Agenda Item 1C- 8-18-17 Draft Minutes City Commission MeetingCITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
SEPTEMBER 18,2017-5:05 P.M.
IN ATTENDANCE:
Mayor Mitchell E. Reeves
Mayor Pro Tern John Stinson
Commissioner Mitchell R. Harding
MINUTES
Commissioner M. Blythe Waters (arrived at 5:25P.M.
ABSENT:
Commissioner Jimmy Hill
Call to order
City Attorney Brenna Durden
City Manager Joe Gerrity
City Clerk Donna Bartle
Recording Secretary Nancy Pyatte
Mayor Reeves called the meeting to order at 5:06P.M. City Clerk Bartle called the roll and Mayor Reeves
noted that a quorum was present.
Invocation and pledge to the flag
Commissioner Stinson gave the Invocation, followed by the Pledge of Allegiance to the Flag.
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.
Mayor Reeves asked if there were any corrections to the above minutes. There were no corrections and Mayor
Reeves stated the minutes stand as submitted.
2. Courtesy of the Floor
Mayor Reeves explained the process for the public comments and opened the Courtesy of the Floor to visitors.
There were no speakers. Mayor Reeves closed Comiesy of the Floor.
3. Unfinished Business from Previous Meetings
None.
4. Consent Agenda
None.
5. Committee Reports
None.
6. Action on Resolution
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.
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Agenda Item 1C
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September 18, 2017 REGULAR COMMISSION MEETING
City Clerk Bartle read the title of the Resolution.
Motion: Adopt Resolution No. 17-15 as read by title.
Moved by Harding, Seconded by Stinson
City Attorney Durden addressed the Commission regarding Resolution No. 17-15. She asked that the motion be
modified to include language in the resolution and in the contract with Supreme Janitorial Service. City
Attorney Durden read the language into the record (which is attached and made part of this Official Record as
Attachment A) as follows:
"The City's financial obligations in the contract are subject to and contingent upon the City Commission's
approval and future appropriation of lawfully appropriated funds."
Amended Motion: Adopt Resolution No. 17-15 as read by title and including the language. "The City's
financial obligations in the contract are subject to and contingent upon the City Commission's approval
and future appropriation of lawfully appropriated funds."
Moved by Harding, Seconded by Stinson
City Manager Genity stated that this language needs to be in all the City multi-year contracts moving forward.
Commissioner Stinson expressed his appreciation in seeking multiple bidders for this contract.
City Attorney Durden also noted a conection to be made in the last 'WHEREAS' clause ofthe Resolution. The
date reads October 1, 2018, it should be October 1, 2017. Noted per Mayor Reeves.
Roll Call Votes:
Aye: 3 Stinson, Harding, Reeves
Nay: 0
AMENDED MOTION CARRIED
B. 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.
City Clerk Bmile read the title of the Resolution.
Motion: Adopt Resolution No. 17-16 as read by title.
Moved by Stinson, Seconded by Harding
Roll Call Votes:
Aye: 3 Harding, Stinson, Reeves
Nay: 0
MOTION CARRIED
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.
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Agenda Item 1C
September 25, 2017
September 18,2017 REGULAR COMMISSION MEETING
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.
City Clerk Bartle read the title of the Ordinance.
Mayor Reeves read the first item to be considered into the record:
Adoption of a Tentative Millage Rate
• 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 of 3.2285 as read.
Moved by Stinson, Seconded by Harding
Mayor Reeves opened the Public Hearing for the first item.
There were no speakers. Mayor Reeves closed the Public Hearing.
Roll Call Votes:
Aye: 3 Stinson, Harding, Reeves
Nay: 0
MOTION CARRIED
Mayor Reeves read the second item to be considered into the record:
Ordinance No. 20-17-146 establishing the Operating Budget for fiscal year 2017/2018 of$32,265,742.
