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1-23-17 Agenda Packet CITY OF ATLANTIC BEACH CITY COMMISSION MEETING JANUARY 23, 2017 - 6:30 PM AGENDA Invocation and pledge to the flag Call to order 1. Approval of minutes A. Approve minutes of the Neighborhood Meeting on August 12, 2016. 2. Courtesy of Floor to Visitors 3. Unfinished Business from Previous Meetings A. Recruitment of Interim City Manager 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 Monthly Building Department Report for December 2016, the Major Public Works Projects Status Report as of January 11, 2017, and the Monthly Recreation Programs Special Events Reports for November and December 2016. 5. Committee Reports None. 6. Action on Resolutions A. Resolution No. 17-01 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA AUTHORIZING THE IMPLEMENTATION OF A PROGRAM OF EXTRA CONTRIBUTIONS TO THE POLICE PENSION FUND IN ORDER TO IMPROVE THE FUNDING LEVEL OF THE POLICE PENSION FUND AND TO REDUCE REQUIRED CONTRIBUTION COSTS IN FUTURE YEARS. 7. Action on Ordinances A. Ordinance No. 95-17-113, Public Hearing and Final Reading 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 TO THE CITY COMMISSION AFTER EIGHTEEN MONTHS; PROVIDING FOR SEVERABILITY; PROVIDING AN EFFECTIVE DATE. 1 B. Ordinance No. 20-17-142, Introduction and First Reading AN ORDINANCE AMENDING THE OPERATING BUDGET FOR THE CITY OF ATLANTIC BEACH, FLORIDA FOR FISCAL YEAR BEGINNING OCTOBER 1, 2016 AND ENDING SEPTEMBER 30, 2017 FOR APPROPRIATING ADDITIONAL FUNDS IN THE POLICE PENSION FUND, AND PROVIDING AN EFFECTIVE DATE. 8. Miscellaneous Business (Discussion only) None. 9. City Manager Reports A. City Manager’s Report B. 90-Day Calendar (February 2017 through April 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 5:00 PM, Friday, January 20, 2017. 2 AGENDA ITEM 1A JANUARY 23, 2017CITY OF ATLANTIC BEACH NEIGHBORHOOD MEETING ON SALTAIR SUBDIVISION COMMISSION CHAMBER AUGUST 12, 2016, 6:30 PM MINUTES MEMBERS IN ATTENDANCE: Mayor Mitchell E. Reeves Commissioner Mitchell R. Harding Commissioner Blythe Waters Call to Order Mayor Reeves began the meeting at 6:30p.m. He welcomed everyone and explained the purpose of the meeting is to hear the concerns on the Saltair Subdivision project. The following comments were made: Nelson Van Liere -We have driven down streets and observed flooding and have made a concerted effort to spend energy and funds in this neighborhood to address drainage issues. We want to make adjustments as needed. Don Jacobovitz-The Drainage solution does work the way that it was intended to work, however, we have heard your concerns and we are trying to gather input to conect course from here to help the drainage work the way that you want it to work. Background -Army-Engineer -After completing his service, he has been in Public Works for 28 years. Lots of experience working with local state and federal agency. The kind of drainage used in your neighborhood is a little unusual. The direction came from previous public works director. Joan McLoud-196 Begonia Street-Are we here to demonstrate that something needs to be done or are you telling us that something is going to be done? Don Jacobovitz answered we are trying to meet your needs. Shirley Graham-Newman-175 Magnolia Street-Trying to provide back story-the project was stopped because it did not meet the specifications set out under Rick Carper -Designer did mention that the work actually stopped because bids came back above expected cost. Mrs. Graham Newman responded with her disappointment in the project and anger at the city's delayed fix of the project. Mayor Reeves responded to Ms. Graham-Newman arid eventually asked that other citizens be given an opportunity to express their concerns. Karen Bernstein-298 Pine Street -Public Works came out to the comer of Pine Street and Seaspray -White Vinyl Fence -huge drain in the ground that wobbles. City came out and filled in the hole that keeps developing next to the sidewalk and has been filled repeatedly. Has the biggest swale that was made in the neighborhood-huge pipe goes under driveway. Has been told by workers that the pipe stopped working a long time ago -the city directs water around the comer to the drain and goes across her yard into the drain. AGENDA ITEM 1A JANUARY 23, 2017 Minutes ofthe Neighbor Meeting on August 12, 2016 Page 2 of4 Donna Mylar -184 Sylvan Drive -understood it was an add-on to the original project. The letter was sent to Commission stating that the flooding on David and Sylvan Street did not need conection at this time as start of project had improved flooding on their street-asked that funds be spent elsewhere. Chris Jorgensen -93 West 3rd Street -Took a year of complaining to the city to get his drain cleaned up to prevent flooding. Also, over a year to get a pot hole fixed on Maypmi Road. What is the projected timeline to fix these issues? Don answered-will largely depend on budget process this year. After budget-on October 1 funds become available. Has to be designed and then out to bid with a contractor and work will start next spring. Shane Moore -190 Magnolia Street -Has the Largest swale in the neighborhood, because of the size ofthe swale in his yard a tree is now going to fall over. His yard was a beautiful yard; but the city has used 20-foot easement for swale and now he has to re-sod yard over and over because the concrete conduit is so hot that it continues to kill the grass. Christine Black 162 Magnolia Street-lived on street for 21 years. Never had a water problem. Some of the driveways would collect water. Her mother lived across the street. Just had to dig out the ditch in mother's yard and the water would continue to flow. Now the water sits in the cement under the drive for days. Did not have a swale and did not have a water problem until now when the city dug a swale. Karen Bernstein-Where is the water supposed to flow? Don/Designer-Flows North. Diana Townsend-266 Poinsettia Street-What is going to be done about how flood prone the street is in :front of the school? Don-No plan yet-put in small culverts under the driveways, leave it as it is, change out culvert system -multiple choices. Mary Cloutier-134 Pine Street-They have a curve, but on the side of her street, the water flows both north and south. When the Hunicane comes, she has to push water 5 houses down to get water to flow; has to go uphill to get it to flow -when the curb went in on Pine Street. Shirley Gniham-Newman-They understand that what the city tore up was city right-of-way, but the residents that took care of it for 20 years -why did they not qualify for cuibs and gutters? Designer -The gutter and drainage system would have required a new pond, but they wanted a natural look. Brian Flinchum-198 Magnolia Street. Do we have to follow state guidelines that require the ponds in order to put in gutters-can we ask for an exception? AGENDA ITEM 1A JANUARY 23, 2017 Minutes ofthe Neighbor Meeting on August 12, 2016 Page 3 of4 Don -The answer is that this is a water management issue and it negatively affects water quality so the swales allow grass to filter the runoff, but otherwise, we have to have ponds to collect rapid runoff so that it doesn't flood someone else's property. Karen Bernstein -Asking about the presence of curbs, if curbs would protect her yard -why can't they be built? Don explained-don't have to pull out preexisting curbs to fit new guidelines, but cannot extend them after new guidelines are adopted. Lenny Jevic-239 Seminole Road-Can you discuss the drainage project intended for Seminole Road? Every time there is a big storm, his yard floods. Drain is getting overgrown. Is there anything happening on Seminole Road? -bon-the Seminole Road project is almost complete. There are a few hiccups with the drainage structures. Fixing the drainage issues in the next few weeks and once design is done it will go out for bid next month. Denise Rubin-229 Pine Street-20 years ago there was a discussion about how to fix the drainage. At one time the south side of Atlantic Beach drainage comes down Pine Street -where is water coming from? It seems like more than just from our neighborhood. Donna Mount -231 Seminole Road -Add that the center of the street floods and comes half way up the street. The covers of the water meter floats up and they have to go and find it. When it floods so bad because the cars on Seminole fly by through the flood waters, they sometimes direct traffic with flashlights. Takes hours after rain stops to drain. There is a blind spot. Ed Beach -407 Seaspray -Is the whole Saltair neighborhood designed to drain in the 4 drains on