Loading...
11-10-16-Handout- Agenda- John Stinson CITY OF ATLANTIC BEACH COMMISSIONER ROUND TABLE DISCUSSION 10th of NOVEMBER 2016 AGENDA 1) Special Magistrates (1:30pm- 1:45pm) a) Background: i) At the Commission round table meeting held on the 8th of November 2016, and during discussion on the appointment process to the Board Member Review Committee,the topic of using magistrates rather than citizen boards was mentioned briefly during discussions. Since the idea was not a topic of the meeting notice posted and publicized,this topic was not discussed and became the originating reason for the round table meeting of the 10th of November 2016; ii) Commissioner Stinson requested a discussion with Mayor Reeves about the use of magistrates as substitutes for citizen boards to be able to convey his opinion on the matter to Mayor Reeves. b) Advantages &Disadvantages: (1)Advantages: (a) Does not have the potential for creating tension or conflict between residents; (b)Minimizes administrative responsibilities of City staff. (c) (d) (e) (2) Disadvantages: (a) No sensitivity to factors that may or may not be influential in the matter; (i) Less humanistic, more judicial; (b)Additional City staff responsibilities. (c) (d) (e) c) Recommendation: None. 2) BNRPAC (1:45 pm- 2:00 pm) a) Background: i) Initially brought for discussion in the City Commission meeting of the 22nd of August 2016, moved forward with City Commission consent on the 12th of September 2016 and members nominated and appointed on the 10th of October 2016.The Town Hall meeting of the 15th of October 2016 considered the "charge" of the Committee (minutes from that meeting are attached). b) Draft Commission Charge and List of Administrative Tasks (document attached); i) Recommendations received since draft was prepared: (1) Sunset for the standing committee; (2) Consider recycling; (3)Advisory committee to name standing committee. (4) (5) (6) ii) List of Administrative Tasks: (1)Advisory Committee assigned some administrative tasks; (2) Coordination with City staff. (3) (4) (5)A c) Recommendations: Incorporate the suggestions presented at the round table meeting of the 10th of November 2016 into the draft charge as a revision to the draft charge document currently included in the Commission meeting agenda packet for the Commission meeting of the 14th of November 2016. 3) Commission Monthly Round Table Meetings (2:00 pm- 2:15 pm) a) Background: i) Monthly Commission round table meetings,voluntary in participation requirements, are seen as a viable tool to streamline and improve the efficiency of regularly scheduled City Commission meetings (See Agenda Item No.4 below). Round table discussions allow Commissioners to more adequately and openly discuss difference of opinions,to ethically rely on the expertise of fellow Commission members,and to brainstorm as a group with City staff on ideas and proposals desired by the residents and staff that otherwise may not have a readily identifiable compromise to solution. b) Recommendation: The Commission would meet Friday following the first regularly scheduled Commission meeting of each month for the next four months to evaluate the effectiveness of monthly round table meetings. 4) Procedures for Agendas&Commission Meetings (2:15 - 2:45) a) Background: i) Regularly scheduled City Commission meetings for many reasons tend to run late into the evenings.This extended schedule disenfranchises and discourages residents from attendance and even from watching live stream videos.Agenda items, at times, are moved up or down in the agenda order,making it difficult for any interested party to stay on topic. In any business seminar, event or conference,agendas include time schedules that are strictly observed in the essence of efficiency. b) Comparison Table Agenda Current Proposed Invocation&Pledge ? 6:30 - 6:35 pm Courtesy of the Floor ? 6:35 - 7:35 pm Unfinished Business ? 7:35 - 8:35 pm Consent Agenda ? 8:35 - 8:40 pm Committee Reports ? 8:40 - 8:45 pm Action on Resolutions & ? 8:45 - 9:00 pm Ordinances Misc. Business (Discussion) ? 9:00 - 9:30 pm City Manager Reports ? Written Commissioner Reports / ? Written Requests Adjourn ??? 