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11-08-93 v MINUTES OF THE WORKSHOP MEETING OF ATLANTIC BEACH CITY COMMISSION HELD IN CITY HALL ON MONDAY, NOVEMBER 8, 1993. Present were Mayor Fletcher and Commissioners Rosenbloom, Shaughnessy, Waters and Weiss. Also present were City Attorney Jensen, City Manager Leinbach, and City Clerk King. Mayor Fletcher called the meeting to order and distributed a list of issues which he felt needed to be addressed by the City Commission within the next two years. (A copy of the list of issues is attached hereto and made a part hereof. ) He indicated the list was not in priority order and he suggested the commissioners review the list and indicate their individual priorities. Discussion ensued regarding the law suit with the City of Jacksonville and it was pointed out a hearing would be held later in the week, following which a meeting would be held in the office of attorney John DeVault, who had been retained to represent the city in this case. Inquiry was made as to whether the interlocal agreement committee which had been appointed by Mayor Gulliford, was still in effect and it was consensus that the Mayor should appoint a new committee and Mayor Fletcher indicated he would like Ray Salman to continue to chair the new committee. Mr. Salman pointed out Former Mayor Gulliford had been active on the committee since its inception and suggested that he be appointed to the new committee. The city attorney indicated a recent change in the law provided that the city commission could meet in the "shade" with the attorneys relative to the law suit. Several commissioners expressed a desire to attend the meeting with Mr. DeVault. Following further discussion it was decided Mayor Fletcher would attend the meeting with Mr. DeVault following which he would schedule a shade meeting with the city commission and he would then appoint a small advisory committee to work with the city on this matter. Ray Salman felt it was important to keep the key members of the old committee involved to provide for continuity. Mayor Fletcher reviewed the other items on the list and asked the city manager to report regarding union negotiations . Mr. Leinbach indicated management had submitted proposals but he anticipated impasse would be declared very soon. It was felt it would be desirable to have a shade meeting relative to union negotiations and following further discussion a shade meeting was scheduled for 6:30 PM on Monday, November 15, 1993, prior to the workshop meeting at 7:30 PM. Mayor Fletcher assigned specific areas of primary responsibility to each commissioner as follows: Commissioner Shaughnessy - Beautification/Parks & Recreation; Commissioner Weiss - Solid Waste/Stormwater; Commissioner Rosenbloom - Budget; Commissioner Waters - Community Development and traffic; Mayor Fletcher - Water/ Sewer and zoning. Page Two Minutes of Workshop Meeting November 8, 1993 Commissioner Waters reported the legislators representing the nine counties in Northeast Florida would attend the next meeting of the Northeast Florida League of Cities and he encouraged the commissioners to attend this upcoming meeting. There being no further discussion, Mayor Fletcher declared the meeting adjourned at 7:00 PM. � � Maur en Kinq City Clerk 1 . Law Suit with the City of Jacksonville Meet with Attorney (Shade & Sun) ,cit Plan Strategy �V 4`3 Merits Trial Date 1‘ Mediation Solution 2 . Revision of Budget and Budget Process PPB - Planned Program Budgeting More User Friendly Policy 3 . Employee Relations and Resolutions with the Unions 4 . Donner Community Development Corporation and Habitat ; Expand CDC Areas 5 . Code Enforcement 6 . Revision of Zoning Code 7 . Parking/Traffic Study 8 . Non-dedicated Roads 9 . Beautification 5 year plan Volunteer & City Funding (Matching) Gardner 10 . Review role of each board and committee of the City 11 . Bike Paths - 5 year plan 12 . Explore establishing a Teen Council 13 . Parks & Recreation Landscaping Review all facilities, equipment, etc. 5 year plan - overall and for each park 14 . Review of City Organization each position Departments Efficiency Public Relations w/citizens 15 . Storm Water Management 16 . Big trucks off Royal Palm & Sailfish '± 17 . Relationship with Neptune and Jacksonville Beach 18 . TownCenter Parking Funding to complete it 19 . Relationship with the U.S . Navy 20 . Speeding, traffic and parking 21 . Water/Sewer 22 . Garbage/Recycling 23 . Fire/Police 24 . Banking Practices - interest on accounts - where is $$ kept 25 . Gulf Breeze Assessments - Accounting 26. Ocean County N-_ t CITY OF ATLANTIC BEACH REGULAR MEETING OF THE CITY COMMISSION, NOVEMBER 8, 1993, 7:15 PM AGENDA Call to Order Invocation and pledge to the flag 1 . Approval of the minutes of the meetings of the Retiring Commission and New Commission on November 2, 1993 2. Recognition of Visitors: 3 . Old Business: A. Fleet & Associates with submittal of final plans for remodeling public safety building; authorization to solicit bids 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. 