Pine and Seaspray? Yes. If it back flows at the drain that goes into Sherman's Creek, then is the new development of ABCC obstructing Sherman's creek and causing the back flow? Is flooding in our neighborhood being caused by increasing development? Flooding seems to be getting worse Don -The system is designed to drain within 72 hours; is not designed to eliminate water to drain immediately, Connie Cole-274 Pine Street-34 year resident. House flooded when she first lived there. When Magnolia was put in, it was put in above Pine Street which causes Pine Street to flood. Has put more than 100 pounds of dirt along fence line to raise prope1iy line so that it wouldn't flood her yard. Shirley Graham-Newman -Have heard what is going wrong. We want to know what the plan is to fix what is going wrong on the 100 block of Magnolia. Don-The plan is to try to connect the culverts between the driveways and to put in drainage inlets. Shirley Newman-That is what neighbors have always wanted. Tish Hubbard-172 Poinsettia Street-Will same thing be done on Poinsettia? AGENDA ITEM 1A JANUARY 23, 2017 Minutes ofthe Neighbor Meeting on August 12, 2016 Page4of4 Don-Yes. Don -First step being proposed is to look at the stormwater plan as a whole. If other streets are feeding into neighborhood, we want to make sure plan is designed to convey the water that we know is corning. Shirley Graham-Newman-They lost a lot of money in plantings, in trees and stones that were pulled up when they put in the swales. It is a problem that water stands and that we have mosquitoes and it is impossible to mow the deep swales. Don -Has to meet the guidelines of the Water Management District; cannot replant over the culverts because it cannot obstruct water flow. Denise Rubin -City pumps out water from manhole. When there is a heavy rain, the culvert over grown at Pine and Seaspray gets pumped-must be because they are concerned it will overflow? Shane Moore-Was a topological survey done of this neighborhood? It does not seem like the project is gravity driven. What is the slope or degree of the road? Because it doesn't flow! Why are the ditches so deep at the n01ih end of the road? Designer Ayers & Assoc -The Swales have to be deeper at the north end to create the slope necessary for water to drain from the south end of the street. Nancy Whittington-Suggested putting updates for project on website so they are easy to find! Mayor Reeves ended the briefing at 8:30p.m. ATTEST: Mitchell E. Reeves Mayor/Presiding Officer Donna L. Bartle, CMC City Clerk Minutes taken by Commissioner Blythe Waters CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM 3A JANUARY 23, 2017 AGENDA ITEM: Recruitment of Interim City Manager SUBMITTED BY: Catherine Berry, J.D., Director of Human ResourceQ DATE: January 13, 2017 STRATEGIC PLAN: None BACKGROUND: The City Commission appointed Kevin Hogencamp as Temporary Interim City Manager at its meeting on January 9, 2017 and directed the Director of Human Resources to negotiate and execute an agreement with Mr. Hogencamp. She was also asked to begin recruiting for an Interim City Manager. Mr. Hogencamp commenced work on January 10, 2017 and an agreement was negotiated and executed. The Director of Human Resources has posted a listing on the Florida League of Cities website, and reached out to the Florida League of Cities and the Florida City and County Managers Association to obtain resumes of qualified, available candidates for Interim City Manager. She will review the resumes received, vet them as much as possible and speak with those qualified candidates she is able to reach. Resumes of all of those candidates that are deemed by her to be qualified and available will be distributed to the Commission before the next meeting (although, due to the time constraints, they may not go out until the Friday before the meeting). RECOMMENDATION: The Director of Human Resources is directed to negotiate and execute an agreement with the Interim City Manager candidate selected by the Commission, at a salary approved by the Commission, using the agreement template attached, which has been reviewed and approved by the City Attorney. ATTACHMENTS: Agreement for Temporary Interim City Manager Services BUDGET: No impact. AGREEMENT FOR TEMPORARY INTERIM CITY MANAGER SERVICES AGENDA ITEM 3A JANUARY 23, 2017 This Agreement is made and executed this 10th day of January, 2017, by and between the City of Atlantic Beach (hereinafter referred to as City), and Kevin Hogencamp (hereinafter referred to as Contractor). NOW THEREFORE, IT IS MUTUALLY AGREED AS FOLLOWS: 1. The City Commission, pursuant to Resolution 17-03, during its January 9, 2017 meeting, directed Catherine Berry, the Director of Human Resources, to negotiate and execute a contract with Contractor for City Manager Services performed in a temporary interim role. 2. The City agrees to retain Contractor to provide City Manager services for the City of Atlantic Beach, Florida, on an as-needed basis, while the City recruits a permanent replacement for the contracted services. 3. Contractor agrees to use his expertise and best efforts in performing City Manager duties, as detailed in the Charter, city code and as directed by the Commission. 4. In consideration for the above services rendered by Contractor as set forth in paragraphs 1, 2 and 3, the City agrees to pay Contractor at a rate of two thousand, two hundred eighty dollars ($2280) per week . No other compensation or benefits shall be payable to Contractor during the term of this agreement. 5. This agreement may be terminated by either party by giving written notice to the other party. 6. Contractor's performance under this Agreement shall commence on the 10th day of January, 2017 and continue until terminated by either party as outlined in paragraph 5. 7. The 'provisions of this Agreement are severable, and if any part of it is found to be unenforceable, the other paragraphs shall remain fully valid and enforceable. 8. This Agreement shall be construed in accordance with the laws ofthe State of Florida. IN WITNESS WHEREOF, each of the Parties has caused this Agreement to be executed on its behalf as ofthe date and year first above written. ~;. b3:::;J..!J)Jl Catherine Berry, Esq. Director of Human Res s For the City of Atlantic Beach City Attorney Building De~artment Monthl~ Activit~ Re~ort IDecember 2016 I AGENDA ITEM 4A JANUARY 23, 2017 Permits Issued Building Permit Fees Construction Value Inspections FV2016 FV2017 VTD FV2016 FV2017 VTD FV2016 FV2017 VTD FV2016 FV2017 VTD Single Family/SF Attached 112 36 $130,109.23 $37,933.26 $38,690,936.00 $11 ,778,308.00 Building 3328 825 Duplex 1 0 $0.00 $0 .00 $0 .00 $0.00 Plumbing 919 221 Multi Family 1 0 $0 .00 $0 .00 $0.00 $0 .00 Mechanical 817 206 Residential Addition 53 12 $16 ,902 .21 $1,844.26 $4,130,721.00 $248,849.00 Electrical 1008 232 Commercial New 7 0 $6,068 .85 $0 .00 $2 ,354,105 .00 $0 .00 Roof 797 222 Commerical Addition 1 0 $140.00 $0 .00 $18,000 .00 $0 .00 Other 97 19 Other 2556 597 $262,231.99 $62,096 .85 $23,765 ,152.52 $4,920 ,370.19 TOTAL 6966 1725 TOTAL 2731 645 $415,452.28 $101,874.37 $68,958,914.52 $16,947,527.19 Permits Issued December 2016 No . Issued Building Permit Fees Construction Value Fees Collected December 2016 Single Family/SF Attached 11 $7,668.61 $2 ,370,036.00 Duplex/ Multi-Family 0 $0.00 $0 .00 Residential Addition 3 $315 .72 $33,143.00 Res. Alteration/ Other 10 $1,382 .93 $182,245 .00 Commercial New 0 $0 .00 $0.00 Commercial Addition 0 $0 .00 $0.00 Comm. Alteration/ Other 2 $687 .57 $131,892 .00 Demolition 4 $400.00 $22,000.00 Swimming Pool 7 $1 ,707.84 $308,148.00 Roof 39 $3 ,511.19 $293 ,234 .88 Driveway/ ROW 8 $175 .00 $0.00 Fence/ Wall/ Barrier 9 $315.00 $25,651.00 Electrical 28 $2,823 .80 $101,925 .00 Mechanical 50 $4,498 .00 $176,743 .12 Plumbing 28 $4,088.00 $10,485 .00 Sign 1 $65.00 $2,460 .00 Res. Accessory Structure 0 $0.00 $0 .00 Fire 2 $65 .00 $100 ,000.00 Shed 2 $129 .50 $5,899 .07 Other Misc. 13 $948.39 $59,108 .00 TOTAL 217 $28,781.55 $3,822,970.07 Re-lnspection Fees $550.00 State Surcharges $1 ,015.84 10% City Retained Surcharge Fees $101 .58 Inspections December 2016 Building 232 Plumbing 74 Mechanical 75 Electrical 68 Roof 90 Other 3 TOTAL 542 Residential Projects to Note: Commercial Projects to Note: 1 Ocean Blvd -Boardwalk (Dune Walkover) Repair at One Ocean 725 Atlantic Blvd #3-Interior Renovation for New Brewery AGENDA ITEM 4A JANUARY 23, 2017 Project Name Effluent Outfall Replacement Atlantic Bl vd Waterline Upgrade Update Water System Model Well Logging-6 wells Replace Water Main on Seminole Rd. From Atlantic Blvd . to S-Way Replace water