9:30 pm c) Table Comments: i) Courtesy of the Floor: (1) Speaker time contingent in the number of speaker request forms submitted; (a) Minimum of 3 minutes,maximum of 5 minutes; (b)Time schedule extended if the number of speaker request forms exceeds 20. ii) Unfinished Business: (1) Maximum of(6) items allowed; (2) Prioritized; (3) If time expires,all unaddressed items moved to the next meeting agenda. iii) Consent Agenda: (1) The Consent Agenda purpose is to formally address routine matters in the normal course of business; (2)Address questions regarding Consent Agenda items with the staff prior; (3) Items pulled from the Consent Agenda moved to the next meeting agenda and placed in unfinished business. iv) Committee Reports: (1) Maximum of(1) committee report per Commission meeting; (2) Questions addressed and answered in follow up communications by staff; v) Action on Resolutions and Ordinances: (1) "Action" implies a vote,not a discussion; (2) If discussion, questions or other information is required, move to the next meeting agenda under unfinished business; (3) Postponement or tabling provides the time necessary to obtain necessary facts to cast a vote. vi) Miscellaneous Business (Discussion) (1) Mayor,four Commissioners, City Attorney, City Clerk, City Manager; (2)Approx. four minutes each; (3) Monthly round table meetings proposed above would be more appropriate time to discuss these items; (4) Use this time to make colleagues aware of a pending matter. d) City Attorney, City Clerk, City Manager reports, Commissioner reports and requests: i) Written; ii) Follow up by anyone needing more data. e) Adjourn. AMENDED AGENDA ITEM 3D NOVEMBER 14,2016 CITY OF ATLANTIC BRACH MINUTES OF THE TOWN HALL MEETING HELD AT JORDAN CENTER OCTOBER 15,2016 IN ATTENDANCE: Mitchell E,Reeves,Mayor Jimmy Hill,Commissioner John Stinson,Commissioner Nelson Van Liere,City Manager Derek Reeves,Acting Community Development Director/Planner Mayor Reeves called the meeting to order at 10:04 a.m. He explained the purpose for the meeting and introduced Derek Reeves and Nelson Van Liere. Committee Members Don Ford, Mike Borno, Chip Drysdale,Linda Lanier,Judith Leroux,,Suzanne Shaughnessy,and Sarah Dark introduced themselves. Mayor Reeves explained that the two past mayors will be co-chairs and will meet with Derek Reeves and the City Manager to come up with where this Committee is going from.here, He explained this is not a "tree board";this is to look at our parks,health of the City and an overall picture of how we can educate' people and oontracte's;It is a committee for the beautification of Atlantic Beach, Commissioner Hill suggested the co-chairs stay focused on tackling three issues: 1)Balanced approach of restoration of trees while wrestling with property owner rights, 2)Replacing Sea Oats 3)_ lrwhinJr is constantly under pressure with developers and natural resource people. He explained there have been several attempts in the past to deal with this and none have survived the test of"political swing". He is hopeful that they can be successful with the good minds of the Committee. John November gave a presentation regarding a gazebo for the property contiguous to Tideviews. He explained the acquisition of the property and the$3,500 donation made for improvements at Tideviews. He reported that Tideviews has been transformed,the property values have increased around the park,and people are appreciative of the benefits that park provides. He explained that Anthony Rooney designed the gazebo and a formal presentation will be given at an upcoming Commission Meeting. He mentioned that the design was inspired by the organic lines of the marshland with the attempt to capture the beauty of the landscape through architecture. He referred to his slideshow and explained the proposed rendering of the gazebo and public memorial area with chairs,same as the Sunset Pier design:recycled materials,weatherproof,single chairs:Gazebo design with different height posts to give a curved effect with an overhang on each side, 8 x 10, all stainless steel, pressure treated lumber,resilient tinted fiberglass,which will provide a cascade of colors as the sun shines through. In his presentation,Mr.November explained that the proposed location is on the old Bennett Property at the marsh cut,where the sunsets north of the small dock with marsh views, an area not to block sunset views. He added that all funds have been donated so there will be no cost to the City. Mimites of the Town Hall meeting on October 15,2016 Page 1 of AMENDED AGENDA ITEM 3D NOVEMBER 14,2016 Mr.November listened to comments from the audience and answered questions regarding the proposed design of the gazebo. Concerns were mentioned about it not being shaded enough,the size being too small, the location needing to be more out in the open, and using materials that are more natural, rather than industrial. Mayor Reeves suggested that Mr.November consider these recommendations before coming back to the Commission so that the concerns can be answered. John November explained how he envisioned the usage of the structure would be,noting it would serve the community to allow them to enjoy the sunset. He would like to see it become a more usable park over time. • Mike Borno asked if this project continues,would it continue through the advisory committee for making a recommendation to the Commission and how will