A brief discussion ensued about the different dollar amount, $31,984,642, listed in the August 29, 2017 memo
in the agenda from Finance Director Caffey. At the stmi of this meeting Mr. Caffey distributed a corrected
memo (which is attached and made pmi of this Official Record as Attachment B) with the new dollar amount
of$32,265,742, for the fiscal year 2017/2018 Operating Budget.
Mayor Reeves opened the Public Hearing for the second item.
There were no speakers. Mayor Reeves closed the Public Hearing.
Motion: To Adopt Ordinance No. 20-17-146, for the Fiscal Year 2017/2018 Operating Budget of
$32,265,742.
Moved by Harding, Seconded by Stinson
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Agenda Item 1C
September 25, 2017
September 18, 2017 REGULAR COMMISSION MEETING
Roll Call Votes:
Aye: 3 Harding, Stinson, Reeves
Nay: 0
MOTION CARRIED
8. Miscellaneous Business (Discussion only)
None.
9. City Manager Reports
A. City Manager's Report
City Manager Gerrity stated the second Budget Hearing is scheduled for September 25, 2017 at 6:30P.M.
City Manager Gerrity acknowledged and thanked the entire City staff of all Departments, for their outstanding
efforts during Hurricane Irma. Everyone worked as a team.
Mayor Reeves recognized Mayor-elect Glasser and Commissioner-elect Kelly who were in attendance.
B. 90-Day Calendar (September through November 2017.)
Consensus to approve 90-Day Calendar.
10. Reports and/or requests from City Commissioners and City Attorney
Commissioner Stinson
• Complimented all the City Departments and their staff and our residents for their efforts in
preparing for Hurricane Irma.
• Thanked City Manager Gerrity for his leadership.
Commissioner Harding
• Complimented all the City Departments and their staff for their outstanding performance and for
maintaining the flow of information during and after Hurricane Irma.
City Clerk Bartle
• Reminded everyone about the Board Reception at Adele Grage Cultural Center on
September 28, 2017 at 6:30P.M. Please RSVP as soon as possible.
City Attorney Durden
• Advised that the City's outside counsel, Troy Beecher, has requested a meeting with the City
Commission to discuss pending litigation. There will be a Special Called Meeting in the Chamber
(Public) on September 25, 2017 at 5:00P.M. and will be posted tomorrow.
The Commission will open the meeting and announce there will be a private attorney/client
meeting (Shade), in accordance with Section 286.011(8) of the Florida Statutes, to discuss the
settlement negotiations and litigation expense strategy pe1iaining to the pending lawsuit Queniat
v. City of Atlantic Beach, Case No. 16-2017-CA-319.
City Attorney Durden explained that after the announcement, only the Commissioners, the City
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Agenda Item 1C
September 25, 2017
September 18, 2017 REGULAR COMMISSION MEETING
Manager, the City Attorney, the City's outside counsel, and the court repmier will relocate from
the Chamber to the North Conference Room in City Hall to conduct the Shade Meeting. When
that meeting is concluded, everyone will reconvene in the Chamber to adjourn the Special Called
Meeting. City Attorney Durden stated that the transcript is not subject to public records until
conclusion of the litigation.
Commissioner Waters arrived at 5:25 P.M.
Commissioner Waters
• Thanked all the City Departments and Staff for their amazing job dealing with Hurricane Irma-
before, during, and after.
• Announced that former employee Jirnbo Denning is horne from the hospital, started
rehabilitation, is doing well and is in good spirits.
Mayor Reeves
• Thanked all the City Depmirnents and Staff for all their effmis during Hurricane Irma and the
recovery after the storm.
• Stated he met with the City Manager and the City Clerk about keeping the November 13, 2017
agenda light because the new City Officials will be sworn in at that meeting.
• Talked about the issue of the dunes and stated he has reached out to the Jacksonville City
Council, our State Representatives, Senators, and Congressmen for help. A meeting will be
scheduled in October and Mayor Reeves suggested that Mayor-elect Glasser plan to attend so she
can be infmmed and involved moving forward.
