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Exh 9AAGENDA ITEM #9A JUNE 13, 2005 June 6, 2005 MEMORANDUM T0: The Honorable Mayor and Members of the Commission FROM: Jim Hans ity Manager SUBJECT: City Manage s Report Janitorial Service Resigns; In August of 2004, the City Commission authorized execution of a contract with Atlantic Coast Total Office Care for janitorial service for a period of one year. The City has experienced several problems with this contractor since that time. Several portions of their work have not been completed leading to the city's withholding of part of their monthly payments on at least two occasions. In a letter dated May 18, 2005, Atlantic Coast Total Office Care notified the City that it was canceling the contract effective May 31, 2005. City staffthen contacted the previous janitorial service, Coverall Concepts, which agreed to handle the work on a monthly basis until the job can be rebid in the next few months. The monthly cost for janitorial service will remain the same under the new contractor as under the company previously authorized by the City Commission. Grant for Hopkins Creek Proiect; Rick Carper made an application several months ago to the state for funding in connection with the Hopkins Creek retention pond project. The project was included in the DEP's proposed list of projects and made it through the legislature and was recently approved by the Governor. The grant is in the amount of $400,000. Note that the City had a new appraisal done on the Hopkins Creek property and a request for a determination on next steps by the city is on this agenda for Commission's consideration. Upcoming Meetings; Community Character Workshops with Winter and Company; a series of workshops, focus groups and public forums will be conducted during the week of June 13, 2005 in connection with the community character project. A listing of those meetings is attached for your use. Water Tank Dedication; the dedication of the city's new water tank has not been rescheduled to June 27~'. The event will be held at the new water tank offMayport Road. Both the ex-Mayor from Kissimmee, Florida who donated the tank to the City of Atlantic Beach and the family of Jack Etheridge, who died during the tank construction project, are expected to attend this dedication. The event is expected to conclude with enough time for the Mayor and Commissioners to return for the start of the regular commission meeting later than night. Northeast Florida League of Cities Monthly Meeting; Thursday, June 16, 2005 in Green Cove Springs. A copy of the announcement is attached for your use. AGENDA ITEM #9A JUNE 13, 2005 Florida League of Cities Annual Conference; will be held from August 18-20 in the Orlando Marriott World Center. Those wishing to attend should check with City Clerk Donna Bussey. AGENDA ITEM #9A JUNE 13, 2005 CITY OF ATLANTIC BEACH RESIDENTIAL DESIGN STANDARDS WEEK OF JUNE 13, 2005 Trip #1 Agenda -Refining Character Management Study Monday, June 13th Late afternoon Winter & Company arrives 'I~esday, June 14th 9 -loam Conduct orientation session with staff Winter & Company will review the base modeling that has been completed, discuss the trip agenda, review community start-up workshop presentation and materials and allow for a question & answer session with city staff. .. 11 - lpm Conduct tour of sample neighborhoods & lunch with planning staff A city representative will take Winter & Company on a tour of the study block as well as surrounding neighbor- hoods that are experiencing the similar development pressures. 2:00 - 3:15pm Conduct focus group meeting ' Winter & Company will meet with the Tree Board to hear their feedback on the project and answer any ques- tions in an open forum. 4 -Spm Set up for public workshop 5 - 6:30pm Dinner Break 7 -Spm Conduct community start-up workshop This workshop will include a powerpoint presentation of the purpose and goals of the project and the back- ' ground information, including the findings from the earlier workshop. The workshop will be designed to pro- vide the public with an opportunity to establish the issues and a direction for the project. Wednesday, June lath 9 - 3 pm Generate alternative code scenarios, including modeling Develop overall strategy Prepare outline report Winter & Company will use the morning worksession to generate presentation of initial findings including alter- native code scenarios, modeling strategy and outline report for the session with City Commission. 3 - 4:15pm Conduct focus group meeting Winter & Company will meet with a developers group to hear their feedback on the project and answer any questions in an open forum. 