9-18-17 Agenda Packet
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
SEPTEMBER 18, 2017 - 6:30 PM
AGENDA
Invocation and pledge to the flag
Call to order
1. Approval of minutes.
A. Approve minutes of the Regular Commission Meeting on August 14, 2017.
B. Approve minutes of the Budget Workshop on August 14, 2017.
2. Courtesy of Floor to Visitors
3. Unfinished Business from Previous Meetings
None.
4. Consent Agenda
None.
5. Committee Reports
None.
6. Action on Resolutions
A. Resolution No. 17-15
A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA,
AWARDING BID #1617-12 FOR A MULTI-YEAR JANITORIAL SERVICES
FOR CITY FACILITIES CONTRACT TO SUPREME JANITORIAL
SERVICES.
B. Resolution No. 17-16
A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA,
AWARDING BID #1617-13 FOR THE EQUIPMENT STORAGE FACILITY AT
PUBLIC WORKS TO CORE CONSTRUCTION COMPANY OF
JACKSONVILLE.
7. Action on Ordinances
A. Public Hearings and First Reading on Adoption of a Tentative Millage Rate
and Ordinance No. 20-17-146 establishing the Operating Budget for fiscal year
2017/2018.
AN ORDINANCE ADOPTING THE FINAL BUDGET FOR THE CITY OF
ATLANTIC BEACH, FLORIDA FOR FISCAL YEAR BEGINNING OCTOBER
1, 2017 AND ENDING SEPTEMBER 30, 2018.
8. Miscellaneous Business (Discussion only)
None.
9. City Manager Reports
A. City Manager’s Report
B. 90-Day Calendar (September – November 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 Chamber.
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’s Office by 5:00 PM, Friday, September 15, 2017.
MINUTES
REGULAR CITY COMMISSION MEETING
AUGUST 14, 2017-6:30 PM
CITY HALL, 800 SEMINOLE ROAD
IN ATTENDANCE:
Mayor Mitchell E. Reeves
Mayor Pro Tern John Stinson
Commissioner Mitchell R. Harding
Commissioner Jimmy Hill
Commissioner M. Blythe Waters
Invocation and pledge to the flag
City Attomey Brenna Durden
Interim City Manager Kevin Hogencamp
City Clerk Donna L. Bartle
Recording Secretary Nancy Pyatte
Commissioner Hill gave the Invocation, followed by the Pledge of Allegiance to the Flag.
Call to Order:
Mayor Reeves called the meeting to order at 6:30P.M. City Clerk Bartle called the roll. Mayor Reeves noted
that a quorum was present.
Commissioner Waters arrived 6:33P.M.
1. Approval of minutes.
A. Approve minutes of the Regular Commission Meeting on July 10, 2017.
Mayor Reeves asked if there were any corrections to the above minutes. There were no corrections, so
Mayor Reeves stated the minutes stand as submitted.
2. Courtesy of Floor to Visitors
Jeffrey Weil, 10 10th St., Atlantic Beach, spoke about the Malfeasance in Office complaint filed
against Mayor Reeves, for violation of Section 66 of the Atlantic Beach Charter.
John Finotti, 391 gth St., Atlantic Beach, reported his tree was taken down two weeks ago; the safety
issue has been removed. He is proposing mitigation to plant trees and said he will be available for any
questions during the Public Hearing.
John November, 536 South St., Neptune Beach, spoke about land acquisition for the purpose of
conservation and protection. The City has an opportunity to purchase Johnston Island and Selva
Preserve from the approximate $4.5 million in reserves. Mr. November asked the Commission to
consider, as an item on an upcoming agenda, submitting a non-binding letter of interest with the seller(s)
to express interest. Next the City would enter into a due-diligence repmi and obtain an appraisal of the
property to determine the value.
Mr. November stated he spoke with Councilman Gulliford, City of Jacksonville, about funding to offset
the costs associated with land acquisition and Councilman Gulliford expressed to him that he would do
his best to obtain funding from the City of Jacksonville Capital Improvement Plan budget, up to
$500,000. Mr. November stated that this is the last chance that the City has to protect and conserve the
land and requested their consideration to put this on an agenda as soon as possible.
Agenda Item 1A
September 18, 2017
August 14, 2017 REGULAR COMMISSION MEETING
Also, Mr. November spoke m favor of Mr. Finotti's request for a wmver and his proposed tree
mitigation.
Lisa Bruno, 375 and 377 Plaza, Atlantic Beach, stated she supports the request for a waiver for Mr.
Finotti. Ms. Bruno spoke about the ordinance and having provisions for diseased and/or dying trees.
Commissioner Hill wished to respond to the public complaint, stating that the Commission does not
police each other. There is a process to follow and the fmmal investigation is underway -the City is not
ignoring this matter.
Commissioner Stinson agreed with Commissioner Hill's statement about the investigative process and
also stated that Interim City Manager (ICM) Hogencamp will repmi the results when he has received
them.
Commissioner Waters stated no action can be taken until the investigation is complete and all the facts
are in hand.
Mayor Reeves addressed the topic of Jolmston Island stating there is talk about the City putting a
restaurant on the island-that is a false statement. Mayor Reeves explained that he and ICM Hogencamp
met with Councilman Gulliford to see if Jacksonville would pminer with Atlantic Beach to purchase
Jolmston Island for the purpose of creating a community park, without boating/launching access.
Mayor Reeves spoke about the complaint against him. He stated his opponent, Dr. Glasser, has the right
to file a complaint, just like the citizen who filed a complaint against Dr. Glasser about not meeting the
residency requirements to run for public office. Mayor Reeves stated he has not committed any
violation, there has been no personal interests and no personal gains. He appreciates the comments and
stated the facts will come out.
No one else from the audience spoke. Courtesy of the Floor closed.
A. Proclamation Honoring Vic Gualillo
CDR Vic Gualillo took the floor, along with Mayor Reeves and Police Chief Cook, while City Clerk
Bartle read the Proclamation. (document on file)
Mayor Reeves presented CDR Gualillo with a plaque, expressing his appreciation for the tremendous
job he has done for the City. He has served as the Interim Police Chief twice for the City.
Chief Michelle Cook spoke about the volume of work involved to maintain the Police Department,
talking about all the 'behind the scenes' work that CDR Gualillo has done for the City of Atlantic
Beach. Having been with the City for just a week, Chief Cook commended CDR Gualillo for his work
and support, stating he has made her job easier in this transition.
CDR Gualillo stated he is honored and thankful to all of the staff and the City for their suppmi.
B. Presentation of Annual Repmi by Langton Consulting
Mike Langton, Langton Consulting, took the floor to address the Commission. Mr. Langton stated it has
been a delight working with CDR Gualillo on grants, and he looks forward to working with Chief Cook
moving forward.
Mr. Langton reviewed the grants submitted from August 2016 to July 2017, as detailed in the repmi
2
Agenda Item 1A
September 18, 2017
August 14, 2017 REGULAR COMMISSION MEETING
(report on file). Mr. Langton explained that, since September 2014, over $700,000 in grants have been
applied for from State and Federal funding sources. To date over $250,000 has been awarded, leaving
approximately $323,000 in pending requests outstanding from the agencies listed in the report.
Mr. Langton credited all the depmiments and staff that he has worked with, commending their diligence.
He spoke about the ongoing technical assistance programs and support working on Wetlands, Safe
Routes to School, Cultural Facilities, and Tree City USA. Additionally, various grant programs have
been identified and recommended for consideration for the upcoming year, August 2017 to August
2018. These are listed on pages 2 and 3 of the report.
Commissioner Hill spoke about the pending project list with Mr. Langton. A brief summary was
provided by Mr. Langton about Jordan Park, Tideview Pier, the Cultural Enhancement Program, Police
Headquarters, and Land Development Code Revisions.