• Stated that on September 21, 2017 the Florida League of Cities will have their Board of
Directors Meeting at One Ocean in Atlantic Beach, and then dinner at the Atlantic Beach
Country Club.
• Announced there will be a kick-off for WEB. COM on September 25, 2017 at the Town Center,
Atlantic Beach.
• Wants the City to recognize the local baseball team for winning their championship. He
suggested a commemorative sign and presentation at a Commission meeting.
PWD Scott Williams
• Announced that a local business, DirtWorks, volunteered their time and equipment during the
hurricane preparation to push up dunes, making a levy at several street ends to provide
protection. After the storm they pushed it back, again volunteering their time and equipment.
• Thanked Mayor Reeves for his assistance in getting the dump site open before September 25,
2017 so trash pick-up can start immediately. He will post a calendar showing the pick-up
schedule dates.
City Manager Gerrity
• Reported on a 20,000 gallon water spill, explaining there was a crimp in a line, exasperated fi:orn
all the rain/water from the storm. This line has been re-routed and is no longer leaking, and the
full repair will be completed within the next couple days. This 20,000 gallon leak was repmied to
DEP. It is just water, no sewage.
There was a brief discussion about a water line break in the 1700 block of Sea Oats during the sto1m which was
quickly addressed and repaired. A few more non-critical water leaks have been reported and are being worked
on as well. It was also noted that there was no flooding at Aquatic Gardens. There was discussion about the Dog
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Agenda Item 1C
September 25, 2017
September 18,2017 REGULAR COMMISSION MEETING
Park, noting there was flooding on the back side but the front side was walk-able.
Mayor Reeves praised the City Manager for taking the initiative and being proactive with preventive measures
during all phases of this storm event.
Adjournment:
There being no further discussion, Mayor Reeves declared the meeting adjourned at 5:42P.M.
ATTEST:
Donna L. Bartle, CMC
City Clerk
DLB/njp
Mitchell E. Reeves
Mayor/Presiding Officer
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Agenda Item 1C
September 25, 2017
ATTACHMENT A
Minutes of 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..Ratei.,__~~~~~~~-1.2285-_
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 of 3.2285
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
$32,265,742
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
Agenda Item 1C
September 25, 2017
ATTACHMENT A
Minutes of 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 ofthe 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 fmth the appropriations and
revenue estimate for the budget for Fiscal Year beginning October 1, 2017 and ending September 30,2018
in the amount of$32,265,742.
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
Agenda Item 1C
September 25, 2017
ATTACHMENT A
Minutes of 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 44,753,974 46,651,927 1,897,953
Revenues
General Fund 11,270,909 11,871,506 11,837,705 12,758,453 920,748
Special Revenue Funds 1,546,872 1,908,090 1,615,694 1,642,801 27,107
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 31,697,557 270,486
Other Financing Sources 867,098
Total Resources 66,595,684 74,599,761 76,181,045 78,349,484 2,168,439
Expenditures
General Fund 10,624,305 12,225,421 11,429,661 13,406,134 1,976,473
Special Revenue Funds 1,321,876 1,742,816 1,731,258 1,825,300 94,042
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 32,265,742 2,736,624
Other Financing Uses 187,483
Cash Reserves 43,184,576 44,753,975 46,651,927 46,083,743 (568,185)
Total Expenses and Cash 66,595,684 74,599,761 76,181,045 78,349,484 2,168,439
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 12,677,421 1,515,204
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 32,265,742 2,736,624
Agenda Item 1C
September 25, 2017
.ATTACHMENT B
Minutes of September 18, 2017
RESOLUTION N0.17~15
MUL TI~YEAR CONTRACT FOR JANITORIAL SERVICES WITH
SUPREME JANITORIAL SERVICES
Language to be added to Resolution 17~15 and to contract with Supreme Janitorial
Services:
The City's financial obligations in the contract are subject to and contingent
upon the City Commission's approval and future appropriation of lawfully
appropriated funds.
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Agenda Item 1C
September 25, 2017