12-19-16 Minutes for BNRPACBeautification and Natural Resource Preservation Advisory Committee
Meeting of Thursday, Dec. 19, 2016
Minutes
Members Present:
Mike Borno, Co -Chair
Bruce Andrews
Sarah Andrews Dark
Chip Drysdale
Judith Leroux
John November
Members Absent:
Co -Chair Suzanne Shaughnessy
Linda Lanier
Tim Anderson
Don Ford
Dawn Scott
PLEASE NOTE: Due to extraordinary circumstances, these minutes are severely condensed.
1. Call to order. M. Borno called the meeting to order at 6:50 p.m.
2. Action. The committee by majority consent to recommend:
a. That the City Commission authorize clerical support staff to take minutes at
all Standing Committee meetings.
b. That the Standing Committee meet monthly in the City Commission chamber.
c. That the Standing Committee consist of seven toll member and that a
simple majority is needed for a quorum.
3. Adjournment. M. Borno adjourned the meeting at 8:40 p.m.
Minutes submitted by Kevin Hogencomp/transmitted to committee members on May 17,
2017.
ith Leroux, Chair
w
Attest
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDAITEM:
Beautification and Natural Resource Preservation Advisory
Committee
SUBMITTED BY:
John M. Stinson, Commissioner, Seat No. 2
DATE:
8w of November 2016 u
BACKGROUND:
On the 22nd of August 2016, the City of Atlantic Beach, City
Commission entertained a discussion regarding the formation
of a "tree board" as the committee was described anecdotally.
The Commission held discussions regarding the formation of
the proposed committee on the In of September 2016 and again
on the 12� of September 2016, at which time consensus was
achieved by the Commission to move the item forward for
action. , �>P Soso at
+r r-
..
t��w,,,,�$�c,, 0 i rddi't'pn to Jo n. emheJ to serve pn the
ad'viso committee that wool be charged with defining roles
'Tow
anregponsi_:,:of�he
-
standing cn�mmtt�eea
After each Commission member identified, their respective
nominees, during the City of Atlantic Beach, City Commission
meeting of the 10w of October 2016, nominated members were
approved by a vote of the City Commission meeting.
On the 15� of October 2016, a regularly scheduled Town Hall
meeting was held with the newly appointed and other
interested parties to discuss the charge of the advisory group.
CHARGE:
The Beautification and Natural Resource Preservation Advisory
Committee is tasked with performing a comprehensive needs
analysis to address beautification and natural resource
preservation within the City, and other influencing factors that
may contribute to the improvement or detriment of the
beautification and preservation of natural resources that define
the quality of life for Atlantic Beach residents.
While the scope of the advisory committee is left to be broad,
relying on resources from City staff and City assets, and the -
significant talent, education, knowledge and experience of the
appointed members, the advisory committee should:
1. Every member should complete a review of documents
provided by the City Clerk from the City Charter and Code of
Ordinances applicable to the formation of the standing
committee;
2. Define the initial timeline for the advisory committee to
make a recommendation to the City Commission for
adoption of and creation of the actual standing committee
within one month of the first meeting of the advisory
committee and seek prompt approval of such timeline by the
City Commission as soon as practical;
3. Determine the governing structure of thestand'
committee, i.e. a single chairperson, co-cha�tie_staff.
liaison most likely to provide adequate and proper sRpgort—"
.,,
4. Provide a schedule to the City Commission and City staff as
to the number and frequency of meetings planned for the
standing committee, the assets and resources needed from
the City to facilitate such meetings and confirm the proposed
meeting venue availability with Parks and Recreation
schedulers;
S. Determine and recommend the number of members the
sending coipl,}i_ p4jall require to accomplish the over-
arching goals of the committee;
6. Define the qualifications of members, the length of term for
each member, including expiration timing, re -appointment,
opportunities, term overlap, term limits and governing
requirements for such membership; IAs
7. These qualifications and defining guidelines will assist that
Board Member Review Committee in its selection of
members to serve on the standing committee and for
approval bythe City Commission. Those persons interested
in serving on the standing committee will be required to
submit application to the City Clerk following current,
standard procedures used to select, nominate and appoint
esadents;
8. Detail --budgetary requirements, if any, prior to the
presentation of 2017 / 2018 budget workshops;
And, Musing a methodology of compliance with the
1 verarching goal of Beautification and Natural Resource
reservation, identify the initial goals and primary focus of
e standing committee. A sampling of ideas, in no particular
order, taken from the Town Hall meeting of the 15th of
October 2016 include:
a. An education program for residents, potential
residents and contractors;
b. How the CoAB Parks system will benefit from the
work of the standing committee;
c. Interaction with the Beaches Town Center agency,
merchants and overlay district;
d. A review of the current tree ordinance;
e. Mitigation plan improvements;
Lg.f. An annual report to all residents, businesses owners
and stakeholders;
Consideration of a replanting program to
accommodate an aging tree canopy;
The need for a possible parks subcommittee; -
i. And, if advisory committee recommends tha
creation of a standing committee is not necessary or
prudent at this time, a recommendation to
discontinue the formation may be presented to they,
City Commission.
10.ork ofthe advisory commitige
should be expectedto be six months from fire date of toe
aa—wWry committee first meeting. One additional six-month
extension to the Sunset Date may be approved by the City
Commission at a minimum of thirty days prior to the end of
the initial Sunset Date.
11. They can recommend any other issues that they deem
appropriate to the City Commission.
BUDGET:
No budgetary considerations are anticipated at this time, with
a minimum of involvement of City staff and time, with the
exception being posting meeting dates and times, some
printing and copying expenses and access to City facilities for
t4�demee9ng�
B,�4pO
RECOMMENDATION:
For the City Commission to adopt the formation and utilization
of the Beautification and Natural Resource Preservation
Advisory Committee as appointed prior and described in this
Commission report, to study and make recommendations to the
City Commission for the formation of a permanent committee,
- -
purposed with the responsibility for overseeing any
recommendations adopted by the City Commission.
ATTACHMENTS:
1. Minutes of Agenda Item # 8.C. from the City Commission
meeting of the 22.d of August 2016:
2. Minutes of Agenda Item # 3.C, from the City Commission
- meeting of the 12m of September 2016:
3. Minutes of Agenda Item 43.A. from the City Commission
meeting of the 10� of October 2016:
4. Minutes of the Town Hall meeting of the 1SU, of October
2016 as highlightedforreference;
S. Pertinent sections of the Charter of the City of Atlantic
Beach and the Code of Ordinances that are specific to the
authority of the City Commission to consider, create,
administer, utilize or dismantle and disband citizen
committees to engage and accomplish the desired work of
the residents.
6. List of Administrative Tasks
7. List of Appointed Members
AMENDED AGENDA ITEM 3D
NOVEMBER 1V, 2016
August 2 ,2016 REGULAR AR COMMISSION MEETING Paee2,
a combination of an incredibly human and incredibly dedicated response to this City. She also believed
he wants to do this job and he sat in front of his staff for five hours and took a beating that she does not
know any of us would handle so gracefully. She indicated that she heard in Mr. Van Liere's response a
vision and a desire to move forward and his dedication to the City and would like for people to pill
themselves in his shoes of taking a beating in front of his subordinates for five hours and think how they
might respond before anybody gives him a hard time again. She believes there is a way to move forward
and to move forward as a Commission too. She explained how Commissioner Stinson asked her for trust
and she believes that trust was in place. She explained sunshine laws do prevent the Commission from
reaching out to each other and limits communications and would have liked to have reached out but there
was no way to do iL She requested that when a Commissioner is imstrated again and again, bring a
solation forward and build consensus and she gave an example, She spoke about the need to develop a
vision, align staff with a vision and inspire them to achieve that vision and to build trust.
