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11-13-17 Final Agenda Packet 1 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING November 13, 2017 - 6:30 PM FINAL AGENDA Call to order Invocation and pledge to the flag 1. Approval of minutes A. Minutes of the Budget Workshop on July 19, 2017. B. Minutes of the Budget Workshop on August 9, 2017. *C. Minutes of the Town Hall meeting on April 22, 2017. *D. Minutes of the Roundtable meeting on July 7, 2017. *E. Minutes of the Regular Commission meeting on October 23, 2017. *F. Minutes of the Pre-Storm Briefing for Hurricane Irma on September 7, 2017. 2. Courtesy of Floor to Visitors 3. Unfinished Business from Previous Meetings 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. Approval the 9-1-1 Interlocal Agreement for the distribution of 9-1-1 funds for call taker salaries and authorize the Mayor and City Manager to sign the 9-1-1 Interlocal Agreement between the City of Atlantic Beach and the City of Jacksonville. 5. Committee Reports A. Environmental Stewardship Committee Report from Judith Leroux 6. Action on Resolutions *A. Public Hearing on adopting Resolution No. 17-14 for the Millage Rate. A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA LEVYING THE AD VALOREM PROPERTY TAX MILLAGE RATE FOR MUNICIPAL PURPOSES ON ALL TAXABLE PROPERTY WITHIN THE CITY FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2017 AND ENDING SEPTEMBER 30, 2018; STATING THE PERCENTAGE BY WHICH THE MILLAGE TO BE LEVIED EXCEEDS THE ROLLED-BACK RATE; AND, PROVIDING AN EFFECTIVE DATE. 7. Action on Ordinances *A. Public Hearing and Final Reading on 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. 2 *B. ORDINANCE NO. 33-17-23, Public Hearing and Final Reading AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA PROPOSING AMENDMENTS TO THE CHARTER OF THE CITY OF ATLANTIC BEACH ARTICLE IX, ELECTIONS, SECTION 39 – NOMINATIONS, SECTION 40 – ELECTIONS: PRIMARY AND SECTION 41 – ELECTIONS: GENERAL AND TO ARTICLE II – THE COMMISSION, SECTION 14 – INDUCTION OF CITY COMMISSION INTO OFFICE - MEETINGS OF THE CITY COMMISSION; SUBMITTING THE AMENDMENTS TO THE CHARTER FOR CONSIDERATION BY THE ELECTORS OF THE CITY FOR APPROVAL OR DISAPPROVAL; PROVIDING FOR THE APPEARANCE OF THE CHARTER AMENDMENTS ON THE BALLOT; AND PROVIDING AN EFFECTIVE DATE. 8. Miscellaneous Business (Discussion only) 9. City Manager A. City Manager’s Report 10. Reports and/or requests from City Commissioners and City Attorney Recess of Retiring Commission Oath of Office for New Commission A. Candace Kelly - Commissioner Seat 4 B. Brittany Norris - Commissioner Seat 5 C. Ellen Glasser - Mayor-Commissioner Seat 1 Call to Order of New Commission 11. Courtesy of the Floor to Visitors/Citizens 12. Recognition of Outgoing Commissioners *A. Presentation of Proclamations 13. Resolutions *A. Resolution No. 17-27 A RESOLUTION OF THE CITY OF ATLANTIC BEACH ADOPTING RECOMMENDATIONS OF THE PARKING AND PEDESTRIAN SAFETY ADVISORY RESOURCE COMMITTEE REGARDING BEACHES TOWN CENTER PARKING SOLUTIONS. 14. Ordinances A. ORDINANCE NO. 90-17-230, Public Hearing and Final Reading AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA, EXTENDING THAT CERTAIN ORDINANCE NO. 90-17-226, KNOWN AS THE “MEDICAL MARIJUANA MORATORIUM ORDINANCE,” APPROVED AND ADOPTED BY THE CITY COMMISSION ON JANUARY 9, 2017, FOR A PERIOD OF SIX MONTHS FROM NOVEMBER 28, 2017 TO MAY 28, 2018; PROVIDING FOR THE CONTINUED VALIDITY OF ALL OTHER PROVISIONS OF ORDINANCE NO. 90- 17-226; AND PROVIDING AN EFFECTIVE DATE. *B. Ordinance No. 20-17-147, Introduction and First Reading 3 AN ORDINANCE AMENDING THE OPERATING BUDGET FOR THE CITY OF ATLANTIC BEACH, FLORIDA FOR FISCAL YEAR BEGINNING OCTOBER 1, 2016 AND ENDING SEPTEMBER 30, 2017, AND PROVIDING AN EFFECTIVE DATE. 15. Miscellaneous Items for Action *A. Accept the 90-Day Calendar (November 2017 through January 2018). *B. Appointments to the Cultural Arts and Recreation Advisory Committee (Comm. Stinson) *C. Appointments to the Police - Pension Board of Trustees (Comm. Stinson) 16. Miscellaneous Business (Discussion Only) A. Recommendation to award funding to Atlantic Beach Elementary and Mayport Coastal Sciences Middle schools for after-school enrichment programs. (Commissioner Stinson) 17. Announcement/Comments 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 Chambers. 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 by 5:00 PM, Friday, November 10, 2017. ------------------------------------------------------------------------------------------------------------------------------- * Agenda was amended on November 8, 2017 as follows: Item 1C - Added Item 1D - Added Item 1E - Added Item 1F - Added Item 6A - Added Item 7A - Added Item 7B - Changed from 7A to 7B Item 12A- Amended Agenda Title Item 13A - Added Title and Resolution Item 14B - Added Item 15A - Updated Staff Report and Calendar Item 15B - Added Item 15C - Added MINUTES July 19, 2017 at 5:00 PM. CITY COMMISSION BUDGET WORKSHOP 800 SEMINOLE ROAD, ATLANTIC BEACH, FL In Attendance: Mitch Reeves, Mayor Mitchell Harding, Commissioner Jimmy Hill, Commissioner Blythe Waters, Commissioner Absent: John Stinson, Commissioner Call to Order Russell Caffey, Finance Director Brenna Durden, City Attorney (arrived 6:13PM) Kevin Hogencamp, Interim City Manager Scott Williams, Interim Public Works Director Kayle Moore, Public Utilities Director Keith Randich, IT Manager Donna Bartle, City Clerk CMC Mayor Reeves called the meeting to order at 5:05 PM. Introduction Mayor Reeves stated this will be a presentation ofthe Proposed Annual Budget for 2017-2018 given by the Interim City Manager (ICM) Kevin Hogencamp and Finance Director Russell Caffey. Finance Director Caffey took the floor to address the Commission. Starting with the displayed slide titled 2017 Total Proposed Millages, it shows Atlantic Beach with the lowest millage percentage in Duval County at 18.5%. Also shown on the slide is the percentages for Jacksonville, Neptune Beach, Jacksonville Beach, and the Town of Baldwin. The Finance Director refened to the next slide which gives an example of lowering the millage rate by 1/lOth of a Mil, equating to a $15.00 reduction for a prope1iy (in Atlantic Beach) valued at $200,000. The Finance Director then reviewed the slide showing a budget comparison between FY17 and FY18, noting projected increases in the Pension Funds, Legal Fees, and the addition of staff positions. Discussion ensued about the example of the millage rate reduction by 1/101h of a Mil. ICM Hogencamp explained that staff will present a final proposed budget for consideration by the Commission in a few weeks. It will include a detailed list of issues for decision, the millage rate being one of them. There was discussion about the Homestead Exemption Tax and when that would affect the City's Budget. If it passes in the fall 2017 it will affect the 2018-19 Budget year. Courtesy of the Floor to Visitors Mayor Reeves opened Comiesy of the Floor to Visitors. No one wished to speak so he closed Courtesy of the Floor. There was a brief discussion about Hun·icane Irma costs. Finance Director Caffey stated all the expenditures have been recorded, approximately $500,000. The request for reimbursement has been sent to FEMA and is pending. 1 Agenda Item 1A November 13, 2017 July 19, 2017 Budget Workshop Meeting Minutes Departmental Presentations: Information Technology (IT) presented by Keith Randich, IT Manager: IT Manager Randich took the floor to address the Commission stating the IT Department is a service organization to the City. There are three staff members who provide support for computers, networks, and other technology used by City employees. A detailed list is on the slide titled Devices Managed by IT. As displayed on the slide titled 2015-16 Major Project/2016-17 Major Test, Mr. Randich explained the map shows the off-site location for the City's phone system and Email infrastructure for the City's Emergency Plan. Last year during Hunicane Matthew this was operational and staff was able to maintain communication with the citizens by phone and email. IT Manager Randich referred to the slide titled 2016-17 Major Projects, covering the successful move of the Police Department into their new facility. The IT department was heavily involved in the construction specifications for the computer room, installing cable, network hardware, 911 and FDLE tie-ins, cameras, and the phone system. This completed the Infmmation Technology Depmiment budget presentation by IT Manager Keith Randich. Finance Director Caffey refened to the spreadsheet included in the binder showing the actual and projected budget for the IT Depmiment, noting an increase in the projected year. This includes a 3% pay increase, benefits, repair and maintenance, and computer equipment. Discussion ensued about the phone system suppmi. Mr. Randich stated this is contracted with V miex Consulting in Ocala, FL, the company who provided the phone system. It has been in operation over a year and a half and they monitor our system 24/7. There was discussion about the department's involvement with the City's social media. IT Manager Randich stated they had to purchase software to backup Face book pages and Y ouTube accounts for record retention. ICM Hogencamp addressed the upgrade to the City's website. He explained that funds were budgeted for FY17 and this upgrade is in progress. Discussion continued about the $32,000 budget increase for repairs and maintenance. IT Manager Randich explained there is one expenditure for $12,000 for a VM Ware License-a server license for vi1iual servers. The balance will cover the remaining expenditures for SunGard for the Enterprise applications, the Social Media backup software, a Virus Protection program monitoring laptops and desktops, and replacement for the almm and fire system in City Hall. Mayor Reeves requested the Finance Director to provide a breakdown for each department for Capital Improvements. Mr. Caffey stated this is a standard provision in the final budget presentation. Discussion continued about IT projects budgeted for FY17 but were not done. Mayor Reeves asked about installing WiFi at the parks. IT Manager Randich responded that the WiFi installation was completed 2 Agenda Item 1A November 13, 2017 July 19, 2017 Budget Workshop Meeting Minutes at all three community centers with WiFi capability inside all those buildings and it does extend outside approximately 150 feet from the connection point inside the buildings. Currently we are in the process of evaluating adding repeaters to allow full outside access at all these locations. ICM Hogencamp stated he will follow up on this item (WiFi) and report back to the Commission. Discussion ensued about the proposed increase for Communications. IT Manager Randich responded the antennae system from the water tower at Water Plant # 1 to Adele Grage failed. It was replaced with a dedicated circuit (COMCAST) from City Hall to Adele Grage to provide access to the City network. That circuit was over $8,000.00 per year. Public Works presented by Scott Williams, Interim Public Works (IPW) Director: Scott Williams, IPW Director, took the floor to address the Commission on the Public Works budget. Starting with the slide titled Public Works, Mr. Williams read the list of 8 divisions that make up this depmiment. Mr. Williams reviewed the next slide titled Primary Responsibilities. This covers streets, NPDES, MS4, EPA, and SJRWMD permits, commercial, residential, and ROW plans and permits review, and stormwater utility fee calculations. Adding to depmiment responsibilities, the IPW Director addressed the slide titled Facilities Maintained. This includes paved street and rights of way, City buildings, stormwater treatment ponds, stormwater pipe/ditches/swales, sidewalks and paths, parks, and 20 beach accesses. All of these items require daily maintenance. The next slide addresses Public Works Staff. Mr. Williams provided a detail listing for Administration, Streets/Storm water, and Parks/Building Maintenance. The total employees consist of 25 full time and 1 pati time. IPW Director Williams addressed each item on the slide titled FY2017 Projects & Undertakings (two pages). He stated Hurricane Matthew was a three-month project added to the regular routines of the depmiment. The next slide addressed Additional Staff Requested. The department is asking for 1 full time Maintenance Worker for Streets/Stormwater, and 1 full time Park Ranger for Parks Maintenance. The addition of staff will help with maintaining and improving the level of service to the citizens. Discussion ensued about parking, trash, and other non-residents issues that result from those who come to Atlantic Beach. The Commissioners spoke about budgeting for better quality materials for signage, bike racks, beach shower hardware, etc., to enhance the purpose of and the appem·ance of these items used by the public. Discussion continued about doing a pay study, including a review of employee job descriptions and career progression incentives, for the department. This will ensure the City is hiring quality employees, providing competitive pay rates, and enhancing employee retention. 3 Agenda Item 1A November 13, 2017 July 19, 2017 Budget Workshop Meeting Minutes The next slide addressed Public Works Capital Items and the budget requested for these items. There was discussion about the Splash Park, the Rubber Tire Loader, and the New Dune Walkover. IPW Director Williams continued the budget presentation detailing each of the items on the list. This completed the Public Works budget presentation by Scott Williams, IPW Director. There was discussion about the amount budgeted for the Street Condition Assessment and Resurfacing. It was suggested that perhaps this item could be changed from an annual expense to budgeting for it every ten years. Discussion ensued about the Seminole Road Project. It was noted that cunently the department is looking at making improvements to some of the problem areas on the north end now, without hampering other stmm water work. Discussion ensued about Seminole Road projects that are planned for but are on hold pending the Stmmwater Master Plan, such as beautification projects, replacing sidewalks, and replacing some storm drains. Mayor Reeves called for a recess at 6:35PM, and reconvened at 6:50PM. Discussion continued about the Seminole Road project, the Stormwater Master Plan assessment, and rebudgeting unencumbered funds from FY20 17 into the FY20 18 budget. ICM Hogencamp stated he has received communication from Commissioner Stinson who is watching the meeting online. Commissioner Stinson requested more details on the Splash Park. ICM Hogencamp stated there will be further analysis of the maintenance issues which will be made available at the next workshop. Also Commissioner Stinson commented on the benefits of the leadership changes in the Public Works Department. He also spoke about compensation/pay rates, employee job descriptions and incentives, employee retention, and maintaining a high level of service. Public Utilities presented by Kayle Moore, Public Utilities Director: The first slide covered Utility Service Area which showed a map displaying the water and sewer service area. Next Public Utilities Director Moore addressed the slide titled Utility System Details which covers water and sewer lines, wastewater, reclaimed water, wells, and the active accounts in the City. He reviewed the slide titled Staffing, stating the department consists of22.5 full time employees. The slide titled FY2017 Projects & Undertakings was addressed. Mr. Moore spoke about the completion of the combined beaches outfall -replacement of the pipes suspended from the pilings at Mayport. He addressed the Seaspray water service replacement noting 52 were replaced this year. Last year there were 27 replaced. Mr. Moore stated the department is in the process of a multi-year project to purge the old styled poly lines with new lines and it has been very successful. The next project was the Sea Oats sewer main lining, along Sea Oats and Park Tenace. The next year's project will be in Oak Harbor. 4 Agenda Item 1A November 13, 2017 July 19, 2017 Budget Workshop Meeting Minutes Russell Caffey, Director of Finance, spoke about upgrading the financial system from SunGard (green screen, over 30 years old) which is funded through the Reserves from the General Fund. Mr. Caffey refened to an analysis showing the cost to continue operating with SunGard over the next five years would be over $500,000. He stated another vendor, Edmonds & Associates, submitted a bid for a windows based system and their implementation cost would be $112,000 and then $16,000 each year for operating costs. This is only one vendor but represents the cost savings that can be achieved and research is continuing. Mr. Caffey stated this will need to be done in the next three years and the City will go out for bid. Next, the Director of Finance addressed the Convention Development Tax Fund, which is a 3% tax on hotels and we receive 2% of that tax. The proposed Spray Park and the Lifeguard Station improvements are budgeted fi·om this fund. The Local Option Gas Tax Fund was addressed, which is for maintenance for the local roads and drainage systems. Next year there is $200,000 budgeted for paving and streets/sidewalks improvements. A brief discussion ensued about inigation for Veterans Park, a safety analysis for the Spray Park, adding pedestrian safety lighting, and adopting a low speed vehicle (LSV) policy. Finance Director Caffey reviewed the Half Cent Discretionary Sales Tax Fund. He presented the proposed budget expenditures for street paving, Russell Park renovations, Jordan Park walkway, and Veterans Park upgrades. This fund could be used for anything relating to transpmiation purposes, such as the pedestrian lighting and a LSV policy. There was a brief discussion about the request through FDOT regarding lowering the speed limit on Mayport Road. ICM Hogencamp stated the meetings have begun with the FDOT staff and more discussion and studies are required. There are no budget implications at this time. This completed the Special Revenue Funds and Projects Overview presented by Russell Caffey, Director of Finance. ICM Hogencamp addressed the Commission to consider the following dates for Budget Workshops: • 5:00PM Wednesday, August 9, 2017 • 5:00PM Monday, August 14, 2017 (tentative) Adjourn There being no further discussion by the City Commission, Mayor Reeves declared the meeting adjourned at 10:20 PM. Mitchell E. Reeves, Mayor Donna L. Bmile, CMC, City Clerk DLB/njp 6 Agenda Item 1A November 13, 2017 MINUTES CITY OF ATLANTIC BEACH CITY COMMISSION BUDGET WORKSHOP AUGUST 9, 2017-6:30 P.M. CITY HALL, 800 SEMINOLE ROAD IN ATTENDANCE: Mayor Mitchell E. Reeves Commissioner John Stinson Commissioner Mitchell R. Harding Commissioner Jimmy Hill Commissioner M. Blythe Waters Call to Order: City Attorney Brenna Durden Interim City Manager Kevin Hogencamp City Clerk Assistant Joanie Bowman Recording Secretary Nancy Pyatte Mayor Reeves called the meeting to order at 6:30P.M. City Clerk Assistant Bowman, sitting in for the City Clerk, called the roll. Mayor Reeves noted that a quorum was present. Introduction FY 2018 Budget Interim City Manager (ICM) Hogencamp stated the budget focuses on maintaining and improving the quality and level of services we provide to our citizens. At this point he introduced Russell Caffey, Finance Director, to present a detailed repmi. Courtesy of the Floor Mayor Reeves explained the process for the public comments and opened the Courtesy of the Floor to visitors. Candice Kelly, 149 Belvedere St., spoke about the Homestead Exemption and the possibility of a decrease, and how the budget would account for that. There were no other speakers. Mayor Reeves closed Courtesy of the Floor. FY 2018 Budget Update presented by Finance Director Russell Caffey: Finance Director Caffey took the floor to address the Commission. Mr. Caffey soke about the millage rate. He stated the cunent millage rate is 3.2285 and staff is proposing maintaining that rate. Next Mr. Caffey addressed the slide that details the Total General Fund Revenue and the Total General Fund Expenditures, covering the budget for FY17 and the projected budget for FY18. He stated that both of these funds reflect an increase in the proposed FY18 budget, leaving a $397,000 deficit. The next slide titled Reserve Reconciliation addresses the deficit by proposing a transfer from the Reserve Fund for the three items listed-Legal Fees, Enterprise Resource Planning (ERP) software, and City Hall Remodel. This will then reconcile the balance to a positive $319.00. 1 Agenda Item 1B November 13, 2017 August 9, 2017 Budget Workshop Meeting Minutes Finance Director Caffey explained the $799,350 increase in the FY18 Expenditures refening to the next slide which shows the Change between FY17 to FY18. There is an increase with four new staff positions added, there were increases in Legal fees, General Employee Pension Plan, Workers Comp, Raises for Sworn Personnel, and miscellaneous net increases. There was one decrease in the Police Pension plan. Next, Finance Director Caffey addressed Capital Purchases for the City. He reviewed the list showing the IT Department will be installing cameras for the parks and replace the FTP server. There will be a new vehicle for the Police Chief, surface pros for laptops/tablets, three patrol vehicles, eleven lap tops and five mobile printers, and Interview Room surveillance equipment. There were expenses listed for the Lifeguards and ABET. The next slide reviewed was the Convention Development Tax Fund. For FY18 a Spray Park and the Lifeguard Station Development have proposed budgets from this fund. From the Half Cent Discretionary Sales Tax Fund there is a proposed budget for renovations to Russell Park, Jordan Park, and Veterans Park. The Capital Improvement Fund will be used for the ERP software and the City Hall Remodel. Also budgeted for Public Works from this fund is the rubber tire loader and a striping machine. Mayor Reeves stated the Lifeguard Station remodel was budgeted for but not done this FY17 and questioned if those funds were carried over to FY18. Mr. Caffey responded those unencumbered funds were canied over to the FY18 budget. Commissioner Hill expressed that he would prefer the Spray Park money be put towards safety expenditures on Mayport Rd. Discussion ensued about the Spray Park and how it became an item for consideration. ICM Hogencamp explained this is not the final budget, just a proposed budget. The Spray Park item resulted from conversations and/or meetings with citizens, staff, and the Commission. There was a brief discussion about legal fees and having a report detailing the expenses by each depmiment showing a description of the charges. Finance Director Caffey refened to the slide titled 2017 Total Proposed Millages stating that Atlantic Beach is the lowest at 18.5022. This chart showed the rates for Jacksonville, Neptune Beach, Jacksonville Beach, and the Town of Baldwin. The current budget is achieved with the 3.2285 millage rate. If that rate was lowered by 1/10th of a Mil, equal to $150,673, the budget would have to be adjusted down. An example of how that could be done is shown on the slide titled Salary Lapse. Discussion ensued about millage rate reduction and Homestead Exemption Tax and how they affect the budget. It was noted that counting on employee salary gaps to make up surplus could equate to experiencing lower levels of service. Finance Director Caffey confirmed that the cunent budget does not propose a salary lapse. There was a brief discussion about police vehicles in operation and replacing those with high mileage. 