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Item 1E- 10-23-17 Draft Minutes Commission MeetingMINUTES 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