4:30 - 5:30pm Dinner Break Winter & Company 1 AGENDA 1TENI #9A 6 - Spm Conduct study session with the City Commission JUNE 13, 2005 Winter & Company will present the initial findings including alternative code scenarios, modeling strategy and outline report to the City Commission an allow for a question and answer period. • Thursday, June 16th 9 - llam Conduct briefing session with staff • During the briefing session Winter & Company will review the previous evenings City Commission session and discuss any changes that need to made in advance of the final public open house. 11 -Spm Winter & Company will refine draft strategy report • ~ These refinements will be based upon the discussion with city staff members and the previous evenings City Commission session. 5 - 6:OOpm Dinner Break 6 -Spm Conduct public open house Winter and Company will give a powerpoint presentation to the public to review the purpose and goals of the project, background information, initial findings, alternative code scenarios, modeling and draft strategy report • • Friday, June 17th 9:00 - 10:30 am Wrap-up with City • Winter & Company will meet with the City to discuss outcome of focus groups and public workshops as well as next steps to city staff, department heads and elected/appointed officials. Winter & Company 2 AGENDA ITEM #9A JUNE 13, 2x05 Northeast Florida League of Cities 7455 highway 203 Scrcvcn, Ceorgia 315ti0 912/579-6921 or 904/SG8-1613 Faz: 775/205-6479 F,mail: ncncitics a)scrcvenmail.com i,eaeuc Motto: "'rahether we achieve mare." Steve Futch, President, Dczmond Waters, Vice President; Maz Royle, Secretary/Trcasurer; Anne Jackson, Executive Director . Directors: Lad Daniels, Richard Tillis, Allen Bush, John Bowles, Sue lIeath, Ceorge Sanders, Louie Davis DinnerlMeeting,Thursdny, June 16, 2005 Magnolia Point Golf & Country Club 3670 Clubhouse Drive Green Cove Springs, Florida 32043 904!269-927b (see directions below) Attitude Adjustment Hour: 6:00-7:00 p.m. - Dinnerf Meeting: 7:00 p.m. Board of Directors meeting: 6:00 p.m. RSVP: Reservations by NOON, MONDAY, June 13, 2005 Please furnish first and last names for name badges. Whenever possible, please email reservations. League: 9121579-6921 or 904/868-1613 - E-mail: neflcitiesCa)_screvenmail.com Buffet Menu: Fresh Vegetable Medley, Green Beans w/Bacon and Onion, Rice Pilaf, Garlic Mashed Potatoes, Herb Roasted Chicken, Carved Roast Beef w/au jus and Horseradish Sauce, Assorted Rolls and Butter, Dessert Bar. COST: $18.00 per person Host: City of Green Cove Springs Speaker: Representative William "Bill" Proctor Rep. Proctor represents District 20 and serves on the Education appropriations Committee, Growth Management Committee, Health Care Regulation Committee and Military >i Veteran Affairs Committee. ATTITUDE ADJUSTMENT HOUR SPONSOR: Southland Waste Services 8619 Western Way Jacksonville, Florida 32256 Phone: 904/731-2456 Thank you to the City of Jacksonville Beach, Atlantic Beach and Neptune Beach for hosting our dinner/meeting last month. The Casa Marina location was a beautiful site for the May event. Thanks to PBS&J for sponsoring our "Attitude Adjustment Hour" and thanks for the door prize donated by: Riverplace Capital. A special thanks to Meg Zabijaka, Constangy Brooks & Smith, for an outstanding and informative speech. AGENDA ITEM #9A JUNE 13, 2005 Welcome New Associate Member: King Engineering Associates 6500 Bowden Road Jacksonville, Florida Attitude Adjustment Hour Sponsors for the past year: Aug. 2004 Sept. 2004 Oct. 2004 Dec. 2004 Jan. 2005 Feb. 2005 Mar. 2005 Apr. 2005 May 2005 Gardnyr Michael Capital, Inc. (regional breakfast) Constangy Brooks & Smith Earth Tech Consulting Southland Waste Systems BHR Ayres & Associates Stone Joca & Mahoney CGS Consulting Engineers PBS&J Uucoming events Florida League of Cities Annual Conference Orlando World Center Marriott, Orlando August 18, 19 & 20, 2005 The Northeast Florida League will be hosting a breakfast on Saturday, August 20, 2005 at the Orlando World Center Marriott, Orlando. Thanks to HDR Engineering, Inc., the cost of the breakfast will be reduced to $10.00 per person. If you are planning on attending the Conference, make plans to attend this breakfast. Directions to Magnolia Point Golf & Country Club: From US 17, Traveling South Turn right onto Harbor Road (Landmark: Just before Green Cove City limits there is a sign for Magnolia Point Golf and Country Club) Turn right at the Amoco Turn right onto Magnolia Point Blvd. Turn left onto Muirfield Drive, continue south on Colonial Drive Turn right onto Clubhouse Drive. From US 17, Traveling North Drive through Green Cove Springs, just after the city limits ends, turn left onto Harbor Road. (Landmark: Turn left after the Food Lion shopping center) The follow the above directions.