2 Agenda Item 1B November 13, 2017 August 9, 2017 Budget Workshop Meeting Minutes Discussion continued about not counting on a salary lapse to balance the budget. There was discussion about the Homestead Exemption Tax -if this gets extended the City needs to educate citizens of the effects on the City budget. Finance Director Caffey summarized his review of the Special Revenue Funds for the Environmental Stewardship Committee, for Streets/Paving/Sidewalks, and the ERP software and City Hall Remodel. He continued his review of the Convention Development Tax Fund for the Spray Park and the Lifeguard Station Development, the Local Option Gas Tax Fund for paving and street/sidewalk improvements, and the Half Cent Discretionary Sales Tax Fund for renovations to City parks. This completed the FY 2018 Budget Update presented by Finance Director Russell Caffey. Discussion ensued about having more emphasis for the Marshside infrastructure improvements, sidewalks, and septic-to-sewer mediation. Regarding public safety, it was noted there is a need for lighted crosswalks along Atlantic Blvd. and Mayport Rd. There was discussion about increasing revenue generation in the business district, the status of the potential buildout of the Country Club, developing park settings at beach accesses, and improving parking at those beach access endzones. There was discussion regarding preservation purchases of two parcels of land -Johnston Island and the Preserve. There was discussion about funding for strategic planning workshops and if that was in the budget. A review of the ijmeline was confi1med noting on August 14th the Commission will be presented a budget compiled from all the Budget workshops -inclusive of proposed projects with proposed costs, and a repmi on grants from Langton & Associates as well. After that there will be another presentation for the Commission to prioritize for the final budget. A brief discussion ensued about healthcare costs, adequate staffing for completion of Public Works projects, and paying down Pension costs. ICM Hogencamp thanked the Commission and stated there will be an update on Monday. Courtesy of the Floor Candice Kelly, 149 Belvedere St., Atlantic Beach, spoke about the Maypmi Road Corridor meetings, and inquired about City revenue generated from Atlantic Beach businesses. Rick Harper, 1810 Selva Grande Dr., Atlantic Beach, spoke about the Spray Park costs and maintenance, creation of a Parks Master Plan, Johnston Island, and the Public Works resurfacing program. There were no other speakers. Mayor Reeves closed Comiesy of the Floor. 3 Agenda Item 1B November 13, 2017 August 9, 2017 Budget Workshop Meeting Minutes Adjourn There being no further discussion by the City Commission, Mayor Reeves declared the meeting adjoumed at 7:26PM. Mitchell E. Reeves, Mayor Donna L. Bartle, CMC, City Clerk DLB/njp 4 Agenda Item 1B November 13, 2017 CITY OF ATLANTIC BEACH TOWN HALL MEETING APRIL 22,2017 at 10:00 AM IN ATTENDANCE: Mayor Mitch Reeves Commissioner Jimmy Hill Commissioner Mitch Harding Commissioner Blythe Waters (Absent) CALL TO ORDER STAFF: Interim City Manager Kevin Hogencamp Human Resource Director Cathy Beny City Planner Derek Reeves Recording Secretary J oanie Bowman Mayor Reeves called the meeting to order at 10:02 a.m. WELCOME Mayor Reeves explained the purpose of this Town Hall Meeting and thanked the staff and citizens for taking time out of their Saturday to attend the meeting. Mayor Reeves explained the process for public comments. Mayor Reeves introduced Interim City Manager Hogencamp to open the meeting. Interim City Manager Kevin Hogencarnp spoke about issues with the Tree Protection Ordinance. He informed everyone that City Planner Derek Reeves was available to answer questions and will follow up with information. COMMENTS FROM THE PUBLIC Mayor Reeves opened the floor to public comments. Susanne Barker, 1938 Beachside Ct., spoke about concerns with the permitting process not being followed and would like to see that process brought back Jane Wiska 352 2nd St., spoke about her perception of what happened to the Tree Board. She believed private property rights was the reason they did away with all of these protections. Mayor Reeves explained that the Beautification Committee may recommend a Tree Board. Gretchen Deters-Murray, 346 Magnolia St., spoke about her concern of how they plan to cover this if there is a shmiage of staff. City Manager Hogencamp explained that Planner Reeves now has the resources to move forward as they have added a pmi-time employee and plan to hire a full-time person to start sometime in May. Agenda Item 1C November 13, 2017 Lori Schwab, 541 Sherry Dr., spoke about the previous Atlantic Beach Tree Board, how well it worked, and her concern with the developers cutting down too many trees. She suggested we have something in place that will continue after this Mayor and Commission, so that our trees are protected. Lisa Harrell, 659 Sherry Dr., concerned about the pervious surface ordinance and whether codes and ordinances are enforced. Commissioner Hill spoke about the Tree Protection Ordinance and the Beautification Committee put in place to protect our trees. Mayor Reeves explained they are changing policies and things should start improving. Interim City Manager explained he believed the pervious surface ordinance was being administered properly and would research that. Ellen Glasser, 2060 Beach Ave., concerned the meeting was getting off track and stated that she did not think that the Beautification Natural Resources Advisory Committee is the magic bullet. It did not appear to her that the direction they are going will give them any teeth. She spoke about the tree canopy and the issues with staff. She commended Planner Derek Reeves for the good job he does for the City. Mayor Reeves explained that the Beautification Committee is only an advisory committee and is in place only to come back with subjective advice. Ellen Glasser, 2060 Beach Ave., spoke about the impervious surface ratio and believes an audit is an excellent idea. Interim City Manager Hogencamp stated that he believes an audit has been done. Mayor Reeves spoke about an on-site audit regarding impervious surface. Commissioner Hill spoke about issues with impervious surface. Ellen Glasser, 2060 Beach Ave., suggested that it may be helpful to the Beautification and Natural Resource Advisory Committee if they have a recommendation on creating or re-enacting the Tree Board. Mayor Reeves stated that the Advisory Committee is aware of the request to form a Tree Board and discussed it at their last meeting. City Planner Derek Reeves stated that Public Works handled the audit and he spoke about the percentages of impervious surfaces and the issues with unpe1mitted work. Mayor Reeves spoke about the permit violations and fines. Minutes-Town Hall Meeting-April22, 2017 Page 2 ofS Agenda Item 1C November 13, 2017 Commissioner Hill spoke about the issues with the tree ordinance and tree replacement when a tree is taken down and suggested that they make tree replacement significant. City Planner Derek Reeves spoke about tree and building permits and the penalty fees. Ellen Glasser, 2060 Beach Ave., spoke about reporting offenders operating without a permit to the Department of Business and Professional Regulation. Commissioner Hill stated that most offenders are people flipping houses and not contractors. Mayor Reeves inquired if there was a form on our website to file a complaint or repmi a violation. Interim City Manager Hogencamp informed everyone that there is a drop down item on the website that is called the Citizen Request Tracker where citizens' can file a city complaint. City Planner Derek Reeves spoke about tree permitting. He explained approximately half of the removals in the City do not require a permit. A pe1mit is required if you are doing construction $10,000 or more, or removing a legacy tree. City Planner Reeves spoke about the inspection and mitigation process and the use of certified arborists. He repmied that a permit has been applied for on 825 Sheny Street, but has not been issued. Mayor Reeves inquired about the $10,000.00 tree grant and how it was being spent. Planner Reeves explained part of the grant was used to hire a consultant to do a survey of our major arterials and identify the existing trees and where trees could go. We have not done any plans on new plantings. We have the funds available to do that, we just need to start that process at some point. A discussion ensued about developers and contractors hiring an arborist versus using the City's arborist. Commissioner Hill expressed the importance of maintaining the canopy and the character of the neighborhood. Commissioner Stinson suggested incentives to encourage developers to build around trees and perhaps build smaller structures. A citizen suggested education as a component as well as offering information on the tree code. Sally Clemens, 1638 Park Terrace W., inquired about additions and remodeling pertaining to permitting. Planner Reeves stated anytime you are doing a major renovation to your property, trees should be included in the permitting. Citizens inquired about the racism issues occuning in the City of Atlantic Beach. Minutes-Town Hall Meeting-April22, 2017 Page 3 ofS Agenda Item 1C November 13, 2017 The Commission and Mr. Hogencamp discussed the complaints that were made against the City and explained the allegations would be given their full attention. A citizen inquired about the status of the Public Works Director. Interim City Manager explained that the Public Works Director resigned this week and they have divided the Public Works Department into two different depmiments; the Public Works Department and the Public Utilities Department. Mr. Hogencamp stated Scott Williams is leading our Public Works Depmiment and Kale Moore is leading our Public Utilities Department. A citizen inquired about the status of the City Manager position. Interim City Manager Hogencamp explained that by late May or early June, they will be introduced to three to five finalists for the position, will interview the finalists, and hope to extend an offer to someone at that time. Mayor Reeves inquired about the status of the Police Chief position. Interim City Manager Hogencamp explained they will be interviewing candidates in the next couple of weeks, pending a criminal background check and other due diligence, and will make an offer shortly thereafter. Mayor Reeves repmied the Public Safety Building is coming along and should be opening sometime in May. Interim City Manager Hogencamp thanked the Commission and the citizens, and stated they cannot do this without them. A citizen mentioned that the front reception and the police department do not communicate very well and was unaware that you have to dial a 9 before dialing out. Commissioner Harding thanked the citizens for coming out and getting involved. It takes community involvement to know what your issues are. Commissioner Hill thanked the citizens for their time and energy towards the community and said that is what makes Atlantic Beach what it is. He believed these meetings are really productive. Commissioner Stinson commented on the pervious and impervious question that was raised. He explained that citizens' input is always appreciated and he is honored to serve them. A citizen inquired as to when another Town Hall meeting regarding the pervious and impervious surface issue would take place. Mayor Reeves explained they are always open to have meetings with specific topics of interest and thanked everyone for attending the meeting. Interim City Manager Hogencamp informed everyone the Beautification and Natural Resource Advisory Committee will meet at 6:30 this Thursday, April 27th in the Commission Chamber. Minutes-Town Hall Meeting-April 22, 2017 Page 4 ofS Agenda Item 1C November 13, 2017 Mayor Reeves encouraged the citizens to come out Monday night to the Commission meeting. A citizen commented that she sings with the Heritage Singers of Jacksonville on April301h at 4:00 p.m. at Palms Presbyterian and the theme is color. Commissioner Stinson mentioned Acoustic Nights that will be held tomorrow, April23rd at 6:30 p.m. at Bull Park. Mayor Reeves adjourned the meeting at 11:50 a.m. ATTEST: Donna L. Bartle, CMC City Clerk Minutes-Town Hall Meeting-April 22, 2017 Mitchell E. Reeves Mayor/Presiding Officer Page 5 ofS Agenda Item 1C November 13, 2017 CITY OF ATLANTIC BEACH CITY COMMISSION ROUNDTABLE MEETING July 7, 2017-10:30 AM IN ATTENDANCE: Mayor Mitchell E. Reeves Commissioner Mitchell R. Harding Commissioner John Stinson ABSENT: Commissioner Jimmy Hill Commissioner M. Blythe Waters Call to order MINUTES Interim City Manager Kevin Hogencamp HR Director Cathy Berry Recording Secretary Joanie Bowman Mayor Reeves called the meeting to order at 10:30 a.m. He explained the procedures for a roundtable meeting and stated if time allowed, public comments would be heard at the end of the meeting. He explained the meeting was held to discuss the City Manager interview and selection process. Mayor Reeves made suggestions to narrow down the number of City Manager candidates: 1.) Bring all seven candidates in and have a face-to-face interview with them. 2.) Telephone or Skype interview with a scoring system and suggested Friday, July 14th@ 10:00 a.m. HR Directory Cathy Beny would score them and present the top finalist. 3.) Individual or group interviews would be conducted. 4.) Rank candidates accordingly. 5.) Narrow the candidate pool down to one who would come before the Commission meeting. Mayor Reeves inquired about the Commissioner's recommendations. Commissioner Harding spoke about the seven candidates, the interview process, and his support of a video interview for all applicants. Mayor Reeves suggested that when they conduct a skype interview, it be a noticed public meeting, but not be videotaped. Commissioner Stinson suggested that they video tape, but not live-stream. Mayor Reeves requested the City Manager make note to video without going live and post it after the meeting. Commissioner Stinson spoke about an open forum interview with a meet and greet and liked the idea of ranking the candidates. He explained it is difficult to evaluate people or get interpersonal feedback based purely on paper. He suggested that each Commissioner propose one to two ways in which to rank a candidate, then narrow it down to one candidate, select that person, and then move forward. HR Director Cathy Berry stated that she supports whatever the Mayor and Commission decides. Her only concern with the process Commissioner Stinson laid out is that it is hard to qualify and prefers to have Agenda Item 1D November 13, 2017 each Commissioner rank the candidates 1-7. Interim City Manager Hogencamp preferred the ranking system and not the matrix. Commissioner Stinson felt that they need to rank the candidates on ce1iain qualities and characteristics for consistency and ranking. Mayor Reeves suggested some type of spreadsheet with the qualifications of each candidate. Commissioner Stinson inquired who decides what the parameters are to compare one candidate to another. HR Director Cathy Berry suggested one-on-one interviews with a sheet that has the minimum requirements and would give you the information with the criteria and the qualifications. Mayor Reeves suggested Interim City Manager Hogencamp have Commissioner Hill and Commissioner Waters review this video and provide input regarding the selection process. A lengthy discussion ensued among the Commissioners, HR Director Cathy Berry and Interim City Manager Hogencamp regarding the ranking system in the selection process. Commissioner Harding spoke about receiving emails from citizens suggesting that they table this decision. He believed it would be inappropriate for the Commission to table this and further prolong this process. Commissioner Stinson reiterated he believes each Commissioner should bring two criteria that they think are important to evaluate and rank the candidates on. Commissioner Harding believed it is important to know what kind of experience they have in natural resources or park systems. Mayor Reeves suggested that each of the Commissioners submit questions to HR Director Cathy Berry. Commissioner Stinson suggested steps they could take during the Commission meeting on Monday night to allow Commissioner Hill and Commissioner Waters to voice their opinions which will give Mr. Hogencamp and Ms. Berry all the input they need without a lot of unnecessary steps to make that happen. HR Director Cathy Berry inquired if there would be a consensus at the Monday night Commission meeting. Commissioner Stinson suggested suspending the rules for a discussion that would give Ms. Berry feedback and anive at a consensus at the Commission Meeting on Monday night. Mayor Reeves agreed that they could suspend the rules and have a discussion of a consensus or suspend the rules and vote. He is in suppmi of this idea and explained it gives Commissioner Hill and Commissioner Waters an oppmiunity to voice their concems publicly. Interim City Manager Hogencamp suggested another option would be to continue this meeting until5:30 or 6:00p.m. and they would publicize the meeting. Mayor Reeves called for a recess of the meeting at 11 :25 a.m. Minutes-Commission Roundtable-July 7, 2017 Page 2 of4 Agenda Item 1D November 13, 2017 Commissioner Stinson explained that City Attorney Durden prefers we close this meeting and notice it for Monday night's Commission Meeting on July 101h, instead of continuing it. Interim City Manager Hogencamp stated that they would consult with the City Attorney about continuing this discussion at the upcoming Commission meeting. Commissioner Stinson commended HR Director Cathy Berry and Interim City Manager Hogencamp for the search, the information that was provided and for getting us to this point in the process and believes it is now time for the Commission to go to work and come to a resolution. Mayor Reeves also thanked Ms. Berry and Mr. Hogencamp for doing a great job and stated it is now the Commission's job to proceed to the next point in the process. Mayor Reeves explained the process for public comments and opened the Comiesy of the Floor to Visitors. Linda Spencer, 282 Magnolia St., spoke about the citizens concern with continuing the search and needs to be on the agenda. She stated that it is impmiant the Commission is gentle and kind to the candidates and was in support of Skype interviewing to narrow the number of candidates. Chris Rule, 383 2nd St., spoke about refining the process to get it to a more manageable number and then make it a more intensive process. He voiced concern about individual meetings with the candidates and thinks interviews should be as a group. He believed Ms. Berry should review the questions for appropriateness and commended the Commission for upholding an open government environment. He expressed concern for the individual candidate's confidentiality until the final draw and stated that they need to move forward. Ellen Glasser, 2060 Beach Ave., spoke about the citizen emails. She believed they need to move forward, stating they need a City Manager. She expressed concerned about not hearing discussion on the quality of the candidates being considered and inquired if the list of candidates was currently public to citizens. Mayor Reeves explained to Mrs. Glasser that she can request a public record and the City would be glad to provide it. Ms. Glasser expressed that the only circumstance she would recommend tabling or prolonging the selection process for would be if they did not have top quality candidates. She stated it is important to get the right fit to negotiate the very complicated issues in our City and thanked everyone for the oppmiunity to speak. Mark Tingen, 1198 Sandpiper Ln. E., supports moving forward instead oftabling this item. He agreed the Commission should suspend the rules for further discussion. He complimented and thanked the Commission, HR Director, and the Interim City Manager. Interim City Manager Hogencamp spoke about being the public infmmation person for the City and getting the message out regarding suspending the rules at the Commission Meeting Monday night. HR Director Cathy Berry spoke about making the candidate finalist list public but would like to keep it out of the public view for their privacy. She infmmed everyone that she delivered a copy of the seven Minutes-Commission Roundtable-July 7, 2017 Page3of4 Agenda Item 1D November 13, 2017 candidate's resumes as well as their responses to the questionnaires that we sent out, to our City Clerk. Commissioner Harding commended HR Director Cathy Beny and Interim City Manager Kevin Hogencamp for vetting the candidates, for being on top of this process and for keeping the citizens in touch with this process. Adjournment There being no further discussion, Mayor Reeves declared the meeting adjourned at 11:45 a.m. ATTEST: Donna L. Bmile, CMC City Clerk Minutes -Commission Roundtable-July 7, 2017 Mitchell E. Reeves Mayor/Presiding Officer Page 4 of4 Agenda Item 1D November 13, 2017 MINUTES CITY OF ATLANTIC BEACH CITY COMMISSION MEETING OCTOBER 23, 2017 -6:30 PM IN ATTENDANCE: Mayor Mitchell E. Reeves Mayor Pro Tern John Stinson Commissioner M. Blythe Waters ABSENT: Commissioner Mitchell R. Harding Commissioner Jimmy Hill Invocation and pledge to the flag City Attorney Brenna Durden City Manager Joe Genity City Clerk Donna L. Bartle Recording Secretary Nancy Pyatte Commissioner Stinson gave the Invocation, followed by the Pledge of Allegiance to the Flag. Call to order Mayor Reeves called the meeting to order at 6:30 PM. City Clerk Bartle called the roll and Mayor Reeves noted that a quorum was present. 1. Approval of minutes A. Approve minutes of the Commission Meeting on September 25, 2017. B. Approve minutes ofthe Commission Meeting on October 9, 2017. C. Approve minutes of the Budget Workshop on July 12, 2017. Mayor Reeves asked if there were any conections to the above minutes. There were no conections, so Mayor Reeves stated the minutes stand as submitted. 