4. Consent Agenda: a. Acknowledge receipt of monthly usage report for Parks & Recreation facilities b. Acknowledge receipt of Water & Sewer Committee Report No. 1 ( FY 93-94 ) 5. Action on Resolutions: a. Approval of Resolution No. 93-51 to allow donations for beautification to be utilized for improvements b. Approval of Resolution No. 93-52 to provide for payment of $7, 000.00 for final resolution of the Sixteenth Street beach access case 6 . New Business: a. Approval of Change Order No. 1 in project to fabricate and install six wetwells to increase contract price by $12, 567. 63 (Bob Kosoy) b. Approval for Mayor to execute Community Development Block Grant contract with the City of Jacksonville ( George Worley) c. Selection of CPA firm for FY 1992/93 audit ( Kirk Wendland ) 7 . City Manager Reports and/or Correspondence: a. Results of Police Department citizens ' survey ( Chief Thompson) 8 . Reports and/or requests from City Commissioners, City Attorney and City Clerk: Adjournment MINUTES OF THE REGULAR MEETING OF ATLANTIC BEACH CITY V V :OMMISSION HELD IN CITY HALL, 800 SEMINOLE ROAD, AT O 0 1 : 15 PM ON MONDAY, NOVEMBER 8 , 1993 T T E E PRESENT: Lyman T. Fletcher, Mayor D D Steve Rosenbloom Suzanne Shaughnessy J. Dezmond Waters , III, and M S Robert G. Weiss , Jr . Commissioners 0 E T C AND: Kim D. Leinbach, City Manager I 0 Y Alan C. Jensen, City Attorney NAME OF ONEN Maureen King, City Clerk COMMRS. N D S 0 The meeting was called to order by Mayor Fletcher. The invocation, offered by Rev. George Hartsfield of Roberts Mt . Pisgah A. M. E. Church, was followed by the pledge to the flag. 1. Approval of the minutes of the meetings of the Retiring Commission and New Commission on November 2 , 1993 Rosenbloom x Motion: Approve minutes of the meetings of Shaughnessy x the Retiring Commission and New Commission on Waters x x November 2 , 1993 Weiss x x Fletcher x No discussion before the vote. The motion carried unanimously. 2 . Recognition of Visitors: William J. Ryszykow, 535 Royal Palm Drive, inquired concerning the study that was being undertaken to consider privatizing the Fire Department. He felt if the City intended to privatize the Fire Department the public safety building should not be remodeled. Mayor Fletcher suggested waiting until the Committee appointed to study the matter gave their report. Steve Rosenbloom, who is the Chairman of the Committee, felt the proposal was lacking information and that conceptually the city should make a determination whether or not it desired to privatize certain aspects. He indicated a proposal had been received, but that the City had not indicated their desire to privatize the Fire Department. Barbara Bonner, 463 Selva Lakes Circle, inquired V V Page 2 NAME OF November 8 , 1993 COMMAS. MSYN concerning the cleaning of ditches in Aquatic Gardens. Bob Kosoy, Public Works Director, explained extensive maintenance had been done a week ago. Ms. Bonner inquired as to the schedule of street sweeping, and Mr. Kosoy explained the city contracted out street sweeping and the entire city was usually swept. Mr. Kosoy agreed to ask for a work schedule when the streets were swept again. Kim Leinbach, City Manager, reported Jim Jarboe, Deputy City Manager, met with the Department of Transportation (DOT) . Mr. Jarboe indicated the DOT agreed to conduct a visual inspection of the ditch at Aquatic Gardens and Skate Road and also Mayport Road ditches. He reported the DOT was very cooperative and agreed to maintain their ditches. J. P. Marchioli, 414 Sherry Drive, felt that Howell Park had deteriorated. It was explained a great extent of vandalism had occurred in the park. Commissioner Weiss suggested pruning some of the undergrowth so that more visibility would be enjoyed. Kim Leinbach, City Manager, agreed to present recommendations concerning the park at the meeting of November 22 , 1993. 