services on Seaspray, Nautical and Clippership Phosphorus Treatment Improvements WWTP Repair Gravity Outfall to ICW Sewer Line rehab for Sea Oats Subdivision Combined plant Replacements Control Bubbler System WTP2 New Influent Screens Replace Eff Pump #2 Replace RAS Pump Replace Influent Pump Budget $532,764 $100,000 $30,000 $130,000 $700,000 $175,000 $225,000 $30,000 $207,000 $157,000 $15,000 $20,000 $50,000 $50,000 City of Atlantic Beach Major Public Works Projects Fiscal Year 2016-2017 Status Report as of 1/11/2017 Notes Utilities ProJects Project Description This is replacement of the end of the beaches combined effluent pipeline and Bid opened on 3/2/16; low bid by J.D. Hinson Company exceeded budgeted amount. Jax Beach and Neptune Beach have is cost shared by the 3 beach Cities. approved additional funding required. Once contract documents are returned, a pre-construction meeting will be scheduled and a Notice To Proceed will be issued . Consultant obtaining costs for new line suspended from piling versus buried. Contractor just provided signed contract documents with bond. Pre-construction meeting was held on 7/21/2016. A Notice To Proceed was is sued for the project to begin on August 15th. The contractor has ordered supplies and components are being manufactured off-site. All materials have arrived , and contractor began fusing pipe sections on -site this week (week of 11/14). Pipe sections have been fused on-site. Weights have been added to the pipe beginning 12/12/2016. Pipe is to be placed in the intercoastal beginning 12/15/16. Subaqueous portion of pipe is in place, in stalling of upland portion in progress. The new portion of the piping is complete. Work has begun to bury the upland end of the pipe . Design only. Waiting on water model review. Evaluating capital improvement requirements and impact if WTP 4 is Model built and calibrated. Consultant preparing and running and evaluating scenarios. Draft. Water Model received and under removed from service. review . .Meeting is being scheduled with the consultant. Discussing scope with different consultant to eliminate or reduce subconsultant layering. We may develop a new scope to put wells. This is a down hole check of the structural integrity of our drinking water this out for bid. Finalizing design revisions with stormwater and streetscape components of project. Poroject plans were delivered on 12/23/2016. This project is to replace up to 56 aging water services on roads in the Design revisions underway-part of Semino le Road Streetscape project. Specifications are being prepared for bidding. The Bid documents are being prepared . We anticipate advertising in early Seaspray neighborhood. January. Preliminary engineering Report completed. 60% engineering design completed. Permitting through FDEP and setting up temporary feed system. Project is out for bids . Bids will be opened on August 31st. Only one bid was received which was almost twice the budget fo r this project. We will negotiate with the single bidder to accomplish a modified project scope . Funding may have to come from other projects for the project cost which may be $350,000. We were able to reduce the cost down to $358,000, and the additional funding will come from the $275,000 allocated for the Centrifuge Project. A staff report was approved at the Nov 28 Commission meeting to hire the sole bidder. A Pre-Con meeting was held on 12/7/16 and a NTP date of 1/16/17 was issued. A purchase order has been issued to the contractor to perform the work. Consultant preparing TV inspection review to prepare an assessment and maintenance plan . Involves lining approximately 6,000 If of aging sewer infrastructure to reduce Received scope for pipe lining; coordinating manhole lining scope/cost SpectraShield . Contractor scheduled to clean & TV line water inflow & infiltration (1&1). after Thanksgiving and perfom CIPP lining in mid-December. Work is underway. The TV'ing of the line was comp leted. Lining in progress, wi ll be completed by 1/13/17. Almost complete Screens were damaged Waiting to be installed. Pump has been delivered One pump hos been installed Coordinating with vendor to begin the work.$22,000 Pump requirements/specs may be updated. This is for the dispensing of Chlorine Working with vendor to begin the installation. Install automated Control Valve at WTP $10,000 Meter Project Replace control panel at Oceanwalk lift station Wetwell Top Replacement Lift Station Suction lines $160,000 This project is to install 650 radio read meters. It is partly funded by a FDEP This is being coordinated with the meter ven dor. SJRWMD Grant contract requires CM signature. The project was approved on grant. the December 12th agenda. A meeting was held with the meter dealer on 12/22/16 to sign the grant contract. $20 ,000 This project is to replace an aging control panel Obtaining quotes from vendors/contractors. $24,000 This project is to replace four wetwell tops w ith open hatches. Req #98379 in for t w o to be replaced $20,000 This is to replace suction lines at Cam eli a and Sel va Marina Lift Stations. Camelia has a PO waiting on contractors to install them 3 AGENDA ITEM 4A JANUARY 23, 2017 City of Atlantic Beach Major Public Works Projects Fiscal Year 2016-2017 Status Report as of 1/11/2017 Project Name Budget Project Description Notes Control Components Upgrade $100,000 Thi s project is to replace the control co mponents for four master lift stations Obtaining quotes from vendors/contractors. Clarifier Drive Repla ce ments $225,000 This project is to replace two clarifier drives A scope is being prepared to put this project out to bid. Centrifuge $275,000 This is to upgrade the 2nd centrifuge Funds for this project will be reallocated to the phosphorus project. AGENDA ITEM 4A JANUARY 23, 2017 City of Atlantic Beach Major Public Works Projects Fiscal Year 2016-2017 Status Report as of 1/11/2017 Project Name Budget Project Description Notes Parks Projects Russell Park Renovation ~ This project is to provide improvements to Russell Park including sodding, Other improvements being planned. $SOK grant to supplement funding was delivered by Michelle Waterman of Talbot Island irrigation, lighting, and court repairs. Park on August 22nd . Tennis Courts and Racquetball Courts remain to be improved New Budget : $125,000 Tideviews Park Shade Structure This project is to provide a shade structure over a portion of the viewing area This project is scheduled to be completed in the second quarter of FY 16-17. of the Tideviews Park boardwalk. Twin Lake Park s Design $25,000 Re-evaluating task based on Commission direction and public input from Project re vised; awaiting proposal for pond bank restoration . Application for FIND grant funding not submitted this year. community meeting. Consultant work proposal has been reviewed and a meeting is scheduled for 1/6/ 17. Vet Park Playset Replacement $40,000 Working with Vendors to select playground set. Using COJ funding secured by Councilman Gulliford to supplement original budget for amphitheater screen covering. Final plans are to be submitted by July 8th. Quotes are being received for the covering for the stage in the park. One more quote is pending. Playground sets are more than our budget. The installation of this equipment will be postponed to the next fiscal year. Vet Park Stage Screening $25,000 This project will provide a sun screen for the raised stage platform by the The City of Jacksonville's Parks & Recreation Department will provide all services (including funding) to have this project American flag. completed. It is expected to be installed in January 2017. The contractor has submitted a permit to install the screen . The installation expected to be performed by the end of January. Vet Park Fence Screening $0 This project is to provide fence sceening along the Atlantic Blvd side of the The project is approximately 95% complete. Additional screening is to be placed in two areas of the fence where there is a gap. park. This should be complete within the next two weeks. This project was completed 12/9/2016. Jordan Park Bathroom Upgrade $10,000 This project is to repair damages to this bathroom and to upgrade it. The project scope is being developed to go out for bids . Jordan and Donner Park Playground $82 ,000 Funded by a CDBG, this project is to provide ADA compatible playground The project scope is being developed to go out for bids . Improvements equipment. Lifeguard Station Improvements $90,000 This project is to make safety and restoration improvements to the Lifeguard A Scope of Services is being developed. Station at the end of Atlantic Bl