2. Courtesy of Floor to Visitors A. Presentation of Proclamation for World Polio Day Mary Stutts, President of the Oceanside Rotary, addressed the Commission stating that the Proclamation for World Polio Day is on Tuesday, October 24, 2017 in the City of Atlantic Beach, representing the day in 1985 when Rotary International took the challenge to eradicate polio, for worldwide inoculation. Ms. Stutts introduced Atlantic Beach residents and past leaders and chairs who were present: JeffMichaelman, Dave Pesterfield, Cathy Hagen, and Christian Jewel. City Clerk Bartle read the Proclamation into the record. Mayor Reeves presented the Proclamation, thanking the Rotary Club. 1 Agenda Item 1E November 13, 2017 October 23,2017 REGULAR COMMISSION MEETING B. Introduction of Advanced Disposal Staff-Kenny Patterson and Greg Huntington Kenny Patterson, representing Advanced Disposal, addressed the Commission giving a brief summary of services provided to the City of Atlantic Beach, for commercial and residential customers. He stated it is a privilege for Advanced Disposal to provide their services to the City. Mayor Reeves opened Courtesy of the Floor and explained the process for public comments. City Clerk Bartle called the speakers: Ann Marie Tucker, 488 Lagdon Ct., Jacksonville, spoke about the Third Annual Tony's Turkey Trot for Brain Injury Awareness event, sponsored by the City of Atlantic Beach. This fund raiser will be held on November 23, 2017 and is a 5K Run and a 1K Fun Run. For additional information, the website is Tonysturkeytrot.com. Nancy Whittington, 1861 Beachside Ct., Atlantic Beach, thanked City Clerk Bartle for all the assistance she provides, and thanked the Commissioners for their service and commitment to the City. She stated she was in favor ofitems 7 A and 7B. Sally Svoboda, no address provided, took the floor to address the Commission, speaking about Item 7A. 3. Unfinished Business from Previous Meetings A. City Appointed Positions Evaluation Summaries Human Resources (HR) Director Cathy Beny explained she has distributed an updated copy of the evaluations (which is attached and made part of this official record as Attachment A) since there was a last entry and she wanted to include each Commissioner's input. She reported the overall scores for the City Attorney and City Clerk. (The City Manager is newly appointed and will be evaluated next year.) She stated she would have the updated version available to the public. HR Director Beny stated this evaluation process/format will be brought back before the new Commission in December. Any updates and/or changes will be implemented for the evaluation process going forward. B. Pay Increase for the City Clerk HR Director Berry explained that appointed positions are not included in the general employees pay increases. The City Clerk pay raises have been consistent with those given to other general employees in past years. It is recommended to approve a salary increase of 3% for the City Clerk, retroactive to October 1, 2017. Motion: To approve a salary increase of 3% for the City Clerk retroactive to October 1, 2017. Moved by Stinson, Seconded by Waters 2 Agenda Item 1E November 13, 2017 October 23, 2017 REGULAR COMMISSION MEETING Commissioner Stinson stated the City Clerk is a great resource, does a very good job and is always responsive. He said we are lucky to have her! Mayor Reeves stated the City Clerk works very hard and thanked her for her work. Vote: Aye: 3 Nay: 0 MOTION CARRIED by unanimous vote. 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. City Clerk Bartle read the Consent Agenda into the record. A. Acknowledge receipt of the Monthly Building Department Activity Report for September 2017. Motion: Approve Consent Agenda Item 4A as written. Moved by Stinson, Seconded by Waters Votes: Aye: 3 Nay: 0 MOTION CARRIED by unanimous vote 5. Committee Reports A. Parking and Pedestrian Safety Advisory Resource Committee Report -Committee Member Michael Tari Michael Tari spoke about the priority setting exercise for parking in the City of Atlantic Beach. Neptune Beach is moving to a paid parking system on their side of Town Center and plans to use a company called Parkeon. They provide paid parking services for the University of North Florida, and many other municipalities in Florida. The first recommendation is for Atlantic Beach to look at a paid parking system for Town Center and to coordinate with Neptune Beach. This is also an opportunity to look at other areas in Atlantic Beach for paid parking. The second recommendation proposed is to form a joint task force, made up of members of our municipality and staff along with Neptune Beach municipality and staff, and from the Beaches Town 3 Agenda Item 1E November 13, 2017 October 23, 2017 REGULAR COMMISSION MEETING Center Parking Committee. Their purpose would be to reach a solution for everyone who works in Town Center, establish boundaries, decide what parking system to use, decide who collects/distributes the money, who does enforcement/ticketing, who evaluates, etc. Commissioner Stinson stated the committee has accomplished a lot in their meetings. The priority setting exercise was facilitated by Ms. Lanier. He stated the proposed joint task force is key in relation to management of the program in Town Center for both our cities. Commissioner Waters inquired about 'neighborhood creep parking' and how that would be addressed. Mr. Tari responded that is an issue that is still being worked out. Discussion ensued about the wide range of benefits of a properly managed paid parking system. Commissioner Stinson stated that, even though Atlantic Beach has less parking in Town Center, Neptune Beach is eager for our city to get onboard with them and they have offered to front the expense of purchasing the equipment. Discussion continued. Commissioner Waters expressed concerns about Town Center paid parking, shuttle service, new businesses opening without adding more parking to support, and stated that 'creep parking' is legal if it is not blocking a resident's access to property. Mayor Reeves noted that this is just a committee report only. Commissioner Stinson stated he will include all the concerns expressed as we move forward. Consensus from the Commission to put this item on the agenda for the next meeting for the new Commission to discuss and decide whether or not to move it forward. B. Appointments to the Code Enforcement Board Commissioner Stinson stated there was a Board Member Review Committee Meeting held on October 16, 2017 and the minutes are part of this agenda. Motion: To Reappoint Lindsay Norman to the Code Enforcement Board for an additional term beginning immediately and ending September 30, 2020. Moved by Stinson, Seconded by Waters Votes: Aye: 3 Nay: 0 MOTION CARRIED by unanimous vote Motion: To Appoint Whitney Heflin to the Code Enforcement Board as a regular member for a term beginning immediately and ending September 30, 2020. Moved by Stinson, Seconded by Waters Votes: Aye: 3 4 Agenda Item 1E November 13, 2017 October 23, 2017 REGULAR COMMISSION MEETING Nay: 0 MOTION CARRIED by unanimous vote Motion: To Appoint Judy Workman to the Code Enforcement Board as a regular member for a term beginning immediately and ending September 30, 2019. Moved by Stinson, Seconded by Waters Votes: Aye: 3 Nay: 0 MOTION CARRIED by unanimous vote C. Appointments to the Community Development Board Motion: To Reappoint Linda Lanier to serve an additional term as a regular member on the Community Development Board for the term ending December 31, 2019. Moved by Stinson, Seconded by Waters Votes: Aye: 3 Nay: 0 MOTION CARRIED by unanimous vote Motion: To Appoint Kirk Hansen to serve as a regular member on the Community Development Board for the term beginning January 1, 2018 and ending December 31, 2019. Moved by Stinson, Seconded by Waters Votes: Aye: 3 Nay: 0 MOTION CARRIED by unanimous vote Motion: To Appoint Brian Major to serve as a regular member on the Community Development Board for the term beginning January 1, 2018 and ending December 31, 2019. Moved by Stinson, Seconded by Waters Votes: Aye: 3 Nay: 0 MOTION CARRIED by unanimous vote Motion: To Appoint Mark Tingen as first alternate on the Community Development Board for the term beginning January 1, 2018 and ending December 31,2019. Moved by Stinson, Seconded by Waters 5 Agenda Item 1E November 13, 2017 October 23, 2017 REGULAR COMMISSION MEETING Votes: Aye: 3 Nay: 0 MOTION CARRIED by unanimous vote 6. Action on Resolutions A. Resolution No. 17-21 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, AUTHORIZING THE PURCHASE OF POLICE DEPARTMENT FLEET VEHICLES DURING THE 2017-2018 FISCAL YEAR. City Clerk Bartle read the Resolution by title. City Manager Gerrity reported this is for authorization to purchase Police Depmiment fleet vehicles, four all-wheel drive Ford Explorers. Chief Cook addressed the Commission and stated there is a correction. There will be four vehicles purchased, three all-wheel drive Ford Explorers and one sedan. Chief Cook further explained that Chevrolet is moving away from the police package. Ford has a much better police package and the Explorer is equipped with better brakes, suspension, and cooling system and the interior is bigger. City Attomey Durden stated the Resolution needs to be amended, in Section 1, second line after 'purchase of add 'three Ford Police All Wheel Drive SUV's and one Ford sedan'. Motion: To Approve Resolution No. 17-21 as read by title with an amendment to purchase 3 Ford Police All Wheel Drive SUV's and one Ford sedan. Moved by Waters, Seconded by Stinson Votes: Aye: 3 Nay: 0 MOTION CARRIED by unanimous vote B. Resolution No. 17-22 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, APPROVING THE RENEWAL OF EMPLOYEE HEALTH INSURANCE WITH UNITED HEALTH CARE, AS WELL AS OTHER INSURANCE BENEFIT PLANS PAID FOR BY EMPLOYEES, AND AUTHORIZE THE CITY MANAGER TO EXECUTE ALL RELATED RENEWAL DOCUMENTS. City Clerk Bmile read the Resolution by title. Motion: To Adopt Resolution No. 17-22 as read by title. Moved by Stinson, Seconded by Waters 6 Agenda Item 1E November 13, 2017 October 23, 2017 REGULAR COMMISSION MEETING Votes: Aye: 3 Nay: 0 MOTION CARRIED by unanimous vote C. Resolution No. 17-23 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, APPROVING THE AMENDMENT TO THE 2016-2018 NORTHEAST FLORIDA PUBLIC EMPLOYEES' LOCAL 630 LIUNA, AFL-CIO "BLUE COLLAR" CONTRACT, AND AUTHORIZE THE CITY MANAGER TO EXECUTE THE AMENDMENT. City Clerk Bartle read the Resolution by title. Motion: To Adopt Resolution No. 17-23 as read by title. Moved by Stinson, Seconded by Waters Votes: Aye: 3 Nay: 0 MOTION CARRIED by unanimous vote D. Resolution No. 17-24 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, APPROVING THE 2018-2020 COASTAL FLORIDA POLICE BENEVOLENT ASSOCIATION CONTRACT, AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE CONTRACT. City Clerk Bartle read the Resolution by title. Motion: To Approve Resolution No. 17-24 as read by title. Moved by Waters, Seconded by Stinson Votes: Aye: 3 Nay: 0 MOTION CARRIED by unanimous vote E. Resolution No. 17-25 A RESOLUTION OF THE CITY OF ATLANTIC BEACH AUTHORIZING AN ADDITIONAL $500,000 IN COMBINED EXPENDITURES TO CERES ENVIRONMENTAL SERVICES, DEBRIS TECH, LLC, AND J.B. COXWELL CONTRACTING, INC. FOR EMERGENCY STORM DEBRIS REMOVAL, MONITORING AND DISPOSAL SERVICES; APPROPRIATING FUNDS FROM THE CITY'S RESERVE ACCOUNT FOR THIS EMERGENCY PURPOSE; AUTHORIZING THE CITY MANAGER TO EXECUTE CONTRACTS AND PURCHASE ORDERS IN ACCORDANCE WITH AND AS NECESSARY TO 7 Agenda Item 1E November 13, 2017 October 23, 2017 REGULAR COMMISSION MEETING EFFECTUATE THE PROVISIONS OF THIS RESOLUTION; AND PROVIDING AN EFFECTIVE DATE. City Clerk Bartle read the Resolution by title. Motion: To Approve Resolution No. 17-25 as read by title. Moved by Waters, Seconded by Stinson Commissioner Stinson stated it is important for residents to know the City picked up twice the amount of st01m debris this year for Hunicane hma than for hunicane Matthew last year. Also, due to the increased number of emergencies that FEMA has responded to and is involved in, their resources are now limited. FEMA has begun asking for reimbursement from cities to repay money received as far back as twenty years ago. We need to be careful with expectations ofFEMA payments to reimburse our expenses. Commissioner Waters commended the Public Works Depmiment and all City employees for keeping communication open and getting information to residents regarding st01m debris pickups. Mayor Reeves commended all the City Staff on doing a great job during the storms and for debris pickup. The issues with FEMA reimbursement delays are only going to increase and we may not get those funds. Mayor Reeves noted the City may need to have another option in our emergency plans and not rely on FEMA. Votes: Aye: 3 Nay: 0 MOTION CARRIED by unanimous vote F. Resolution No. 17-26 A RESOLUTION OF THE CITY OF ATLANTIC BEACH AUTHORIZING THE CITY MANAGER TO SIGN A ONE-YEAR AGREEMENT CONTINUING THE PROFESSIONAL SERVICES OF LANGTON ASSOCIATES, INC. AND APPROVE A PURCHASE ORDER FOR $36,000 ON BEHALF OF THE CITY OF ATLANTIC BEACH. City Clerk Bmile read the Resolution by title. City Manager Genity stated Deputy City Manager (DCM) Hogencamp wished to address the Commission on this item. DCM Hogencamp stated this is a request to approve Langton Associates Inc. (Langton) services for the City's grant-writing and related needs, as detailed in the Staff Report memo. City Manager Genity has assigned administration of this $36,000 contract to the DCM to ensure that our taxpayers receive a retum on the investment. 8 Agenda Item 1E November 13, 2017 October 23, 2017 REGULAR COMMISSION MEETING While grant writing/applications is part of the job description for the DCM, Mr. Hogencamp explained that he could take all this on but not with the level of expertise that Langton provides. The City Manager has expressed that his time (the DCM) is better utilized administering this contract versus spending the time, energy and resources to master grant applications. Commissioner Stinson asked DCM Hogencamp to convince him that this $36,000 contract is necessary. DCM Hogencamp introduced Melissa Beaudry, Langton Associates. Mr. Hogencamp explained that with tutelage over this next year he would then be in a better place the following year to save the City this money. He stated that part of his job evaluation is to ensure that the City gets a return on investment for this contract. As the DCM, Mr. Hogencamp explained he is responsible for this contract. He will ensure that it is money well spent. Motion: Approve Resolution-17-26 as read by title. Moved by Waters, Seconded by Stinson Commissioner Waters stated utilizing grants is being fiscally responsible to fund projects that we want to happen in our community. She noted that by having the expertise of Langton the City has secured grant funding for Public Works, Public Utilities, Parks, Recreation, Planning and Zoning, and the Police. Commissioner Stinson inquired as to the amount of grant funding received and the amount paid to Langton in the time they have been under contract with the City. Melissa Beaudry, 532 Lancaster St., Jacksonville, from Langton Associates, took the floor to address the Commission. Ms. Beaudry advised they have been in contract with the City of Atlantic Beach for the past three years for $36,000 per year-paid to date $108,000. In that time they have applied for over $700,000 in grants, and to date have received over $350,000 in funding for the City. There is still approximately over $300,000 for grants applied for that are pending. Ms. Beaudry spoke about the Safe Routes to Schools and Tree City USA grant applications, explaining that Langton was only involved pmiially, not the entire grant process. She understands the City has experienced a lot of transition over the past year and Langton was happy to help in ways that they could to minimize the impact to the City. As your consultant, Langton is invested with the City and looks forward to continue working on grants to improve the City. Commissioner Stinson asked Ms. Beaudry to list grants ($350,000 in grant funding) the City has received. Ms. Beaudry responded she did not have the complete list with her but the agenda memo provided the annual repmi from August 2016-July 2017. She will provide a complete list. Commissioner Stinson suggested that if the City continues with Langton we should receive regular status repmis from them during the year. City Manager Genity asked Ms. Beaudry if Langton could assist the City with the St. Johns Water Management District. Ms. Beaudry responded that Langton has done so for the phosphorous removal at the treatment facility and for the automated meter reading for Utilities. They have a great track record obtaining funding from the St. Johns Water Management District. 9 Agenda Item 1E November 13, 2017 October 23, 2017 REGULAR COMMISSION MEETING Mayor Reeves stated it was decided that the Deputy City Manager's salary would come from the $36,000 that was previously paid to Langton, combined with money appropriated for the Public Information Officer. This was the justification to hire Mr. Hogencamp as the DCM at that salary. He expressed three concerns, as follows: 1. Are we reneging on a promise made to the citizens when hiring Mr. Hogencamp as the Deputy City Manager? 2. Not surprised this contract had not been managed previously. 3. Due to lack of management, there is the need for the City Manager and the Deputy City Manager, along with the Commission going forward, to ensure management. City Manager Genity expressed that he wants the contract approved for the next year. There are needs in the community to be addressed. DCM Hogencamp feels the pressure and obligation to make it work and he needs time to learn the expe1iise of how to make it work. Votes: Aye: 3 Waters, Stinson, Reeves Nay: 0 MOTION CARRIED 7. Action on Ordinances A. ORDINANCE NO. 90-17-230, Public Hearing and First Reading AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA, EXTENDING THAT CERTAIN ORDINANCE NO. 90-17-226, KNOWN AS THE "MEDICAL MARIJUANA MORATORIUM ORDINANCE," APPROVED AND ADOPTED BY THE CITY COMMISSION ON JANUARY 9, 2017, FOR A PERIOD OF SIX MONTHS FROM NOVEMBER 28, 2017 TO MAY 28, 2018; PROVIDING FOR THE CONTINUED VALIDITY OF ALL OTHER PROVISIONS OF ORDINANCE NO. 90-17-226; AND PROVIDING AN EFFECTIVE DATE. City Clerk Bmile read the Ordinance by title. City Attorney Brenna Durden recommended approving a six month extension from Nov 28, 2017 to May 28, 2018 for the Medical Marijuana Moratorium Ordinance. The State Legislature adopted new laws in June 2017 regarding medical marijuana. The Office of Compassionate Use regulates and is writing rules with specific provisions for dispensaries, producers, growers, and distributors. They are close to completion. There have been several cities -both large and small -that are stmiing adoption of ordinances on how they are going to regulate within their boundaries. Atlantic Beach needs to address medical marijuana dispensaries and decide if they are going to be allowed or not. We have to look at the Land Development Code (LDC). Under state law, these dispensaries must be treated the same as pharmacies. Our LDC, for Commercial Zoning districts, lists the retail sales of food and drugs, which includes extensive areas of our city. 10 Agenda Item 1E November 13, 2017 October 23, 2017 REGULAR COMMISSION MEETING City Attorney Durden explained why she is asking for six months. First the Commission needs to provide Staff with direction on whether or not the City is going to allow these dispensaries. A workshop could be scheduled for the Commission, staff, and the citizens. The second step, as a LDC provision this must go to the Community Development Board (CDB), who only meets monthly. Ms. Durden recommended the time to bring this to the CDB is when there is consensus about the ordinance language. The final step will be Public Hearings before the Commission. City Attorney Durden stated that without the Moratorium we would be required to accept and grant an application today without any performance standards dealing with a dispensary. Mayor Reeves opened the Public Hearing. There were no speakers so Mayor Reeves closed the Public Hearing Motion: To Approve Ordinance No. 90-17-230 as read by title. Moved by Stinson, Seconded by Waters Commissioner Waters spoke about several phone calls she has received on this item, some in favor and some opposed. Jacksonville and St. Augustine Beach currently have approved dispensaries. This was a referendum in a major election and we are required to take action. She asked if this could be done in three months instead of six. Commissioner Stinson spoke about phone calls/emails he received on this item, in favor and opposed. There is also a dispensary in Jacksonville Beach. We need to give staff direction and it makes sense to be prudent and cautious by allowing six months to have the workshop, get it in front of the CDB, then have Public Hearings. Mayor Reeves spoke about phone calls/emails he received on this item, in favor and opposed. There is a misunderstanding about this law -it is not for recreational use, it is for medical use. He spoke about items that the State Legislature has passed but Atlantic Beach does not allow -pill mills, strip clubs, video gambling, half-way houses, and unregulated vacation homes are examples. Tonight we either pass or fail this item on the first reading. The next meeting the new Commission will have the second reading. The Commission is protecting the City and we need to move this forward. Commissioner Waters agreed we need to move this item ahead and to protect our citizens. She asked the City Attorney to reiterate why six months is necessary. Commissioner Stinson asked the City Attorney if it is possible for Atlantic Beach to say no. City Attorney Durden responded yes. Mayor Reeves stated that he is not concerned about prescription use. We need to make sure we do the right thing for the City. City Attorney Durden addressed the question of doing this in three months. If the Commission wants this done in three months we will do our best to make that happen by the end ofFebruary 2018. It would 11 Agenda Item 1E November 13, 2017 October 23, 2017 REGULAR COMMISSION MEETING have to go before the CDB in January 2018. This will require time commitments from the Commission and Staff. City Attorney Durden reminded the Commission that by December 31, 2017 we have to adopt the new 5G Wireless Ordinance. City Manager Gerrity stated we are working on a lot of ordinances -the service station ordinance, the sign ordinance, the 5G ordinance, the medical marijuana ordinance. This will require commitment on both sides-from the commission and staff-to get good ordinances for the City, no matter the time frame. City Attorney Durden requested if the motion is for 6 months and it was confi1med that it was. Votes: Aye: 3 Stinson, Waters, Reeves Nay: 0 MOTION CARRIED Mayor Reeves called for recess at 8:22PM and the meeting reconvened at 8:27PM. B. ORDINANCE NO. 33-17-22, Public Hearing and Final Reading AN ORDINANCE AMENDING ARTICLE IX OF THE CHARTER OF THE CITY OF ATLANTIC BEACH TO CHANGE THE ELECTION DATES FOR THE OFFICE OF CITY COMMISSION; PROVIDING FOR THE ONE TIME EXTENSION OF THE TERMS OF THE MAYOR-COMMISSIONER AND DISTRICT COMMISSIONERS; AND PROVIDING AN EFFECTIVE DATE. City Clerk Bartle read the Ordinance by title. City Attorney Brenna Durden explained this is a request from Commissioner Stinson if the election dates can be changed by Ordinance. There is a specific provision in the Florida Statutes Chapter 100 that allows this type of change to take place via ordinance, as opposed to a referendum. Our elections will be on even-numbered years and on the dates set by the State of Florida. The same applies to the General Election, to be on even numbered years. Regarding the extension of terms of the mayor-commissioner effective November 14, 2017 are set out specifically as follows: Seat 1 -until November 9, 2020 Seat 2-until November 9, 2020 Seat 3-until November 9, 2020 Seat 4-until November 14, 2022 Seat 5-until November 14 2022 In summary, the new Mayor and the two sitting Commissioners terms will end November 9, 2020. The new Commissioners te1ms will end November 14, 2022. 