She suggested ways to communicate and rebuild trust and hoped Commissioner Stinson will accept her
solution as a form of apology because she does respect hum and wants to work with him and put the
negative feelings aside. She believes the Commission should set a good example for all the employees
and for the City Manager and Commission going fenvard.
C. Discussion on a Tree/Beautification Committee (Mayor Reeves)
Mayor Reeves explained to Commissioner Hill that since he was absent at the last meeting and had some
interest in this he asked that it be put back on the agenda. Mayor Reeves explained he is not interested in
a tree board but he is interested in a tree committee.
Commissioner Hill explained that the goal is to protect the tree canopy in a way that is responsible and
legal mid to better frame the responsibilities. Ile expressed the need to workshop it and believes their are
a lot of engaged citizens on this topic. He stated he is open to ideas.
Commissioner Waters explained she did go out and talk to people and there is support and she still has
people she would like to reach out to. She pointed out that one of the reasons the time board went away is
because it put citizens against citizens and believes the board should serve an advisory role and set
policy that comes to us for when trees can and cannot be cut down, but employees should be the bad
guys, She stated we support them and we work together but we should not put neighbors against
neighbors. She explained it should be an employee that says this is the way the Code is written and this
is the enfomearent and the board should have an advisory capacity to that employee. She believes a
workshop is a great way to discuss it and solicit citizen input before that workshop so we have something
to come together and make decisions with, Mayor Reeves agreed we need to do that and move forward
and asked for a consensus.
There was consensus to move it forward and put it on the agenda to discuss.
Commissioner Stinson believed there needs to be a discussion to consider how we will staff this
committee because we have a tough time filling the other boards now,
9. City Manager
A. City Manager's Report.
90 -Day Calendar (September 2016 through November 2016).
• Reported that the CRAITAC report is ready to be presented and should be done in a workshop
and suggested September 26, 2016, ahead of the Commission meeting unless they need more
time. Mayor Reeves suggested that each Commissioner. read the draft that was sent to tire,"
AMENDED AGENDA ITEM an
NOVEMBER 14, 2016
September l2 2016 REGOLARCOMMISSIONMEETING Nee8
Commissioners that they are treated with the same confidences as other employees wheuthey have discussions.
Ms. Barry stated she is trained in keeping confidences.
Mayor Reeves felt itwas difficuhforthe City Clarkto repatto five Commissioners. He stated Jacksonville Beach
approved a Resolution for their City Clerk to report to the City Manager on a day-to-day basis. He asked
Commissioners to consider the City Clerk's position.
C. Discussion on forming the TreelBeamtlEcation Committee including its charge, meeting frequency,
and membership and give staff direction.
Mayor Reeves suggested expanding the Two Committee tomaka it a Tree molParlo Committee. The Committee
could reviewtho health and improvements ofthe parks. Harsco mdedthe Committaunreetmaquarterlybwis
as an advisory committee to the City Manager and Commission. The Commission needed to review the Tree
Ordinance and possibly create some violations for builders and those companies that remove and trim trees. He
asked Commissioners to considarhow maw members they would prefer to appoint to the committee and how the
members should be selected.
Cohmnissimm Waters suggested theCommissionbave ameetiugwiththe purpose of each Commissinumproposing
the appointment of two members each and have the proposed members tell the Commission what the (mmmtee )
should be responsible for and how many members it should have. She felt uniting the tree and a beautification
committeewas a gmatidea.
Commissioner Hill believed the committee should meet more finalm my than quarterly due to the possibility of
larg"cale issues. He prefomed a regular type of committee appointed with members of various diverse
backgroundsmlpropertyrights. He felttheyneeded to mindful of not creating a committee loaded with one side
oftheissm. He also prefeuxal o nmethe committee the"NahuaiResoumoProservation Committee." Hewould
like to estsblishthe committee right away.
Mayor Reeves liked Commissioner Wetem'3 suggestion of creating m advisory group tomato suggestions. He
asked Commissioners to cousiderhowmanymembers theywanted to serve ontho committee andhow many each
ofthem should appoint.
Commissioner Waters also feltthe has committee needed to be established in atmely fashion
Commissioner Hill stated he did not have a problem allowing the Mayor to appoint three members. He asked
Commissioner Stinson, Committee Review Chairman, if he was comfortable with fomung an advisory committee.
Commissioner Stinson felt there was enough interest in the community to establish an advisory board. The
Commission needed to come up with a detailed mission for the committee.
Mayor Reaves explained these was an advisory board for the CRA that gavereeommendations to the Commission.
He suggested having the City Manager appoint someone to lead the advisory board and bring a recommmdafion
back to the Commission.
Commissioner Hill amted the committee needed to have access to the City Attorney because property rights would
play alarge role.
Commissioner Stinson stated other City committees have a staff liaison. He faltperhaps the City could appoint a
staffmemrbarto serveinthatrale.
City Manager VmLiam stated the Planning Department enforces the Dan code so they would be most educated to
serve as the liaison. Itwould probablyinvolvethe suppmtofPubHo Works as well.
AMENDEDAGENDA ITEM 31)
NOVEMBER 14, 2016 -
Seulember12.2016 RRGOLAR C'Oi6D,aS810NMRRTJNG Paue9
Mayor Reeves asked each Commissioner to suggest two possible members farthe tree committee at the September
26's meeting.
Commissioner Stmsonrequestedthe City place information on the City's website to solicit cifzensto apply to serve
on the committee.
Commission Waters offered her support for Mayor Reeves appointing three members to the committee as long as
one of those members was John November. Mayor Reeves agreed, at the request of Commissioner Waters, that
one of his three appointees will be John November.
City Manager Van Liere requested the applicant's names be submitted to the City Clerk's office in an effort to
eliminate duplicate applications. Mayor Reeves agreed.
Commissioner Stinson requested having the discussion at the October 10thmceting due to the budget
Commissioner Waters suggested the deadline to submitapplications to the City Clerk to be Friday, September 23rd.
The City Clerk could then presentthemtothe Commissioners attire September 26th meeting. The Commissioners
would than submittheir applicants atthe.October 10th meeting mdvote to formthe committee.
Commissioner Harding asked if there would be a residency requirement for the committee. Mayor Reaves
rosponded Imre is aresidencyrequirementfor Boards buthe did not believe there was aresideneyrequiremem for
committeamembers, Commissioner Hill stated there was not aresidemyrequirementforthe CRA members,soma
of those members were business owners. He would like to have amsidencyregmromentfor the committee but not
fortmformationcommittee. He askedtmCityManager if business owners with an AtandeBeach addresses could
beconsidered. Mayor Reeves agreed with the recommended residencyrequiremems.
Consensus:
City Clerk Bartle confirmed applications for the initial committee Will be solicited through the City's website and
there are no residency requirements for the advisory committee but Imre will be a residency requirement for the
tree committee.