vd. Public Works Projects Seminole Road Improvements $250,000 Consultant revising design to redirect stormwater from Saltair area and Delivery of final Plans and Bid Docs -12/23/16 Howell Park. Permitting complete -1/6/17 Begin construction-2/27/17 Construction complete-7/28/17 PW Staff is currently reviewing the final plans. Seminole Road Drainage Improvements $650,000 This project is to install the drainage component of the Seminole Road See Above. Pro ·ect . Francis Avenue Drainage Improvements $650,000 100% CDBG funding. This project is to improve water and stormw ater along Shop drawings reviewed and approved . Construction is in progress. The waterline is almost complete. Drainage improvements Francis Avenue. The road will also be paved as part of the project. are being installed. A conflict box was installed the week of July 25th for water and sewer. Work is progressing slowly on the Construction in progress-waterline approximately 90 % complete. rest of the project. The water main installation is complete. The storm drains are complete, and the project is approximately 60% complete . The old water line has been removed . Curbing began the week of September 19th. Curbing is continuing the week of September 26th and lime rock is being placed in the areas where the curbs have been installed. The road was paved the week of October 17th. Driveways and sidewalks are being installed. Final sidewalk instllations are waiting for PW to remove some trees and for a few utility pedesatls to be moved. If these can't be moved in the next two weeks, we'll ask the contractor to close out the project without completing those outstanding sidewalk gaps . All utilities have been moved; concrete shou ld be complete by 12/16/16. Final asphalt work was completed 12/13/16. The project was substantially complete on Jo· '"' Beach Renourishment $0 Beach renourishment 100% paid with Federal and County funds. Scheduled for summer of 2016. Awaiting start up by COJ. The project is scheduled to begin September 6th at the southern end of the project area, Jacksonville Beach. The project ha s begun and is progressing in Ja x Beach . The project is being re-evaluated to determine whether dune restoration from Hurricane Matthew can also be added. Contractor will get to 2nd Street before leaving, and then they will return in April/ May to complete the beach renourishment and dune restoration. AGENDA ITEM 4A JANUARY 23, 2017 City of Atlantic Beach Major Public Works Projects Fiscal Year 2016-2017 Status Report as of 1/11/2017 Project Name Budget Project Description Notes Atlantic Blvd Bike Plaza $40,000 This is to create a park type plaza over the retention area for the shopping plaza at 3rd Street and Atlantic Blvd. (adjacent to Poe's restaurant) Design not started. Negotiations ha ve begun with the plaza owner. He has been given a proposed lease agreement to review concerning the use and maintenance of the retention area . We are waiting for his response. He has asked us to design the improvement for their review and approval. Stormwater Master Plan Review and Update $250,000 This project is to review the City's Stormwater Master Plan and to update the drainage basin information and to propose projects with estimated costs to complete them . This project has been advertised as an RFP. Proposals are due into Public Works on December 9, 2016 . An ammendment to delay bid opening has been issued, and a second amendment to adjust the project scope will be issued by the end of this week. Proposals are due December 23rd. Four consultants submitted proposals which are under review by PW staff. Aquatic Gardens Project $250,000 Project is to review the City's Stormwater Master Plan as it pertains to this neighborhood and to design improvements for more capacity and stormwater throughput from this area. PW is having crews clean the conveyance systems in this area, and funds are being requested in the ne xt fiscal year budget for the stormwater review and project design . If possible, construction will also be scheduled depending on timing and funds availability. A design scope has been provided to the City. PW is determining how to proceed with construction . Gruhn & May will be installing a box around the current pond outfall to the creek so a control gate can be installed. PW staff have submitted requisitions to purchase materials to proceed with the installation of bulkheads to facilitate this project work. Saltair Project $250,000 Project is to modify existing construction on Magnolia and Poinsettia and to construct improvements on Sylvan and Pine Streets Consultant is preparing proposal and cost estimate for construction. Neighborhood meeting is scheduled for August 12th. The neighborhood meeting was held and the consensus of the participants (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 out for bids for construction ASAP . PW is asking for funds for construction in this coming fiscal year. Construction may be able to begin as early as Spring of 2017. Ayers Engineering, Inc. submittted a Scope of services and a Fee proposal to develop new construction plans on 12/7/16. A meeting is schedlued on 1/6/17 to discusss the plans with the consultant. Safe Route to School Sidewalk $0 This project is to provide an 8' wide sidewalk along Sherry &Seminole from Ahern to 17th. This project is funded by FDOT. Design & survey underway. Town Hall meeting held May 7th. Workshop held June 27th. Bid documents being prepared. Construction scheduled for second half of 2017 . PW Dir to present additional info to Commission on July 11th and Town Hall 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 painted the week of July 25th. A consensus of the City Commission was reached at the Town Hall Meeting of August 27th to move forward with the project along the east side of Seminole Road and Sherry Drive and to have the MOU signed with the JTA to commit to this project. The project was approved to move forward with the 30% plans completion. Element Engineering Inc. will be meeting with Public Works to develop a plan of action to continue to that point. We have received comments from two residents about possible changes to the path. These have been sent to Element for review and consideration . 30% plans were submitted to the city for review on 12/12/2016. PW !staff is currentlv reviewine the nlan<. Sidewalk Projects $100,000 This project is to provide or improve sidewalks. Areas are being considered for sidewalk installations or improvements. Emphasis is being placed on east-west connectivity. The selected streets are Cava II a Road , Triton Road and Sabala Drive. Paving Projects $400,000 This is the annual Road Resurfacing Program and specific areas of spot repairs. A preliminary list of roads to be resufaced or repaired has been developed. A consultant will evaluate this list and provide a recommended a course of action for each road. This is expected to be completed by the end of December, and the paving can be completed in early 2017. A review was completed and a proposal was submitted by a consultant on 12/26/16, and PW staff is reviewing this . Equipment Garage $75 ,000 This project is to install a partially enclosed storage facility for Public Works equipment. This project scope is being developed. Jasmine Pond $100,000 This project is restore the bank of Jasmine Pond This project will be designed by a consultant. The city has received a proposal for this project from its consultant. It has been reviewed and a meeting is set for 1/6/17 to discuss it with the consultant . West Plaza and Carnation Drainage Project $135,000 This project is to provides drainage improvement as specified in the Stormwater Master Plan This project will be designed by a consultant. AGENDA ITEM 4A JANUARY 23, 2017 City of Atlantic Beach Major Public Works Projects Fiscal Year 2016-2017 Status Report as of 1/11/2017 Project Name Budget Project Description Notes Police Building $2,892 ,700 PD building upgrades and improvements. Police Department moved to Utilities building at 902 Assisi. Wall demolition and new slab construction underway. Retaining wall is complete . The slab will be poured and wall construction will begin within the next two weeks. 9/21/16: The slab is complete and exterior walls are almost complete. Many of the interior owner-selected items have been selected . Fire station doors will be removed for JFRD. A fire stop beam will be redesigned and installed between the fire station and PD building. 