06-28-93 v AMENDED AGENDA: REPORT PROVIDED FOR 6A, 7B AMENDED
CITY OF ATLANTIC BEACH
REGULAR MEETING OF THE CITY COMMISSION, JUNE 28, 1993, 7:15 P.M.
AGENDA
Call to Order
Invocation and pledge to the flag
1. Approval of the minutes of the regular meeting of June 14, 1993
2. Recognition of Visitors:
3. Appearances:
A. Presentation of Tree City USA Award (Urban Forester Larry
Figart, State Forestry Department)
B. Preliminary report from Fleet and Associates on expansion of the
Public Safety Building (Janice Fleet)
4. Old Business:
A. Discussion and related action regarding Bid #9293-19
purchase of a backhoe (PW Dir. Bob Kosoy)
B. Discussion and related action relative to the general policies
for the Adele Grage Community Center (Commissioner Waters)
C. Discussion and related action regarding park and ride bus program
(City Manager Kim Leinbach)
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.
5. Consent Agenda:
A. Water and Sewer Committee report
B. Approval of Bid #9293-17 water main improvements on 3rd and 8th
Streets
C. Approval of Bid #9293-18 Buccaneer chlorine contact chamber
D. Approval of Bid #9293-20 fabricate and install 6 wetwell liners
E. Approval of Bid #9293-21 trash truck with boom
F. Approval of Change Order #1 Sanitary Sewer Rehab-Ahern, 9th
Street and Seminole in the additive amount of $9,042.80
6. Resolution:
A. Resolution #93-26 authorizing execution of Barnett Bank note
issuance and attached documentation
7. Ordinances:
A. Final reading and public hearing amending Ordinance #95-93-57
relative to Potbellied Pigs
B. Final reading and public hearing of Ordinance #95-93-58 regarding
solicitation
8. New Business:
A. Discussion and related action relative to request consulting
inspection services and resident observation (PW Director
Bob Kosoy)
9. City Manager Reports and/or Correspondence:
10. Mayor to call on City Commissioners, City Attorney and City Clerk:
Adjournment
MINUTES OF THE REGULAR MEETING OF ATLANTIC BEACH
CITY COMMISSION HELD IN CITY HALL, 800 SEMINOLE V V
ROAD, AT 7 : 15 P . M. ON MONDAY, JUNE 28, 1993 0 0
T T
PRESENT: William I . Gulliford, Jr. , Mayor E E
Glenn A. Edwards D D
Adelaide R. Tucker, and
J. Dezmond Waters, III , Commissioners
M S
AND: Kim D. Leinbach, City Manager O E
Alan C. Jensen, City Attorney T C
Maureen King, City Clerk I 0 Y
ABSENT: Lyman T. Fletcher (excused NAME OF ONEN
absence) COMMRS. NDSO
The meeting was called to order by Mayor
Gulliford. The invocation, offered by Mayor
Gulliford, was followed by the pledge to the flag.
1 . Approval of the minutes of the regular meeting
of June 14, 1993
Edwards x x
Motion: Approve minutes of the Tucker x
regular meeting of June 14, 1993 Waters x x
Gulliford x
No discussion before the vote. The motion carried
unanimously.
Mayor Gulliford announced he would be in Russia in
August and would not be able to attend the meeting
of August 9 , 1993 . He explained the purpose of
the visit was a program to assist in the
establishment of small municipal governments .
Steve Jarrett, 1040 24th Street, requested wavier
of 1 , 500 foot separation requirement for sale of
alcoholic beverages at 645 Atlantic Boulevard.
Alan Jensen, City Attorney, advised no provision
existed in the code for this type of waiver, but
that the Commission had granted similar relief in
the past.
A discussion ensued and it was decided to hold a
public hearing on July 12 , 1993 at which time
formal action on the request will be taken by the
Commission.
It was felt there was a need to have a system of
appeal for this type of relief and the City
Manager was instructed to draft an amendment to
the existing ordinance to allow for appeal to the
1 , 500 foot separation requirement for sale of
alcoholic beverages .
Page 2
June 28, 1993 V V
NAME OF
COMMRS. MSYN
- • i-- - - SO - II - . • : - .