it fit in. Commissioner Stinson believes that some things would need to go through the Community Development Board first, Mayor Reeves clarified.that the'Commission has realized that we want to do this Committee. The Commission wanted to do it right so they heard input from the community, and we have appointed the Advisory Committee. He mentioned that John November cannot be on the Committee because he is not a resident of Atlantic Beach. He added the Advisory Committee is to help build the responsibility and charge of the Committee,when they will meet,what recommendations that committee can bring,and how powerful that committee should be on guiding the City Manager and/or the Commission regarding improving our parks and our community for beautification. We are in process 1,which is in advisory,to help us form the Committee and their responsibilities. Then,we will go back and appoint people to the Committee. He explained that citizens interested in being on the Committee would be required to complete an application. The applicants will go before the Board Member Review Committee and the Board Member Review Committee will make recommendations on appointing members and bring those recommendations to the Commission. Commissioner Hill explained that the appointed advisory committee members are not excluded for consideration to the Committee,unless they do not meet the requirements and everyone will go through the regular process. The following are recommendations from citizens in the audience: • Computer rendition/simulation of the proposed gazebo • Solar panels with low lighting in the evening-low voltage lighting • More conventional design • Have the rafters come in at an angle to provide more shadows Mr.November reported the issues are: • Size • Sketch • Shade • Orientation • Placement Mr.November asked that if anyone has input on placement to contact him so they can walk it and talk ft. Minutes of the Town Hall meeting on October 15,2016 Page 2 of AMENDED AGENDA ITEM 3D NOVEMBER 14,2016 Mayor Reeves suggested Mr..November approach the Beadltes Town Center with the proposed gazebo as an idea to be put in the Town Center. Mayor Reeves opened the floor for comments regarding the Committee, Chris Jorgensen mentioned things he would like to see the Committee consider as part of thein Charge. 1)Considering looking at trees that need to be cut down,2)Identify"dangerous zones"where needed,and 3)The expanded concept for the Beautification Committee as proposed instead of a Tree Committee. Suzanne Shaughnessy believes it should be more than a free committee or tree board and likes the notion of a Natural Resources Advisory Committee. She suggested the Committee take up issues such as beach renourishment,noting a family-centered activity of planting sea oats would be wonderful. She explained that the criticism of citizen boards has been that when the Commission does not take the recommendation of the citizen board,the board gets disgruntled. As an Advisory Committee,the Committee can advise but whatever they recommend has to be passed by the Commission, and if it does not happen, she asked that they not whine about it because that would imperil the future of citizen boards. Don Ford indicated that one the most important responsibilities should be to review the tree Ordinance; He described issues that affect the tree canopy and believes the city has a developer-friendly ordinance and we need to get back to protecting frees, Discussion ensued about property rights vs.community rights. He explained he was on the tree board for 15 years and our current ordinance has been"tweaked"in about 15 or 20 different places in favor of developers. Mayor Reeves wants the Advisory Committee to help with tree mitigation by advising where trees should be planted and plant ones that contribute to the tree canopy. He agreed with Mr.Ford that the ordinance needs to be looked at. Linda Lanier explained situations she has experience as a board member of the Community Development Board. She recommends having an annual repoxtln our citizens on the status of our tree canopy,the health of our dunes,the health of our marsh,etc.,noting it could reduce some of the panic because when something happens near you,it tends to be generalized to the whole community. Mayor Reeves questioned Derek Reeves about the$10,000 study, Derek Reeves indicated that the$10,000 study is focusing on parks and rights-of-way. He stated he can work on providing this type of report, Commissioner Hill remarked that you can look at historical aerial photographs and see that the canopy has been disappearing at an alarming rate. He explained when his neighbors did their addition, it completely changed their quality of life to the level that it is actually detrimental to their property