11-28-16 Agenda Packet 1
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
NOVEMBER 28, 2016 - 6:30 PM
AGENDA
Invocation and pledge to the flag
Call to order
1. Approval of minutes
A. Approve minutes of the public meeting on November 7, 2016.
B. Approve minutes of the public meeting on November 8, 2016.
2. Courtesy of Floor to Visitors
3. Unfinished Business from Previous Meetings
4. Consent Agenda
ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED TO BE
ROUTINE BY THE CITY COMMISSION AND WILL BE ENACTED BY ONE MOTION IN
THE FORM LISTED BELOW. THERE WILL BE NO SEPARATE DISCUSSION OF THESE
ITEMS. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE
CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY. SUPPORTING
DOCUMENTATION AND STAFF RECOMMENDATIONS HAVE BEEN PREVIOUSLY
SUBMITTED TO THE CITY COMMISSION ON THESE ITEMS.
A. Acknowledge receipt of the Major Public Works Projects Fiscal Year 2016-2017 Status
Report as of November 17, 2016, Building Department Monthly Activity Report for October
2016 and Recreation Programs Special Events Report for October 2016.
B. Award the bid to Sawcross, Inc. in the amount of $358,000 for Construction of the Chemical
Storage and Feed Facility for Phosphorus Removal (Bid No. 1516-12).
5. Committee Reports
None.
6. Action on Resolutions
None.
7. Action on Ordinances
None.
8. Miscellaneous Business (Discussion only)
A. Draft Ordinance for Pilot Program for Permitting Backyard Hens.
B. Agendas/Commission Meetings (Mayor Reeves)
9. City Manager Reports
A. 90-Day Calendar (December 2016 through February 2017)
10. Reports and/or requests from City Commissioners and City Attorney
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, Wednesday, November 23,2016.
2
CITY OF ATLANTIC BEACH
PUBLIC MEETING
BETWEEN MAYOR REEVES AND COMMISSIONER HILL
CITY HALL, SOUTH CONFERENCE ROOM
November 7, 2016 at 8:00AM
IN ATTENDANCE:
Mitchell E. Reeves, Mayor
Jimmy Hill, Commissioner
Donna L. Bartle, City Clerk
AGENDA ITEM 1A
NOVEMBER 28, 2016
Mayor Reeves called the meeting to order at 8:10 a.m. in the South Conference
Room at City Hall.
1. Discussion on Mayor Pro Tern Selection
Mayor Reeves explained he would like to see the Mayor Pro Tern be chosen each
year and asked Commissioner Hill if he has a recommendation. Commissioner Hill
believed that any of the Commissioners would do a good job. Mayor Reeves stated
he is bringing it up at the next Commission Meeting and will decide who to
nominate.
2. Discussion on Golf Cart Ordinance
Mayor Reeves asked Commissioner Hill for the status of the Golf Cart Ordinance.
Commissioner Hill indicated that there is a collection of other ordinances from other
communities and the next step is to get consensus from the Commission as to
whether they are interested in moving forward with it. Commissioner Hill explained
that it has been put off because of other important things going on in the City and
the timing was not right to bring it up. He indicated that he will get with the City
Manager about it. They shared comments that they have heard from citizens and
discussed how allowing Golf Carts could possibly help with parking. Mayor Reeves
stated he believes that the Commission . meetings are too long and asked
Commissioner Hill to start thinking of ideas on how to make the meetings shorter.
Mayor Reeves explained that the topic is on the next Commission meeting agenda
for discussion. There was a discussion about needing at least three meetings to
process the Golf Cart ordinance.
Chris Jorgensen, 92 West 3rd Street, expressed concern that golf carts could add to
the traffic problems.
Mayor Reeves adjourned the meeting at 8:25 a.m.
Donna L. Bartle
City Clerk
Mitchell E. Reeves
Mayor
CITY OF ATLANTIC BEACH
PUBLIC MEETING
AGENDA ITEM 18
NOVEMBER 28, 2016
BETWEEN MAYOR REEVES AND COMMISSIONER STINSON
CITY HALL, SOUTH CONFERENCE ROOM
November 8, 2016 at 8:30AM
IN ATTENDANCE:
Mitchell E. Reeves, Mayor
John Stinson, Commissioner
Donna L. Bartle, City Clerk
Mayor Reeves called the meeting to order at 8:35 a.m. in the South Conference
Room at City Hall.
1. Discussion on Mayor Pro Tern Selection
Mayor Reeves explained the discussion he had at the public meeting yesterday with
Commissioner Hill regarding the topic of Mayor Pro Tern, stating his intent to
appoint a Mayor Pro Tern each year and the item will be added to the agenda for
Monday night. He indicated he has not decided who he will nominate, but asked
Commissioner Stinson to support him in his decision.
2. Board Member Review Committee
Mayor Reeves explained to Commissioner Stinson that he would like to reappoint
him to serve on the Committee for another term if he is interested. He expressed his
reasons noting Commissioner Stinson has done a good job this year and wants him
to follow through with the plans to strengthen the Committees and Boards. Mayor
Reeves gave examples of things the Board Member Review Committee could look
into and provide feedback on relating to recruitment, membership, term limits,
alternate members, and quorum.
Commissioner Stinson stated he would love to continue with the Board Member
Review Committee because he does not feel he has had time to make the changes or
improvements that Mayor Reeves wanted when he started. He indicated there have
only been three meetings. He discussed having meetings even when they do not
have vacancies to fill. He reported hearing comments about alternate members and
believes the guidelines for the alternate member on the Code Enforcement Board
works very well. He explained his plan to have the Committee meet with all the
Chairs of the Boards and Committees to address some of the things Mayor Reeves
spoke about. He stated they will ask things such as how current members should be
appraised and what information do members need. He hopes to have a publication
that can be given to people and can help with recruitment.
Commissioner Stinson reiterated his interest in continuing his service on the Board
Member Review Committee and also stated he will give his full support on whatever
Mayor Reeves decides to do about the Mayor Pro Tern appointment. Discussion
ensued about responsibilities of the Mayor Pro Tern and the advantages of attending
AGENDA ITEM 18
NOVEMBER 28, 2016
training, civic group events, and association/organization meetings in order to
network and gain new ideas. He explained the same applies to the City Manager .
and City Clerk. He mentioned that the City Clerk has been going to the City Clerk's
association events and the City Manager has recently joined ICMA.
Mayor Reeves explained that he has added a topic to the Commission agenda to
discuss Special Magistrates and since the Board Member Review Committee will be
addressing board issues1 he believed this topic relates and can be discussed at this
meeting. He explained the City should have a Special Magistrate in place in case
there is a Human Relations case and the option to use a Special Magistrate instead of
the Code Enforcement Board.