9/28/16: Walls are almost complete. Roof installation will be completed by the second week of November. Final selections of interior elements are being made. Door keying and low voltage scope are currently being addressed. Interior low voltage electrical work continues . The project is still on track to be completed by mid-April. AGENDA ITEM 4A JANUARY 23, 2017 n. .:. a ••, . ..~~· (ru:•rint Events"'-"' ._ ...,..,, 'U!:JIUIII:> ..~,.,._.,,.., ..... City Comrnic:r::inn Report No'v ... ,..,... ·2016 #of #of staff/ vol, registrations/ #of #of participants/ committee Events, Rentals, & Facilities applications occurrences attendees attended ~ , • • ··•· In Songwriters' Concert, Art Walk Reception D! 'ki~' "~' 'RWU -Ia C~· !Adele Grage 6 6 IAGCC Recurring Reritai s 12 33 I Baker Center 2 2 Jordan Center 2 2 AG Theater outside of ABET & First Act 2 2 ~·~~-)~-Weddings on beach or parks 5 5 Fire on Beach Permits 17 17 Pavilions & Parks 9 9 Camping Dutton 11 27 Beach handi cap chair 3 9 !Other ·Vet Park, 5k , Nature day , beach events,etc 4 4 l\oUY !Seniors @ the Baker Center 11 71 1 !Songwriters' Concert 1 68 0 IZumba @Jordan Park 4 36 1 I Other SjJu11~u•cd Paddle, Yoga, Wellbeing, etc. 5 18 45 0 I After School n U!)l dl Jordan Center 60 20 735 1 I After School n, U!)l dl Baker Center 35 20 368 1 Art Show/Reception 1 40 1 1~1-..J ABET ·c:••u• 1ances 3 228 0' nva•anuo AG Theater useage for ABET 27 First Act Theater useage 10 Upcom ing Event s & I Progr a ms in December Upcoming Events : I Artisans' Faire 12/01 Tree Lighting 12/02 Arnnctir Night w/ Food Truck 12/04 Suu5 , rit"''" Concert 12/18 @6 pm ArtWalkr 12/15@ 5 pm NOTE: Artisans' Faire Dec. 1 Kids Yoga Tv<>crl:.uc @ AGCC 5:30 & 6:30pm ...... Tree Lighting Dec. 3 IQigong Wednesdays@ AGCC 9:30am IAcoustic Night Dec. 4 Johansen Park Free Yoga Wednesdays@ AGCC 6 -7 pm Free Meditation Classes Wednesdays @ AGCC 7 :30 pm & Thursdays 9 :30 am Yoga Sundays @ AGCC 3 :30 pm * Please vi sit us online @ coab .us/recreation for calendar Iof events I**Sign up for notices on "Notify Me" for Iprograms & events AGENDA ITEM 4A JANUARY 23, 2017 #of registrations/ #of #of participants/ occurrences attendees #of staff/ vol, committee attended AGENDA ITEM 6A JANUARY 23, 2017 STAFF REPORT City of Atlantic Beach Commission Meeting AGENDA ITEM: RESOLUTION NO. 17-01 POLICE PENSION FUND I EXTRA CONTRIBUTION PROGRAM DATE: December 27, 2016 SUBMITTED BY: Russell Caffey, Finance Director BACKGROUND: According to the most recent Actuarial Valuation report , the Police Pension Fund is currently 67% funded . In an attempt to set sound fiscal policy, the City is proposing the implementation of a program utilizing annual funds returned to the General Fund by the Police Department to pay down the unfunded liability balance. Annually, the plan will pay the lesser of $200,000 or 90% of the amount returned to the General Fund by the Police Department. Additionally, at no point can this program result in a negative net contribution to the General Fund by the City as a whole. Fiscal Year 2016 The Police Dept. General Fund Contribution $286,477 Add'l Pension Contribution equals lesser of $200,000 or 90% of $286, 4 77 ($ 256,929) $200.000 For Fiscal Year 2016 the additional payment amount equals $200,000 . RECOMMENDATION: To adopt Resolution 17-01 approving a program for extra contributions to the Police Pension Fund. ATTACHMENT: Resolution 17-01 ;r.vr. REVIEWED BY CITY MANAGER: ~,:: J4 r ,~ AGENDA ITEM 6A JANUARY 23, 2017 RESOLUTION NO. 17-01 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA APPROVING A PROGRAM FOR EXTRA CONTRIBUTIONS TO THE POLICE PENSION FUND TO BE CONSIDERED ANNUALLY BY THE CITY COMMISSIN IN ORDER TO IMPROVE THE FUNDING LEVEL OF THE POLICE PENSION FUND; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, at the conclusion of many fiscal years, the Police Department returns unused funds to the City's General Fund, often in amotints ranging from $250,000 to $400,000; and WHEREAS, the actuarial value of the Atlantic Beach Police Pension Fund is sixty seven percent (67%) of the Actuarial Accrued Liability, as stated in the most recent Actuarial Valuation Report, dated September 30, 2015; and WHEREAS, in order to improve the funding level ofthe Police Pension Fund, the program would allow an annual contribution to the Police Pension Fund in an amount equal to ninety percent (90%) of the amount returned to the General Fund by the Police Department at the conclusion of the applicable fiscal year or Two Hundred Thousand Dollars ($200,000), whichever is LESS; and WHEREAS, on an annual basis, the City Commission shall consider whether to approve any extra contribution to the Police Pension Fund in accord with the prior clause, taking into account the then-current operating budget and other fiscal matters of the City. NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF ATLANTIC BEACH, FLORIDA: SECTION 1. A program to allow extra pension contributions to the Police Pension Fund as described herein, to be considered annually by the City Commission, is hereby approved. SECTION 2. The program will allow an annual contribution to the Police Pension Fund in an amount equal to ninety percent (90%) of the amount returned to the General Fund by the 00745794-l AGENDA ITEM 6A JANUARY 23, 2017 Police Department at the conclusion of the applicable fiscal year or Two Hundred Thousand Dollars ($200,000), whichever amount is LESS. SECTION 3. Annually, the City Commission shall consider whether to approve an extra contribution to the Police Pension Fund in accord with Section 2, taking into account the then current operating budget and other fiscal matters of the City. Nothing in this Resolution shall require any City Commission in the future to approve an extra contribution to the Police Pension Fund. SECTION 4. This Resolution shall become effective upon adoption. PASSED AND ADOPTED by the Commission of the City of Atlantic Beach, Florida as emergency legislation, this __day of _____, 2017. Mitchell E. Reeves, Mayor Attest: Donna L. Bartle, City Clerk Approved as to form and correctness: Brenna M. Durden, City Attorney 00745794-1 AGENDA ITEM 7A JANUARY 23, 2017 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: Ordinance No. 95-17-113; Second and Final Reading Public Hearing Pilot Program for Backyard Hen Permitting SUBMITTED BY: Derek W. Reeves, Planner /A-- DATE: January 10, 2017 BACKGROUND: This is the second and final reading of Ordinance No. 95-17-113, often refened to as the "Chicken Ordinance". The ordinance is the culmination of efforts over the last year by Commission and staff that was first presented in a draft ordinance by staff on November 23rct, 2016 . After public input Commission directed staff to make various changes resulting in the cuiTent ordinance. The ordinance creates a 2 year pilot program that will allow 50 properties to receive permits to have up to 5 hens with defined requirements for the coops and enclosed pens. There is a $50 .00 one-time permit fee and applicants will have to complete a seminar with the Duval County Agricultural Extension Office, provide proof of their Home Owners Association approval where applicable and have their facilities inspected by City staff. There will be an evaluation of the pilot program presented to the Commission after 18 months. At that time, Commission may decide to; 1. End the pilot program, 2. Extend the pilot program, or 3. Permanently allow backyard hens by codifying the program without restrictions on time and the number of permits allowed. On January 9111 , 2017, Commission voted 4-1, with Commissioner Stinson dissenting, to approve the ordinance at first reading. BUDGET: None. RECOMMENDATION: To approve Ordinance No. 95-17-113 as read by title . ATTACHMENTS: Ordinance No. 95-17-113 . ~ :If" '~· -1/' \ REVIEWED BY/\CITY MANAGER: ~.