Item 9A - City Managers ReportAGENDA 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.