Commissioner Stinson questioned whether he could comment on the topic at this
meeting. Discussion ensued about whether the topic can be discussed. Chris
Jorgensen, 92 West 3rd Street, gave his opinion that he did not see a conflict.
They decided to hold off on the discussion, call another meeting later this week and
invite all the Commissioners. City Clerk Bartle asked what topics they want to
discuss at that meeting. They agreed the topics should include Special Magistrates,
Beautification and Natural Resource Preservation Advisory Committee, and Monthly
Roundtable meetings. They also agreed that the co-chairs of the Advisory
Committee should be invited to the meeting.
Mayor Reeves adjourned the meeting at 9:03a.m.
Donna L. Bartle
City Clerk
Minutes-NovemberB, 2016
Mitchell E. Reeves
Mayor
Page2 of2
Project Name Budget
Efflue~t Outfall Replacement $532,764
Atlantic Blvd Waterline Upgrade $100,000
Update Water System Model $30,000
Well L<>gglng -6 wells $130,000
Replace Water Main on Seminole Rd. $700,000
From Atlantic Blvd. to S-Way
Replace \Yater services on Sea~pray1 $175,000
Nautical and Clippel'$hip
Phosphorus Treatnu~nt Improvements. $225,000
WWTP
2 repairs Gravity Outfall to ICW $30,000
Sewer Line rehab Sea Oats $207,000
Combined plant Replacements $157,000
Control Bubbl., System WTP2 SlS,OOO
New Influent Screens $20,000
Replace Eff Pump 112 $50,000
Rep/oct RAS Pump $50,000
Rep/ace Influent Pump $22,000
Install automated Control Valve at WTP $10,000
3
Meter Project $160,000
Replace control panel a t Oceanwalk lift $20,000
station
Wetwell Top Replacement $24,000
Lift StatTon Suction lines $20,000
Control Components Upgrade SlOO.OOO
Cla rifier Orlve Replacements $225,000
centrifuge S27S,OOO
City of Atlantic Beach
AGENDA ITEM 4A
NOVE M BE.R 28, 2016
Major Public Works Projects
Fiscal Year 2016 -2017
Stat us Report as of 11/17/2016
Project Description Not es
Ut ilit ies Project s
This Is repluement of the end of the beaches combined effluent pipeline Bid opened on 3/2/16; low bid by J.D. Hinson Company exceeded budgeted amount. Jax Beach and Neptune Beach have approved additional funding required.
and Is cost shared by the 3 beach Cities. Once contract docume nts are returned, a pre-constructlon meeting will be scheduled and a Notice To Proceed will be issued . Coi'\SUI~nt ob~aining costs for
new lin e suspended from piling versus burled. Contractor just provided signed contract documents with bond. Pre-construction meeting was held on
7/21/2016. A Notice To Proceed was issued for the project to begin on August 15th. The contractor has ordered supplies a nd components a r" being
manufactured off-<ite. All materials have arrived, and contractor began fusing pipe sections on-site this week (week of 11/14).
Design only. Wiiting on water mode l review.
Evaluating capital improvem,.nt reqUirements and impact If WTP 4ls Model built and calibrated. Consultant preparing and running and evaluating scenarios. Draft Water Model received and under review. Meeting is being
removed from servlce. scheduled with the consultant.
This is a down hole check of the structural Integrity of our drinking water Discussin g ~ope with different consultant to eliminate or reduce subconsultant layering. We may develop a new scope to put this out for bid.
wells.
Design revisions underway· part of s~mlnole Road Str~etscape project. Finaliting design revtslons with stormwater and streeucape components of project.
This project is to repla ce lip to 56 aging wner services on roads in the Specifications are being prepa red for bidding. Anticipate advertisin g ln mid·December or early Ja nuary.
Seaspray neighborhood.
Received grant to offset portion of cost to improve Phosphorus treatments Preliminary engineering Re port compl eted. 60% engineering design completed. Permitting through FDEP and setting up temporary feed system. Project rs out
ottheWWTP. lor bids. Bids will be opened on AUgust 31st. Only one bid was received which was almost twice the budget fo r this project. We wi ll negotiate With the single
bidder to accomplish a modified project ..:ope. Funding may have to come from other projects for the project cost wh ich may be $350,000. We were able to
r~duce the cost dow~ to $158,000, and the addltlonal funding will come from the $275,000 allocated for the Centrifuge Project. A stafF report was p"'pared for
Nov 28 Commrsslon meetlng.
Consultant preparlng TV inspection revi ew to prepare ao assessment and
maintenance plan.
Involves llnlng of aging sewer infrastructu re to reduce water Inflow &-Received scope lor pipe lin ing ; coordinotlng manhole lining scope/cost SpectraShleld. Contractor scheduled to clean & TV likne afterThanl<sgiving a nd perfom
infi ltration (1&1). CI PP lining in mid-December.
woitlng co be ins tolled In November
Screens lliere damaged Walling co be Ins tolled.
Waiting ra be dellvertd
Waiting to be delivered
Pump requirements/specs mav be updated. CoordlnatlnR with vendor to beRin t he wo r~.
This Is for the dispensing of ChioriM Working with vendor to begin the install ation.
This project is to lnstall650 ra dio read meters. It is partly funded by11 FDEP Tills is being coordinated with the meter vendor. WMD Grant contract requires CM signature.
rant
This project is to replace an aging control panel Obtaining quotes from vendor$/ contractors.
This project is to replace fou r wetwell tops with open hatches. ObQining_ quotes from contractors.
This is to replace suction lines at Comella and Selva Marina Lift Stations. Cam ella has a PO waiting on contractor to install. Selva getting quotes to replace.
This project is to replaee the control components for fo ur master lift stations Obtaining quotes from vendors/contractors.
Thi s pro ·ect is to replace two cia rifler drives A scope is belnR prepared to put this pro'ect out to bid .
This is to upgrade the 2nd centrifuge Funds for this project villi be reall ocated to the phosphoru s project.
Project Name Budget
Russell Park Renovation ~
New Budget $125,000
Tideview.s Pa rk Slladtl Structure $0
Twin Lake Parks Design ~25,000
Vet Park Playset Re placement $40,000
Vet Park Stage Screening so
Jordan Park Bathroom Upgrade $10,000
Jordan and Donner Park Playground $82,000
Improvements
lifeguard Station Improvements $40,000
Sem1nole Road lrnprove,.,ents $250,000
Seminole Road Drainage Im provementS $650,000
francis Avenue Drainage Improvements $650,000
Beach Ref'OUrishme f\t so
Atlantic Blvd Bike Plaza $40,000
Stormwate r Master Plan RevieW and $250,000
Update
Aquatic Gardens Project $250,000
Salta rr Project $250,000
Safe Route to School Sldewal~ $0
AGENDA ITE M 4A
N OV EMBER 28, 2016
City of Atlantic Beach
Major Public Works Projects
Fiscal Year 2016-2017
Status Report as of 11/17/2016
Project Description Notes
Parks Projects
Th is project Is to provide ImprovementS to Russell Park including soddln&, Other Improvement> being planned. SSOK grant to supplement fundin g .was delivered by Michelle Waterman of Talbot Island Park on August 22nd. Tennis
irrigation, lighting, and court re pairs. CourtS and Racquetball CourtS remain to be improved
This project is to provide a shade structure over a portion of the viewing area This project is scheduled to ba completed in the flrstquarter of FY 16-17.
of thel'ideviews Park boardwalk.
