATEWAY SIGNAGE & MURAL PROGRAM ~ 5. SEWER & SEPTIC INFRASTRUCTURE IMPROVEMENTS ®< 6. COMMERCIAL NODE ALONG MAYPORT ROAD @ 7. MARKETING, EVENTS & PROGRAMMING COORDINATOR @ 8. HOMEOWNER & BUSINESS IMPROVEMENT GRANTS ~< 9. REVITALIZE THE INDUSTRIAL DISTRICT @ < 10. MASTER STORMWATER STUDY fi\ \€!) ® (@ -- 11. COMMUNITY CODE ENFORCEMENT & POLICING PRO GRAM 12. PROPERTY ACQUISITION {Eligible for stormwater, parking, or other public purposes) 13. UPDATE COMPREHENSIVE PLAN & LAND DEVELOPMENT CODE I I I • I n c rease safety a long Mayport Road by providing complete street techn iques and new pedestrian -and bike -friendly infrastructure ~ Analyze roadway improvements with affiliated agencies (FDOT, North Flo r ida TPO) • Increase economic activity along the corridor Estimated cost for Corridor Planning and Concept Design Study: $250,000 • Lighting a Street Trees • Additional Land?caping • Transit She lte r s • Wayfinding Signage 11 Pavement Striping • Fiber Optic Communications • Sid ewa l k Improvements o Stormwater Improvements • Midblock Cr oss ing s/Crosswa lks a Pavement Markings • Bike Racks • Provide safety and connectiv ity within res id e ntial areas • Co nn ec t the Beaches to the Marsh • Spec ific costs est im ates provided through a se ri es of comp l ete stree t audits i n which more detai led roadway improvements are id e ntifi ed Estimated cost: $2.9M -$11.3M \ [ _j_ Summary of Estimated Costs Road Linear Feet Existing Right-of-low Estimate High Estimate Way ($130/lf)* ($500/lf) Dutton Island Road Main Street Mealy Street Levy Road/Donner Road Francis Avenue Stormwater Pathway between Main St and Orchid St West Plaza Street Orchid Street 4th Street 3rd Street 15TStreet TOTAL 5,000± 50'-60' 5,400± 49'-63' 1,750± 48'-62' 2,200± 20'-66' Reconstruction funded by CDBG funds 1,050± n/a 760± 50' 3,250± 50' 710± 50' 740± 52'-58' 1,800± 47'-50' 24,610± $650,000 $2.SM $702,000 $2.7M $227,500 $875,000 $286,000 $1.1M $136,500 $525,000 $98,800 $380,000 $422,500 $1.63M $92,300 $355,000 $96,200 $370,000 $234,000 $900,000 $2.9M± $11.3M± NOTE: Estimated costs are provided for budgeting purposes only and do not include right-of-way acquisition, utility relocation or permitting costs. Final cost will be refined at the time of design and construction. *Source: FDOT Lo ng Range Estimating System Project Details Composite Report .,. 3. IMPROVEMENTS TO PARKS AND OPEN SPACE llli;] GOALS 4.C. -4 .0. -4.E. -S .C. ~----------------~~----------~----~~---------- L1 CRA Plan prov ides f u nd i ng for implementatio n of a Parks Master Plan o Provide infrastructure improvements to · existing parks and open space 111 Increase variety of ecotourism and recreational activities for the community and visitors · a Increase options for physical activity for residents/ supported through Healthy Community Design Estimated cost: $50,000/year 1:1 Provide aesthetics at the entrance to Atlantic Beach Engage the community in an arts -based civic engagement initiative, hiring l ocal artists in a mural program • Brand the Mayport Road Corridor and enhance community identity Estimated cost: $50,000 for Design; up to $500,000 for construction • Provide a means for all resident s to connect to city utilities • Protect enviro nm enta lly sens itive ar eas along the Intracoastal • Create a sewer connection loan program Estimated cost: $2.35M± !1H --, •• • • ~ g ~ .. .. ~ t; ~ 3 '" -vc c..::J we11ands ZONE =:J ~ Summary of Estimated Costs Item Description Quantity Unit Unit Cost Total cost 1 Septic Tank Remova l 2 8 11 Wastewater gravity main 3 Wastewater Manhole 4 Lift Station 5 Private Grinder Lift Station 6 Upgrade existing lift station 7 Replace existing roadway for wastewater install 8 Genera l Cond itions and M ob ili zation (8%) Subtotal Contingen cy (1 5%) TOTAL NOTES: 46 EA $7,500.00 5,000 LF $25.00 18 EA $4,000.00 1 EA $175,000.00 4 EA $50,000.00 2 EA $50,000.00 5,000 LF $175.00 1 LS $151,360.00 1. General Conditions and Mobilization to include testing, layout, and permits. 2. Land Acquisition costs not included. 3. Assumed that TV Video/laser Profile is not included. 4. Removal of unsuitable soils and muck is not anticipated or included . 5. Tree removal or repair is not included . 6. Performance and Payment bonds not included. 7. Costs to remove septic tanks includes associated impact fees. $345,000.00 $125,000.00 $72,000.00 $175,000.00 $200,000.00 $100,000.00 $875,000.00 $151,360.00 $306,504.0 0 $2,349,864.00 -·-••••• ... I ~ 6 . COMMERCIAL ·NODE ALONG MAYPORT . ROAD GOA LS l .E. -3 .E. -S .'A. -5 .8 . • In c rease co mm e rc ial act iv ity al o n g Maypo rt Roa d in c urre nt ly und eruti li ze d a reas o r w he re th ere are vaca n c i es m Co nn ec t s Eas t to W es t (coast to m ar sh) at a co mm o n gath erin g po int m Pr ovi d e oppo rtuniti es f o r sm al l bu sin esses t o se ll th eir good s/se rv i ces / in creas in g ove rall eco n o mi c v itality • Catalyze th e community in p o p -up eve nts i n clud i ng l ive e ntertai nm ent Estimated cost: $12,000-$60,000/year • Ensure the longevity of community programs and promote in creased attendance at co mmunity-based initiatives and eve nts s Provide a permanent liaison and support between the community, local businesses, and the City • Promote the unique character of the ·Atlantic Beach community and attract new visitors to the area Estimated cost: $40,000-$50,000/year . Pr ovid e m o re va ri ety in t h e types of businesses a ll owed in the Industrial D i stri ct • Provide in ce ntives for fa<;ade improvements and pavement r esto rati o n to r evita l ize the di strict c Provide opportuniti es fo r businesses in the a rea to work with the U S N avy and Ch ambe r o f Co mm e rce t h roug h n ew bra nd'ing st rat eg i es Estimated cost: TBD 11 Prov i de opportunities for businesses and residences to revitalize the appearance of their homes, storefronts or parking lots • Provide infrastructure needs such as new li g hting, pavement, bike parking, and ADA needs, increasing safety in the area m Help to in crease sa l es, shopping traffic and property va l ues in the a rea Estimated cost: $50,000/year • Identify specific infrastru cture ne ed s to improve adequate catchment of stormwater run -off • Eliminate current flooding ha zards in the study area CJ CRA Boundary -100 Year Roodplain Estimated cost: $50,000 • Dedicated officer to work with individuals and businesses to strengthen neighborhood -based organizations, and thus overall safety c Act as a liaison to all related City divisions and departments c Provide pub l ic education activities, news l etters, and outreach • Assist in the preparation and i mplementation of community goals • Assist with code enforcement violations Estimated cost: $50,000/year • Provide new property for public parking or stormwater infrastructure l'J Provide redevelopment opportunities through private-public partnerships a Create easement agreements to increase r ight-of-way where needed Estimated cost: fair market value at time of acquisition '---------r- 1 ~---._ • 13. UFiD.ATE 'COIVIPRE,HENSIVE .PlAN AN-D LAN-D DEVELOPMENT CODE GOALS 3 .C. -3.0 . -4.A. ·~ s ~B . . -. -... -. . -.. ,....., '-- 13 Provide m ore flexible zon ing options and permitted uses " Increase buffers between commercial or industrial uses and residential 1:1 Increase opportuniti es for new businesses in the study area Draft complete street policies for neighborhood roads Potential to decrease parking requirements with mixed -use developments Estimated cost: $100,000 Summary of Estimated Costs Project or Program Probable Co sts * 1 Tra nsform Mayport Road into a Complete Street* 2 Improvements to Neighborh ood Roads 3 Improveme nts to Parks and Open Space* 4 Gateway Signage and Mural Program* 5 Sewer an d Septic Infrastructure Improvements 6 Commercial Node Along Mayport Road 7 Marketing, Events & Programming Coordinator 8 Revital i ze the Indust rial District 9 Homeown er and Busi n ess Improvement Gra nts 10 Mast er Sto r mwater Study* 11 Community Code Enforcement and Policing Officer 12 Property Acquisition 13 Updat e Co mpr ehensiv e Pl an an d Land Dev elopm e nt Cod e $250,000 for initial Cor r idor Study $2.9M-$11.3M $50,000/year $50,000 for Design, up to $500,000 for construction $2 .35M± $12,000-60,000 /year $40,000-50,000/year tbd $50,000/year $50,000 $50,000/year tbd $100,000 *Planning level capital costs, where shown, are for illustrative purposes only. Actual costs will be based on the best fee proposal or bid price for each element of the Capital Improvement Program at the time the project is implemented. Schedule of Improvements TIF Base Year Established de CRA 101 Chapter 163 of th e Florida Statutes authorizes l ocal governments to address blighted conditions through the creation of Community Redevelopment Plans Step One: Finding of Nec essity • Establishes presence of slum/blight • Authorizes Community Redevelopment Area Step Two: Community Redevelopment Plan • Programs and Capitallmproveme·nts • Funded by Tax Increment Financing • Reviewed by taxing authorities and state Two or more of these conditions must be documented: Defective or inadequate st reet layout1 parking facilities~ roadways~ bridges1 etc. Deterioration of site/area Unsanitary or unsafe conditions High commercial & res idential vacancy rates Assessed values fail to appreciate over 5 years Hi gh density of pop ul ation co m pa r ed to surrounding areas/mun i cipality Fi r e & emer ge ncy medical servi ce calls Incidence o f crime high er than muni cipal ity Fau lty lot layout (size, ad equacy, access ib ility, usefulness) Fal li ng co m me r cial lease rates Buil di ng Code v i olati ons Go v ernment-owned pr operty with adverse environmenta l co n diti ons Tax del in quency Unusual titl e con ditions (So u rce : Sec 163.340, F.S.) What is Tax · Increment Revenue? a Ofte n refe rre d to as 11 t ax i nc r ement fi nancing" or /JTIF" r1 Ca lcu l ated from i ncreases i n taxes co II ected by ce r ta i n tax i ng authorities ove r w h at was co ll ected i n an estab l ished /Jbase year/1 and re m itted by t h ose a uth o ri ties t o th e CRA fo r u se in f in a n c in g redeve l opm ent activ it ies. • N ot a new ad va l orem tax :(t.'l~- UJ §:'e ::::. ~ z ~ LLI ~ >LLI ~ Tax base to local government 0:: ~iiiiiii;~t..,.._ __ __:_-;r•emains constant at this level ~ • • • •. blighted tax $ untU the community ~ •• •• woul d decrease YEARS year the Plan is adopted Redeve lopm ent Plan has been impl emented or at the end o f a 30-year period from the date of adoption. What can TIF funds be used for? The uses proposed for the TIF must be set out in the adopted Redevelopment Plan, and generally includes the following: Acqu i sition of property. Demolition of bui l dings. Re l ocation expenses associated properti es. Affordable housing programs. Construction of streets, utilities, parks, playgrounds, public areas in convention faci l ities, parki ng f aci li ties, and other im provements. Disposition of property. Rer.ai r and r ehabi li tation of buildings or other improvements. Payment of debt service on loans or tax increment revenue bonds. Community policing initiatives. Administrative and planning expenses associated with carrying out the redeveropment program. o Fu ll M i ll age Scenario: City of Atlantic Beach Mill age Rat e of 3.3285 City of Jacksonvi l le Mil lage Rate .of 8.1512 POTENTIAL 20-YEAR TIF RE'VENUE 3% ANNUAL GROWTH/"FULL MILLAGE" SCENARIO 20-YEAR TOTAL CONTRIBUTION ATLANTIC BEACH = $4,i60,12S· JACKSONVILLE= $10,025,132 GRAND TOTAL= $14,185,257 $9840 YEAR V EAR YEAR V EAR YEAR YEAR YEAR YEAR YEAR YEAR YEARY EAR YEAR YEAR YEAR YEAR YEAR YEAR YEARY EAR l 2 3 4 5 6 7 8 9 10 11 12 l3 14 15 16 17 18 19 20 • Atlantic Beach Jacksonville. Comparison of TIF · ~ .. Projections ~>--~· :--~~--· .~_::c:_ ' . ·- Potentia l T IF Reve n ues over 20 Years in M i l l ions 16.00 14.00 12.00 10.00 8.00 6 .00 ~----~-4 .00 2.00 0.00 M oderate (3% In crease ) • Par it y Scena rio $8.32 million D Fu ll Mi l l age Rate $14 .19 million • Parity Scenario n Full Millage Rate Pros and Cons of Adopting CRA Plan · -----. m Pros -City of Jacksonville Funds get invested within the CRA • At 1% growth, the CRA can accrue an additional $2.9 million over 20 years • At 3% growth, the CRA ca n accrue an additional $10 million over 20 years • At 5% growth, the CRA can accrue an additional $19.2 million over 20 years -Offers support to COAB General Fund • COJ TI F revenues to directly fund programs in the plan such as policing, code enforcement, parks, utilities, etc. • General fund still receives base year tax revenue from CRA properties -Creates a long term commitment to invest in the area and Champions for the Plan in the form of community officers and coordinators a Cons: -Slightly less flexible than using General Fund revenues -Additional administrative duties Summary • TAC vetted and unanimously recommended Plan • Accrue COJ tax dollars to supplement Projects and Programs in the Plan a Recommended Projects and Programs will not only help to revitalize the area, but will help to attract new investors to the area • Use the Plan as a catalyst to entice revenues from other regional sources, such as the North Florida TPO and FOOT • Create new COAB jobs, which will create permanent champions for the Plan who work specifically for and with the community • Ensures long-term commitment for investment and growth in the CRA CRA • Atlantic Beach adopts Finding of Necessity • Atlantic Beach establishes the Community Redevelopment Agency • Meet with Council member Gulliford, choose preferred TIF scenario (parity or full millage) • Atlantic Beach Community Development Board reviews CRA Plan • CRA submitted to Jacksonville and Duval County for review • Joint Public Hearing (if necessary) • City of Atlantic Beach to adopt CRA Plan by ordinance • Atlantic Beach adopts Ordinance to establish Redevelopment Trust Fund • Atlantic Beach must file audit of Trust Fund each fiscal year. • Project design, funding, and implementation! MINUTES ROUNDTABLE MEETING ATLANTIC BEACH CITY COMMISSION 800 SEMINOLE ROAD, ATLANTIC BEACH, FL 32233 SEPTEMBER 10,2016 at 10:00 AM PRESENT: Mayor Mitchell E. Reeves Commissioner Mitchell Harding Commissioner Jimmy Hill Commissioner John Stinson Commissioner Blythe Waters STAFF: City Manager Nelson VanLiere City Clerk Donna L. Bmile, CMC Call to order AGENDA ITEM 18 OCTOBER 10, 2016 Mayor Reeves called the meeting to order at 10:00 a.m. He recognized, introduced and welcomed House Representative-Elect Cord Byrd, who was present for the meeting. Mayor Reeves explained the purpose of this meeting is to discuss communications between the Commission and the City Manager. No motions will be made and no action will be taken. He felt this meeting was necessary due to a lack of communication between the Commission and City Manager. He also explained the Sunshine Law and how the Commission can only communicate with each other during public meetings. (Commissioner Waters anived at 10:05 am) Mayor Reeves explained the Commission is a policy making group that sets policies regarding how they want the City to operate, how it should be managed and how citizens should be treated. He reported on his research through the Florida League of Cities and provided the following infmmation regarding the Critical Nature of the Commission/City Manager Relationship. Critical Nature of the City Commission /City Manager Relationship What factors make the Commission/City Manager relationship so critical? The most fundamental is that the Commission/City Manager fmm of government is based on the professional manager's effective translation and implementation of polices established by the elected officials. A positive and productive relationship between policy makers and the City Manager greatly increases the odds that these outcomes will occur: • Clear policy direction provided by policymakers • Effective implementation of the policy by the City Manager and staff • Shared confidence among the Commission, City Manager, and staff • Respect for varying roles and responsibilities • Effective service delivery to the citizens of Atlantic Beach • Confidence of the public in Atlantic Beach Without an effective relationship, just the opposite is likely to occur. The trust level is likely to be low, policy direction is less likely to be clear, instances of role conflict can increase, and a lack of clarity regarding organizational direction can result, affecting both staff performance and public confidence in the institution. Discussion Mayor Reeves stated he would like to discuss clear policy direction provided by the Commission. He felt the Commission, as a group, needed to make the City Manager aware of what they expected out of him and City staff. Mayor Reeves explained that during his research, he also found information fi·om the International City & County Manager's Association regarding the importance of the relationship between the City Manager and Commission and brought copies for each Commissioner, the City Manager and the City Clerk. The booklet is entitled "Making it Work: The Essentials of Commissioners-City Manager Relationships." Mayors Reeves felt both the Commission and the City Manager were willing to work out the communication issues. He explained the meeting he had with the City Manager regarding his perf01mance evaluation and the goals and objectives he would like for him to accomplish noting Mr. VanLiere's response was that he had not been given any specific goals by the Commission before. Mayor Reeves stated he did not want to waste time and asked City Manager Van Liere if he was ready to leave the City or if he is ready to really work with us. Mr. VanLiere stated he plans to stay and work with any of you that want to work with him; he believes they have accomplished a lot and wants to continue. Mayor Reeves asked Mr. Van Liere if he wants to stay and Mr. Van Liere replied yes. (Commissioner Hill anived at 10:15 am) Mayor Reeves gave a brief summary to update him on the discussion. Commissioner Hill explained why he never questioned the City Manager's commitment to Atlantic Beach. He believed, prior to his appointment, there was a culture within the City that was not healthy and he has seen a huge improvement since Mr. Van Liere took the position. He agreed there were issues regarding the communications between the City Manager and the Commission as a group. Mayor Reeves stated he explained earlier that it is the job of the Commission to set policy and direct the City Manager on how they wanted him to run the City. He explained that he keeps hearing "this is a new Commission and they do not know how the City operates", and believes maybe it does not take us two or three years to figure it out. Commissioner Hill thought there is a possibility the Mayor does not know his role in the Commission/City Manager f01m of Government. Mayor Reeves responded that Commissioner Hill has been a member of the Commission for two years and that does not make him an expert. Mayor Reeves added the City Manager is also new to the job. He had no prior experience and is learning as he moves forward just as the new Commissioners. Commissioner Hill was excited about the prospect of improving communication with the City Manager. Commissioner Stinson explained the Commissioners are new because the voters were not happy with the policy and how it was enacted. He felt it was difficult for City employees when the Commission changes and employees need to accept there would be a new Commission every two years. -2- Commissioner Hill felt instability in staff was a large obstacle and one of the most damaging he has seen in 30 years. A line of communication needed to be established to stabilize the workforce. He added the City now has to hire a new Police Chief. Mayor Reeves interjected that Chief Deal resigned in order to be closer to his family. However, he has laid a foundation that will make it easier to find a new Chief. Mayor Reeves asked for suggestions on how the Commission can improve communications with the City Manager. Commissioner Waters explained the Commission is the policy making body and it is the City Manager's job to implement the policy. She felt culture played a big role, adding that the City could have the best policy but still have a culture that was completely ineffective and unpleasant. She gave an example using her business to explain that change does not happen quickly. Commissioner Stinson asked Commissioner Waters how she would deal with an employee that was not receptive to change and asked her to give an example of how the Commission could make changes. Commissioner Waters replied, at her business she changed a policy and that change did not work; she had to negotiate with her employees and revise the policy so it would work. It is impmiant to have employees buy into policy changes. Commissioner Hill stated he worked in government for over 30 years with the fire department and they were constantly changing policy. He explained in Commissioner Water's example she is the one that wanted to change the policy and it was her personal goal to change it; the rest of the team had no vision. In this situation, as a Commission they have to make their goals part of a team effmi and 99% of that is based on communication. He added that he probably communicates with the City Manager less than any other Commissioner but when he does, it is clear. He hoped the Commission could focus on a mechanism to have all questions answered. He thought it is effective and should be mandatory for each Commissioner to meet with the City Manager prior to Commission meetings to review the agenda. Mayor Reeves felt the Commissioners were already meeting with the City Manager prior to meetings. He added that it is also impmiant for all Commissioners to receive their agenda packets and be prepared to vote before entering the Chamber, unless something came up to have them change their minds during the meeting. Commissioner Stinson gave an example of a communication breakdown by explaining that at the previous budget meeting he made a suggestion to challenge employees to help the City save money by giving them an incentive that part of the savings would be shared. He felt like he hit a brick wall when the only comments he received was "what is the police department going do? The police department will have to lay people off." Commissioner Stinson explained he would like to have heard some suppmi and discussion from fellow Commissioners regarding the merits, or lack of, for the idea. He would also have liked for the City Manager to perhaps respond that "it was a good idea, and state that he would look into it to see ifthere was oppmiunity to do that." Mayor Reeves, Commissioner Waters, and Commissioner Hill all agreed they misunderstood Commissioner Stinson's idea and would try to recognize that moving forward. Commissioner Harding felt the communication issue began with the Commission as an elected body. The Commission sets policy and it is the City Manager's job to acknowledge and implement policy, but the City Manager receives mixed ideas from the Commission when they do not all agree. He thought the Commission failed to provide good solid guidance to the City Manager after policy is made. Commissioner Hill suggested compmimentalizing ideas to help with communication. He stated due to the Sunshine Law, Commissioners do not have the oppmiunity to speak with each other outside of a -3- public meeting. Mayor Reeves interjected that Commissioners can communicate with each other as long as the meetings are advertised as a public meeting. Commissioner Hill felt those one-on-one public meetings were uncomfortable. Commissioner . Harding stated the main question at hand is "how do we improve communication between the City Manager and Commission." The communication has to start with the Commission. They need to stop the confrontational tones at the meetings that put everyone on the defensive. He felt Commissioners need to think about how they communicate to others. He questioned how the Commission could effectively communicate with the City Manager when they cannot seem to communicate with each other. Mayor Reeves felt Commission communications have far improved over the days when they would actually challenge each other to take things outside to settle. He stated they needed to give the City Manager ideas on how he could communicate better with Commissioners. Commissioner Waters apologized and explained she misunderstood Commissioner Stinson's idea that he presented during the budget meeting. Although she thought she was participating in the discussion, she felt she may have left him with the impression that she thought it was not a good idea and that was not her intention. She felt there needed to be checks and balances regarding ideas to ensure the savings would benefit the City. She was willing to revisit the idea. Commissioner Harding felt that was an opportunity for the Commission to set a policy and have the City Manager bring a proposal back to the table. Commissioner Hill explained his thought when the idea was brought forward. In his mind he did not see much opportunity for the City to save. He did not discount the idea and was willing to reassess it at a future meeting. Mayor Reeves stated there is already a policy in place for employees to save the City money. The City Manager has given out bonus checks to employees in the past for saving money. He felt it was also important to publicly recognize those employees. City Manager Van Liere explained the cunent policy is if an employee has a cost savings idea that is implemented that employee receives a percentage of the savmgs. Commissioner Waters stated the budget meeting was not the conect venue for setting policies. She felt those ideas should be presented during a Commission meeting. She also thought it was a good idea to introduce, but found it frustrating that she thought he was trying to implement the idea during this budget cycle. She added that if a Commissioner wanted to implement something during a budget cycle the idea needed to be brought and discussed prior to the meeting to approve that budget. Mayor Reeves agreed that ideas and discussions regarding budgets needed to begin on October 1st for upcoming budgets. Commissioner Hill stated City Manager Van Liere does not have a policy requiring Commissioners to come directly to him with questions. There is no filter between him and his subordinates. Department heads are exposed and available to speak to Commissioners. That is not the case in most Cities. He complimented Mr. VanLiere for implementing that policy and added that has not always been the case in the past. Mayor Reeves also approved of the concept that there were no rules regarding Commissioners speaking directly with staff. He has anywhere from five to eight inquiries from citizens on a daily basis. Instead -4- of trying to get answers for the citizen, he always directs them to contact the conect depmiment and tells them to contact him if they do not receive a response from that department so he can follow up. He explained the Florida League of Cities offers a program once a year to Cities wherein the citizens are invited to attend a "City 101" class." The program offers an oppmiunity for citizens to learn how the City operates, the duties of the Commission, the duties of the City Manager, the budget, etc. It also allows citizens an oppmiunity to get to lmow the staff. He would like for the City to offer the class when they have enough staff available to participate. Commissioner Hill questioned if there was a civic organization that would offer the class. Mayor Reeves felt it would be nice for the citizens to understand how the government worked and get to know the City Manager and depmiment heads so they are comfmiable contacting them if they have a problem. Commissioner Hill explained how he wanted the citizens to lmow City Manager Van Liere, stating before he became City Manager the City was installing new water meters throughout the City. Usually one out of 50 of the new meters would leak. When the property owner contacted the City due to the leak they would be told the water leak was not on the City side and the property owner would be required to repair the leak. When Mr. Van Liere became City Manager things changed and now the city employee that knows they created the leak comes back at 11 :30 pm to fix the problem. He explained that City Manager Van Liere told his employees that they do not replace a meter and then not come back to repair it because the leak is not on the City side of the prope1iy. Commissioner Hill felt the biggest problem facing the City is staffing issues. Mayor Reeves stated that was the City Manager's responsibility. He questioned why staff members have quit or resigned. Mayor Reeves suggested the City be proactive by conducting the "City 1 01" class. He added that he got involved in a problem a citizen was having with parking and tried to help solve the problem which in tum created another problem. He admitted that he learned a valuable lesson from that experience. Commissioner Hill stated when it comes to parking issues, the City needed to consider the law so that it did not fall back on politics. Commissioner Waters stated the Commission does not work for one individual citizen; they work for all the citizens and need to consider how the outcome of conecting one problem would affect everyone else. She added there needs to be city-wide support for those types of problems. Commissioner Waters stated the culture established is the City Manager and City Clerk repmi to the Commission but they are not pmi of the Commission so their input is not as valued as it should be. She felt that culture created the reason why they were not receiving effective input from them and it needed to be changed to give them better expectations of what the Commission expected in their reports. She asked for some feedback from the City Manager. City Manager Van Liere stated it is interesting listening to how the Commission communicates with each other; they badger one another so that it appems they are not enjoying their role as a Commissioner. It presents a culture that makes his staff uncomfmiable. When staff approaches the podium to speak to the Commission, they sometimes feel as though they m·e approaching a firing squad. Depending on the topic, some discussions with staff go well and others are derailed. He suggested if Commissioners have questions, that they meet with staff prior to meetings instead of calling them up during meetings. He added that recently staff spent months revising the schedule of when the agenda packets are put together for the Commission so they would receive them 10 days prior to the meeting and the press would have plenty of time to review them so articles could be placed in the paper regarding upcoming agenda items. He was concerned that he was not receiving input from the -5- Commission on agenda items. He stated he would like to hear from Commissioners prior to the meeting if they have a question about an agenda item so that he would have time to find an answer to the question or place additional information in