There was discussion about the Commission receiving a status report of these Grant programs prior to
the Annual Report, either quarterly or semi-annually. Mr. Langton responded that he will gladly
accommodate any request from the Commission.
Mayor Reeves stated he is in favor of receiving a qumierly report and it could be submitted through the
City Manager's Office.
C. FY 2016 Audit Report-Ron Whiteside, Purvis, Gray & Company
Russell Caffey, Director of Finance, addressed the Commission about the audit process, stating that
every three to five years the City conducts a Request for Bid to hire an outside independent auditor. The
Commission selected Purvis, Gray & Company. The auditors conduct the annual audit of the City's
financial documents and provide their report once a year. (report on file)
Ron Whiteside and Kevin Smith, of Purvis Gray & Company, were present to address the Commission.
Mr. Whiteside explained that beginning next year there will be a transition of an audit partner to Ms.
Barbara Boyd.
Mr. Whiteside reviewed the results of the audit stmiing with Revenues and Expenses on page vii of the
Audit Rep01i (Report). As detailed in this section, Mr. Whiteside reported there is a substantial increase
in Revenues, $6.4 million over last year. The majority of that increase, approximately $4.5 million, is
due to developer contributed assets to City water and sewer utilities, roads, right-of-ways, and storm
water improvements. Also there are increases in most of the other revenue resources such as Charges for
Services, Water and Sewer Utility, Storm Water Sanitation, and Buildings and Code Enforcement.
Mr. Whiteside continued, noting there are increases in Property Tax Revenues, approximately $370,000,
from new construction or increases in value. The next group showing increases are the economic
indicator revenues -Sales Tax, Business and Utility Taxes, State Revenue Sharing. These increased
approximately $93,000. Investment Earnings have increased $300,000 over the prior year.
Mr. Whiteside reviewed Expenses, stating they reflect a modest increase of $800,000. He noted that
almost half of the increase is related to the Pension Plans not meeting their targeted investment rate of
return. The City then has to make up the investment sh01ifall. Other moderate increases in expenses
showed in Wages, Health Insurance, Legal Costs, and the Mayport Community Redevelopment Agency
(CRA) set-up costs.
Mr. Whiteside rep01ied this was a very positive year financially, explaining that the City operated a $6.6
million excess of revenues over expenses vs the prior year's figure of$1.1 million.
3
Agenda Item 1A
September 18, 2017
August 14, 2017 REGULAR COMMISSION MEETING
Mr. Whiteside referred to the balance sheet, on page vi of the Report, which lists the Assets and
Liabilities. The summarized table shows the City's assets exceeded the liabilities at the close of the
fiscal year September 30, 2016. He reviewed the value of the Capital Assets which are land, buildings,
equipment, and infrastructure. Next Mr. Whiteside reviewed the long-te1m debt which are the Notes and
Bonds related to the utility system, and the net pension liability. The pension plans are about 70%
funded, which Mr. Whiteside characterized as being 'middle of the road', average condition financially,
based on other Florida governmental entities with defined benefit plans.
Mr. Whiteside explained the difference between Assets and Liabilities is the Net Position, consisting
largely of investments in buildings, equipment, and infrastructure and is not spendable funds.
Approximately $5 million is in Restricted Net Position, which $2.5 million of that is from Better
Jacksonville Funds, and is restricted for capital outlay. The balance left is for debt service related to the
utility systems, road improvement, code enforcement, and public safety, etc.
The Unrestricted Net Position was reviewed next, which is approximately $8 million, and is a measure
of the overall financial health. The Government Finance Officer Association guidelines recommend that
local govemments maintain at least two months reserve in the bank. Mr. Whiteside reported that the City
of Atlantic Beach has approximately four months in reserves and is in sound fiscal health according to
the financial statements.
Mayor Reeves questioned if the definition 'middle of the road' is a good definition, as it relates to the
pension plans. Mr. Whiteside responded that around 75% to 80% funding is typical. The Repmi shows
the General Employees plan is 76.7% funded and the Police plan is 68.3% funded.
Mayor Reeves asked if using some of the unrestricted funds to pay down the pension debt would benefit
the City.
Commissioner Waters stated that funds from unfilled positions were used to pay down the pension
plans. She inquired if that was a sufficient annual contribution towards that goal.
Mr. Whiteside responded that excess contributions, in excess of the required contributions based on the
actuarial determination, is not typical. Atlantic Beach has taken an aggressive stance with the pension
investments, assuming a 7% rate of retum (recently lowered to 6.34%) continuing to help to shore up
those plans.
Commissioner Hill spoke about the City's investment position not getting the retums in the current
economic situation. He inquired if we should take a different position.
Mr. Whiteside addressed the accounting system used for pensions. He explained they use a one year lag
in the investment rate of retum. The pension investment portfolios in the Report show it did not meet the
7% benchmarks. For the year ending September 30, 2015 the actual rate ofretum was Yz% and 1% on
the two plans. For the year ending September 30, 2016 the rates were 10% for one, and the other was in
excess of 7% .
There was discussion about the audit completion deadlines and delays, reasons for deadline extensions,
and Florida Statutes requirements and guidelines.
Mr. Whiteside reported on their findings, noting a need for improvement in the financial close process,
making the yearend adjustments to prepare for the audit. Over the last two years there was staff
tumover, transitions in office structure, and constant training with new personnel. Purvis Gray has been
working with the depmiment staff and they are moving forward. There is noticeable improvement.
4
Agenda Item 1A
September 18, 2017
August 14, 2017 REGULAR COMMISSION MEETING
The Commission thanked Mr. Whiteside of Purvis Gray & Company and Finance Director Russell
Caffey and his staff, commending them on the outcome of all their work.
3. Unfinished Business from Previous Meetings
Commissioner Stinson requested a deviation in the agenda, and stmi with item 3B. City Manager
Contract.
There was consensus to start with item 3B. City Manager Contract.
Commissioner Waters thanked Human Resource Director Cathy Beny and City Attorney Brenna
Durden for their work in preparing the contract. Mr. Genity has agreed to and accepted the contract as
submitted and it is ready for signatures.
Motion: To approve the contract as submitted and move forward in hiring Mr. Gerrity as the City
Manager.
Moved by Waters, Seconded by Stinson
Commissioner Stinson welcomed Mr. Genity to the City of Atlantic Beach. He thanked everyone
involved with producing a quality contract.
Commissioner Harding welcomed Mr. Genity to the City of Atlantic Beach, stating it's a great place to
work, live, and raise a family.
Commissioner Hill thanked the Staff for their hard work in making this a very pleasant and productive
process to hire the best candidate. He welcomed Mr. Genity and his family.
Mayor Reeves explained he had one concern about the contract in regards to Section 6, Automobile and
Phone Allowance, where it states there is a $500 vehicle allowance and also mileage reimbursement, if
the travel exceeds 100 miles from the City. Mayor Reeves questioned the receipt ofboth, and also stated
he thought that $500 was too low for the vehicle allowance.
City Attorney Durden stated the allowance and the mileage was acceptable per the IRS regulations.
Discussion ensued about the car allowance, the mileage allowance, allowance covering personal use of
the vehicle, comparison to corporate expense allowances, and comparison to other Florida governmental
agencies allowances.
Motion: Commissioner Stinson called the question.
Seconded by Waters
Roll Call Vote:
Aye: 5 Harding, Hill, Stinson, Waters, Reeves
Nay: 0
MOTION CARRIED (to call the question)
Roll Call Vote:
Aye: 5 Hill, Stinson, Waters, Harding, Reeves
Nay: 0
MOTION CARRIED
5
Agenda Item 1A
September 18, 2017
August 14, 2017 REGULAR COMMISSION MEETING
Mayor Reeves invited Mr. Gerrity to come forward for introduction.
Mr. GelTity addressed the Commission and thanked everyone for the oppmiunity and their faith in him.