value; all of their foliage died;and their air conditioning costs have nearly doubled. Commissioner Hill explained the importance of protecting the tree canopy and maintaining the City's historical beauty. He wants the Committee to adopt the idea that it becomes culturally important to the extent that we actually could enforce or modify the affect that we have on someone's ability to cut or not replace trees, He explained that no matter what this Committee does, the existing canopy is in trouble already and is coming to the end of its natural life. He explained the importance ofe. lartt process. Mike Borno asked for clarification on what the Charge is going to be for this Advisory Committee. He believes the Advisory Committee will come back and tell the Committee,once it is established,what we believe they should be reviewing. He stated he is here to find out what the Advisory Committee is supposed to look at. He wants the right text of this. Minutes of the Town Hall meeting on October 15,2016 ,Page 3 of 7 AMENDED AGENDA ITEM 3D • NOVEMBER 14,2016 Mayor Reeves suggested that every Commissioner have meetings with the co-chairs,the City Manager and Derek Reeves,as separate meetings,to express your feelings;filter the information;then sit down with the Advisory Committee and exchange ideas;then put it out to another Town Hall meeting for ideas;and have the community give feedback to the Commission so they can get a broad feeling. It is not a race; it is a step-by-step process,He feels that it is important to figure out how to edueatethe,people and show them the value of the tree.canopy. Commissioner Hill believes the Advisory Committee should sit down as a group and have a conversation first. Mayor Reeves explained that the Commission needs to give direction and not make it political;he wants the chairs to sit together to decide what is really needed. Judith Leroux explained thateducatiiorr is needed and that there is a lack of understanding when people first come to the City,and they build the big house and cut down trees that they do not know are taking away part of what they loved when they came here, She agreed with Commissioner Hill that it is important to have an identity of what the City represents and that the trees add value, Commissioner Stinson addressed Mike Boino's question about the Charge with a purpose of the Beautification and Natural Resource Preservation Advisory Committee stating he would assume that the Committee that is formed out of their work would be the Beautification and Natural Resource Preservation Committee. He believes the purpose of this Advisory Committee would be to determine how the actual Committee is going to address these kinds of things and he explained his point by giving examples. He believes the door is wide open for a highly-talented group of people to come back and tell us how to manage and improve the beautification ofthis city and the preservation of our natural resources which could be any number of things such as parks,beaches,trees,and art. Mr.Borno agreed that that was how he envisioned it,but he wanted to hear it. Mayor Reeves explained why he wants to have the meeting with the co-chairs,city manager and planner, He stated that the co-chairs can call a meeting if they want;we are just trying to gather information to make sure we get it right; if anyone wants to be involved,we will listen to their feedback. He explained that if you don't want all those meetings,then don't chose to go; he is not saying this is how we are doing it;he is saying,this is how he is doing it to get the message out. Judith Leroux asked if the parks would fall under the umbrella of this committee,and suggested a`possible subcommittee for the parks. Commissioner Hill believes that the Committee's concerns should be over the natural resources such as trees,the beach,the parks and also the ordinances to correct all these-things. He believes it is a big charge that is comprehensive and the Advisory Committee will think of more things that the Commission has not thought of yet. He expressed confidence in the members of the Advisory Committee. He explained that not all areas are Oak canopy areas. He stated he misses the 100 plus foot tall Royal Palms that used to be all over the city. He would like to have a few trees planted with a goal to get them 100 ft. again one day, Mayor Reeves explained a meeting he had in December 2015 with Commissioner Waters where he suggested forming the Committee and appointing her as Chair to run it and get it started, We are all in this together. Sally Clemens explained a scenario that occurred five years ago when they lost five trees and wanted to replant. Through that experience,she had to rely on responsible people to give her guidance on which type of trees to plant for