the agenda packets. He felt the City and staff has responded to the requests of the Commission as to how they want the process to work but the Commission was not meeting him halfway or giving staff the opportunity to make the process work. He understood Commissioners had busy schedules but asked them to consider calling him, if they could not meet in person. He stated he is always available. He requested the Commissioners let him lmow what they want from him that they are not receiving. He explained he is aware of a building report requested by Mayor Reeves and he has discussed the situation regarding the software. The report is under construction and will be provided in the agenda packets as a regular monthly repmi. He added that he was unclear if the Commission had a consensus to actually hold this meeting today. Mayor Reeves responded there was not a consensus to hold this meeting. He called the meeting to discuss communications. As Mayor, he felt it was impmiant to have a roundtable to discuss ways to communicate. He stated he requested the building report so he could report the City's building activity during the Chamber of Commerce meeting. It's been months and he has still not received the report. He would also like to receive briefings from the City Manager regarding incidents in the City. Commissioner Hill questioned Mayor Reeves as to why he would request a repmi from the building department when he lmew they did not have the staff or software to provide the information. Mayor Reeves responded, the previous Commission authorized the City to purchase a $100,000 software program and paid to train staff to learn the program and it does not work. He hoped the new software program would function properly and be able to create reports. Commissioner Hill felt the Commission needed to prioritize their requests for infmmation. He felt the City has fallen into a trap of restricting infmmation from the public to serve project needs. He explained he would like to remove that restriction. That is his only complaint about the City Manager. Mayor Reeves explained a citizen asked him about a pe1mitting project that was requested 3 or 4 weeks ago to replace their screen enclosure for their pool. He asked the citizen to contact the building depmiment. That citizen called and received the infmmation they needed. However, that citizen was concerned about why the City would send an employee to attend a conference for a week when they were shorthanded. His response to that citizen was that the City had to retrain and certify employees. Commissioner Waters stated it did not seem wise to request repmis from staff when the City is shmihanded and citizens m·e waiting on pe1mits. Mayor Reeves replied he has been asking for the repmi for months. He felt the City Manager should lmow the answer without having to create a repmi. He suggested staff provide the information on the number of permits pulled and the number of new businesses established within the City during the City Manager's weekly staff meetings. Commissioner Hill felt it was safe to say the previous Commission's attempt to purchase software that did not perfmm was not the first time a City has made that mistake. He agreed the information regarding new building permits and business reports should be on the website but it was cunently tied to the old software and the building depmiment was in the process of updating new software. Mayor Reeves explained during every Chamber meeting, each Mayor repmis on the number of new building permits and other stats of the City. He simply wanted to be able to repmi the same infmmation -6- for Atlantic Beach. He added now that the City has the new software the City Manager has taken it upon himself to make sure the problem is solved. City Manager Van Liere reported the new software program should be up and running in March. Commissioner Waters voiced concern regarding one Commissioner requesting something that may cost money or require a lot of staff time. She suggested setting a threshold for an amount the City Manager can provide without requiring approval from the Commission and have the Commission vote to approve anything over and above. Commissioner Stinson felt the City Manager did not have a lot of extra time and he has to prioritize what information he can provide and when. Commissioner Waters stated that is where the Commission needed to make the decision and vote to provide the City Manager clear direction. Mayor Reeves asked if Commissioner Waters' suggestion was that "the Commission approve all request for information." Commissioner Waters replied "no." Commissioner Hill explained the suggestion was that the Commission approve anything above and beyond the normal cost and staff time. Mayor Reeves asked for a definition of normal cost and staff time. Commissioner Stinson stated Commissioners should be able to make requests for reports and information. The cost and staff time threshold made sense to him because Mayor Reeves has a tendency to ask for information when the depmiment heads are giving reports. He felt there should be a clear way to make requests for information so the requests are followed through and not lost in the process. Commissioner Hill felt the amount of information going back and forth through the City Manager has created a problem. He understood the new position of "Media Specialist" would help facilitate the process. Closing comments Commissioner Stinson stated Robe1is Rules of Order prohibited comments about others motives, understanding or actions. He felt the Commission needed to adhere to the facts. Making comments that are not factually based are detrimental to the discussion. He felt the "City 101" program was a great idea for citizens to understand the functions and roles of the City Commission, City Manager and staff. The handout the Mayor presented is speaking from the perspective of the City Manager and it says "Suppmi Elected Officials in their Role. To whatever extent that they feel they are not having a meaningful impact, they may seek to expand their roles beyond the appropriate limits." If City Manager Van Liere felt Commissioners were expanding their role and getting into his day to day business, it is probably because the Commission is not happy with the impact they are making on the City. Commissioner Hill did not believe the Commission accomplished what they intended to accomplish at today's meeting. He explained the City Manager was able to speak some, but was not engaged in the discussion. He would like to continue the discussion at some point. He felt it was impmiant to make clear that the Commission was taxing the staff to accomplish things that were impmiant to them, but those things are not as important as other things going on in the City. He felt the Commission should focus on the City's primary function, which may not be their vision of the City's ultimate function. He felt the Commission needed to allow time for staff to stabilize the workforce. He suggested the Commissioners implement their long-term goals on a timeline because they are holding down the progress of the smaller things. He felt the problem was a minor flow of information that could be easily solved. -7- Commissioner Harding believed everyone needed to work better at communication. He meets with the City Manager on a regular basis and sometimes one forgets to follow up on the discussion. He felt the City needed to review the way they are doing business because the loss of one employee in the building depmiment should not be so detrimental to the depmiment that it can no longer function efficiently. The reason the City is shmi-staffed is because they have not been able to find qualified people to fill the positions. The City has to be able to continue to operate when an employee leaves. To tell citizens the City cannot be productive because we are short on staff is not productive and unacceptable. Commissioner Waters believed when it comes to giving the City Manager direction, the Commission has to work harder at coming to a consensus, clarifying it, and making sure the community supports it. When it comes to creating a productive environment, the Commission needs to do a better job of asking for input from staff and respecting their input, instead of being accusatory. She felt in tenns of communications, there were some good ideas. She stated the City Manager was conect about the agenda. If a Commissioner has something on the agenda they felt was impmiant, it was a reasonable expectation to notify them. She felt hiring a media specialist would help with providing information. When it comes to City responsiveness, she suggested the City Manager bring forward a policy about how citizen input was going to be handled by each department head and how it would be tracked. Commissioners also needed to structure their requests for infonnation and provide a time and date for when they expected a response. If the infmmation involves a cost or extensive staff time, the Commission should approve the request. City Manager Van Liere believed everyone should respect one another and not make requests for information that was umeasonable. Agendas m·e prepared every two weeks and they provide a lot of information. The documents prepm·ed that are placed in the agenda as well as his comments at meetings are his way of communicating what is happening in the City. The agenda is an ongoing packet of infmmation provided to the Commission that has been sufficient in the past. Infmmational departmental repmis are also provided in the consent agenda. They m·e consistent and equally shared. It would be valuable for him to meet with each Commissioner prior to meetings to review the agendas and fill in any gaps or answer any questions. He questioned all the discussion about hiring a media specialist when staff provides infmmation when requested as fast as they possibly can. He did not see cost as an issue because there are not many requests for reports. He relies on the City Clerk for some documents but would like to give staff credit for doing a great job. When someone leaves the City, staff has to prioritize duties and do what is necessary to get the job done. In some cases, they will hire a contract person to fill in on a temporary basis. Overall, he believed staff was doing well, but could do a better job at tracking complaints. The new building permit software will be up and running and should be able to provide a lot of information. He encouraged Commissioners to meet with him anytime. Mayor Reeves thanked everyone for attending the meeting. He felt they all had a better understanding of one another. He questioned the pmiion of the agenda titled "Staff Repmis" adding there were never any items under the title. He was unsure of its purpose. City Clerk Bmile explained Item 9 was the City Manager repmi and Item 10 was for other departmental reports. Mayor Reeves asked about "Committee Repmis." He stated he has never seen anything under those reports. City Manager Van Liere responded committee repmis were only provided twice a year. Mayor Reeves stated the City Chmier calls for Commission, City Manager, City Attorney and City Clerk to comment at the end of the agenda. He would like to have that revised and moved forward to the beginning of the agenda. He agreed Commissioners needed to meet with the City Manager prior to meetings to get questions answered. He also felt the City Manager should reach out to the Commissioner to set up an agenda review meeting if he did not receive a call from them. He thought that would help open the door to communications. He also felt these types of meetings were good for communications. He believed the -8- City Manager was sincere in his response that he wants to continue working with the City and the Commission needs to support him and help him to succeed. Mayor Reeves stated he provided copies of the booklet "Making it Work-The Essentials of Commission-Manager Relations" to each Commissioner and the City Clerk. The booklet was written by a City Manager and designed for a City Manager. He wants the Commission and the City Manager to be good leaders and managers. He also encouraged Commissioners to meet with the three appointed officials to review their performance evaluations and provide support to help them succeed. Mayor Reeves stated he asked Chief Deal to attend the September 26th Commission meeting to say their farewells. Adjournment There being no further discussion by the City Commission, Mayor Reeves declared the meeting adjoumed at 12:29 p.m. ATTEST Donna L. Bartle, CMC City Clerk -9- Mitchell E. Reeves Mayor/Presiding Officer AMENDED ITEM 1C OCTOBER 10, 2016 MINUTES OF THE BUDGET WORKSHOP OF ATLANTIC BEACH CITY COMMISSION HELD IN COMMISSION CHAMBERS ON MONDAY, AUGUST 15, 2016 AT 5:30PM City Commission Members present: Staff present: Mitchell E. Reeves, Mayor Jimmy Hill, Mayor Pro Tern Mitchell R. Harding, Commissioner Blythe Waters, Commissioner City Commission Member(s) absent: John Stinson, Commissioner Call to Order Nelson VanLiere, City Manager Russell Caffey, Finance Director Cathy Beny, Human Resource Director Keith Randich, IT Director Timmy Johnson, Recreation & Special Events Director Michael Deal, Police Chief Derek Reeves, Planner/Interim Comm. Dev. Director Dan Arlington, Building Official Victor Gualillo, Police Commander Tiffany Layson, Police Commander David Cameron, Police Lieutenant Donna L. Bartle, City Clerk Mayor Reeves called the meeting to order at 5:40p.m. and explained that Commissioner Waters is running late. He noted that Commissioner Stinson sent an email to the City Clerk communicating his delayed travel and his request for his comments to be included into the record. Mayor Reeves explained that citizens will be given the oppmiunity to speak for three minutes each at the end of the meeting. At the request of Commissioner Hill, the City Clerk read Commissioner Stinson's email and list of questions and comments into the record (which is attached and made part of this Official Record as Attachment A). Commissioner Waters arrived at 5:47p.m. Mayor Reeves directed the City Manager to respond to these questions prior the workshop on August 24, 2016 and send a copy to each Commissioner. Mr. Van Liere indicated that a lot of those questions will be addressed in tonight's presentation. He gave a slide presentation titled Annual Operating Budget 2017 Proposed and explained the Agenda, Introduction, the Budget Policy and Highlights, Total Revenues by Fund 2017, Revenue in Summary, Total Expenditures by Fund, and Resource Allocation. He explained his slide titled Personnel Services Summary noting the following: • Total increase in payroll budget over last year is $239,333 • An increase of2 Police Officers with benefits at $119,160 • Raises of 3% merit with a 1% C. 0 .L.A. adjustment to the pay plan estimated at $189,864 or $63,28 8 per 1%. • Without the two additional positions, we would have a $120,173 increase in total payroll including the raises, but off-set by other changes in personnel. • Defined Benefit Pension cost is up $79,274 • Defined Contribution has partial participation and we estimate that the City's match is about $82,917. This is down $8,854 from last year's budget. He explained the changes in the pension cost shown on the slide titled Pension Contributions which is estimated at an increase of $70,424. He explained his slide titled Operating Costs. • Contractual Increase in the Fire I Rescue contract of 3% or $32,957 to $1,131,511. Minutes -City Commission Budget Workshop August 15, 2016 Page2 • Sanitation contract was renegotiated to include tipping fees so that the cost to the customers would remain the same for 2016. Cost have remained lower due to low fuel charges at an estimated $1,409,800. • Maintenance Costs for the Fleet estimated to decrease $23,139 to about $281,290. • Various point repair contractors are used for pipe, concrete lawn maintenance and electrical work. These in total are relatively the same as 2016. Included in this category are attorney fees at $155,000. He refened to his slide titled Capital Improvements as he explained the projects and their budget amounts as follows: Seminole Road Project $1,600,000; Aquatic Gardens Stmmwater Improvements $250,000; Saltair Stormwater Improvements $250,000; W. Plaza & Carnation Stormwater $135,000; Tideviews Park Pond Improvements $100,000; Sidewalk and Street Improvements $100,000; Russell Park Tennis Court $125,000; Playground Equipment Replacements $82,000; Covered storage for equipment $75,000; Water System Improvements $595,000; and Sewer System Improvements $966,200. Mayor Reeves asked Mr. VanLiere to report on things the separate Commissioners asked to be included in the Capital Improvement budget. Mr. Van Liere indicated that the Commissioners have not provided a list of projects noting that he asked if there is anything they want to see in the budget. He explained these are all depmtment head driven, except for the Tideviews Park Pond Improvements, Aquatic Gardens Stormwater Improvements and Saltair Stormwater Improvements which were all Neighborhood citizen input driven projects. Mr. VanLiere reported one Commissioner requested us to find money for land acquisition and was probably the most significant thing. He added another Commissioner wanted to have motorcycles for the police. He answered questions from Mayor Reeves regarding millage rates, land acquisitions and motorcycles for the police depmtment. He reminded everyone that this is a proposal for a budget and we are here tonight to take your input and make changes to it and it will be your budget when it is adopted. Mr. Van Liere referred to his slide titled Equipment Purchases as he explained the smaller ticket items for capital. IT -File Servers, Radios, Copier Machine, Fiber $98,000; Patrol -Vehicles (3) -Equipped $145,500; Animal Control Truck $25,000; Jet Ski sled and Polaris $18,000; Parks and Recreation -Truck $25,000; Polaris· $22,000; Public Works -Computer and Garage Equipment $8,000; Dump Truck Replacement $80,000; Track Skid Steer $60,000; Striping Machine $6,000; Kabota Tractor $50,000; Public Utilities-Mini Excavator $60,000; Roll Off Truck Replacement $150,000; Building Department-Vehicle $20,000; and Building Department Computers $4,000. Mr. Van Liere explained the slide titled Schedule of Available Cash Balances-Major Funds, which is also page 110 in the budget book under the supplemental tab, and answered questions from the Commission. Mr. VanLiere explained $6,397,000.00 is the projected cash balance at the end of2016. Mayor Reeves pointed out that the reserve balance is almost double what is recommended for reserve and discussion ensued about the reserve and 'li Cent Sales Tax. Mr. Van Liere explained the diagram on General Fund Revenue Diversification and the graph titled Ad Valorem Assessment Rolls adding the taxable value for 2016 is $1.5 billion. He also explained slides on the 2016 Total Proposed Millages for Atlantic Beach and surrounding communities which were sent to the Property Appraiser's Office, Office of the Property Appraiser Proposed 2016 Millages showing the percentages of tax money paid to the vm·ious agencies, General Fund Expense Distribution, and General Fund projections for the next ten years for Personnel Services, Operating, Capital, Transfers and Revenues. He explained the layout of the budget book and answered questions. Mr. Van Liere gave a slide presentation titled Administration and General Government. He referred to his slide titled Summary of All Depmtments which shows amounts as follows: Governing Body $48,079; Minutes -City Commission Budget Workshop August 15, 2016 Page3 Administration $2,655,631, General Government $2,240,178, Planning and Building $873,404, Public Safety $5,970,916, Parks and Recreation $1,284,112, Public Works $6,341,702, Public Utilities $10,133,136, Pension$ 1,959,409 and Total $31,506,567. He explained the slide titled Administrative Budget General Fund reflecting the following amounts: City Clerk City Manager Finance and Accounting Information Technology Human Resources Legal Counsel Total 2016 $266,211 241,544 882,164 768,555 210,141 175,619 $2,544,231 2017 $317,215 253,905 942,557 769,019 217,935 155,000 $2,655,631 He explained the increases to the City Clerk's budget is for election expenses and software upgrades which is for agenda management and records request management; the increase in the City Manager's budget is for payroll; the increase for Finance and Accounting is for additional auditing fees and changes in personnel's benefit selections for health insurance; the Information Technology budget is basically the same budget; the increase to Human Resources' budget is for extra training; and the Legal Counsel budget is down from the cunent year since it was adjusted up because of the Gate Hearing and Cloister's gate discussions. Discussion ensued about legal fees, the Legal Counsel budget and the additional auditing fees for auditing grants. Mr. VanLiere explained he could provide a copy of the City Attorney's bill every month showing a detailed list of what the firm is worl<;ing on and Mayor Reeves urged each Commissioner to review the bills. (Mayor Reeves called for a break at 7:23p.m. and reconvened at 7:36p.m.) Mr. VanLiere referred to and explained the slide titled Major Items Included which lists expenses for major items for Administrative as follows: Clerk-Election Expenses $18,210, Agenda Management and Records Request software $10,725, Printing and Publications $17,625 (newsletter and legal ads, code); Finance & Administration-Audit $54,000, Postage $43,900 (utility bills), Printing $22,000 (utility bills); Information Technology -Communications $63,900, License and Maintenance Contracts $231,610, Computers and related equipment $98,000; Human Resources -Employee Assistance Program and training $5,000; and Legal Services-$155,000. Information Technology IT Manager Keith Randich gave a slide presentation titled Information Technology. He referred to his slide titled Devices Managed by IT as he explained all staff in City Hall, the Police Depmiment and Recreation spends the majority of their days in front of a computer. He explained there are computers in all of our squad cars, code enforcement and building inspector vehicles and vhiually all records and documents throughout the City are kept in an electronic format. He explained the Infmmation Technology is a three person group whose role is to help city staff use their computers to perfmm their jobs. He explained the various locations of staff, the badge entry system, the video monitoring and surveillance systems, underground fiber which is shown in green on the slide titled Data Network, and cable connections. He refened to his slide titled Monitoring and explained IT uses a variety of monitoring tools to keep track of the status of the computing environment. He explained his slides titled 2015-16 Major Project noting last year they replaced the legacy phone systems in City Hall, the Police Depmiment, and Public Works with a digital phone system and as part of the City's Minutes -City Commission Budget Workshop August 15, 2016 Page4 Emergency Plan, located the City's Phone System and Email infrastructure at an off-site location. He referred to his slide titled 2016-17 Major Project and explained the projects scheduled for next year are to help move the City's Data Center to the 2nd floor of the new Police building and to replace the Network Firewalls to help chase down viruses. Mr. Randich referred to the slide titled 10 Year Plan -Capital explaining most of the capital expenditures are upgrades to equipment. Commissioner Hill asked Mr. Randich who manages the City's website. He explained the City Clerk is responsible for maintenance of the website pages for the City Clerk and for the City Commission; the software is set up such that each department is responsible for maintaining the pages for themselves and the Police Department, City Manager, and Recreation are updating their website pages almost on a daily basis. He explained IT is responsible for making sure the website is up and running and train new employees on how to update the pages. He explained IT has had money in the budget for two years to upgrade the website since it has not been done since 2008, but did not have enough priority so they carried it over to the next year. Commissioner Hill spoke about the need to plan and budget for training staff on social media and the City's website in order to be more interactive with our citizens. Mr. Randich explained the Police and Recreation Departments maintain their own Facebook page and does a very nice job with it. Discussion ensued about expanding social media and updating the City's website to be more user-friendly and infmmative. Mr. Randich stated we are probably due for a refresh of the website and are asking for $25,000 to be put in the budget for it which would change the look and include a mobile app. Commissioner Harding stated he believes everyone is in agreement that our website is inadequate. He complimented the Police Department's Facebook page stating he likes the two-way communication between the citizens and the Police Department. He agreed that an update to the City's website is needed. Mr. Randich answers questions about the cost of servers and budgeting for training on TrakiT. He also answered questions regarding the Wi-Fi upgrades at community centers. Recreation and Special Events Director Timmy Johnson explained there are two computers at the Donner Center and four at Jordan Park and agreed that Wi-Fi would help the children and those who rent the facilities for events. Discussion ensued about the possibility of the children utilizing computers that are replaced. Mr. Randich explained that, because of the number of licenses, the software is taken off of those computers and used on the new computers. Commissioner Waters asked that he check with Microsoft to see if there are any charitable donations for software for this. Commissioner Hill agreed there is a need to service people needing Wi-Fi for homework and other things and wants the City to look into a grant before spending a bunch of money on Wi-Fi. Commissioner Waters spoke about the need to have Wi-Fi at all the community centers. Mayor Reeves questioned why the objective to replace the file server is in the current year and next year's budget. Mr. Randich answered that it is for the Police server and they have not done it. Mayor Reeves asked if the upgrade of networks for the community centers in the cunent budget is the same project that is listed in next year's budget. Mr. Randich explained they are two different projects and he explained the projects. Administration and General Government Mr. Van Liere continued his presentation titled Administration and General Government and explained the slides titled General Government, noting the amounts for Non Departmental-Insurance-General Liability $160,227, Grant Writing Services $36,000, Repair and Utilities-Buildings $33,500, and Non-Utility Billing postage $10,000; Building Maintenance -Custodial Services $51,000; Convention Development Tax Fund -Transfer to Community Redevelopment Plan $50,000; Debt Service Fund -CLOSED; Miscellaneous Grant Fund -CLOSED; Half Cent Sales Tax Fund -Street Resurfacing $80,000, Street, Road & Sidewalk Improvements $100,000, Seminole Road Improvements $250,000, Park Improvements- Minutes -City Commission Budget Workshop August 15, 2016 PageS Tennis Court $125,000, Lifeguard Station Improvements $40,000, Equipment Storage Building $75,000, Transfer to Stormwater Utility Fund $300,000, Transfer to CIP $295,000 and Total $1,265,000. During Mr. Van Liere's presentation, Mayor Reeves asked whether we should continue using the grant writers. Mr. Van Liere ·explained the benefits and believed it has paid off. Mayor Reeves asked for the amount of return and Mr. Van Liere explained he does not have that number but they will give their annual report at the next Commission meeting. Discussion ensued about the Lifeguard station improvements. Chief Deal explained the repairs needed and Mr. Van Liere answered questions regarding costs. Discussion ensued about putting additional funds into the budget to do extra improvements to the Lifeguard Station and do it right. Mr. Van Liere explained his slide titled Capital Project Fund, which includes Public Safety Building - $150,000 and Return Funds to General Fund-$235,000 totaling $385,000, and he answered questions. He referred to his slides titled General Liability, explaining Ms. Berry manages this contract and the policies include Auto, General Liability, Public Official and Employee Liability, Environmental, Fiduciary and Police Statutory and Liability. He stated we put a 10% increase in the budget and Ms. Berry is working on trying to make it as low as it can be. Commissioner Waters questioned why 10% was used. Human Resource Director Cathy Berry explained the numbers have not come in so she had to budget a number, but believes it will come in less. Mr. Van Liere explained the slide titled Schedule of Interfund Transfers, noting it is a schedule that shows the relationship between the different places where money is accumulated and transferred. Recreation and Special Events Director Johnson gave a slide presentation titled Depmiment ofRecreation and Special Events. He explained that his staff, the Cultural Arts and Recreation Advisory Committee and volunteers have put in a lot of hours to make the programs and events successful. He explained the staffing has decreased to 1 pati-time and 3 full-time employees. Mr. Johnson refened to his slides as he explained the functions and events at the various Community Centers as follows: Adele Grage Community Center/Bull Park-Depmiment of Recreation & Special Events Offices; Wedding, Fire on the Beach & Special Event Permits; Private Facility/Park Rentals for Meetings, Receptions, Special Events, etc.; Art Exhibits/Ali Walk Reception; Community Computers; Yoga (adults & children); Meditation; Recuning Rentals and ABET. Baker Center/Donner Park-After School Program w/ tutoring assistance; Summer Camp/Lunch Program; Senior Programs; Flag Football; Fall Festival; Movie in the Park; Angel Toy Party and Private Facility Rental for Receptions, Showers, Meetings, Special Events, etc. Jordan Center/Jordan Park-Tutoring w/ homework assistance; After School Program; Private Facility/Park Rentals for Receptions, Meetings, Showers, Gospel in the Park, etc.; Egg Hunt; Zumba; Cooking Classes and Teen Program. Mr. Johnson reported the number of kids that attend the community centers and answered questions. Minutes -City Commission Budget Workshop August 15, 2016 Page 6 Mr. Johnson referred to the slide titled Cultural Arts & Recreation Advisory Committee (CARAC) Events and explained the Committee consists of nine members and they put on a number of events such as Acoustic Nights, Aliisan Faire, Alis in the Park, Songwriters' Conceti, and Wellbeing Wednesday. A discussion ensued about a possible gazebo and where the funds would come from. Mr. Johnson explained the Committee also oversees funds to