D. Safe Ranter to Schools (a.ka. The Sherry Drive Safety Walks Sidewalk)
MayorReeves explained there wasnot a veto attheAugust27,2016TownHallmeetmgand asked the CRyAttomey
to clarify thatthere was no vote taken. City Attorney 1 urden advised thatthe Commission did not take a formal
vote at the August27thworkshop meatingbutthey did reach aconsensus. She explained workshop meetings were -
for maching a consensus,
Commissioner Hill stated that he appreciated the clarification but felt the Commission did take action at the
workshop meeting by giving staff a directive. He agreed it was not a formal vote. He wanted to be careful about
giving directions in the future. Mayor Reeves clarified this was no different firm the Commission reaching a
consensus at otherworkshop meetings.
Public Works Director Don Jacobovita explained the Safe Routes to Schools project stating the Commission did
reach a consensus and there was overwhelming supportfrom the citizens to move the project forward Thepublic
Works Department is ready to move forward with the Department of Transportation and the designer to proceed
with the 60% plans. Hewould like to stop atthatpoint and hold another Town Hall meetingto presentthose plans.
They considered all the different routes to the school sod the safest route is the ono proposed, The route goes on
the east side of Seminole Road down to Phum and Sherry Drive. He received permission from FDOT to make
revisions. He asked the Commission to move forward with the project within the original budget and give him
AMENDED AGENDA ITEM s0
DRAFT NESTING MINUTES NOVEMBER 14, 2016
REGULAR COMMSSION MEETING -10-10-16
ITEM 3A
3. Unfinished Business from Previous Meetings
A. Establishing the Beautification & Natural Resource Preservation Advisory
Committee and Appointing the Members.
Mayor Reeves asked that each Commissioner present two names for membership on the
Committee and explained that Commissioner Waters submitted hers to the City Clerk and
the City Clerk will report. The names were given as follows:
Commissioner Waters - Linda Lanier and Bruce Andrews
Commissioner Stinson - Mike Boom and Sarah Andrew Dark
Commissioner Hill - Tim Anderson and Don Ford
Commissioner Harding - Dawn Scott
Commissioner Harding tried choosing John November as his second name but
Mayor Reeves advised him that Mr. November has already been appointed. After
brief discussion, he decided to yield the second person as one of the qualified applicants
that were submitted to the City Clerk. Commissioner Hill spoke about Chip Drysdale and
his background
Mayor Reeves—Judith Leroux and Suzanne Shaughnessy
Mayor Reeves explained that all the appointments should be made prior to the October
15, 2016 Town Hall Meeting.
Mayor Reeves recommended a motion and Commissioner Hill suggested that the item
wait until after the first break to allow Commissioner Harding time to look over the
applications. Commissioner Harding stated he is unfamiliar with the names on the list,
other than John November.
Mayor Reeves recommended having past Mayor Mike Borno be the Chair and past
Mayor Suzanne Shaughnessy be the Vice Chair to the Committee. Discussion ensued
about how the Chair should be chosen.
Commissioner Stinson agreed with the idea, however preferred that the roles be co-
chairs for Mr. Borno and Ms. Shaughnessy to help keep the committee focused on its
purpose.
Commissioner Hill spoke about allocating City Attorney time to the early stage of the
committee. Mayor Reeves explained they need to come up with a charge for the
Committee. Commissioner Hill liked the suggestion from Commissioner Stinson for co-
chairs.
AMENDED AGENDA ITEM aD
DRAFT MEETING MINUTES NOVEMBER 14, 2016
REGULAR COMMISSION MEETING- 10-10-16
ITEM 3A
Mayor Reeves expressed concern about residents not knowing the rules for permitting in
regards to trees and directed the City Manager to get information out as soon BE possible,
while the tree people are here due to the storm. -
Commissioner Hill explained there is a huge difference in an Arborist and a Tree
Service. He believes there are alot of tree cutters in our City right now. He urged
citizens to use professional arborist.
Commissioner Stinson questioned whether Mayor Reeves is asking for an amended
motion to include the co-chairs explaining it was not in the original motion. Mayor
Reeves requested an amended motion to include the co-chairs.
Seconded by Commissioner Hill,
Votes:
Aye: 4 - Harding, Hill, Stinson, Reeves
Nay: 0
MOTION CARRIED
Commissioner Stinson questioned whether a vote needs to be taken on the original
motion. City Attorney Durden answered that she thought that the original motion was
voted on already, but deferred to the City Clerk for guidance. Discussion ensued and it
was determined that another vote was needed to approve the original motion as amended
which is: Accept the names that have been mentioned and accept a final name (from
Commissioner Harding) off of the existing list, not to be added to, before the Town Hall
Meeting on October 15, 2016 and appoint Mike Bum and Suzmne Shaughnessy as co-
chairs of this Committee in the interest of efficiency.
Votes:
Aye: 4 - Harding, Hill, Stinson, Reeves
Nay: 0
MOUON CARRIED
CITY OF ATLANTIC BDA ACH
❑1 1 I u I I I
Ily 1 I • 1 Ysl'
OCTOBER 15, 2016
IN ATTENDANCE:
Mitchell B. Reeves, Mayor
ThmmyHdl, Commissioner
John Stinson, Commissioner
AMENDED AGENDA ITEM 3D
NOVEMBER 14, 2016
Nelson Van Lime, City Manager
Daek Reeves, Acting Community Development Director/1312=er _
Mayor Reeves called the meeting to order at 10:04 am. He explained the purpose for the meeting and
introduced Dark Reeves and Nelson Van Line. Committee Members Don Ford, Mike Homo, Chip
Drysdale, LindaLmhier, Judith 1mvux, Suzanne Shaughnessy, and Sarah Dark introduced themselves.
Mayor Reeves explained thatthe two past mayms will be co-chairs and will meet with Derek Reeves and
the City Mmager to came rip with where this Commitee is going from hem. He explained this is not a
"%tee board"; this is to look at curp-Aft health of the City and an overall platers of how we can educate
people and contractors; It is a committee for the beautification of Atlantic Beach.
Commissioner Hill suggested the co-chairs stay focused on tecklingtvee issues: 1) Balanced approach of
restoration of trees whte wrestling with properly owns rights, 2) Replacing Sea Oats 3) WArslvwhic h is
constantly under pressure with developers and natural resource people. He explained them -have hemi
sevend atempts in the past to deal with this and none have survived the test of "political swing". He is
hopeful that they cm be succowild with the good minds offho Commitee.
Jobn November gave a presentation tegardmg a gazebo for the property contiguous to Tidaviews. He
explained the acquisition of the property and the $3,500 donation made for improvements at Tideviews.
He repeated that Tideviews has been tanrfbrmed, the property values have increased around the park, and
people are appreciative of the banefifs that park provides.
He explained that Anthony Rooney designed the gazabo and a formal presentation Will be given at an
upcoming Commission Meeting. He mentioned that the design was hol fired by the organic -lines of the
marshlandwith&e afmmptto eapturefhe beauty of the landsoepetbrough architecture.