He stated he is looking forward to working with the City of Atlantic Beach.
Mayor Reeves called for a recess at 7:54PM and reconvened the meeting at at 7:59PM.
A. Public Hearing -W AIV 17-0003, Request for a waiver as permitted by Section 24-46( d)
to waive the prohibition on exemptions from a tree permit for heritage trees as required by
Section 23-22 to allow the removal of a 30 inch Live Oak heritage tree without a permit at
Atlantic Beach Subdivision A, west 35 feet lot 42, east 15 feet lot 44, block 10 (aka 391 gth
Street).
Planner Derek Reeves displayed photos and explained this is a request for a waiver to allow removal of
a 30-inch Live Oak heritage tree without a permit. Planner Reeves stated there are two arborists repmis
(the applicant's and the City's) recommending removal, confirming the tree is a safety hazard and is in
decline.
At the last meeting the Commission allowed for immediate tree removal due to the safety hazard it
presented. Planner Reeves repmied the tree has been removed. Removal of this tree now creates a
violation of the code where it states the property must have shade tree in the front yard.
Planner Reeves reviewed the mitigation requirements and guidelines. The applicant, Mr. Finotti, has
proposed mitigation to plant a 4-inch Live Oak tree and two Red Cedar trees. What is before the
Commission is to approve the waiver with no mitigation, approve with a condition of mitigation, or
deny.
Mayor Reeves opened the Public Hearing.
No one came forward to speak on this item. Mayor Reeves closed the Public Hearing.
Motion: To approve WAIV17-0003 with the mitigation proposed by the property owner to plant a
4-inch Live Oak tree and two Red Cedar trees.
Moved by Harding, Seconded by Stinson
Commissioner Waters thanked Mr. Finotti for proposing mitigation to plant trees. She also stated the
Ordinance needs some work regarding Heritage trees and Legacy trees. She looks forward to the
Environmental Stewardship Committee (ESC) getting involved with this issue.
Commissioner Harding stated that he recommended that the prope1iy owner reconsider mitigation
options. He commended Mr. Finotti for doing that and returning with an acceptable amount of tree
mitigation. Commissioner Harding agreed that the City needs to look at the Ordinance regarding these
types of trees.
Commissioner Hill thanked the prope1iy owner for committing to tree replacement. He asked if the City
can offer assistance with tree replacement from our resource of City trees?
Scott Williams, Public Works, stated there are no big trees available in the City yard, only 3 inch trees.
Commissioner Hill stated he accepts the mitigation proposal.
6
Agenda Item 1A
September 18, 2017
August 14, 2017 REGULAR COMMISSION MEETING
Commissioner Stinson stated he supports the waiver because of the issues and wanted to know the size
of the Red Cedar trees.
John Finotti, 391 gth St., Atlantic Beach, responded that the Red Cedar trees are 2.5 inches each, and
they are fast growing trees.
Mayor Reeves asked Mr. Finotti if he was comfortable with what was presented. Mr. Finotti responded
that he was.
Mayor Reeves thanked Mr. Finotti and stated this process showed the City that there is a need to
reevaluate this program.
Commissioner Waters inquired about the Tree Fund and whether or not that money can be used to assist
a property owner for tree replacement?
Planner Reeves responded that Tree Fund money must be used on public propetiy.
Roll Call Vote:
Aye: 5 Stinson, Waters, Harding, Hill, Reeves
Nay: 0
MOTION CARRIED
C. Appointments to Environmental Stewardship Committee
ICM Hogencamp recommended that the Commission proceed with the process to appoint the members
of this Committee.
City Attorney Durden addressed the Commission stating that she will speak about the Environmental
Stewardship Committee (ESC) and the Parking Committee jointly because her comments will be the
same for both committees.
There are specific requirements in the Ordinance for the eleven member ESC and City Attorney Durden
explained as follows:
• The Mayor selects three members, at large, two will have a three-year term and one will
have a four-year term.
• The Commissioners will select two members, one from within each district with a three-
year term, and one at large with a four-year term.
For the ESC, City Attorney Durden recommended that the names be provided to ICM Hogencamp by
5:00P.M., Wednesday, of this week to be on the next meeting agenda for August 28, 2017. There will
be a Resolution which will name each person.
The Ordinance is silent on the selection process for the ESC chairperson. City Attorney Durden
suggested that the Resolution can have a statement with a 'blank' for consideration and selection of a
chairperson, by the Commission or the Committee.
There are specific requirements in the Ordinance for the eleven member Parking Committee and City
Attorney Durden explained as follows:
• The Mayor and Commissioners will each select two members who are residents of the
City.
• The eleventh member shall be the Mayor Pro Tern.
7
Agenda Item 1A
September 18, 2017
August 14, 2017 REGULAR COMMISSION MEETING
For the Parking Committee, City Attorney Durden recommended that the names be provided to ICM
Hogencamp by 5:00P.M., Wednesday, of this week to be on the next meeting agenda for August 28,
2017. There will be a Resolution which will name each person.
Discussion ensued about providing the names verbally tonight, instead of to staff, noting the benefit of
maintaining transparency to the public. Also there was discussion about the appointment of the
chairperson. The Commission was in agreement to provide their names at this meeting, if prepared to do
so, and also that it should be the responsibility of the ESC to appoint a chairperson.
A brief survey of the Commission was conducted to confitm their preparedness to provide names:
Reeves -prepared
Harding -prepared
Stinson-prepared
Waters -not prepared, will have names by Wednesday
Hill -not prepared, will have names by Wednesday
Nominees for Environmental Stewardship Committee:
Harding-Dawn Scott, 3-year tetm, Sarah Andrews Dark, 4-year term
Hill will have two names by Wednesday
Stinson-Aurelie Drexler, 3-year term, will have second name by Wednesday
(Had Sarah Dark, will consult with a backup)
Waters Bruce Andrews, 4-year tetm, will have second name by Wednesday
Reeves-Judith Leroux, 4-year term/Chair, Bonnie Hansen and Linda Chipperfield, both 3-year terms
D. Appointments to Parking and Pedestrian Safety Committee
Commissioner Waters questioned if there was enough time for the Parking and Pedestrian Safety
Committee to collect and present their data to the City in October.
ICM Hogencamp responded that the Committee can report in October-say what they have or say what
they are planning to work on -then provide a date cetiain when they would follow-up with another
repoti.
Nominees for Parking and Pedestrian Safety Committee:
Waters -Greg Kupperman, Woody Winfree
Harding -Dale Wappes, Dennis Winkelman
Stinson-Jennifer Lagner, Nancy Whittington
Hill -will have two names by Wednesday
Reeves-Kim Reich, Michael Tari
E. Florida League of Cities (FLOC) Annual Conference voting delegate
ICM Hogencamp recommended that the City approve Mayor Mitch Reeves as a voting delegate for the
FLOC 2017 Conference.
Motion: To select Mayor Mitch Reeves as the voting delegate for the FLOC 2017 Conference.
Moved by Hill, Seconded by Harding
8
Agenda Item 1A
September 18, 2017
August 14, 2017 REGULAR COMMISSION MEETING
Roll Call Vote:
Aye: 5 Waters, Harding, Hill, Stinson, Reeves
Nay: 0
MOTION CARRIED
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. Award Bid 1617-11: Multi-Year Contract for Street SweepingN acuuming for the Public
W arks Department.
Commissioner Stinson requested to remove 4A.
Commissioner Stinson stated there was an issue last year with this company about whether or not they
were using water in the cleaning process. Commissioner Stinson asked ICM Hogencamp if he was
comfmiable with this company's services and their responsiveness to our contract expectations. ICM
Hogencamp responded yes.
Motion: To award Bid 1617-11, Multi-Year Contract for Street SweepingNacuuming for the
Public Works Department.