£.ncy"l1f""f AGENDA ITEM 7A JANUARY 23, 2017 ORDINANCE NUMBER 95-17-113 AN ORDINANCE OF THE CITY OF ATLANTIC BEACH CREATING A PILOT PROGRAM FOR PERMITTING BACKYARD HENS IN CERTAIN RESIDENTIAL DISTRICTS SUBJECT TO A FEE OF $50; LIMITING THE NUMBER OF PERMITS ISSUED UNDER THE PILOT PROGRAM TO 50; PROVIDING FOR EVALUATION AND REPORTING OF THE PILOT PROGRAM TO THE CITY COMMISSION 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 solitmy animais, can make good pets, and findings indicate that :five (5) are sufficient to meet the needs ofthe 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 provides for a temporary exception to Section 4-7 (a) ofthe Atlantic Beach Code of Ordinances AGENDA ITEM 7A JANUARY 23, 2017 so as to allow for the creation of a pilot program for the keeping of backyard hens, and 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 effective, recorded deed restriction prohibiting backyard hens on property located within the City. , 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: (A) The pilot program shall allow for the issuance of no more than 50 permits within the Atlantic Beach City Limits. Permits shall be issued on a flrst come, flrst 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. (C) Within 60 days from the date of adoption ofthis ordinance, the Building and Zoning Community Development 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 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 from the date of adoption of this ordinance at which time it shall be extended or discontinued by action of the Commission. (E) Within eighteen (18) months from the date of adoption of this ordinance, the City Manager shall evaluate and review the pilot program, with input from Animal Control and the Building and Plan..Jing and Zoning Department, Animal ControL the Building Department. and the Community Development Department. and shall issue a report to the City Commission as to the success of the pilot program, complaints lodged and the welfare of the hens being kept within the Atlantic Beach City limits. Section 3. Baclcyard 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 flve (5) hens (gallus domesticus) may be pemiitted in the rear yard of only single family dwellings located in the RS-L, RS-1, RS-2, RG, and-RG M . PUD . and SPA zoning districts, subject to the following standards and development criteria: Ordinance 95-17-113 Page 2 of5 AGENDA ITEM 7A JANUARY 23, 2017 (i) Hens shall be kept within a coop and will not be allowed to be free roaming. A . fenced or wired in area; or "enclosed 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, and exercise. (ii) The coop and enclosed pen shall be screened when viewed from neighbor's house property, using arr-a 6 foot .tall opaque fence and/or landscape screen or evergreen plantings . (iii) Any coop and enclosed pen shall be located only in the rear yard area of the property. No coop or enclosed pen shall be allowed in any front or side yard area. (iv) All coops shall be required to be anchored in such. a way so as to prevent them from becoming airborne during a wind event. (v) The coop shall be covered and ventilated and an enclosed pen must be well drained so that there is no accumulation of moisture. The coop and enclosed pen shall be completely secured from predators, including openings, ventilation holes, doors and gates (fencing or roofing is required over the enclosed pen in addition to the coop.) (vi) The coops shall provide a minimum ofthree (3)'square feet per hen and be of sufficient size to afford free movement ofthe hens. The enclosed pens shall . provide a minimum often (1 0) square feet per hen. The coop and enclosed pen 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 properties developed with townhome . duplex, triplex or multifamily dwellings or any other structures except single family dwellings. (ix) Except for hens, no, ducks, geese, turkeys, peafowl, pheasants, quail, male chickens (roosters) 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 enclosed pen at all times. (Jdi) Hen coops and enclosed pens 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 aflj' other nuisance condition. (¥ill xii) No dog or cat that kills a hen shall, for that reason alone, be considered a dangerous and/or aggressive animal. (xiv xiii) Hens that are no longer wanted by their owners shall not be taken to · Animal Control, nor shall they be released. (*¥ xiv) All residents wishing to acquire a permit must evidence the completion of a hen keeping seminar from the Duval County AgricultUral Extension Office. {*¥i xv) 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, where applicable have a letter from · Ordinance 95-17-113 Page 3 of5 AGENDA ITEM 7A JANUARY 23, 2017 their homeowners association allowing the keepmg ofhens and payment of the $50 permit fee, and following an inspection by Code Enforcement, the City shall issue the permit. (*¥# xvi)All hen coops and enclosed pens shall meet the setbacks for accessory structures pursuant to Section 24-151 (b )(1 ).(k}. Storage and Tool Sheds of the Atlantic Beach Land Development Regulations except that chicken coops and enclosed pens shallnot exceed six ( 6) feet in height and may not exceed one hundred (1 00) total square feet in area. (B) As a condition ofthe issuance of a pe1mit, a permit holder consents to inspection of his or her prope1iy~ upon application for a permit and upon complaint to the City, hY Code Enforcement or Animal Control as related to backyard hens. Following a complaillt as to a particular property and upon notice to the permit holder, the pe1mit holder shall allow the Animal Control and/or Code Enforcement personnel 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 then all permi!f:ees shall be required to r~move all hens from the property, and cease further keeping of said hens. · (C) Chicken coops and enclosed pens shall be maintained in a clean and sanitary condition at all times. Hens shall not be pe1mitted 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 ofAvian 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. Section 4. Violations of the Ordinance: In the event that a violation of this Ordinance occurs, the City shall have the right to pursue any one or more. of the following remedies or actions: (A) Institute a code enforcement action and prosecute as code violations against the violator and the prope1iy owner of the real property where the violation occurs, in ·accordance with the City ofAtlantic Beach's Code of Ordinances, (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 violations, in which case the violator and property owner shall be jointly and severally liable to the City for reimbursement of the City's attorneys' fees and costs concerning such action through any appellate action, iftaken. (C) Revoke the permit for the keeping of hens on the property. Section 5. Severability: If any section, sentence, clause, phrase, or word of this ordinance is, for any reason, held or declared to be unconstitutional, inoperative or void, such Ordinance 95-17-113 Page 4 of5 AGENDA ITEM 7A JANUARY 23, 2017 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 Community Development 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 provisions of Ordinance 95-17-113, providing for a pilot program for backyard hen permits, shall sunset, be repealed, and be of no further effect as of I . January 2019, unless extended in subsequent legisla~on. Section 8. Effective Date. This ordinance shall become effective upon adoption at the second and :final reading. This ordinance shall not "Qe codified. Section 9. Conflict. All ordinances, resoiutions, official determinations or parts thereof previously adopted or entered by the City or any of its officials and in conflict with this ordinance are repealed to the extent inconsistent herewith. · Passed by City Commission on first reading this __ day of _____ 2017 . Passed by the City Commission on second and final reading this _ day of --------'20 17. CITY OF ATLANTIC BEACH, FLORIDA MITCHELL E. REEVES, MAYOR ATTEST: DONNA. L. BARTLE City Clerk Approved as to form and correctness : BRENNAM. DURDEN City Attorney Ordinance 95-17-113 Page 5 of5 AGENDA ITEM 7B JANUARY 23, 2017 STAFF REPORT City of Atlantic Beach Commission Meeting AGENDA ITEM: ORDINANCE NO. 20-17-142 BUDGET AMENDMENT I POLICE PENSION FUND DATE: December 27, 2016 SUBMITTED BY: Russell Caffey, Finance Director ~Y BACKGROUND: According to the most recent Actuarial Valuation report, the Police Pension Fund is currently 67% funded. In an attempt to set sound fiscal policy, the City is proposing the implementation of a program utilizing annual funds returned to the General Fund by the Police Department to pay down the unfunded liability balance. Annually, the plan will pay the lesser of $200,000 or 90% of the amount returned to the General Fund by the Police Department. Additionally, at no point can this program result in a negative net contribution to the General Fund by the City as a whole . Fiscal Year 2016 The Police Dept. General Fund Contribution $ 286,477 Add'! Pension Contribution equals lesser of $200,000 or 90% of $286, 4 77 ($ 256,929) $200.000 For Fiscal Year 2016 the additional payment amount equals $200,000. BUDGET: Mid-year budget modification to transfer $ 200,000 from the General Fund to the Police Pension Fund. RECOMMENDATION: To adopt Ordinance NO. 20-17-142 amending the 2016-17 Annual Budget to provide additional contribution to the Police Pension Fund. ATTACHMENT: Ordinance No. 20-17-142 -;1: (1/1· REVIEWED BY CITY MANAGER: ORDINANCE NO. 20-17-142 AGENDA ITEM 7B JANUARY 