Experimental Theater (ABET) was currently filing
papers to establish non-profit status. She
advised officers were in place, and she announced
the names of citizens who would act as an Advisory
Committee, as follows: Mary Lou Boyer, Ray
Breault , Dr. Joan Carver, Lyman Fletcher, Mary
Ann Frohwein, Jeff Goldberg, Lynn McManus, Jeff
Montanye, Susan Rodgers, Sally See, Bob Weiss,
Karen Wolfson; Officers/Board: President- Megan
Phifer, Vice-President - Debby Draper,
Secretary/Treasurer-Beth Robertson, and Artistic
Director-Carson Merry Ballie.
William J. Ryszykow, 535 Royal Palm Drive,
inquired as to why the uniforms of the police
department were blue in color instead of brown, as
in the past . It was explained the color blue was
lower in cost than the traditional brown, and thus
it was felt it would be financially practical to
utilize the color blue . It was explained the logo
on the police cars was the exact duplicate of the
police badge and since police cars are white when
delivered it was decided to change to white cars.
3 . Appearances:
A. Presentation of Tree City USA Award
Larry Figart, State Forestry Department, presented
a Tree City USA Award and explained the
requirements the city had to meet to receive the
award. He added it would be necessary to
recertify every year to requalify for the award.
He presented a flag, and he added the City' s
application was one of the best that had been
received by Tallahassee.
B. Preliminary report from Fleet and
Associates on expansion of the Public Safety
Building
Janice Fleet, Fleet & Associates, gave a
preliminary report on the expansion of the Public
Safety Building. The following renovations were
recommended: expand the Investigators offices out
towards the council chambers, approximately 130
sq. ft . ; expand the Record/Police Chief offices
towards the parking lot on Seminole Road; expand
the record storage area on the same side of the
building, which would add approximately 203 sq.
ft . ; cover the sally port; enclose the outside
storage area to allow better use of the storage
space; create an office for the Fire Chief in the
living/dining room--the area had ample space for
Page 3 V V
June 28, 1993 NAME OF
COMMRS. MSYN
the existing use and to create an office for the
Fire Chief; move the Fire Marshal ' s office to the
Public Safety building by creating an office on
the first floor; and create a new bunk room by
building a second floor in the apparatus room. It
was estimated the additions and renovations to the
Public Safety Building would cost less than
$110 , 000 . 00 .
It was explained the next step would be the final
design. The City Manager asked the Commission to
advise if they had any questions or suggestions.
Mayor Gulliford reported a dedication ceremony had
taken place earlier in the evening naming the
Water Plant after Walter J. Parks, Jr. , who had
been the city engineer.
Agenda Item 6A was taken out of sequence and acted
upon at this time.
A. Resolution #93-26: A RESOLUTION OF THE CITY
OF ATLANTIC BEACH, FLORIDA, AUTHORIZING THE
ISSUANCE OF THE CITY'S WATER AND SEWER REVENUE
NOTE, IN A PRINCIPAL AMOUNT NOT TO EXCEED
$10,000,000, TO BARNETT BANK OF JACKSONVILLE, N.A.
BY NEGOTIATED SALE TO REFINANCE EXISTING
INDEBTEDNESS OF THE CITY IN RESPECT OF ITS WATER
AND SEWER UTILITY SYSTEM, TO PAY THE COSTS OF
CERTAIN IMPROVEMENTS TO SUCH SYSTEM, AND TO PAY
THE COSTS OF ISSUANCE: PLEDGING THE NET REVENUES
OF THE CITY' S WATER AND SEWER UTILITY SYSTEM TO
SECURE PAYMENT OF THE NOTE: CREATING A DEBT
SERVICE RESERVE FUND FOR THE BENEFIT OF THE
NOTEHOLDER: MAKING CERTAIN COVENANTS AND
AGREEMENTS FOR THE BENEFIT OF THE NOTEHOLDER:
AUTHORIZING THE EXECUTION AND DELIVERY OF LOAN
DOCUMENTS: AUTHORIZING THE DEFEASANCE OF THE
CITY' S $900,000 OAK HARBOR WATER AND SEWER
DISTRICT BONDS: AUTHORIZING THE DEFEASANCE OF THE
CITY $2 ,800,000 BUCCANEER WATER AND SEWER DISTRICT
BONDS: AUTHORIZING THE DEFEASANCE OF THE CITY' S
$1 , 500,000 LOAN UNDER STATE OF FLORIDA WATER
POLLUTION CONTROL BONDS, SERIES "Q" : AUTHORIZING
FURTHER OFFICIAL ACTION IN CONNECTION WITH THE
NOTE: AND PROVIDING AN EFFECTIVE DATE.