outside organizations. Mr. Johnson showed a slidetitled CARAC Funding to Outside Organizations and explained the following funding totaling $45,320. Atlantic Beach Elementary School $15,000 ($5,820 grass cutting); Maypmi Middle School $13,000; Beaches Resource Center $2,000; Dial-A-Ride $1,500; Beaches Fine Alis $3,000; Turkey Trot $500; FACE Program $2,500; ABAA World Series $1,000 and The Giving Closet $1,000. Mayor Reeves suggested that financial statements be provided from these organizations on a yearly basis to account for where the money is going. Discussion ensued about the amount of money given to cut the grass at Atlantic Beach Elementary School versus having Public Works cut the grass to save money. Mr. Johnson and Mr. Van Liere explained the agreement the City has with the school to help with the cost of cutting the grass is so that they will leave the gates open for children to use as a public play area. Mr. Van Liere also explained that most of our grass is cut by a contractor. Mr. Johnson showed a slide titled City Sponsored Events and explained the following events. Angel Tree, Family Fun Day/Campout, Movies in the Park, Shakespeare in the Park, Tree Lighting and Wild Wonders. Mayor Reeves spoke about increasing the amount to Dial-A-Ride and requested that any time the City issues a check to an outside organization, it be brought before the Commission~ He explained that the contracts with Atlantic Beach Athletic Association (ABAA), Atlantic Beach Elementary School, Atlantic Beach Experimental Theatre (ABET), Tennis Pro and the Soccer group should be coming before the Commission in September. Mr. Johnson explained his slides showing the 2015-2016 Events in Review, noting that the AGCC Recurring Rentals and ABET usage is not reflected in the charts and he answered questions from the Commission. He repmied they have deposited over $50,000 in the last 11 months from registration and rental fees and explained the increase over last year. Mr. Johnson also explained the chart titled Comparison. Commissioner Hill explained that almost every building in Mount Dora, Lake Mary and Kissimmee has the front of the building as one purpose and the back of the building is a grand stand and all of them have lightning protection warnings. Commissioner Hill asked Mr. Johnson look into the technology and flexibility of those facilities. Mayor Reeves explained to Mr. Johnson that the Atlantic Beach Country Club has equipment that can tell how far lightning strikes are and can call and warn him for his outside events. Mr. Johnson answered questions about pickleball. Commissioner Waters stated she would like to see the City invest in a sign for the Mayport Corridor to advertise upcoming city events. Mr. Johnson stated he will put it on his list to look into. Police Department Chief Deal thanked the Commission and the City Manager for supporting him and the Police Depmiment. He acknowledged his staff and their help with the budget and thanked the citizens for their suppmi and positive feedback. Minutes-City Commission Budget Workshop August 15, 2016 Page7 Chief Deal presented his slide show titled Atlantic Beach Police Depmiment stating the Police Department developed a new Mission Statement which is "To protect life and prope1iy, provide exceptional police service, and work in partnership with our community to improve the quality of life in the City of Atlantic Beach." He reported three of the Core Values his department applies in their professional and personal life m-e Courage, Integrity and Excellence. Chief Deal presented the slide titled FY 15/16 Accomplishments, reporting each, including Improved community suppmi and public trust; Construction of Police Building; Developed and Implemented Cm-eer Development Program; Improved community outreach through use of social media; Initiated an agreement with JSO to use their Records Management System; 4th Annual Citizens Police Academy; and Junior Lifegum-d Progrmn. Chief Deal refened to the slide titled Goals & Objectives-FY 16/17, explaining each, including continuing to build community suppmi and public trust through community-oriented and value-driven policing; recruiting citizens from all areas of the city to pmiicipate in our Citizens Police Academy; continuing to provide excellent response times and service to our citizens and community during construction of the new police building; reducing traffic crashes at the highest crash locations on Mayport Road and Atlantic Blvd; continuing to prepare for assessment under the Commission on Florida Law Enforcement Accreditation (CF A); actively participate in local emergency management exercises and training oppmiunities to enhance our emergency preparedness; identifying leadership training for first-line supervisors, middle and top level management; providing additional training for our officers in de-escalation techniques and community policing; continuing to advance in technology and social media to engage and educate our citizens; and executing and completing transition over to the Jacksonville Sheriffs Office Records Management System. He answered questions from the Commission. Chief Deal showed a slide of the General Fund stating the budget includes two new officers. He explained the Total Budget is $5,970,916, which includes Personnel Costs $4,168,128; Operating Costs $1,609,288; and Capital purchases $188,500. Mr. Van Liere explained the personnel increase and that the compm-ison is based on the cunent year estimate to next year's budget. Chief Deal answered questions about the police officer vacancies and spoke about recruitment and training. Chief Deal stated he is working on making our City more attractive for recruiting. Discussion ensued about the importance of being more competitive for recruiting and for retaining officers. Mayor Reeves called for a break at 9:31 p.m. and reconvened at 9:42p.m. Chief Deal showed the Police Depmiment' s Organizational Chali and explained the various Staffing. He stated Civilian Staff includes Support Services Manager, Administrative Assistant, Records Clerk, Purchasing Clerk, Property & Evidence Custodian, Emergency Communications Supervisor, Emergency Communications Operators (5), Animal Control Officers (2), and School Crossing Gum-ds (2). He repolied the different functions that fall under Operations Division which include Patrol, Community Oriented Policing Unit, Department-wide Training, Field Training Officer Progrmn, Emergency Management, Special Events and SWAT. He explained the Support Services Division includes General Investigations Unit, Crime Suppression Unit, Accreditation, IT Support, Emergency Communications, Records, Purchasing, Property & Evidence, and Payroll. Chief Deal explained his request for additional officers and reported the following: Cunently budgeted for 28 swam officer positions; Operating with 2 -3 vacancies; Unable to fill two (2) detective positions; $30,000 spent annually in ove1iime to maintain minimum staffing; Lowest ratio of police officers per capita Minutes -City Commission Budget Workshop August 15, 2016 Page 8 (2.2) in Duval County; State average is 2.6 officers per 1,000 residents for populations of 10,000 to 25,000; Beachside communities in the state have an average of 2.8 officers; Neptune Beach and Femandina Beach have 2.8; Jacksonville Beach has 2.6; With an expected increase in population of 800 residents, adding 2 officers will keep us at our current ratio of 2.2; Adding 4 officers will increase our ratio to 2.3; Calls for service and traffic issues expected to increase; and Need to address Traffic and Parking Issues. Chief Deal referred to the chmi titled Swom Officers (Cun·ent and Proposed) as he explained the number of current officers and the request for additional officers over the next two years. Swom FY 15/16 FY 16/17 FY 17/18 Chief of Police 1 1 1 Commanders 2 2 2 Lieutenants 2 2 2 Sergeants 6 6 6 Detectives 4 4 4 Patrol Officers 12 12 14 COPS Officer 1 1 1 Traffic Officers 0 2 2 Total 28 30 32 Chief Deal explained the FY 2016117 JAG Grant will fund $20,800 for one (1) partial salary of a COPs officer and $42,000 for one (1) full-time Crime Suppression Unit (CSU) Detective. Chief Deal repmied on the Crime Statistics stating that overall crime continues to go down but aggravated assaults have increased. He explained they had a crime analyst look into this and there is nothing identifiable to work on. He also reported our crime rate is the lowest in Duval County. Chief Deal explained the slide titled Performance Statistics stating there was a significant decrease in the amount of traffic citations and pm·king tickets. He believed the efforts put into traffic and community policing have impacted the number of citations. Mayor Reeves asked if a clearance rate of 28.6 is good. Chief Deal responded that it is not bad; we are within the range of the other agencies and you have to consider some agencies clear cases differently than others. He explained the slide titled Traffic Crash Summary which shows the traffic crash trend going up. He repmied the majority of these crashes are on Mayport Road and Atlantic Blvd and are the areas we need to focus on in the coming yem·. He stated the majority of the crashes are rear-end collisions assumed to be from distracted driving and are not actually in an intersection. Commander Cameron reported on crashes through the intersection when the distance is judged incorrectly and when drivers fail to yield at a traffic light where they do not have a solid red arrow. Chief Deal stated the Lifeguards begin the first weekend in April; Patrols staff the towers on weekends from the last weekend in April through Memorial Day; Memorial Day through Labor Day -Lifeguards on-duty 7 days a week; Eight (8) towers are staffed Monday-Friday 10 a.m. - 5 p.m.; Nine (9) towers are staffed Saturdays and Sundays from 10 a.m.-5:30p.m. noting the only exceptions m·e in inclement weather; and Labor Day Weekend through September-Towers staffed only on weekends. He explained the Junior Lifegum·d Program which was implemented in 2015. Over 40 youths, ages 9-15 pmiicipated. This program familiarizes youth with different aspects of lifeguarding, to include: first aid, lifesaving techniques, competition training, lifeguard training, marine life and safety, and physical fitness. Minutes -City Commission Budget Workshop August 15, 2016 Page 9 The program runs for one week, 4 hours per day, with 10 participants attending per week. There are 4 different sessions that the program is offered. Done both as a community outreach program and also as a way to promote education with local youth who may have an interest in becoming an Atlantic Beach Lifeguard in the future. He reported he has had positive feedback on this program. Chief Deal explained the Fire/Rescue Services stating Fire and Emergency Medical Services in Atlantic Beach are provided through a contract between the City of Atlantic Beach and the City of Jacksonville. He stated Atlantic Beach provides facilities and funding to Jacksonville, and Jacksonville staffs the personnel. He stated the agreement provides for an Advance Life Support (ALS) level of emergency medical care for citizens, and the department members continue to provide tours, blood pressure checks, and community services as requested. He reported the contract for FY 2016/17 is $1,131,511. He believes the relationship with the Fire Department is good and the Police Department tries to include them in things that they do and they get them on Facebook every now and then. He showed a slide on the Fire/Rescue Services- Calls for Service-Response Times stating EMS Calls for Service are significantly down from last year. He explained the Citizen Police Academy stating it is a 12-week program that meets one evening per week (2-3 hours) and one Saturday. Local residents are taught a variety of topics including Communications, Investigations, Traffic/DUI Enforcement, Patrol, Crime Prevention, Firearms, and Defensive Tactics. He stated they have excellent instructors that put a lot of heari and passion into it and the pariicipates have given positive comments about our officers. Commissioner Waters inquired about the average age of pariicipants in the Citizens Police Academy. Chief Deal responded that they are mostly retirees, but there are some middle-aged participants. Discussion ensued about providing childcare for par·ents with kids and providing a level of training for a larger number of people for a much shorter period of time so they can engage and call the Police if they see something out of line in their neighborhood. Chief Deal repmied on a Public Service Announcement (PSA) video that is currently being made on active shooters and gave examples of other topics that videos could be made for to get the message out. Chief Deal explained the Citizen Police Academy promotes open lines of communication between citizens and police officers. Local residents better understand police work in Atlantic Beach. A great opportunity to infmm the public of what we do, the challenges we face, and obtain citizen support throughout the community. He further explained they completed their 4th CPA class. We now have approximately 68 citizens who have completed it and we have a thriving CPA Alumni Group that helps out with volunteering and with putting the classes on. Mr. Van Liere explained he has been trying to think of ways to get more money into the Police Pension Fund without affecting the budget and suggested having a policy that at the end of the year a percentage of the money left on the table from the Police Department be given as an extra contribution to the Police Pension Fund noting this would be above and beyond what the actuary says that we have to contribute. He further explained by doing this consistently over the next seven to nine years, we would accelerate lowering the unfunded liability which would then eventually lower the City's contribution. He asked the Commission to think about it. Mr. Van Liere answered questions about the administrative costs, brokerage fees and money management fees. Commissioner Hill asked Chief Deal if they would be able to help review problematic issues of the code. ' Chief Deal confitmed that they would. Minutes -City Commission Budget Worlu;hop August 15, 2016 Page 10 Mayor Reeves confi1med with Mr. Van Liere that he will follow-up with the Commission on the answers to Commissioner Stinson's list of questions. Commissioner Hill suggested addressing them at the next meeting. Mayor Reeves believed it is better to see the answers ahead of time. Mr. Van Liere stated he will answer as many as he can. Courtesy of the Floor to Visitors Mayor Reeves opened the Courtesy of the Floor to Visitors. Chris Jorgensen, 92 W. 3rd St., thanked the Commission for allowing him to speak; thanked Commissioner Stinson for providing his written comments even in his absence; thanked Commissioner Hill for requesting Commissioners Stinson's concerns and comments in writing be read into the record; and thanked City Clerk Bartle for reading them. He stated his priority for the budget is to get the flood issues taken care of. He would like for the City to put up a surveillance camera at the Bennett property entrance. He suggested having a Wi-Fi workshop. No one else from the audience spoke so Mayor Reeves closed the Comiesy of the Floor to Visitors. Mayor Reeves asked Mr. Van Liere what the procedure is from here to the next budget workshop and Mr. Van Liere explained the process. Mayor Reeves repmied that he believes the Commission is agreeable on the Lifeguard Station and the Improvements to the City's website. Mr. Van Liere explained the amounts will be provided for consideration at the next budget workshop meeting. Commissioner Hill spoke about wanting a low-speed vehicle program and digital lighting for pedestrian crossing. Discussion ensued about issues relating to the cali-friendly ordinance and signalization. Commissioner Harding spoke about wanting lighted crosswalks for the high-pedestrian and bicycle traffic, East/West Sidewalks from Royal Palms and Sailfish Drive to Atlantic Beach Elementary, and a covered shade at Sunset Pier. Mr. Van Liere explained that Finance Director Caffey is keeping track of the Commission's comments and will be discussing those topics at the next meeting. Adjournment There being no further discussion by the City Commission, the Mayor declared the meeting adjourned at 10:20 p.m. Donna L. Bartle, CMC City Clerk Mitchell E. Reeves Mayor Bartle, Donna From: Sent: To: Subject: Attachments: Ms. Bartle Stinson, John Monday, August 15,2016 3:26PM Bartle, Donna Budget Meeting 15th of August ATIACHMENT A 2016 2017 Proposed Budget Questions and Comments.pdf; ATT00001.txt I need to inform you and the Commission that I will not be present tonight for the budget meeting. I had departed yesterday for a business meeting this morning and my return travel plans have been interrupted by delays beyond my control and I am unable to arrive in time to attend tonight's meeting. I have made significant preparations for the meeting an I have attached them to this email. Please make copies of my questions and comments for the Commisioners, the City Manager and his staff and for all residents in attendance. I would like my notes and comments included in the minutes and made a permanent part of the record of tonight's meeting. I also just received Mr. Van Liere's last minute change to the agenda and understand that the Public Works portion of the meeting has been postponed until the next budget workshop. I apologize to everyone, I had focused most of my initial work, in particular the Public Works presentation, as per the original agenda. I do have included in my questions and comments some of the other departments for everyone's review. The document is attached below for your review and I will be updating this document as time allows and the meeting progresses tonight. 1 2016 /2017 Budget Questions and Comments Questions and Comments: 1. 2017 Proposed Budget opening letter f/ Mr. VanLiere, pg. I-what would be the revenue reduction in dollars of a millage rate reduction equal to the millage rate of 2.6620 the "roll back" rate? Mr. Van Liere comments that "General Fund revenues exceed expenses by an amount equal to 1/1 Oth of a mill" which is correct based on the proposed budget. However, when considering the Combined Summary of Revenue and Expenses (Introduction tab, pg. 1) expenses exceed revenue by approximately $586,000, which is a more accurate picture of the overall finances of the City. 2. 2017 Proposed Budget opening letter f/ Mr. VanLiere, pg. II, Stormwater Improvements- The Seminole Road project appears to have ongoing expenses incurring when the project has not been approved or accepted as proposed by consensus. Please detail the actions being taken and justification for moving forward with this project without Commission approvals. 3. 2017 Proposed Budget opening letter f/ Mr. Van Liere, pg. II, Pay and Benefits-A 3% overall payroll increase with a 1% COLA compared to the CPI adjustment of 1%? Please explain the reasoning for recommending this budgetary item. It would be my preference for the 2016 /2017 budget to include a 1% overall payroll increase that reflects the CPI benchmark and for a bonus program be developed whereby employees of the City of Atlantic Beach are awarded bonuses based upon City budgetary performance, department budgetary performance and individual performance with measurable metrics. Bonuses could be scheduled to be 3% if budget performance is achieved based on all factors of the approved budget or could exceed 3% if the budget is exceeded by some percentage. Metrics such as building permit turn-around and approval time tracking, the lack of any environmental or safety incidents, the number of Code Enforcement cases resolved without the need to refer them to the CEB, capital projects completed on time and under budget, etc. There are many other measurable metrics that can be identified and used as measures of success or lack thereof. I also believe each department should be included in the goal setting process to get "buy-in" from all employees for the program. 4. 2017 Proposed Budget opening letterf/ Mr. VanLiere, pg. Ill-Please provide a detailed report on Pension plan investment performance and any variance from the last projection presented to the Commission with explanations for any variance from this last projection made by the City Manager. 5. Summary of All Funds, Introduction tab, pg. 1 -Notable is the fact that Expenditures have increased from $23.5 million dollars in 2014/2015 to a projected expenditure in 2016/2017 of $31.5 million dollars, an approximate 50% increase in 3 years, not all of which can be attributed to capital outlay. 6. Summary of All Funds, Introduction tab, pg. 5 -Grand Total of all Revenue Sources is projected to increase approximately $800,000. Does this not support a significant rollback of the millage rate? 7. Summary of All Funds, Introduction tab, pg. 6 -Of the projected legal expenses FY 2015/ 2016, how much of the $175,619 can be attributed to the Gate Petroleum proposed development dispute? 8. Summary of All Funds, Introduction tab, pg. 6 -I recommend changes to the Charter be adopted and the City Clerk's office be distinctly separated from the City Manager's office, including personnel, revenue & expenses, and budgetary planning. 9. Summary of All Funds, Introduction tab, pg. 9 -Trust and Agency Funds, in particular the pension funds, historically under perform and adjustments to the budget are routinely required to settle unfunded liabilities. An analysis should be completed by the City Manager's office and the Finance office that project best and worst case scenarios and associated fund impact to the 2016 /2017 Proposed Budget. 10. Combined Summary of Revenues and Expenses, Governing Body tab, pg. 10-Please explain the projected increase in Operating Expenses for the City Commission. I recommend the budget be amended to include individual budgetary considerations attributable to the Commission for travel & training, legal counsel, charges for use of City facilities such as Adele Grage, etc. Allow each Commissioner to plan their coming year expenses and use this budgetary line item as a measurable metric of performance. 11. City Commission, Governing Body tab, pg. 11 -Where did this Mission Statement originate? Is there any interest in a revision? 12. City Clerk, City Administration tab, pg. 14-Why is the City Clerk responsible for "maintenance" of the City website? Why is IT not assigned this responsibility? A major update of the website is recommended to improve the user interface and accessibility to City information. Additionally, it is recommended that social media utilization be made the highest of priorities when updating the website. 13. City Clerk, City Administration tab, pg. 14-Did the City Clerk set the "Key Objectives" listed on this page? 14. City Clerk, City Administration tab, pg. 15-An overall9% increase in wages projected for this office. Would not the benchmark CPI adjustment of 1% be applicable? 15. City Manager, City Administration tab, pg. 16-Key objectives include: "Ensure that the handling of citizen complaints is done in an efficient, timely and professional manner"; "Communicate with the citizens and the press to maintain an open and responsive atmosphere"; and, "Carry out the goals, objectives and policies established by the City Commission". While these are lofty goals, they are by no means measurable as stated. These objectives must include metrics such as responding to complaints within 24 hours, including followup telephone calls from the City Manager, or appropriate Department Heads, monthly press conferences held by the City Manager to answer questions, highlight successes, and detail pending actions to be undertaken by the City, and Letters of Accountability detailing the goals, objectives and policies established by the City Commission prepared by the City Manager that include time lines, required resources and effective communication plans of such goals, objectives and policies to be and presented to the City Commission at each regularly scheduled Commission meeting. 16. City Manager, City Administration tab, pg. 17-An overallS% increase in wages projected for this office. Would not the benchmark CPI adjustment of 1% be applicable? 17. Finance and Administration, City Administration tab, pg. 19-An overall 1% increase in wages projected for this office. This office would meet the benchmark CPI adjustment of 1 %. 18. Information Technology, City Administration tab, pg. 20 -Key objectives include migrating permitting, licensing and code enforcement from One Solution to Trakit. This enterprise software solution continues to plague the City and should be reevaluated to determine the cost to the City thus far due to selecting this software compared to more easily implemented solutions available to the City. Notable, no objective is listed that would include a software solution for managing City Commission (or other public boards, committees and groups) agendas that would allow each participant to manage their own additions and deletions to agendas while reducing the City Clerk's burden for managing agendas on behalf of each group. 19. Information Technology, City Administration tab, pg. 21 -An overall 10.6% increase in wages projected for this office. Would not the benchmark CPI adjustment of 1% be applicable? 20. Human Resources, City Administration tab, pg. 22-Please detail the following: Loss prevention & control methods currently being utilized and planned improvements or methodology changes; Training Needs Assessments conducted and training resources identified pl<;ms FY 2016 /2017. 21. Human Resources, City Administration tab, pg. 23 -An overall 2% increase in wages projected for this office. This office could be considered to meet the benchmark CPI adjustment of 1 %. 22. General Government, General Government tab, pg. 27 -Issues, Trends and Highlights. What is the cost for the maintenance division formed and described in this section? Werre these expenses originally charged to a separate cost center or group and now being charged to General Government? If yes, then where would the corresponding reduction in wages be reflected in this proposed budget? 23. General Government, General Government tab, pg. 28 -An overall 23% increase in wages projected for this office. If the maintenance team addition is a result of booking these costs to General Government, what percentage of the 23% indicated on this page can be attributed to wage increases not related to the addition of the maintenance team? And if that percentage of wage increase not attributable to the addition of a maintenance team exceeds 1% , would not the benchmark CPI adjustment of 1% be applicable? 24. Building Maintenance, General Government tab, pg. 30 -An overall 58% increase in wages projected for this office. Would not the benchmark CPI adjustment of 1% be applicable? 25. Convention Development Tax Fund, General Government tab, pg. 31 -These restricted funds are described in the text. But, pg. 32 indicates annual transfer to the capital improvement fund. These transfers need further explanation. Perhaps a good use of these funds might be an education program for residents and visitors held at various community centers and local resorts that inform attendees of the fragile nature of the original residents of Atlantic Beach and how not to impact the turtles negatively. 26. Convention Development Tax Fund, General Government tab, pg. 32 -Please explain the $40,000 Deck and Bike Rack indicated in the 2016/2017 Proposed Budget 27. Half-Cent Discretionary Sales Tax Fund, General Government tab, pg. 33-These funds are restricted use as described. Issues, Trends and Highlights, item number six. Please detail the justification for the $75,000 six-bay vehicle & equipment storage building. Where did this project originate? What is the impact of the City of Jacksonville potentially continuing to collect this tax but applying the tax collected to their pension liabilities. If the proposed budget is correct and the City of Atlantic Beach loses this revenue, then there will be $1 ,265,000 in unfunded capital projects creating a shortfall in the coming year. How does this budget accommodate such a shortfall? 28. Governmental Capital Project Fund, General Government tab, pg. 39 -I would recommend the City Commission provide direction to the City Manager about prioritizing capital projects and scheduling to allow the Commission to continually evaluate capital projects as the fiscal year passes. Such a tool would allow the Commission to either direct the City Manager to accelerate or abandon projects throughout the fiscal year based on total revenue budget performance. Provide detailed justification and explanation for the Marsh Preserve Path. 29. Public Works Combined Summary of Revenue and Expenses, Public Works tab, pg. 80- Notable, Public Works as a cost center does not generate enough in revenue to cover expense, except for the consideration of capital outlay charged to Public Works. 30. Public Works Administration, Public Works tab, pg. 81 -Define the metrics that could be used to evaluate Public Works administration performance related to plan reviews, contractor understanding of submittal requirements, GIS mapping and the implementation of permit management software. 31. Public Works Administration, Public Works tab. pg. 82 -An overall 10% increase in wages projected fer this effiee. Wcmld not the benehmark CPI adjustment of 1% be applicable? 32. Streets and Maintenance, Public Works tab, pg. 83 -Please provide details for the ten year street maintenance plan, the continued beautification improvements, the documentation of roadway status in the GIS database and continued improvement of signs, sidewalks and ROWs. 33. Street and Maintenance, Public Works tab, pg. 84 -An overall 12% increase in wages projected for this office. Would not the benchmark CPI adjustment of 1% be applicable? 34. Local Option Gas Tax, Public Works tab, pg. 86 -Please remark and provide details on the 11 Contract Servicesn operating expense category. This category has increased from approximately $200,000 FY 2014/2015 to a projected $320,000 FY 2016/2017. What is driving this significant increase, what is the manpower required to perform this work and what efforts has the City Manager's office implemented to regain control of this expense. 35. Sanitation Fund, Public Works tab, pg. 87 -How is Public Works monitoring the contractor's performance for contractual compliance? Is Public Works using measurable criteria to evaluate contractor compliance? Please provide copies of these contracts for the Commission to review. How can Public Works ensure and improve emergency management readiness in the event the emergency management plan is initiated. 36. Sanitation Fund, Public Works tab, pg. 89 -An overall 0% increase in wages is projected for this office. This office could be considered to meet the benchmark CPI adjustment of 1 %. 