Re-evaluating task based on Commi$$IOn dltectlon and p Ublic Input from Proj ect reVised; awaiting proposal for pond bank restoratlon. Application for FIND grant funding not submitted this year.
communlrv meetinct .
Working with Vendors to select playground set. Using COJ fUnding secured by Councilman Gulliford to supplement o riginal budget for amphitheater screen covering. Final plans a re to be submitted by July 8th.
Quotes are being received for the covering for the stage in the park. One more quote is pending. Playgrotlnd sets are more than our budget. The installation of
this will be postponed until the coming fiscal v .. r.
This project wi ll provide a sun screen for the raised stoge platform by the The C1ty of Jacksonvill e's Parks & Rec..,ation Department will proVide a ll services (Incl Uding fUnding ) to haVe th15 project completed. The fln alsectlon of the
Americ-an: flag. screening will be insta lled soon .
This project is to repair damages to this bathroom and to upgrade it. The project Is being designed to go out for blds.
Funded by a COBG , this project is to provide ADA compatible plowround The project Is being designed to go out for bids.
equi pment.
Th is project Is to make safe ty and restoration Im provements to the Lifeguard Plans are being develope d.
Station at the end of Adantic Blvd .
Public Works Projects
Consultant revisin.g design to redirect stormwater from Saltair area an d Bidding late Fall of 2016.
Howell Park.
This project is to instllll the drainage component of the Seminole Road Biddi ng late Fa ll of 2016.
Protect.
100% COBG funding. This project is to Improve water and stormwater along Shop drawings reviewed and approved. Construction is 1n progress. The waterline Is almost complete. Drainage Improvements a re being Installed. A conflict
Francis AVenue . The road will also be paved as part of the project. box was installed the week of July 25th for water and sewer. Work is prog{es-sing slow·rv on the rest of the proJect. Tht water ma in lnmtlatlon Is complete. The
Construction In progres~-waterline approximately 90% complete. storm drains are complete, and the project Is approximately 60% complete. The old water line has bee n removed. Curbing began the wee~ of September 19th.
Cu rbing Is continuing the week of September 26th a nd lime rock is being placed in the areas where the curbs have been Installed. The road was paved he week
of October 17th. Driveways and sidewalks are being Installed,
Beach renourlshment 100% paid with Fed eral and County funds . Scheduled fo r summer of 2016. Awaiting start up by COl . The project is scheduled to begin September 6th at the southern end of the project area, Jacksonville
Beach . The proJect h:~s ~gun a,d Is progressing In Jax Beach . The project 1s being re··eva luated to determlne whether dun e restoration from Hurricane
Matthew can olso be added. Contractor w ill get to 4th St. before leaving then return In April/May to complete beach renourlsh ment and dune restoration.
This is to create a park type plua over the retention area for the shopping Design not started. Negotiations have begun with the plaza owner. He has been given a proposed tea1e agreement to review concerning the use a nd
lazo at 3rd Street and Atlontlc Blvd . ma lntenance of the retention area . We are waiting for his response.
This project Is to relllew the City's Stormwater Master Plan and to update This project has been advertised as an RFP. Proposals are duelnto Pu blic Works on Oecember9, 2016. Will issue ammendment to delay bid opening and
the drainage basin Information and to propos~ projects with estimated costs ucond amendment to adjust 1cope once Don retruns.
to complete them.
Project is to review the City's Stormwater Master Plan as it pertains to this PW Is having crews clean the conveyance systems in this area, and funds are being requested in the next fiscal year budget for the Storm water review and
neighborhood aod to design imp rovements fo r more capacity and project design, If po$$ible, construction will also be scheduled depending on timing and funds availability. A design scope has been provided to the City. PW is
stormwater throughput from this. area. determining how to proceed with construction.
Project is to modify existlng construction on Magnolia and Poinsettia and to Consultant is preparing proposal and cost estimate for construction. Neighborhood meeting is sdleduled for August 12th. The neighborhood meeting was held
construct Improvements on Sylvan and Pine St reets and the consensus of t he partlclpants (residents and City Officials as well) was to proceed with the design of a less obtrusive drainage system In the next fiscal
year. Once the design is complete. the project should go oYt for bids for construction ASAP . PW is asking for funds for construction In Ws coming fiscal year.
Construction may be able to begin as early as Spring of 2017. Aye rs Engineering, Inc . is pre paring a proposal to develop new construction plans.
This project is to provide an 8' wide sidewalk along Sherry & Seminole from Design & survey underway. Town Hall meeting held May 7th, Workshop h"ld June 27th. Bid documentS being prepared. Construction schedul ed for second
Ahern to 17th. This project is funded by FOOT. half of 2017. PW Dir to present addit ional info to Commission on July 11th and Town Ha ll Meeting on July 16th. Striping of the proposed path of the SRTS will
be completed the week of July 25th. Additional Town Hall Meeting schedUled for AUgust 27th. The route of the proposed path was palnted the week of July
25th. A consensus of the City Commission was reached at the Town Hall Me.,ting of August 27th to move forward with the project along the east side of
Seminole Road and Sherry Drive and to havo the MOU signed wltn the ITA to commit to this project. The project was approved to move forward With t he 6()%
plans o:>mpletlon. Element Engineering Inc. will be meeting with Public Works to develop plan of action to continue to tnat point.
Project Name Budget
Sldewalk Projects $100,000
Equi pment Garage $75,000
Jas mine Pond $100,000
West Plaza and Carnation Dra inage Project $135,000
Police Building $2,892,700
Project Description
This project is to provide or improve sidewalks.
City of Atlantic Beach
Major Public Works Projects
Fiscal Year 2016-2017
Status Report as of 11/17/2016
Notes
AGENDA ITEM 4A
NOVEM BER 28, 2016
Areas are being considered for sidewalk Installations or improvements. Emphasis is being placed on east-west connectivity.
This project is to install a partially enclosed storage facility for Pub lie Works Th is project is being designed.
equi pment.
This project Is re.tore the bank of Jasmine Pond This project w111 be designed by a consultant.
Th is project ls to prow ides dra inage Improvement as specified in the This project w111 be designed by a consulta nt.