her needs, She would like for the Committee to include an education piece. Minutes of the Town Hall meeting an October 15, 2016 Page 4 of 7 AMENDED AGENDA ITEM 3D NOVEMBER 14,2016 Suzanne Shaughnessy summarized what she would like to see in a Charge: • Number of members for the eventual Committee • When the Advisory Committee will meet, which can be determined once they have their first meeting and get input from the members • Sot limits as little as possible since they are serving only as an advisory committee. Ms. Shaughnessy explained she would like an Ordinance review since the current one ties,mitigatit n with Jacksonville rates. She reiterated that"who", "what", "where", "when", and "why"should be answered and requested that the Commission limit the Advisory Committee as little as possible on the"what", Chris Jorgensen spoke about the Bennett property and thanked Mr.November for his involvement. Michael Hoffinaun encouraged the Committee to: • Take a look at the area along Mayport Rd. that has been negatively impacted by highway construction projects,and add buffering wherever possible. He thanked the Commission for putting up the wind screen around Veteran's Memorial Park. He asked that the City keep the shrubbery growing to help the park. • Be proactive with the Johnston Island project and not permit amplified music or noise. Mayor Reeves explained that the credit for the wind screen goes to the City Manager,not the Commission. He thanked Mr.Hoffinann for recognizing that the City is listening to his concerns, City Manager Van Liere reported on plans to have for a shade cover at Tideviews, Discussion ensued about Johnston Island and Commissioner Hill and Mayor Reeves addressed concerns brought up by Mr. Hofliuuann. Suzanne Shaughnessy shared that while she was Mayor, the idea was to make Johnston Island a jump off point for eco tourism, Ms. Shaughnessy asked for a timeline, but realizes you have to factor into to it how often members can meet. They would like to be able to say we will give you a timeline based off people's availability. Commissioner Hill expressed concern about priorities changing because of our election,expressing he does not want to drag this process out into the election, Commissioner Stinson believes that the Advisory Committee should tell the Commission how much time they need and that no one wants to drag it out. He explained where this Committee is going to go,will take a burden off of other Committees and Board and it is up to the Advisoay Committee to define this and bring it back to the Commission, He gave examples of issues that could fall under the future Committee. He expressed concern about giving this Advisory Committee much structure because he wants them to have freedom of flexibility to mold it in a way they feel is best. Mayor Reeves reiterated that they are not in a rush and stressed the importance of hearing others share their vision, John November believes that the Advisory Committee's core work will get done when they get down to the details of what they are actually going to be charging the Committee with,noting it is important to have a first meeting probably where the Advisory Committee can talk about things generally and then after that, get into the hard choices that will need to be made. He explained,from a human prospective,the Advisory Committee will have to balance the fact that we do not want to create a committee that is not working I diligently on things,to avoid being disbanded. He stated we have to balance the ability to give a charge that is doable for our best and brightest people to take action regularly,but not so regularly that it becomes • Minutes of the Town Hall meeting on October 15,2016 Page 5 of 7 AMENDED AGENDA ITEM 3D NOVEMBER 14,2016 • Mayor Reeves asked City Manager Van Liere to check with the City Attorney about whether the Sunshine Laws apply to this Advisory Committee. Several members replied that the Sunshine Laws do apply. Mayor Reeves decided there was no need to ask the City Attorney, City Manager Van Liere believes the Charge should include 1)1),The,.gnal ftoatio is of members of the Capt ittee to be selected and 2)How,often theyare going to repott,to the Commission. Mayor Reeves would like to see a quarterly report. Commissioner Hill wants at least a quarterly report, and possibly a post meeting report during the formations part. Mayor Reeves suggested that at the beginning,they do monthly reports,then eventually spread it to doing them quarterly. Mike°Born°was asked if theywouldbe,*ate report once a month. He replied that.a report could be done at least once a month and he believes once this Advisory Committee gets together and they get their tasking, their research and their homework, the Commission will get a report promptly at every Commission meeting. City Manager Van Liere reminded the Advisory Committee that if theye talk about tveonmiending= something that is going to cost money,then in the early summer,June/July when,we are putting:together the budget together,would.be thetime'to make;a.