37. Storm Water Utility, Public Works tab, pg. 90-With the recent flooding events and even more recent, how will Public Works improve the storm water system to handle future events. What plans will Public Works make for emergency equipment such as rental pump capacity or other necessary equipment required to prevent any resident from experiencing flooding within their homes? Please provide a details plan and schedule of storm water system maintenance including coordination with Neptune Beach to the Commission for review. 38. Storm Water Utility, Public Works tab, pg. 92-An overa1117% increase in wages is projected for this office. Would not the benchmark CPI adjustment of 1% be applicable? 39. Fleet Maintenance, Public Works tab, pg. 93-Please provide a copy of the contract referenced to the Commission for review and detail metrics used to evaluate contractor compliance with the contract. MINUTES AUGUST 24, 2016 at 5:30PM. AMENDED ITEM 1D OCTOBER 10, 2016 CITY COMMISSION BUDGET WORKSHOP 800 SEMINOLE ROAD, ATLANTIC BEACH, FL In Attendance: Mitch Reeves, Mayor Jimmy Hill, Mayor ProTem Mitchell Harding, Commissioner John Stinson, Commissioner Blythe Waters, Commissioner Nelson VanLiere, City Manager Brenna Durden, City Attomey Donna Battle, City Clerk CMC Call to Order Dan Arlington, Building Official Cathy Beny, Human Resources Director Russell Caffey, Finance Director Michael Deal, Police Chief Don Jacobovich, Public Works Director Timmy Johnson, Recreation & Events Director Kayle Moore, Public Works Deputy Director Derek Reeves, Planner/Interim Bldg & Zoning Dir. Keith Randich, IT Director Scott Williams, Public Works Deputy Director Mayor Reeves called the meeting to order at 5:35 pm. He explained City Manager Van Liere has provided answers to questions from the previous budget meeting. He would like to cover those items before delving into the budget. City Manager Van Liere explained he responded via email today with answers to questions from the previous budget meeting. Most of the information will be covered in this presentation. He asked if the Commission would like to review the questions before the presentation or wait until after the presentation. Commissioner Stinson asked the City Manager to explain the revenue reduction based on the "roll-back rate" of 3.1754. Mr. Van Liere explained the "roll-back rate" for this year is 3.1754. If the City approves the "roll- back rate" there will be a reduction of $219,3 70 in revenues. The General Fund revenues exceed expenses by an amount equal to 1/10 of a mill. He will discuss the millage and balancing the budget at the end of the meeting. Commissioner Hill felt a lot of the questions would be covered in the presentation. Mayor Reeves stated the purpose was for the Commission to receive the answers to the questions prior to the presentation so they would have time to review them. However, they just received the answers this aftemoon. Mayor Reeves stated he would agree to move through the budget without reviewing the 36 questions in hopes that during the presentation they would be answered. He wanted to give Commissioner Stinson the opportunity to respond because they were his questions. Commissioner Stinson stated the questions originated out of his study of the proposed budget. He sent them to the City Clerk to distribute to all Commissioners. He appreciated receiving the answers today but he has not had the time to review them. Once he has reviewed the answers he will meet with the City Manager individually if he needed further clarification. Mayor Reeves agreed. City Manager Van Liere advised the budget presentation would begin with the Building Depmtment followed by Planning & Zoning, Public Works, Topics and Conclusions. He reminded everyone this is a proposed budget that can be revised. The final budget will be prepared for adoption on September Iih. Mayor Reeves asked City Manager Van Liere to give a summmy of the revised pages that were placed in tonight's packet. Mr. Van Liere explained the twelve revised replacement pages provided by the Finance Director are in reference to the current year payroll only; no changes have been made to the upcoming proposed budget. August 24, 2016 Budget Workshop Meeting Page 2 of20 Building Department Building Official Dan Arlington gave a slide show presentation of the Building Depmiment Budget Review FY20 15-2016 and the Projected Budget FY20 16-2017 as follows: Building Depmiment activities, revenue and expenditures associated with enforcement of the Florida Building Code. Mr. Arlington explained the Building Depmiment is fully staffed and the depmiment is running efficiently. The current staffing in the depatiment is: Title: Building Official Senior Building Inspector Administrative Assistant Building Permit Technicians Employee: Dan Arlington Mike Jones Grace Mackey Toni Gindlesperger Jennifer Johnston He explained the Building Depmiment is funded by the Enterprise Fund and explained the Enterprise Fund concept. The building department pennit fees pay for the activities related to enforcement of the Florida Building Code. By Florida Law, permit fees may only cover building code enforcement activities. The building depmiment contributes to the General Fund to help cover non-building related city administrative costs. When building depmiment fees do not cover departmental expenses, the general fund covers the gaps. Revenue Projections FY 2015-16 Initial Estimated Revenue FY 2015-16 Year to Date (Oct-July) FY 2015-16 Current Estimated Revenue FY 20 16-17 Estimated Revenue Proposed Expenses 20 16-1 7 Salaries & Benefits Training New Vehicle Computer Equipment Contract Labor Additional Expenses Total Expenses Construction Trends $439,134 $ 417,036 $485,652 $459,250 $ 338,094 $ 3,000 $ 20,000 $ 4,000 $ 36,440 $ 56,385 $ 457,919 Unless Specified Otherwise, I 0/01/15 through 07/31/16 4 new Commercial Projects Pet Supplies Plus, Fleet Landing Nursing Facility, Urban Farms & Atlantic Self Storage 89 New Homes Year to Date 36 New Units in Atlantic Beach Country Club 21 New Units for Habitat Homes in Maypmi 32 Infill Units throughout the City 72 New Homes Year to Date 2015 35 New Homes Year to Date 2014 August 24, 2016 Budget Workshop Meeting Building Expenditures & Revenue 2015-2016 Revenue $ 485,652 Expenditures $ 402,022 Construction Value in Atlantic Beach 2014-2015 Value of $36,741,374 Permits Building Permits & Inspections 2014-2015 Permits Issued Inspections 2756 4953 Number of Businesses Proposed 2016-20 I 7 $459,250 $ 457,919 Projected 2015-2016 $47,251,057 Proposed 2015-2016 2732 6188 Page 3 of20 Mayor Reeves asked if there were any statistics regarding the number of new businesses and lost businesses throughout the year. Mr. Arlington stated he does not track the number of businesses coming and going. He only tracks the number of new buildings and remodels. Mayor Reeves asked if there was a way to track new businesses. Mr. Arlington advised he would obtain the infonnation for the Commission. Computer Equipment Mayor Reeves asked if the cost of new computer equipment should be included in the IT department budget. Mr. Arlington explained this equipment is for the Senior Building Inspector to install a new computer tracking system in his vehicle. The system is also built into the lobby computer so contractors and property owners can track the status of permits online. Mayor Reeves asked if contractors would be able to present plans online. Mr. Arlington responded they were going to stmt out with requests for over the counter permits such as, electric, roofing, plumbing, etc. and build up to online plan reviews. The online plan reviews will also require larger computer screens and extra equipment. Contracting out the Building Depmtment Mayor Reeves asked the City Manager if he had considered the feasibility of contracting out the building depmtment. Other cities our size that use a contracting system are based on a 70/30 split of the cost. City Manager Van Liere replied "no." The building depattment uses a contracted inspector through Universal Engineering. The firm offers plan reviews but he has not considered using the company to replace employees. The City can only use money generated from permitting and inspection fees to enforce the building code. The money cannot be transferred to the General Fund. If the depattment generates more income than needed to provide the services they would have to lower the amount of fees generated. Permit and h1spection Fees Mayor Reeves asked if the City could save money by contracting out fire inspections or lowering inspection fees. Mr. Arlington responded Jacksonville Fire and Rescue charges $50.00 for the permits they issue for fire suppression systems and alarm systems as part of the Interlocal Agreement. Atlantic Beach charges $35.00 to handle administrative costs. Training Commissioner Hill questioned if the $3,000 budgeted amount for training was enough. He suggested padding the training budget in order to train new staff. He felt it would benefit citizens to have Universal Engineering expand instead of increasing staff in the building depattment due to the lack of future growth. August 24, 2016 Budget Workshop Meeting Page 4 of20 New Vehicle Commissioner Hill asked if $20,000 was enough money to purchase a new vehicle. Mr. Arlington replied he budgeted for a two wheel drive vehicle. If the Commission felt the vehicle needed to have more capabilities he should purchase a four wheel drive vehicle. Mayor Reeves asked if the City purchased vehicles through a State or City contract. City Manager Van Liere replied "both." Contract Labor Commissioner Waters asked if there were guidelines for hiring outside contract labor to assist with plan reviews and inspections. Mr. Arlington replied the City Manager asked him not to exceed five days for plan reviews. There are no other set guidelines. Training Commissioner Stinson asked Mr. Arlington to elaborate on the $3,000 budget for training. Mr. Arlington explained he has to have a minimum of 14 hours of training every two years in order to maintain his license. Commissioner Stinson asked if training would be provided for other staff members. Mr. Arlington replied "yes." There are training opportunities for every trade. Senior Building Inspector Mike Jones is currently studying to obtain his building official license. Commissioner Stinson felt training was good for staff. The better trained the staff is, the better it is for the City. Commissioner Stinson asked if the contract labor budget included the cost for covering staff while they were out training. Mr. Arlington responded "yes." Commissioner Stinson asked Mr. Arlington if he would provide a list of the training that is included in the proposed budget and any training he would like over and above that, including the cost associated for Universal Engineering to cover during staff absences. Mr. Arlington replied "yes." Contractor Non-compliance Commissioner Stinson asked if the City had something in place to punish contractors for disregarding the City's permit rules and regulations. Mr. Arlington explained the disregard for rules and regulations falls under the Department of Professional Regulations. He has filed formal complaints in the past but it is very labor intensive and time consuming. Commissioner Stinson explained his idea was to issue a warning for the 1st offense, impose a fine for the 2nd offense, and impose a 180 moratorium on allowing them to do business in Atlantic Beach on the 3rd offense. Mayor Reeves asked if that was possible. Mr. Arlington replied under those circumstances contractors are protected by the State. The State just passed new legislation that became effective July 1st that gives them even more protection. Mayor Reeves stated this is a good example why the City needed to suppm1 home rule. Computer System Commissioner Stinson asked when the new computer system, that will allow the tracking of permit status, will be in place. Mr. Arlington replied the new system should be up and running in May 2017. Additional Expenses Commissioner Harding asked Mr. Arlington for a summmy of the $56,385 additional expenses. Mr. Arlington explained additional expenses include all of the department's business expenses. The business expenses are communications, transpm1ation, postage, insurance, repair and maintenance of equipment, repair of vehicles, printing, office supplies, operating supplies, fuel and room and board. Fire Inspections Commissioner Harding stated after an occupational license is issued the building depm1ment inspects the building. After the building depat1ment does the building inspection the Jacksonville Fire Depat1ment does an occupancy inspection. Neptune Beach has an in house person that is subcontracted to conduct fire inspections and inspect fire extinguishers. He asked what the Jacksonville Fire depm1ment charged to provide the service. August 24, 2016 Budget Workshop Meeting Page 5 of20 Mr. Arlington stated it is part of the Interlocal Agreement for the Jacksonville Fire Department to provide the service. Commissioner Hill added the Jacksonville Fire Department also sends out a suppression crew to assist in inspections. This also allows them the oppmiunity to understand the interior of the building so if it ever catches on fire they are familiar with the interior floor plan making it easier to locate any occupants. He suggested tlying to renegotiate the cost with the City of Jacksonville. Commissioner Stinson asked how much revenue the inspections generated. Mr. Arlington answered it amounted to about $600.00 per year. Commissioner Stinson felt the City should be able to lower the cost to citizens and absorb that small amount. Room and Board Commissioner Waters asked City Manager VanLiere to explain the room and board expense. Mr. VanLiere explained when the Building Department generates money it can only be used for building depmiment purposes. Room and Board is pmi of the way the department adds to the General Fund. There are a number of divisions in the General Fund that suppmi enterprise operation. Those departments are building, water, sewer, sanitation, and stormwater. Those departments receive the benefit of having an accounting staff, a City Manager, IT depmiment, payroll and a finance depmiment. Each enterprise fund allocates a portion of revenue to the General Fund. The allocation of $37,500 for the Building Depa1iment is for the use of those services. Commissioner Waters asked ifthere was a law that restricted the amount allocated. Mr. VanLiere replied the allocation is not restricted by law but there is a method for calculating the amount and the amount has to be within reason. Inspections Commissioner Hill asked Mr. Arlington if he could ask for an occasional random inspection from the City of Jacksonville to help keep contractors honest. He felt this would add an extra layer of enforcement. Commissioner Hill asked Mr. Arlington if there was anything the Commission could do to help improve the culture of customer service. Mr. Arlington responded he would appreciate it if Commissioners would contract him if they received a call from a disgruntled person so he could provide his side of the story. Use ofPersonal Vehicle Mayor Reeves voiced concern about Mr. Arlington using his personal ti·uck for City business. Mr. Arlington stated he used his personal truck when the City vehicle was not running. Mayor Reeves asked if he provided an insurance rider when he used his own vehicle. Mr. Arlington advised the City vehicle is now running and he is in the process of purchasing two new folding ladders that will fit in the smaller vehicles. Mayor Reeves asked the City Manager to look into risk management and ensure the City is protected when staff uses personal vehicles for City business. Training Commissioner Waters asked if training was provided for the front desk staff. Mr. Arlington stated he would love to add that to the budget. Classes are also provided for pe1mit technicians. Commissioner Hill asked the City Manager how the budget adjustments would take place after the meeting. Mr. Van Liere explained he would provide the Commission with a list of adjustments by depmiment. Community Development Department I Derek Reeves Mr. Reeves explained the Planning Depmiment and Code Enforcement have now become two separate depmiments. He gave the following presentation. August 24, 2016 Budget Workshop Meeting The cunent staffing in the department is Title: Employee: Vacant Page 6 of20 Community Development Director Planner (Derek Reeves I Interim Director) Code Enforcement Coordinator Outside Help not Supervised by the Director Planning Administrative Duties Handled by the Building Department's Admin Asst. Code Enforcement Board Secretary Duties handled by the City Clerk's Record Clerk 2015/2016 Planning Division Milestones Awarded $25,000 Technical Assistance Grant to fund the CRA/ Redevelopment Plan Awarded $10,000 Grant to Create a Tree Management Plan. (Will Complete in 2016/2017) Annexation of ABCC Including Comprehensive Plan Amendments Received Tree City USA Designation Successfully Defended Gate Gas Station Appeal 2016/2017 Planning Division Goals Hire a Full Time Director Implement the CRA/Redevelopment Plan (Community Development Fund-$50,000) Address Codes Related to the Moratorium on Gas Stations Address Necessaty Sign Code Revisions Implement the Tree Management Plan $10,000 for Professional Services • Comprehensive Plan Evaluation and Appraisal Notification • Possible Rewrite of Land Development Regulations • Possible Overlay District Creation for Town Center 2015/20 16 Community Development Board Update Heard the following 22 Total Items in 8 Meetings as of August 2016 1 0 Variances 6 Use by Exceptions 2 Ordinances 2 Comprehensive Plan Amendments 1 Rezoning 1 Plat 2016/2017 Planning Division Budget 2 Employees: Community Development Director Planner Expenses: 2015/2016 2016/2017 $243,000 $186,000 Included $92,000 CRA Study New Director's Salaty TBD Possible Budget MOD Pending Land Development Regulations Rewrite Cost TBD August 24, 2016 Revenue: 2015/2016 2016/2017 Tree Fund Update Year 2014 2015 2016 Balance Expected Expenses Budget Workshop Meeting None None Revenue $8,180 $6,083 $7,514 $21,470 Finalize Tree Management Plan Complete Plantings Under $10,000 Grant Match Begin Implementation of Tree Management Plan 2015/2016 Code Enforcement Division Milestones Code Enforcement Officer Left May 2016 $ 5,750 $ 2,950 TBD Code Enforcement Officer Title changed to Code Enforcement Coordinator Hired a new Code Enforcement Coordinator in July 2016 I Debbie White High Profile Cases Cloister Gate Use-Pending Litigation Page 7 of20 457 Sailfish Drive East-Property Sold and Demolished for new Home 85 Edgar Street-Property Sold and Demolished by Beaches Habitat Responded to Resident Complaints Limited Proactive Enforcement 2016/2017 Code Enforcement Division Goals Continue Working Open Cases Increased Focus on Proactive Enforcement Including • Junk Cars • Abandoned Properties • Overgrown Yards 2015/2016 Code Enforcement Board Update Items Heard 1 Old Item 1 New Item 1 Rehearing 1 Request for Rehearing 4 Meetings Held Limited Number of Items due to Newer Code Enforcement Officer Getting up to Speed and then Leaving the City with no Officer for 2 Months 2016/2017 Code Enforcement Division Budget 1 Employee: Code Enforcement Coordinator Expenses: 2015/2016 $68,500 $47,500 Budgeted Projected (without officer for two months and lower than expected benefit costs) August 24, 2016 Budget Workshop Meeting Page 8 of20 201612017 $72,000 Budgeted No Major Expenses Expected Revenue: None Community Redevelopment Agency I Land Regulations Review and Rewrite City Manager VanLiere stated he added $50,000 to the budget for Community Redevelopment. He was not ce1iain if the Commission wanted to create a Community Redevelopment Agency or rewrite the Land Development Regulations this year. If the Commission decided to create a Community Redevelopment Agency the City would need to transfer additional money from the General Fund to help fund the program. There is also $155,000 added into the legal budget because the City Attorney will need to take part in the process. He asked for guidance from the Commission as to whether or not they wanted to add more money to the budget. Commissioner Waters suggested hiring an outside firm. She felt an outside firm would be best because they would be familiar with the process and have a bank of best practices and examples to draw from and modifY based on citizen input. She estimated a cost of$250,000. Mayor Reeves asked if there was any funding left over from not having to pay a salmy for a Planning Director for August and September. City Manager VanLiere stated "no," because the previous director cashed out his leave balance. They are also still using a contract service for plan reviews. Mayor Reeves wanted to know if the $50,000 budgeted could be reallocated to another fund if the Commission decided to create a Community Redevelopment Agency. Mr. Van Liere responded the budget could be amended. Code Enforcement Liens Mayor Reeves asked if the City received any revenue from prope1iy liens and if so, where is it shown in this budget. City Manager Van Liere replied money received from property liens goes into the General Fund. The City has not foreclosed on any properties this year, instead they aim for compliance. The Code Enforcement Board assesses fines and they also forgive fines when properties come into compliance. Mayor Reeves felt the City needed to set rules regarding collecting fines for code enforcement. Tree Mitigation Fund Mayor Reeves stated there is currently $21,000 in the Tree Fund that is not being spent. Mr. Van Liere replied "yes." Commissioner Waters added that Mr. John November is working with the City of Jacksonville to properly implement their Tree Fund which is much larger. The goal of not spending the money is to have a plan in place for planting proper species and maintaining the tree canopy. The plan may not be put into place this year. Mayor Reeves felt this added to the importance of creating a Tree Committee to help come up with a plan. Planner Reeves stated revenues in the Tree Fund have increased because replacement payments increased. Community Redevelopment Agency I CRA Commissioner Stinson stated the Commission was going to be hearing recommendations for creating a Community Redevelopment Agency. He asked where the $50,000 amount came from. Mr. VanLiere advised he came up with the $50,000 amount to show the City was committed. It is basically for discussion purposes. Planner Reeves explained if the Community Redevelopment Agency is approved by the Commission the cost will be approximately $250,000 annually. That cost includes programs and improvements, maintenance and a Program Coordinator to put on events and work with businesses. Commissioner Stinson asked if the Commission decided not to create the CRA could the $50,000 be used for the review of Land Development Regulations. City Manager Van Liere responded that depended on the cost. Mayor Reeves asked if the City August 24,2016 Budget Workshop Meeting Page 9 of20 Manager could reallocate the expenditure without approval from the Commission. Mr. Van Liere replied "yes." Commissioner Waters stated if the City chose not to proceed with a CRA she would like to reinvest in the redevelopment along the Maypmi corridor. She would like for the $50,000 to be used or saved for redevelopment projects and create a separate line item for the review and rewrite of the Land Development Regulations. City Manager VanLiere stated the $50,000 could begin as seed money to create an annual contribution to the Redevelopment Plan. This would not be a typical operating expense of the General Fund. Commissioner Stinson asked the City Manager to present to the Commission what the cost difference would be between choosing to create a CRA or to review and a rewrite the Land Development Regulations. Commissioner Hill felt that 80% of the depmiment' s budget depended on the hiring and the skill level of the new Planning Director. He suggested hiring the Planner before making the decision. Code Enforcement Commissioner Hill asked the City Manager to consider structuring the code enforcement system so there is one person serving as an enforcement officer and one person serving as a resolution person. He would like for the City to have the ability to reach out to prope1iy owners that do not have the means to afford correcting the code problem. Commissioner Stinson complimented the City Manager and staff. He added that Code Enforcement Officer Debbie White does a great job enforcing the codes and working with the Code Enforcement Board. He also thought the Board did a great job moderating and working with prope1iy owners to resolve problems. Commissioner Hill asked City Manager Van Liere to work on a solution to help residents resolve code enforcement issues. He suggested maybe a church group or Habitat for Humanity could pitch in and help. City Manager Van Liere advised there has been some discussion regarding the use of a Special Magistrate verses a Code Enforcement Board. He will be preparing and submitting a repmi to the Commission. Tree Mitigation Fund Commissioner Hill felt most citizens were concerned about the loss of large canopy trees. He felt raising the cost of tree mitigation would have more of a financial impact on the prope1iy owner which may be more effective. Planner Reeves advised they are seeing some improvements regarding tree protection. Infrastructure I New Businesses Commissioner Hill also felt the City should do more on the administrative side to make it more convenient for businesses to move into the City. He felt the City could go after cmiain types of businesses by making the facilities more in line with utilities, infrastructure and police suppmi. Code Enforcement I Bank Owned Propetiies Mayor Reeves agreed the City should help residential prope1iy owners with code enforcement issues but he had no compassion for homes that were bank owned. He was surprised the City had not received any revenue from homes that were foreclosed. Tree Mitigation Fund Mayor Reeves voiced concern about people removing trees without permission. He agreed the City should increase the cost of tree mitigation. Planner Reeves advised the tree fund rate is currently $123.00 per inch. That cost is based on the cost to buy and plant a 4" live oak. Commissioner Hill felt the problem was that it takes a 4" live oak 75 years to make an impact. He recommended attempting to increase the size of live oak August 24, 2016 Budget Workshop Meeting Page 10 of20 replacement tree. Although the survival rate of 4" live oak is higher than a larger one he felt if the homeowner had a stake in the cost the survival rate would increase. Mayor Reeves asked if the City received many complaints regarding the cost of $123.00 per inch. Planner Reeves responded most people objected at first but came back with more plantings. He would explore some other options. Planning Director Position City Manager Van Liere explained the City has not received many applications for the position of Planner. He asked the Commission about raising the salary or offering to pay a relocation fee. Commissioner Hill stated he would agree to offer a relocation fee but not a large salmy increase. Commissioner Waters explained one of the prior Planner's frustrations was that he did not have time to plan for the future because he was too busy dealing with day to day events. She asked the following questions: 1) how much time is spent on things similar to the Gate Station issue, 2) what if the City contracted out large planning issues, and 3) what is the cost of hiring someone who is not a long term member of the community or beaches resident. City Manager Van Liere suggested having Derek Reeves become Planner 2, hiring a Planning Technician and using a contract service to handle large issues such as the Gate Station project. That would allow the Planning Director time to concentrate on visioning for the future without the headaches of day to day issues. Commissioner Hill stated he felt the Commission recognized this might be a shifting moment in the Planning Department. He was willing to consider looking at some options and budgeting more money to make changes if necessary. Mayor Reeves liked the idea of using a contract service for larger projects. He felt the Planning Director position may become less critical when the City becomes built out. He agreed to look at some options. City Manager VanLiere explained the planner's job is how to keep building in a built out community, which is what makes every project complicated. Developers are trying to squeeze evety inch out of evety corner and the planner has to apply the rules. Conclusion Commissioner Hill stated he would need some basic information to make a final decision and they would not have that until the City deals with the Comprehensive Plan and the CRA. Mr. Van Liere responded he would be addressing that issue at a later date. The budget can be amended once the decision is made. Commissioner Hill asked Mr. Reeves what the Commission could do to make his job easier. Mr. Reeves stated he could use more staff. He also would like Commissioners to contact him if they hear a compliant from a disgruntled citizen regarding the department. Mayor Reeves agreed to contact staff regarding citizen complaints but he also felt staff could help by trying to eliminate the need for citizens to contact Commissioners to solve an issue. Commissioner Hill stated he is willing to give staff the benefit of the doubt when he hears complaints from citizens. The staffing issue needed to be corrected as soon as possible. The way the system is set up; Commissioners are supposed to direct complaints to the City Manager. He liked the fact that Commissioners could talk with department heads but felt it also created the potential for citizens to ask Commissioners to solve problems. August 24, 2016 Budget Workshop Meeting Page 11 of20 Mayor Reeves stated when he receives complaints from citizens the first thing is does is ask them if they have contacted the correct depatiment head or person responsible. If they say "no," he asks them to contact that person and then call him back if they do not receive a fair response. He felt the City needed to communicate better with the public. Mayor Reeves stated Derek Reeves did a great job for the City and he appreciates all that he does. Commissioner Stinson stated the previous Planning Director was crucified in the newspapers for speaking with the public. He felt the Commission had an obligation to stand behind employees. He suggested the City establish an Educational Program for residents regarding tree mitigation and what the City is trying to accomplish. He questioned what it would take for the City to become more proactive with code enforcement instead of being reactive. He would prefer to use the Community Development Board to develop and put together a plan for new Land Development Regulations and then have experts review and refine the plan. Mr. Reeves stated code enforcement would need to hire additional staff in order for the Code Enforcement Officer to be proactive. City