Moved by Stinson, Seconded by Waters
Roll Call Vote:
Aye: 5 Harding, Hill, Stinson, Waters, Reeves
Nay: 0
MOTION CARRIED
5. Committee Reports
A. Application and Guidelines for Contributions to Outside Organizations (Cultural Arts and
Recreation Advisory Committee)
Timmy Johnson, Director of Recreation and Special Events, addressed the Commission. Mr. Johnson
introduced Dawn Pope for the Cultural Alis and Recreation Advisory Committee.
Ms. Pope reported that she has been on this Committee for over one year and has enjoyed giving back to
the City of Atlantic Beach. This Committee is responsible for making funding recommendations to the
Commission. Ms. Pope reviewed the attached Application Guidelines Policy that is used in
administering the contributions. These guidelines include scoring criteria and an application form for the
organizations to complete and submit for review.
There were no questions. The Commission thanked Ms. Pope for her report.
6. Action on Resolutions
None.
7. Action on Ordinances
9
Agenda Item 1A
September 18, 2017
August 14, 2017 REGULAR COMMISSION MEETING
A. ORDINANCE NO. 90-17-229, Public Hearing and First Reading.
AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA,
EXTENDING THAT CERTAIN ORDINANCE NO. 90-16-225, KNOWN AS
THE "AUTOMOTIVE SERVICE STATION MORATORIUM ORDINANCE,"
APPROVED AND ADOPTED BY THE CITY COMMISSION ON
SEPTEMBER 12, 2016, FOR A PERIOD OF SIX MONTHS FROM AUGUST
22, 2017 TO FEBRUARY 22, 2018; PROVIDING FOR THE CONTINUED
VALIDITY OF ALL OTHER PROVISIONS OF ORDINANCE NO. 90-16-225;
AND PROVIDING AN EFFECTIVE DATE.
City Clerk Bartle read the Ordinance by title into the record.
City Attomey Durden explained this is a six month extension of the original Ordinance for the
automobile service station moratorium that is set to expire August 22, 2017. No applications
could be provided or filed with the City through this extension period to February 22, 2018.
During the extension the Planning Depmiment, along with a consultant, will be working on the
LDR and this issue as well.
Mayor Reeves opened the Public Hearing. There were no speakers, the Public Hearing was
closed.
Motion: To approve Ordinance No. 90-17-229 as read on its first reading, and direct staff
to notice the Ordinance for a Public Hearing and second and final reading on August 28,
2017.
Moved by Stinson, Seconded by Waters
Commissioner Hill asked ICM Hogencamp if there have been any inquiries about this ordinance.
ICM Hogencamp responded he has not received any.
Planner Derek Reeves stated he received one inquiry today.
Roll Call Vote:
Aye: 5 Hill, Stinson, Waters, Harding, Reeves
Nay: 0
MOTION CARRIED
B. ORDINANCE NO. 80-17-87, Introduction and First Reading
AN ORDINANCE ESTABLISHING A TEMPORARY MORATORIUM ON
THE ACCEPTANCE, PROCESSING OR APPROVAL OF ANY WIRELESS
COMMUNICATION FACILITIES IN THE CITY'S RIGHTS-OF-WAY;
PROVIDING AN EFFECTIVE DATE.
City Clerk Bartle read the Ordinance by title into the record.
City Attomey Durden explained this is for a temporary moratorium between now and December
31, 2017. This is a result of legislation, adopted by the State of Florida, allowing for 5G cell
towers to be built within the right-of-ways (ROW) of all municipalities and local govemments in
Florida. The State is authorizing the adoption of standards and criteria, no later than December
31, 2017, for the placement of those towers. This moratorium provides time for the City to draft
new provisions that will amend the cunent Chapter 19, which deals with utilities in the ROW.
The Public Utilities Director, the Public Works Director, the Building Official, the City Planner,
the Police Chief, and ICM Hogencamp are reviewing the current regulations in order to propose
10
Agenda Item 1A
September 18, 2017
August 14, 2017 REGULAR COMMISSION MEETING
modifications to accommodate new towers in the ROW and ensure there is no interference for
emergency vehicle access. Many cities are adopting this temporary moratorium to allow more
time for review and planning.
City Attorney Durden reported that the City does have one application pending that was
submitted during July 10, 2017. The Building Official and the Public Works Director are
cuiTently reviewing it and may want to grandfather this application because it was submitted
prior to the first reading of the Ordinance.
Motion: To approve Ordinance 80-17-87 as read on its first reading, and direct staff to
notice the Ordinance for a Public Hearing and second and final reading on August 28,
2017.
Moved by Waters, Seconded by Hill
Commissioner Waters stated she wants to make sure no one is adversely affected.
Commissioner Hill asked Mayor Reeves to bring back any information that may be provided at
the FLOC conference. Commissioner Hill stated that this is a large state oveiTeach because of the
potential impact to the character, safety, and nature of our community.
Mayor Reeves spoke about meeting with AT&T about the 5G wireless communication towers.
He and ICM Hogencamp met with AT&T and they do want to be a good partner with our City.
Mayor Reeves stated this is one of the Home Rules that he fought for in Tallahassee -for cities
to be able to set their own guidelines, fees, and other related issues. He fmiher stated this
legislation went into effect July 1, 2017, setting the guidelines for what we can charge, and
putting time restrictions on the application process and approval. We have the provision to come
up with a plan by the end of year to be prepared.
Regarding the application that is already in-house, Mayor Reeves stated he agreed it should be
grandfathered because it was received prior to the first reading of this Ordinance. He stated he
plans to contact AT&T regarding this permit and inquire about pminering with the City to work
out the petmit specifications.
Commissioner Stinson stated that he thought there was previous discussion and consideration
regarding a moratorium about this item, prior to this meeting.
City Attorney Durden explained that any discussion and consideration must be conducted at the
Commission level in order to direct action. Individual discussions that she has with Staff and/or
Commissioners will not generate action. In order to act as quickly as possible, instead of
bringing this item to the Commission for discussion, it was brought by the first reading of this
Ordinance.
City Attorney Durden stated that this legislation was late being adopted by the State. There are a
few applications throughout the state that were submitted immediately after the legislation was
signed. Several municipalities and counties are considering challenging this law but this would
not stop the effectiveness of the law. This Ordinance is the best action to take for our City.
Commissioner Stinson expressed the impmiance of having representation in Tallahassee so the
City can be prepared moving forward.
Commissioner Hill requested the records be scoured for proof that this conversation has already
taken place about this issue. He stated it is a step in the wrong direction when a for-profit
11
Agenda Item 1A
September 18, 2017
August 14, 2017 REGULAR COMMISSION MEETING
company can mandate the use of City property for business. He stated he opposes grandfathering
the application on file with our City and wants to see the application. Commissioner Hill stated
he will get with ICM Hogencamp to confitm dates of the previous discussion and the application.
He closed stating this is an oveneach by the State and he wants to fight this issue.
Mayor Reeves explained we are not in a battle with the businesses, such as AT&T. The
legislature took away our Home Rule -we should be mad with our legislators.
When he and ICM Hogencamp met with AT&T at a presentation meeting, Mayor Reeves stated
that was when he first learned of their permit application that was submitted to our City. That is
when he contacted City Attorney Durden and recommended this Ordinance. Mayor Reeves
stated we need to pass this Ordinance in order to set our guidelines.
Discussion ensued about Home Rule, the State government oveneach taking away Home Rule,
timing of legislation passing and timing of the application being submitted, and the probability of
AT&T lobbying with the State. Also noted was the importance of working out what is the best
for the City.
Commissioner Hill asked the City Attorney if there was any argument about public interest in
this utility that implemented the government oveneach.
City Attorney Durden responded that every argument was fought vehemently and spoken
eloquently by the Florida League of Cities and the Florida Association of Counties in the
Legislature about Home Rule.