Stormwater Master Plan
PO building upgrades and improvements. Pollee Department moved to Utilities building at 902 Assisi. Wall demolition and new slab construction unde rway. Retaining wall is complete. The slab Will be
pour ed and wall construction will begin within the next two week.s. 9/21/16: The slab Is complete and exterior walls a re a lmost complete. Many of the Interior
owner-selected items have been selected. Fire station doors wi ll be removed for JFRD . A fire stop beam will be redesigned and installed between the fire
station and PO building. 9/28/16: Walls are almost complete. Roof Installation will be completed by the second week of November. Final selections o flnterior
elements are being made. Door keying and low voltage scope are currently being addressed.
Permits Issued
FY2016
Single Family/SF Attached 112
Duplex 1
Multi Family 1
Residential Addition 53
Commercial New 7
Commerical Addition 1
Other 2556
TOTAL 2731
Building Department Monthly Activity Report
October 2016
Building Permit Fees Construction Value
FY2017YTD FY2016 FY2017 YTD FY2016
15 $129,918.23 $20,792.33 $38,690,936.00
0 $0.00 $0.00 $0.00
0 $0.00 $0.00 $0.00
4 $16,902.21 $519.18 $4,130,721.00
0 $6,068.85 $0.00 $2,354,105.00
0 $140.00 $0.00 $18,000.00
206 $261,892.99 $19,387.37 $23,765,152.52
225 $414,922.28 $40,698.88 $68,958,914.52
Inspections
FY2017YTD
$6,451,735 .00 Building
$0.00 Plumbing
$0.00 Mechanical
$63,835.00 Electrical
$0.00 Roof
$0.00 Other
$1,068,759.14 TOTAL
$7,584,329.14
Permits Issued October 2016
Building Construction Fees Collected October 2016
No . Issued Permit Fees Value
Single Family/SF Attached 15 $20,792.33 $6,451,735.00 Re-lnspection Fees $440.00
Duplex/ Multi-Family 0 $0.00 $0 .00 State Surcharges $1,357.88
Residential Addition 4 $519 .18 $63,835.00 10% City Retained Surcharge Fees $135.79
Res. Alteration/ Other 10 $1,336.43 $182,885.00
Commercial New 0 $0.00 $0.00 Inspections October 2016
Commercial Addition 0 $0.00 $0.00
Comm. Alteration/ Other 5 $349.27 $94,067.00 Building 284
Demolition 3 $300.00 $26,500.00 Plumbing 81
Swimming Pool 0 $0.00 $0.00 Mechanical 66
Roof 16 $1,187.82 $77,562.50 Electrical 99
Driveway/ ROW 8 $240.82 $47,856.64 Roof 60
Fence/ Wall/ Barrier 13 $455.00 $39,052.00 Other 10
Electrical 55 $5,376.20 $151,466.00 TOTAL 600
Mechanical 53 $5,269.00 $288,461.00
Plumbing 29 $3,513.00 $18,150.00 Residential Projects to Note:
Sign 0 $0.00 $0.00 Aquatic Townhomes: 102 Aquatic Dr.
Res. Accessory Structure 2 $474.50 $85,700.00
Fire 0 $0.00 $0.00
Shed 0 $0.00 $0.00 Commercial Projects to Note:
Other Misc. 12 $885.33 $57,059.00
TOTAL 225 $40,698.88 $7,584,329.14
AGEN DA ITE M 4 A
N OVEM BER 28, 2016
FY2016 FY2017YTD
3327 284
919 81
817 66
1008 99
797 60
97 10
6965 600
AGENDA ITEM:
SUBMITTED BY:
DATE:
BACKGROUND:
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM 48
NOVEMBER 28, 2016
Chemical Storage & Feed Facility for Phosphoms Removal
BidNo.1516-12 ~~~
Don lacobov itz, Publi c Works Directo~ 77
November 10,2016
A bid opening for the Chemical Storage & Feed Facility for Phosphorus Removal under Bid
1516-12 was held on August 3 1, 2016. The project was advertised in the local newspaper as
well as with national bid services an d only one bid was received from Sawcross, Inc. in the
amount of$388,000. The City, along with the engineer, J. Collins & Associates, LLC reduced
the project cost by $30,000, through elimination of a building petmit cost of $5,000 and a
general conditions deduct of$25,000 as more definitive ly described in writing in the attached
letter from Sawcross, Inc. dated November 2, 2016.
Upon renewal of the FDEP Pennit for the City's WWTP, start ed in 2013 and finalized in 2014,
FDEP established new numeric nutrient criteria for Total Phosphorus that was previously not
required in prior permits. It is now required under our new operating conditions. FDEP issued
an Administrative Order (AO) to provide time for the City to make phosphorous improvements.
The City was successful in obtaining a St Johns Rive r Water Management Di strict (SJRWMD)
cost-share grant of$62,700 for facility construction which has time restrictions associated with
the awarded funding.
Time is very c ri tical to move this project fotward due to the requ irements of the AO to hav e the
WWTP in compliant operation by reducing the phosphorous discharge, the City FDEP WWTP
operating penn it, and the potential loss of the awarded grant monies.
BUDGET:
The original budget for the project under account 410-5508-535-6300 is $225,000.
Staff intends to fund the total $358,000 by encumbeling the add itional $133 ,000 needed from the
$275,000 set aside in the same account for a 2nd Centrifuge at WWTP. The centrifuge project
will be postponed to the following budget year.
RECOMMENDATION: Award the bid to Sawcross, lnc. in the amount of$358 ,000 for
construction of the Chemical Storage and Feed Facility for Phos phoms Removal.
ATTACHMENTS: 1516-12 Bid Tab
Letter from Sawcross, Inc. with revised project total of$358,000
REVIEWED BY CITY MANAGER: __ L_/--'t/:_..:u-t~L-......I~.,L.;<{'-""u,:=--t---<,.___ _______ _
.a s
#
City of Atlantic Bea ch
Chemical Storage & Feed Facility for Phosphoro us Removal
August 31 , 2016
BID 1516-12 3 ·00 PM
Sawcross , Inc .
Required Documents
Submission in Tri plicate X
Document Requirement s Checkli st X
Bid Form (*and required Sec ti on 0300 Doc um ents) X
Bid Security -5 % * X
List of Subcontractors * X
W-9 Form * X
Public En tity Cri me s Statement * X
Co ntra ctor's License * X
New Vendor In formation Form X
Drug Free Workplace X
Experience: 12 ycnrs; Minimum of 3 simil ar projects X in pnst I 0 years: List of simi lar projects.