12 Agenda Item 1E November 13, 2017 October 23, 2017 REGULAR COMMISSION MEETING There was a brief discussion noting the benefits of getting more voters to the polls with these changes and this Referendum. Votes: Aye: 3 Stinson, Waters, Reeves Nay: 0 MOTION CARRIED There was discussion about the Public Hearing for this Ordinance. 8. Miscellaneous Business (Discussion only) None. 9. City Manager Reports A. City Manager's Report Mayor Reeves stated that he called Mayor Latham of the City of Jacksonville Beach during the Recess. Mayor Latham clarified that there is a clinic on 3rd St. S. but they do not have a dispensary; they have a temporary moratorium on the dispensary. City Manager Gerrity stated he has executed a letter of interest on Johnston Island, and is in the process of getting someone to do the appraisal. Regarding the LDC rewrite, he has spoken with Brian Teeple, CEO, Northeast Florida Regional Council. Mr. Gerrity stated he has experience with them and would like to contract with them to coordinate the rewrite. Mr. Gerrity spoke about using a website, Demand Star, to get more bids fi·om contractors. The City is advertising for a Community Development Director and so far have received two applications. Orientations have been scheduled for the three new Commissioners. The Storm Water Master Plan is ready for presentation to the public and to the Commission -date pending. City Manager Gerrity stated that today he removed the Interim status from Scott Williams, Public Works Director. Mr. Williams has proven he is very capable of performing the duties, he is respected by his staff and in the community, and he gets customer service. Mr. Gerrity stated he is confident with Mr. Williams moving forward and he is a good fit for this community. Mayor Reeves commended the City Manager for initiating this step and for his management. He commended Scott Williams for doing a great job. B. 90-Day Calendar (November 2017 through January 2018) 14 Agenda Item 1E November 13, 2017 October 23, 2017 REGULAR COMMISSION MEETING Consensus to approve 90-Day Calendar. 10. Reports and/or requests from City Commissioners and City Attorney Commissioner Waters • Commended Chief Cook for her involvement with Special Olympics. • Suggested to City Manager Genity to include his weekly updates on the City website for the citizens. • Spoke about the Town Center Fall Festival and noted the increase of outdoor activities for families and citizens. City Attorney Durden • Spoke about the proposed Medical Marijuana Moratorium and stated she will be contacting the City Manager and the City Clerk to schedule workshop dates. Chief Cook • Stated the Depmiment will be hosting a "Citizen's Response to an Active Shooter Seminar" on Saturday, November 18, 2017, at 1:00 PM. It is fi·ee and will be held at the Vineyard Church, 751 Atlantic Blvd. Contact the Atlantic Beach Police Department for tickets. City Clerk Bartle • Thanked the Commission for the pay raise and stated she appreciates their confidence in her. • Ms. Bartle stated that on November 7, 2017 there will be a Board Member Review Committee meeting and their recommendations will be on the November 13, 2017 Commission meeting agenda. Commissioner Stinson • Thanked the Commission for their support to improve the election process. • Thanked City Manager Genity for appointing Scott Williams as the Public Work Director. • Thanked his fellow Commissioners for their service over the last two years. Mayor Reeves • Thanked Chief Cook and the Officers for their community pmiicipation. • Thanked the City for the use of the beach for his daughter's wedding this past weekend. • Commended the City Manager for his leadership. Adjournment There being no fmiher discussion, Mayor Reeves declared the meeting adjourned at 9:07PM. ATTEST: Donna L. Bartle, CMC City Clerk DLB/njp Mitchell E. Reeves Mayor/Presiding Officer 15 Agenda Item 1E November 13, 2017 ATTACHMENT A Minutes of October 23, 2017 City Clerk Performance Evaluation Summary (2) City of Atlantic Beach, Florida Evaluation period: October 1, 2016 to September 30, 2017 PERFORMANCE CATEGORY SCORING OVERALL SCORE 4.4 INDIVIDUAL CHARACTERISTICS 4.25 Diligent and thorough in the discharge of duties, "self-starter" 4.25 Exercises good judgment 5 Displays enthusiasm, cooperation, and willing to adapt 4. 75 Exhibits composure and attitude appropriate for the position Average 4.56 PROFESSIONAL SKILLS AND STATUS 4.25 Maintains knowledge of current developments affecting the practice of the Clerk's Office 4.25 Demonstrates a capacity for innovation and creativity 4 Anticipates and analyzes problems to develop effective approaches for solving them 4.25 Willing to try new ideas proposed by Commission members and/or staff 4.5 Sets a professional example by handling affairs of the Clerk's office in a fair and impartial manner Average 4.25 Agenda Item 1E November 13, 2017 ATTACHMENT A Minutes of October 23, 2017 CITY CLERK FUNCTIONS 4.25 Oversees the appropriate maintenance of all records of the City and oversees the records retention and destruction process 4. 75 Provides accurate and timely agendas and successfully manages the agenda process for the Commissioners, City Manager and Department Heads 5 Attends all regular and special meetings of the Commission and successfully provides accurate official minutes of the proceedings 4.25 Manages all public records requests 4.75 Manages municipal elections, and exhibits knowledge of principles and practices of municipal code and pertinent election law 4.75 Ability to meet and serve the public with tact and creditability Average 4.6 REPORTING AND RECORDS 4 Provides regular information and reports to the Commission concerning matters of importance to the City, using the City Charter as a guide 4.75 Responds in a timely manner to requests from the Commission for special reports 4.25 Takes the initiative to provide information, advice and recommendations to the Commission on functions and issues involving the Clerk's Office 4 Effectively manages records and indexing of records for public use 4.75 Understands Florida Public Records and Government in the Sunshine Laws Average 4.6 Agenda Item 1E November 13, 2017 ATTACHMENT A Minutes of October 23, 2017 FISCAL MANAGEMENT 4.75 Makes the best possible use of available funds, conscious of the need to operate the Clerk's Office efficiently and effectively 4.25 Prepares a budget and budgetary recommendations in an intelligent and accessible format 4.5 Ensures actions and decisions reflect an appropriate level of responsibility for financial planning and accountability 4.25 Appropriately monitors and manages fiscal activities of the Clerk's Office Average 4.4 STAFFING AND SUPERVISION 3.5 Manages staff effectively 4.25 Encourages teamwork, innovation and effective problem- solving among staff members 4 Instills confidence and promotes initiative in subordinates through supportive controls for their programs while still monitoring operations at the staff level 3.75 Sustains or improves staff performance by evaluating the performance of staff members at least annually, setting goals and objectives for them, periodically assessing their progress and providing appropriate feedback 3.75 Promotes training and development opportunities for employees Average 3.85 Agenda Item 1E November 13, 2017 ATTACHMENT A Minutes of October 23, 2017 City Attorney Performance Evaluation Summary (2) City of Atlantic Beach, Florida Evaluation period: October 1, 2016 to September 30, 2017 PERFORMANCE CATEGORY SCORING OVERALL SCORE 4. 7 INDIVIDUAL CHARACTERISTICS 5 Diligent and thorough in the discharge of duties, "self-starter" 4. 75 Exercises good judgment 4.75 Displays enthusiasm, cooperation, and willing to adapt 5 Exhibits composure and attitude appropriate for the position Average 4.9 LEGAL CONSULTATION 4.5 Provides the scope of legal expertise necessary to meet the City's needs on issues that arise 4. 75 Provides her best and honest recommendations given all existing legal issues and ramifications 4. 75 Possesses knowledge of and provides efficient and effective advice on the City's Charter and Municipal Code 4. 75 Advice provided regularly takes into account and balances the overall goals and objectives of the City 5 Proactively identifies potential legal issues when he is aware of them to avoid problems from occurring 5 Accurately identifies and addresses all legal issues within documents and items that she reviews Average 4.8 Agenda Item 1E November 13, 2017 ATTACHMENT A Minutes of October 23, 2017 LEGAL REPRESENTATION 4.57 Aggressively represents the interests of the City as directed by the Commission 4.5 Approach to legal matters is effective in achieving the best possible legal outcomes for the City's interests given the issues that arise 5 Represents the City in a professional and ethical manner 4.75 Is impartial and objective in her duties and responsibilities 4.5 Estimates of legal impacts are reasonably accurate on a regular basis Average 4.7 STAFF WORK 4.5 Prepares ordinances, resolutions, contracts and other legal work accurately and consistent with the direction and objectives communicated by the Commission, City Manager and/or Department Heads 4. 75 Maintains a good working relationship with members of the City's management team 4. 75 Able to maintain the Commission's and Staffs confidence while informing them of the different legal risks that proposed actions might generate 5 Displays a positive attitude in carrying out her responsibilities and responding to requests Average 4.75 COST/FISCAL ACCOUNTABILITY AND CONTROL 4 Effectively manages and controls legal costs given the issues, assignments and requests made to her 2 Agenda Item 1E November 13, 2017 ATTACHMENT A Minutes of October 23, 2017 4. 7 4 Legal tasks are performed with appropriate authorization according to established procedures and contract requirements 4.25 Fiscally effective approach in achieving best possible legal outcomes for the City's interests given the issues that arise 4.25 Invoices accurately identify tasks and expenses in sufficient detail to provide accountability and cost control. Average 4.3 RESPONSIVENESS/TIMELINESS OF ACTIONS 4.5 Requested legal work and assignments are completed in a timely manner within established time frames 4. 75 Accessible when needed to respond to requests for legal information and assistance 4.25 Timely completion of legal reviews and requests for information 4. 75 Effective follow-up to requests that are made to her 4.5 Accurately interprets and clarifies Commission and City Manager direction Average 4.55 COMMUNICATIONS 4. 75 Effectively communicates with Commissioners, City Manager and Department Heads 4. 75 Answers are provided in a timely and understandable manner 5 Maintains confidentiality with regard to all legal matters, as appropriate Average 4.8 3 Agenda Item 1E November 13, 2017 MINUTES CITY COMMISSION EMERGENCY SPECIAL CALLED PRE-STORM BRIEFING FOR HURRICANE IRMA IN ATTENDANCE: Mayor Mitch Reeves Mayor Pro Tern John Stinson Commissioner Jimmy Hill Commissioner Blythe Waters Commissioner-elect Brittany Nonis Commissioner-elect Candace Kelly Joe Genity, City Manager 800 SEMINOLE ROAD SEPTEMBER 7, 2017 4:00P.M. Kevin Hogencamp, Deputy City Manager Michelle Cook, Police Chief Call to Order City Manager Joe Genity began the briefing at 4:00pm and introduced Chief Michelle Cook and Deputy City Manager Kevin Hogencamp. He explained this briefing is to explain what the City is doing to prepare for the stmm and how we will approach the recovery. Mr. Hogencamp is handling Communications and Chief Cook is handling Operations. Chief Cook gave an overview of the State of Emergency declarations issued in the county and city. She spoke about curfews, alcohol sales, closing the beach, sand, traffic, evacuation, and school closures. She reported on the City's efforts to prepare for the hunicane including coordination with other local agencies, communications and shelters. Chief Cook cautioned citizens about misinfmmation and rumors. Staff answered questions from the audience about sandbags. Mr. Hogencamp explained where to look for information regarding the storm and City operations. He urged citizens to contact him directly if they have information about people at risk. Staff answered additional questions from the audience. Mr. Genity reported on the plan to close City Hall. Chief Cook explained bridge closures and how it affects evacuation and re-entry. Agenda Item 1F November 13, 2017 Mayor Reeves urged citizens to leave as soon as possible because of the traffic backing up. He reported on the plans for bringing in more gas. He spoke about scheduled briefings, shelters, volunteering, restriction on alcohol sales, and the need to help your neighbors. Public Works Director Scott Williams spoke about the garbage and debris pickup schedule and the need and proper way to store and secure trash cans and debris. Mayor Reeves and Chief Cook answered questions from the audience about evacuation. Mr. Gerrity thanked everyone for attending and wished everyone the very best and to stay safe. Mr. Gerrity ended the briefing at 4:34p.m. ATTEST: Donna L. Bartle, CMC City Clerk Mitchell E. Reeves Mayor/Presiding Officer Minutes-Pre-storm Briefing for Hurricane Irma on September 7, 2017 Page 2 of 2 Agenda Item 1F November 13, 2017 AGENDA ITEM: SUBMITTED BY: DATE: BACKGROUND: CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT 9-1-11nter-Local Agreement FY 2017-2018 Michelle E. Cook Chief of Police October 19, 2017 Duval County collects a user fee on all telephone lines in the county to offset the costs of providing E911 service. The City of Jacksonville purchases the E911 emergency equipment for the answering stations to include the three (3) beaches cities. The City of Atlantic beach will receive a distribution proportion of the 9-1-1 User Fee calculated by taking the total call taker salary and benefits from Atlantic Beach and multiplying that amount by the percentage of employee whose sole responsibility is to take calls instead of dispatching. Since the City of Atlantic Beach does not employ just call takers, this percentage is based upon the percentage of call takers with the Jacksonville Sheriff's Office. According to the attached amendment from the City of Jacksonville, the fiscal year distribution amount for FY 2017-2018 is $54,762.00. The distribution amount for the previous fiscal year, 2016-2017, was $55/336.00. RECOMMENDATION: Staff recommends the approval of the 9-1-11nter-Local Agreement for the distribution of 9-1-1 funds for call taker salaries. Staff also recommends authorization for the Mayor and City manager to sign the 9-1- 11nter-Local Agreement between the City of Atlantic Beach and the City of Jacksonville. ATTACHMENTS: 9-1-11nter-Local Agreement BUDGET: The maximum amount to be distributed by the City of Jacksonville as a result of this calculation to Atlantic Beach for Fiscal Year 2017-2018 is FIFTY-FOUR THOUSAND SEVEN HUNDRED SIXTY-TWO and 00/100 DOLLARS ($54,762.00). REVIEWED BY CITY MANAGER: --Cfr-+-~A __________ _ Agenda Item 4A November 13, 2017 AMENDMENT NUMBER THREE TOINTERLOCALAGREEMENT BETWEEN THE CITY OF JACKSONVILLE, FLORIDA AND THE CITY OF ATLANTIC BEACH, FLORIDA FOR 9-1-1 USER FEE DISTRIBUTION IN FISCAL YEAR 2017-2018 THIS AMENDMENT NUMBER THREE to Interlocal Agreement is made and entered into as of this day of , 2017, by and between THE CITY OF JACKSONVILLE, FLORIDA, a consolidated municipal/county government, making the General Services District (hereinafter referred to as "JACKSONVILLE"), and THE CITY OF ATLANTIC BEACH, FLORIDA, a municipal corporation within the General Services District (hereinafter referred to as "ATLANTIC BEACH"), for the purpose of distributing proceeds collected and set aside via the 9-1-1 User Fee to be used to pay a portion of the salaries and related expenses for 9-1-1 Call Takers for that portion of their time spent answering and handling 9-1-1 calls under the provisions of Section 365.172(9), Florida Statutes, as authorized to pe imposed by the governing body of Duval County (hereinafter referred to as the "Project"). RECITALS: WHEREAS, in 2015, the parties made and entered into an Interlocal Agreement, City Contract #5629-58 (hereinafter referred to as the "Agreement") for the Project; and WHEREAS, said Agreement will be in effect until September 30,2019, and WHEREAS, said Agreement has been amended two (2) times_previously: and WHEREAS, the Council of JACKSONVILLE, acting as the governing body of Duval County, Florida, has authorized the fees collected to be used to fund an Interlocal Agreement wherein ATLANTIC BEACH will receive its pro rata share to be used for lawful purposes; and WHEREAS, said Agreement should be amended for Fiscal Year 2017-2018 by updating dates and distribution amounts, with all other provisions, terms, and conditions of said Agreement remaining unchangyd; now therefore IN CONSIDERATION of the mutual promises and covenants herein contained and for other good and valuable consideration, the parties agree to amend said Agreement, as follows: 1. The above-stated recitals are accurate, true, and correct and are incorporated herein and are made a part hereof by this reference. 2. Section 2.3 of said Agreement is amended, in part, by providing for a Fiscal Year 2017-2018 distribution of $54,762.00 to ATLANTIC BEACH, and as amended shall read as follows: "2.3 The maximum amount to be distributed by JACKSONVILLE as a result of this calculation to ATLANTIC BEACH for Fiscal Year 2014-2015 is FORTY-EIGHT THOUSAND SIX HUNDRED THREE AND 00/100 DOLLARS ($48,603.00). 1 Agenda Item 4A November 13, 2017 The maximum amount to be distributed by JACKSONVILLE as a result of this calculation to ATLANTIC BEACH for Fiscal year 2015-2016 is FIFTY-ONE THOUSAND FIVE HUNDRED TWENTY-FIVE AND 00/100 DOLLARS ($51,525.00). The maximum amount to be distributed by JACKSONVILLE as a result of this calculation to ATLANTIC BEACH for Fiscal Year 2016-2017 is FIFTY-FIVE THOUSAND THREE HUNDRED THIRTY-SIX and 00/100.DOLLARS ($55,336.00). The maximum amount to be distributed by JACKSONVILLE as a result of this calculation to ATLANTIC BEACH for Fiscal Year 2017-2018 is FIFTY-FOUR THOUSAND SEVEN HUNDRED SIXTY-TWO and 00/100 DOLLARS ($54,762.00)." 3. Section 6 in said Agreement is amended, in part, to revise dates to reflect the Fiscal Year 2017-2018, and as amended shall read as follows: "6. The salary period covere by Amendment Number three to Agreement shall commence retroactively to October 1, 2017, which is the beginning of Fiscal Year 2017- 2018. This Agreement shall become effective as of October 1, 2014, and shall remain effective through September 30, 2019." 4. JACKSONVILLE will record this Amendment Number Three to Interlocal Agreement in the Official Records of Duval County, as required by Section 163.01(11), Florida Statutes. SAVE AND EXCEPT for the express amendments provided in this instrument, the provisions, terms, and conditions of said Agreement, as previously amended, shall remain unchanged and shall continue in full force and effect. [Remainder of page intentionally left blank. Signature page follows immediately.] 2 Agenda Item 4A November 13, 2017 IN WITNESS WHEREOF, the City of Jacksonville, by and through its respective authorized representatives, has caused this Second Amendment to be executed on the day and year first above written. ATTEST: By: _________ _ James R. McCain, Jr. Corporation Secretary STATE OF FLORIDA) )ss. COUNTY OF DUVAL) CITY OF JACKSONVILLE By: ____________ _ Lenny Curry, Mayor The foregoing instrument was acknowledged before me this day of ______ , 201_, by Lenny Curry and James R. McCain, Jr., the Mayor and Corporation Secretary respectively, of the City of Jacksonville, a municipal corporation in Duval County, Florida. Such persons: (notary must check applicable box) D are personally known to me; or D produced a current _______ driver's license as identification; or D produced as identification __________ (Sign) ___________ (Print) NOTARY PUBLIC My Commission expires: ______ _ (NOTARIAL SEAL) In compliance with the Ordinance Code of the City of Jacksonville, I do hereby certify that there is an unexpended, unencumbered, and un impounded balance in the appropriation to cover the foregoing Agreement and that provision has been made for the payment of the monies provided therein to be paid. Director ofFinance City Contract Number: 5629-58, 3rd Amd. Form Approved: Office of General Counsel 3 Agenda Item 4A November 13, 2017 IN WITNESS WHEREOF, the City of Atlantic Beach, by and through its respective authorized representatives, has caused this Agreement to be executed on the day and year first above written. ATTEST: By: --------------------- Donna L. Bartle, City Clerk 800 Seminole Road Atlantic Beach, FL 32233 STATE OF FLORIDA) )ss. COUNTY OF DUVAL) CITY OF ATLANTIC BEACH By: _____________ __ Mitchell E. Reeves, Mayor 800 Seminole Road Atlantic Beach, FL 32233 By: ____________ _ Joe GeiTity, City Manager 800 Seminole Road Atlantic Beach, Florida 32233 The foregoing instrument was acknowledged before me this day of _____ _ 201_, by Mitchell E. Reeves, Joe Gerrity and Donna L. Batile, the Mayor, the City Manager and the City Clerk, respectively, of the City of Atlantic Beach, a municipal corporation in Duval County, Florida. Such persons: (notary must check applicable box) D are personally known to me; or D produced a current _____________ driver's license as identification; or D produced as identification ___________ (Sign) ___ -----, _______ (Print) NOTARY PUBLIC My Commission expires: ------- (NOTARIAL SEAL) 4 Agenda Item 4A November 13, 2017 NOTICE OF PROPOSED TAX INCREASE The City of Atlantic Beach, Florida has tentatively adopted a measure to increase its property tax levy. Last year's property tax levy A. Initially proposed tax levy ............................ ~$ 4,843,939 B. Less tax reductions due to Value Adjustm ~ Board and other assess ~ change ~ ..... _ $ 3,095 C. Actual property tax J ~-.... -. .. P'J0 ........... $ 4,840,844 This year's propos ~~evy .. ~················ $ 5,222,493 o" ~0 All concerned citizen ~l/:}!Jited to attend a public hearing on the tax increase to be i\1d on Monday, September 25, 2017, 6:30p.m. at City Hall, in the Commission Chambers, 800 Seminole Road, Atlantic Beach, Florida. A FINAL DECISION on the proposed tax increase and the budget will be made at this hearing. Agenda Item 6A & 7A November 13, 2017 ADOPTION OF A TENTATIVE MILLAGE AND OPERATING BUDGET FOR FISCAL YEAR 2017/2018 First item to be considered: Adoption of the Millage Rate by Resolution 17-14 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 final 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 6A & 7A November 13, 2017 RESOLUTION NO. 17-14 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA LEVYING THE AD VALOREM PROPERTY TAX MILLAGE RATE FOR MUNICIPAL PURPOSES ON ALL TAXABLE PROPERTY WITHIN THE CITY FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2017 AND ENDING SEPTEMBER 30, 2018; STATING THE PERCENTAGE BY WHICH THE MILLAGE TO BE LEVIED EXCEEDS THE ROLLED-BACK RATE; AND, PROVIDING AN EFFECTIVE DATE. WHEREAS, Florida law requires the City Commission of the City of Atlantic Beach, Florida, to pass a resolution levying the millage rate for ad valorem property taxes for municipal purposes on all taxable property within the city limits ofthe City of Atlantic Beach, Florida, for the fiscal year beginning October 1, 2017 and ending September 30, 2018; and WHEREAS, Florida law requires said resolution to state the millage rate to be levied, and also, to state the percentage by which the millage rate to be levied exceeds the rolled-back rate as computed pursuant to Florida law; and WHEREAS, the City Commission of the City of Atlantic Beach, Florida, has duly considered the budgetary requirements of the City; has adopted a tentative budget for the fiscal year beginning October 1, 2017 and ending September 30, 2018, based on a millage rate of3.2285 mills on the taxable property within the City; and has acted in accordance with the terms, provisions, and procedures contained in section 200.065, Florida Statutes; NOW, THEREFORE, BE IT RESOLVED by the City Commission of the City of Atlantic Beach, Florida, that 1. The ad valorem property tax millage rate for municipal purposes to be levied on the taxable property within the city limits of the City of Atlantic Beach, Florida, during the fiscal year beginning October 1, 2017 and ending September 30,2018 is hereby set at the rate of3.2285 mills. 