Regarding the application on file, City Attorney Durden stated there is potential for co-location
on an existing pole, which has been done before. As Mayor Reeves stated, this applicant is
interested in pminering with our City, finding solutions to meet their goals and address our
concerns.
Discussion continued about the request for Staff to confirm any previous conversation by the
Commission regarding cell towers being built within the rights-of-way (ROW). The
conversation, if confirmed, may or may not be used in the approval or denial of the application
on file. Also it was stated that it will have no bearing on passage of this Ordinance for a
moratorium.
Roll Call Vote:
Aye: 5 Stinson, Waters, Harding, Hill, Reeves
Nay: 0
MOTION CARRIED
8. Miscellaneous Business (Discussion only)
None.
9. City Manager Reports
A. City Manager's Report
ICM Hogencamp thanked everyone involved in the hiring process of our City Manager, Mr. Joe Genity,
and he looks forward to working with him.
ICM Hogencamp announced he is glad to be an Atlantic Beach citizen.
12
Agenda Item 1A
September 18, 2017
August 14, 2017 REGULAR COMMISSION MEETING
B. 90-Day Calendar (September through November 2017)
There was consensus to approve the 90-Day Calendar.
10. Reports and/or requests from City Commissioners and City Attorney
Commissioner Harding
• Thanked PWD for installing the sunshade on Sunset Pier.
Commissioner Waters
• Spoke about the protest that took place at the University of Virginia stating it was a sad and
difficult weekend for the students who were harassed, intimidated, injured, and killed. There
needs to be a line between hate speech and free speech. It was not a safe place for the students
and everyone deserves safety.
Commissioner Hill
• Inquired about assessing the City's Pension Investment Pmifolio Policy, asking if there is a way
to capitalize without greater risk. This was directed to ICM Hogencamp and Finance Director
Caffey.
• Inquired if Mayor Reeves could ask for a consensus from the Commission about the purchase of
preservation land.
Mayor Reeves responded that this item can be put on an agenda for discussion -that is the
process.
Commissioner Stinson
• Stated recently approached by the residents of Fairway Villas, asking if the City would consider
taking over maintenance of their gate/entry at Fairway Villas.
• Requested an update of the house under construction on the north side of Adele Grage Cultural
Center and the tennis courts. There are safety issues, doors are open and unprotected balconies.
• Brought up the LDC rewrite, asked what do we need to do to move forward with that.
• Spoke about the protest that took place at the University of Virginia. At a Beaches Watch
meeting he attended there was disrespectful behavior towards candidates. He asked people to be
nice and polite, especially during the election campaign.
City Attorney
• Appreciate Kevin Hogencamp's suppmi over these past several months and looks forward to
working with him as the Deputy City Manager.
• Thanked Cathy Berry, Human Resource Director, for the hiring process and public involvement
to recruit our new City Manager.
• Thanked Commissoner Waters for being the figurehead for working with the new City Manager.
Mayor Reeves
• Thanked everyone for attending this meeting and welcoming the new City Manager.
• Excited to see Kevin Hogencamp take on the new role as Deputy City Manager. Thanked Mr.
Hogencamp for all his hard work put forth.
• Thanked Cathy Berry and Kevin Hogencamp for the City Manager hiring process and including
the citizen involvement.
• Agreed we need to be friends with our neighbors, sad when politics puts people against people,
respect your neighbor.
13
Agenda Item 1A
September 18, 2017
August 14, 2017 REGULAR COMMISSION MEETING
• Thanked ICM Hogencamp and the Police Depmiment for planning a parade on Saturday for our
local baseball team. People came out to suppmi these kids -there were over 300 people who
came out for the celebration and we are so proud of those kids! Mayor Reeves suggested that a
permanent sign be placed in Russell Park commemorating our 2017 Champions. The Team
presented Mayor Reeves with a signed baseball along with their program to display at a City
location.
Adjournment
There being no further discussion, Mayor Reeves declared the meeting adjourned at 9:39PM.
ATTEST:
Donna L. Bartle, CMC
City Clerk
DLB/njp
Mitchell E. Reeves
Mayor/Presiding Officer
14
Agenda Item 1A
September 18, 2017
IN ATTENDANCE:
Mayor Mitchell E. Reeves
Mayor Pro Tern John Stinson
ABSENT:
MINUTES
CITY OF ATLANTIC BEACH
CITY COMMISSION AGENDA
BUDGET WORKSHOP
AUGUST 14, 2017-5:30 P.M.
CITY HALL, 800 SEMINOLE ROAD
City Attorney Brenna Durden
City Manager Kevin Hogencamp
City Clerk Donna L. Bartle
Recording Secretary Nancy Pyatte
Commissioner Mitchell R. Harding
Commissioner Jimmy Hill
Commissioner M. Blythe Waters
Call to Order:
Mayor Reeves called the meeting to order at 5:30P.M. City Clerk Bartle called the roll. Mayor Reeves noted
that a quorum was not present. The workshop was closed at 5:31P.M.
Adjournment
There being no further discussion, Mayor Reeves declared the meeting adjourned at 5:31 P.M.
ATTEST:
Donna L. Bartle, CMC
City Clerk
DLB/njp
Mitchell E. Reeves
Mayor/Presiding Officer
Agenda Item 1B
September 18, 2017
AGENDA ITEM:
SUBMITTED BY:
DATE:
BACKGROUND:
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
Bid 1617-12: Multi-Year Contract for Janitorial Services for City Facilities
Scott Williams, Interim Public Works Director
August 24, 2017
Bids were opened on August 23, 2017 for a new Multi-Year Contract for Janitorial Services for
City Facilities. Five firms submitted bids as follows:
Bidder Total Annual Cost
for all City Facilities
Anago Cleaning Services $59,820.00
Chi-Ada Corporation $79,611.00
Coverall $57,600.00
Jani-King $71,280.00
Supreme Janitorial Service $57,216.00
Janitorial services include the following locations and frequency:
Three Days per Week-Monday, Wednesday, Friday: City Hall & Commission Chamber; Public Safety;
Public Works; Wastewater Plant (Office/Lab); Water Plant #1; Water Plant #2; Public Utilities.
Five Days per Week-Monday thru Friday: City Hall (restrooms & lobby only); Adele Grage Cultural
Center; Donner Community Center; Jordan Community Center.
The period of the contract shall commence on October 1, 2017 and shall terminate five (5} years after
the date of commencement. The Contractor may cancel to contract at the end of the 3rd or 4th year,
without cause, upon six (6} months prior written notice to the City.
The low bid was submitted by Supreme Janitorial Service, who has been the City's current contractor
since 2013. Staff has been satisfied with the level of service they provide. The bid price is $6,420 higher
than their current contract, however, considering the expansion of the Police Building, the bid price
remains relatively the same.
RECOMMENDATION: Approve Resolution No. 17-15 awarding bid #1617-12 multi-year contract for
janitorial service for city facilities to Supreme Janitorial Services in the annual amount of $57,216.
ATTACHMENTS:
BUDGET:
Resolution 17-15
1617-12 Bid Analysis
1617-12 Bid Tabulation
$60,000 is requested in account 001-1012-519-3400 for Fiscal Year 2017-18.
REVIEWED BY CITY MANAGER: _ _,(L'~"·=---_..:::.A __ ;x_· -{1-----------
Agenda Item 6A
September 18, 2017
RESOLUTION NO. 17-15
A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA,
AWARDING BID #1617-12 FOR A MULTI-YEAR JANITORIAL
SERVICES FOR CITY FACILITIES CONTRACT TO SUPREME
JANITORIAL SERVICES.