Qualilications: In business & licen sed as Gene ral X Contractor for minimum of 12 years
Financia l: Last 2 years X
Insurance X
References: 5 X
Documcntaion of Receipt of Any Addenda N/A (Que s tions & Answers only)
TOTAL LUtvlP SUM $388,000.00
• Required Items of Section 0300
AGENDA ITEM 48
NOVEMBER 28, 2 0 16
~~
~~
SAWCROSS INCORPORATED
AGENDA ITEM 48
NOVEMBER 28, 2016
10970 NEW BERLIN ROAD JACKSONVILLE, FL 32226-2270
904-751 -7 500 {VOICE) 904-751-0600 (FAX) WWW.SAWCROSS.COM (INTERNET)
November 2, 2016
J Collins Engineering Associates LLC
11516 San Jose Blvd
Jacksonville, FL 32223
Subject: COAB Chemical Storage and Feed System for Phosphorus Removal
Dear John:
The cost savings for the subject project is as follows:
Base Bid ............................................................................... $388,000.00
Building permit cost deduct.. ................................................ $5,000.00
Sawcross genera l conditions deduct .................................... $25,000.00
Total revised bid amount.. .................................................... $358,000.00
The gen eral cond itions deduct is because we were awarded the Neptune Beach WWTP
p roject and can do both of these projects together. In order for this revised bid amount to
happen we would need t he award for this project to be by the middle to end of November or
sooner if possible. Let me know if you have any questions.
Sincere ly,
~~~
Mark Hickinbotham, P .E.
President
CONTRACTORS & ENGINEERS
CGC 36203 CMC 56728 C UC 56787 U C 300564
ORDINANCE# TO BE PROVIDED ON FIRST READING
AGENDA ITEM 8A
NOVEMBER 28, 2016
AN ORDINANCE OF THE CITY OF ATLANTIC BEACH
CREATING A PILOT PROGRAM FOR PERMITTING
BACKYARD HENS IN CERTAIN RESIDENTIAL DISTRICTS
SUBJECT TO AN ANNUAL FEE OF $50; LIMITING THE
NUMBER OF PERMITS ISSUED UNDER THE PILOT
PROGRAM TO 50; PROVIDING FOR EVALUATION AND
REPORTING OF THE PILOT PROGRAM BY THE CITY
COUNCIL AFTER EIGHTEEN MONTHS; PROVIDING FOR
SEVERABILITY; PROVIDING AN EFFECTIVE DATE
WHEREAS, Article VIII, Section 2 of the Florida Constitution provides that municipalities
shall have governmental, corporate and proprietary powers to enable municipalities to conduct
municipal government, perform municipal functions and render municipal services; and.
WHEREAS, pursuant to the referenced provision of the Florida Constitution, a city may
exercise any power for municipal purposes except as otherwise provided by law; and
WHEREAS, the importance of sustainability and local food sourcing has inspired an interest in
backyard and community food production within our city limits, and
WHEREAS, many communities in Northeast Florida and throughout the United States have
been exploring and implementing programs to integrate the keeping of backyard chickens into urban
and suburban residential settings;
WHEREAS, chickens are social not solitary animals, can make good pets, and findings
indicate that five (5) are sufficient to meet the needs of the average family's egg .consumption; and
WHEREAS, residents of the city living in residentially zoned areas that are not currently
allowed to keep chickens have indicated a desire to do so, asking that special attention be initiated as to
how chickens can be successfully and lawfully integrated into their residential environments; and
WHEREAS,.the findings and recommendations of the City Commission have been considered,
NOW, THEREFORE, BE IT ENACTED BY THE CITY COMMISSION ON BEHALF
OF THE PEOPLE OF THE.CITY OF ATLANTIC BEACH FLORIDA:
Section 1. Purpose and Intent. Creation of a pilot program to permit backyard hens in certain
residential zoning districts in which they are currently not permitted. This ordinance establishes
criteria and limitations so as to avoid adverse impacts on neighboring properties and residents, and to
provide for the health and safety of the chickens. Nothing herein shall supersede any legally adopted,
recorded restriction within any platted neighborhood.
Section 2. Creation, Limitation, Permits, Approvals and Fees under the Pilot Program.
The Commission hereby approves a pilot program for permitting backyard hens in certain residential
districts enumerated herein, upon meeting the performance standards and development criteria set forth
below in Section 3, and subject to the following conditions:
AGENDA ITEM SA
NOVEMBER 28, 2016
(A) The pilot program shall allow for the issuance of no more than 50 permits households
within the Atlantic Beach City Limits. Permits shall be for one year and issued on a first
come, first served basis and only upon the subject applicant meeting the standards and
development criteria set forth in Section 3.
(B) A $50 permit fee shall be required for each application or annual application renewal
approved.
(C) Within 60 days of the effective date of this ordinance, the Building and Zoning Department
shall create an application for a backyard hens permit and shall establish an administrative
procedure for issuing said permits, collecting the permit fees, ensuring that an application
meets the requirements for issuance of the backyard hens permit and for annual
inspections, and for maintaining a database. for tracking the households which receive
permits and renewal of permits
(D) The pilot program shall remain in place for two (2) years at which time it shall be
evaluated and extended or discontinued by action of the Council.
(E) Within eighteen (18) months from the effective date ofthis ordinance, the City Manager
shall evaluate and review the pilot program, with input from Animal Control and the
Building and Planning and Zoning Department, and shall issue a report as to the success of
the pilot program, complaints lodged and the welfare of thehens being kept within the
Atlantic Beach City limits.
Section 3. Backyard Hen Permits Special Conditions. The permit for backyard hens issued
pursuant to this ordinance shall be subject to the following regulations, standards and development
criteria:
(A) For the purpose of this pilot program, a hen (gallus domesticus) refers only to a female
chicken. Up to five (5) hens (gallus domesticus) shall be permitted in the back yard of a
single family home located in the RS-L, RS-1, RS-2, RG, and RG-M zoning districts. The
aforementioned land requirements are the gross area of premises harboring such hens and
include areas used by the resident for residential or other purposes, in addition to the
keeping of the hens, subject to the following standards and development criteria:
(i) Hens shall be kept within a coop or enclosure and will not be allowed to be free
roaming. A fenced or wired.in area, or pen is required in conjunction with a coop to
provide an outside exercise area free from predators for hens. Said area shall be of a
size that allows access to foraging area, sunlight, etc.
(ii) The coop shall be screened from the neighbor's view, using an opaque fence and/or
landscape screen or evergreen plantings.
(iii) Any Hen coop and/ or fenced enclosure shall be located in the rear yard of the
property unless the property is deemed to have double frontage. No coop, enclosure
or hens shall be allowed in any front or side yard (comer lots and through lots shall
be excluded from side setback restriction) unless as otherwise described above.
(iv) All coops will be required to obtain a building permit from the Building and Zoning
Department.