-reuom cndation for those programs.Mr.Borno said they will have it way before that. Mr.Van Liere stated we may have to amend the budget midyear if that is the case. Mayor Reeves adjourned the meeting at 11:34 a.m. Attest: Mitchell E.Reeves Mayor Donna L.Bartle,CMC City Clerk Minutes of the Town Hall meeting on October 15,2016 Page 7 of 7 AMENDED AGENDA ITEM 3D NOVEMBER 14,2016 a burden. He would like to move forward and meet every week so they can get a response back to the Commission as soon as possible and get the good work of the actual Committee rolling. Commissioner Hill explained the Committee will be under tremendous pressure from lobbies,so he believes the membership should be citizen-based. Mayor Reeves stated he will have the City Cleric send the contact information for the Advisory Board to each of its members. When asked if the Advisory Committee could set their first meeting, Mr.Borne responded that the City Clerk should be contacted to find out the availability of meeting spaces,then have a meeting with the City Manager, then we can accept the first date and get everybody advised of the time and place and then start working from there, Suzanne Shaughnessy expressed concern about having the first meeting without having a set Charge. Mayor Reeves explained that the Advisory Committee will set the Charge for the Committee and the Commission will decide if they are going to change it,tweak it,or adjust it, Commissioner Hill explained the meetings will be Chaired by experienced members. Mayor Reeves wished Commissioner Waters' could have attended because she is knowledgeable about trees. He believes the City has been planting the wrong trees. Commissioner Hill added that they had planted in the way of traffic and you could not see around them. Diane Latta-Brandstaeller addressed wildlife coexistence and the missing of many domestic cats in recent weeks. She said the community concern of missing animals is that they think wildlife is taking over some areas and suggested trapping. Mayor Reeves indicated that the City is aware of the situation and is being looked into. He said that the City Manager is looking into the trapping idea and having them removed, He thanked her for bringing it to the City's attention, Mayor Reeves asked Commissioner Stinson to read his notes about the Charge for the Advisory Committee. Ms.Shaughnessy questioned whether they can take action on the Charge at this meeting. Mayor Reeves stated that the Commission will do the charge next Monday night. Commissioner Stinson explained based on the comments and questions about what the Advisory Coni mittee should do,in broad term,he came up with the following: • How many members do they-third(should serve on the Committee? • How often is the committee going to meet? • What are the length of terms for each member? • What is the Structure of the Committee;chairs/co-chairs,ete.? • How long does the Advisory,,Committee think, after they meet, it will take to arrive at a recommendation for the City Commission to actually get the Beautification and Natural Resource Preservation Committee formed? • The Over-arching goalis to focus on beautification andpreservationofthe,natural resources ofthe;- City of Atlantic Ben. and au-31 otherinfluencing factor that may contribute to the improvement or detriment of the beautification,preservation of natural resources for the City ofAtlantic Beach Commissioner Stinson stated they are broad; it allows you to focus and work within your vast knowledge; and come back to the Commission with a recommendation. Minutes of the Town Hall meeting on October 15,2016 Page 6 of 7 AMENDED AGENDA ITEM 3D NOVEMBER 14,2016 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: Beautification and Natural Resource Preservation Advisory Committee SUBMITTED BY: John M.Stinson, Commissioner, Seat No. 2 DATE: 8th of November 2016 BACKGROUND: On the 22nd of August 2016, the City of Atlantic Beach, City Commission entertained a discussion regarding the formation of a "tree board" as the committee was described anecdotally. The Commission held discussions regarding the formation of the proposed committee on the 1st of September 2016 and again on the 12th of September 2016, at which time consensus was achieved by the Commission to move the item forward for action. Each Commission member was requested to nominate two candidates, in addition to John November, to serve on the advisory committee that would be charged with defining roles and responsibilities of the standing committee. After