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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.