(v) The coop shall be covered and ventilated and a fenced enclosure/run is required that
AGENDA ITEM SA
NOVEMBER 28, 2016
is well drained so that there is no accumulation of moisture. The coop and enclosure
shall be completely secured from predators, including openings, ventilation holes,
doors and gates (fencing or roofing is required over the enclosure in addition to the
coop.)
(vi) The coops shall provide a minimum of three (3) square feet per hen and be of
sufficient size to afford free movement of chickens. The coop must be easily
accessible for cleaning and maintenance.
(vii) All stored feed shall be kept in a rodent and predator proof container.
(viii) Hens may not be kept on duplex, triplex or in multifamily properties.
(ix) No male chickens (roosters), ducks, geese, turkeys, peafowl, pheasants, quail or any
other poultry or foul may be kept under this pilot program.
(x) Hens shall be kept for personal use only. The selling of hens, eggs or manure or the
breeding of chickens for commercial purposes is prohibited.
(xi) Hens shall not be permitted to trespass on neighboring properties, be released or set
free and shall be kept within a coop and enclosure at all times.
(xii) Hen coops and enclosures shall be maintained in a clean and sanitary condition at all
times. Hens shall not be permitted to create a nuisance consisting of odor, noise or
pests, or contribute to any other nuisance condition.
(viii) No dog or cat that kills a hen shall, for that reason alone, be considered a dangerous
and/or aggressive animal.
(xiv) Hens that are no longer wanted by their owners shall not be taken to Animal Control,
nor shall the be released.
(xv) All residents wishing to acquire hens for use in residential, or that currently have
existing hens, must evidence the completion of a hen keeping seminar from the
Duval County Agricultural Extension Office .. Upon submission of a completed
application as determined by the Building .and Zoning Department, completion of the
seminar from the Duval County Agricultural Extension Office, and payment of the
$50 permit fee, the Building Department shall issue the permit.
(xvi) All hen coops or enclosures shall meet the setbacks for accessory structures pursuant
to Section 24-151 (b)(l)k. Storage and Tool Sheds oftheAtlantic Beach Land
Development Regulations except that chicken coops may not exceed 6 feet in height
and may not exceed 1 00 square feet.
(B) As a condition of the issuance of a permit, a permit holder consents to inspection of his or
her property upon complaint to the City or Animal Control as related to backyard hens.
Following a complaint as to a particular property and upon notice to the permit holder, the
permit holder shall allow the Animal Control to enter onto his or her property to ensure
compliance with the regulations, standards and development criteria herein. The permit is
also subject to the condition that, if the pilot program is not extended than all permits will
be required to remove all hens from the property, and cease further raising of said hens.
(C) Chicken coops and runs shall be maintained in a clean and sanitary condition at all times.
Chickens shall not be permitted to create a nuisance consisting of odor, noise or pests, or
contribute to any other nuisance condition.
(D) In a public health emergency declared by the Duval County Health Department,
including but not limited to an outbreak of Avian Flu or West Nile virus, immediate
corrective action may be required, in accordance with applicable public health regulations
and procedures and in conjunction with Animal Control Services.
AGENDA ITEM SA
NOVEMBER 28, 2016
Section 4. Violations of the Ordinance: In the event that a violation of this Ordinance occurs,
the City shall have the right to one or more of the following remedies or actions:
(A) Institute a code enforcement proceeding and prosecute code violations against the violator
and the property owner of the real property where the violation occurs.
(B) Take any other action or remedy authorized by law or in equity, including but not limited to,
instituting an action in court to enjoin violation actions, in which case the violating person
shall be liable to the City for reimbursement of the City's attorneys' fees and costs concerning
such action.
(C) Revoke the permit for the keeping ofhens on the property.
Section 5. Severability: If an section, sentence, clause, phrase, or word of this Ordinance is,
for any reason, held or declared to be unconstitutional, inoperative or void, such holding or invalidity
shall not affect the remaining portions of this Ordinance, and it shall be construed to be the legislative
intent to pass this Ordinance without such unconstitutional, invalid or inoperative part therein.
Section 6. Oversight Department: The Building and Zoning Department shall oversee the
pilot program as described herein. This Department shall coordinate with the Animal Control Division
as to the evaluation report required by Section 2 herein and also with the Duval County Agricultural
Extension Office.
Section 7. Sunset: The provisionsofOrdinance -__ ,providing for a pilot program for
backyard hen permits, shall sunset, be repealed, and be of no further effect on , unless
extended in subsequent legislation.
Section 8. Effective Date. This ordinance shall become effective upon adoption and second
and final reading.
Passed by City Commission on first reading this __ day of _____ 2016
Passed by the City Commission on second reading this_ day of _____ 2017
ATTEST:
DONNA. L. BARTLE
City Clerk
Approved for form and correctness:
BRENNA DURDEN
City Attorney
MITCHELL E. REEVES, MAYOR
.fE~x City of Atlantic Beach ·~JJ Temporary Ba ckyard
Chicken Application ~Tc ,/
The Temporary Backyard Chicken Pilot Program allows residents of
single family homes to keep chickens on developed single family
residential properties. All temporary permits will expire on February
28 , 2018. The City Commission may decide to extend , make
permanent, or cease the pilot program prior to this date.
Process : There are 50 permits available and they will be issued on a
first-come, first-serve basis. All applications will need to be complete
With all required attachments prior to being processed. Please ensure
that all documents in the submittal requirements list to the right are
included before submitting your application . Th e Ci ty will review the
application to make compliance determinations under Ordinance 16-
2092. Following issuance of the Temporary Backyard Chicken permit,
C ity staff will perform an inspection to ensure compliance.
App li cant
Name
Address
Phone/Fax
E-Mail
Ow"ner
Name
Address
Phone/Fax
E-Mail
Number of
chickens
(max allowed
4, hens on lv)
Name of
Homeowners'
Association
(HOA)
Fence type
and height
(fence must
be opaque)
Applicant Name (Pri nt) Signature
AGEN DA ITE M SA
NOV EMBER 28, 20 16
Permit Number (Comp leted By Staff)
Submitta l Req uirements
[ J Enclosure Plan
Provide a plan showing coop construction
materia ls and methods as well as anchoring
methods, such as tie-downs. Include verification
t hat the enclosure is constructed to be
impermeable to rodents and predators .
[] Proposed Site Plan (or Sketch): Show the
property lines, existing structures such as house,
sheds, p o o I s etc ., and the location of t h e
proposed structures. Include the distance from
the side and rear property line and primary
structure on adjacent lots. An aerial photograph
(using Google Maps or similar) may be utilized to
show the distances from neighboring primary
structures.
[ ] Fe nce Verificati on
Include a description of the proposed or existing
fence. New fences w ill require a fence per~it
through the Bui ld ing Division. Fences are required
to be opaque and 6ft. high.