2. The percentage by which this millage rate to be levied exceeds the rolled-back rate of 3.0682 is 4.97%. 3. This resolution shall take effect immediately upon its passage and adoption by the City Commission of the City of Atlantic Beach, Florida. ADOPTED at a public hearing by the City Commission of the City of Atlantic Beach, Florida on the 13th day ofNovember 2017. Approved as to form and correctness: Brenna M. Durden City Attorney ATTEST: Donna L. Bartle City Clerk Mitchell E. Reeves Mayor I Presiding Officer Agenda Item 6A & 7A November 13, 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 18, 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$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 18th day of September 2017. Passed by the City Commission on second and final reading this 13th day of November 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 0 Agenda Item 6A & 7A November 13, 2017 Joseph Gerrity, City Manager City of Atlantic Beach Page2 October 30, 2017 Notice of Proposed Tax Increase with applicable violation clause and Budget Summary advertisements. Sections 200.065(13)(b) and (c), Florida Statutes, establish the requirements of this letter. Section 200.065(12), Florida Statutes, requires you to hold a new millage and budget hearing two to five days following publication of the advertisement. After you have advertised the notices again and held the new final hearing, please forward to the Property Tax Oversight program copies of the advertisements (full page from newspaper) with proofs of publication; a copy of the resolution/ordinance adopting the millage; a copy of the resolution/ordinance adopting the budget; and your Form DR-487, Certification of Compliance. By copy of this notice, the Department is notifying and directing the tax collector to withhold ad valorem tax revenue collected in excess of the rolled-back rate until the taxing authority has met the requirements of law. By copy of this notice, the Department is notifying the Refunds and Revenue Distribution process of the General Tax Administration program to proceed under sections 200.065(13)(a), 218.23(1), and 218.63(2), Florida Statutes, and Chapter 12-10, Florida Administrative Code, to withhold revenue sharing funds until the taxing authority corrects its noncompliance or, if not corrected, for the 12 months following the Department's determination of noncompliance. If the taxing authority does not correct its noncompliance, the Department will deposit these withheld funds into the General Revenue Fund. If you fail to correct these violations in the manner section 200.065(13), Florida Statutes, describes andre- certify compliance to the Department after re-advertising and re-holding the hearings, you will forfeit your state revenue sharing funds and ad valorem proceeds in excess of the rolled-back rate. If you re-certify compliance and the Department determines your re-certification is not in compliance with section 200.065, Florida Statutes, the same consequences will occur. This determination applies only to the TRIM certification requirements. The Department will send a determination regarding the maximum millage levy requirements of section 200.065(5), Florida Statutes, in a separate notice. If you believe the certification you submitted does not support the Department's determination, please consider the following notice. NOTICE OF RIGHTS The determination in this matter is not subject to review under chapter 120, Florida Statutes. Under section 200.065, Florida Statutes, mediation is not available in any administrative dispute of the type of agency action this notice announces. Agenda Item 6A & 7A November 13, 2017 Joseph Gerrity, City Manager City of Atlantic Beach Page 3 October 30, 2017 You may also have the right to adjudicate this matter before a circuit court under chapter 86, Florida Statutes, and applicable Florida law. You have the right to seek judicial review of this order under section 120.68, Florida Statutes. As Rule 9.110, Florida Rules of Appellate Procedure, prescribes, to seek a judicial review you must file aN otice of Appeal with the Department's clerk in the Office of General Counsel, Post Office Box 6668, Tallahassee, Florida 32314-6668. You must also file a copy of the Notice of Appeal and the applicable filing fees with the appropriate District Court of Appeal. You must file this Notice of Appeal within 30 days from the date of this order. If you have any questions, please contact Wyatt Peters at 850-617-8921. Sincerely, ~J~ Dr. Maurice M. Gogarty, Director Property Tax Oversight Program ark#26.03 Enclosures cc: Honorable Michael Corrigan Duval County Tax Collector Roger Hinson, Program Administrator Refunds and Revenue Distribution Agenda Item 6A & 7A November 13, 2017 AGENDA ITEM: SUBMITTED BY: REPORT DATE: BACKGROUND: JUSTIFICATION: CITY OF ATLANTIC BEACH CITY COMMISSION MEETING COMMISSIONER'S REPORT Recommendation to Submit Charter Amendments to Public Referendum on the General Election Ballot held in November 2018 John M. Stinson, Commissioner, Seat No.2 11th of October 2017 Historical voter turnout for City of Atlantic Beach registered voters participating in municipal elections since 2002 has ranged from as low as 14% to a peak of 33%. Comparatively, voter turnout for the City of Atlantic Beach registered voters participating in Gubernatorial and Presidential elections since 2002 has ranged from a low of 49% to a peak of 79%. Readily available data from the Duval County Supervisor of Elections office is the source for these facts and highlights the disparity of registered voter participation in City of Atlantic Beach municipal elections. There may be other historical information, not presented in this chronology and not available at the time of the drafting of this report. The 4th Amendment to the Constitution of the United States references States forfeiting the State's representation in Congress if the right to vote is denied, but it is the 15th and 19th Amendments that guarantee every citizen of the United States the right to vote. Title IX Electors and Elections of the Florida Statutes, further protects and defines the eligibility to cast a ballot in an election within the State of Florida. Section 38 of the Charter of the City of Atlantic Beach defers to the State of Florida statutes related to the right to vote and qualifications of electors. Agenda Item 7B November 13, 2017 BUDGET: Data presented in support of Ordinance No. 33-17-22, which passed on its First Reading at the regularly scheduled City Commission meeting of the 9th of October 2017, readily identifies there is some element of the current election cycle that discourages the City of Atlantic Beach from being governed by a majority of its citizens and registered voters. Average voter participation since 2002 is 26% of registered voters casting a ballot in a municipal election. This is in stark contrast to voter participation in Presidential or Gubernatorial elections since 2002 of 69% and 53% respectively. As stewards of the public trust, elected officials have a duty and an obligation to ensure that no person is discouraged nor prevented from exercising a Constitutionally protected right, and that every effort is made to facilitate voting practices that encourage and enable citizens to select their elected officials. Ordinance No. 33-17-22 if passed on its Final Reading on the 23rd of October 2017 will move the election cycle for the City Commission of the City of Atlantic Beach to even-numbered years to coincide with all other elections held in Duval County of the State of Florida and will successfully address the undue financial expense incurred by the voters of Atlantic Beach. Ordinance No. 33-17-23 if passed would change the election process: from a Primary election that essentially determines the successful candidate for office in most City-wide elections and a General election that determines the successful candidate for office in any run-off election; to an election cycle that coincides with any and all even-numbered year General elections held in November of those years and would determine the successful candidate for office by a plurality of votes. Ordinance No. 33-17-23 will also more correctly align City of Atlantic Beach municipal elections with the requirement to be considered non-partisan elections since Primary elections are generally held to determine party candidates as set forth by the State of Florida. Further, adoption of this Ordinance would ensure that the City of Atlantic Beach and its Charter would in spirit be more closely complying with the stipulations of the United States Constitution and the Florida statutes referenced above. Budgetary impact is expected to be minimal. Agenda Item 7B November 13, 2017 ORDINANCE NO. 33-17-23 AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA PROPOSING AMENDMENTS TO THE CHARTER OF THE CITY OF ATLANTIC BEACH ARTICLE IX, ELECTIONS, SECTION 39 - NOMINATIONS, SECTION 40-ELECTIONS: PRIMARY AND SECTION 41 -ELECTIONS: GENERAL AND TO ARTICLE II -THE COMMISSION, SECTION 14 -INDUCTION OF CITY COMMISSION INTO OFFICE -MEETINGS OF THE CITY COMMISSION; SUBMITTING THE AMENDMENTS TO THE CHARTER FOR CONSIDERATION BY THE ELECTORS OF THE CITY FOR APPROVAL OR DISAPPROVAL; PROVIDING FOR THE APPEARANCE OF THE CHARTER AMENDMENTS ON THE BALLOT; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City of Atlantic Beach, Florida, after receiving input from its citizens, finds that the proposed amendments to the City Charter as attached to this Ordinance should be submitted to the qualified electors of the City of Atlantic Beach for consideration; and WHEREAS, the City Commission of the City of Atlantic Beach, Florida fmds that the adoption of this Ordinance is in the best interest of Atlantic Beach, Florida and its citizens. NOW THEREFORE, BE IT ENACTED by the City, Commission on behalf of the people of the City of Atlantic Beach, Florida: SECTION 1. Proposed Amendments to Charter. The City Commission of the City of Atlantic Beach, Florida hereby proposes the following amendments to the City Charter: Article II -The Commission Section 14 -Induction of City Commission into Office -Meetings of City Commission, to delete the reference to primary elections; and A1iicle IX-Elections Section 39 -Nominations, to change references from "primary" elections to "general", Section 40 -Elections: Primary, to eliminate the requirement to hold primary elections, and Section 41 -Elections: General, to provide that general elections for all City Commission seats be determined by a plurality of votes cast, all as set forth in Exhibit A attached hereto and incorporated herein by reference, which, if approved by the qualified electors of the City, would replace the former provisions of Sections 14, 39, 40 and 41 of the City Chmier. 00881078-2 Agenda Item 7B November 13, 2017 SECTION 2. Submission of Charter Amendments to Public Referendum. The amendments to the Charter of the City of Atlantic Beach, Florida set forth in the attached Exhibit A shall be submitted to public referendum at the next general election held in the City of Atlantic Beach, Florida for approval or disapproval by the qualified electors of the City. SECTION 3. Appearance of Charter Amendments on Ballot. a. The ballot title to be used in said election shall be as follows: PROPOSED AMENDMENTS TO THE ATLANTIC BEACH CITY CHARTER TO MODIFY CITY COMMISSION ELECTION PROCEDURES b. The ballot summary shall be as follows: Shall the City Commission election procedures set forth in Sections 40 and 41 of the Atlantic Beach City Charter be modified to delete the requirement to hold primary elections for all Commission seats and to provide instead that general elections for all Commission seats shall be determined by a plurality of votes cast and further, that references to "primary" elections in Sections 14 and 39 of the Charter be changed to "general" elections, be adopted? Below the summary shall appear the following: YES __ _ NO ___ _ SECTION 4. Effective Date. The proposed amendments to the Charter of the City of Atlantic Beach shall become effective upon approval by the electors of the City and shall be filed with the Florida Depmiment of State as required by law. PASS ED by the City Commission on first reading, this 23rd day of October, 2017. PASS ED by the City Commission on second and final reading, this _ day of ____ , 2017. CITY OF ATLANTIC BEACH Mitchell E. Reeves, Mayor ATTEST: Donna L. Bartle, City Clerk Approved as to form and correctness: Brenna M. Durden, City Attomey 00881078-2 2 Agenda Item 7B November 13, 2017 EXIITBIT A PROPOSED AMENDMENTS TO SECTIONS 39,40 AND 41 OF ARTICLE IX AND SECTION 14 OF ARTICLE ll OF THE CITY CHARTER Sec. 40. -Elections: Primary. There are no primary elections for any seat on the City Commission of the City of Atlantic Beach. A primary election for the nomination of candidates for the office of city commission of the city shall be held every even numbered year on the same day as Florida's Primary Election for that year, for each seat on the city commission \Vhich shall become vacant on the second Monday in November of the same year, or ',vhen the nevv'ly elected city commissioners assume the duties office in accordance '.vith Sec. 14 of this Charter. The two candidates for each seat to be filled receiving the greatest number of votes in said primary shall be certified as candidates or nominees at the general election, provided, however, that should any candidate receive at such primary election a majority of all votes cast, he or she shall be declared regularly elected and shall not be required to enter the general election as hereinafter provided. However, should only one candidate be nominated for a pmiicular seat, an election for that seat will not be required and the unopposed candidate shall be declared elected to the office of city commissioner. Sec. 41.-Elections: General. Beginning with the year 2019: A regular or general election of candidates or nominees to the office of city commissioner shall be held every even-numbered year on the same day as Florida's General Election for that year for each seat on the city commission which shall become vacant on the second Monday in November of the same year, or when the newly elected city commissioners assume the duties of office in accordance with Sec. 14 of this Chatier. , unless all vacancies have been determined by the primary election in accordance >tvith Section 4 0 of this Chmier. The candidate or nominee receiving the plurality majority of votes cast for each seat at such general election shall be declared elected. In the event of a tie between two candidates in the general election the candidates shall draw lots in accordance with Florida Statutes to determine the winner. Sec. 39-Nominations. Any elector of the city having the additional qualifications and limitations as set fmih in Atiicle II, Section 6, may be nominated for a seat in the city commission. Such nomination shall be only by petition. A petition for this purpose shall be signed by not less than twenty-five (25) qualified electors of the city. The signatures on the nominating petition need not all be subscribed on one paper. Each separate paper shall have affixed a signed statement of the circulator thereof stating the number of signers of such paper and that each signature appended thereto was made in the presence of the circulator and is the genuine signature of the person whose name it purports to be. Each signer, including the circulator, shall provide his/her place of residence, including the street and number. The fmm of the nomination petition shall be substantially as follows: 00881078-2 3 Agenda Item 7B November 13, 2017 "We, the undersigned electors of the City of Atlantic Beach hereby nominate whose residence is for the office of ------------------ Commissioner, Seat No. to be voted for at the election to be held on the __ day of , __ ,A.D., and we individually certify that our names appear on the rolls of registered voters, and that we qualified to vote for a candidate for the city commission. Name, street, and number address from which last date of registered (if different) s1gnmg. (Spaces for signatures and required date) STATEMENT OF CIRCULATOR The undersigned is the circulator of the foregoing paper containing signatures. Each signature appended thereto was made in my presence and is the genuine signature of the person whose name it purports to be. SIGNATURE OF CIRCULATOR ______ _ ADDRESS: ______________ " Any signature made earlier than fmiy ( 40) days prior to the first day of qualifying shall be void. All petitions must be filed with the city clerk no later than 10 days prior to the qualifying period. The qualifying period will begin no later than noon on the 71 st day (Monday) prior to the general primary election and will end at noon on the 67th day (Friday) prior the general primary election. All other qualifying papers shall be filed as one instrument with the city clerk during the qualifying period. The city clerk shall make a record of the exact time at which each petition is filed, and shall take and preserve the name and address of the person by whom it is filed. No nominating petition shall be accepted unless accompanied by a signed acceptance of the nomination in substantially the following form: "ACCEPTANCE OF NOMINATION I hereby accept the nomination for Seat No. __ on the city commission and agree to serve if elected. SIGNATURE OF CANDIDATE ________ " Within two days after the filing of a nominating petition, the city clerk shall notify the candidate and the person who filed the petition whether or not it is found to be signed by the required number of qualified electors. If a petition is found insufficient, the city clerk shall return it immediately to the person who filed it with a statement ce1iifying wherein the petition is found insufficient. Within the regular time for filing petitions, such a petition may be amended and filed again as a new petition, in which case the time of the first filing shall be disregarded in determining the validity of signatures thereon, or a different petition may be filed for the same candidate. The petition for each person nominated to be a member of the city commission shall be preserved by the city clerk until the expiration of the term of office for which the candidate has been nominated. 00881078-2 4 Agenda Item 7B November 13, 2017 Sec. 14 -Induction of city commission into office; meetings of the city commission. After each primary election or general election (if needed), the newly elected city commissioners shall assume the duties of office at the regularly scheduled meeting of the city commission held on the second Monday in November provided that the Supervisor of Elections has certified the election results. If the election results for any contested city commission seat cannot be certified prior to the meeting to be held on the second Monday in November, then any newly elected city commissioners shall assume the duties of office at the next regularly scheduled meeting of the city commission following receipt of the certified election results from the Supervisor of Elections. Until the newly elected city commissioners assume the duties of office, the previous sitting city commissioners shall remain in office. All other regular meetings of the city commission shall be fixed by ordinance, but there shall not be less than one regular meeting each month. Except as provided by Florida's Government-in-the-Sunshine Law (F.S. 286.011), all meetings of the city commission shall be open to the public. Words stricken are deletions; words underlined are additions. 