3 . Old Business: A. Fleet & Associates with submittal of final plans for remodeling public safety building: authorization to solicit bids (this was withdrawn from the agenda) . 4 . Consent Agenda: A. Acknowledge receipt of monthly usage report for Park & Recreation facilities B. Acknowledge receipt of Water & Sewer Committee Report No. 1 (FY93-94) Mayor Fletcher asked that Item B be removed from the Consent Agenda. ROSENBLOOM X X Motion: Approve passage of consent agenda SHAUGHNESSY X with the exception of Item B WATERS X WEISS X X No discussion before the vote. The motion carried FLETCHER X unanimously. B. Acknowledge receipt of Water & Sewer Committee Report No. 1 (FY93-94) Bob Kosoy referred to the Water & Sewer Committee V V Page 3 NAME OF November 8 , 1993 COMMRS. MSYN Report, second page, paragraph three, and he indicated the report should be amended to reflect $1 , 000 , 000 was available in reserves (the report incorrectly indicated $2, 000 , 000 was available in reserves) . A discussion ensued and Alan Potter explained there actually was $2, 000 , 000 in reserves but that it was necessary to maintain a catastrophe fund of $1 ,000 ,000 . He indicated a total of $7 , 769 , 000 was available in the Barnett and reserve funds were available. He suggested replacing service laterals in "old" Atlantic Beach area and he felt the loan funds plus reserves would be adequate for the proposed capital improvements . Jim Jarboe reported he would meet with the U. S. Navy regarding rates and he felt the Navy would agree to pay the same rates as Atlantic Beach customers. ROSENBLOOM X Motion: Accept Water & Sewer Committee SHAUGHNESSY X Report No. 1 (FY 93-94) , as amended. WATERS X X Amendment: $1 , 000 , 000 available in reserves WEISS X X FLETCHER X The question was called and the motion carried unanimously. 5 . Action on Resolutions: A. Resolution 93-51 - A RESOLUTION TRANSFERRING CERTAIN MONIES BETWEEN FUNDS Mayor Fletcher presented in full, in writing, Resolution 93-51 . He explained private donations had been made and were being placed in the Beautification ROSENBLOOM X X Account. SHAUGHNESSY X Motion: Approve passage of Resolution 93-51 WATERS X X WEISS X It was explained the Resolution would allow donations FLETCHER X for beautification to be utilized for improvements. The question was called and the motion carried unanimously. B. Resolution 93-52 - A RESOLUTION TRANSFERRING CERTAIN MONIES BETWEEN FUNDS Mayor Fletcher presented in full, in writing, Resolution 93-52 . ROSENBLOOM X X SHAUGHNESSY X Motion: Approve passage of Resolution 93-52 WATERS X X WEISS X It was explained the Resolution would provide for FLETCHER X V V Page 4 NAME OF November 8 , 1993 COMMAS. MSYN payment of $7 , 000 for final resolution of the Sixteenth Street beach access case. Alan Jensen, City Attorney, explained the lawsuit to obtain an easement at 16th Street was recently settled and the budget adjustment would now close the matter and allow the City to obtain title to the property. He explained the history of the case. Kim Leinbach reported it would cost approximately $27 ,000 to reconstruct the dune overwalks. Bob Kosoy distributed pictures of the site to the Commission. Commissioner Rosenbloom asked Bob Kosoy to meet with Mr. Blackard or perhaps the owner of a house on the north side of the access in an effort to jointly landscape the area with a sprinkler system. Mayor Fletcher suggested Commissioner Rosenbloom pursue the matter with Messrs. Kosoy and Leinbach. The question was called and the motion carried unanimously. New Business: A. Approval of Change Order No. 1 in project to fabricate and install six wetwells to increase contract price by $12 ,567 . 63 Bob Kosoy explained the language on the change order should have indicated "Change Order No. 1 in the project to fabricate and install six wetwell liners . " He explained this was an ongoing job and not a new project. He explained a strainer basket would have to be replaced at one of the wetwells and the wetwell suction piping had deteriorated to such a degree that replacement would be necessary. The change order also provided for rehabilitation of five manholes. The extra work would cost $12 , 567 . 