[ ] Duva l County Agricu ltural
Extension Services Extension
Service Documentation
Include documentation of completion of a
Backyard Chicken Class through the
Extension Service. Contact Duval County
Extension Center at Phone: (904}255-7450 for
information on upcoming cl asses.
[ ] HOA Lett er
If you are part of a Homeowners' Association,
provide a letter from the HOA stating you are
able to have chickens at your home.
[]Permiss ion letter f rom pro perty owner.
If you rent a property you will need to provide
written perm ission from the property owner,
they will also be required to sign the affidavit.
[]Completed Affidavit
To ensure that the chicken coop and run will
be designed, constructed and operated to
the standar ds outlined in this Ordinance
[ ] Application fee: $50
Date
Requirem e nt {Refere nce Ord . Insert Number
Single family property (Yes/No)
Coop Height: No Taller Than 6Ft.
Total Size of Coop: Maximum 100 SF
Construction Materials and Anchoring Methods
Included with Application (Yes/No)
Chicken Coop Is Impermeable to Rodents , Wild
Birds , Predators, and Weather
(Plan Provided with Permit Application)
Space Per Chicken (Not less than 3 SF)
Fenced run (10 SF per chicken)
Location (minimum 5 ft . from the side and rear
lot line, at least 5 ft . from any primary structure
on an adjoining lot)
Opaque wall or fence (6 ft. high)
Affidav it
Appli cant Ve rif icat ion
AGENDA IT EM SA
NOVEMBER 28, 2016
City Verification
(SCPA)
By applying for a temporary permit, persons applying for such permit thereby (a) agree to the terms and conditions of
Ordinance Inse rt Number, (b) grant the City and its officers , employees and agents a right-of-entry upon the subject
property (including the rear yard) for inspection purposes to ensure compliance with this Ordinance prior to and after the
issuance of a temporary permit, (c) agree to remove chickens and chicken coops and enclosures upon the termination or
exp iration of a temporary permit and/or this Ordinance , and (d) hold the City and its officials, officers, employees and agents
harmless concerning matters re lating to or concerning the temporary permit and this Ordinance . The chicken coop and run
will be qesigned , constructed and operated to the standards outlined in this Ordinance . The drawings submitted as part
of the petition are a reasonably accurate rep resentation of the subject site features and adjacent properties .
Applicant Name (Pri nt) -----------Signature ---------------Date ----
Owner Name (If
ARTICLE II.-CITY COMMISSION!Zl
Sec. 2-19.-Rules of conduct and procedure at meetings.
AGENDA ITEM 813
NOVEMBER 28, 2016
The following rules shall govern procedure and conduct of city commission meetings:
(1) Rule 1. The mayor-commission shall preside at all meetings of the city commission, call the
members to order at the hour appointed for each meeting and, upon the appearance of a
quorum, proceed to business. He shall have general control of the chamber and in case of
disturbance or disorderly conduct therein, he may cause the same to be cleared. The mayor
shall preserve decorum and order, may speak to points of order in preference to other
members, and shall decide all questions relating to the priority of business or of order, without
debate, subject to appeal to the city commission by any member as a matter of course, and on
the appeal, it shall require a majority vote of the members to sustain the appeal.
(2) Rule 2. The mayor-commissioner shall declare all votes. A roll call of the yeas and nays on any
question shall be taken upon the request of any one (1) member. The roll call shall be
conducted as follows: The city clerk shall arrange the names of the members of the city
commission in alphabetical order, and each call of the roll shall be restated in a manner so that
upon each call thereof, he will commence with the member's name that was called second upon
the preceding roll call, and thereafter proceed to call the roll according to alphabetical order;
except, that the mayor-commissioner's name shall be called last.
(3) Rule 3. When a member is called to order, he shall immediately take his seat, and the presiding
officer shall pass upon the point of order.
(4) Rule 4. No member shall speak at any meeting more than twice on the same question, or more
than five (5) minutes at any one time.
(5) Rule 5. No member shall be interrupted by another without the consent of the member who has
the floor, except by rising to a question of order.
(6) Rule 6. No member shall absent himself from the meeting before adjournment for more than
five (5) minutes at a time without leave of the presiding officer.
(7) Rule 7. The order of business shall be as follows:
a. Approval of minutes of preceding meetings;
b. Courtesy of floor to any visitors who desire to bring a matter to the city commission's
attention;
c. Unfinished business of preceding meeting;
d. Consent agenda;
e. Report of committees;
f. Action on resolutions;
g. Action on ordinances;
h. Miscellaneous business;
i. City manager reports;
j. Reports and/or requests from city commissioners and city attorney.
(8) Rule 8. The mayor-commissioner may appoint, from time to time, such special or select
committees as in his discretion he deems desirable, or as may be desired by the city
commission, to expedite the handling of the business and affairs of the city.
(9) Rule 9. It shall be the duty of all committees to report on every subject referred to them at the
next regular meeting following the reference; provided, the city commission may direct a report
Page 1
AGENDA ITEM SB
NOVEMBER 28, 2016
to be made at an intervening adjourned meeting. If any committee fails to report on any matter
as required, they may be relieved of further consideration of the matter, and it be otherwise
disposed of by the city commission.
(1 0) Rule 10. Upon every matter referred to a committee, the committee or a majority thereof shall
meet for inquiry or deliberation, and no report of or concerning the matter shall be made unless
a majority of the committee shall have signed the same.
(11) Rule 11. It shall be the duty of the chairman or vice-chairman of all committees to which any
pending matters have been referred to cause their committee to meet to consider and dispose
of its pending business, and as far as practicable, to give advance notice of the time and place
of such meeting to all members of the city commission, the city clerk, city manager and other
persons known to be interested in favor of, or opposed to, the particular matters proposed to be
considered.
(12) Rule 12. All reports of committees shall be in writing and shall be filed by the city clerk. All
special reports shall state the facts substantially appearing before the committee.
(13) Rule 13. Upon the reading of petitions and communications and upon introduction of bills and
resolutions other than those appearing upon the official agenda, the presiding officer shall order
same received or filed or referred to proper committees, and the order made shall prevail unless
motion for other disposition of the matter in question shall be made and prevail.
( 14) Rule 14. Every petition or other paper shall, previous to presentation, be so endorsed as to
clearly indicate the substance of the contents. Its reference or other disposition shall be
endorsed on it by the city clerk.
(15) Rule 15. Proposed ordinances may be introduced at any meeting of the city commission,
provided the same are prepared in written or printed form. Unless copies of the proposed
ordinances shall have been previously delivered to the mayor-commissioner and each member
of the city commission at least three (3) days prior to the meeting at which they are introduced,
no action on the passage of the same shall be taken at the meeting at which introduced except
by unanimous consent of all members of the city commission present. The city manager, city
clerk and city attorney shall, when requested by the mayor-commissioner or any member of the
city commission, exert their best efforts to assist in the preparation of proposed ordinances and
cause copies thereof to be delivered to the mayor-commissioner and each member of the city
commission at least three (3) days prior to the next scheduled meeting of the city commission
following the request.