Manager Van Liere added he has been calling in code enforcement issues himself and encouraged Commissioners to do the same if they see something that does not make the City look good. Most of the issues were in commercial areas. Commissioner Stinson would like to continue using a Code Enforcement Board instead of hiring a Special Magistrate. Commissioner Hill felt the issue of prope1iy rights verses the tree canopy was a huge concern. Because the trees add value to the City he would like to find a way to protect the tree canopy that also protects the constitutional rights of property owners. He suggested finding out how other cities (such as St. Augustine) preserves trees. Commissioner Waters asked Mr. Reeves if it would make his job easier if the Land Development Regulations were reviewed and rewritten. Mr. Reeves responded "yes," it would make his job easier. The majority of his time is spent trying to answer questions regarding the interpretation of the Code. He added the old Atlantic Beach design standards are difficult. Commissioner Waters agreed she receives calls from residents that have not liked the answers they received from the Planner regarding what they can or cannot do with their prope1iy. She felt the Commission needed to determine a response to those questions. Mayor Reeves called for a recess at 7:54pm and reconvened the meeting at 8:17pm. Public Works Department I Don Jacobovich Mr. Jacobovich explained the Public Works Department consisted of almost half of the City's total budget. There are 10 different budgets within the depmiment. He introduced Kayle Moore who is in charge of Public Utilities and Scott Williams who in charge of Public Works Activities. He proceeded with the following presentation: Primary Responsibilities • Water, sewer, streets, rights-of-way, parks, facilities, stormwater, sanitation and fleet maintenance and construction administration. • Permits: NPDES, MS4, EPA, SJRWMD • Commercial and Residential Plan Review • Rights-of-way Permits • Stormwater Utility Fee Calculations August 24, 2016 Budget Workshop Meeting Page 12 of20 Mr. Jacobovich stated the Public Works Department has five full-time employees and one part-time employee in the administration. Facilities Maintained 60 Miles Paved Streets and Right of Way 54 City Buildings (31 Sewer Lift Stations) 5 Treatment Plants 6 Stormwater Treatment Ponds 240 Miles of Water, Stormwater and Sewer Pipe 14.4 Miles of Stormwater Ditches and Swales 1 Stormwater Pump Station (shared with Neptune Beach) 104,000 LF Sidewalk & 8' Multi-Purpose Paths 15 Parks ( 6 Active, 6 Passive, 3 Preserves) 1.6 Miles of Beach The Public Works department has 19 full-time employees. Public Works Budget 2016/17 Fund General Fund -Admin Streets Division Building Maintenance Gas Tax Half Cent Sales Tax Sanitation Utility Capital Project Fund Stormwater Utility Total Public Works Capital Items 2016117 Item Seminole Road Improvements -Carried Forward Stormwater Master Plan Update & Aquatic Gardens Improvements Stormwater System Improvements to Saltair Neighborhood Street Resurfacing Resurfacing Program FY 2016/17 -$340,000 Proposed Budget $60,000 for Specific Problem Areas • Current year Paving Completed • Seminole Road Street Resurfacing Budget 451,0166 906,278 213,765 550,000 1,265,000 1,838,645 385,000 2,314,473 7,924,177 Budget Request 1,600,000 250,000 250,000 400,000 Discussion ensued regarding street resurfacing, prepping dips and swales prior to resurfacing, material options and the tree canopy. Mr. Jacobovich explained proper preparations of roadways as well as inspections are crucial to the outcome of the pavement. He provided the Commission a list of road resurfacing needs based on the conditions of the roads. August 24, 2016 Budget Workshop Meeting Page 13 of20 Commissioner Harding asked Mr. Jacobovich to consider that West lOth Street between Mayport Road and Orchid Street needs to be resurfaced. Mayor Reeves stated "for the record" the repaving on Sea Oats Drive would not be in front of his house. He questioned why Oceanwalk gets paved every year. Commissioner Stinson thought it would help if Mr. Jacobovich provided a list of the criteria he uses to calculate the OCI factor. Mr. Jacobovich agreed to provide that information. Commissioner Hill asked Mr. Jacobovich to move streets that have upcoming underground utility improvements to the bottom of the priority list so they did not have to go back and repave again after the work was completed. He added propetiies on West 14th and Plaza West had limited infrastructure and less utility access than other areas in the City. Those streets need updated sewer facilities and infrastructure before the City repaves. City Manager Van Liere stated the list of streets to be resurfaced can be rearranged as necessary. The rating system for the road conditions is a tool that attempts to remove politics from the process. Commissioner Hill responded he did not want the City to waste money paving a road and then have to repave it within two years because of utility improvements. Mr. Jacobovich explained the criteria used to determine which streets should be repaved. Commissioner Stinson asked if traffic volume was part of the criteria especially considering delivery trucks in commercial areas. Mr. Jacobovich responded the criteria for street resmfacing has been used for years. He did not think it included traffic volume. Commissioner Waters mentioned that citizens have also complained about delivery trucks in residential areas. She asked if that was measured. Mr. Jacobovich advised because development is constantly occurring it is hard to track heavy truck traffic activity. Pavement Management 2016/201 7 Street Stmiing Point Ending Point OCI Sturdivant Avenue Sherry Drive Seminole Road 51.25 Ocean Walk Dr. N. Oceanwalk Drive W. Oceanforest Dr. N. 51.67 Hibiscus Street Dead End Levy Road 52.92 Parkside Drive 11th Street Plaza Drive 52.92 Ocean Blvd. lOth Street 13th Street 52.92 Plaza Drive Ocean Blvd. East Coast Drive 53.33 Begonia Street West 1st Street Dead End 53.33 West 14th Street Orchid Street Mayport Road 53.33 5th Street East Coast Drive Ocean Blvd. 53.75 Brista De Mar Cir. 20th Street 20th Street 54.58 Sea Oats Drive Saturiba 19th Street 55.00 Mr. Jacobovich stated there are currently 23 full time employees in the Utilities Depatiment. He explained the flow of capacity of the plants as follows: Utilities 2016 Flow Treatment Plant Wastewater Treatment Plant 1. Annual Ave Daily Design Capacity MGD Actual Flow 3.50 1.91 August 24, 2016 Water Plant # 1 -Max Day Water Plant #2-Max Day Water Plant #3 -Max Day Water Plant #4-Max Day Utilities Budget FY 2016/17 Non-Divisional includes: • Transfer to General Fund • Internal Service Charges • Insurance • Debt Budget Workshop Meeting 3.17 2.90 1.59 0.25 Water Production Sewer Treatment Distribution I Collection Non-Divisional Total 1.68 1.29 0.87 0.24 Page 14 of20 FY 2016-17 866,251 2,554,949 2,991,836 3,720,100 10,133,136 Mr. Jacobovich explained the Water Capital Projects the department would like to accomplish the upcoming year. New Water Meters One of the capital projects is replacing water meters. They were going to begin the installation by focusing on commercial properties. The new water meters have a program that will allow customers to view their water consumption online. Mayor Reeves asked if the program also allowed customers to pay their utility bill online. Mr. Jacobovich replied this program is not related to making payments online. Mayor Reeves questioned if the $95,000 grant money was received this year. Finance Director Caffey advised the grant was approved this year but the money has not been received. Commissioner Hill asked if there was an additional benefit of having the data available to customers and if there was any savings for the City. Mr. Jacobovich replied they are starting the new water meter program with commercial property because those properties use the most water and the conservation benefit would be greater. Water Capital Items FY 2016/17 Item Replace Aging Water Service in Seaspray Subdivision (approx. 44 services) Install Automated Metering Infrastructure for Commercial (Grant) Meters (Cost-Share Grant) Phase 1 Well Video-Logging and Management Plan Atlantic Blvd. Water Main Loop to Aquatic Dr. West (Design Only) Self-Contained Breathing apparatus WTP 1,2, and 3 Budget Request 175,000 160,000 (95,000) 130,000 100,000 6,000 August 24, 2016 Budget Workshop Meeting Page 15 of20 Chlorine Auto control Valves at WTP 3 10,000 Mr. Jacobovich explained the Sewer Capital Projects as follows: Mayor Reeves questioned if the $63,000 grant was received this year. Finance Director Caffey responded the grant has been approved and it was last year's grant. Commissioner Hill asked if the amount of capital items were unusual. Mr. Jacobovich advised the amount of capital items was consistent for making improvements. Surplus Property in Jacksonville Mayor Reeves asked if the City could legally sell the surplus property in Jacksonville and use that revenue in public works or another area of the budget. City Manager Van Liere stated he did not see any reason why the City needed to keep the property. The property is outside the City limits so the City would not be able to develop it or use it for a park. He would be in favor of selling the property. The revenue from the sell would likely have to go back into the Water and Sewer Utility Fund to be used for projects. However, that fund can legally transfer funds to the General Fund. He added the list was in line with annual capital expenditures which are usually around one million. Sewer Capital Items FY 2016/17 Phosphorous Removal Improvements at WWTP (Grant) Install 2nd Centrifuge Unit at WWTP Replace Clarifier Drives at WWTP Replace 2nd Influent Screens at WWTP Replace 1 of 3 Influent Pumps at WWTP Control Component Upgrade for 4 Master Lift Stations Replace 4 Wetwell Tops with Opening Hatches Install New Control Panel at Oceanwalk Lift Station Replace Suction Lines at West Amelia and Selva Marina LS's Install Softstmis at Lift Stations "E" (2 Motors) Budget Request 225,000 ($63,000) 75,000 225,000 42,000 22,000 100,000 24,000 20,000 20,000 6,500 Mr. Jacobovich showed slides of charts for the stormwater, gas tax and sanitation funds. He explained there was a peak in the Storm Water Utility Fund for 2017. There was a peak in the Gas Tax Fund for 2017 due to the Seminole Road project and a small peak in the Sanitation Fund for the purchase of a truck. Conclusion Public Works Director Jacobovich stated this is the end of his presentation. They incorporated Utilities within the Public Works Depmiment in 2015 and it is working well. They expect more homes will be built in the upcoming year creating an increased need for water. There is a reuse water system for the Atlantic Beach Country Club. There are some additional operational charges this year based on repotiing requirements for the NPDES and the MS4. He will be emphasizing customer service this year throughout the department. This will include providing management classes for supervisors on how to provide good customer service and how to handle unruly employees. He would like for the depmiment to work towards becoming accredited. He explained the accreditation process involves 500 to 600 standard operating procedures. August 24, 2016 Budget Workshop Meeting Page 16 of20 Mayor Reeves questioned the amount of revenue provided by the Yz Cent Sales Tax. Mr. Caffey explained the difference. This year the revenue received from the Yz Cent Sales Tax is projected to be $481,000. Mayor Reeves asked if the City has considered the purchase of a menzi muck to clean out ditches and help with drainage. City Manager VanLiere explained several years ago the City asked the Commission to replace their old menzi muck that was out of service but the purchase was not approved. Mayor Reeves asked the City Manager to look into sharing the cost of a menzi muck and a vacuum truck with Neptune Beach. Commissioner Hill stated many cities were removing fluoride from their water. He asked if the Public Works Director had addressed the issue. Mr. Jacobovich responded the City does not add fluoride to the water so it is not a concern. He did not see any useful purpose to it. Commissioner Hill asked if there was money budgeted to maintain wooden surfaces and signage. Moving forward he would like to see more continuity in signs throughout the City. He would also like to provide an enhanced crosswalk at the 1500 block of Seminole Road and at Mayport Road and Plaza. Mr. Jacobovich explained he is looking into the cost of the crosswalks. Commissioner Hill asked if the City currently had the option to access the well in the park during extreme drought conditions. Mr. Jacobovich doubted the City would be able to reopen that well but they recently dropped a well in Howell Park and would soon be installing a pump. Stinson asked ifthere were any customer service initiatives planned for the depatiment. Mr. Jacobovich stated he has not developed any initiatives other than expectations. He explained what his expectations were. Stinson asked if there were any concerns about diminishing water levels in wells. Mr. Jacobovich replied at this time there are no capacity problems. He would like to develop an efficient well management plan to move the water from well to well. Stinson asked ifthere were any plans to add new park rangers to staff. Mr. Jacobovich replied he had a request to add one additional ranger. City Manager VanLiere advised that item is on his follow up list. Mayor Reeves asked Mr. Jacobovich what changes he would make today, if he were given full authority to reorganize the depatiment without decreasing servtces. Mr. Jacobovich replied he has hard working employees. He would not make any changes. Mayor Reeves voiced concern regarding small sidewalk repair projects. Mr. Jacobovich explained some small projects are delayed due to the size and having to hire outside contractors. City Manager Van Liere stated that is the conclusion of the depatimental presentations. He would like to review some items that were suggested at the previous meeting. He provided the following list of additional topics and explained the purpose for each one. Additional Budget Items 1. Millage Rate of3.3285 to 3.2285 2. Additional Police Officers 3. Additional Pension Costs 4. Additional Maintenance Worker 5. Media Specialist I Salary & Benefits 6. Wi-Fi for the 3 Community Centers Cost $143,285 (reduction of revenue) $238,000 $200,000 $ 45,000 $ 42,800 $ 5,100 ($1, 700 per location) August 24, 2016 Budget Workshop Meeting 7. Sea Turtle, Standardization of Beach Access & Park Signage 8. Parking Study 9. Lifeguard Station Addition 10. Shade Structure at Sunset Pier 11. Digital Lighting at Pedestrian Crossing 12. Sign on Mayport Road 13. Website Enhancements 14. East I West Sidewalks 15. Low Speed Vehicle 16. Post Event Clean up 17. LDR Code Revisions, Map Updates, Allowable Uses a. In-house b. RFP c. Combination 18. Advance Disposal Additional Cost for Recycling -Issue Page 17 of20 $ 10,000 $ 35,000 to 50,000 $ 50,000 $ 30,000 $ 11,000 $ 3,000 $ 15,500 to 25,000 $ 100,000 (included) $Unknown $ 2,000 City Manager Van Liere explained this list was prepared based on his notes from the previous budget meeting. He reviewed each item and stated he would like to receive some feedback so he and the Finance Director could provide a revised list for the September 1ih meeting. Mayor Reeves stated this list of additional items totals $647,940.00. He explained the roll-back rate sounds like a decrease in taxes however property values have increased 9% therefore it is actually an increase in the amount of property taxes paid by the citizens and revenue for the City. He added the City will also have increased revenue from the new golf course properties. He would like to reduce the millage rate fi·om 3.3285 to 3 .2285. He felt if the City decreased the millage rate it would offset the amount of a County property tax increase. He asked when the last time the City reduced the millage rate was. City Manager Van Liere responded the last time the City reduced the millage rate was back in 2005. A lengthy discussion ensued regarding reducing the millage rate to 3.2285. Mayor Reeves stated, for the record, this was not a political issue. He asked Commissioners to support him in lowering the millage rate 1/1 01h of a mill. Mayor Reeves stated the additional list presented by the City Manager added another $647,940 increase in the budget. City Manager Van Liere replied that was incorrect. The $200,000 for pension cost was not an additional budget item. Mayor Reeves stated the additional items now amounted to $447,940 and the Commission needed to debate those items. City Manager Van Liere advised not all of the items would be ongoing. The ongoing items on the list are the additional police officers, recycling, and the additional maintenance worker. The one-time expenses include the upgrade to the lifeguard station, shade structure, signs, and the website enhancement. As City Manager it is his goal to provide the best services, beautify the City and maintain the police force. Discussion ensued regarding the new position of Public Information Officer. Commissioner Stinson explained he provided a handout regarding the history of the City from 2000 to 2017. The handout included data from the Census Bureau, the number of utility customers, the number of employees, and the millage rate from the year 2000 to 2017. The data collected showed the city was providing higher levels of service in 2016 for basically the same amount they were paying in the year 2000. He suggested giving employees a 3% salmy increase this year and creating an incentive program for employees to save the City money. August 24, 2016 Budget Workshop Meeting Page 18 of20 Discussion ensured regarding employees, their salaries and how they could help the City save money. Commissioner Stinson suggested going over the additional 18 items one by one and coming to a consensus. He also asked Commissioners if they would like to add anything to the list. Commissioner Hill questioned if the City was stable enough to reduce the millage rate. He voiced concem regarding the upcoming election and the effect it may have on the economy. When the economy tanked the City relied on the surplus. Once the millage rate is reduced it would be difficult for the City to increase taxes in the future. Commissioner Harding wished there was a way to give employees more than a 3% salary increase because they went five to six years without a raise. He felt reducing the millage rate when the City has increased expenses would be disastrous and he agreed raising taxes in the future would be difficult. He would agree to adopt the budget at the 3 .3285 millage rate and have the City create a new employee incentive program at the beginning of the year to help the city save money. City Manager Van Liere advised the City currently has a policy for employee suggestions to help the City save money but he has not received any submissions from employees. Finance Director Caffey explained the funding for items 7, 9, 10, 11 and 12 could come from Special Revenue Funds. Items 8, 13, and 15 are one-time expenses and would not be carried over to the next year. City Manager VanLiere stated he would like to add an item to the list for potential major purchases like the Johnston Island project. Commissioner Hill suggested cutting item 8, parking study, or reducing the amount. He felt the $35,000 to $50,000 was excessive. Item No.4. Additional Maintenance Worker Consensus: TO NOT HIRE AN ADDITIONAL MAINTENANCE WORKER. Item No.5. Media Specialist and Citizen Liaison Salary and Benefits Consensus: TO ADD A MEDIA SPECIALIST. Item No. 6. Wi-Fi for all three Community Centers Consensus: TO ADD WI-FI FOR ALL THREE COMMUNITY CENTERS. Item No.7. Sea Tmile Signage for Education and Awareness and Standardization of all Beach end Signs. Consensus: TO ADD SEA TURTLE SIGNAGE AND STANDARDIZATION OF BEACH END SIGNS. Item No. 8. Parking Study Consensus: TO DELETE THE PARKING STUDY AND FORM A COMMITTEE TO CONDUCT A PARKING STUDY. Item No.9. Lifeguard Station Upgrade Consensus: TO ADD THE LIFEGUARD STATION UPGRADE. Item No. 10. Shade Structure at Sunset Pier Consensus: TO ADD THE SHADE STRUCTURE AT SUNSET PIER. August 24, 2016 Budget Workshop Meeting Page 19 of20 Item No. 11. Digital Lighting at Pedestrian Crossing Consensus: TO ADD DIGITAL LIGHTING AT PEDESTRIAN CROSSING. Item No. 12. Sign on Mayport Road Consensus: TO ADD SIGN ON MAYPORT ROAD Item No. 13. Website Enhancements Consensus: TO ADD WEBSITE ENHANCEMENTS USING THE 201512016 BUDGET Item No. 14. East I West Sidewalks Consensus: TO ADD THE EAST I WEST SIDEWALKS (INCLUDED IN THE BUDGET). Item No. 15. Low Speed Vehicle Consensus: TO ADD THE LOW SPEED VEHICLE. Item No. 16. Post Event Cleanup. Consensus: TO ADD POST EVENT CLEANUP. Item No. 17. LDR Code Revisions, Map Updates and Allowable Uses. Consensus: TO WAIT UNTIL A PLANNER IS HIRED. Item. No. 18. Advance Disposal Additional Cost for Recycling. Consensus: TO HOLD OFF. Discussion ensued about the storage shed that was in the budget. Consensus: KEEP THE STORAGE SHED. City Manager VanLiere asked for a consensus on the millage rate. The millage is set at 3.3285 which would cover the budget including the additional items approved by consensus. To lower the millage to 3.2285 as suggested by Mayor Reeves would lower revenues by $143,285. Discussion ensued regarding the millage rate. City Manager Van Liere stated Atlantic Beach is a very nice community where people wanted to live. He did not want to decrease the level of services. His goal is to make the City better. He felt a new level of maintenance could make the City top notch. Mayor Reeves stated the City could use reserves to increase maintenance if necessaty. Fmiher discussion ensued. City Manager explained on September 1ih there will be an ordinance to set the millage rate. He asked for a consensus to set the millage. Consensus: TO REDUCE THE MILLAGE RATE TO 3.2285. Mayor Reeves announced he has asked the City Clerk to advetiise a Public Notice for a Roundtable Meeting on September 1 01h at 10:00 am. to be held at Adele Grage to discuss open communications with the City Manager and how the City handles citizen complaints. Courtesy of the Floor to Visitors Mayor Reeves opened the Comiesy of the Floor to Visitors. August 24, 2016 Budget Workshop Meeting Page 20 of20 Chris Jorgensen, 92 W. 3rd Street, commented the employees were committed to the City and he appreciated their work. He felt the Public Works Director gave a great presentation tonight. He was disappointed that the answers to Commissioner Stinson's questions were not provided to the Commissioners in time for them to review them prior to the meeting. There being no further comments from the public Mayor Reeves closed the Courtesy of the Floor to Visitors. Adjourn There being no fmiher discussion by the City Commission, the Mayor declared the meeting adjourned at 12:16 pm. Mitchell E. Reeves, Mayor Donna L. Battle, CMC, City Clerk AGENDA ITEM: SUBMITTED BY: DATE: CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT Maritime Management Plan Presentation Derek W. Reeves, Plannet/ ..A--- October 4, 2016 STRATEGIC PLAN LINK: None AMENDED ITEM 2A OCTOBER 10, 2016 BACKGROUND: The City of Jacksonville with support of the Florida Inland Navigation District is creating a Maritime Management Plan. A team from the Nmiheast Florida Regional Council, University ofNotih Florida and Jacksonville University will be gathering infmmation about water access facilities and the needs and desires of the community, so that we have a plan to guide us as we maintain facilities, plan for unmet needs and ensure that the impmiant role that water access plays in our economy and our quality of life remains strong for the long term. Ms. Margo Moehring with the Nmiheast Florida Regional Council will present the details of the project including opportunities for public comment via a survey at JaxBoatPlan.com and three public meetings to be held at the following dates and times: -October 4 at the University ofNorth Florida University Center (already occmTed) -November 1 at the Jacksonville University Marine Science Research Institute -December 6 at the South Beach Park Community Center in Jacksonville Beach This is a project that City staff is providing input in as are the other beach cities. BUDGET: None RECOMMENDATION: None . ATTACHMENTS: Copy of the Maritime Management Plan Flyer ' REVIEWED BY CITY MANAGER: ~ V .-:-..-;?~ --~~------~~--~~------------------- Ma Mar·ti age IDe e AMENDED ITEM 2A OCTOBER 10, 2016 t Pan If you care about Duval County's waterways, tell us what you think! JaxBoa1Pian.com The City of Jacksonville with the support of the Florida Inland Navigation District is creating a MaritimeManagement Plan.Ateam from the Northeast Florida Regional Council, University of North Florida and Jacksonville University will be gathering information about water access facilities and the needs and desires of the community, so that we have a plan to guide us as we maintain facilities, plan for unmet needs and ensure that the important role that water access plays in our economy and our quality of life remains strong for the long term. Attend the Public Open House "First Tuesday" Meetings 6-8pm: · October 4 at University of North Florida University Center November 1 at Jacksonville University Marine Science Research Institute December 6 at South Beach Park Community Center in Jacksonville Beach Take the survey through October at J axBoatPlan.com UNF UNIVERSITY >/ NORT H FLORIDA. I, ~ri 11e Scie 11c e llESEAilCH I UT JTUH ~~~~~~~~~~ J\ K N H I : Your input is important as we prepare for a vibrant future for our waterways and our community. Learn more about the plan and how you can get involved at JaxBoatPlan.com. CITY OF ATLANTIC BEACH CITY COMMISSION MEETING AGENDA ITEM 3A OCTOBER 10, 2016 AGENDA ITEM: Establishing the Beautification & Natural Resource Preservation Advisory Committee and Appointing the Members. SUBMITTED BY: Donna L. Bartle, City Clerk ~cjo DATE: September 29, 2016 BACKGROUND: The City Commission agreed to move forward with establishing an advisory committee to make recommendations to the City Commission on forming a future standing board/committee related to tree conservation, beautification and natural resource preservation issues. It was also decided that the membership criteria for this advisory committee would be as follows: BUDGET: 1) The Mayor will appoint three members and each Commissioner will appoint two members for a total of eleven (11) members, 2) There is no residency requirement for this advisory committee, and 3) Members can be appointed without having submitted an application. The City Commission utilized the City's website to gather additional names to be considered for the Advisory Committee. Below is the list of names from those who submitted applications to the City Clerk's office by 5:00pm on Friday, September 23, 2016. Their applications have previously been provided to the Commission. Richard Bell John November (non-resident) JeffMontany_e Mike Borno Jonathon Bryson Frank Redmond Sarah Andrew Dark Margo Mazza Mudge Charles "Chip" Drysdale Bruce Andrews Any anticipated costs are comprised of staff time. RECOMMENDATION: 1) Establish the Beautification & Natural Resource Preservation Advisory Committee to include details regarding its charge, officers, quorum, schedulesjtimelines, staff liaison and reporting and 2) Appoint the members. ATTACHMENTS: None Single Family/SF Attached Duplex/MultiFamily Residential Alteration/Other Commercial New Commercial Alteration/Other Residential Additi on Commercial Addition Other TOTAL Single Family/SF Attached Duplex/Multifamily Residential Alteration/Other Commercial New Comm. Alteration/ Other Residential Addition Commercial Addition Demolition Swimming Pool Roof Driveway/ ROW Fence/ Wall/ Barrier Electrical Mechanical Plumbing Sign Well Fire Window/Door Other Misc. TOTAL Building Department Monthly Activity Report July 2016 Permits Iss ued Building Permit Fees Construction Value 2015 2016YTD 2015 2016 YTD 2015 2016 YTD 83 89 $95,691.90 $97,569.23 $32,520,665.00 $34,346,782.00 2 2 $1,560.00 $0.00 $400,000.00 $0.00 270 190 $30,718.44 $24,681 .48 $4,410,649.00 $3,768,701.00 2 6 $2,580.00 $4,838.85 $950,000.00 $2,004,105.00 37 15 $28,033.19 $4,567.88 $7,431,650.00 $5,926,175.00 47 44 $13,674.89 $14,272.98 $2,745,885.00 $3,612,676.00 1 0 $125.00 $0.00 $15,000.00 $0.00 2314 1931 $168,579.59 $176,873 .14 $8,356,011.00 $7,739,993.27 2756 2277 $340,963.01 $322,803.56 $56,829,860.00 $57,398,432.27 Permits lssuec! July 2Q.1,...;:6::...._ __ Building Construction No Issued Permit Fees Value Fe es Collected July 2016 9 $10,028.00 $3,025,801.00 Re-lnspection Fees 1 $0.00 $0.00 State Surcharges 16 $1 ,629.00 $233,612.00 10% City Retained Surcharge Fees 0 $0.00 $0.00 4 $765.00 $155,000.00 3 $181.00 $21,224.00 0 $0.00 $0.00 3 $300.00 $26,200.00 3 $495.00 $69,000.00 18 $1,662.00 $152,436.64 5 $210 .00 $600.00 6 $210.00 $17,983.00 35 $3,276.00 $73,050.00 51 $4,458.00 $238,702.00 34 $3 ,382.00 $8,800.00 0 $0.00 $0.00 0 $0.00 $0 .00 0 $0.00 $0.00 11 $1,367 .00 $188,267.00 7 $569 .00 $11,600.00 206 $28,532.00 $4,222,275.64 $110.00 $2,391.98 $239.20 AGENDA ITEM 4A City of Atlantic Beach OCTOBER 10, 2016 FINANCIAL REPORT August 2016 Cash Balances Prior Current Dollar Percent Fund(s) 07/31/16 08/31/16 Change Change General $ 7,550,158 $ 7,335,614 $ (214,543) -2.84% Tree Replacement 27,792 34,911 7,119 25.62% Convention Development Tax 112,006 130,363 18,356 16.39% Local Option Gas Tax 198,448 223,882 25,433 12.82% Better Jax 1/2 Cent Sales Tax 612,051 642,163 30,112 4.92% Police Training, Forfeiture, Grants, etc. 129,703 129,266 {437) -0.34% Capital Projects 3,360,257 3,087,035 (273,221) -8.13% Utility 7,003,452 7,391,459 388,007 5.54% Sanitation 684,554 491,377 (193, 177) -28.22% Building Code Enforcement 480,734 501,048 20,314 4.23% Storm Water 1,838,468 1,889,136 50,668 2.76% Pension -Police 174,005 188,450 14,445 0.00% Pension -General 121,205 138,812 17,607 14.53% Total $ 22,292,834 $ 22,183,516 $ (109,317) -0.49% Total Restricted Cash 7,313,231 Total Unrestricted Cash $14,870,285 Cash and Investments Prior Current Dollar Percent Account 07/31/16 08/31/16 Change Change Bank of America -Depository $ 6,234,680 $ 6,103,690 $ (130,990) -2.10% Delaware Limited-Term Diversified Inc A 2,552,832 2,556,519 3,687 0.14% Global X Gold Explorers ETF 4,264,121 4,279,083 14,962 0.35% lnvesco Floating Rate A 756,274 762,047 5,773 0.76% Voya Short Term Bond Fund Class A 4,219,344 4,216,535 (2,809) -0.07% MSSB Money MarkeUCash 4,239,528 4,239,573 45 0.00% SBA-Florida Prime 22,905 22,919 14 0.06% Cash on Hand 3,150 3,150 0.00% Subtotal $ 22,292,834 $ 22,183,516 $ (109,317) -0.49% Police Pension Investments $ 9,029,470 $ 9,283,921 $ 254,450 2.82% General Pension Investments 15,820,058 16,301,792 481,734 3.05% Subtotal $ 24,849,528 $ 25,585,713 $ 736,185 2.96% Total $ 47,142,361 $ 47,769,229 $ 626,868 1.33% AGENDA ITEM 4A City of Atlantic Beach OCTOBER 10, 2016 FINANCIAL REPORT August 2016 Revenues Annual YTD YTD Dollar Fund I (Footnote) Estimate Estimate Actual Variance General $ 11,762,799 $ 10,782,178 $ 11,334,451 $ 552,273 Convention Development Tax 96,307 88,264 114,512 26,248 Local Option Gas Tax 461,611 423,137 427,416 4,279 Better Jax 1/2 Ct Sales Tax 790,128 724,273 746,425 22,152 Police Training, Forfeiture & Grants 89,150 91,420 96,323 4,903 Grants -CDBG 650,000 595,826 335,318 (260,508) Capital Projects 855,000 1,243,968 1,282,962 38,994 Utility 8,335,711 7,640,919 8,104,917 463,998 Sanitation 1,840,330 1,686,949 1,769,764 82,815 Building Code Enforcement 439,134 402,501 473,447 70,946 Storm Water 875,708 802,725 853,361 50,636 Pension -Police 1,530,544 1,402,984 1,530,772 127,788 Pension -General 2,336,217 2,141,524 2,608,684 467,160 Total $ 30,062,639 $ 28,026,668 $ 29,678,352 $ 1,651,684 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 revenues show a net positive variance of $552,273. Most of this variance is due to the timing of receipt of ad valorem taxes, the majority of which are received in December. Grant Funds reflected a negative variance of $260,508, there will be one final reimbursement request in September of FY17. Then, the remaining balance in the project will carry over into next fiscal year. Utility Fund reflected a positive variance of $463,998. Majority of this variance is system development charges equaling $395,286 year to date, compared to an adjusted budget equaling $110,004. Pension Funds reflected positive variances of $127,788 and $467,160. This variance is a result of market performance above the 7% assumed rate of return at the end of August. Percent Variance 5.12% 29.74% 1.01% 3.06% 5.36% -43.72% 3.13% 6.07% 4.91% 17.63% 6.31% 9.11% 21.81% 5.89% AGENDA ITEM 4A OCTOBER 10, 2016 City of Atlantic Beach FINANCIAL REPORT August2016 Expenses Annual YTD YTD Dollar Percent Department Estimate Estimate Actual Variance Variance Governing Body $ 40,384 $ 36,982 $ 39,317 $ (2,335) -6.31% City Administration 2,618,734 2,388,338 2,245,218 143,120 5.99% General Government 6,591,925 5,907,387 2,498,002 3,409,385 57.71% Planning and Building 1 ,440,171 1,316,909 964,964 351,945 26.73% Public Safety 5,866,105 5,374,941 4,803,394 571,547 10.63% Recreation and Beautification 1,507,474 1,380,049 1,230,945 149,104 10.80% Public Works 5,540,108 5,077,941 3,819,241 1,258,700 24.79% Public Utilities 10,267,628 9,411,738 6,589,379 2,822,359 29.99% Pension -Police 621,607 569,745 551,602 18,143 3.18% Pension -General 986,941 904,662 1,187,501 (282,839) -31.26% Total $ 35,481,077 $ 32,368,692 $ 23,929,563 $ 8,439,129 26.07% Annual YTD YTD Dollar Percent Resource Allocation Estimate Estimate Actual Variance Variance Personnel Services $ 10,071,065 $ 9,252,152 $ 8,614,426 $ 637,726 Operating Expenses 11,637,382 10,641,630 8,878,215 1,763,415 Capital Outlay 9,585,235 8,703,692 2,384,021 6,319,671 Debt Service 1,964,401 1,800,656 1,964,401 (163,7 45) Grants and Aids 36,820 33,737 36,560 (2,823) Transfers 2,186,174 1,936,825 2,051,940 (115, 115} Total $ 35,481,077 $ 32,368,692 $ 23,929,563 $ 8,439,129 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: General Government had a positive variance of $3,409,385. Most of the variance is the result of the Capital Project Fund -Public Safety Building, Francis Ave Drainage and Marsh Preserve Path projects-see Project Activity Schedule. Planning and Building had a positive variance of $351,945. Most of the variance is the result of the Francis Ave Drainage Improvement Project (CDBG Grant)-see Project Activity Schedule. Public Safety had a positive variance of $571,547. Majority of the variance consists of positive variances in Salaries and the City of Jacksonville Fire Contract that is billed quarterly. Public Works had a positive variance of $1,258,700. 