WHEREAS, on August 23, 2017, five bids were received and opened for the Multi-Year
Contract for Janitorial Services for City Facilities; and
WHEREAS, the lowest bid received was from Supreme Janitorial Services in the total
annual amount of$57,216.00; and
WHEREAS, Supreme Janitorial Services is the current contractor providing janitorial
services and staff has been satisfied with the level of service they provide; and
WHEREAS, the current year (FY-2017) budget includes $51,000 in City Hall account
001-1012-519-3400 for Janitorial Services; and $60,000 is the current budget request for FY-2018;
and;
WHEREAS, the period of the contract shall commence on October 1, 2018 and shall
terminate five (5) years after the date of commencement. The contractor may cancel the contract
at the end of the 3rd or 4th year, without cause, upon six (6) months prior written notice to the City;
and
NOW THEREFORE, be it resolved by the City Commission ofthe City of Atlantic Beach
as follows:
SECTION 1. The City Commission hereby awards Bid #1617-12 to Supreme Janitorial
Services in the annual amount of $57,216.00 to provide janitorial services as stipulated in the bid
specifications;
SECTION 2. The City Clerk is hereby authorized to send a Notice of Award to Supreme
Janitorial Services;
SECTION 3. This Resolution shall take effect immediately upon its passage and adoption.
PAS SED AND ADOPTED by the City of Atlantic Beach, this 11th day of September,
2017.
Mitchell E. Reeves, Mayor
Attest:
Donna L. Bartle, City Clerk
Approved as to form and correctness:
Brenna M. Durden, City Attorney
Agenda Item 6A
September 18, 2017
L.UY lL
BASE BID ITEMS BY LOCATION Months
City Hall 800 SEMINOLE ROAD 12
Police Department 850 Seminole Road 12
Public Works 1200 Sandpiper Lane 12
WWTP 1100 Sandpiper Lane 12
Water Plant #1 469 11th Street 12
Water Plant #2 2301 Mayport Road 12
Buccaneer Water 902 Assisi Lane 12
Adel Grage 716 Ocean Blvd. 12
Donner Comm. Cntr 2072 George Street 12
Jordan Park 1671 Francis Street 12
TOTAL ANNUAL BID PRICE
BID 1617-12 ANNUAL CONTRACT: JANITORIAL SERVICES
BID OPENING: AUGUST 23, 2017
ANA GO CHI-ADA COVERALL JANIKING
MONTHLY TOTAL COST MONTHLY TOTAL COST MONTHLY TOTAL COST MONTHLY TOTAL COST
$500.00 $6,000.00 $1,159.00 $13,908.00 $900.00 $10,800.00 $1,060.00 $12,720.00
$835.00 $10,020.00 $2,005.00 $24,060.00 $1,300.00 $15,600.00 $1,232.00 $14,784.00
$225.00 $2,700.00 $359.50 $4,314.00 $300.00 $3,600.00 $566.00 $6,792.00
$275.00 $3,300.00 $450.75 $5,409.00 $150.00 $1,800.00 $351.00 $4,212.00
$325.00 $3,900.00 $359.25 $4,311.00 $150.00 $1,800.00 $250.00 $3,000.00
$375.00 $4,500.00 $425.75 $5,109.00 $150.00 $1,800.00 $250.00 $3,000.00
$500.00 $6,000.00 $525.00 $6,300.00 $250.00 $3,000.00 $400.00 $4,800.00
$650.00 $7,800.00 $450.00 $5,400.00 $600.00 $7,200.00 $725.00 $8,700.00
$650.00 $7,800.00 $450.00 $5,400.00 $500.00 $6,000.00 $656.00 $7,872.00
$650.00 $7,800.00 $450.00 $5,400.00 $500.00 $6,000.00 $450.00 $5,400.00
$59,820.00 $79,611.00 $57,600.00 $71,280.00 I
SUPREME
MONTHLY TOTAL COST
$835.00 $10,020.00
$1,050.00 $12,600.00
$745.00 $8,940.00
$265.00 $3,180.00
$120.00 $1,440.00
$148.00 $1,776.00
$230.00 $2,760.00
$645.00 $7,740.00
$330.00 $3,960.00
$400.00 $4,800.00
$57,216.00
Agenda Item 6A
September 18, 2017
BID 1617-12
Required Documents
Submission in Triplicate -All Documents
Document Requirements Checklist
Bid Form
Facilities Walk-Through Signature Sheet
Insurance
Experience
References
Qualifications
Drug Free Workplace
Public Entity Crimes Statement
Public Records Provisions
W-9
New Vendor Information Form
Agree to Base Bid on the Specifications
Receipt of Addenda (Addendum 1 & 2 Aug 3rd)
Total Annual Cost for all Ten (10) City Facilities
City of Atlantic Beach
Multi-Year Contract: Janitorial Services for City Facilities
August 23, 2017
Anago Cleaning Services Chi-Ada Corporation Coverall
X X X
X X X
X X X
X X X
X X X
X X X
X X X
X X X
X X X
X X X
X X X
X X X
X X X
NO X X
X X No.1
$59,820.00 $79,611.00 $57,600.00
Award of Bid based on Department Analysis and City Manager and/or Commission Approval
3:ooPM
JaniKing Supreme Janitorial Service
X X
X X
X X
X X
X X
X X
X X
X X
X X
X X
X X
X X
X X
X X
X X
$71,280.00 $57,216.00
Agenda Item 6A
September 18, 2017
AGENDA ITEM:
SUBMITTED BY:
DATE:
BACKGROUND:
CITY OF ATlANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
Equipment Storage Facility at Public Works
City Bid No. 1617-13
Scott Williams
Interim Public Works Director
August 21, 2017
A bid opening for the Equipment Storage Facility at Public Works under Bid 1617-13 was held on
August 16, 2017. The project was advertised in the local newspaper as well as with national bid services
and only one bid was received. Core Construction Co. of Jacksonville, Inc. met all requirements ofthe
bid, and submitted a price of $89,000.
The project is a DESIGN/BUILD PROJECT, consisting ofthe purchase, delivery, assembly, erection and
construction of one Pre-Engineered Steel Building with Concrete Foundation to be installed in at the
Public Works City Yard. Building dimensions will be 80'L x 30'W x 16'H and include 4 large manual roll
up doors (14' x 14' each).
The building will be used to house our equipment, which will prolong the life span of these investments
by protecting them from harsh environmental elements such as sun, salt, rain and dust/dirt.
RECOMMENDATION:
Approve Resolution No. 17-16 awarding bid #1617-13 in the amount of $89,000 for the equipment
storage facility at public works to Core Construction Co. of Jacksonville, and to authorize the city
manager to execute the contract documents.
ATTACHMENTS:
BUDGET:
Proposed Resolution 17-16
1617-13 Bid Tabulation
Core Construction bid form
This project is funded under account 131-5002-541-62-00; project #PW1701.
REVIEWED BY CITY MANAGER: _ __,Q~w"""""',/'----JJ=--4;--+-_.:.-------
Agenda Item 6B
September 18, 2017
RESOLUTION NO. 17-16
A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA,
A WARDING BID #1617-13 FOR THE EQUIPMENT STORAGE FACILITY
AT PUBLIC WORKS TO CORE CONSTRUCTION COMPANY OF
JACKSONVILLE.
WHEREAS, on August 16, 2017, one bids was received and opened for City Bid
#1617-13 for the Equipment Storage Facility at Public Works; and
WHEREAS, the bid received was from Core Construction Company of Jacksonville in
the total Lump Sum amount of $89,000.00; and
WHEREAS, Core Construction Company of Jacksonville submitted all required
documents in their bid submittal; and
WHEREAS, the project is a DESIGN/BUILD PROJECT, consisting of the purchase,
delivery, assembly, erection and construction of one Pre-Engineered Steel Building with Concrete
Foundation to be installed in at the Public Works City Yard. Building dimensions will be 80'L x
30'W x 16'H and include 4large manual roll up doors (14' x 14' each); and
and;
WHEREAS, the Contractor will be given ninety (90) days to complete the project;
WHEREAS, the project is funded under account 131-5002-541-62-00; project #PW1701;
NOW THEREFORE, be it resolved by the City Commission of the City of Atlantic Beach
as follows:
SECTION 1. The City Commission hereby awards Bid #1617-13 to Core Construction
Company of Jacksonville in the amount of$89,000.00 to construct the Equipment Storage Facility
at Public Works in accordance with the bid specifications;
SECTION 2. The City Commission hereby authorizes the City Manager to execute the
Contract with Core Construction Company of Jacksonville;
SECTION 3. This Resolution shall take effect immediately upon its passage and adoption.