(16) Rule 16. In acting upon all proposed ordinances or resolutions, the yeas and nays shall be
taken upon the disposition made at each reading thereof, and shall be entered upon the journal
of the proceedings of the city commission.
(17) Rule 17. Any proposed motion, resolution, ordinance or suggested amendment thereto may be
withdrawn by the mover or the proposer at any time before amendment or putting it to a vote.
(18) Rule 18. The city manager shall furnish each member of the city commission with a list of
unfinished business of the preceding meetings, and a separate list of unfinished business
generally, in the order of its introduction, and a separate list of new matters expected to be
presented at the meeting, prior to every meeting.
(19) Rule 19. The city manager shall submit regular written monthly reports to the city commission.
(20) Rule 20. After the decision of any question, it shall be in order only for a member voting on the
prevailing side to move a reconsideration at the same or next regular meeting. If a motion to
reconsider is lost, it shall not be renewed and reconsidered without the unanimous consent of
the city commission in attendance at the meeting at which reconsideration is requested.
(21) Rule 21. Any rule, except Rules 16 and 17, may be temporarily suspended for special reasons
by a vote of the majority of the members of the city commission present.
Page 2
AGENDA ITEM 8B
NOVEMBER 28, 2016
(22) Rule 22. In all cases involving points of parliamentary law, "Robert's Rules of Order" shall be the
book of reference, and its rules, so far as they are applicable and not in conflict with the
provisions of the city's Charter, this Code or other city ordinances, shall be the rules of the city
commission.
(23) Rule 23. The mayor pro tem shall exercise the duties and powers of the mayor-commissioner
during his absence or disability.
(24) Rule 24. It shall be the duty of the city clerk or her/his designee to attend all meetings of the city
commission and to record and keep the minutes and records thereof. The minutes of such
meetings shall be promptly recorded for public inspection as required by state law. It shall be
the duty of the mayor-commissioner, and in his absence, the mayor pro tem or other city
commissioner, to see that the proceedings of every meeting are properly and promptly recorded
by the city clerk or her/his designee, and the record of every meeting shall be signed, when
approved, by the city clerk or her/his designee and the mayor-commissioner or the mayor pro
tem or other city commissioner who presided thereat.
(25) Rule 25. Any city commissioner or charter officer may request that any motion be presented in
writing.
(26) Rule 26. The city commission may take action on a matter which, because of time constraints,
has not been included on the agenda for their meeting, if such matter is declared to be an
emergency by the affirmative votes of the majority of the members of the city commission. The
passage of emergency ordinances and resolutions, however, shall be in accordance with
Section 18 of the City Charter.
(27) Rule 27. It shall be the duty of a city commissioner who will be absent from any city commission
meeting to notify the other commissioners of any such anticipated absence. Said notice shall be
given as far in advance as possible, either orally at a meeting prior to the one which the
commissioner will be absent from, or by e-mail to the city clerk, who will then forward the notice
to the other commissioners. If the notice includes a request for an excused absence, it shall
state briefly the reasons why the excused absence is being requested, and the other
commissioners shall vote on the request at the meeting at which it is orally requested or as an
agenda item at a subsequent meeting following notice by e-mail.
(28) Rule 28. City commissioners shall be prohibited from accepting or sending any electronic
communications via cell phone or other device during the course of a city commission meeting.
Electronic communications include, but are not limited to, emails, Blackberry PINs, SMS
communications (text messaging), MMS communications (multimedia content), and instant
messaging. City commissioners may have cell phones turned on during city commission
meetings, to be used only in the event of an emergency.
(Code 1970, § 2-5; Ord. No. 5-88-20, § 1, 12-12-88; Ord. No. 5-97-29, § 1, 2-24-97; Ord. No.5-
01-36, § 1, 11-12-01; Ord. No. 5-12-56, §§ 1, 2, 8-27-12; Ord. No. 5-12-57, § 1, 11-26-12)
Page 3
SL 'l\D.\ Y ,\10:--.:D .\Y
4 5 6
Acoustic Night
3-5 pm
Johansen Park
11 12 13
Commission Mtg
6:30 pm
(Invo c -Hill)
Videotap ed
18 19 20
Songwriters'
Concert
6 -8 pm
Adele G rage
25 26 27
City Offices
Closed
MAYOR AND COMMISSION
December 2016
TLTSD.\Y \\"lm:\:ESD. \ Y Tlll'RSD .\ Y
1
Holiday Artisans '
Faire 5 -9 pm
Adele Grage
7 8
Newsletter Due
(R eeve s)
14 15
21 22
Due D ate fo r
1/9
Agenda Items
28 29
2
9
16
23
30
FRID.\ Y
AGENDA ITEM 9A
NOVEMBER 28, 2016
S.\TURD.\Y
3
Tree Lighting
3-8 pm
T own Center
10
17
24
City Offices
Closed
31
SL:~D .\ Y :\IO~D.\Y
1 2 3
City Offices
Closed
8 9 10
Commission Mtg
6 :30pm
(Invoc-Harding)
15 16 17
Martin Luther
King, Jr. D ay
City Offices
Clo sed
22 23 24
Commission Mtg
6:30pm
(lnvoc-Waters)
29 30 3 1
MAYOR AND COMMISSION
January 2017
Tl'ESD.\Y \\"ED~ESD .\ Y Tl ICRSD.\Y
4 5
11 12
18 19
25 26
AGENDA ITEM 9A
N OVEMBER 28, 2016
FRID.\ Y S. \TL'RD . \ Y
6 7
Newsletter Article
Due (VanLiere)
Due Date for
1123
Agenda Items
13 14
20 2 1
Town Hall Meeting
10 am-Noo n
Chamber
(Tentative)
27 28
~L':--.:D .\ Y \IO:--.:D .\Y
5 6 7
12 13 14
Commission Mtg
6:30pm
(Invoc-R eeves)
19 20 21
President's Day
City Offices
Closed
26 27 28
Commission Mtg
6:30pm
(Invoc-Stinson)
MAYOR AND. COMMISSION
February 2017
TL'E~D \Y \'\TD:--.:ESD .\Y TIIL'R~D .\Y
1 2
8 9
News letter D ue
(Stinson)
15 16
22 23
3
10
17
24
A GE NDA ITEM 9 A
NOVEM BER 28, 2016
FRID.\Y S.\TL'RD.\Y
4
11
Due Date for
2/27
Agenda Items
18
25
Due D ate for
3/
Agenda Items