63 and Mr. Kosoy explained the project had a 10% contract contingency so adequate funds were available to pay for the additional ROSENBLOOM X work. SHAUGHNESSY X X Motion: Approve Change Order No. 1 in the WATERS X Project to Fabricate and Install Six Wetwell WEISS X X Liners FLETCHER X Commissioner Weiss noted there were calculation errors and that sales tax had been included. It was decided to approve the change order subject to corrections noted by Commissioner Weiss. Commissioner Waters referred to a letter from Smith & • V V Page 5 NAME OF November 8 , 1993 COMMRS. MSYN Gilliespie dated August 31 , 1993 that indicated Smith & Gillespie was unaware of any additional work associated with adjustment of the suction piping at Wetwell "C. " Commissioner Waters questioned why the City was paying $572 . 00 for wetwell "C. " Mr. Kosoy explained Wetwell "C" was originally proposed not to be finished with suction piping. After the other wetwells were finished, however, and wetwell "C" was re-examined, it was decided the wetwell was in poor shape and it would be best to have it repaired rather than have to repair it in the future. Mr. Kosoy explained the function of wetwells. He indicated the City was still within the contingency fund and $1 , 639 . 27 remained. He added the project was completely finished. The question was called and the motion carried unanimously. B. Approval for Mayor to execute Community Development Block Grant contract with the City of Jacksonville gorge Worley, City Planner, reported the City planned > use the funding to rehabilitate three elderly- handicapped owner-occupied homes , install a sidewalk along Francis Avenue, construct a restroom facility at Jordan park, and improve drainage in the Donner neighborhood. The amount of the grant was $125 ,000 . ROSENBLOOM X Motion: Approve 19th year Community SHAUGHNESSY X X Development Block Grant contract with the WATERS X City of Jacksonville, as proposed. WEISS X X FLETCHER X Sharette Simpkins indicated the Donner Community Development Corporation (CDC) was in agreement with George Worley with the budget. She indicated concerns had been discussed and were in the process of being worked out. Mayor Fletcher commended the CDC for the excellent work it had accomplished. The question was called and the motion carried unanimously. C. Selection of CPA firm for FY 1992/93 audit Kirk Wendland, Finance Director, reported Purvis Gray & mpany were the low bidder for the City' s auditing services. V V Page 6 NAME OF November 8 , 1993 COMMRS. MSYN ROSENBLOOM X X SHAUGHNESSY X Motion: Award bid for auditing services for WATERS X the fiscal year ending September 30, 1993 to WEISS X X the lowest qualified bidder, Purvis Gray & FLETCHER X Company, for the not-to-exceed figure of $17 , 000 Commissioner Rosenbloom indicated he would like to start the bidding process earlier next year. Mr. Wendland agreed and it was decided to go out to bid in April, 1994. Tim Reed asked if the scope of the audit included an operational review, to which Mr. Wendland indicated in the affirmative and agreed to provide Mr . Reed with a copy. The question was called and the motion carried unanimously. 6 . New Business : A. Results of Police Department citizens ' survey avid Thompson, Police Chief, reported 250 surveys were mailed randomly to residents, and 82 were returned. He indicated 34% of the survey participants cited burglary as the most serious crime in their neighborhood; 17 put speeding as their top problem, and theft and drugs were each rated as the worst criminal activity by 10% of the residents. He indicated police were already responding to some concerns raised in the surveys . Mayor Fletcher asked for input from the audience and it was felt by some that more street lights were needed. Chief Thompson invited citizens to contact him regarding this. A resident asked for help regarding the impossibility of getting out of side streets on to Mayport Road during peak traffic hours. Chief Thompson indicated this matter would be studied. It was decided that a follow-up to this report would be placed on the agenda of the first meeting in December. Bob Kosoy reported during the construction of the chlorine contact chamber interference was experienced with reference to the effluent piping as proposed on the design drawings . He reported it was necessary to do a major relocation, and at the present time the contractor was on hold, waiting for approval from the rommission. He reported a proposal had been received or $3, 240 to re-route the effluent piping around the contact