00881078-2 5 Agenda Item 7B November 13, 2017 November 13, 2017 I, Candace Kelly, solemnly swear that I will support the Constitution and will obey the laws of the United States and of the State of Florida, that I will, in all respects, observe the provisions of the Charier and Ordinances of the City of Atlantic Beach, and will faithfully discharge the duties of the office of Commissioner-Seat 4. Oath of office administered by: Robe1io A. Arias County Court Judge Candace Kelly Commissioner -Seat 4 Agenda Item Oath of Office Kelly November 13, 2017 November 13, 2017 I, Brittany Norris, solemnly swear that I will support the Constitution and will obey the laws of the United States and of the State of Florida, that I will, in all respects, observe the provisions of the Chmier and Ordinances of the City of Atlantic Beach, and will faithfully discharge the duties of the office of Commissioner -Seat 5. Oath of office administered by: Kingsley Spencer Notary Brittany Nonis Commissioner -Seat 5 Agenda Item Oath of Office Norris November 13, 2017 N o v e m b e r 1 3 , 2 0 1 7 I , E l l e n G l a s s e r , s o l e m n l y s w e a r t h a t I w i l l s u p p o r t t h e C o n s t i t u t i o n a n d w i l l o b e y t h e l a w s o f t h e U n i t e d S t a t e s a n d o f t h e S t a t e o f F l o r i d a , t h a t I w i l l , i n a l l r e s p e c t s , o b s e r v e t h e p r o v i s i o n s o f t h e C h a r t e r a n d O r d i n a n c e s o f t h e C i t y o f A t l a n t i c B e a c h , a n d w i l l f a i t h f u l l y d i s c h a r g e t h e d u t i e s o f t h e o f f i c e o f M a y o r - S e a t 1 . O a t h o f o f f i c e a d m i n i s t e r e d b y : H u g h C a r i t h e r s C i r c u i t C o u r t J u d g e E l l e n G l a s s e r M a y o r - S e a t 1 A g e n d a I t e m O a t h o f O f f i c e G l a s s e r N o v e m b e r 1 3 , 2 0 1 7 RESOLUTION NO. 17-27 A RESOLUTION OF THE CITY OF ATLANTIC BEACH ADOPTING RECOMMENDATIONS OF THE PARKING AND PEDESTRIAN SAFETY ADVISORY RESOURCE COMMITTEE REGARDING BEACHES TOWN CENTER PARKING SOLUTIONS. WHEREAS, the Atlantic Beach City Commission established the Parking and Pedestrian Safety Advisory Resource Committee on July 24, 2017; WHEREAS, the Committee's purpose is to collect parking data, conduct related field inspections, evaluate the data and make recommendations to the Mayor and Commission as to changes and revisions to the cunent parking system, which will eliminate confusion and safety issues; WHEREAS, the Committee made the following recommendations to the Mayor and Commission: (1) Adopt the Parkeon parking management solution selected by the Beaches Town Center Agency and the City ofN eptune Beach for implementation and mangement of selected areas of the City of Atlantic Beach. (2) Create a joint task force of one elected official of each municipality, one public safety official from each municipality, one member of the finance depmiment of each municipality, and up to three members of the Beaches Town Center (to include a Parkeon representative). This task force will determine fee structures within the Town Center overlay, implementation timelines, system management responsibilities, profit distribution methods, and other commonalities between the three stakeholders-the City of Atlantic Beach, the City of Neptune Beach and the Beaches Town Center. This task force also will evaluate the success of the pay-for-parking solution. NOW THEREFORE, be it resolved by the City Commission of the City of Atlantic Beach that the recommendations cited above to adopted as recommended. PASSED AND ADOPTED by the City of Atlantic Beach, this 13th day ofNovember, 2017. Ellen Glasser, Mayor Attest: Donna L. Bartle, City Clerk Approved as to form and conectness: Brenna M. Durden, City Attorney Agenda Item 13A November 13, 2017 CITY OF ATLANTIC BEACH PARKING AND PEDESTRIAN SAFETY ADVISORY RESOURCE COMMITTEE MEETING RECOMMENDATION FOR PRESENTATION TO THE CITY OF ATLANTIC BEACH CITY COMMISSION TO ADOPT A PAID PARKING SOLUTION AGENDA ITEM: SUBMITTED BY: REPORT DATE: BACKGROUND: Recommendation to award funds to Atlantic Beach Elementary and Mayport Elementary schools for after school enrichment programs John M. Stinson, Chair-P2 SARC 31stth of October 2017 The City of Atlantic Beach created the Parking and Pedestrian Safety Advisory Resource Committee by adopting Resolution 17-08 on the 24th ofJuly 2017. Specific to the purpose of the PZSARC as detailed in Resolution 17-08 Section 2. Purpose, is the charge for the P2SARC to evaluate and make recommendations for revisions to the current parking system. The P2 SARC was also charged with making a report and recommendation to the City of Atlantic Beach, City Commission by the 1st of October 2017 or as soon thereafter as is practical. Since its inception and first meeting, the PZSARC has completed a priority setting exercise that includes "first priority" concerns for the City of Atlantic Beach parking stakeholders. Included in this prioritization of the P2 SARC focus, was the fact that the City of Neptune Beach is poised to implement paid parking within the boundaries of the City of Neptune Beach including the Beaches Town Center overlay area. The P2 SARC has held four meetings in which presentations have been made by Beaches Town Center Agency representatives, one City of Neptune Beach City Councilman and a representative ofthe paid parking solution provider. The general consensus of the P2 SARC at the regularly scheduled meeting of the 5th of October 2017 was to consider a recommendation for presentation to the City Commission. And subsequent to those presentations, the P2 SARC considered the recommendation again at the meeting of the 19th of October Agenda Item 13A November 13, 2017 JUSTIFICATION: BUDGET: RECOMMENDATION: 2017. This recommendation is the draft of the proposed recommendation to the City Commission for consideration at the regularly scheduled Commission meeting of the 23rd of October 2017. There may be other historical information, not presented in this chronology and not available at the time of the drafting of this report. Adequate and available parking for all stakeholders of the City of Atlantic Beach parking system is in need of improvement. Justification of that need could be seen simply as the creation of PZSARC, or more intrinsically is the fact that the City of Atlantic Beach, its beaches, restaurants and neighboring cities are experiencing more demand for access than ever before. Because of the appeal and attraction of the area, demand now overwhelms availability. The Beaches Town Center Agency and the City of Neptune Beach independent of the others efforts, have done the due diligence to evaluate paid parking solutions. Both groups, through that research, have arrived and chosen the same parking solution provider, Parkeon. The Parkeon solution is currently in use as nearby as the University of North Florida, as well as many other municipalities and locations across the State of Florida and the United States. Parkeon's system is fully customizable, and scalable to accommodate any number of eventualities or needs. It is believed by the members of the P2 SARC that it would be prudent to adopt the same system recommended by these two stakeholders for purposes of continuity and uniformity throughout the beaches. Budgetary impact has not been determined at this time. 1. Adopt the Parkeon parking management solution selected by the Beaches Town Center Agency and the City of Neptune Beach for implementation and management of selected parking areas of the City of Atlantic Beach. 2. The defined area for implementation of the Parkeon system could be the area considered as the Beaches Town Center Agenda Item 13A November 13, 2017 ATTACHMENTS: overlay and City provided parking adjacent to or supporting the Beaches Town Center. a. Alternative areas to consider for inclusion into the initial implementation of the Parkeon system would be: i. 1Qth Street from Ocean Blvd. to the beach access; ii. 18th Street from Seminole Road to the beach access stairway and walkover; iii. 19th Street from Seminole Road to the beach access. b. Because parking "creep" into adjacent residential neighborhoods, as a result of paid parking within the Beaches Town Center overlay, is almost a certainty, inclusion of these adjacent neighborhoods into the paid parking program would minimize the affect of"creep". i. Consider implementing the paid parking program into any residential neighborhood within two (2) city blocks of the Town Center overlay; ii. Utilize the fully customizable aspects of the Parkeon system to manage the fees imposed by charging residents of the City of Atlantic Beach a minimal (if any fee) and visitors a fee structure that discourages parking within the adjacent neighborhoods. 3. Create a Joint Task Force of one (1) elected official from each municipality, one (1) public safety official from each municipality, one (1) member of the finance department of each municipality, and, up to three (3) members of the Beaches Town Center Agency (to include a Parkeon representative). This task force would determine fee structures within the Town Center overlay, implementation timelines, system management responsibilities, profit distribution methods, and other commonalities between the three stakeholders, the City of Atlantic Beach, the City of Neptune Beach and the Beaches Town Center Agency. Finally, measure I evaluate the success of the paid for parking system. 1. Resolution 17-08 2. An overlay map of the Beaches Town Center 3. Minutes ofthe 5th of October 2017 P2 SARC meeting 4. Minutes of the 19th of October 2017 PZSARC meeting 5. Overhead maps of 10th Street between Ocean Blvd. and the beach access 6. Overhead maps of 18th Street between Seminole Road and the beach access stairs and ramp Agenda Item 13A November 13, 2017 ORDINANCE NO. 90-17-230 AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA, EXTENDING THAT CERTAIN ORDINANCE NO. 90-17-226, KNOWN AS THE "MEDICAL MARIJUANA MORATORIUM ORDINANCE," APPROVED AND ADOPTED BY THE CITY COMMISSION ON JANUARY 9, 2017, FOR A PERIOD OF SIX MONTHS FROM NOVEMBER 28, 2017 TO MAY 28, 2018; PROVIDING FOR THE CONTINUED VALIDITY OF ALL OTHER PROVISIONS OF ORDINANCE NO. 90-17-226; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City Commission did, on January 9, 2017, approve that certain Ordinance No. 90-17-226, known as the "Medical Marijuana Moratorium Ordinance," providing for a temporary moratorium with exemptions as to the filing andjor application for the establishment of certain businesses as more particularly described in said Ordinance No. 90-17-226, within the City limits, through November 28, 2017; and WHEREAS, the City has not concluded its review of regulations regarding the subject businesses; and WHEREAS, the City Commission now desires to extend the temporary moratorium for a period of six months; and WHEREAS, the extension of the temporary moratorium is in the best interest of the citizens of the City of Atlantic Beach. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COMMISSIONERS OF THE CITY OF ATLANTIC BEACH, FLORIDA, THAT: SECTION 1. Extension of Temporary Moratorium. The temporary moratorium established by Ordinance No. 90-17-226, known as the "Medical Marijuana Moratorium" is hereby extended from November 28, 2017 through May 28,2018. SECTION 2. Validity of Remaining Provisions. Except as amended in Section 1 above, all other provisions, terms and conditions of Ordinance No. 90-17- 226 are hereby declared to remain in full force and effect and remain valid through May 28, 2018. SECTION 3. Effective Date. The effective date of this Ordinance shall be the date of second reading and final approval. This Ordinance shall not be codified. PASSED by the City Commission on first reading this 23rd day of October, 2017. 00879179-1 Agenda Item 14A November 13, 2017 PASSED by the City Commission on second and final reading this _ day of ____ _]2017. CITY OF ATLANTIC BEACH Mitchell E. Reeves, Mayor Attest: Donna L. Bartle, City Clerk Approved as to form and correctness: Brenna M. Durden, City Attorney 00879179-1 2 Agenda Item 14A November 13, 2017 ORDINANCE NO. 20-17-147 AN ORDINANCE AMENDING THE OPERATING BUDGET FOR THE CITY OF ATLANTIC BEACH, FLORIDA FOR FISCAL YEAR BEGINNING OCTOBER 1, 2016 AND ENDING SEPTEMBER 30, 2017, AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City Charter of the City of Atlantic Beach requires that the City Commission approve all budgetary increases and transfers at the fund level, and WHEREAS, the nature of budgetary systems and those day-to-day decisions affecting such budgetary systems require adjustments from time-to-time, and WHEREAS, the City is amending the operating budget to add net expenses totaling $145,993 for the General Fund, $375,000 for the Sanitation Fund and $185,000 for the General Employees' Pension Fund. 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 2016/2017 Budget to be amended as follows: Expenses: City Manager-Payroll Legal Services Total Expenses Fund Balance Expenses: Debris Removal Total Expenses Fund Balance ~GENERAL FUND~ ~ SANITATION FUND ~ ~GENERAL EMPLOYEE PENSION FUND~ Expenses: Pension Expense Total Expenses Fund Balance $ 97,760 48 233 $ 145.993 <$145.993> $ 375,000 $ 375.000 <$375.000> $ 185,000 $ 185.000 <$185.000> Agenda Item 14B November 13, 2017 2. This ordinance shall take effect immediately upon its adoption. Passed by the City Commission on first reading this 13th day of November 2017. Passed by the City Commission on second and final reading this 27th day of November 2017. Approved as to form and correctness: Brenna M. Durden, City Attorney Ellen Glasser Mayor I Presiding Officer ATTEST: Donna L. Bartle, CMC City Clerk Agenda Item 14B November 13, 2017 STAFF REPORT-Attachment City of Atlantic Beach Appropriation Reconciliation General Fund-City Manager (Dept. 1002): appropriate$ 97,760 Unbudgeted leave payout for former City Manager$ 41,409.65 Unbudgeted termination payout for former City Manager $ 56,222.40 $130.95 -net difference of new position be added netted against department surpluses General Fund-Legal Services (Dept. 1004): appropriate$ 48,233 Unbudgeted legal fees: $ 20,425 -Shepard & Smith $27,808-Lewis Longman & Walker Sanitation Fund (Fund 420) appropriate $ 375,000 $ 381,362 ofunexpected expenditures for Storm Debris Removal. 87.5% is eligible for reimbursement from FEMA and State. General Employee Pension Fund (Fund 603) appropriate $ 185,000 $ 22,467 in unbudgeted pension refunds Remainder in unbudgeted retirement payouts Agenda Item 14B November 13, 2017 AGENDA ITEM: SUBMITTED BY: DATE: STRATEGIC PLAN LINK: BACKGROUND: CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT 90-Day Calendar for the Mayor and Commission Kevin Hogencamp, Deputy City Manager ~ November 8, 2017 y None 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. Please note: • A joint City Commission-Community Development Board workshop will be held at 5:30p.m. Wednesday, Nov. 13. The topics for review/discussion are the moratorium on service stations and related business; the upcoming land-development regulations update; and medical marijuana dispensaries. • A stmmwater workshop will be held at 5 p.m. Monday, Nov. 20. BUDGET: None RECOMMENDATION: Approve the 90-Day Calendar for November 2017 through January 2018 ATTACHMENT: 1) Mayor and Commission 90-Day Calendar (November 2017 through January 2018) rL , AA CITY MANAGER: 'U ~ j j 9 Agenda Item 15A November 13, 2017 DRAFT MINUTES City of Atlantic Beach Board Member Review Committee Meeting November 7, 2017 THOSE IN ATTENDANCE: Members: John Stinson-Chair of the Board Member Review Committee and City Commissioner Jennifer Lada-Citizen Member (anived at 6:19p.m.) Sally Clemens -Citizen Member Candace Kelly-Citizen Member and Commissioner-elect Pamela White-Vice Chair of the Cultural Alis & Rec. Adv. Committee Victor Gualillo -Chair of the Police Officers' Pension Board of Trustees Donna Bartle -Non-Voting Member & City Clerk Staff: Timothy Johnson-Staff Liaison to the Cultural Alis and Recreation Board Committee Russell Caffey -Staff Liaison to the Pension Board of Trustees Call to Order: Commissioner Stinson called the meeting to order at 6:00p.m. 1. Approval of minutes: A. Approval of the minutes of the Board Member Review Committee meeting of March 1, 2017. B. Approval of the minutes of the Board Member Review Committee meeting of April 6, 2017. C. Approval of the minutes of the Board Member Review Committee meeting of October 16,2017. Commissioner Stinson asked ifthere were any changes to the minutes. There being none, he asked for a motion to accept the minutes as presented. Motion: Accept the minutes as presented. Moved by Kelly, Seconded by Clemens Motion carried unanimously (Ms. Lada was not present for the vote.) 2. Interview the candidates (listed below) for consideration to the Cultural Alts and Recreation · Advisory Committee. A. Joe Schwarz B. Carol Silcox The Committee interviewed Mr. Schwarz. An overview of the duties and responsibilities including the events, programs and activities of the Cultural Alis and Recreation Advisory Committee was explained to the candidate. Mr. Schwarz explained his personal accomplishments, experience, goals Minutes of the Board Member Revie-w Committee on November 7, 2017 Page 1 of 3 Agenda Item 15B & 15C November 13, 2017 and interests in the community. The Committee offered the opportunity to ask questions and the Committee responded to those questions. (Ms. Lada arrived at 6:19p.m. during Mr. Schwarz's interview.) 3. Discuss the candidates (listed below) for the Cultural Arts and Recreation Advisory Committee and make recommendations. Bob Burch (interviewed on 1 0-16-17) Paula O'Bannon (interviewed on 10-16-17) Brandon Risinger (interviewed on 1 0-16-17) Joe Schwarz Carol Silcox Commissioner Stinson confirmed there were three vacancies on the Cultural Arts and Recreation Advisory Committee. The following recommendations were made and each recommendation was discussed. During discussion, it was repmied that Ms. Silcox had a family emergency and was unable to be interviewed in-person or by phone tonight, but wished to be considered. Motion: Recommend appointing Bob Burch as a new member on the Cultural Arts and Recreation Advisory Committee for a term beginning immediately and ending July 8, 2019. Moved by Lada, seconded by Kelly Motion Carried unanimously Motion: Recommend appointing Joseph Schwarz as a new member on the Cultural Arts and Recreation Advisory Committee for a term beginning immediately and ending July 8, 2019. Moved by Kelly, Seconded by Lada Motion Carried unanimously Motion: Recommend appointing Brandon Risinger as a new member on the Cultural Arts and Recreation Advisory Committee for a term beginning immediately and ending July 8, 2019. Moved by Lada, No Second Motion Failed for lack of a second Motion: Recommend appointing Paula O'Bannon as a new member on the Cultural Arts and Recreation Advisory Committee for a term beginning immediately and ending July 8, 2019. Moved by Kelly, Seconded by White Motion Carried (Kelly, White and Clemens voted for, Stinson and Lada voted against) (Ms. White and Mr. Johnson left the meeting at 6:50p.m.) 4. Interview the candidates (listed below) for consideration to the Police Pension Board of Trustees: A. John Wolfel B. Tim Anderson C. Bill Tomson (Commander Gualillo and Russell Caffey joined the meeting at 6:50p.m.) Minutes of the Board Member Review Committee on November 7, 2017 Page 2 of3 Agenda Item 15B & 15C November 13, 2017 The Committee had a brief discussion about the different types of appointments to the Pension Board of Trustees. The Committee interviewed Mr. Tomson, Mr. Anderson and Mr. Wolfel (in that order) separately. Mr. Anderson's interview was by phone. An overview of the duties and responsibilities of the Pension Board of Trustees was explained to each candidate. Each candidate explained their personal accomplishments, experience, goals and interests in the community. The Committee offered the opportunity to ask questions and the Committee responded to those questions. 5. Discuss the candidates for the Police Pension Board of Trustees and make recommendations. The following recommendations were made and discussed. Motion: Recommend appointing Tim Anderson to serve as a new member on the Police Pension Board of Trustees (for the term beginning immediately and ending October 11, 2021). Moved by Kelly, seconded by Clemens Motion Carried unanimously Motion: Recommend reappointing Bill Tomson to serve an additional term as a member on the Police Pension Board of Trustees for the term ending beginning January 1, 2018 and ending December 31,2021. Moved by Gualillo, Seconded by Lada Motion Carried unanimously 6. Other Business The Committee discussed vacancies on the Community Development Board, Code Enforcement Board and Environmental Stewardship Committee and the need to solicit applications for the Environmental Stewardship Committee. City Clerk Bartle was asked to propose a date in early December to meet and address membership on the Environmental Stewardship Committee. Adjournment There being no fmiher discussion, Commissioner Stinson declared the meeting adjoumed at 8:00 p.m. John M. Stinson Chainnan Minutes of the Board Member Review Committee on November 7, 2017 Page 3 of3 Agenda Item 15B & 15C November 13, 2017 Vacancies-2017 and 2018 as of 11/3/17 (For BMRC) GENERAL EMPLOYEE'S PENSION BOARD OF TRUSTEES : 4 year t erm ; no t erm lim it POLICE EMPLOYEE'S PENSION BOARD OF TRUSTEES : 4 ye ar te rm; no t e rm li mit (b eginni ng 6/10/13) The board members are required to file Statement of Financial Interests Pension Board of Trustees -General Status Service ( 4 yeat· tet·ms w/ no tet·m limit) Term Expimtion Termed Out N/A !Ray Brandstaetter-Civilian Appointed by Commission Active N/A 6/9/2 018 I N/A Pension Boat·d of Tmstees -Police William (Bill) Tomson-Civi li an Appointed by Commission Active John Wolfe!-Civi li an Appointed by Commission Term expired CULTURAL ARTS AND RECREATION ADVISORY COMMITTEE : 2-yea r t erm; 4-t erm limit Created by Reso lution 1102-13 July 8, 2002; Am ended by Res.II03-S & 10-0 8 M ee t s at 6:00p.m. the 41h Tu esda y of the m o nth N/A 12/3112017 N/A 1011112017 Set·vice (2 yeat· tet·ms TCI'm N/A N/A Temted Out Cultural At·ts & Recreation Advison• Committee Status w/ 4 term limit) Expiration Y or N Grant Healy Active Faye Wood Vacant JuliaHite Vacant Pamela White Active Beverly Norman Active N ickMali e Vacant Marina Kaplan Active Jay Wil son Active CODE ENFORCEMENT BOARD : 3 y ear t er ms; 3 consec utive t erm limit M ee t in Com missi on Ch ambers 6:00p.m . Seco nd Tue sda y o dd number ed months The board members are required to file Statement of Financial Interests 2nd Term 7/8/2018 1s t Term 7/8/2017-.