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 $2,822,359 variance for the period. Most of the variance is the result of project activity budgeted that has not been started/completed -see Project Activity Schedule Pension-General shows a negative $282,839 variance for the period. In October, a large payout of $207,381.11 was made to a former employee's beneficiary. Operating Expenses had a positive variance of $1,763,415. Various contractual services contribute to this balance. The largest contracts are the Fire Contract (COJ), Sanitation Contract, and Road Paving. Capital Outlay had a positive variance of $6,319,671. Most of the capital and project expenditures occur in the middle to latter part of the fiscal year-see Project Activity Schedule. 6.89% 16.57% 72.61% -9.09% -8.37% -5.94% 26.07% AGENDA ITEM 4A FINANCIAL REPORT OCTOBER 10, 2016 August 2016 Project Activity-Current Year Activity Only Project YTD YTD Project Name Number Budget Actual Encumbrances Balance General Government RUSSELL PK RENOVATION PM1501 $ 233,180 $ 65,189 $ 37,555 $ 130,436 DONNER PK PLAYGRND LIGHTS PM1503 6,500 6,146 354 BULL PK PLAYGRND EQUIPMT PM1504 35,000 16,039 (0) 18,961 DUTTON ISLE RD IMPROVMENT PM1505 25,000 7,386 17,234 380 NEW POLICE BLDG-DES/CONST PS1501 3,601,967 650,483 2,951,484 SAL TAIR/STURDIVAN SIDEWLK PW1406 32,090 2,080 2 30,008 SEMINOLE STREET SCAPE 1 PW1407 258,092 7,684 11,383 239,025 MARSH PROJECT PED PATH PW1408 56,504 12,075 36,537 7,893 BIKE RACKS & STREET LIGHT PW1501 6,789 6,789 CH PARK LOT LIGHTS-LAST PW1504 9,554 9,554 (0) TOWNCENTER IMPR DECK & BR PW1601 40,000 40,000 VET PARK PLAYSET PW1602 40,000 40,000 MARSH PRESERVE PATH PHZ-1 PW1603 540,000 288,449 171,211 80,340 Subtotal $ 4,884,676 $ 1,071,873 $ 3,225,406 $ 587,397 Planing, Zoning & Building FRANCIS AVE DRAINAGE IMPR PW1502 650,000 368,567 269,529 11,903 Subtotal $ 650,000 $ 368,567 $ 269,529 $ 11,903 Public Works: SEMINOLE STREET SCAPE 1 PW1407 $ 13,487 $ 12,807 $ 680 $ 0 SAL TAIR DRAINAGE UPGRADE PW1411 61,707 4,000 (2) 57,709 SE SEMINOLE RD DRAIN IMPR PW1412 650,000 650,000 Subtotal $ 725,194 $ 16,807 $ 678 $ 707,709 Public Utilities: INLINE VALVE INSTALLATION PU1404 $ 16,355 $ 16,253 $ $ 102 EFFLUENT OUTFALL REPLCMT PU1408 2,625 3,653 (1 ,028) WELL LOGGING-6 WELLS PU1501 130,000 130,000 UPDATE MODELS PU1502 23,442 24,062 (620) EFF OUTFALL@ SHERMAN PT PU1504 559,404 64 532,764 26,577 WETWLL LINE-MIM COVE LS PU1505 13,954 13,954 (0) WETWELL LINE-FAIRWAY V LS PU1506 14,141 14,141 0 NORTH FENCE REPLACE WTP2 PU1601 10,000 9,295 705 SOFT STARTS -WTP1, 2 &3 PU1602 48,000 710 31,699 15,591 CHLORINE AUTO CONTROL VAL PU1603 31,000 25,916 1 5,083 CONTROL BUBBLER SYSTEM PU1604 15,000 172 14,828 REPLACE SEASPRAY H20 SERV PU1605 100,000 97,339 2,661 ATLANTIC WATER MAIN REPLA PU1606 100,000 100,000 SEWER SYSTEM REHAB SEAOAT PU1607 206,750 206,750 CONTROL PANEL LIFT STA WW PU1608 19,000 218 13,831 4,951 SOFTSTARTS LIFT ST. ABC&D PU1609 55,000 20,092 0 34,908 2 POINT REP. EFF GRAV ICW PU1610 30,000 30,000 PHORPHOROUSTREATMENTFAC PU1611 225,000 24,833 200,167 REPLACE DISKS KRUGER DISF PU1612 6,000 5,999 1 INFLUENT SCREENS (2) PU1613 27,373 230 27,142 1 REPLACE EFF PUMP #2 PU1614 42,627 575 35,987 6,065 REPLACE RAS PUMP & MOTOR PU1615 50,000 575 25,946 23,479 REPLAC INFLUENT PUMP WWTP PU1616 22,000 253 21,747 SEMINOLE STREET SCAPE 1 PW1407 705,395 5,123 11,247 689,025 Subtotal $ 2,453,066 $ 263,456 $ 676,968 $ 1,512,642 Total $ 8,712,936 $ 1,720,704 $ 4,172,581 $ 2,819,652 Business Information Report August 2016 904 TECHNIQUES,INC. Ownership Type: CORPORATION Open Date: 08/18/2016 Primary Location Address 1447 MAYPORT ROAD UNIT 03 ATLANTIC BEACH, FL 32233 SWEAT N CORE FITNESS Ownership Type: SOLE PROPRIETOR Open Date: 08/29/2016 Primary Location Address 800 MAYPORT ROAD ATLANTIC BEACH, FL 32233 AGENDA ITEM 4A OCTOBER 10, 2016 AGENDA ITEM: DATE: SUBMITIED BY: BACKGROUND: BUDGET: RECOMMENDATIONS: ATIACHMENTS: CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM 48 OCTOBER 10, 2016 Facility Use Contract with Atlantic Beach Experimental Theater (ABET) September 21, 2016 Timmy Johnson, Recreation Directo'!f At the September 12, 2016 City Commission meeting, there were several comments concerning ABET's use of the Adele Grage Cultural Center and providing a kids program. Commissioner Stinson, Staff, representatives from ABET and First Act met to address the concerns. The outcome of the meeting was to have First Act request the use of the facility and if approved, First Act's schedule will be Mondays, Saturdays and for the showcases. The contract has been revised to include the Public Records Provision as discussed in the aforementioned City Commission meeting. The organization/person under contract provides opportunities for inclusion and participation for low income residents who may not otherwise be able to afford to participate. The fee in the contracts is $200 for the fiscal year, which is consistent with previous years. Authorize the City Manager to sign a contract with ABET for use of Adele Grage Cultural Center Proposed Contract, financial statement, schedule, fees and insurance " REVIEWED BY CITY MANAGER: ~, (/~ d&;V AGENDA ITEM 48 OCTOBER 10, 2016 CITY OF ATLANTIC BEACH RENTAL CONTRACT FOR PUBLIC FACILITIES LONG TERM AGREEMENT made and entered into this day of ________ _ at Atlantic Beach, Duval County, Florida, by and between CITY OF ATLANTIC BEACH, a Florida municipal corporation, 800 Seminole Road, Atlantic Beach, Florida 32233 (hereinafter "City"), and Atlantic Beach Experimental Theatre of Atlantic Beach, Florida (904) 249-7177 (hereinafter "Renter"). WHEREAS, Renter desires to use the following public facility: The Adele Grage Cultural Center Theater, and, WHEREAS, Renter desires to use said public facility on a recurring basis such as daily, weekly, monthly, during a particular season, or the like, which is more than a one-time use, and therefore a long term use, and WHEREAS, the parties are in complete agreement regarding the terms set forth herein. NOW THEREFORE, in consideration of the covenants and promises as set forth herein, and any rental payment made hereunder, and other valuable consideration, the receipt and sufficiency of which is acknowledged by both parties, it is AGREED AS FOLLOWS: 1. Length of Rental Term: This agreement shall run from October 1, 2016 through September 30, 2017. 2. Amount and Time of Payment: Renter, in exchange for use of the facility, shall pay to the City the annual fee of $200.00 at the time of signing this agreement. Renter shall provide the City with a copy of its tax-exempt form or other proof or evidence satisfactory to the City Manager of Renter's non-profit status. 3. Conditions: This agreement is made and entered into upon the following express covenants and conditions, all and everyone of which Renter hereby covenants and agrees, with the City, to deep and perform: a. No fees or admission costs shall be charged to the public unless approved in writing by the City Manager. b. No use of alcoholic beverages shall be permitted without the written permission of the City Manager 1 AGENDA ITEM 48 OCTOBER 10, 2016 c. Renter shall provide to the City a copy of audited financial statements if requested. In the event audited financial statements are not available, renter shall provide all supporting documents and financial statements. d. Renter shall insure compliance with all city, state and federal laws, as well as any rules and regulations of the City for the government and management of the public facility, together with all rules and requirements of the police and fire departments of the City. e. Renter shall allow no discrimination based on race, sex, age, religion, national origin, disability or otherwise. f. Renter shall make no alterations to the facility of a permanent nature without the express written consent of the City Manager. g. Renter's use of the facility is not exclusive outside of the dates and time as set forth below. h. Renter shall leave the facility available for use by other parties if other activities are scheduled or upon the request of City staff. This may include removal and storage of Renter's property. 1. Renter shall correct any discrepancies noted by the City. Should the City require corrective action, such action shall be the financial responsibility of the Renter. J. Renter shall provide a written account of all security key cards to the facility in possession of Renter at the end of the contract. If renter cannot account for all keys, Renter will incur the cost of canceling the lost card and issuing a new one. One key will be provided at no cost to Renter and any additional keys will require a $20 per key fee at Renter's expense. k. Any exclusive use shall be as set forth below. The use of the facility in addition to the exclusive use periods shall be requested through the Recreation Director under the general rules, i.e., a facility may be requested for short term use by applying for such use after the 15'h day of each month for a day or time period within the next month. For example, any organization requesting the short-term use of a City facility in the month of February could apply for such use after the 15'h day ofJanuary. 2 AGENDA ITEM 48 OCTOBER 10, 2016 1. Renter shall maintain at all times during the lease term at Renter's cost, a comprehensive public liability insurance policy protecting the City against all claims or demands that may arise or be claimed on account of Renter's use of the premises, in an amount of at least $1,000,000 for injuries to persons in one accident, $1,000,000 for injuries to any one person, and $1,000,000 for damages to property, the insurance shall be written by a company or companies acceptable to the City and authorized to engage in the business of general liability insurance in the State of Florida. Renter shall deliver to the City satisfactory proof or evidence of such insurance, and shall name the City as an additional insured under said policy. m. Renter may apply to the City Commission of Atlantic Beach for a waiver of this insurance requirement. The City Commission shall consider such application for waiver on a case by case basis, taking into account the length of the lease term, use of the public facility, number of persons involved in said use, cost of the insurance, and any other factors submitted by Renter which unique and particular to the Renter. n. Renter agrees to indemnify and hold harmless the City from any and all liability, defense costs, including other fees, loss or damage which the City may suffer as a result of claims, demands, costs or judgment against it, arising from all activities engaged in by Renter in its use of the following public facility: Adele Grage Theater o. Renter will provide a mechanism to assure that children are not denied the opportunity to participate due to their inability to pay the registration or other related fees. 4. Delivery of Facility: The City shall deliver the facility to Renter in good working condition, with any necessary facilities and utilities, and in clean condition. 5. Control of Building: In renting said facility to Renter, the City does not relinquish the right to control the management and operation of the facility, and the City Manager or his designee may enter the facility and all of the demised premises at any time and on any occasion. 6. Assignment: Renter shall not assign this agreement nor suffer any use of the facility other than herein specified, nor sublet the facility or any part thereof, without the written consent of the City. · 3 AGENDA ITEM 48 OCTOBER 10, 2016 7. Additional provisions agreed upon by the Citv and Renter: The Adele Grage Cultural Center is scheduled for use by several groups, sometimes at the same time. The Recreation Department is responsible for scheduling use of the facility and being as accommodating as possible. At the same time, groups using the facility must show consideration for others using the facility. · The City and ABET have agreed to the following: • ABET shall keep the facility clean and presentable for public showing and use by others. • ABET shall be responsible for the building and its belongings while utilizing the facility. • ABET shall provide a reasonable use calendar for the length of the contract. The City retains the right to rent the facility to others and use the facility for City events. • Access to the facility will be based on the schedule of events shown on the calendar. • All use of the facility must be scheduled through the Recreation Office in advance (one day notice). • ABET can request use of the community room and theater whenever the facility is available; with the understanding that paid renters have priority. 8. DEFAULT: In case the Renter shall default in the performance of any covenant or agreement contained herein, and such default shall continue for ten (1 0) days after receipt by the Renter of written notice thereof given by the City, then the City, at its option, may declare this agreement ended. In that event, Renter shall immediately remove all persons and its property from the facility, and failing to do so, the City may cause such removal either with or without process of law, at Renter's expense. These expenses shall include, but not be limited to, reasonable attorney's fees incurred by the City, whether suit is filed or not." 4 PUBLIC RECORDS PROVISIONS AGENDA ITEM 48 OCTOBER 10, 2016 FOR ALL CONTRACTS AND AMENDMENTS Effective as of July 1, 2016 per Chapter 2016-20, Laws of Florida Section . Public Records --- (a) IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT DONNA BARTLE, THE CITY CLERK AND THE CUSTODIAN OF PUBLIC RECORDS AT (904) 247-5809, DBARTLE@COAB.US, 800 SEMINOLE ROAD, ATLANTIC BEACH, FLORIDA 32233. (b) The contractor shall comply with Chapter 119, Florida Statutes, in regards to public records laws, specifically to: 1. Keep and maintain public records required by the public agency to perform the service. 2. Upon request from the public agency's custodian of public records, provide the public agency with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law. 3. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the contractor does not transfer the records to the public agency. 4. Upon completion of the contract, transfer, at no cost, to the public agency all public records in possession of the contractor or keep and maintain public records required by the public agency to perform the service. If the contractor transfers all public records to the public agency upon completion of the contract, the contractor shall destroy any duplicate public records that are exempt or confidential and exempt for public records disclosure requirements. If the contractor keeps and maintains public records upon completion of the contract, the contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the public agency, upon request from the public agency's custodian of public records, in a format that is compatible with the information technology systems of the public agency. 5 AGENDA ITEM 48 OCTOBER 10, 2016 (c) Failure to provide the pub li c records to th e publi c agency wi thin a reason abl e tim e may subject the contractor to penalties und er s. 11 9.10 and s. 119.0701 (4), Flori da Statutes. IN WITNESS WHEREOF, we hav e hereunt o set our hand s and officia l sea ls this __ day of ______ _ C ITY OF ATLANTIC BEAC H By: --------------------- Jts: ----------- "CITY" 6 ATLANTIC BEACH EXPERIMENTAL THEATRE INCOME STATEMENTS Cash and Bank Accounts Receipts Program Ads Foundation support Cultural Council Grant ABET Backers -2014-2015 season ABET Backers -2015-2016 season ABET Backers -2016-2017 season Corporate support Ticket sales -2014-2015 season Ticket sales -2015-2016 season Ticket sales -2016-2017 season INTEREST income teen workshop adult workshop Children's workshop and camps Fund raising SHOW receipts 1-0ct-14 Total Inflow to Cash and Bank Accounts Expenses Salary Payroll taxes and withholding US Treasury Scholarships and contributions SHOW expenses teen workshop FY 2014-2015 FISCAL YEAR 38,165.90 2,350.00 5,650.00 12,258.00 1,935.00 6,567.00 55.00 1,376.00 11,684.00 96.54 1,975.00 40,670.00 0.00 42,899.48 127,516.02 26,640.00 -3,069.96 5,071.20 961.50 38,562.43 1-0ct-15 FY 2015-2016 Fiscal year to 31 July 16 47,513.99 1,000.00 0.00 9,636.00 1,032.00 4,477.00 71.20 360.00 5,676.00 83.60 6,097.00 291.30 25,765.00 652.01 45,606.91 100,748.02 23,020.00 -2,621.03 5,218.08 714.50 39,624.52 4,267.90 O:J> nCi\ -1m Oz =c ~> ~-o-1 ~ m N~ 0+=-~= adult workshop 1,380.50 Children's workshop and summer camp 31,183.75 training 0.00 fund raising 0.00 Misc. 170.81 Florida annual report, memberships, licenses 344.90 web page mgr 4,800.00 AV mgr. Insurance 3,690.00 Marketing [includes web page] 1,979.16 supplies, perusal scripts 390.40 postage -mailbox -copies 220.37 storage expense -bldg rent 4,895.29 telephone 851.04 Total Outflow from Cash and Bank Accounts 118,071.39 Net lncome/(Loss) 9,444.63 Cash and Bank Accounts 47,610.53 To RESERVES 96.54 Net 30-Sep-15 47,513.99 31-Jul-16 Balance Sheet on July 31, 2016 ASSETS Operations account Prepaid expenses Cultural Council Account RESERVE ACCOUNT SPECIAL reserve account (gift) cash [safe] $ 203.91 19,793.00 0.00 4,485.05 106.01 747.05 4,100.00 630.00 3,345.00 558.95 688.83 218.61 5,216.00 848.17 111,164.55 -10,416.53 37,097.46 83.60 37,013.86 34,227.11 2,324.00 7.75 36,984.73 15,507.83 455.00 89,506.42 0)> nG') -1m Oz o::rc g;j)> ..... -0-1 ~ m NS: Oo~:o ~o::r AGENDA ITEM 48 OCTOBER 10, 2016 ATLBE-1 OPID: LOB ACORD' CERTIFICATE OF LIABILITY INSURANCE I DATE (MMIDDNYYY] \-...,..----01/21/2016 THIS CERTIFICATE IS ISSUED AS A MATIER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER ~~I~cT Lesley Baker Vandroff Insurance AJiency Inc. mExtl:904-296-3390 I rffc No): 904-296-6144 5150 Belfort Road #2 0 Jacksonville, FL 32256 Vandroff Insurance Agency ADDREss: Lesley@vandroff-insurance.com INSURER(S) AFFORDING COVERAGE NAIC# INSURERA:AIIiance of Nonprofits for Ins INSURED Atlantic Beach Experimental INSURERS: Theatre, Inc. INSURERC: 1015 Atlantic Blvd #175 Atlantic Beach, FL 32233 INSURERD: INSURERE: INSURERF: COVERAGES CERTIFICATE NUMBER· REVISION NUMBER· THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE ~r¥~~ w:; LTR POLICY NUMBER ~~lfi%T#f.o ~~¥,%~ LIMITS A X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 r-- _:::] CLAIMS-MADE [!] OCCUR X 2016-35206 01/20/2016 01/20/2017 DAM~~\:.wE RENTED 500,000 X PREMISES Ea occurrence) $ A rx Sex. Molestation 2016-35206 01/20/2016 01/20/2017 MED EXP (Any one person) $ 20,000 r-- r--PERSONAL & ADV INJURY $ 1,000,000 ~=r AGGREaE ~~~~ APc=~r PER: GENERAL AGGREGATE $ 2,000,000 POLICY JECT LOG PRODUCTS-COM PlOP AGG $ 2,000,000 OTHER: Sex. Mol. $ 1,000,000 AUTOMOBILE LIABILITY fE~~~~~~~~INGLE LIMIT $ ~ ANY AUTO BODILY INJURY (Per person) $ :--ALL OWNED -SCHEDULED AUTOS AUTOS BODILY INJURY (Per accident) $ ,---:--NON.{)WNED rp~~~~~gAMAGE HIRED AUTOS AUTOS $ '---'--- $ UMBRELLA LIAB M OCCUR EACH OCCURRENCE $ 1,000,000 - A EXCESSLIAB CLAIMS-MADE 2016-35206-UMB 01/20/2016 01/20/2017 AGGREGATE $ 1,000,000 X OED I X I RETENTION$ 10,000 $ WORKERS COMPENSATION I kf~TUTE I I OTH- AND EMPLOYERS' LIABILITY ER YIN ANY PROPRIETOR/PARTNER/EXECUTIVE D NIA E.L. EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? (Mandatory In NH) E.l. DISEASE-EA EMPLOYEE $ If yes, describe under DESCRIPTION OF OPERATIONS below E.l. DISEASE -POLICY LIMIT $ A Director's & Off. 2016-35206-DO 01/20/2016 01/20/2017 1,000,000 DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) Location Address: 716 Ocean Blvd, Atlantic Beach, FL 32233 The City of Atlantic Beach is listed as additional insured with a waiver of subrogation on the General Liability policy. CERTIFICATE HOLDER CANCELLATION CITAT-1 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN City of Atlantic Beach ACCORDANCE WITH THE POLICY PROVISIONS. Atlantic Beach City Hall 800 Seminole Rd AUTHORIZED REPRESENTATIVE Atlantic Beach, FL 32233 LJ~m.V~ I © 1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25 (2014/01) The ACORD name and logo are registered marks of ACORD AGENDA ITEM 48 OCTOBER 10, 2016 ALLIANCE OF NON PROFITS fOR INSURANCE ALLIANCE OF NONPROFlTS fOR INSURANCE RISK RETENTrON GflOliP {ANil www.insurancewrnonprof.U.org POLICY CHANGE THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. COMPANY: Alliance of Nonprofits for Insurance POLICY NUMBER: 2016-35206 NAMED INSURED: Atlantic Beach Experimental Theatre, Inc. POLICY CHANGE EFFECTIVE: 01/21/2016 COVERAGE PART AFFECTED: COMMERCIAL GENERAL LIABILITY POLICY CHANGE#: 3 Form ANI-RRG-E26/05 14 Waiver of Transfer of Recov. Rights, is hereby amended. All other terms, limits and conditions remain the same. ADDITIONAL PREMIUM: RETURN PREMIUM: ENDORSEMENT PREMIUM: AUTHORIZED SIGNATURE 03/02/2016 (35206) $0 $0 $0 (03511) Page 1 of 1 ALLLANCEOF NON PROFITS fOR lNSURANCE AGENDA ITEM 48 OCTOBER 10, 2016 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. WAIVER OF TRANSFER RIGHTS OF RECOVERY AGAINST OTHERS This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SOCIAL SERVICES PROFESSIONAL LIABILITY ENDORSEMENT We waive any right of recovery we may have against the person or organization shown in the schedule below because of payments we make for injury or damage arising out of "your work" done under a contract with that person or organization. The waiver applies only to the person or organization shown in the schedule. SCHEDULE NAME OF PERSON OR ORGANIZATION: Cultural Council of Greater Jacksonville, Inc. Cultural Council and the City of Jacksonville and its members, officials, officers, employees and agents the City of Atlantic Beach ANI-RRG-E26 0514 October 2016 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY 2 !3 4 5 6 7 8 1:30-6 pm rehearsal 10 am-10 pm 10 am-5 pm 3:30-6:30 pm kids 10 am-10 pm 10 am-10 pm 1:30-6 pm rehearsal construction construction 6-10 pm rehearsal construction construction 6-10 pm rehearsal 9 10 11 12 13 14 15 12-4 pm rehearsal 10 am-5 pm 10 am-5 pm 3:30-6:30 pm kids 10 am-5 pm 10 am-5 pm 1:30-7 pm rehearsal construction construction 6-10 pm rehearsal construction construction 6-10 pm rehearsal 6-10 pm rehearsal 2-6 pm rehearsal 6-10 pm rehearsal 16 17 18 19 20 21 22 1:30-7 pm rehearsal 10 am-10 pm 10 am-5 pm 3:30-6:30 pm kids 6-10 pm rehearsal 6-10 pm 1:30-4 pm rehearsal construction construction 6-10 pm rehearsal performancejreceptio 6-10 pm performance 6-10 pm rehearsal n 23 24 25 26 27 28 29 5:30-7:30 pm 6-10 pm rehearsal 6-10pm rehearsal 3:30-6:30 pm kids 6-10 pm rehearsal 6-10 pm performance 6-10 pm performance rehearsal 6-10 pm rehearsal 0]> 30 31 nG'I -tl"''' Oz 1-5 pm performance t~::~c g;l:J> .... ::::j $' 1"1'1 N s: 0 ,1::1. .... g:J 0'1 SUNDAY MONDAY 7 10 am-5 pm construction 6-9 auditions 14 10 am-5 pm construction rehearsal 10 am-5 pm construction 6-10 rehearsal 28 November 2016 TUESDAY 1 6-10 pm rehearsal 8 10 am-5 pm construction 6-10 pm rehearsal 15 10 am-5 pm construction 6-10 pm rehearsal 22 10 am-5 pm construction 6-10 pm rehearsal 29 10 am-5 pm construction 6-10 pm rehearsal WEDNESDAY 2 3:30-6:30 pm kids 6-10 pm rehearsal 9 3:30-6:30 pm kids 6-10 pm rehearsal 16 3:30-6:30 pm kids 6-10 pm rehearsal 23 3:30-6:30 pm kids 6-io pm rehearsal 30 3:30-6:30 pm kids 6-10 pm rehearsal THURSDAY FRIDAY 3 4 6-10 pm rehearsal 6-10 pm performance 10 11 10 am-5 pm 10 am-5 pm construction construction 6-10 pm rehearsal 6-10 pm rehearsal 17 18 10 am-5 pm 10 am-5 pm construction construction 6-10 pm rehearsal 6-10 pm rehearsal 24 25 10 am-5 pm, 10 am-5 pm construction construction 6-10 pm rehearsal 6-10 pm rehearsal SATURDAY 5 1-5 pm auditions 6-10 pm performance 1 12 2 pm-10 pm construction 19 2-10 pm construction 26 2-10 pm construction i ol> nCi'l -1m Oz tt~c ;;ll> .... ::::j !=Jm NS: C,~::o ~ttl SUNDAY MONDAY 4 5 6-10 pm rehearsal 11 12 1-5 pm performance 6-10 pm rehearsal 18 19 1-5 pm performance ' 10 am-5 pm construction 6-10 pm rehearsal 25 26 10 am-5 pm construction December 2016 TUESDAY WEDNESDAY 6 7 6-10 pm rehearsal 4-6:30 pm kids 6-10 pm rehearsal 13 14 6-10 pm rehearsal 4-6:30 pm kids 6-10 pm rehearsal 20 21 10 am-5 pm 10 am-5 pm construction construction 6-10 pm rehearsal 6-10 pm rehearsal 27 28 10 am-5 pm 10 am-5 pm construction construction THURSDAY 1 6-10 pm rehearsal 8 6-10 pm rehearsal 15 6-10 pm rehearsal 22 7-9 pm rehearsal 29 10 am-5 pm construction FRIDAY SATURDAY 2 3 6-10 pm 6-10 pm performance performancejreceptio n 9 6-10 pm performance 6-10 pm performance 23 6-10 pm performance 30 10 am-5 pm construction 10 1:30-5 pm rehearsal 6-10 pm performance 17 1:30-5 pm rehearsal 6-10 pm performance 24 31 OJ> nC'I -lrn Oz o:~c ~l> .... =t .. o rn NS: Oo~:=o ~IJ:I SUNDAY 1 8 1-7 pm rehearsal 15 1-7 pm rehearsal 22 1-5 pm performance MONDAY 2· 1 10 am-5 pm construction 9 10 am-5 pm construction 6-10 pm rehearsal 16 10 am-5 pm construction 23 6-10 pm rehearsal 30 6-10 pm rehearsal January 2017 TUESDAY WEDNESDAY THURSDAY 3 4 5 10 am-5 pm 10 am-5 pm 10 am-5 pm construction construction construction 6-10 pm rehearsal 6-10 pm rehearsal 6-10 pm rehearsal 10 11 12 10 am-5 pm 4-6:30 pm kids 10 am-5 pm construction 6-10 pm rehearse construction 6-10 pm rehearsal 6-10 pm rehearsal 17 18 19 10 am-5 pm 4-6:30 pm kids 10 am-5 pm construction 6-10 pm rehearse construction 6-10 pm rehearsal 6-10 pm rehearsal 24 25 26 6-10 pm rehearsal 4-6:30 pm kids 6-10 pm rehearsal 6-10 pm rehearsal 31 6-10 pm rehearsal FRIDAY SATURDAY 6 10 am-5 pm 2-10 pm construction construction 6-10 pm rehearsal 13 14 10 am-5 pm 2-5 pm construction construction 7 pm rehearsal 6-10 pm rehearsal 20 6-10 pm 6-10 pm performance performancejreceptio I n 27 28 6-10 pm performance 6-10 pm performance 0 )> n Cl -1 m 0 z 1:1:1 c m ;:g l> ..... :::::j !:J m N s: 0 ol:o ..... 1:1:1 en SUNDAY 1-5 pm performance 2-5 pm performance 2-5 pm rehearsal 2-5 pm performance MONDAY 6 4-10 pm rehearsal 13 10 am-5 pm construction i 6-10 pm rehearsal 20 4-10 pm rehearsal 27 10 am-5 pm construction 6-10 pm rehearsal February 2017 TUESDAY 7 4-10 pm rehearsal 14 10 am-5 pm construction 6-10 pm rehearsal 21 4-10 pm rehearsal 28 10 am-5 pm construction 6-10 pm rehearsal WEDNESDAY THURSDAY 1 2 6-10 pm rehearsal 6-10 pm rehearsal 8 9 4-10 pmrehearsal 4-10 pm rehearsal 15 16 4-6:30 pm kids 10 am-5 pm 6-10 pm rehearsal construction 6-10 pm rehearsal 22 23 4-10 pm rehearsal 4-10 pm rehearsal 3 6-10 pm performance 10 6-9 pm performance 17 10 am-5 pm construction 24 6-9 pm performance ! 