He referredto his slideshow and explained thepmposed rendering ofthe gazebo andpublicmematial area
with chairs, saute w the Sunset Pierdesign: meycledmarariahs,wsatherproof single ohaixs: Gazebo design
with ddferentheightposts to give acurved effeotwith an overhang on eacb side, S x 10, all stainless steel,
pressure treated lumber, resilient finted fiberglass, which will provide a cascade of colors as the sm shines
through.
in his presentation, Mr. November explained that the proposed location is on the old Bennet Property at
the marsh amt where the sunsets north of the small dock with marsh views, an area not to block sunset
views. He added that all funds havebeen donated so there will be no costo the City.
hTnutes ofthe Town Hall meeting on October 15, 2016 Page 1 of
AMENDED AGENDA ITEM 30
NOVEMBER 14, 2016
Mr. November listened to comments from the audience and answered questions regarding the proposed
design ofthe gazebo. Concerns were mentioned about itnot being shaded enough, the size being too small,
the location needing to be mare out in the open, and using materials that are more natural rather than
industrial.
Mayor Reeves suggested that Mr, November consider these recommendations before coming back to the
Commission so that the concerns can be answered.
John November explained how he envisioned the usage offm structure would be, noting it=old serve the
community to allow them to enjoy the sunset. He would like to see it became amore usable park wartime.
Mike Boma asked if this project continues, would it continue through the advisory committee for making
a recommendation to the Commission and how will it fit in.
Commissioner Stinson believes that some things would need to go through the Community Development
Board first
Mayor Reeves clarifiedthat the Commission has realized that we want to do this Committee. The
Commission wanted to do it right so they hand input from the community, and we have appointed thin
Advisory Committee. He mentioned that Jahn November cannot be on the Committee because he is nota
residentofAtlantic Beach. He added the Advisory Committee is to help buildtherespmuibility and charge
ofthe Committee,whentheywillmeet, whatrecommendations that committee mbring, and howpoweifiil
that committee should be on guiding the City Manager and/or the Commission regarding improving our
parks and our community far beautification. We no in process 1, which is in advisory, to help us form the
Committee and their responsibilities. Then, we will go back and appointpeople m the Committee.
He explained that citizens interested in being on the Committee would be required to complete an
application. The applicants will go before the Board Member Review Committee and the Board Member
Review Committee will make recommendations an appointing members and bring those recommendations
to the Commission.
Commissioner Hill explained that the appointed advisory committee members are not excluded far
consideration to the Committee, unless they do notmeat the requirements and everyonewill go through the
regularprowss.
The following are recommendations from citizens in the audience:
• Computer rendition/simulation of the proposed gazebo
• Solar panels with law lighting in the evening- low voltage lighting
• More conventional design
• Have the rafters come in at nn anglo to provide more shadows
Mr. November reported the issues are:
• Size
• Sketch
• Shade
• Orientation
• placement
Mr. November asked that if anyone has input an placement to contact him so they can walk it and talk it
Minutes of the Town Hall meeting on Dan ben 15, 2016 page 2 of
AMENOEOAGMEPAITEM31)
NOVEMtER 14, 2016
Mayer Reeves suggestedMr.November approwhtbe.Boehm Town Center with the proposed gazebo as
m idea to be putin the Town Center.
Mayor Reaves openedthe floorfor comments regarding the Committee.
Chris Jorgensen mentioned things he would like to see the Committee consider es part of their Charge.
1) Considering looking aromas ihatneed to be cutdown, 2) Identify "dangerous zones" where needed, and
3) The expanded coneeptfor the Beautification Committee as proposed instead of True Committee.
Suzanne Shaughnessy believes it should be more than a tree commltbas or tree hoard and likes the notion
ofa Numanl.liasoruces AdvisoryCommittee. She anggested the Committee take up issues such as beach
renoudshmmt notiag a fmdly-cmtered activityof planting sea oatswould be wondmfbL She explained
thattho criticism of citizen boards has been that wheathe Commission does not take the recommendation
oftheci&mboard,tkeboardgetsdisgnmtled. As an Advisory Committee, the Committee can advisebut
whatever they racommmd has to be passed by the Commission, and if it does not happen, she asked that
they not whine about it because that would imperil the future of old= boards.
Don Ford indicated that one the mostimportantrrsponsibilitics should be to raview.the tree ordinance. He
described issues that atleatthetree canopy andbelieves the cityhas a devolop ax-Simdty unbeaten end we
ncedtogetbeektoprokatingtrees. Discussion ensued aboutproperty rights vs. commmiRy rights. Ile
explained he was m the tree board her 15 years and our cutrmt ordnance has been"tweaked" in about 15
or 20 differem places in favor of developers.
Mayor Reeves wants the Advisory Committee, to help with tree mitigation by advising where tress should
be pleated and plant unes that emhtbute to the tree canopy. He agreed with Ivh. Ford that the ordinance
needs to be looked at.
Linda Leader explained situations she bas experience as a board member of the Community Development
Board. Sherecommmds havinganamuhalfaportto outbithansdnthe status ofourtme canopy, the health
ofom dumas, the heeIIhafourmamh, eta., notiagitwuldmdnoesome o£thepmiobeasme when something
happens nearyou, ittmds m be genemBmd m the whole community.
Maym'Reevesquestioned DerekReaves aboutthe$10,000 study. Derek Reeves iudicaledthatthe$10,000
studyisfocusingmpulmmdiiglds-of-way. He stated be can work mprovidingthistype ofreport
ConmissionerHill remarkeddodyou can look at historical aerial photographs and seethatthe canopyhas
been disappearing at an shaming rate. He explained whin his neighbors didtheir addition, it completely
changed their quality of life to the level that it is actually detrimarAal to their property value; all of their
foliage died; andtheir air conditioning costs havenearly doubled.
Commissioner Hill explained the importance of protecting the tree canopy and maintaining the City's
historical beauty. He wants the Committee to adoptthe idea that it becomes culturally important to the
extent that we actually could enfome or modify the efleetthat we have on aomema s ability to out or not
replace trees. He explained that no matter what this Committee does, the existing canopy is in trouble
already and is coming to the end of its natural life. He explained the importance oferaplarrt process.
Mike Dome asked for clarification m what the Charge is going to be for this Advisory Committee He.
believes the Advisory Committee will come back and tell the Committee, now it is established, what we
believethayshonldbereviawing. FlostatedheishmtofmdoutwhatdicAdvisoryCommittwismpposed
tolookat. Haworth the right text of this.
Minutes of the Town Hall meeting on October 15, 2016 .Tnge 3 Vf7
AMENDED AGENDA REM 3D
NOVEMBER34,2016
Mayor Reeves suggested that evety Commissionazhave meetings with the co-ol uirs, the City Manager and
Derek Reeves, as separatemeetings, to express your feelings; filter the information; than sit down with the
Advisory Committee and exchange ideas; then put it out to another Town Hall meeting for ideas; and have
the community give feedback to the Commission so they can gat a broad feeling. It is not a race; it is a
step-by-step process. He feels that it is important to figure out how to educate the people and show them
the value of the tree canopy.
Commissioner HN believes the Advisory Committee should sit down as a group and have a conversation
rust.
Mayor Reeves explained that the Commission needs to give direction and not make it political; he wants
the chairs to sit together to decide what is really needed.
JudithLcroux explained that education is needed and that there is alack of understanding when people first
come to the City, and they build the big house and out down trees that they do not know se taking may
part of what they laved when they cane here. She agreed with Commissioner 101 that it is important to
have an identity ofwhat the City represents and that the trees add value.