· 1st Term 7/8/2017 2nd Term 7/8/2018 1st Term 7/8/2018 2nd Term 7/8/2017 1st Term 7/8/2018 2nd Tem1 7/8/2 018 Sen•ice (3 year temt Term N N N N N N N N Termed Out Code Enforcement Board Status w/ 3 tCI'm limit) Expiration Y or N Don Sasse r Active 1st Tem1 9/3 0/2 018 Ben deLuna Active 2nd Tem1 9/30/2018 Vacant Vacant (Alternate) l s tTerm 9 /3 0/2019 * Note: If the cm·rent alternate is appointed as a regular membet·, an altemate membet· will be needed. COMMUNITY DEVELOPMENT BOARD : 2-y ea r t erms; 4 consec utive t erm limit; per Ordinance 5-03-42 adopted July 14, 2003 Reg ular m eeti ngs ar e held in th e Commissi on Chambers at 6 :00pm the third Tu es day of ea ch month . The board members are required to file Statement of Financial Interests Service (2 yeat· term Tenn Community Development Board Status w/ 4 term limit) Expimtion !Judy Hoedel-Workman -alternate Resigned l stTerm I 12/31120171 '' Note: If the cut-rent altemate is appointed as a regular member, an altemate member will be needed . N N N/A Termed Out YorN N I Interested in Reappt? YorN y y Intet·ested in Reappt? Ym·N Resigned Resigned Resigned Interested in Reappt? YorN N/A Inte t·ested in Reappt? Ym·N N !Now on CEB Agenda Item 15B & 15C November 13, 2017 CULTURAL ARTS AND RECREATION ADVISORY COMMITTEE Created by Resolution #02-13 July 8, 2002; Amended by Res. #03-5 & 10-08 Total of nine (9) citizen members Meets at 6:00 p.m. the 41h Tuesday of the month 2-year term; 4-term limit NAME/ADDRESS Grant Healy 2075 Vela Norte Atlantic Beach, FL 32233 VACANT Dawn Pope 587 Vikings Lane Atlantic Beach, FL 32233 VACANT Pamela White 2069 Selva Marina Drive Atlantic Beach, FL 32233 Beverly Norman 2104 Fleet Landing Blvd. Atlantic Beach, FL 32233 VACANCY Marina Kaplan 2349 Seminole Reach Ct. Atlantic Beach, FL 32233 Jay Wilson 1842 Hickory Lane Atlantic Beach, FL 32233 Timmy Johnson Director, Recreation & Special Events Della Giovanni Administrative Assistant Effective 10-13-17 EXP.DATE CONTACT INFORMATION 07/08/2018 (904) 241-5391 (daytime) Chair (904) 910-9214 (evening) (2nd Term) gahealy@comcast.net 7/08/2017 7/08/2018 (904) 759-1374 (P1 term) farmerdawn4@gmail .com (904) 241-3180 (fax) 07/08/2017 07/08/2018 (904) 616-2799 (daytime) Vice Chair (904) 246-7041 (evening) (2nd Term) ojwhite25@comcast.net 07/08/2018 (904) 241-1610 (home) (1 51 term) (843) 725-8241 (cell) bknorman@bellsouth . net 07/08/17 07/08/2018 (302) 893-7135 (P1 Term) pakmrk@aol.com 07/08/2018 (904) 221-3211 (2nd1 Term) jayrbwi lson@gmail .com Staff Liaison (904) 24 7-5828 (w) Recording Secretary (904) 247-5828 (w) Agenda Item 15B & 15C November 13, 2017 CITY OF ATLANTIC BEACH BOARD I COMMITTEE MEMBER APPLICATION FORM Please check ("'h the box beside each Board or Committee that you are applying to serve on. If you check more than one, please rank your interest in each board I committee by order of priority. (A summary of each board/committee is available on page 2 of this form.) § Code Enforcement Board § Community Development Board Pension Board ofTrustees Board Member Review Committee Cultural Arts and Recreation Advisory Committee DATE: 2/27/2016 APPLICANT'S NAME: Bob Burch ADDRESS: 157 Belvedere St. DAYTIME PHONE: 9048536662 ----------------------EVENING PHONE: 9048536662 ----------------- E-MAIL ADDRESS: bob.burch@comcast.net FAX: ________________________ _ Please explain any employment experience, board/committee experience, and/or community volunteer experience relative to the board/committee applying for. Employment Experience: Duval County Elementary School Teacher and Contract Administrator for Deprartment of Health Community Volunteer Experience: Current Beaches Museum and History Park (BMHP) Docent and community events volunteer Community Volunteer Experience: BMHP committee member on 'Waiting for the Train" permanent exhibit Community Volunteer Experience: BMHP committee member on "History of Mayport Naval Station" exhibit Community Volunteer Experience: Current BMHP commitee member developing "History of Mayport Village" exhibit Community Volunteer Experience: Annual exhibit at Beaches Public Library of "The Road to Victory in WWII" Please provide a brief explanation of your interest or any special qualifications you have in this field and your reasons for wishing to be appointed to this board/committee. I have a BA in History from Jacksonville University and enjoy promoting the history and culture of our area beaches. I am an active biker, kayaker, and walker of the Atlantic Beach area and its surrounding city, state, and national parks. Atlantic Beach has a rich culture and history that needs to be celebrated and promoted to its citizens and visitors. Life long resident of Jacksonville and home owner of Atlantic Beach for 13 years. Member of Community Presbyterian Church, Beaches Watch, and St. Johns River Keeper. Extensive experience evaluating contracts and their results Please return completed form to Donna L. Bartle, City Clerk, 800 Seminole Road, Atlantic Beach, FL 32233 PLEASE NOTE: Members of the Code Enforcement Board, Community Development Board and Pension Board of Trustees are required to file Statement of Financial Interest Forms. Also, information regarding "Conflict oflnteresf' is provided on page two of this application. This application will expire two (2) years after date of submittal. Agenda Item 15B & 15C November 13, 2017 CITY OF ATLANTIC BEACH BOARD/COMMITTEE MEMBER APPLICATION FORM Cultural Arts and Recreation Advisory Committee Date: 02/03/17 Applicant's Name: Brandon Risinger Address: 596 Seaspray Ave. Atlantic Beach, FL. 32233 Daytime Phone: (502) 333-8273 Evening Phone: (502) 333-8273 Email Address: brandon.rlsinger'iilgmail.com Fax:N/A Please explain any employment, board/committee experience, and/or community volunteer experience relative to the board/committee applying for. I have many years of planning, leading various events, and organizing experience acquired through Student Council and particiwtion in my high school's music department. I've also worked as a department manager for the past four years. My job included scheduling, training, event planning, advertising and Community outreach programs. Please provide a brief explanation of your interest or any special qualifications you have in this field and your reasons for wishing to be appointed to this board/committee. -·······---··-·····-··-Eightyems in Band and Choir has made me a strong lover of the Arts. I'm.very passionate about people's ability to express themselves through the Arts. I have a strong background in organizing various fundraising and company events. I directed my high school's talent show, and was a talent show judge for four years following my graduation. I'm looking forward to helping support and develop the arts programs in Atlantic Beach. '' Agenda Item 15B & 15C November 13, 2017 Here is a more legible copy of my experience with the Arts. Sarasota (197e-2ee3) * * * Served on Board of Directors Seasons of Sculpture Brought large Sculptures from around the US and Europe to display on Sarasota's Bayfront. Volunteeered at the Ringling Museum of Arts -Events Worked with a group of special needs students to design and paint a mural on a wall in the pediatric wing of Sarasota Memorial Hospital. Martin County I Stuart and Hobe Sound (2ee3-2e17) * * * * * * Served on the Board of Directors Martin County Arts Council Volunteered and chaired events. Planned and executed personally two PreGala Pink Tie Friends events. Hung two galleries of art done by breast cancer patients and survivors Created theme, designed invitations and sent, procured food and entertainment. Planned/executed solely, a Plein Air Event. Juried artists painted in three different locations around Martin County, coordinated the sale of pieces at an Arts Council annual event. Served on the Board of Directors Woman's Club of Stuart Brought art to auction at events, designed and made centerpieces for events using various medium. Humane Society of the Treasure Coast (HSTC) Chaired and designed (coodinated with the theme of annual gala) for the HSTC annual Paws & Claws Magazine and it's distribution. Volunteered on Paws & Claws annual gala, worked on decor and set up, helped procure art pieces for the silent auction. Page 1 Agenda Item 15B & 15C November 13, 2017 CITY OF ATLANTIC BEACH POLICE EMPLOYEES' PENSION BOARD OF TRUSTEES: 4 year term; no term limit The board members are required to file Statement of Financial Interests Name and Address Employee Elected Vic Gualillo Position Chair Atlantic Beach Police Department 850 Seminole Road Atlantic Beach, FL 32233 vgualillo@coab. us Employee Elected David Cameron Member Atlantic Beach Police Department 850 Seminole Road Atlantic Beach, FL 32233 dcameron@coab. us Civilian Appointed by Commission William (Bill) T. Tomson Member 377 12th Street Atlantic Beach, FL 32233 williamtomson@gmail.com Civilian Appointed by Commission Business Phone 247-5859 247-5859 Home Phone N/A N/A 853-6985 Term Expiration 02/28/18 08/01/21 12/31/17 John Wolfel Vice Chair 699-8887 10/11117 435 Inland Way Atlantic Beach, FL 32233 John. Wolfel@comcast.net Resident selected by Board, Confirmed by Commission Robert (Bob) Liggero Member 389 12th Street Atlantic Beach, FL 32233 rligge@aol.com Pension Board October 6, 2017.doc Page 2 of3 241-9800 (FAX) 241-9634 6/10/21 372-0067 (Fax) Agenda Item 15B & 15C November 13, 2017 CITY OF ATLANTIC BEACH BOARD I COMMITTEE MEMBER APPLICATION FORM Please check (.V) the box beside each Board or Committee that you are applying to serve on. If you check more than one, please rank your interest in each board I committee by order of priority. (A summary of each board/committee is available on page 2 ofthis form.) § Code Enforcement Board Pension Board of Trustees Cultural Arts and Recreation Advisory Committee DATE: 10/30/2017 APPLICANT'S NAME: ADDRESS: 435 Inland Way Atlantic Beach FL 32233 DAYTIME PHONE: 904 699 8887 ----------------------- E-MAIL ADDRESS: john.wolfel@comcast.net q Community Development Board tj Board Member Review Committee John J. Wolfel Sr. EVENING PHONE: 904 699 8887 FAX: ________________________ __ Please explain any employment experience, board/committee experience, and/or community volunteer experience relative to the board/committee applying for. AB Police Pension Board of Trustees member since 2007 Florida Licensed CPA since 1978 Florida Licensed Real Estate Broker since 2005 Retired JEA Controller and Director of Finance [1980 -2002] Oceanwalk Association Board of Directors Please provide a brief explanation of your interest or any special qualifications you have in this field and your reasons for wishing to be appointed to this board/committee. As a Trustee of the AB Police Pension Board for approximately 10 years, I hope that my particaption on the Board has helped to improve in the administration of the Board's functions and objectives: hiring of a investment advisory firm,hiring of legal counsel who attends our meetings, developing prudent investment strategies. At JEA I was directly Involved in setting up the pension plan for JEA's joint venture [St Johns river Power Park]with Florida Power & Light Co. Please return completed form to Donna L. Bartle, City Clerk, 800 Seminole Road, Atlantic Beach, FL 32233 PLEASE NOTE: Members of the Code Enforcement Board, Community Development Board and Pension Board of Trustees are required to file Statement of Financial Interest Forms. Also, information regarding "Conflict of Interest" is provided on page two of this application. This application will expire two (2) years after date of submittal. 1 Agenda Item 15B & 15C November 13, 2017 AGENDA ITEM: SUBMITTED BY: REPORT DATE: BACKGROUND: JUSTIFICATION: CITY OF ATLANTIC BEACH CITY COMMISSION MEETING COMMISSIONER'S REPORT Recommendation to award funding to Atlantic Beach Elementary and Mayport Coastal Sciences Middle schools for after-school enrichment programs. John M. Stinson, Commissioner, Seat No. 2 31st of October 2017 The City of Atlantic Beach, through its Cultural Arts and Recreational Advisory Committee (CARAC), has chosen to support various arts and recreation programs available to residents, families and others throughout the City. CARAC has been charged with evaluating and selecting such programs for funding awards and assistance from applicants interested in such support. In an effort to fairly and justly consider and award funding to such programs, CARAC has adopted a program whereby applicants are evaluated based on participant volume, need, a description of the proposed program, the anticipated outcome of the program (benefit), cost to participate, evaluation metrics and resource utilization. This Contribution Application was presented to the City Commission on the 14th of August 2017. There may be other historical information, not presented in this chronology and not available at the time of the drafting of this report. For approximately eleven (11) years, the City of Atlantic Beach has partnered with Atlantic Beach Elementary School by funding in part, an after-school enrichment program and a Cultural Arts Festival. These events have been the sole responsibility of parents and volunteers with regards to planning and implementation. The City of Atlantic Beach has also financially supported Mayport Coastal Sciences Middle School with after-school extracurricular programs. These funding levels have been reduced due to the proper implementation of an evaluation system of needs based programs as described in the BACKGROUND section of this report. Agenda Item 16A November 13, 2017 BUDGET: RECOMMENDATION: ATTACHMENTS: PRESENTATIONS: APPROVAL: Historically, the funding for the programs has included purchase of supplies, award of financial scholarships to less fortunate potential participants, and to offset labor costs where necessary. Atlantic Beach Elementary after-school programs have routinely been awarded up to fifteen thousand, five hundred ($15,500) dollars. It is anticipated based on the newly created award system, that Atlantic Beach Elementary School would receive only five thousand ($5,000) dollars for the coming year enrichment. Mayport Coastal Sciences Middle School impact is not yet know but will be determined prior to this recommendation being presented to the City Commission for action. It is estimated ninety (90%) percent of the participants at Atlantic Beach Elementary School are children of Atlantic Beach residents and taxpayers. This is particularly important with the adoption of Duval County Schools Choice Program. The percentage of Atlantic Beach children of residents and taxpayers participating at Mayport Coastal Sciences Middle School is not certain at the time of preparation of this report. Budgetary impact is expected to be approximately $15,000. Place this Recommendation on the City Commission Agenda for the 27th of November 2017 for consideration, debate and action. 1. Historical funding awards made by CARAC for the past 5 years; 2. Minutes of the CARAC meeting of the 11th of July 2017; 3. Excerpt of Minutes of the City of Atlantic Beach, City Commission meeting of the 14th of August 2017; 4. Copies of the Contribution Award application prepared and submitted by Atlantic Beach Elementary School; 5. Copies of the Contribution Award application prepared and submitted by Mayport Coastal Sciences Middle School. None at this time. Approved to form and correctness by: John M. Stinson, City Commission, Seat No. 2 Agenda Item 16A November 13, 2017 City of Atlantic Beach Cultural Arts & Recreation Advisory Committee Contributions (Donations) to Outside Organizations FY 2013 I 2014 FY 2014 I 2015 FY 2015 I 2016 FY 2016 I 2017 FY 2017 I 2018 Beaches Fine Arts $3,000.00 $3,000.00 $3,000 .00 $3,000.00 Neptune Beach Elementary $2,000.00 F.A.C.E . $2,500 .00 $2,500.00 $1,025.00 Tony's Turkey Trot $500.00 $1,290.00 Deck the Chairs $500.00 Youth Empowerment Summit $1,000.00 Mayport Coastal Sciences Middle School $12,000 .00 $12,000.00 $13,000.00 $13,000.00 $5,000.00 ABET $2,000.00 1st Act $2,000.00 Atlantic Beach Elementary $15,500 .00 $21,320.00 $21,320.00 $20,820.00 $5,000.00 Beaches Resource Center $2,000.00 $2,000.00 $2,000.00 Dial-A-Ride $1,500.00 $1,500.00 $1,500 .00 ABAA $1,000.00 The Giving Closet $1,000.00 Recreation Discretionary $4,000.00 $27,500.00 $43,820.00 $43,320.00 $45,320.00 $22,815.00 FY 2013 I 2014 Contributions verbally confirmed but not located in City Commission meeting minutes . FY 2014 I 2015 through FY 2016 I 2017 are actuals noted in City Commission meeting minutes. FY 2017 I 2018 Contributions reflect recommendations noted in CARAC minutes. Agenda Item 16A November 13, 2017 CITY OF ATLANTIC BEACH CULTURAL ARTS and RECREATION ADVISORY COMMITTEE Special Called Meeting Minutes Tuesday, July 11, 2017@ 6:30pm Adele Grage Theater Present: Grant Healy, Marina Kaplan, Beverly Norman, Dawn Pope, Pam White, jay Wilson-late, Faye Wood, Timmy johnson (Liason) Absent: Della Giovanni (Recording Secretary) 1. Call to order-Chair, Grant Healy called the meeting to order-6:30p.m. 2. Recognition of Visitors a. There were no visitors to be recognized 3. Grant reminded the Committee the purpose of the Special Called Meeting-to discuss a new procedure for contributions granted to organizations, as proposed by interim City Manager, Kevin Hogencamp in March. a. Timmy Johnson reviewed the forms that were sent to the Committee from Kevin and confirmed which form they decided to work off for revision based on Committee's response. I . Met with Marin~ Kaplan to combine the new application and procedures with a timeline. The Committee was thankful to Marina for her input and time she took to work on this. b. Grant requested a motion to adopt the application form/process as presented c. Dawn motioned to adopt the application fonn, Beverly seconded the motion I. Discussion: Pam White stated confusion on who can apply, only 50Jc3/tax exempt? She felt it was not stated clearly. d. Pam motioned to look at proposed procedures jointly as one package with guidelines , application form and timeline. Marina seconded the motion. I. Discussion: Pam addressed that the outline of procedures only discusses 50 I c3 organizations, no exceptions listed or options for exceptions. She questioned the outlined criteria, suggested it be more specific. (was referring to the wrong package) 2. Grant referred to page 3 that explained outlines of qualifying criteria, referring to revised packet by Marina. 3. Marina agreed that after organizations, summary of page 3 should be included on page I which will include school districts/organizations . 4. Timmy explained that all schools are non-profit-add schools/districts providing funding for After School programs for funding available. S.Grant advised the Committee that until now, there hasn 't been a strict guideline on who has been getting funding. 6 .Jay questioned the maximum amount of$ JOk; Grant referred to page 1 in response. 7 .Timmy reviewed why $10k became maximum amount. 8. Pam suggested $5k maximum amount with no minin1um 9. Marina suggested to say range of$500-$10k; do not say "no minimum." J 0 . Jay asked if the annual amount will change, perhaps use a percentage each year. Dawn indicated that a percentage causes more room for error. 11 . Marina clarified for the 2017-18 fiscal year only, not annual. 12. Beverly mentioned that most requested have been lower than $5k 13 . Timmy explained that if applicants request higher than $5k and qualification says $5k, applicant did not review the criteria and will be thrown out. He reviewed amounts given out last year. 14. Marina suggested wording to $100-Sk for range, made note that no one is going to request less than $100, favored by Committee. 15. Grant asked Committee what they thought of the timeline; reviewed dates/showed concern of how long Interim City Manager will take to review considering timeframe taken to give procedures . He mentioned that if the ICM moves it back to weeks, everything on the timeline moves back two weeks. Agenda Item 16A November 13, 2017 16. Timmy will request proposal gets back from Kevin and the City Attorney by July J 9'11 for the Commission to approve at the August 14th meeting so it goes public on August 1 5u' and begin to receive submissions. Changes will be reviewed at July 25111 CARAC meeting. 17. Pam wanted explanation of how it will be publicized and to whom; Timmy explained a press release will be sent, Facebook, City website and current organizations who have been receiving regular funding in the past. She said that she does not want existing organizations take for granted that they will receive funding on a regular basis. 18. Timmy explained to the Committee that there may need to be some Special Called meetings to review the process as it goes along. 19. Grant likes the procedure set forth; indicated no amount will be released until September 12, deadlines September 29. $32k amount not published but publicity will go out to advise organizations. He asked the Committee if they would like to adopt the schedule, per Grant, consensus of Committee was in agreement. 20. Dawn discussed preliminary application of September 29-0ctober 6, confirmed that once applications are received, Timmy will send to the members for scoring, members will return the score sheet to Timmy immediately and will sign off on the receipt. There should be a spreadsheet of the scores. a. On October 3 (date change)-meet and discuss the scores and comments independently. b. Pam confinned that the Recreation Department will filter the applications for the Committee and they will only receive those that meet the criteria. She asked if the applications are going to be emailed. c. Timmy explained that due to our currel}t technology, emails would be too large. He suggested they would have to mail or drop off the applications. Any applications postmarked after the deadline would not be considered. Selected applicants will be invited to a meeting for questions and answers by the Committee. Marina suggested there should be the same questions to everyone; perhaps a list of questions sent to the organizations so they can be prepared to answer them. d. Committee decided that October 3 @ 6:30 pm would be a Special Called meeting to review the scores and decide on organizations they would like to meet with for presentations. Committee to score as they are giving presentations, Timmy to tally at meeting, top scores will receive the requested funding. e. Pam would like to have a comment section on the score sheet to make note if they disagree with the amount being requested. She added that she thought the commitment to Turkey Trot, Giving Closet & Neptune Beach Elementary was for the current FY not the 2017-18 FY. f. Grant confinned they had been approved for the 2017-18 FY but no amounts had been decided-also said they will need to re-present and will go to top of list. g. Dawn suggested giving the remainder of the 2016-17 FY funding to Giving Closet; Grant agreed, remaining balance approximately $1500. She referred to the February & March Minutes for the Giving Closet. h. Timmy explained that there has not been a motion on the amounts since Kevin indicated no spending from the budget until there was an approved contribution process in place. 21. Grant requested a motion to accept the amendment changes for the requested application documents, non-profit status, and timeline. a. Pam asked for final reporting of spending from the awarded organizations within 30 days after the event be stated. b. Marina explained that the Committee will approve any monies left over if any; review how this year goes. Grant explained that that excess funds will carry over elsewhere as needed in the budget. c. Jay asked why #6 had a "?" Timmy asked if that number should be scored. All members agreed that it should be. Jay also asked ifthere should be bonus points, Committee Members were not in favor of bonus points. d. Marina suggested that organizations receive a blank copy of the Reviewer's Score Sheet so they can make sure they're aware of scoring procedures. e. Pam said the Save the Date on the last page needs to be changed to October 10. 22. Grant again requested for a motion to accept the amendments to the Annual Contribution and Application Guideline Package. Jay made a motion for the changes to be accepted. Marina secon~ed the motion for the amendment, all in favor-motion accepted. Agenda Item 16A November 13, 2017 ; . 4. Events -Timmy a. Suggested the Recreation Department take on responsibility of existing events and coordinate them; reach out to the Committee for assistance as needed and for volunteering. Members will volunteer and host the events. I. New Events, such as Bocce Tournament and Jazz Festival, the Committee organize with assistance from the Recreation Department. Member(s) take lead on organizing with guidance from City Staff. 2.Grant said that new events need attention from the Committee. b. Committee agreed that this is their perspective on Event Planning. c. Marina requested that directives given out to Committee when needed. d. Dawn said she likes that the Committee can -now focus on planning events and not having organizations ask for funding throughout the year. 5. Jazz Festival-Pam shared with the Committee involvement of putting together vs. having professional organizers a. Grant suggested she get with Della for guidance 6. Next Meeting-July 25, 2017@ 6 p.m. in Theater a. Discuss remaining funds in budget 7. ### ent-with no further business, Marina motioned for adjournment, Dawn seconded the motion to e meeting. The meeting was unanimously adjourned at 7:10p.m. Agenda Item 16A November 13, 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 Sweeping/Vacuuming for the Public Works 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 comfortable 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, \Vaters, Reeves Nay:O 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 Arts 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 16A November 13, 2017 CITY OF ATLANTIC BEACH Contribution Awards for arts, recreation, cultural events and programs FY 2017-2018 APPLICATION FORM NOTE: All Applications MUST be Postmarked by 5:00p.m., September 29, 2017 GENERAL APPLICANT INFORMATION: Please type or print legibly 1. Name of Organization: A+lanhc lbwch 8emerrlv.r1f t:Lhool 3. Has your organizatio~~r received financial assistance from the City of Atlantic Beach before? Yes 1..!:1" No 0 If yes, what activities and which fiscal year? Aftr Sd'1col £nrTdnlY?W±2cuLtural Arb c?ot+ ct..