PASSED AND ADOPTED by the City of Atlantic Beach, this 11th day of September,
2017.
Mitchell E. Reeves, Mayor
Attest:
Donna L. Bartle, City Clerk
Approved as to form and correctness:
Brenna M. Durden, City Attomey
Agenda Item 6B
September 18, 2017
BID 1617-13
Required Documents
Submission in Triplicate -All Documents
Document Requirements Checklist
W-9 Form
Bid Form
Bid Bond (5% ofbid)
Drug Free Workplace
Public Entity Crimes Statement
Public Records Provisions Form
New Vendor Information Form
Experience (5 yrs)
General Contractor's License
Financials - 2 years
Insurance
References (3)
City of Atlantic Beach
Equipment Storage Facility at Public Works
August 16, 2017
3:00PM
Core Construction
X
X
X
X
X
X
X
X
X
X
X
X
X
X
Documentation of Any Addenda, If Applicable X-One (1) July 27th, 2017
TOTAL LUMP SUM TO INCLUDE ALL $89,000.00 MATERIAL AND LABOR
Award of Bid based on Department Analysis and City Manager and/or Commission Approval
Agenda Item 6B
September 18, 2017
BID FORM
EQUIPMENT STORAGE FACILITY AT PUBLIC WORKS
CITY BID NO. 1617-13
CITY OF ATLANTIC BEACH, FLORIDA
SUBMITIED BY: Core Construction Co. of Jacksonville DATE: 8/15/17
8375 Baymeadows Way
Jacksonville, FL 32256
Jay C~1ng, President
The undersigned, as bidder, hereby declares that the only person or pe~sons interested in the
proposal as Principals is, or are, named herein and that no other person that herein mentioned
has any interest in this proposal or in the contract to be entered into; that this proposal is
made without connection with any other person, company, or parties making a bid proposal;
and that it is in all respects fair and in good faith, without collusion or fraud.
The bidder further declares that he has examined the site of the work and informed himself
fully in regard to all conditions pertaining to the places where the work is to be done; that
he has examined the plans and specifications for the work and contractual documents
relative thereto, and has read all special provisions furnished prior to the opening of bids,
that he has satisfied himself relative to the work to be performed.
The bidder proposes and agrees, if this proposal is accepted, to contract with the City of
Atlantic Beach, Florida in the form contract specified, to furnish all necessary materials,
equipment, machinery, tools, apparatus, means of transportation and labor necessary to
complete the contract in full and complete in accordance with the shown, noted, described,
and reasonable intended requirements of the plans and specifications and contract
documents to the full satisfaction of the contract with the City of Atlantic Beach, Florida, with
a definite understanding that no money will be allowed for extra work except as set forth in
the attached general conditions and contract documents, as follows:
A. Bid Schedule
The project consists of a Lump Sum Bid. Only one (1} contract will be awarded. Contract will
be awarded to the responsible bidder based on the submitted Base Bid. All entries on the
proposal must be typewritten or printed clearly and in ink. Bidders must insert extended total
item prices computed from quantities and unit prices. In case of errors in extensions, unit
prices will govern.
BFU-1
Agenda Item 6B
September 18, 2017
Accompanying this Bid is a certified or cashier's check or a bid bond in the amount of 5%
made payable to the Owner which may be forfeited as liquidated damages if, in the event this
proposal is accepted, the undersigned fails to execute the Agreement and furnish and pay for
the required performance and payment bonds for the Owner within 10 days after acceptance
of the Bid; otherwise said certified or cashier's check or bid bond will be returned to the
undersigned.
The undersigned bidder agrees to commence work within 10 days after the date of written
Notice to Proceed, and further agrees that substantial completion of the work shall be
within ninety (90} calendar days after written Notice to Proceed. The Bidder agrees that this
bid shall be good and may not be withdrawn for a period of 180 days after the opening of
bids. The Bidder understands that the Owner reserves the right to reject all bids, and to
waive informalities in the bid. The Bidder further proposes and agrees to com me rice work
under his contract on a date to be specified in a written order of the Owner and shall
complete all work there under within the time schedule in the Form of Agreement.
The undersigned further agrees to forfeit to the Owner, as liquidated damages for each
calendar day elapsing between the date established as the date of final completion for the
work and the actual date of final completion for the work1 the amount of $100.00 per calendar
day.
Addendum Receipt: Bidders shall acknowledge below the receipt of all addenda, if any,
to specifications.
ADDENDUM NO._l ___ DATED 7/27/17
ADDENDUM NO. DATED
ADDENDUM NO. DATED
Slgnatu::=..-:--~ __.
C..
President
Title
BFU-3
Agenda Item 6B
September 18, 2017
CITY OF ATLANTIC BEACH, FLORIDA
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Public Hearings on adopting a Tentative Millage Rate and adopting Ordinance #20-
17-146 establishing the Operating Budget for fiscal year 2017/2018.
SUBMITTED BY: Russell Caffey, Finance Director ~y"
DATE: August 29 , 2017
BACKGROUND: In order to adopt a millage rate and operating budget, the City Commission must
adhere to a strict process per state law . Please find attached an outline for the public hearings to be held
on Septemb er 11th, 2017 in the Commission Chambers at 6:30pm as was noticed to all property owners
by the Duval County Property Appraiser 's Office. The format is the same as in previous years and is to
be read into the record as presented in order to assure compliance with the TRIM laws (s.200.065, F.S.).
Prior to these hearings, the City Manager presented a Proposed Operating Budget and held public
workshops to review and make adjustments with the City Commission's guidance. The Proposed
Operating Budget is funded using the millage rate of 3.2285 mills. This is a 4.97% increase over the roll
back rate.
There will be a second public hearing for the final adoption of the millage by resolution and a second
public hearing for the final adoption of the Operating Budget, Ordinance #20-17 -146 , on September 25th ,
2017 at 6 :30 in the City Commission Chambers.
RECOMMENDATION:
1.) Hold two public hearings as described in the attached outline to approve both the Tentative
Millage Rate of 3.2285 mills and the Operating Budget Ordinance #20-17 -146 with total
expenditures of $31,984,6421 .
2.) Set the Time and Date of the Second Public Hearing at September 25, 2017 at 6:30pm. In
the Commission Chambers of City Hall.
ATTACHMENTS: Agenda for Public Hearings
Ordinance # 20-17-146
Budget Summary of all Funds
REVIEWED BY CITY MANAGER: _ _::~"''*'=--~j]L.......:.._~_· --=-+----
1 -Amount subject to change pursuant to Budget Workshop scheduled for September 6th 6:30pm.
Agenda Item 7A
September 18, 2017
ADOPTION OF A TENTATIVE MILLAGE AND OPERATING BUDGET FOR FISCAL YEAR
2017/2018
First item to be considered:
Adoption of a Tentative Millage Rate
State the following:
The Millage Rate is 3.2285
The Tentative Millage Rate is 3.2285
The Roll-Back Rate is 3.0682
The Tentative Millage Rate is 4.97% more than the roll back rate.
The purpose for adopting the millage rate of 3.2285 is to maintain a level of ad valorem
tax revenue sufficient to support funding for the proposed level of services at anticipated
and proposed cost and to continue to maintain the City's infrastructure.