Commissioner Stinson addressed Mike Bornc's question about the Charge with a purpose of the
Beautification and Natural Resource Preservation Advisory Committee stating he would assume that &a
Committee that is formed out oftheirwmkwould be the Beautification and Natural Resource Preservation
Committee. He believes the purpose of this Advisory Committee would be to determine how the actual
Committee is going to address these kinds of things and he explained his point by giving examples. He
believesthe door is wide openfsahigidy talented group afpecpleto came back and ell ushowtumanage
and improve the beautification of this chyand the preservation of our natural resomnes which couldbe any
number of things such as parks, beaches, trews, and art. Mr. Bomo agreed that thatwas how he envisloned
it buthe wantedto hear it.
Mayor Reeves explained why he wants to have Hm meeting with the co-chairs, city manager and planner.
He stated that the co-chairs can call a meeting ifthey want; weare jwtt ftto gather information remake
sure we get itrighi; if anyone wants to be involved, we will listen to their feedback. He explained Hct if
you don't want all those meetings, then don't chose to go; he is not saying this is how we me doing it-, he
is saying, this is how he is doing it to get the message out.
Judith Lsmtx asked if the padre would fall under the umbrella of this committee, and suggested a possible
subcommittee turtles perks.
Commissioner Bill believes that the Committee's coucems should be ws the natural resources such as
trees, the beach, the parks Bud also the ordinances to correct an Ibiesalitings. He believes it is a big charge
that is comprehensive and the Advismy Committee will think of mora things that the Commission has not
thoughtofyet. He expressed confidence in the members of the Advisory Committee. Hemplained&at
not all areas are Oak canopy areas. He stated he misses the 100 plus foot tsll Royal Palms that used to be
allaver the city. He would like tuhave a few trees planted with a goal to get them 100 ft. again one day.
Mayor Reeves explained a meeting he had in December 2015 with Commissions Waters where he
suggested fenning}he Committee and appointinghs as Chair to mn it and getitstaried. Weareallinthis
together.
Sally Clemens explained a scenario that occurred five years ago When they lost five treas and wanted to
replant. Through thatexperience, she had to rely on responsible people& give her guidance on widchtypo
ofhvzsmplantfnrherneeds. She would like forthe Commitreeto include an education piens.
Minutes ofihe Town HuAmeeting.on October 15, 2016 Page 4 pf7
AMENDED AGENDA ITEM 9D
NOVEMBER 14, 2016
Sumarre Shaughnessy summarized what shewould R110to sea in a Charge:
• Number of members forthe aveninal Committee
When the Advisory Committee will meet, which can be determined once they have their first
rumdegand get inputfrmn the members
• 'Set limits as little as possible since they we serving only as an advismy committee.
Ms. Shaughnessy explained sbowould Hike an Ordinance review simcethe currant one ties mitigatim with
Jacksonville rates. She relmotted that "who" "whst", "where, "wben', and' Bw' ahould be answered
and requested thatthe Commission limit the Advisory Committee an little as possible native "what".
Chris Jorgensen spoke about the Bennettpmpeaty and thanked Mr. November for his involvement.
Michael Hofmann encouraged the Committeeto:
• Take a look at the oma along Mayport Rd. that has been negatively impacted by highway
conshuctionprojwffi, mdaddbuffmingwherevarpmsible. Hathankedthe Commissionforputting
up the wind screen around Veteran's Memorial park He asked that the City keep the shrubbery
growing to help the park.
• Be preserve with the Johnston Island project and not permit amplified music or noise.
Mayor Reeves captained that the credit for the wind sermon goes to the City Manager, not the Commission.
He thanked D& Hofmann for recogai logthat the City is listening to His contemn.
CityManager Van Lmre reported on plans to have for a Shade cover at Tideviews.
Discussion soared about Johnston Island and Commissioner Hill and Mayor Reeves addressed concerns
brought up by Mr. Hufimam. Suvarme Shaughnessy shared that while she,was Mayor, the idea was to
make Jabnstm Island ajump ofpoint for eco tourism
Ms. Sbaughnessy asked for a timalme, but realizes you have to factor into to it how often members em
meet. They would like to be able to saywe will give you atimelim based of people's availability.
CommissimmlMt expressed concern aboutpriuritim cbmgingbwamo ofow alecdon, espmssioghe does
notwant to dmgthis process out into the election.
Commissioner Stinson believes find $e Advisory Committee should tell the Commission howmhch time
theyneed andthatno me wants N dmgitmt He explaiecdwhum this Committee is Mingle go, will talm
a burden off of other Committees and Board Rod itis up to the Advisory Committee to de5aethis andbring
it back to the Commission. He gave examples of issues that could fall under the future Committee. He
expressed concern about giving this Advisory Committee much structure because he wants them to have
freedom of flexibility to mold it in a way they feel is best.
Mayor Reeves reiterated that they are not in arush and stressed the importance ofhearing others share their
vision.
John November believes that the Advisory Committee's core work will get done whm they get down to
the details ofwhatthey are actually goingtobe cbargmgthe Cummitteevdth, notingit is importmttohave
afhatmeethrgprobably wherethe Advisory Committee cm talk about things generally and Ulm after that
gettmothehardchoicasthatwilineedtobe made. Hemplaiudfinmahummprospeative,theAdvismy
Committee will have to balance the fact that we do not want to create a committee that is not working
diligently on things, to avoid being disbanded. He stated we have to balance the ability to give a charge
that is doable for our best and brightest people to take action regularly, but not soreguladythat it becomes
Minutes of the Town Bal! meen'ng on Ocrober 15, 2016 Page 5 af7
AMENDED AGENDA ITEM 3D
NOVEMBER14,2016
Mayor Reeves asked City Meuager Ven Lier'eto check with the City Attorney aboutwhother the Sunshine
Laws applyto this Advisory Committee. SeveralmombeisropliedthatOw SuushiueLaws do apply. Mayor
Reevas decided there was no need to ask the City Attorney.
City Manager Van Liere believes the Charge should include 1) The qualifications of the members of the
Committee to be selected and 2) How often they are going to reportto the Commission.
Mayor Reaves would acts see a quartery, report.
Commissioner Hill wants at least a quarterly report, and possibly a post meeting report during the
fomratiomspart.
Mayor Reaves suggested that at the beginning, they do monthly reports, than eventually spread it to doing
them quarterly.
Mikellomowas asked iftheywouldbe abletoreportame, amonth. Homplledthataraportcouldbe done
atleast=as amonth and hebelieves once this Advisory Committee gets togetherand theygettheh'taslin&
their research and their homework, the Commission will get a report promptly at every Commission
meeting.
City Manager Van lAm reminded the Advisory Committee that if they talk about recommending
something that is goingto cost money, than inthe early summer, MoUnly when we are puttiag together
the budgettogether, would bethe .time to make a recommendation for those programs. Mr. Homo saidthey
will have itway before that Mr. Van Lim sorted wo may have to amendthe budget midyear ifthat is the
Mo.
Maym-Reeves adjourned tbemeetiug at 11:34 am.
Attest.
Donna L. Hartle, CMC
City Clerk
Mitchell R Reaves
Mayor
Minu(es ofthe Town Holl meelingon October 15, 2016 page 7 of
AMENDED AGENDA ITEM SD '.
NOVEMBER 14,2016
a burden. He would like to move forward Bud meet every weak so they can get a response, back to the
Commission as soon as possible and get the geed work of the actual Committee rolling.