4 6-10 pm performance 11 2-5 pm rehearsal 6-9 pm performance 2-5 pm rehearsal 6-10 pm construction 25 2-5 pm rehearsal 6-9 pm performance 0)> nG') -1m Oz c:Jc ;l> .... =i .?m NS: Oo~=o ~c:J SUNDAY 2-5 pm rehearsal 12 2-5 pm rehearsal 19 1-5 pm performance 26 1-5 pm performance MONDAY 6 10 am-5 pm construction 6-10 pm rehearsal 13 6-10 pm rehearsal 20 6-10 pm rehearsal 27 10 am-5 pm construction 6-10 pm rehearsal March 2017 TUESDAY 7 10 am-5 pm construction 6-10 pm rehearsal 14 6-10 pm rehearsal 21 6-10 pm rehearsal WEDNESDAY 1 4-6:30 pm kids 6-10 pm rehearsal 8 4-6:30 pm kids 6-10 pm rehearsal 15 4-6:30 pm kids 22 4-6:30 pm kids 29 4-6:30 pm kids THURSDAY 2 10 am-5 pm construction 6-10 pm rehearsal 9 6-10 pm rehearsal 16 6-10 pm rehearsal 23 6-10 pm rehearsal 30 10 am-5 pm construction 6-10 pm rehearsal FRIDAY 3 10 am-5 pm construction 10 SATURDAY 4 2-5 pm rehearsal 6-10 pm construction 11 6-10 pm 6-10 pm performance performancejreceptio n 17 6-10 pm performance 24 6-10 pm performance 31 10 am-5 pm construction 6-10 pm rehearsal 18 2-5 pm rehearsal 6-10 pm performance i 25 2-5 pm rehearsal 6-10 pm performance i April2017 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY 1 2-5 pm rehearsal 2 3 4 5 7 8 10 am-5 pm 6-10 pm rehearsal 6-10 pm rehearsal 4-6:30 pm kids 6-10 pm rehearsal 2-5 pm rehearsal construction 10 11 12 14 15 10 am-5 pm 10 am-5 pm 10 am-5 pm 4-6:30 pm kids 10 am-5 pm 10 am-5 pm 2-5 pm rehearsal construction 1 construction construction construction construction rehearsal 6-10 pm rehearsal 6-10 pm rehearsal 1 16 18 19 22 10 am-5 pm 10 am-5 pm 4-6:30 pm kids 10 am-5 pm 10 am-5 pm i 2-5 pm rehearsal construction construction construction construction 6-10 pm rehearsal 6-10 pm rehearsal 24 25 26 27 10 am-5 pm 10 am-5 pm 10 am-5 pm 10 am-5 pm 2-5 pm rehearsal 1 construction construction construction construction 6-10 pm rehearsal 6-10 pm rehearsal 6-10 pm rehearsal 0)> 30 q~ om 2-5 pm rehearsal o:~z ;~ "'"" :::::j p m N ~ O,a::o ~g:l May2017 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY 1 2 3 4 6-10 pm rehearsal 6-10 pm rehearsal 6-10 pm rehearsal 6-10 pm rehearsal 7 8 9 10 11 14 15 16 17 18 1-5 pm performance 21 22 23 24 25 1-5 pm performance 28 29 30 31 FRIDAY SATURDAY 5 6 6-10 pm 6-10 pm performance performancejreceptio n 12 i 13 6-10 pm performance 6-10 pm performance 19 20 6-10 pm performance 6-10 pm performance 26 27 0)> nC) -fm Oz a~o ~l> J-O::::f ~m NS: Oo~:o ~al June 2017 SUNDAY MONDAY 1 iS 6 7 8 11 '12 13 14 15 19 20 21 22 ' 2 9 10 16 17 23 24 0)> nG) -t, Oz c:~c ;l> ~::::j Om ~s: Oo~:o ~1:1:1 July 2017 SUNDAY MONDAY TUESDAY· WEDNESDAY THURSDAY FRIDAY SATURDAY 3 4 5 6 7 ,8 6-10 pm rehearsal 6-10 pm rehearsal 6-10 pm rehearsal 6-10 pm rehearsal 11 12 13 14 : 15 6-10 pm rehearsal 6-10 pm rehearsal 6-10 pm rehearsal 6-10 pm rehearsal 6-10 pm rehearsal 2-5 pm rehearsal 17 18 19 20 21 '22 6-10 pm rehearsal 6-10 pm rehearsal 6-10 pm rehearsal 6-10 pm rehearsal 6-10 pm rehearsal 2-5 pm rehearsal 24 25 26 27 28 29 6-10 pm rehearsal 6-10 pm rehearsal 6-10 pm rehearsal 6-10 pm rehearsal 6-10 pm rehearsal 2-5 pm rehearsal 0 l> n C) ..... 0 m z 30 '31 1:1:1 c m ::a l> 6-10 pm rehearsal ..... ::j ~0 m N s: 0 ::. ..... 1:1:1 en August 2017 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY 1 2 3 6-10 pm rehearsal 6-10 pm rehearsal 6-10 pm rehearsal 7 8 9 10 6-10 pm rehearsal 6-10 pm rehearsal 6-10 pm rehearsal 6-10 pm rehearsal 13 14 15 16 17 ; 6-10 pm rehearsal 6-10 pm rehearsal 6-10 pm rehearsal 6-10 pm rehearsal 21 22 23 24 6-10 pm rehearsal 6-10 pm rehearsal 6-10 pm rehearsal 6-10 pm rehearsal 28 29 30 31 6-10 pm rehearsal 6-10 pm rehearsal 6-10 pm rehearsal 6-10 pm rehearsal FRIDAY 4 6-10 pm rehearsal 11 6-10 pm rehearsal 18 6-10 pm rehearsal 25 6-10 pm rehearsal SATURDAY 2-5 pm rehearsal 12 2-5 pm rehearsal 19 2-5 pm rehearsal 26 2-5 pm rehearsal OJ> nG'l -tm Oz a~c ~l> 1-":::j pm NS: Oo~::o ~tl:l AGENDA ITEM: DATE: SUBMITTED BY: BACKGROUND: BUDGET: RECOMMENDATIONS: ATTACHMENTS: CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT Facility Use Contract with First Act September 21, 2016 .r Timmy Johnson, Recreation Director~ AGENDA ITEM 4C OCTOBER 10, 2016 At the September 12, 2016 City Commission meeting, there were several comments concerning ABET's use of the Adele Grage Cultural Center and providing a kids program. Commissioner Stinson, Staff, representatives from ABET and First Act met to address the concerns. The outcome of the meeting was to have First Act request the use of the facility and if approved, First Act's schedule will be Mondays, Saturdays and for the showcases. The contract has been revised to include the Public Records Provision as discussed in the aforementioned City Commission meeting. The organization/person under contract provides opportunities for inclusion and participation for low income residents who may not otherwise be able to afford to participate. The fee in the contracts is $200 for the fiscal year, which is consistent with previous years. Authorize the City Manager to sign a contract with First Act for use of Adele Grage Cultural Center Proposed Contract, financial statement, schedule, fees and insurance REVIEWED BY CITY MANAGER:,_~---· f/c_~ _ __;_A_U--V_"_;;z;_ _____ _ CITY OF ATLANTIC BEACH RENTAL CONTRACT FOR PUBLIC FACILITIES LONG TERM AGENDA ITEM 4C OCTOBER 10, 2016 AGREEMENT made and entered into this lq day of G::PTC:~ ;;2..01 b at Atlantic Beach, Duval County, Florida, by and between CITY OF ATLANTIC BEACH, a Florida municipal corporation, 800 Seminole Road, Atlantic Beach, Florida 32233 (hereinafter "City"), and The First Act of Jacksonville Beach, Florida (904) 509-1472 (hereinafter "Renter"). WHEREAS, Renter desires to use the following public facility: The Adele Grage Cultural Center Theater, and, WHEREAS, Renter desires to use said public facility on a recurring basis such as daily, weekly, monthly, during a particular season, or the like, which is more than a one-time use, and therefore a long term use, and WHEREAS, the parties are in complete agreement regarding the terms set forth herein. NOW THEREFORE, in consideration of the covenants and promises as set forth herein, and any rental payment made hereunder, and other valuable consideration, the receipt and sufficiency of which is acknowledged by both parties, it is AGREED AS FOLLOWS: 1. Length of Rental Term: This agreement shall run from October 1, 2016 through September 30, 2017. 2. Amount and Time of Payment: Renter, in exchange for use of the facility, shall pay to the City the annual fee of $200.00 at the time of signing this agreement. Renter shall provide the City with a copy of its tax-exempt form or other proof or evidence satisfactory to the City Manager of Renter's non-profit status. 3. Conditions: This agreement is made and entered into upon the following express covenants and conditions, all and everyone of which Renter hereby covenants and agrees, with the City, to deep and perform: a. No fees or admission costs shall be charged to the public unless approved in writing by the City Manager. b. No use of alcoholic beverages shall be permitted without the written permission of the City Manager 1 AGENDA ITEM 4C OCTOBER 10, 2016 c. Renter shall provide to the City a copy of audited financial statements if requested. In the event audited financial statements are not available, renter shall provide all supporting documents and financial statements. d. Renter shall insure compliance with all city, state and federal laws, as well as any rules and regulations of the City for the government and management of the public facility, together with all rules and requirements of the police and fire departments of the City. e. Renter shall allow no discrimination based on race, sex, age, religion, national origin, disability or otherwise. f. Renter shall make no alterations to the facility of a permanent nature without the express written consent of the City Manager. g. Renter's use of the facility is not exclusive outside of the dates and time as set forth below. h. Renter shall leave the facility available for use by other parties if other activities are scheduled or upon the request of City staff. This may include removal and storage ofRenter's property. 1. Renter shall correct any discrepancies noted by the City. Should the City require corrective action, such action shall be the financial responsibility of the Renter. J. Renter shall provide a written account of all security key cards to the facility in possession ofRenter at the end of the contract. If renter cannot account for all keys, Renter will incur the cost of canceling the lost card and issuing a new one. One key will be provided at no cost to Renter and any additional keys will require a $20 per key fee at Renter's expense. k. Any exclusive use shall be as set forth below. The use of the facility in addition to the exclusive use periods shall be requested through the Recreation Director under the general rules, i.e., a facility may be requested for short term use by applying for such use after the 15th day of each month for a day or time period within the next month. For example, any organization requesting the short-term use of a City facility in the month of February could apply for such use after the 15th day of January. 2 AGENDA ITEM 4C OCTOBER 10, 2016 1. Renter shall maintain at all times during the lease term at Renter's cost, a comprehensive public liability insurance policy protecting the City against all claims or demands that may arise or be claimed on account of Renter's use of the premises, in an amount of at least $1,000,000 for injuries to persons in one accident, $1,000,000 for injuries to any one person, and $1,000,000 for damages to property, the insurance shall be written by a company or companies acceptable to the City and authorized to engage in the business of general liability insurance in the State of Florida. Renter shall deliver to the City satisfactory proof or evidence of such insurance, and shall name the City as an additional insured under said policy. m. Renter may apply to the City Commission of Atlantic Beach for a waiver of this insurance requirement. The City Commission shall consider such application for waiver on a case by case basis, taking into account the length of the lease term, use of the public facility, number of persons involved in said use, cost of the insurance, and any other factors submitted by Renter which unique and particular to the Renter. n. Renter agrees to indemnify and hold harmless the City from any and all liability, defense costs, including other fees, loss or damage which the City may suffer as a result of claims, demands, costs or judgment against it, arising from all activities engaged in by Renter in its use of the following public facility: Adele Grage Theater o. Renter will provide a mechanism to assure that children are not denied the opportunity to participate due to their inability to pay the registration or other related fees. 4. Delivery of Facility: The City shall deliver the facility to Renter in good working condition, with any necessary facilities and utilities, and in clean condition. 5. Control of Building: In renting said facility to Renter, the City does not relinquish the right to control the management and operation of the facility, and the City Manager or his designee may enter the facility and all of the demised premises at any time and on any occasion. 6. Assignment: Renter shall not assign this agreement nor suffer any use ofthe facility other than herein specified, nor sublet the facility or any part thereof, without the written consent ofthe City. 3 PUBLIC R ECORDS PROVISIONS FOR ALL CONTRACTS AND AMENDMENTS Effective as of July I , 20 16 per Chapter 2016-20, Laws of Florida Section . Public Records --- AGE NDA ITE M 4C OCTOBER 10, 20 16 (a) IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELAT£NG TO THIS CONTRACT, CONTACT DONNA BARTLE, THE CITY CLERK AND THE CUSTODIAN OF PUBLIC RECORDS AT (904) 247-5809, OBARTLE@ COAB.US , 800 SEMINOLE ROAD, ATLANTIC BEACH , FLORIDA 32233. (b) The contractor shall comply with Chapter 119, Florida Statutes, in regards to puhli.c records laws, specifically to: I. Keep and maintain public re cord s required by th e public agency to pcrfonn the service. 2. Upon request f rom the publi c agency's custodjan of publ ic records, provide the public agency with a copy of th e requested records or allow the records to b e inspected or copied within a rea sonable time at a cost that docs not exceed the cost provided in this chapter or as otherwise provided by law. 3. Ensure that pub lic record s that arc exempt or confidential and exempt from public records disclo s ure requirements are not disclosed except as authorized by law for the duration of the contract tcnn and foJiowing completion of the contract if the contractor does not transfer the records to the public agency. 4. Upon completion of the contract, transfer, at no cost, to the public agency all public records in possession of th e contractor or keep and maintain pub lic records required by the public agency to perform the service. If the co ntractor transfers al l public records to the public agency upon completion of the contract, the contractor s hall destroy any duplicate publi c records that are exempt or confidential and exempt for public records di sclosure requirem ents. If the contractor keeps and maintains publ ic records upon completion of th e contract, the contractor shall meet a ll applicable requirements for retaining publi c record s. All records stored e lectronically must be provided to th e pub lic agency, upon request from the public agency's custodian of public records, in a fonnat that is compatible with th e infonnation technology systems of the public agency. 4 AGENDA ITEM 4C OCTOBER 10, 2016 (c) Failure to provide the public records to the public agency within a reasonable time may subject the contractor to penalties under s. 119.10 and s. 119.0701(4), Florida Statutes. 7. Additional provisions agreed upon by the City and Renter: The Adele Grage Cultural Center is scheduled for use by several groups, sometimes at the same time. The Recreation Department is responsible for scheduling use of the facility and being as accommodating as possible. At the same time, groups using the facility must show consideration for others using the facility. • The First Act shall keep the facility clean and presentable for public showing and use by others. • The First Act shall be responsible for the building and its belongings while utilizing the facility. • The First Act shall provide a reasonable use calendar for the length of the contract. The City retains the right to rent the facility to others and use the facility for City events. • Access to the facility will be based on the schedule of events shown on the calendar. • All use of the facility must be scheduled through the Recreation Office in advance (one day notice). • The First Act can request use of the community room and theater whenever the facility is available; with the understanding that paid renters have priority. 8. DEFAULT: In case the Renter shall default in the performance of any covenant or agreement contained herein, and such default shall continue for ten (1 0) days after receipt by the Renter of written notice thereof given by the City, then the City, at its option, may declare this agreement ended. In that event, Renter shall immediately remove all persons and its property from the facility, and failing to do so, the City may cause such removal either with or without process oflaw, at Renter's expense. These expenses shall include, but not be limited to, reasonable attorney's fees incurred by the City, whether suit is filed or not." IN WITNESS WHEREOF, we have hereunto set our hands and official seals this __ day of ______ _ CITY OF ATLANTIC BEACH By: ------------ Its: "CITY" 5 ~---;;"b .. CERTIFICATE OF LIABILITY INSUR OCTOBER 10, 2016 I DATE(MM/DD!YYYY) 9/16/2016 AGENDA ITEM 4C THIS CERTIFICATEIS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S}, AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies} must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s}: PRODUCER CONTACT NAME: NUTMEG INSURANCE AGENCY INC/PHS PHONE (NC, No, Ext): (866) 467-8730 1rAX NC,No): (888) 443-6112 025657 p: (866) 467-8730 F: (888) 443-6112 E-MAIL ADDRESS: PO BOX 29611 INSURER(S) AFFORDING COVERAGE NAIC# CHARLOTTE NC 28229 INSURERA: Sentinel Ins Co LTD 11000 INSURED INSURERB: INSURERC: AINE HEALY RICHARDSON DBA THE FIRST ACT INSURERD: 612 13TH AVE N INSURERE: JACKSONVILLE BEACH FL 32250 INSURERF: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. JNSR Tl'PE OF INSURANCE ADDL SUBR POLICY NUMBER POLJCYEFF POLICYEXP LIM11S f.TR IN.OR IJI'J'IJ (l>IM/DDIYYYYJ COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE ~1,000,000 j CLAIMS-MADE 0occuR DAMAGE TO RENTED ~1,000,000 PREMISES (Ea occurrence) A X General Liab 02 SBM IT4421 09/07/2016 09/07/2017 MED EXP (Any one person) $10,000 ~ PERSONAL & ADV INJURY ~1,000,000 f.-- $2' 0 0 0' 0 00 ~N'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE DPR0-0 PRODUCTS-COMP/OP AGG $2,000,000 POLICY JECT X LOC OTHER: AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT (Ea accident) $ - ANY AUTO BODILY INJURY (Per person) $ -OWNED -SCHEDULED AUTOS ONLY AUTOS BODILY INJURY (Per accident) $ --HIRED NON-OWNED .PROPERTY DAMAGE AUTOS ONLY AUTOS ONLY (Per accident) $ -- $ UMBRELLA LIAB --4 OCCUR EACH OCCURRENCE $ - EXCESSLIAB CLAIMS-MADE AGGREGATE $ oeol I RETENTION$ WORKERS COMPENSATION I;ER I ~~-AND EMPLOYERS' LIABlUIT STATUTE ANY PROPRIETOR/PARTNER/EXECUTIVE Y/N E.L. EACH ACCIDENT OFFICER/MEMBER EXCLUDED? D NIA - (Mandatory in NH) E.L. DISEASE-EA EMPLOYEE - If yes, describe under E.L. DISEASE -POLICY LIMIT $ DESCRIPTION OF OPERATIONS below DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101, AddiUonal Remarks Schedule, may be attached if more space is required) Those usual to the Insured's Operations. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. The City of Atlantic Beach AUTHORIZED REPRESENTATIVE ~ 800 SEMINOLE RD 7~ /t:L&t~ ATLANTIC BEACH, FL 32233 © 1988-2015 ACORD CORPORATION. All r1ghts reserved. ACORD 25 (2016/03} The ACORD name and logo are registered marks of ACORD Gross income Ex penses: AB ET share Storage Qff,i c e space Utiities Liability insurance Phone Copyright fees Vehic le mileage Drama supplies Office supplies Self employment tax Total expenses Ne t income FICA I income tax After tax income Financial Statement 2014/2015 Oct 1" 2014 -Sept 30111 2015 Income $40,670.00 $23,047 .25 $21,081.25 Health insurance premium Take home total $19,737.75 612 1311' Avenue North , J ilcksonville Beach, PL 32250 Tel 904 509 l472 www.t hellrs tact.ngl www.facebook.com/thefirs tact AGENDA ITEM 4C OCTOBER 10, 2016 Expenses $8,524.75 $1 ,864.00 $1,743.00 $21 4 .00 $500.00 $318.00 $250.00 $472.0 0 $1,669.00 $102.00 $1,966.00 $17,622.75 $1,966.00 $1,343.50 Fee Schedule 2016 Class Thition $270 per Semester Summer Camp $160 per Week 61213'h Avenue North, Jacksonville Beach, FL32250 Tel 904 509 1472 www,theflrs tactne! W\vw.facebooh.com/thcfirstact AGENDA ITEM 4C OCTOBER 10, 2016 The First Act : ;;:,c~;0"~ii~0:t -yccv;:cwvv ,~ ~ ·~ !B._ ~ ~ ~ ~ L±_; ~ ~ I class 3:30 to 6:30pm I L!l_ L..!Q_ L!L ~__!_?_ ~ I class 3:30 to 6:30pm I ~ L!I_ ~ ~ L3_Q_ I class 3:30 to 6:30~m I ~ l£±. ~ ~ ~ I class 3:30 to 6:30~m I ~ ~ L!... ~ u_ I class 3:30-6:30 I v vrvvrLv-v. AGENDA ITEM 4C OCTOBER 10, 2016 Oct 2016 (Eastern Time) c ':~~J27;i.t.i!£:4iS?,F/<c,"'? ,'~;=C:::;lS'iJt,, j ~ L!_ I Junior 8:00-10:30 I I Senior 11:00 -2: I LZ_ ~ I Junior 8:00-10:30 I I Junior 8:00 -10:30 I I Senior 11 :00 -2: I L!±. ~ I Junior 8:00 -10:30 I I Senior 11:00-2: I l21_ ~ I Junior 8:00-10:30 II I Senior 11:00 -2: I ~ ~ I Junior 8:00-10:30 I I Senior 11:00-2: I· ~ ~ I Junior 8:00 -10:30 I I Senior 11:00-2: I •v•vvo ,, •. The First Act 13 16 I class 3:30 -6:30 20 2.1 22 23 I class 3:30 -6:30 27 28 29 3 10 17 24 AGENDA ITEM 4C OCTOBER 10, 2016 Nov 2016 (Eastern Time) 4 11 18 25 I Junior 8:00 -10:30 I Senior 11 :00 -2: 7 am-Junior 19 26 I Junior 8:00-10:30 I Senior 11:00 -2: The First Act ~·· . ·~ .· ·~ ..... : . ··•··· ... •••••• .·· .· L!_ L£: ~ LL I Junior showcase? I L!1_ l__1!_ ~ l:f1._ ~ ~ ~ @__ ~ ~ LQ_ ~ LL ~ ~ ~ ~ AGENDA ITEM 4C OCTOBER 10, 2016 Dec 2016 (Eastern Time) S:ii''.'/:··'·~t::::, • 't;;gy§it~s , • it•; l2_ ~ I Junior 8:00 -10:30 I I Senior 11:00 -2: I ~ L!_(l_ I Junior 8:00-10:30 I I Senior 11:00 -2: I ~ lfl_ I Senior 11 :DO -2: I ~ ~ I Senior 11:00-2: 1! ~ lli_ I Senior 11:00 -2: I .•.... The First Act Vv' "22 u_ ~ ~ Li:_ l_l!_:: l_!_ t:1!!:: ~ l1§_ ~ L!Z_ ~ 13:30 to 6:30pm I ~ ~ ~ ~ 13:30 to 6:30pm I ~ ~ ~ ,, u_ 13:30 to 6:30pm I I' 1",·····.·. I ... 1> .. . ...• ~ ~ ~ ~ ~ AGENDA ITEM 4C OCTOBER 10, 2016 Jan 2017 (Eastern Time) ~}'?"''" li__ I Senior 11:00 -2: I 8 am -Junior 8:00 - 7pm-Senior Show ~ L!1_ I Junior 8:00 -10:30 I I Senior 11:00 -2: I I Senior 11:00-2:30 I ~ ~ I Junior 8:00-10:30 II I Senior 11:00-2:30 I ~ ~ I Junior 8:00-10:30 I I Senior 11:00-2:30 I u_ Li:_ 'PV7•7•• The First Act 12 1.3 15 13:30 to 6:30pm 7:30pm-Ginny 19 :20 21 22 13:30 to 6:30pm 26 13:30 to 6:30pm 9 16 23 AGENDA ITEM 4C OCTOBER 10, 2016 Feb 2017 (Eastern Time) 3 10 17 24 I Junior 8:00-10:30 I Senior 11:00-2:30 I Junior 8:00-10:30 I Senior 11:00-2:30 11 18 25 I Junior 8:00-10:30 I Senior 11:00-2:30 4 The First Act AGENDA ITEM 4C OCTOBER 10, 2016 1 Oam-Set 9:00-3: The First Act 9 .. < 1.3 13:30 to 6:30pm AGENDA ITEM 4C OCTOBER 10, 2016 Apr 2017 (Eastern Time) 14 I Junior 8:00-10:30 I Senior 11:00-2:30 7 am-Junior I Senior 11:00-2:30 Bam-Junior 8:00- 8 15 9 am -Senior Dress 7pm-Senior The First Act 1 Oam-Camp Prep 1 Oam-Camp Prep AGENDA ITEM 4C OCTOBER 10, 2016 May 2017 (Eastern Time) The First Act 1 Oam ·Camp Prep Bam. SCamp 8:00 Bam. SCamp 8:00 Bam· SCamp 8:00 Bam· S Camp 8:00 Bam. SCamp 8:00 Bam. SCamp 8:00 Bam· SCamp 8:00 Bam· S Camp 8:00 Bam. SCamp 8:00 Bam. SCamp 8:00 Bam· SCamp 8:00 Bam· SCamp 8:00 Bam· SCamp 8:00 Sam. S Camp 8:00 Bam. SCamp 8:00 Bam· SCamp 8:00 AGENDA ITEM 4C OCTOBER 10, 2016 Jun 2017 (Eastern Time) 10am-Set 10.3 Bam. SCamp 8:00 10am-Set 10.3 Bam. SCamp 8:00 10am-set 10.3: Bam. SCamp 8:00 10am·Set 10 • 3 The First Act Bam. SCamp B:OO Bam· SCamp B:OO Bam. SCamp B:OO Bam· SCamp B:OO AGENDA ITEM 4C OCTOBER 10, 2016 Jul 2017 (Eastern Time) Bam. SCamp B:OO 1 Oam ·Set 10 • 3 Bam. Junior B:OO. 10am-Set 10· 3 1 Oam ·Set 10 • 3 1 Oa m. Camp Prep The First Act Bam-5 Camp B:OO 27 AGENDA ITEM 4C OCTOBER 10, 2016 Aug 2017 (Eastern Time) 5 Bam-5 Camp B:oo Bam-5 Camp B:OO Bam-5 Camp B:OO Bam-5 Camp B:OO 1 Oam-Camp Prep ,a s.;. to .11 12 Bam-5 Camp B:oo Bam-5 Camp B:OO Bam-5 Camp B:OO Bam-5 Camp B:OO 18 19 24 25 26 AGENDA ITEM: DATE: SUBMITTED BY: BACKGROUND: BUDGET: RECOMMENDATIONS: ATTACHMENTS: CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM 40 OCTOBER 10, 2016 Facility Use Contract with Atlantic Beach Athletic Association (ABAA) September 14, 2016 Timmy Johnson, Recreation Director 4fJ Several organizations have been offering recreational programs at City facilities for many years. The Atlantic Beach Athletic Association (ABAA) provides two seasons ofT-ball, softball, and baseball each year. In the past, they entered into a yearly contract with the City of Atlantic Beach which included the payment of a fee for the use of the facilities, financial statements, and insurance. The contract has been revised to include the Public Records Provision as discussed in the last City Commission meeting. The organization/person under contract provides opportunities for inclusion and participation for low income residents who may not otherwise be able to afford to participate. The soccer program will run through the Recreation Department and pay the monthly user fee. The fee in the contracts is $200 for the year, which is consistent with previous years. Authorize the City Manager to sign a contract with ABAA. ABAA Proposed Contract, financial statement, fees and insurance ~ REVIEWED BY CITY MANAGER: --/'/1, C/ A-.-dCA- CITY OF ATLANTIC BEACH RENTAL CONTRACT FOR PUBLIC FACILITIES LONG TERM AGREEMENT made and entered into this day of _______ _ AGENDA ITEM 40 OCTOBER 10, 2016 at Atlantic Beach, Duval County, Florida, by and between CITY OF ATLANTIC BEACH, a Florida municipal corporation, 800 Seminole Road, Atlantic Beach, Florida 32233 (hereinafter "City"), and Atlantic Beach Athletic Association of Atlantic Beach, Florida (904) 249-2985 (hereinafter "Renter''). WHEREAS, Renter desires to use the following public facility: Jack Russell Park Baseball Facilities and Concession Building and Donner Park Baseball Facility on Monday, Thursday, Friday and Sunday and, WHEREAS, Renter desires to use said public facility on a recurring basis such as daily, weekly, monthly, during a particular season, or the like, which is more than a one-time use, and therefore a long term use, and WHEREAS, the parties are in complete agreement regarding the terms set forth herein. NOW THEREFORE, in consideration of the covenants and promises as set forth herein, and any rental payment made hereunder, and other valuable consideration, the receipt and sufficiency of which is acknowledged by both parties, it is AGREED AS FOLLOWS: 1. Length of Rental Term: This agreement shall run from October 1, 2016 through September 30, 2017. 2. Amount and Time of Payment: Renter, in exchange for use of the facility, shall pay to the City the annual fee of $200.00 at the time of signing this agreement. Renter shall provide the City with a copy of its tax-exempt form or other proof or evidence satisfactory to the City Manager of Renter's non-profit status. 3. Conditions: This agreement is made and entered into upon the following express covenants and conditions, all and everyone of which Renter hereby covenants and agrees, with the City, to deep and perform: a. No fees or admission costs shall be charged to the public unless approved in writing by the City Manager. b. No use of alcoholic beverages shall be permitted without the written permission of the City Manager 1 AGENDA ITEM 40 OCTOBER 10, 2016 c. Renter shall provide to the City a copy of audited fmancial statements if requested. In the event audited financial statements are not available, renter shall provide all supporting documents and fmancial statements. d. Renter shall insure compliance with all city, state and federal laws, as well as any rules and regulations of the City for the government and management of the public facility, together with all rules and requirements of the police and fire departments of the City. e. Renter shall allow no discrimination based on race, sex, age, religion, national origin, disability or otherwise. f. Renter shall make no alterations to the facility of a permanent nature without the express written consent of the City Manager. g. Renter's use of the facility is not exclusive outside of the dates and time as set forth below. h. Renter shall leave the facility available for use by other parties if other activities are scheduled or upon the request of City staff. This may include removal and storage of Renter's property. 1. Renter shall correct any discrepancies noted by the City. Should the City require corrective action, such action shall be the financial responsibility of the Renter. J. Renter shall provide a written account of all keys to the facility in possession of Renter at the end of the contract. If renter cannot account for all keys, Renter will incur the cost of re-keying or changing of the applicable locks. One key will be provided at no cost to Renter and any additional keys will require a $10 per key fee at Renter's expense. k. Any exclusive use shall be as set forth below. The use of the facility in addition to the exclusive use periods shall be requested through the Recreation Director under the general rules, i.e., a facility may be requested for short term use by applying for such use after the 15th day of each month for a day or time period within the next month. For example, any organization requesting the short-term use of a City facility in the month of February could apply for such use after the 15th day of January. 2 AGENDA ITEM 40 OCTOBER 10, 2016 1. Renter shall maintain at all times during the lease term at Renter's cost, a comprehensive public liability insurance policy protecting the City against all claims or demands that may arise or be claimed on account of Renter's use of the premises, in an amount of at least $1,000,000 for injuries to persons in one accident, $1,000,000 for injuries to any one person, and $1,000,000 for damages to property, the insurance shall be written by a company or companies acceptable to the City and authorized to engage in the business of general liability insurance in the State of Florida. Renter shall deliver to the City satisfactory proof or evidence of such insurance, and shall name the City as an additional insured under said policy. m. Renter may apply to the City Commission of Atlantic Beach for a waiver of this insurance requirement. The City Commission shall consider such application for waiver on a case by case basis, taking into account the length of the lease term, use of the public facility, number of persons involved in said use, cost of the insurance, and any other factors submitted by Renter which unique and particular to the Renter. n. Renter agrees to indemnify and hold harmless the City from any and all liability, defense costs, including other fees, loss or damage which the City may suffer as a result of claims, demands, costs or judgment against it, arising from all activities engaged in by Renter in its use of the following public facility: Jack Russell Baseball Facilities and Concession Building and Donner Park Baseball Facilities on Monday, Thursday, Friday and Sunday o. Additional provisions agreed upon by the City and Renter: Renter will actively recruit in low income areas, and provide scholarships, "work for play" or other mechanisms to assure that children are not denied the opportunity to participate due to their inability to pay the registration or other related fees. Number of scholarships will not exceed 7.5% of total registered players for that season. 4. Exclusive Use Dates and Times: August 1st through December 15th and January pt through July 31. The City retains the right to rent and use the facility at other times not specified for use by the Renter. 5. Delivery of Facility: The City shall deliver the facility to Renter in good working condition, with any necessary facilities and utilities, and in clean condition. "Renter agrees and understands the City intends to make improvements to the property (e.g. drainage). Renter further understands the facility use may need to be delayed or suspended during the time necessary for completion of the improvements." 3 PUBLIC RECORDS PROVISIONS FOR ALL CONTRACTS AND AMENDMENTS Effective as of July 1, 2016 per Chapter 2016-20, Laws of Florida AGENDA ITEM 40 OCTOBER 10, 2016 Section ___ . Public Records (a) IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT DONNA BARTLE, THE CITY CLERK AND THE CUSTODIAN OF PUBLIC RECORDS AT (904) 247-5809, DBARTLE@ COAB.U , 800 SEMINOLE ROAD, ATLANTIC BEACH, FLORIDA 32233. (b) The contractor sbaJI comply with Chapter 119, Florida Statutes, io regards to public records laws, specifically to: J • Keep and maintain public records required by the public agency lO perform the service. 2. Upon request from the public agency's custodian of public records, provide the public agency with a copy of the requested records or a llow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in this chaptet· or as otherwise provided by law. 3. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authori zed by law for the duration of the contract term and following completion of the contract if the contractor does not transfer the records to the public agency. 