chamber thereby avoiding all the interferences. V V Page 7 NAME OF November 8 , 1993 COMMRS. MSYN He indicated monies were budgeted within the contingency on the project and no additional funds needed to be appropriated because it was within the contract. Mr. Kosoy asked for preliminary approval with the recommendation that staff bring all the paperwork and the change order at the next commission meeting. In this way the change order would not be held up. Kim Leinbach recommended the Commission approve the expenditure. ROSENBLOOM X X SHAUGHNESSY X Motion: Approve expenditure of $3 ,240 as WATERS X Change Order to correct effluent problem WEISS X X FLETCHER X Bob Kosoy explained after the proposed expenditure there would be $1 ,219 in the contingency fund and since the job was practically finished there should not be more change orders. The question was called and the motion carried unanimously. 8 . Reports and/or requests from City Commissioners, City Attorney, and City Clerk: Kim Leinbach reported he had attended a Florida League of Cities Legislative Conference in Tallahassee. He indicated the following items were discussed: worker ' s compensation being out of control , juvenile crime bill, and a catastrophe account to guarantee everyone homeowner' s insurance. Commissioner Waters inquired concerning Ocean Grove sewer project. Bob Kosoy explained sewers had not been installed and the resolutions were currently being reviewed by the City Attorney and should be on the next agenda for approval. Commissioner Waters referred to the Jasmine Street retention pond and indicated it had remained unrepaired. Bob Kosoy reported he had been in contact with the St. Johns River Management District concerning the matter. He reported the City had received two proposals and expected to receive one more proposal. As soon as the proposals were reviewed they would be brought before the Commission. Commissioner Weiss referred to the french drains on the V V Page 8 NAME OF November 8 , 1993 COMMRS. MSYN beach at 8th and 10th Streets. He indicated he was under the impression the drains had to be decommissioned. Mr. Kosoy explained if the drains were decommissioned at the present time it would cause a problem within the city. Mr. Kosoy added the city had not been notified by any state agency to decommission the drains. Commissioner Weiss advised traffic signals for school crossings were in disrepair, and he urged staff to repair them. Commissioner Weiss referred to the poor condition of the median at Atlantic Boulevard and Third Street and he suggested the situation be addressed and the median weeded and made more attractive. Commissioner Weiss reported a situation of unbagged garbage in the vicinity of 350 Ahern Street. Don Ford, Code Enforcement Inspector, advised tenants had been cited. commissioner Weiss felt the City needed to do more :racking relative to federal regulations which affect the sea coast. Mayor Fletcher asked Commissioner Weiss to provide him with information concerning this at the Workshop Session November 15 , 1993 . Commissioner Shaughnessy gave a brief synopsis concerning a meeting she attended at Amelia Island concerning Growth Management and local comprehensive plans. Commissioner Rosenbloom indicated his desire to have the City sponsor a "campout" for citizens at Jack Russell Park or Johansen Park. He felt this would bring people together. Chief Thompson and Rose Blanchard felt this was a good idea and the matter will be discussed in more detail. Mayor Fletcher announced Roberts Mt. Pisgah A.M.E. Church would hold a clothing drive, and it was requested donations be brought to the City Hall. The Mayor asked the City Manager to make arrangements to receive the clothing. He indicated Joyce Freeman was in charge of the clothing drive and her phone number was 241-7191 . [ayor Fletcher referred to the pending health insurance Lhat was being considered in the Federal Government and V V Page 9 NAME OF November 8 , 1993 COMMAS. MSYN he asked the City Manager to advise how this would impact the City. Mayor Fletcher would like to have a welcome packet given to new citizens. He asked the City Manager to give his recommendations and he indicated he would like this implemented in the near future. There being no further business the Mayor adjourned the meeting at 9 : 00 p. m. —)06011. yman T. Fletcher Mayor/Presiding Officer ATTES T: �LL22.P�✓ Maur en King, Ciity C rk