each Commission member identified their respective nominees, during the City of Atlantic Beach, City Commission meeting of the 10th of October 2016, nominated members were approved by a vote of the City Commission meeting. On the 15th of October 2016, a regularly scheduled Town Hall meeting was held with the newly appointed and other interested parties to discuss the charge of the advisory group. CHARGE: The Beautification and Natural Resource Preservation Advisory Committee is tasked with performing a comprehensive needs analysis to address beautificationand natural resource preservation within the City, and other influencing factors that may contribute to the improvement or detriment of the beautification and preservation of natural resources that define the quality of life for Atlantic Beach residents. While the scope of the advisory committee is left to be broad, relying on resources from City staff and City assets, and the significant talent, education, knowledge and experience of the appointed members,the advisory committee should: AMENDED AGENDA ITEM 3D NOVEMBER 14,2016 1. Every member should complete a review of documents provided by the City Clerk from the City Charter and Code of Ordinances applicable to the formation of the standing committee; 2. Define the initial timeline for the advisory committee to make a recommendation to the City Commission for adoption of and creation of the actual standing committee within one month of the first meeting of the advisory committee and seek prompt approval of such timeline by the City Commission as soon as practical; 3. Determine the governing structure of the standing committee, i.e. a single chairperson, co-chairs, the staff liaison most likely to provide adequate and proper support • to the standing committee, etc.; 4. Provide a schedule to the City Commission and City staff as to the number and frequency of meetings planned for the standing committee, the assets and resources needed from the City to facilitate such meetings and confirm the proposed meeting venue availability with Parks and Recreation schedulers; 5. Determine and recommend the number of members the standing committee will require to accomplish the over- arching goals of the committee; 6. Define the qualifications of members, the length of term for each member, including expiration timing, re-appointment opportunities, term overlap, term limits and governing requirements for such membership; 7. These qualifications and defining guidelines will assist that Board Member Review Committee in its selection of members to serve on the standing committee and for approval by the City Commission. Those persons interested in serving on the standing committee will be required to submit application to the City Clerk following current, standard procedures used to select, nominate and appoint residents; 8. Detail budgetary requirements, if any, prior to the presentation of 2017/ 2018 budget workshops; 9. And, using a methodology of compliance with the overarching goal of Beautification and Natural Resource Preservation, identify the initial goals and primary focus of the standing committee. A sampling of ideas, in no particular order, taken from the Town Hall meeting of the 15th of October 2016 include: a. An education program for residents, potential residents and contractors; b. How the CoAB Parks system will benefit from the work of the standing committee; c. Interaction with the Beaches Town Center agency, merchants and overlay district; AMENDED AGENDA ITEM 3D NOVEMBER 14,2016 d. A review of the current tree ordinance; e. Mitigation plan improvements; f. An annual report to all residents,businesses owners and stakeholders; g. Consideration of a replanting program to accommodate an aging tree canopy; h. The need for a possible parks subcommittee; i. And, if advisory committee recommends that creation of a standing committee is not necessary or prudent at this time, a recommendation to discontinue the formation may be presented to the City Commission. 10.The Sunset Date for the work of the advisory committee should be expected to be six months from the date of the advisory committee first meeting. One additional six-month extension to the Sunset Date may be approved by the City Commission at a minimum of thirty days prior to the end of the initial Sunset Date. BUDGET: No budgetary considerations are anticipated at this time,with a minimum of involvement of City staff and time,with the exception being posting meeting dates and times,some printing and copying expenses and access to City facilities for meetings. RECOMMENDATION: For the City Commission to adopt the formation and utilization of the Beautification and Natural Resource Preservation Advisory Committee as appointed prior and described in this