ComordarkaerEBlicaidainedthecommittoewillhenndurtremandouspresstnefinm lobbies, so he believes
The membership should be citizen -based.
Mayor Reeves stated he will have the City Clerk send the conteat information for the Advisory Board to
each of its members.
When asked if the Advisory Committee could set their fist meeting, Mr. Bomo responded that the City
Clerk should be contacted to find outthe availability ofineeting spaces, thanhwe a meeting with the City
Manager, then we can accept the fast date and get everybody advised of the time and place andthan start
workingfxan there.
S,,,ae Shaughnessy expressed cincem about having the first meeting witbout having a set Charge.
Mayor Reeves explained fiat the Advisory Committee will set the Charge for the Committee and the
Commission will decide ifthey ere going to change it, tweak it, or adjust it. commissioner M explained
the meetings win be Chaired by experienced members.
Mayor Beeves wished Commissioner Waters' could have attended because she is knowledgeable about
trees. He believes the City has hese, planting the wrong hues. Commissioner Hill added that they had
planted in the way oftraffio and you could not sea around thea.
Diana Latte.Braudsteallar addressed wildlifeeooexratence and the missing ofrnasy domestic cats in recent
weeks. She saidthe community concern of missing animals is thatthoq thinkwtidlife is is], ug over some
auras and suggested trapping. Mayor Reaves indlcatedthatthe City is aware Ofthe situation pad is being
lookadinm. He said thatthe CdyMauager is lockbigthto the trappingidea andhavingthemramoved. He
thanked herforbringing it to the City's attention.
MayorReeves asked Commissioner Stfusoatoreadhisnotas abouttbeChargeforlheAdvisoryComiittee,
Ms.ShaugbaessygawtionedwhethertwycentakeaeRononiho Chwgeatthiameeting. MayorR0aVM
statedthat the Commissioawill do the chargenaxtMondaynight.
Commissioner Stinson ecplainedbascd ontkecomments and questions ah'aulwhettheAdvisory C6mmithe'
should do, in head teeny he came up withthefollowing:
• Hnwmanymembar5 do theyft'hkshobblearveonthe Committee?
• Hew often is the committee going to meet?
What are, the length oflerms for eachmember?
• What is the Structure oftlip Committee, chairs/co-clud s; etc.?
How :long does the Advisory Committee, tbmk, aflar they meek it will: take to arrive at a
reaagnnondaim,for the C,* Commission to actually get the Ba@uuf odoa and Natmal11-anrce
]?reserve;9F C}ommr{tpe niged?
TheDve'�rc�siag goal is to focus onbeautificatiea andpreservatiop gfthe,oatarefresources 6f111e
City of Atlantic Beach and any other inilueneing facfirtlaat may contribute to the improvameat-or
detriment ofthateaiitifioatianl piesetvation ofthe nanaaliwyornura fortbe City oPAR&Aid'Be`a's:.b:
Commissioner Stinson stated they as broad; it allows you to focus and workwitlrin YOM Vast kno viedge,
and came hackie the Comnvssionwith aceeomme idation.
Minutes ofthe Town HaAmeeting on October 15, 2016 Page 6 of
AMENDED AGENDA ITEM 3D
NOVEMBER I4, 2016
Sec. S. - Presiding officer: Mayos
The mayor-commisskmer shall preside at all meetings of the city commission and shall be recognized as head
of the oity government for all ceremonial purposes and by the governor for all purposes of military law. When directed
to do so by the city commission the mayor -commissioner shall execute all instruments to which the city is a party,
unless otherwise provided by the Charter or by ordinance. The mayor -commissioner shall have no regular
administrative duties except as authorized in this Charter but may appoint from time to time, such special or select
committees as in his or her discretion he or she deems desirable to expedite the handling of the business and affairs
of the city. Other members of the city commission may on occasion appoint special or select committees with the
approval of a majority of the commission. In the temporary absence or disability of the mayor -commissioner, all
duties of the mayor -commissioner shall be performed by the mayor pro tempore.
Sec. 9. - Powers.
Except as may be otherwise provided in this Charter, all powers of the city and the determination of all matters
of policy shall be vested in the city commission. Without limitation of the foregoing, the city commission shall have
power to:
(1) Adopt budget;
(2) Authorize the issuance of bonds, revenue certificates, and other evidences of indebtedness;
(3) Establish or abolish official boards and elect the members thereof as recommended by the mayor,
(4) Adopt and modify the official map of the city;
(5) Regulate and restrict the height, number of stories, and size of buildings and other structures, the
percentage of a lot that may be occupied, the size of yards, courts, and other open spaces, the density of
population, and the location and use of buildings, structures, and land and water for trade, Industry,
residence or other purposes; -
(6) Provide for an independent audit
(7) Pass ordinances and laws for the preservation of the public peace and order and impose penalties for the
violation thereof; provided that the maximum penalty to be imposed shall be a fine of not more than one
thousand dollars ($1,000.00) and imprisonment for a period of time not longer than ninety (90) days, or as
otherwise provided for by Florida Statutes;
(8) Lease golf courses, hospitals and airports, or any portion thereof, after the city commission has passed an
ordinance authorizing any such lease;
(9) Sell golf courses and the public utility system, or any portion thereof, now owned by the city or hereafter
acquired by it after the city commission has passed an ordinance that: (a) there is a finding that public
welfare no longer requires the operation of any such facility; and (b) the terms of sale of real property within
the city limits am stated; and (c) after such ordinance has been submitted to the qualified voters of the city
at an election called for that purpose;
(10) Provide rules and regulations for all purchases and sales made for and in behalf of the city;
(11) Appoint, remove and fix the compensation of all officers and employees appointed by the city commission
as hereinafter provided; the city commission shall perform an annual performance review of the city clerk,
city manager and city attorney;
(12) Exercise any right or authority given or permitted by the Constitution and the laws of the State of Florida to
city commissions not Inconsistent with the provisions of this Charter.
(13) The mayor pro tempore shall be appointed by the city commission from its members.
(14) Provide for the protection and preservation of parks as follow: Any real property owned by the city which is
used principally or held out for use as a public park, shall be used only as a public park; and parks shall not
be sold, leased long term, gifted, changed in description or use, or otherwise disposed of, and no structure
shall be built in any such park to accommodate activities not customarily associated with park use or
outdoor recreation; unless such sale, lease disposal, gift or structure is approved by unanimous vote of the
entire city commission.
AMENDEDAGENDAnEMaD
NDVEMeEa14,2016
ARTICLE t6. CITY COMMISSIOW
Sec. 2-19. - Rules of conduct and procedure at meetings.
The following roles shall govern procedure and conduct of city commission meetings:
(1) Rule 1. The mayor -commission shall preside at all meetings of the city commission, call the
members to order at the hour appointed for each meeting and, upon the appearance of a
quorum, proceed to business. He shall have general control of the chamber and in case of
disturbance or disorderly conduct therein, he may cause the same to be cleared. The mayor
shall preserve decorum and order, may speak to points of order in preference to other
members, and shall decide all questions relating to the priority of business or of order, without
debate, subject to appeal to the city commission by any member as a matter of course, and on
the appeal, it shall require a majority vote of the members to sustain the appeal.