23, 2017 AN ORDINANCE AMENDING THE OPERATING BUDGET FOR THE CITY OF ATLANTIC BEACH, FLORIDA FOR FISCAL YEAR BEGINNING OCTOBER 1, 2016 AND ENDING SEPTEMBER 30, 2017 FOR APPROPRIATING ADDITIONAL FUNDS TO THE POLICE PENSION FUND; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City Charter of the City of Atlantic Beach requires that the City Commission approve all budgetary increases and transfers at the fund level; and WHEREAS, the nature of budgetary systems and those day-to-day decisions affecting such budgetary systems require adjustments from time-to-time; and WHEREAS, the City desires to now amend the current operating budget to add net funds totaling $200,000 to cover additional employer contributions to the Police Pension Fund. NOW, THEREFORE, BE IT ENACTED BY THE CITY COMMISSION ON BEHALF OF THE PEOPLE OF THE CITY OF ATLANTIC BEACH, FLORIDA, that: SECTION 1. The Fiscal Year 2016/2017 Operating Budget is hereby amended as follows: GENERAL FUND Expenditures: Transfer to the Police Pension Fund Total Expenses: $200.000 Fund Balance: <$200.000> POLICE PENSION FUND Revenues: Employer Contributions Total Revenue: $200,000 $200.000 Fund Balance: $200.000 SECTION 2. This ordinance shall take effect immediately upon adoption. PASSED by the City Commission on first reading this __day of , 2017. PASSED by the City Commission on second and final reading this __day of , 2017. Mitchell E. Reeves, Mayor 00745799-1 Attest: AGENDA ITEM 7B JANUARY 23, 2017 Donna L. Bartle, City Clerk Approved as to form and correctness: Brenna M. Durden, City Attorney 00745799-1 AGENDA ITEM 9A JANUARY 23, 2017 Jan. 12,2017 MEMORANDUM TO: The Honorable Mayor and Members of the Commission FROM: Kevin Hogencamp 1tJ Interim City Manager SUBJECT: City Manager's Report Interim City Manager and City Manager Positions Thank you for the opportunity serve you during this critical transition period. My initial analysis (after three days in the position) is that this organization is strong in most areas of its municipal responsibilities and that its brightest days are on the horizon. I'm particularly pleased with the attention the staffleadership gives to protecting taxpayers' money and conducting business in the sunshine. Additionally, I can't say enough about how competently and accommodatingly City Clerk Donna Bartle, Human Resources Director Cathy Berry and Executive Assistant Yvonne Calverley are guiding and assisting me as I establish my bearings at City Hall. Finally, I am extremely grateful to the graciousness, suggestions and support I've received from the mayor and commission members. Please let me know along the way if I can be of assistance in any capacity, including with your search for a new city manager. I'm at your service. Leadership Vacancies Please note the attached Jan. 12 memo to me from Cathy Berry. I fully support the HR director's proposal to move forward with filling the City's leadership vacancies. Town Hall Meetings So that we can adequately prepare and publicize town hall meetings, please forward me your topic recommendations for those meetings. Citizen Engagement To improve customer service and otherwise foster engagement with the people who pay our salaries, I am working with other staff members to develop a citizen outreach strategy and a citizen feedback tracking tool. I will keep you posted on this endeavor. FEMA Flood Insurance Study Please note the attached Jan. 9 memo to Mayor Reeves. Public open houses are scheduled for 10 a.m.-noon and 4-7 p.m. Tuesday, Jan. 24, at the Community Center and Exhibition Hall in Jacksonville Beach. Also, a Duval County local officials' meeting is scheduled for 10 a.m.-noon Wednesday, Jan. 25, at the Edward Ball Building in Jacksonville. City Manager's Reports Until or unless you direct me otherwise, I will endeavor to keep you updated on timely matters in these reports. This communication, of course, is supplemental to staff reports and our continued continuation between meetings. I wholeheartedly welcome AGENDA ITEM 9A JANUARY 23, 2017 feedback on this and other opportunities to ensure the staff is communicating well with the City Commission and with the community at large. AGENDA ITEM 9A JANUARY 23, 2017 MEMORANDUM TO: Kevin Hogencamp, Temporary Interim City Manager FROM: Catherine Berry, Esq., Director of Human Resources CC3 DATE: January 12, 2017 SUBJECT: Key Position Vacancies The City currently has the following key vacant positions (in chronological order): 1. Director of Public Safety/Chief of Police 2. Director of Planning and Community Development 3. Deputy Finance Director 4. Interim City Manager 5. City Manager I present the following proposal to move forward: 1. Director of Public Safety/Chief of Police After receiving approximately 70 applications, our former City Manager narrowed the field to nine finalists. I have spoken to all nine and asked them a series of questions. We then sent each of them a questionnaire and gave them a time certain within which to respond. All nine responded. With input from two eminently-qualified volunteer consultants, I am in the process of narrowing the field down to those we want to bring in for interviews. 2. Director of Planning and Community Development My proposal is to promote Derek Reeves, our Planner and Acting Director of Planning and Community Development to a Deputy Director position (new), hire a new planner, and negotiate a part-time contract with Steve Lindorff, a planner who has provided services to the City in the past, to manage big projects and mentor both Derek and the new planner for a period of time, potentially up to a year. This will provide stability and a succession plan to the department during this critical time for the City, and provide a means to accomplish all ofthe planning needs of the City. AGENDA ITEM 9A JANUARY 23, 2017 3. Deputy Finance Director This position will be vacant as of January 18, 2017 and has been advertised. The Finance Director and I will proceed to select the most qualified candidate, per standard hiring procedures, and present to you for approval. 4. Interim City Manager At the January 9, 2017 Commission meeting, the City Commission directed me to begin a search for an Interim City Manager. I have contacted the Florida League of Cities and the Florida City and County Managers Association to obtain resumes of qualified, available candidates. I have also posted the position on the Florida League of Cities site, with a closing date of 1/20/2017. I will distribute, review and present the resumes to the Commission at the January 23, 2017 meeting. 5. City Manager At the January 9, 2017 Commission meeting, I was directed to begin a search for a new City Manager. I am currently putting together the packet and expect to begin the process next week. I will present a timeline to the Commission at the next meeting. AGENDA ITEM 9A JANUARY 23, 2017 CITY OF ATLANTIC BEACH 800 SEMINOLE ROAD ATLANTIC BEACH, FL 32233 (904) 247-5800 MEMO To: Mayor Reeves _ ~ From: Dan Arlington~.. ~ Subject: FEMA letter Date: January 11, 2017 Cc: Kevin Hogencamp Mayor, I just received this, addressed to me on the envelope and you on the letter. FYI: We are set up to have a table at the two Beach open house events, on the 24th, and to attend the 4:00 Project meeting in Jacksonville, on the 25th. There is a 10:00 am open house event in Jacksonville that I do not plan to attend, unless the FEMA or COJ people want me there. TBD. I am waiting for the advertisement tool kit, from FEMA. When I get it, I will forward the relevant paris to Tiffany Layson, Yvonne Calverley, and the Beaches Leader to post. The FEMA people are due in town sometime J anum-y 23 and we have requested that they speak at the AB Commission Meeting that night. I am waiting on their answer and will notify Kevin if they can attend. 