-pnbr I 4. Amount requested for FY 2017-2018 $ 51 ()OOP'OO ~ WOW cl L{ Y.Ji. tD Y{&.tttct,t t-1drh h'tf1aJ if. £hi OtJl cWJ ~ . Fun as must be u5eafor servrces or matena'fs"'arrectly assocrafecf to proposed specral event activity that Atlantic Beach residents can benefit from. 5. Title of Proposed Special Event/Program/Service: ftfkr Sdf1DDt fXJrtchvnw:t-/ ~LUturaJ ktrts Agenda Item 16A November 13, 2017 6. Date of EvenV Program Start date: tO { 1.Dl1-End Date: lP ( 2-0l5 *Note, the term "program" is used broadly to include a program, event, activities or services. 7. Participation (maximum 25 points) i. Estimated number of people who are expected to participate in this protffg: b50 ii. Estimated number and percent of who are Atlantic Beach residents: # % '10 iii. Location where the program or event will take place: At\all)tic.. fi'nfjl) Ett:men:b) iv. Is the program open to all residents of Atlantic Beach?6'N v. Is there a fee for participating'(f/N 8. Need Statement (maximum 25 points) Briefly describe any community needs or gaps that the program is intended to address. Please note how it was determined that these needs or gaps exist, and state if the program targets a population or age group that is currently underserved. 9. Description of Program/Event (maximum 100 points) A) Describe the goals and objectives of the program and benefits to the residents of Atlantic Beach (specifically cultural arts and recreation benefits). Include a description of the program activities and how they will be delivered. Also describe how the program will be advertised to ensure adequate participation. Page 2 of 4 Agenda Item 16A November 13, 2017 8. Need Statement 30% of all enrolled students at ABE are entitled to free lunches, and we like to offer financial scholarships to these students who would benefit / from our program and would not be able to afford it otherwise. These ll ~ financial scholarships never go unused. We have also been able to offer r our classes at a lower rate than other schools in the district largely in part to the contributions made to us by the city of Atlantic Beach, creating a safe and scholarly after-school environment for all who attend. Many of our program instructors are teachers at Atlantic Beach that will take a skill or hobby they have developed and share it with the students through our After School Enrichment (ASE) program. We love having our teachers involved in the program, and the kids enjoy interacting with them outside of the classroom. To ensure participation, we supplement what the district would pay them hourly with your contribution as a kind gesture. When a student sees their teachers name on our brochure they immediately get excited and long to take their class. The Cultural Arts program within ASE addresses the needs of all students at Atlantic Beach Elementary, especially the lower income children who otherwise would not be exposed to educational demonstrations and musical/ dance performances influenced by cultures from diverse backgrounds across the globe. 9. Description of Program/Event A.) The ASE program offers students and residents of Atlantic Beach an integral way to explore and further develop interest in a variety of recreational and educational activities. ASE offers working mothers and fathers of lower-income households an affordable way to not only meet their employers' expectations, but also provide their children crucial exposure to arts and sciences that otherwise could not be found at a reasonable price. Our program runs three, six-week sessions a year and includes an additional week for any missed or unavoidable cancellations. The typical class begins at 3pm and runs until 4pm, but we do have some that may run a little longer. The majority of our classes are taught by teachers, ABE parents, or business vendors ... all local to Atlantic Beach. We also have some students from Fletcher High School who have taught a few classes as well. Our course offerings vary by session, but some that you will find include: Chess, theater, yoga, football, basketball, leadership, string instruments, ballet, cooking, baking, Bricks 4 Kids (STEM class focused around Legos), foreign language, running, creative writing ... the list goes on and on. Our courses are highly anticipated, and students eagerly await the announcement of our first, Fall session. We advertise through a brochure that is distributed to every student. We put up brochures at the front office Agenda Item 16A November 13, 2017 6. Date of Event/ Program Start date: B/ aor=r End Date: l1! I tt-Dl8 *Note, the term "program" is used broadly to include a program, event, activities or services. 7. Participation (maximum 25 points) i. Estimated number of people who are expected to participate in this pro~: 4 TO ii. Estimated number and percent of who are Atlantic Beach residents: # 9 % 3Q iii. Location where the program or event will take placell:t':jj3H G ./?;eclCY1 El~ntn~'} iv. Is the program open to all residents of Atlantic Beach? Yl v. Is there a fee for participating? Y@) 8. Need Statement (maximum 25 points) Briefly describe any community needs or gaps that the program is intended to address. Please note how it was determined that these needs or gaps exist, and state if the program targets a population or age group that is currently underserved. 9. Description of Program/Event (maximum 100 points) A.) Describe the goals and objectives of the program and benefits to the residents of Atlantic Beach (specifically cultural arts and recreation benefits). Include a description of the program activities and how they will be delivered. Also describe how the program will be advertised to ensure adequate participation. Page 2 of 4 Agenda Item 16A November 13, 2017 to catch the eye of those walking past. Some brochures are set up at the Adele Grage Community Center in hopes of attracting AB residents whose children may not attend ABE. An announcement is made every day on our morning news that is broadcasted in every classroom by our ABE Video News Crew. We also send out a blast of our monthly newsletter via email to all ABE parents. Lastly, we promote the program on the school marquee. Our Cultural Arts program is a week-long adventure that begins with exhibits and decorations adorning our hallways and ends with a day-long excursion for students including musical and artistic performances by performers, crafts and other activities that are indicative of that region, storytellers, and native foods. In the past we have visited Asia, Africa, and the Caribbean. This year's festival is focused on the Greco-Roman time period and is sure to excite!! Last year, as well as this year, we are looking to also have professional performances in music and dance for St. Patrick's Day. All grade levels participate in an assembly which this year showcases Irish heritage. B) 1. Yes, this program is very successful. It is highly anticipated every year and students enjoy the many choices that are offered to them. Our classes fill up on a consistent basis as evidenced by only two classes cancelled in the last 3 years for lack of sign-up interest out of a total of 11 0 classes in that period. We offer 3 days of registration and parents begin to line up 3 hours beforehand to make sure that their child gets into their desired class. Our Cultural Arts festival is also a highly successful, yearly event attended by all 470+ enrolled students at ABE. Students, teachers, and parent volunteers enjoy the creative and fun learning experience that this program provides. 2. There are other programs offered outside of ASE that are also successful, such as musicals, Run Club, and Green Team. All of these are successful in their own way, but none on the scale of ASE. C) Our classes run anywhere from $45-$65 per six week session. Some of these classes cost a bit more than others to account for any necessary supplies. Also, many third party vendors offer below market pricing to make the program viable. The funds that we have received in the past from the City of Atlantic Beach have allowed us to keep our prices lower than other programs through Duval County. We have not come across an instance where we had to deny participation to a student who is financially unable to pay for our classes as we have been able to offer 30 financial scholarships a year.· Moving forward, we hope to be able to continue to Agenda Item 16A November 13, 2017 8.) Describe the intended outcomes of the program, and why you believe the program will successfully achieve the intended outcomes (i.e. is the program based on solid evidence of success?) 1 . Does this program have a history of success in similar contexts? 2. Has your organization successfully implemented programs of similar scope and scale? C.) If there is a fee or cost to participate, please describe how you will ensure that participants are not denied the opportunity to participate due to their inability to pay any registration or other related fees. 10. Evaluation (maximum 25 points) Briefly describe how you will measure success (important metrics include reach, outcomes, participant satisfaction, and suggestions for improvement). Describe data collection methods and who will be surveyed. Please also describe how data will be used to inform program improvement and how (if) results will be disseminated to the community. 11. Resourcing (maximum 10 points) Please describe any plan to leverage additional resources (e.g. other funding, volunteers, in-kind donations), or if there will be collaboration with others to help offset expenditures. Page 3 of 4 Agenda Item 16A November 13, 2017 offer these scholarships as well as the same great classes taught by our teachers and parents all at a low rate. The activities and events hosted during our Cultural Arts festival are free to all ABE students and their families. In the past, this program has cost anywhere from $2500 to $4200 depending on the cost of performances as well as any donations that are made directly to the program such as food and crafts. We try to limit our budget to $3500 and do our best to get donations of goods and time whenever possible. 10. Evaluation To measure success, we will focus on feedback from the respondents most closely tied to the program's success, the students and the parents of those students. Beginning this year, we will provide parent surveys at the end of our program to allow them to express any concerns, suggestions, or ideas for improvements they may have, as well as an opportunity to provide verbatim feedback of the role ASE plays in their child's development and testaments to the role ASE plays in making sense of the juggling act so many parents play between work and parenting. These will be reviewed by the Community Education Director, Community Education Assistant, and Principal and will be considered for the following term. To follow suit, our Cultural Arts chair will provide student and teacher surveys for any suggestions or improvements, as well as measurable responses related to the effectiveness of the program. These will be analyzed and addressed for the following year. 11 . Resourcing We rely on the tuition for courses we offer and your contribution to offset expenditures. We do occasionally have Fletcher High School students looking to fulfill some of their community service hours by volunteering to teach classes offered by our program. Moving forward, I believe it would be beneficial to both parties if we were able to enlist more high school students. We will also look for donations of supplies from parents for some of our classes and continue to request discounted rates from our business vendors. The Atlantic Beach Elementary PTA, and parent volunteers assist with the Cultural Arts festival. Our business partners are contacted for any in-kind donations, and we do our best try to find performers that will offer discounted rates. All of these things will remain in place for this year. 14. As a way of expressing gratitude to the City of Atlantic Beach we will include a statement of appreciation on every brochure that goes out for AS E. We will also let it be known to parents and community members by way of school A-ns~ -fD rs:-6~ 8-'t-~· 'i Agenda Item 16A November 13, 2017 newsletters, school marquee, and any other publication involving the After School Enrichment program and Cultural Arts Festival. Our programs exist in large part to the City of Atlantic Beach and their generous contributions made to enrich our students and community. Agenda Item 16A November 13, 2017 Jrppro't :~ 2-B,rro ~ A Au,.. E£J1oei £17i1-l.Jt motr- 12. Total Program Cost:$ B:Pfru·· Elb tf;DO-~ULT-ura) ltr-b (Includes all estimated costs to conduct proposed activity/program) 13. Attach to Contribution Application: ~ Copy of Organization's Budget Summary Gj" Copy of Proposed Program Budget ~ Copy of current State of Florida Non-Profit Corporation Certification G::r' List of Current Organization's Board of Directors G:r' IRS W-9 Request for Taxpayer Identification Number (TIN) and Certification 14. How will the organization acknowledge the City's financial contribution to the community/beneficiaries of the proposed special event activity? ACKNOWLEQGMENT OF RESPONSIBILITY: Authorized Signature assumes all responsibility for developing and implementing proposed activities or events in this application, including public acknowledgment of the City's financial contribution. Authorized signature will comply with all accounting and budget procedures outlined by the City. Authorized signature and accompanying group will hold harmless the City of Atlantic Beach from all losses, claims, accidents and problems associated, directly or indirectly, with the development and implementation of proposed activities or events. Authorized Signature agrees to present final outcome of event to Cultural Arts Recreation Advisory Committee within 30 days of the event. Au~~ ~~u~Organization Date Printed Signatur All Information Requested On This Application Must Be Completed As A Condition For Being Considered For Public Funds By The City Of Atlantic Beach Cultural Arts And Recreation Advisory Committee And In No Way Guarantees Funding. Page 4 of 4 Agenda Item 16A November 13, 2017 CITY OF ATLANTIC BEACH Contribution Awards for arts, recreation, cultural events and programs FY 2017~2018 APPLICATION FORM NOTE: All Applications MUST be Postmarked by 5:00p.m., September.29, 2017 GENERAL APPLICANT INFORMATION: Please type or print legibly 1. Name of Organization: ffiC\~pt-t Cms-\o.l S(r~J1CCS !M·~cd ~e. Sc~ou I Mailing Address: d.bOO fY\O.'{(A2f,.. e.d . f\:tt.&-~.1 FL 3d-d3~ City State Zip ContactPerson: -:)en(\~~~~-\, ~s-,s-\-CrV~-t Pr'.Ac~pCA.I Daytime Phone: '10'-< · d-4 '7-Sq I I X./ L{ ro Evening Phone: qo l-f -'E? 7'-/ · 7 YLD s-~ Email Address(s): Ke o-\ ~ €_ dvwo-\ sc.lr.oo! s,. c r-3 PtAb\i '- 2. Organization certified as a Florida Non~profit Corporation? Yes 0 No~ 'S,C,hoD) State of Florida Non~Profit 501 ( c )(3) Corporation· Certification Number g'$-'60 l 3 '1 ~&--9 I).C-0 Federal EIN Number: 5q -i..tP f]J~ <fl5 <?Oj 3. Has your organization ever received financial assistance from the City of Atlantic Beach before? Yes ~No 0 If yes, what activities and which fiscal year? Q.oos -r~~'\-t ~ [;n (~ (_~~{-sl-±n:roS~-k<.Yl OCA vv-p 4. Amount requested for FY 2017~2018 $ 5, OOD Funds must be used for services or materials directly associated to proposed special event activity that Atlantic Beach residents can benefit from. 5. Title of Proposed Speci?l Event/Program/Service: 3MVY'\ ~ --\-ro. ns·~-\-1 on Co fr'P ~ ~ ... I Dfl,?) c0\ << ch (\'\0) + Agenda Item 16A November 13, 2017 SY'I r:c. h ~ + .: 6. Date of Event/ Program Start date: ~ew (()._'\/'\ J End Date: ~~o0\ ~OV *Note, the term "program" is used broadly to include a program, event, ac 1tres or services. cehC.Vl( (6 ~b -'7 ( bD) l·~ -y{3/ll5 . 7. Participation (maximum 25 points) i. Estimated number of people who are expected to participate in this program: <?S 0 ii. Estimated number and percent of who are Atlantic Beach residents: # Lf;)_ s-% .s.Q. iii. Location where the program or event will take place: ~&.MS ()oojc oJ-kAd iv. Is the program open to all reside~ of Atlantic Beach?~N ~~cal ~ ...... (-HL. 1 v. Is there a fee for participating? YQ:V f6u"t_J 8. Need Statement (maximum 25 points) ~ ifV'Dr\E.~k s 'f\-.<.. ~ J, ·.P<9r . <20 (' ~ c rv--e_n+ ~o ((fc.t «t S Q~ 1 L:.r.~v (tt. 6 ""'"" Ov,r 'S6\--0b \ J.-rvf ~~ -et\ + P \CiV\ , 9. Description of Program/Event (maximum 100 points) A) Describe the goals and objectives of the program and benefits to the residents of Atlantic Beach (specifically cultural arts and recreation benefits). Include a description of the program activities and. how they will be delivered. Also describe how the program will be advertised to ensure adequate participation. \~ S~uvk f>,k:s : :::> 6Vl eStetlolibkJ. prD\){'a~ n~:t. LJ .. h\h.~ OlN r:e'l0'""'k::d'hwJ. Schoc~\. l\r..i.s. pro 0 fG1VV\ htps frLV,·~ S~v~s;.::v.1 (ecrc:o-Afl.:ne-.1 J. aco.~t:c -ent;chw-en+ c:l t Af :r"-;) tk s \;\ (V) vY'V. [)j ~ew lo0 5 acadeM\G * reucecch~J -eA.r1ch ~" + 1--ha-t pruv~dts ~ u-Q...,U -roW\d.LJ .J CCV\cJ)re t'"'~F\~t\i'e ('tvV,Il~V'~ E:Xfed f(\ce., Jcs:v (\"\-\. Bc.h. s~ ~.fs /res; d_Q_/)Ts. Page 2 of4 Agenda Item 16A November 13, 2017 B.) Describe the intended outcomes of the program, and why you believe the program will successfully achieve the intended outcomes (i.e. is the program based on solid evidence of success?) 1. Does this program have a history of success in similar contexts? 2. Has your organization successfully implemented programs of similar scope and scale? Gu~ sh.wtc b~lrcs OV\ d. ~f!)o:>-A3 ro r:c 'n (V'o/\+ hcA~tt ~ · hu~:JP'U· s\.1\ccess ~\ ~ 0 s~&'tk.ni'A) oLv- C.) If there is a fee or cost to participate, please describe how you will ensure that participants are not denied the opportunity to participate due to their inability to pay any registration or other related fees. 10. Evaluation (maximum 25 points) Briefly describe how you will measure success (important metrics include reach, outcomes, participant satisfaction, and suggestions for improvement). Describe data collection methods and who will be surveyed. Please also describe how data will be used to inform program improvement and how (if) results will be disseminated to the community. 1t-e-', fV". {LC f- 11. Resourcing (maximum 10 points) Please describe any plan to leverage additional resources (e.g. other funding, volunteers, in-kind donations), or if there will be collaboration with others to help offset exRenditures. · ~ct~S <Z.esoLNL-e. ~~Uv'\C. 'b~ s DS a.{?(? (uve J .. Page 3 of 4 Agenda Item 16A November 13, 2017 [;'0-r\c..\-\vv~t :~41 zroo+ 12. Total Program Cost: $ 3~v{V .. b~\:_ S ~ ~11>'5 1 ().00 (Includes all estimated costs to conduct proposed activity/program) 13. Attach to Contribution Application: D Copy of Organization's Budget Summary D Copy of Proposed Program Budget D Copy of current State of Florida Non-Profit Corporation Certification [jJ/ List of Current Organization's Board of Directors D IRS W-9 Request for Taxpayer Identification Number (TIN) and Certification 14. How will the organization acknowledge the City's financial contribution to the community/beneficiaries of the proposed special event activity? ~ '{?g(X)€)1\ \ -te c\. ~o!±re.rDh ~{) ~ $yk D.(:' F\&r, J c. 'fie p+. Df cJ Vi'CA. s -s teN-0,\.J-lu-i J. ~ SciA.ex)l COMV\1\LM;Ca,h'"br\ l)..J\~ s~'t:L~ \<iv':i ;'1\du.d~'vl.j CaA8 r'VIe€;~S ¥ ~+4,¥-c.b>td.u-4-ppru~-~---cn t"Dt<Lv-(~ et\Glo~-elj ACKNOWLEDGMENT OF RESPONSIBILITY: Autf1orized Signature assumes all responsibility for developing and implementing proposed activities or events in this application, including public acknowledgment of the City's financial contribution. Authorized signature will comply with all accounting and budget procedures outlined by the City. Authorized signature and accompanying group will hold harmless the City of Atlantic Beach from all losses, claims, accidents and problems associated, directly or indirectly, with the deyelopment and implementation of proposed activities or events. Authorized .Signature agrees to present final outcome of event to Cultural Arts Recreation Advisory Committee within 30 days of the event. Date Printed Signature All Information Requested On This Application Must Be Completed As A Condition For Being Considered For Public Funds By The City Of Atlantic Beach Cultural Arts And Recreation Advisory Committee And In No Way Guarantees Funding. Page 4 of 4 Agenda Item 16A November 13, 2017 Budget Fund Details Spring 2017 Fund Fund name Functional Commitment Number of Description Comment Amount Area Item Rositions ' 10000 General 5100 120 24.00 ' 1,128;000 10000 General 5100 150 1.00 "' 16,700 10000 General 5100 200 0.00 424,684 10000 General 5100 313 0.00 SUBS SUBS 22,344 10000 General 5100 350 0.00 COPIER MAINT. GENERAL 1,000 10000 General 5100 360 0.00 COPIER RENTAL GENERAL 15,000 10000 General 5100 370 0.00 POSTAGE GENERAL 2,500 10000 General 5100 510 0.00 BASIC SUPPLIES Basic Supplies 14,733 10000 General 5100 640 0.00 BASIC EQUIPMENT CAPITAL 13,721 10000 General 5200 120 6.00 282,000 10000 General 5200 200 0.00 104,622 10000 General 5200 510 0.00 ESE SUPPLIES ESE Supplies 850 10000 General 6100 130 2.00 ' '100,000 10000 General 6100 160 1.00 23,500 10000 General 6100 200 0.00 45,819 10000 General 6100 510 0.00 SCHOOL COUNSELING SUPPLIES GUIDANCE 200 10000 General 6200 360 0.00 POSTAGE RENTAL CURRICULUM APC 550 10000 General 6200 390 0.00 BULLS BAY COPIES MEDIA 1,000 10000 General 6200 610 0.00 LIBRARY BOOKS Library Books 50 10000 General 6200 620 0.00 AUDIO VISUAL GRANT 50 10000 General 6300 510 0.00 CURRICULUM SUPPLIES APC 1,300 10000 General 7300 110 3.00 216,000 10000 General 7300 160 4.00 94,000 10000 General 7300 200 0.00 115,013 10000 General 7300 331 0.00 IN COUNTY TRAVEL TRAVEL 700 10000 General 7300 332 0.00 ADMIN 00 COUNTY TRAVEL ADMIN 1,000 10000 General 7300 333 0.00 ADMIN 00 STATE TRAVEL ADMIN 1,000 10000 General 7300 334 0.00 ADMIN CONFERENCE FEES ADMIN 1,000 10000 General 7300 350 0.00 ADMIN REPAIRS ADMIN 500 10000 General 7300 370 0.00 ADMINWC ADMIN 1,114 10000 General 7300 510 0.00 ADMIN OFFICE SUPPLIES ADMIN 1,412 10000 General 7300 640 0.00 ADMIN EQUIP FURNITURE WC ADMIN 2,147 10000 General 7900 160 2.00 ,: 47,000 10000 General 7900 200 0.00 17,438 10000 General 7900 510 0.00 CUSTODIAL SUPPLIES Custodial Supplies 6,000 10209 CSR Amendment 9 5100 120 12.00 564,000 10209 CSR Amendment 9 5100 200 0.00 209,244 11102 SAl-Supplemental Aca 6100 130 1.00 ', ' 47,175 11102 SAl-Supplemental Aca 6100 200 0.00 17,502 ,48776 , Title 1117/18 ,, 6400 130 1.00 45,645 48776 Title II 17/18 6400 200 0.00 16,934 3,623,103 Agenda Item 16A November 13, 2017 A g e n d a I t e m 1 6 A N o v e m b e r 1 3 , 2 0 1 7 Thank you for supporting your community Middle School's Programs Katrina E. McCray, Principal Jennifer Kent, Assistant Principal, Transition Summer Camp Director Chris Koek, Assistant Principal, Accelerated Placement Summer Camp Director (904) 247-5977 200 stud/Sdays =1000 As Scheduled $1.00/student/day Agenda Item 16A November 13, 2017 Shark Bites Quick Facts • Attended by 126 incoming 6th grade students August 7-11, 2017 • 7 Teachers worked a total of 242 hours that week to put on the camp • Total Budget $5,200 • Made possible through grants from The City of Atlantic Beach and the Beaches Resource Center • Making friends, making memories and feeling prepared for the challenges of middle school= priceless Agenda Item 16A November 13, 2017