(2) Rule 2. The mayors mmissioner shall declare all votes. A mil call of the yeas and nays on any
question shall be taken upon the request of any one (1) member. The roll call shall be
conducted as follows: The city clerk shall arrange the names of the members of the city
commission N alphabetical order, and each call of the roll shall be restated in a manner so that
upon each call thereof, he will commence with the members name that was called second upon
the preceding roll call, and thereafter pmceed to call the roll according to alphabetical order;
except, that the mayor -commissioners name shall be called last.
(3) Rule 3. When a member is called to order, he shall immediately take his seat, and the presiding
officer shall pass upon the point of order.
(4) Rule 4. No member shall speak at any meeting more than twice on the same question, or more
than five (5) minutes at any one time.
(5) Rule S. No member shall be interrupted by another without the consent of the member who has
the floor, except by rising to a question of order.
(6) Rule 6. No member shall absent himself from the meeting before adjournment for more than
five (5) minutes at a time without leave of the presiding officer.
(7) Rule 7. The order of business shall be as follows:-
a.
ollows:a. Approval of minutes of preceding meetings; -
b. Courtesy of floor to arty visitors who desire to bring a matter to the city commission's
attention;
c. Unfinished business of preceding meeting;
d- Consentagenda;
s. Report of committees;
f. Action on resolutions;
g. Action on ordinances;
h. Miscellaneous business;
1. City manager reports;
I.. Reports and/or requests from city commissioners and city attorney.
The inIdii
1 or select
(6) co mffte`estas"'r yojn"�I�pisa ebona h�4 may
ee ns° m file i a e s mmalbe desupcl atry the sty
`" " " "" a of.ffie busness tidC affairs of the,oW;
commission; to g'�ggNLe:the.(Candh c,
(9)- Rule 9. It shall be -the dutyZ all cdmmfftees to report on every suejliet retailed to them at the
next regular meagng fpllc>#!)g the reference; provided, the city commission may direct a repoyf
Page 1
AMENDED AGENDA ITEM 3D
NOVEMBER 14, M16
to be made at an Intervening adjourned meeting. If any committee fails to report on any matter
as required, they may be relieved of further consideration of the matter, and it be otherwise
disposed of by the city commission..
(10) Rule 10. Upon every matter referred to a committee, the committee or a majority thereof shall
meet for inquiry or deliberation, and no report of or concerning the matter shall be made unless
a majolity of the committee shall have signed the sante,
(11) Rule 11. It shall be the duty of the chairman or vice-chairman of all committees to which any
pending matters have been referred to cause their committee to meet to consider and dispose
of its pending business, and as far as practicable, to give advance notice of the time and place
of such meeting to all members of the city commission, the city clerk, city manager and other
persons known to be interested In favor of, or opposed to, the particular matters proposed to be
considered.
(12) Rule 12. All reports of committees shall be in writing and shall be filed by the city clerk. All
special reports shall state the facts substantially appearing before the committee.
(13) Rule 13. Upon the reading of petitions and communications and upon introduction of bills and
resolutions other than those appearing upon the official agenda, the presiding officer shall order
same received or filed or referred to proper committees, and the order made shall prevail unless
motion for other disposition of the matter in question shah be made and prevail.
(14) Rule 14. Every petition or other paper shall, previous to presentation, be so endorsed as to
clearly indicate the substance of the contents. Its reference or other disposition shall be
endorsed on It by the city clerk.
(15) Rule 15. Proposed ordinances may be introduced at any meeting of the city commission,
provided the same are prepared in written or printed form. Unless copies of the proposed
ordinances shall have been previously delivered to the mayorycommissioner and each member
Of the city commission at least three (3) days prior to the meeting at which they are introduced,
no action on the passage of the same shall be taken at the meeting at which introduced except
by unanimous consent of all members of the city commission present. The city manager, city
clerk and city attorney shall, when requested by the mayor -commissioner or any member of the
city commission, exert their best efforts to assist in the preparation of proposed ordinances and
cause copies thereof to be delivered to the mayorvcommisskmer and each member of the city
commission at least three (3) days prior to the next scheduled meeting of the city commission
following the request.
(16) Rule 16. in acting upon all proposed ordinances or resolutions, the yeas and nays shall be
taken upon the disposition made at each reading thereof, and shall be entered upon the journal
of the proceedings of the city commission.
(17) Rule 17. Any proposed motion, resolution, ordinance or suggested amendment thereto may be
withdrawn by the mover or the proposer at any time before amendment or putting it to a vote.
(18) Rule 18. The city manager shall furnish each member of the city commission with a list of
unfinished business of the preceding meetings, and a separate list of unfinished business
generally, in the order of its introduction, and a separate list of new matters expected to be
presented at the meeting, prior to every meeting.
(19) Rule 19. The city manager shall submit regular written monthly reports to the city commission.
(20) Rule 20. After the decision of any question, it shall be in order only for a member voting on the
prevailing side to move a reconsideration at the same or next regular meeting. If -a motion to
reconsider Is lost, it shall not be renewed and reconsidered without the unanimous consent of
the city commission in attendance at the meeting at which reconsideration is requested.
(21) Rule 21. Any rule, except Rules 16 and 17, may be temporarily suspended for special reasons
by a vote of the majority of the members of the city commission present
Page 2
AMENDED AGENDA REM so
NOVEMBER14,2016
(22) Rule 22. In all cases involving points of parliamentary law, "Robert's Rules of Order" shall be the
book of reference, and Its rules, so far as they are applicable and not in conflict with the
provisions of the city's Charter, this Code or other city ordinances, shall he the rules of the city
commission.
(23) Rule 23. The mayor pro tem shall exercise the duties and powers of the mayor -commissioner
during his absence or disability.
(24) Rule 24. It shall be the duty of the city clerk or her/his designee to attend all meetings of the city
commission and to record and keep the minutes and records thereof. The minutes of such
meetings shall be promptly recorded for public inspection as required by state law. It shall be
the duty of the mayor -commissioner, and in his absence, the mayor pro tem or other city
commissioner, to see that the proceedings of every meeting are property and promptly recorded
by the city clerk or her/his designee, and the record of every meeting shall be signed, when
approved, by the city clerk or her/his designee and the mayor -commissioner or the mayor pro
tem or other city commissioner who presided thereat.
(25) Rule 25. Any city commissioner or charter officer may request that any motion be presented in
writing.
(26) Rule 26. The city commission may take action on a matter which, because of time constraints,
has not been included on the agenda for their meeting, if such matter is declared to be an
emergency by the affirmative votes of the majority of the members of the city commission. The
passage of emergency ordinances and resolutions, however, shall be in accordance with
Section 18 of the City Charter.
(27) Rule 27. It shall be the duty of a city commissioner who will be absent from any city commission
meeting to notify the other commissioners of any such anticipated absence. Said notice shall be -
given as far in advance as possible, either orally at a meeting prior to the one which the
commissioner will be absent from, or by e-mail to the city clerk, who will then forward the notice
to the other commissioners. If the notice includes a request for an excused absence, it shall
slate briefly the reasons why the excused absence is being requested, and the other
commissioners shall vole on the request at the meeting at which it is orally requested or as an
agenda item at a subsequent meeting following notice by e-mail.
(28) Rule 28. City commissioners shall be prohibited from accepting or sending any electronic
communications via cell phone or other device during the course of a city commission meeting.