1 AGENDA ITEM 9A JANUARY 23, 2017 U.S. Department of Homeland Security Region IV 3003 Chamblee-Tucker Road Atlanta, Georgia 30341 FEMA January 9, 2017 The Honorable Mitchell E . Reeves Mayor, City of Atlantic Beach 800 Seminole Road Atlantic Beach, Florida 32233 Subject: Consultation Coordination Officer Meeting /Public Outreach Open House for Duval County, Florida .. Dear Mayor Reeves: A final coordination and open house meetings to discuss the preliminary countywide Flood Insurance Study (FIS) for your Community is scheduled for January 24, 2017 and Janumy 25, 2017. Representatives from FEMA Region IV, the State and the Engineering Study Contractor will be present and conduct the meeting. All incorporated communities within Duval County are invited to attend this impmtant meeting. On July 29, 2016, copies of the preliminary Flood Insurance Rate Maps (FIRM) and associated FIS text were sent to you, which identified the flood risk in Duval County and Incorporated Areas. An important and necessary component of this process is to offer an oppmtunity for you, local officials, and your citizens to review the FIS and FIRM. Please compare your cutTent map with the preliminary map and make note of any changes which may affect your citizens. This will enable you to make appropriate notifications to residents . We have scheduled the following four sessions; one to be attended by local officials, and three for the general public . Duval County Local Official's Meeting Wednesday, January25, 2017 10:00 AM-12:00 PM Edward Ball Building, 214 North Hogan Street, Jacksonville, FL 32202 Public Open House #1 Tuesday, January 24,2017 10:00 AM-12:00 PM Community Center and Exhibition Hall, 2508 South Beach Parkway, Jacksonville Beach, FL 90Day Review Required 32250 AGENDA ITEM 9A JANUARY 23, 2017 Public Open House #2 Tuesday, January 24, 2017 4:00 PM-7 :00 PM Community Center and Exhibition Hall, 2508 South Beach Parkway, Jacksonville Beach, FL 32250 Public Open House #3 Wednesday, January 25, 2017 4 :00 PM-7:00PM Edward Ball Building, 214 North Hogan Street, Jacksonville, FL 32202 Residents and business owners of Duval County, Florida and Incorporated Areas are invited to attend an open house to learn how and why the local risk of flooding has changed, how the proposed new flood maps will be used, and steps they can take to protect themselves from the extensive damage that floods often cause. At the open house, community officials, FEMA representatives, the Engineering Study Contractor and insurance representatives will be on hand to answer questions about flood lisk changes and review the proposed new flood maps. They will also help residents and businesses determine if their prope1ty may be subject to any related insurance requirements and explain how property owners affected by the change may be able to reduce future insurance costs . The format of the Public Outreach Open House is very infonnal. No presentations are made and there are no formal questions or statements from the public. We encourage you to publicize tllis event to reach homeowners, insurance agents, developers, and representatives of lending institutions or anyone who may be impacted by the proposed flood maps. A sample Open House advertisement is enclosed for your use. The preliminary study will be subject to a 90-day review and appeal /comment period, which will begin approximately one month after this meeting. The revised FIS is considered an update to the currently effective FIS. This revised study, when it becomes effective, may result in increases and/or decreases to the regulatory flood elevations and/or width of the floodplain boundaries, depending upon the identified flooding conditions . It will be the basis for your Community's continued application and enforcement of all local floodplain management regulations required in conjunction with the participating criteria of the National Flood Insurance Program (NFIP). Revisions to your existing floodplain management ordinance may be necessary to incorporate changes. In addition, when the new flood study and maps become effective the Community's ordinance must reference the effective date of the new study and associated maps . It is important that your floodplain administrator and representatives of the building/permitting depmtment, planning and enginee1ing offices be in attendance at the local official's meeting. You may also wish to consider inviting elected officials to the meeting so that they may be apprised of the forthcorning changes to the FIS. The requirement of your local ordinance requires that any study data be used as "best available data". The study should be considered "best available data" in the following instance(s): 90Day Review Required AGENDA ITEM 9A JANUARY 23, 2017 1. When development is proposed within any newly identified Special Flood Hazard Area (SFHA) on the preliminary maps but shown outside of a cunently effective SFHA on the cunently effective FIRM. 2. Where a base flood elevation (BFE) is shown on the preliminaty maps, in areas presently shown as an unnumbered A Zone with no elevations on the currently effective FIRM . 3. Where a BFE on the preliminary maps exceed those identified on the currently effective FIRM, the elevation should be used for regulatory purposes . We encourage you to visit the FEMA website, which may be accessed at www.fema.gov. There is a great deal of information available regarding the many Agency programs, its structure, purpose, and operation. We appreciate your cooperation in this matter, and look f01ward to meeting with you. If you hav e que stions or need additional inf01mation please contact Christopher Mack, AECOM, at 843 302-8712, Steve Martin, Florida NFIP Coordinator, at 850-922-5269 or the FEMA Region IV Project Officer assigned to your community at 770-220-5406. Sincerely, Kristen M . Martinenza, P .E., CFM Acting Chief Risk Analysis Branch FEMA Region IV Enclosure Open House Sample Advertisement cc: Dan Ai ington, Building Official City of Atlantic Beach Steve Martin, Florida NFIP Coordinator, Florida Division of Emergency Management 90Day Revi ew Required AGENDA ITEM 9A JANUARY 23, 2017 Open House to Highlight Changes to Flood Risk and Introduce Proposed New Flood Maps If you live or do business in the following areas, your flood risk may have changed. Cities of Atlantic Beach, Jacksonville, Jacksonville Beach, Neptune Beach, or Unincorporated Areas of Duval County Learn about your risk of flooding, what the new flood maps mean to you, and steps you can take to protect yourself from the extensive damage that floods often cause. Public Outreach Open House Schedule ~ Tuesday, January 24, 2017 ' 10:00 AM -12:00 PM Community Center and Exhibition Hall 2508 South Beach Parkway Jacksonville Beach, FL 32250 Tuesday, January 24, 2017 4:00 PM -7:00 PM Community Center and Exhibition Hall 2508 South Beach Parkway Jacksonville Beach, FL 32250 Wednesday, January 25, 2017 4:00 PM-7:00 PM Edward Ball Building 214 North Hogan Street Jacksonville, FL 32202 Community officials, FEMA representatives, the Engineering Study Contractor and insurance representatives will be on hand to answer your questions. Contact [COMMUNITY or PROJECT TEAM ] to learn more. AGENDA ITEM 9B JANUARY 23, 2017 AGENDA ITEM: SUBMITTED BY: DATE: STRATEGIC PLAN LINK: BACKGROUND: BUDGET: RECOMMENDATION: ATTACHMENT: CITY MANAGER: CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT 90-Day Calendar for the Mayor and Commission Yvonne Calverley, Executive Assistant to the City Manage~~ January 3, 2017 None The 90-day calendar is included on the agenda for the purpose of setting meeting dates, determining the location, time and whether or not to videotape special meetings and workshops if the Commission desires. The rolling 90-day calendar will be revised after receiving input from City staff and the Commission and will be included in each agenda for consideration. Special notes: • A Town Hall Meeting is tentatively scheduled for 10 am on Saturday, April 22nd at the Jordan Park Community Center. None Approve the 90-Day Calendar for February through April2017 1) Mayor and Commission 90-Day Calendar (February through April2017) MAYOR AND COMMISSION AGENDA ITEM 9B JANUARY 23, 2017 February 2017 ~l i :'\:1) . \Y :\Hll'D\Y ' Jlii ·: ~D . \Y \\'I ·:D;\; I ·: ~D . \ Y TIIL ' R~D . \Y I ·RID .\Y ~. \TL ' Im . \Y 1 2 3 4 5 6 7 8 9 10 11 Newsletter Due Due Date for (Stinson) 2/27 Agenda Items 12 13 14 15 16 17 18 Commission Mtg 6:30pm (Invoc-Reeves) 19 20 21 22 23 24 25 President's Day Due Date for City Offices 3/ 13 Closed Agenda Items 26 27 28 Commission Mtg 6:30pm (Invoc-Stinson) MAYOR AND COMMISSION AGENDA ITEM 9B JANUARY 23, 2017 March 2017 Sl l :'\: 1).\ '\' .\1( ) t\: [) .\ '\' TL I J·: S D .\Y \\" I ~ D ~J ·: S D . \ '\' Tlll ' IZ SD .\ \" J." JZJ D .\\" S.\"J'L I ]U).\ \" 1 2 3 4 5 6 7 8 9 10 11 Newsletter Due Due Date for (Waters) 3/27 Agenda Items 12 13 14 15 16 17 18 Commission Mtg 6:30pm (Invoc-Hill) 19 20 21 22 23 24 25 26 27 28 29 30 31 Commission Mtg 6:30pm (Invoc -Harding) MAYOR AND COMMISSION AGENDA ITEM 9B JANUARY 23, 2017 SL' \:D .\Y :\10\:D .\Y April2017 Tllf-:SD .\ \ ' \\'1 ~ [)\: I ·:SD . \ Y T l ll 'l\SD .\ \' 1:1\ 1 D .\\' S.\Tl l iW .\ Y 1 2 3 4 5 6 7 Newsletter Due (Hill) 8 Due Date for 4/24 Agenda Items 9 10 Commission Mtg 6:30pm (Invoc-Waters) 11 12 13 14 15 16 17 18 19 20 21 22 Town Hall Meeting 10 am -Noon Jordan Park (Tentative) 23 24 Commission Mtg 6:30pm (lnvoc-Reeves) 25 26 27 28 29 30