4. Upon completion of the contract, transfer, at no cost, to the public agency aiJ public records in possession of the contractor or keep and maintain public records required by the public agency to perform the service. If the contractor transfers all public records to the public agency upon completion of the contract, the contractor shall destroy any duplicate public records that are exempt or confidential and exempt for public records disclosure requjrements. If the contractor keeps and maintains public records up on compl.etion of the contract, the contractor shall meet aJI applicable requirements for retaining public records. All records stored electronically must be provided to the public agency, upon request from the public agency's custodian of public records, in a format that is compatible with the information technology systems of the public agency. (c) Failure to provide the public records to the public agency within a reasonable time may subject the contractor to penalties under s. 119.10 and s. 119.0701(4), Florida Statutes. 00701).166·1 AGENDA ITEM 40 OCTOBER 10, 2016 6. Control ofFacility: In renting said facility to Renter, the City does not relinquish the right to control the management and operation of the facility, and the City Manager or his designee may enter the facility and all of the demised premises at any time and on any occasion. 7. Assignment: Renter shall not assign this agreement nor suffer any use of the facility other than herein specified, nor sublet the facility or any part thereof, without the written consent of the City. 8. DEFAULT: In case the Renter spall default in the performance of any covenant or agreement contained herein, and such default shall continue for ten (1 0) days after receipt by the Renter of written notice thereof given by the City, then the City, at its option, may declare this agreement ended. In that event, Renter shall immediately remove all persons and its property from the facility, and failing to do so, the City may cause such removal either with or without process of law, at Renter's expense. These expenses shall include, but not be limited to, reasonable attorney's fees incurred by the City, whether suit is filed or not. IN WITNESS WHEREOF, we have hereunto set our hands and official seals this __ day of ______ _ CITY OF ATLANTIC BEACH By: ---------------------- Its: ------------ "CITY" -rJ)L "RENTER" 4 Revenue Registration Concessions 2015 ABAA Financial Statement Sponsorships & Donations Advanced Play I All-Stars Gross Revenue Expenses General & Administrative Maintenance & Equipment Umpires Uniforms Trophies Concessions Advanced Play I All-Stars Fall Farewell Total Expenses AGENDA ITEM 40 OCTOBER 10, 2016 51,925.90 23,272.47 11,187.50 29,922.22 $116,308.09 11,197.05 25,321.48 10,513.00 22,172.28 3,108.15 16,891.73 28,132.31 349.93 $117,685.93 ($1,377.84) 2016 Atlantic Beach Athletic Association Fees T-ball $100 Softball $130 Baseball $130 AGENDA ITEM 40 OCTOBER 10, 2016 AGENDA ITEM 40 OCTOBER 10, 2016 A CO ROn.~ CERTIFICATE OF LIABILITY INSURANCE I DATE (MMIDDIYYYY) 2/25/2016 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER K&K INSURANCE GROUP, INC. CONTACT Cheryl Pettibone NAME: 1712 MAGNA VOX WAY rll8N:o. Ext): 800-736-7358 I FAX PO BOX2338 lAIC No): FORTWAYNE IN 46801 E-MAIL Cheryi.Pettlbone@kandkinsurance.com ADDRESS: INSURED INSURER Sl AFFORDING COVERAGE NAIC# MEMBER NO: INSURER A: Nationwide Life Insurance Co. INSURER B: Nationwide Mutual Insurance Co. ATLANTIC BEACH ATHLETIC ASSOC BABE RUTH LG INSURERC: DBA: Atlantic Beach Athletic Association INSURERD: 12225 High Laurel Drive INSURER E: Jacksonville, FL, 32225 INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, .TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE ADDL SUBR POLICY NUMBER (~g)-Jg~ (~Jg~ LIMITS LTR INSD WVD X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $1,000,000 B I CLAIM&-MAOE 0 OCCUR om512016 02/0112017 0~~~\:.wERENTEO $ 300,000 PREMISES Ea occurrence) X RPG-272242-00 12:01 AM 12:01 AM MEO EXP (Any one person) $ 5,000 f--PERSONAL & AOV INJURY $1,000,000 r-- GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $5,000,000 R~OLICY DPROJECT DLOC PROOUCT&-COMPIOP AGG $1,000,000 OTHER: PARTICIPANT LEGAL LIABILITY $1,000,000 AUTOMOBILE LIABILITY I Ci=~~~d~~~~INGLE LIMIT $1,000,000 r-- ANY AUTO BODILY INJURY (Per person) f--ALL OWNED AUTOS r-SCHEDULED om512016 02/0112017 B RPG-272242-00 12:01 AM 12:01 AM BOOIL Y INJURY (Per accident) r--i--AUTOS 1 rp~~~~~t?AMAGE X HIRED AUTOS X NON-OWNED f--f.-AUTOS UMBRELLA LIAB OCCUR EACH OCCURRENCE r--f.-EXCESSLIAB CLAIMS-MADE AGGREGATE OED I I RETENTION WORKERS COMPENSATION I PER I IOTHER AND EMPLOYERS' LIABILITY YIN STATUTE ANY PROPRIETORIPARTNERIEXECUTIVE D E.L EACH ACCIDENT OFFICERIMEMBER EXCLUDED? !Mandatory in NH) E.L DISEASE-EA EMPLOYEE f yes, describe under DESCRIPTION OF OPERATIONS below E.L DISEASE-POLICY LIMIT A PARTICIPANT ACCIDENT SPX-272201-00 om512016 02/0112017 AO&O $ 15,000 12:01 AM 12:01AM EXCESS MEDICAL $ 250,000 DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) THE CERTIFICATE HOLDER IS AN ADDITIONAL INSURED, BUT SOLELY WITH RESPECT TO THE OPERATIONS OF THE NAMED INSURED. RE: Owner, manager or lessor of the premises where you conduct practices or games SEXUAL ABUSE/MOLESTATION: $1,000,000 PER OCCURRENCE/$2,000,000 AGGREGATE CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN City of Atlantic Beach ACCORDANCE WITH THE POLICY PROVISIONS. 800 Seminole Rd. AUTHORIZED REPRESENTATIVE Atlantic Beach , FL 32233 UJ ~ ACORD 25 (2014/01) © 1998-2014 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD AGENDA ITEM: DATE: SUBMITTED BY: BACKGROUND: BUDGET: RECOMMENDATIONS: ATTACHMENTS: CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT Facility Use Contract with Brecht Catalan Tennis Pro September 21, 2016 Timmy Johnson, Recreation Director@ AGENDA ITEM 4E OCTOBER 10, 2016 At the September 12, 2016 City Commission meeting, there were several comments concerning Brecht Catalan's use of the tennis courts at Russell Park. Commissioner Stinson, Staff, Brecht Catalan and resident, Lou Keith met to address the concerns. The outcome of the meeting was to post the Tennis Pro schedule at the tennis courts, provide clinics for youth and look into installing a webcam at the courts. All leagues will need to reserve the courts through the Recreation Department. The contract has been revised to include the Public Records Provision as discussed in the aforementioned City Commission meeting. The organization/person under contract provides opportunities for inclusion and participation for low income residents who may not otherwise be able to afford to participate. The fee in the contracts is $200 for the fiscal year, which is consistent with previous years. Authorize the City Manager to sign a contract with Brecht Catalan for scheduled use of the tennis courts at Russell Park. Brecht Catalan Proposed Contract, financial statement, schedule, fees and insurance REVIEWED BY CITY MANAGER: ·~ V%:-r 2UZ:-1 ~ CITY OF ATLANTIC BEACH RENTAL CONTRACT FOR PUBLIC FACILITIES LONG TERM AGREEMENT made and entered into this day of. _________ , AGENDA ITEM 4E OCTOBER 10, 2016 at Atlantic Beach, Duval County, Florida, by and between CITY OF ATLANTIC BEACH, a Florida municipal corporation, 800 Seminole Road, Atlantic Beach, Florida 32233 (hereinafter "City"), and Brecht Catalan, Tennis Instructor of 12855 Greenmeadow Place Jacksonville, FL 32246 (904) 241-4625 (hereinafter "Renter"). WHEREAS, Renter desires to use the following public facility: Jack Russell Park Tennis Courts 4, 5, & 6 and, WHEREAS, Renter desires to use said public facility on a recurring basis such as daily, weekly, monthly, during a particular season, or the like, which is more than a one-time use, and therefore a long term use, and WHEREAS, the parties are in complete agreement regarding the terms set forth herein. NOW THEREFORE, in consideration of the covenants and promises as set forth herein, and any rental payment made hereunder, and other valuable consideration, the receipt and sufficiency of which is acknowledged by both parties, it is AGREED AS FOLLOWS: 1. Length of Rental Term: This agreement shall run from October 1, 2016 through September 30, 2017. 2. Amount and Time of Payment: Renter, in exchange for use of the facility, shall pay to the City the annual fee of $214.00 at the time of signing this agreement. Renter shall provide the City with a copy of its tax-exempt form or other proof or evidence satisfactory to the City Manager of Renter's non-profit status. 3. Conditions: This agreement is made and entered into upon the following express covenants and conditions, all and everyone of which Renter hereby covenants and agrees, with the City, to deep and perform: a. No fees or admission costs shall be charged to the public unless approved in writing by the City Manager. b. No use of alcoholic beverages shall be permitted without the written permission of the City Manager 1 AGENDA ITEM 4E OCTOBER 10, 2016 c. Renter shall provide to the City a copy of audited financial statements if requested. In the event audited financial statements are not available, renter shall provide all supporting documents and financial statements. d. Renter shall insure compliance with all city, state and federal laws, as well as any rules and regulations of the City for the government and management of the public facility, together with all rules and requirements of the police and fire departments of the City. e. Renter shall allow no discrimination based on race, sex, age, religion, national origin, disability or otherwise. f. Renter shall make no alterations to the facility of a permanent nature without the express written consent of the City Manager. g. Renter's use of the facility is not exclusive outside of the dates and time as set forth below. h. Renter shall leave the facility available for use by other parties if other activities are scheduled or upon the request of City staff. This may include removal and storage of Renter's property. 1. Renter shall correct any discrepancies noted by the City. Should the City require corrective action, such action shall be the financial responsibility of the Renter. J. Renter shall provide a written account of all keys to the facility in possession of Renter at the end of the contract. If renter cannot account for all keys, Renter will incur the cost ofre-keying or changing of the applicable locks. One key will be provided at no cost to Renter and any additional keys will require a $10 per key fee at Renter's expense. k. Any exclusive use shall be as set forth below. The use of the facility in addition to the exclusive use periods shall be requested through the Recreation Director under the general rules, i.e., a facility may be requested for short term use by applying for such use after the 151h day of each month for a day or time period within the next month. For example, any organization requesting the short-term use of a City facility in the month of February could apply for such use after the 15th day of January. 2 AGENDA ITEM 4E OCTOBER 10, 2016 I. Renter shall maintain at all times during the lease term at Renter's cost, a comprehensive public liability insurance policy protecting the City against all claims or demands that may arise or be claimed on account of Renter's use of the premises, in an amount of at least $1,000,000 for injuries to persons in one accident, $1,000,000 for injuries to any one person, and $1,000,000 for damages to property, the insurance shall be written by a company or companies acceptable to the City and authorized to engage in the business of general liability insurance in the State of Florida. Renter shall deliver to the City satisfactory proof or evidence of such insurance, and shall name the City as an additional insured under said policy. m. Renter may apply to the City Commission of Atlantic Beach for a waiver of this insurance requirement. The City Commission shall consider such application for waiver on a case by case basis, taking into account the length of the lease term, use of the public facility, number of persons involved in said use, cost of the insurance, and any other factors submitted by Renter which unique and particular to the Renter. n. Renter agrees to indemnify and hold harmless the City from any and all liability, defense costs, including other fees, loss or damage which the City may suffer as a result of claims, demands, costs or judgment against it, arising from all activities engaged in by Renter in its use of the following public facility: Jack Russell Park Tennis Courts 4, 5 & 6 o. Additional provisions agreed upon by the City and Renter: None 4. Exclusive Use Dates and Times: See the attached schedule. The City retains the right to rent and use the facility at other times not specified for use by the Renter. 5. Delivery of Facility: The City shall deliver the facility to Renter in good working condition, with any necessary facilities and utilities, and in clean condition. 6. Control of Building: In renting said facility to Renter, the City does not relinquish the right to control the management and operation of the facility, and the City Manager or his designee may enter the facility and all of the demised premises at any time and on any occasion. 7. Assignment: Renter shall not assign this agreement nor suffer any use of the facility other than herein specified, nor sublet the facility or any part thereof, without the written consent of the City. 3 PUBLIC RECORDS PROVISIONS FOR ALL CONTRACTS AND AMENDMENTS Effective as of July 1, 2016 per Chapter 2016-20, Laws of Florida AGENDA ITEM 4E OCTOBER 10, 2016 Section . Public Records --- (a) IF THE CONTRACTOR BAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT DONNA BARTLE, THE CITY CLERK AND THE CUSTODIAN OF PUBLIC RECORDS AT (904) 247-5809, DBARTLE(Q).COAB.US , 800 SEMINOLE ROAD, ATLANTIC BEACH, FLORIDA 32233. (b) The contractor shall comply with Chapter 119, Florida Statutes, in regards to public records laws, specifically to : 1. Keep and maintain public records required by the public agency to perform the service. 2. Upon request from the public agency's custodian of puhlic records, provide the public agency with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law. 3. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the contractor does not transfer the records to the public agency. 4 . Upon completion of the contract, transfer, at no cost, to the pubJic agency all public records in possession of the contractor or keep and maintain public records required by t he public agency to perform the service. If the contractor transfers all public records to the public agency upon completion of the contract, the contractor shall destroy any duplicate public records that are exempt or confidential and exempt for public records disclos ure requirements. If the contractor keeps and maintains public records upon completion of the contract, the contractor sha11 meet all applicable requirements fol" retaining public records. All records stored electronically must be provided to the public agency, upon request from the public agency's custodian of public records, in a format that is compatible with the information technology systems of the public agency. (c) Failure to provide the public records to the public agency within a reasonable time may subject the c ontractor to penalties under s. 119.10 and s. 119.0701(4), Florida Statutes. Note: Section (a) above must be in at least 1 4-point bolqfaced type 00701).166-1 AGENDA ITEM 4E OCTOBER 10, 2016 8. DEFAULT: In case the Renter shall default in the performance of any covenant or agreement contained herein, and such default shall continue for ten (10) days after receipt by the Renter of written notice thereof given by the City, then the City, at its option, may declare this agreement ended. In that event, Renter shall immediately remove all persons and its property from the facility, and failing to do so, the City may cause such removal either with or without process of law, at Renter's expense. These expenses shall include, but not be limited to, reasonable attorney's fees incurred by the City, whether suit is filed or not." IN WITNESS WHEREOF, we have hereunto set our hands and official seals this ___ day of ____________ _ CITY OF ATLANTIC BEACH By: ---------------------- Its: "CITY" 4 2 0 15 Financial Report Te nnis Programs W i nter I Spring Prog r a m s 117 partrcipanb Priva t e Less ons Summer Programs 89 Partici p ants Pri vate Les son s Fall Programs 66 Participa nts Pr ivate Less ons Pr o b o no I Voluntee r Se r vic e 300 hours AGENDA ITEM 4E OCTOBER 10, 2016 $1170 .00 $1200 .00 $890.00 $800.00 $660.00 $320 .00 $0.00 Total $5,040 Sund.1y Monday Tuesday Wednesday Th ursda y F r iday Satu rday Jack RusseJI Park Tennis Schedule 2016 3 -4 pm 4-S pm 5-6pm 6-7pm 7-8pm 9 -lpm 3-Spm 6-9pm 9-11am 4-6pm 7-8pm 11-1pm 4 -8pm 9 -lpm 4 -8pm 9 -12pm 5-8pm 9-12pm Priva t e AGENDA ITEM 4E OCTOBER 10, 2016 Dev e lopm e nta l Cardio Tennts Private Private Juniors Private Men's Privates Private Ladies Private La die s juniors Privates Privates Mixed Doubles League 2016-2017 Schedule Rates $10.00 Cardio $15.00 Clinic $20.00 I hr Semi -private lesson $40.00 I hr Private lesson AGENDA ITEM 4E OCTOBER 10, 2016 AGENDA ITEM 4E OCTOBER 10, 2016 ACORD@ CERTIFICATE OF LIABILITY INSURANCE I DATE (MM/DDNYYY) ~ 8/1/2016 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S}, AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER ~2:~~CT Cameron Ward, CIC Coastal Plains Insurance r~g~:oErtl: (843)785-7733 x255 I FAX lAIC Nol: 15 Bow Circle ~o"lfJ~ss: cameron@coastalplains. com INSURER{S) AFFORDING COVERAGE NAIC# Hilton Head sc 29928 INSURER A :Philadelphia Indemnity Ins Co 18058 INSURED INSURERS: Professional Tennis Registry INSURERC: INSURERD: P. o. Box 4739 INSURERE: Hilton Head Island sc 29938 INSURERF: COVERAGES CERTIFICATE NUMBER· REVISION NUMBER· THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE ~~~~ = ,~%~ .,~~'fi%~ LIMITS LTR POLICY NUMBER X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 -tJ CLAIMS-MADE W OCCUR ~~~~~~J?E~~~ncel A $ 100,000 - PHPK1527284 9/1/2016 9/1/2017 MED EXP (Any one person) $ - PERSONAL & ADV INJURY $ 1,000,000 - GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 3,000,000 ~·POLICY D j~8f D LOC PRODUCTS-COM PlOP AGG $ 3,000,000 OTHER: $ AUTOMOBILE LIABILITY ~~~~~~tf1NGLE LIMIT $ - ANY AUTO BODILY INJURY (Per person) $ -ALL OWNED -SCHEDULED AUTOS AUTOS BODILY INJURY (Per accident) $ --NON-OWNED rp~~~~Je"nt~AMAGE HIRED AUTOS AUTOS $ j--- $ X UMBRELLA LIAB MOCCUR EACH OCCURRENCE $ 5 000 000 j-- A EXCESS LIAB CLAIMS-MADE AGGREGATE $ 5 000 000 OED I X I RETENTION$ 10 000 PHUB550036 9/1/2016 9/1/2017 $ WORKERS COMPENSATION I ~f~TUTE I I OTH- AND EMPLOYERS' LIABILITY ER YIN ANY PROPRIETOR/PARTNER/EXECUTIVE D NIA E.L EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? (Mandatory In NH) E.L DISEASE -EA EMPLOYEE $ If yes, descrtbe under DESCRIPTION OF OPERATIONS below E.L DISEASE-POLICY LIMIT $ DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101, Additional Remarl<s Schedule, may be attached if more space Is required) 82353 -Certificate Holder is listed as Additional Insured #123 with respects to PTR Member# 82353; Brecht Catalan, 12855 Greenmeadow Pl, Jacksonville, FL 32246-1071 CERTIFICATE HOLDER CANCELLATION usatennisfederation@gmail. SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE The Atlantic Beach 800 Seminole Rd. Atlantic Beach, FL ACORD 25 (2014/01) INS025 1?01401\ -Jack Russell Park THE EXPIRATION DATE THEREOF, NOTICE WILL BE ACCORDANCE WITH THE POLICY PROVISIONS. DELIVERED IN 32233 AUTHORIZED REPRESENTATIVE Cameron Ward, CIC/CAM ~c/-/~--~- © 1988-2014 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD PROFESSIONAL TENNIS REGISTRY certifies that according to the guidelines and standards established Brecht Catalan has completed all tests and examinations and qualifies for PTR Certification of PTR Board of Directors President Adult Development -Professional on July 8, 2013 and is a member in good standing from Apri/2013 -August 2017 Dan Santorum CEO OJ> n~ -tm Oz toe ;l> ..... -0-t ~ m N~ O.j:o ~m CITY OF ATLANTI C BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM SA OCTOBER 10, 2016 AGENDA IT tM: May port Roa d Co mmunity Redevelopment Plan Di sc ussion SUBMITTED llY: DATE: Dere k W. Re1eves, Pl anner /~ Scpten1 ber 28, 2016 STRATEGIC PLAN LINK: No ne BACKGROUND: This is a con tinuation of th e disc uss ion from th e prese ntat ion to Co mmi ss ion on September 26, 201 6 re lated to the imp lement ati on of the Redeve lopm e nt Pl an/Co mmunity Redeve lopment Area (CRA). Co mmi ss ion asked several questions durin g the di scuss ion that stal'f will attempt to answer prior to the mee tin g on Octobe r 1 0, 2016. Due to th e s h01t turn around fo r age11da pac kets, so me answers ma y be availabl e in an amend ed staff report or at the meetin g in a presentation. Several question s revol ve d around meetin g attend ance throu ghout th e proj ect a nd the input that was rece ived from tho se that attended. A copy oft he minutes, s ign-in shee ts and s urvey respon ses has been provid ed with thi s staff report. Pleas e not e th at for guestiort s l -5 of the s urve y results th at th e lower numb ered item s in th e smvey are th e "Preferred " responses. B UDGET: No ad dition a l bud ge l expen se to continu e di scuss ion . R ECOMMENDATION: To get Co mmiss ion co nse nsus to move Jb rward wi th creat ion of th e CR/\. ATTACHMENTS: Co py of the Mayport Ro ad Co mmunit y Redevelo pment Plan, copy of th e presenllatio n from 9/26/l6 , Copy of th e Co mbin ed Meeting Min utes and Out reach REVIEWED BY CITY MANAGER: '-?1,--=---'-'''-'U~4vt~..Ldc~U'A""".._g_1'---------- Johnston Island Atlantic Beach-Duval County I I/ PARK VISION High Quality Waterfront Park Servicing the Growing Needs of the Beaches Communities and Eastern Duval County • Waterway -Environmental Welcome Center • 4-Lane Boat Ramp with 60 Trailefi Spaces • Kayak Launch with Linkages to the Blueway • Interpretive Information • Fishing Dock • Bait Shop • Cafe-Restaurant • Picnic Area and Restrooms • • • • • • • • • • • • • • • • • • • • • • • • • • • • II • Ill • •· •· •· • • I'; • • I!· •• • IPl JOHNST N Atlanti c Be ach -D uval Co Walkways Channel ISLAND --~at Launch & Retrieval Facility ~e Boat Ramp) ----- n io Floating Doc~:s Connection To Blue Way Intracoastal Wa t erway 0 -10' Depth 80' ~ Turning Basin 'l f 'b __/~ lo / ,6 / ,;0 I I I I 1/ I I / /\ WAT ER f RON T PAIRU\\ (Environmental Inspired-Leeds Potential) / " / / n lm '-es Waterway Welcome Center .. Office/ On-Site Residence Restrooms Bait Shop Small Cafe Restaurant Food Store/ Concess ions Kayak-Boat Rentals Inter pretive lnfor.mation ·Potential Solar Pane!s Potentia l Mote l Rooms ..... ~ •• .,• •. I • • c • I Pote ~tial Vessr Mooring A rea a (Similar to S!. Aug sllne/ Vero Beac h) • ' • 1: ' .: ~ • 4.1 • . -. . .. • • •• •• •• ••••••• @ North r===J I I 0 30 60 Graphic Scale Sca le : 1"=30' • ' .. Atlantic Beach ~ --• *" ., "' • • • -• • • • • • • ----~~====~:::;;;~;;~----~~--~ : • • • • • • • • • • ~ ~ • • • , • • • • • • • t • • • f § . . 1 I t I !!'. bl'l;; \ ~~ I I Property Survey -, ---·--·-·--!"--·-- ATI.ANlic BOULEVARD I SR 1~ (:FOOT SALT MARSH sl ;:'----ji ~~I ~ @ ~ ~ ~ ., ., ., • w • ,., • W: • • • • • -• • • ~-• ( . • ( . • • • I ~ AGENDA ITEM 8C OCTOBER 10, 2016 Existing Boat Ramp Facilities Ramp Name Lanes Spaces M.B. Scanlan 6 75 Facility Comparative Cost-Funding McCue 4 37 Oak Harbor 1 28 Total 11 140 Johnston Island: 4 Lanes ·60 Spaces, Increase Public Accessibility 43% Funding and Grant Options Multiple public and private funding options area available including: Florida Inland Navigation District: Waterways Assistance Program U.S. Department of the Interior, Fish and Wildlife Service: Boater Infrastructure Grant Program FDEP: Florida Recreational Development Assistance Program (FRDAP) FDEP: Land and Water Conservation Fund Program (LWCF) Florida Fish and Wildlife Conservation Commission: Florida Boater Improvement Fund Preliminary Estimate of Capital Costs Item Mobilization: Description Estimates Cost Site Work: Paving & Drainage: Water & Sewer: Electrical: Boat Ramps & Docks: Buildings and Structures: Landscaping SUB-TOTAL: CONTINGENCY 20%: Mobilization, Temp. Facilities, Permits, Survey Erosion Control, Excavation, Fill, Disposal Pavement, Curbing, Parking, Walks, Underground Drainage Well & Septic, Fire Protection Site Electrical and Site Lighting Ramps, Bulkhead, Docks, Piles and Signage Welcome Center & Picnic Pavilions Tree, Shrubs and Groundcovers, Irrigation $ 50,000 $ 350,000 $675,000 $ 100,000 $ 100,000 $ 600,000 $ 1,800,000 $,100,000 $ 3,775,000 $750,000 PROJECT$ RANGE: 3.75-4.5 Million, Plus Site Costs and Design/Permitting Fees ~ ~~Bl!J~~ 904-270-0751 AGENDA ITEM: SUBMITTED BY: DATE: STRATEGIC PLAN LINK: BACKGROUND: CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT 90-Day Calendar for the Mayor and Commission AGENDA ITEM 9A OCTOBER 10, 2016 Yvonne Calverley, Executive Assistant to the City Managt"G September 27, 2016 None The 90-day calendar is included on the agenda for the purpose of setting meeting dates, determining the location, time and whether or not to videotape special meetings and workshops if the Commission desires. The rolling 90-day calendar will be revised after receiving input from City staff and the Commission and will be included in each agenda for consideration. Special notes: • A Town Hall Meeting is scheduled for 10 am on Saturday, October 15th at the Jordan Park Center. BUDGET: None RECOMMENDATION: Approve the 90-Day Calendar for October through December 2016 ATTACHMENT: 1) Mayor and Commission 90-Day Calendar (October through December 20 16) CITY MANAGER: '----1/;. f/ ~ ~1 ..., MAYOR AND COl\1JvfiSSION October 2016 ~L ''\D .\Y \It 1'\D \ ~ ·llJ ~sn.\Y \\'1])'\ I.:' I)\' I I ll I\~ I) \'I I ·RID \' S \'1 l 'RD .\Y 1 2 3 4 5 6 7 Newsletter Due 8 (Hill) Fall Festhal Due Date for II am-3 pm 10/24 Donner Park Agenda Items 9 Song-A riters 10 11 12 13 14 IS Concert Commjssion Mtg To\\n Hall Meeting 6-8 pm 6:30pm lOam Adele Grage (fnvoc-Harding) Jordan Park Videotaped 16 17 18 19 20 21 22 Campout Under the Stars Russell Park 23 24 25 26 27 28 29 Acoustic Nights Commission Mtg Due Date for 6-8 pm 6:30pm 11/14 Bull Park (Invoc-Waters) Agenda Items Videotaped 30 31 .:-L''-D.\Y \l(l,lJ\\ 6 7 Sea & Sky Air Show 13 ~~ Comm ission Mtg 6 :30 pm (l n voc-Reev es) Videota ped 20 21 Song> .. ritcrs · Concert 6-8 pm Adele Grage 27 28 C o mm ission Mtg 6:30pm (ln voc-St inson) V ideo tape d MAYOR AND COMMISSION November 2016 n r::-:tHY \\ I.D'\15D \Y I Ill R~IH \ 1 2 3 8 9 10 Newsle tter D ue Due Date for (Harding) Jl/28 Agenda Items 15 16 17 22 23 24 Due Date for City Offices 12/12 Closed Agenda Items 29 30 1-RID.\Y ~ 11 Veterans Day City Offices Closed 18 25 City Offices Closed 5 12 19 26 :' \"ll"RD \Y Sea & Sk) Air ShO\V 0)> n(;) -tm Oz O:Jo ;l:> .... -0-t .. m N S: 0\D ~l:> ::-l ''\;\) \ y \l<l;\J)\\ 4 5 6 II 12 13 Comm ission Mtg 6:30pm (lnvoc-Hill ) Videotaped 18 19 20 Song\\ riters • Concert 6-8 pm Adele Grage 25 26 27 City Offices Closed MAYOR AND COMMISSION December 2016 'ltl :~n\Y \\'LJ)'\ 1 ·.~1) \\ 'IIIL'H..'D \ Y I Ho li day Artisan s· Fa ire S-9 pm Adele Grage 7 8 News lette r Due (Reeves) 14 15 21 22 D ue Date for 1/9 Agenda Items 28 29 Fl~ IU \ Y 2 3 9 1{1 16 1"" 23 24 City Offices Closed 30 31 S.\'1 L'I\IJ.\Y Tree Lighting 3-8 pm Tm\n Center O;r:. n Cl -1m Oz =o ~)> .... -0-1 .. m NS: 01.0 ~)> LLW LEWIS LONGMAN WALKER MEMORANDUM TO: Mayor and City Commission Members FROM: Brenna M. Durden , City Attorne~ DATE: October 4, 2016 SUBJECT: Gate Petroleum Company, Inc. 535 /541 Atlantic Boulevard AMENDED ITEM lOA OCTOBER 10, 2016 I Attorneys at Law llw -law.com Rep ly to : Jacks onville Please fi nd a tt ached he rewith a copy of a lett e r from T . R. Hainline to C hi e f Deal dated Septembe r 29, 2016 regarding the hours of operation for the Gate service station a nd reta il s tore to be co nstructed on Atlantic Boulevard . Following discussion with Chief Deal , Gate representatives, Ne ls on Van Liere, Co mmander Gualillo and myself, Chief Dea l s ig ned th e letter o n Sep te mber 30, 2 016 confirming the contents of th e letter. I wil l re port on the letter durin g C ity Attorney comments a t the Octobe r I 0 , 2 016 Commis s ion m ee ting. Should you have any questions, please do not hesitate to contact me. Thank you. JACKSONVILLE 245 Rivers ide Ave., Suite 150 Jacksonville, Florida 32202 T: 904.353.6410 F: 904.353.7619 007166lK·I TALLAHASSEE 315 South Calhoun St., Su it e 830 Tallahassee, Florida 32301 T: 850.222.5702 F: 850.224.9242 TAMPA BAY 101 Riverfront Blvd ., Suite 620 Bradenton, Florida 34205 T: 941 . 708.4040 F: 941 . 708.4024 See Things Differently • WEST PALM BEACH 515 North Flagler Dr., Suite 1500 West Palm Beach. Florida 33401 T: 561.640 .0820 F: 561.640.8202 J . t\·l ichacl Dc ::tl Chie f of Po lic e t\t lanr ic Beach Police Depar tm e nt R.-o Seminol e Road !\tl an ti c 13c a ·h. FL 322r T . R . fi A I NLlNE, JH . <)Q J . 3J 6 . 55::1 I 1'1 Lunhrw @ nl :t w.c nm pt e mber 29 , 20 16 Re: Our File GOOOS -64400 Dear Ch ief Dea l: AMENDED ITEM lOA OCTOBER 10, 2016 I )ill ltr\l'>p i.J n I ~><J t' .. lf,l• S.tHc I '\I ~) IJ cbnnn ll r, i·lond .t 12211- 90-l \'!!! .. N II ~ Lun ')(}; . J')(, . ()(,0::1 I ::.., W\\'V 1ii.lW.({)f1 1 We re pre se nt Ciate Petrol e un1 Co mpany ('' ate'') which is d es ig nin g and con ·tructin g a se rvice s ta ti on a nd reta il s tore at 535 and 54 1 Atlantic Dou le ard . lt is Gate's int ent to apply to th e S tate of Flor ida Div is ion of lcoholic Beverages and Tobacc o fo r a 2A PS li cense to . e ll bee r a nd wine tor off-pr mi ses con~umption. T he scn·ic e s ta ti on and retail s tore will be ope n 24 ho ur s/da y. T he sa le of b eer and w in e a t the re tail store wil l be c losed bet\.veen th e ho ur of 2:00a.m. an d 7:00 a.m. /\II s tor age a nd di s pl ay areas where beer and/or \vine is sto red a nd so ld will be locked a nd d ark (no t li ght ed) a nd the re lore w ill not be access ibl e to anyone he tween th e hour . of 2:00 a.m . an I 7:00a.m. We under ta nd th :Jt th e C it y ol· At lant ic f1 ea ch Po lice !J e pa rtm cn t ha s he 'n c harge d by Sec ti on 562.1..\(4) of th e Flor ida Stn iut cs with enforc in g ec ti on .., __ ol' t ht.: Cit y o f Atl antic f1each Ordinance Co de , which limit s th e ho ur s of th e sa le of a lcoholi c bev e rage s by licen se d p r em ises opera tin g within th e C it y. In dtsigni n 2 it s re ta il s to re, Ga te see ks confi rm a ti on from yo u regarding the Cit~,:'s enforce me nt of Sl:ctio n 3-2. T he int ent of th e o rdin ance i ·to contro l a nd elirninat' th e 'ale or nlco hol betwe e n 2 a .m. a nd 7 a.m . Th e City h:-~s a ll owed s tores s imilar to th e proposed Gate store to operate 24 ho ur s /da y, co ns istent w ith th e int erpreta ti o n . Ba sed u po n th e int e nt of Sec ti on 3-2, th e Poli ce Dep a rtm nt does no t int e r pre t thi s sec tion to me a n th at Gat e and bus in esses s im ilar to Ga te would be required to physica ll y c lo e and stop se llin g all goo ds d urin g th e.e hour s. ChiL·f .1. \I ichael Deal September 29, 2016 Page 2 AMENDED ITEM lOA OCTOBER 10, 2016 Please eonfim1 this interpretation hy signing this letter bclmv. Thank vnu. ;\cknO\ 'dg~z~~ 'ame: .j MIC-HAEL ..oL:=A-L- lts: A /t/1/Y//C-13eAcH PO J \\ .'07111<>.\ I