Motion to adopt a Tentative Millage Rate for operating purposes of3.2285
Open Public Hearing
Close Public Hearing
Discussion and Vote
Second item to be considered:
Ordinance #20-17-146 establishing the Operating Budget for fiscal year 2017/2018 of
$31,984,642 1
Motion to adopt Ordinance #20-17 -146 establishing the Operating Budget for fiscal year
2017/2018
Open a Public Hearing
Close Public Hearing
Discussion and Vote
1-Amount subject to change pursuant to Budget Workshop scheduled for September 6111 6:30pm.
Agenda Item 7A
September 18, 2017
ORDINANCE NO. 20-17-146
AN ORDINANCE ADOPTING THE FINAL BUDGET FOR THE CITY OF
ATLANTIC BEACH, FLORIDA FOR FISCAL YEAR BEGINNING
OCTOBER 1, 2017 AND ENDING SEPTEMBER 30, 2018.
WHEREAS, the City Commission of the City of Atlantic Beach, Florida, on September 11, 2017, held a
public hearing as required by Florida Statute 200.065; and
WHEREAS, the City Commission of the City of Atlantic Beach, Florida, set forth the appropriations and
revenue estimate for the budget for Fiscal Year beginning October 1, 2017 and ending September 30,2018
in the amount of$31,984,642 1•
NOW, THEREFORE, BE IT ENACTED BY THE CITY COMMISSION ON BEHALF OF THE
PEOPLE OF THE CITY OF ATLANTIC BEACH, FLORIDA, that;
1. The Fiscal Year 2018 budget be adopted, and
2. This ordinance shall take effect immediately upon its adoption.
Passed by the City Commission on first reading this 11th day of September 2017.
Passed by the City Commission on second and final reading this 25th day of September 2017.
Mitchell E. Reeves
Mayor I Presiding Officer
Approved as to form and correctness:
Brenna M. Durden
City Attorney
ATTEST:
Donna L. Bartle
City Clerk
1-Amount subject to change pursuant to Budget Workshop scheduled for September 6th 6:30pm.
Agenda Item 7A
September 18, 2017
City of Atlantic Beach
Combined Summary of Revenues and Expenditures
Summary of all Funds
Actual Actual Estimate Budget Increase
2014-2015 2015-2016 2016-2017 2017-2018 {Decrease)
Cash Forward 38,796,383 43,184,576 44,753,975 46,651,928 1,897,953
Revenues
General Fund 11,270,909 11,871,506 11,837,705 12,754,570 916,865
Special Revenue Funds 1,546,872 1,908,090 1,615,694 1,640,584 24,890
Capital Project Fund 285,454 938,408 1,061 '100 303,000 (758,100)
Enterprise Funds 11,710,693 12,129,420 12,997,952 13,284,395 286,443
Trust and Agency Funds 2,118,275 4,567,762 3,914,620 3,708,908 (205,712)
Total Revenues 26,932,203 31,415,186 31,427,071 31,691,457 264,386
Other Financing Sources 867,098
Total Resources 66,595,684 74,599,761 76,181,046 78,343,385 2,162,339
Expenditures
General Fund 10,624,305 12,225,421 11,429,661 13,150,034 1,720,373
Special Revenue Funds 1,321,876 1,742,816 1,731,258 1,800,300 69,042
Capital Project Fund 192,157 3,944,160 929,111 303,000 (626,111)
Enterprise Funds 9,487,930 9,676,193 13,521,301 14,602,033 1,080,732
Trust and Agency Funds 1,784,840 2,069,714 1,917,787 2,129,275 211,488
DIVISION TOTALS 23,411,109 29,658,304 29,529,118 31,984,642 2,455,524
Other Financing Uses 187,483
Cash Reserves 43,184,576 44,753,975 46,651,928 46,358,743 {293, 185)
Total Expenses and Cash 66,595,684 74,599,761 76,181,046 78,343,385 2,162,339
Resource Allocation
Personnel Services 9,067,644 9,802,554 9,242,648 10,938,208 1,695,560
Operating Expenses 10,310,196 10,884,636 11,162,217 12,396,321 1,234,104
Capital Outlay 1,945,848 5,549,950 5,086,393 4,921,000 (165,393)
Debt Service 739,211.26 1,234,990 2,008,190 2,005,868 (2,322)
Transfers 1,348,210 2,186,174 2,029,670 1,723,245 (306,425)
Total 23,411,109 29,658,304 29,529,118 31,984,642 2,455,524
Agenda Item 7A
September 18, 2017
AGENDA ITEM:
SUBMITTED BY:
DATE:
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
90-Day Calendar for the Mayor and Commission
Yvonne Calverley, Executive Assistant to the City Manager/('_.
August 31, 2017
STRATEGIC PLAN LINK: None
BACKGROUND: 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:
• Annual Board & Committee Member Reception will be held on
Thursday, September 28th at the Adele Grage Cultural Center.
• The next Town Hall Meeting is scheduled for Saturday, October 21 at
10 am at Jordan Park Community Center.
• Swearing in ceremony for new commission will take place on Monday,
November 13.
BUDGET: None
RECOMMENDATION: Approve the 90-Day Calendar for September through November 2017
ATTACHMENT: 1) Mayor and Commission 90-Day Calendar (September through
November 2017)
CL. J ~P~1 CITY MANAGER: ~ J J ===r
Agenda Item 9B
September 18, 2017
MAYOR AND COMMISSION
September 2017
Sl ''d) \\ \!()\.!)\\ It I ·.SI) \\ \\ I ·.D\.I ,.SD \\ "lilt II~SI) \\ I ·IU I)\ Y S \'l'l '1m \\
1 2
3 4 5 6 7 8 News letter Due 9
Labor Day (Waters)
City Offices Due Date for
9/25
Closed Agenda [terns
10 11 12 13 14 15 16
Commission Mtg
6:30pm
(Invoc-Waters)
17 18 19 20 21 22 23
Due Date for
10/9
Agenda Items
24 25 26 27 28 29 30
Commission Mtg Board & Committee
6:30pm Member Reception
(Invoc-Mayor) 6:30pm
Adele Grage
31
Agenda Item 9B
September 18, 2017
MAYOR AND COMMISSION
October 2017
~L ''\D .\Y .\ll l:\ D .\ Y 'l'l . I ·:~D .\ Y \\'1-:D :\ I ·:~D .\ Y 'll l l l l {~l).\Y I · RID .\ Y ~.\'l'l 'IW .\Y
1 2 3 4 5 6 7
Due Date for
10 /23
Agenda Items
8 9 Newsletter Due 10 11 12 13 14
(Hill)
Commission Mtg
6:30pm
(lnvoc-Stinson)
15 16 17 18 19 20 21
Town Hall Meeting
10 am to Noon
Jordan Park
22 23 24 25 26 27 28
Commission Mtg Due Date for
6 :30pm 11/13
(Invoc-Hill) Agenda Ite ms
29 30 31
Agenda Item 9B
September 18, 2017
MAYOR AND COMMISSION
November 2017
Sl 1\:l).\ Y ~j()\:[).\\' T l i i ·:S l ). \ Y \\'1-:D\: I ·:SD .\ \' Tlll l i\SD .\Y 1·1\1 D .\ Y S.\Tl l i{[)\Y
1 2 3 4
5 6 7 8 9 10 Due Date for 11
11127 Agenda
Newsletter Due Veterans Day
(Mayor) City Offices
Closed
12 13 14 15 16 17 18
Commission Mtg
6 :30pm
Swearmg In
Ceremony
19 20 21 22 23 24 25
City Offices City Offices
Closed Closed
26 27 28 29 30 31
Commission Mtg
6:30pm
(In voc-Waters)
Agenda Item 9B
September 18, 2017