Electronic communications include, but are not limited to, smalls, Blackberry PINS, SMS
communications (text messaging), MMS communications (multimedia content), and instant
messaging. City commissioners may have cell phones turned on during city commission
meetings, to be used only in the event of an emergency.
(Code 1970, § 2-5; Ord. No. 5-88-20, § 1, 12-12-88; Ord No. 5-97-29, § 1, 2-24-97; Ord. No. 5-
01-36, § 1, 11-12-01; Ord No. 5-12-56, §§ 1, 2, 8-27-12; Ord. No. 5-12-57, § 1, 11-26-12)
Page 3
AMENDED AGENDA ITEM 3D I
NOVEMBER 14, 2016
DIVISION 1. - GENERALLY
Sec. 2-131, - Reappointment to boards and committees.
(a) Whenever a vacancy occurs on any board or committee of the city, any qualified person may be
appointed to fill such vacancy, including someone who has previously served on the board or
committee on which there is a vacancy.
(b) However, any person who has served on a board or committee of the city for the maximum number
of terms allowed may not again be appointed to that same board or committee until one (1) year has
passed since the person was term -limited off the board or committee.
Page 1
AMENDED AGENDA ITEM 3D
NOVEMBER14,2016
List of Administrative Tasks
The Beautification and Natural Resource Preservation Advisory Committee should
at the first meeting select a member to serve as Secretary to the Committee. The
Secretary will be responsible for the following tasks to ensure compliance with
ethics standards and legal obligations of public meetings.
1) Notifying the City Clerk of meeting schedules at a minimum of 7 days prior to the
planned meeting start time for the City Clerk to post the notice on the website, at
City Hall and in local media (if required);
2) Preparing an agenda that includes appropriate draft minutes of the prior
meeting requiring approval, copies of materials and supporting document or
information to be presented at the meeting;
3) Distribute the agenda packet within a predetermined timing as set forth by the
Committee via email or other methods to all members of the Committee;
4) Provide the City Clerk with a copy of the agenda packet for posting on the City
website at a minimum of 7 days prior to the meeting date;
5) Type minutes of each meeting;
6) And, prepare one original hard copy of the prior meeting minutes in a folder
designated to the attention of the Chairperson for signature by the Chairperson.
Once the minutes are approved by the Committee, the Chairperson will sign the
minutes and the Committee Secretary will provide the original, signed
documents to the City Clerk for record retention.
The Committee will also be asked to perform the following..
1) Confirm meeting venue and scheduling is acceptable with Parks and Recreation
scheduling personnel;
2) Coordinating access to City facilities with Parks and Recreation scheduling
personnel for any planned events that may include any change in layout or
arrangement of chairs and tables, and the return of the facility to a condition
acceptable for any following events utilizing the facility;
3) Requests made to the City Manager for special equipment such as audio-visual
equipment, recording equipment, computer and will access, etc.;
4) And, unlock, make accessible and secure the facility for members of the
Committee.
City staff will perform the following tasks in support of the Committee.
1) The City Clerk or her designee will:
a) Maintain a membership list of the members of the Committee;
b) Post all notices of public meetings on the website, the bulletin board at City
Hall and on various media outlets as required by statute and Florida State
law;
c) Post a meeting notice on the City Calendar and also notify members of the
City Commission of all planned events of the Committee;
AMENDED AGENDA REM so
NOVEMBER 14, 2016
d) Post the agenda packet to the City website;
e) Scan approved minutes and post them to Weblink for public access;
f) File the original minutes in the official record;
g) And, make copies of or prepare printed materials requested by the Secretary
of the Committee for use during Committee meetings or any other
reasonable use of such materials.
2) The City Manager or his designee will:
a) Coordinate the reservation, security and access for the use of City facilities as
agreed by the Committee officers and Parks and Recreation scheduling
personnel;
b) Set up an email distribution list and / or email accounts for the members of
the Committee;
c) With adequate notification and with attention to current staff workloads and
schedules, provide access to and attendance of City staff members whose
expertise may be required to support or enhance the Committee's efficiency
and effectiveness;
d) Assist the City Clerk with administrative duties such as document
preparation, copying, printing, distribution of materials, etc.;
e) And, support the efforts of the Committee by providing access to City staff,
data, resources, and future planning as necessary to compliment the final
outcome of the Committee goals.
AMENDED AGENDA DEM 3D
NOVEMBER 14, 2016
Beautification and Natural Resource Preservation Advisory Committee
Bruce Andrews
3281P Street
Atlantic Beach, FL 32233
(904) 465-2257
Bruce andrews@comcast.net
Mike Borno (Co -Chair) I/
223 Ocean Forest Drive N.
Atlantic Beach, FL 32233
(904)607-3256
patmikeborno@att.net
Timothy Anderson L
824 Sherry Drive
Atlantic Beach, FL 32233
(904) 280-8995 * (904) 861-5122
to nderso n @ bottanderson.com
Dawn Scott
1000 Camelia Street
Atlantic Beach, FL 32233 9
(904)476-0015-
dawnsmac@be Ilsouth. net
Me rship List
Charles "Chip` Drysdale
2051 Seminole Road
Atlantic Beach, FL 32233
(904) 859-7941
chi odrvsdale@va hoo.com
John November
536 South Street
Neptune Beach, FL 32266
(904) 525-3042
John.nov@email.com
Don Ford i
3386' Street
Atlantic Beach, FL 32233
(904) 235-3649
Bluthundr55.df@amail.com
Suzanne Shaughnessy (Co -Chair)
168 Oceanwalk Drive S. 4:'—d -
Atlantic Beach, FL 32233
(904)651-9269
suzvmack@Rmail.com
Sarah Andrews Dark r�
1781 Sea Oats Drive
Atlantic Beach, FL 32233
(904)465-7168
Sarah.andrews87@emall.com
,�'s o rz 9
Linda Lanier "�" "),1W
1768 Park Terrace West
Atlantic Beach, FL 32233
(904) 246-9678 * (904) 652-3230
Linda m.lanler@emall.com
Judith Leroux
1745 Selva Marina Drive
Atlantic Beach, FL 32233
(904) 303-4350
ludithleroux@icloud com
II
�a)
,1
/
l/lam
� ,US
Me rship List
Charles "Chip` Drysdale
2051 Seminole Road
Atlantic Beach, FL 32233
(904) 859-7941
chi odrvsdale@va hoo.com
John November
536 South Street
Neptune Beach, FL 32266
(904) 525-3042
John.nov@email.com
Don Ford i
3386' Street
Atlantic Beach, FL 32233
(904) 235-3649
Bluthundr55.df@amail.com
Suzanne Shaughnessy (Co -Chair)
168 Oceanwalk Drive S. 4:'—d -
Atlantic Beach, FL 32233
(904)651-9269
suzvmack@Rmail.com
Sarah Andrews Dark r�
1781 Sea Oats Drive
Atlantic Beach, FL 32233
(904)465-7168
Sarah.andrews87@emall.com
,�'s o rz 9
Linda Lanier "�" "),1W
1768 Park Terrace West
Atlantic Beach, FL 32233
(904) 246-9678 * (904) 652-3230
Linda m.lanler@emall.com
Judith Leroux
1745 Selva Marina Drive
Atlantic Beach, FL 32233
(904) 303-4350
ludithleroux@icloud com
II
�a)