Commission report, to study and make recommendations to the City Commission for the formation of a permanent committee, purposed with the responsibility for overseeing any recommendations adopted by the City Commission. ATTACHMENTS: 1. Minutes of Agenda Item#8.C.from the City Commission meeting of the 22nd of August 2016: 2. Minutes of Agenda Item# 3.C.from the City Commission meeting of the 12th of September 2016: 3. Minutes of Agenda Item#3.A.from the City Commission meeting of the 10th of October 2016: 4. Minutes of the Town Hall meeting of the 15th of October 2016 as highlighted for reference; 5. Pertinent sections of the Charter of the City of Atlantic Beach and the Code of Ordinances that are specific to the authority of the City Commission to consider, create, administer,utilize or dismantle and disband citizen committees to engage and accomplish the desired work of the residents. 6. List of Administrative Tasks 7. List of Appointed Members AMENDED AGENDA ITEM 3D NOVEMBER 14,2016 List of Administrative Tasks The Beautification and Natural Resource Preservation Advisory Committee should at the first meeting,select a member to serve as Secretary to the Committee.The Secretary will be responsible for the following tasks to ensure compliance with ethics standards and legal obligations of public meetings. 1) Notifying the City Clerk of meeting schedules at a minimum of 7 days prior to the planned meeting start time for the City Clerk to post the notice on the website,at City Hall and in local media (if required); 2) Preparing an agenda that includes appropriate draft minutes of the prior meeting requiring approval, copies of materials and supporting document or information to be presented at the meeting; 3) Distribute the agenda packet within a predetermined timing as set forth by the Committee via email or other methods to all members of the Committee; 4) Provide the City Clerk with a copy of the agenda packet for posting on the City website at a minimum of 7 days prior to the meeting date; 5) Type minutes of each meeting; 6) And,prepare one original hard copy of the prior meeting minutes in a folder designated to the attention of the Chairperson for signature by the Chairperson. Once the minutes are approved by the Committee,the Chairperson will sign the minutes and the Committee Secretary will provide the original,signed documents to the City Clerk for record retention. The Committee will also be asked to perform the following: 1) Confirm meeting venue and scheduling is acceptable with Parks and Recreation scheduling personnel;. 2) Coordinating access to City facilities with Parks and Recreation scheduling personnel for any planned events that may include any change in layout or arrangement of chairs and tables,and the return of the facility to a condition acceptable for any following events utilizing the facility; 3) Requests made to the City Manager for special equipment such as audio-visual equipment,recording equipment,computer and wifi access, etc.; 4) And, unlock,make accessible and secure the facility for members of the Committee. City staff will perform the following tasks in support of the Committee. 1) The City Clerk or her designee will: a) Maintain a membership list of the members of the Committee; b) Post all notices of public meetings on the website,the bulletin board at City Hall and on various media outlets as required by statute and Florida State law; c) Post a meeting notice on the City Calendar and also notify members of the City Commission of all planned events of the Committee; AMENDED AGENDA ITEM 3D NOVEMBER 14,2016 d) Post the agenda packet to the City website; e) Scan approved minutes and post them to Weblink for public access; f) File the original minutes in the official record; g) And,make copies of or prepare printed materials requested by the Secretary of the Committee for use during Committee meetings or any other reasonable use of such materials. 2) The City Manager or his designee will: a) Coordinate the reservation,security and access for the use of City facilities as agreed by the Committee officers and Parks and Recreation scheduling personnel; b) Set up an email distribution list and/or email accounts for the members of the Committee; c) With adequate notification and with attention to current staff workloads and schedules,provide access to and attendance of City staff members whose expertise may be required to support or enhance the Committee's efficiency and effectiveness; d) Assist the City Clerk with administrative duties such as document preparation, copying,printing,distribution of materials, etc.; e) And,support the efforts of the Committee by providing access to City staff, data,resources,and future planning as necessary to compliment the final outcome of the Committee goals.