Mayor Gulliford presented in full, in writing,
Resolution #93-26 .
Kirk Wendland, Finance Director, reported all
pertinent documents were provided for the perusal
of the Commission. He introduced Chauncy Lever,
Page 4 v V
June 28, 1993 NAME OF
COMMRS. MSYN
of Foley and Lardner, and advised a representative
of Barnett Bank was also present.
Commissioner Waters thanked everyone involved for
the time and effort that was put into the matter.
Kirk Wendland thanked everyone for their hard work
and cooperation. Commissioner Tucker thanked
Alan Potter for the tremendous service he provided Edwards x x
to the city. Tucker x
Waters x x
Motion: Approve passage of Gulliford x
Resolution #93-26
No discussion before the vote. The motion carried
unanimously.
4. old Business:
A. Discussion and related action regarding Bid
#9293-19
Ernest Beadle, Public Works Inspector, reported
additional information had been furnished to the
Commission relative to bid #9293-19 for a
Backhoe. Case Power and Equipment, Jacksonville,
Florida, was low bidder with a base bid of
$43 , 715 . 00 and options bid of $10,831 . 00 for a
total bid of $54 , 546 . 00 . The Commission felt
information had been furnished to their
satisfaction.
Edwards x x
Motion: Accept Case Power & Tucker x
Equipment bid of $54,546.00 for Waters x x
Backhoe with options, Bid #9293-19 Gulliford x
No discussion before the vote. The motion carried
unanimously.
B. Discussion and related action relative to the
general policies for the Adele Grage Community
Center
Commissioner Waters presented the results of
several joint meetings of the Advisory Recreation
Board and the Fact Finding Committee. After
careful study, he reported, the members
recommended a Short Term contract, with
guidelines, and a Long Term Contract, with
guidelines, for usage of the Community Center.
(copy of the report and recommended contracts,
with guidelines, dated June 21 , 1993 are attached
hereto and made a part hereof) .
•
Page 5
June 28, 1993 v V
NAME OF
COMMRS. MSYN
commissioner Waters explained short Lein, shall be
defined as not exceeding a total of 100 hours
within a three month period of time and, if fees
were to be charged, the contract would be
negotiated by a negotiating team. With reference
to the long term contract, he explained long term
was defined as exceeding a total of 100 hours
within a three month period of time, and that the
length of the contract would be negotiated
annually. He added no sales would be allowed in a
short term contract .
Mayor Gulliford questioned the need for furnishing
a financial statement, and Commissioner Waters
explained this would be a matter of public record,
only.
A discussion ensued relative to the organizations
that currently used the Community Center. Rose
Blanchard advised at the present time scrabble,
bridge, and art classes (which had recently
concluded) occupied the center, and that Habitat
maintained an office at the center. A discussion
ensued concerning the drama workshops for children
and it was questioned whether or not it would be
necessary to obtain an occupation license for
operation of the classes.
It was felt by some citizens that groups using the
Center should contribute toward its utility
bills . Kirk Wendland was asked to advise the
Commission the cost of utilities at the Center.
A discussion ensued concerning whether or not the
city wished to charge for use of the Center. It
was felt by Commissioner Waters that citizens
should be entitled to services, and they should be
able to use the facilities at a very small charge.
Commissioner Tucker commended the committee for
its work in reviewing the matter. She felt voting
on the matter should not take place until
Commissioner Fletcher was present. In the
meantime, she recommended the City Attorney review
the document.
It was decided to turn the recommendations of the
Advisory Recreation Board and Fact Finding
Committee to the City Manager and the City
Attorney to present the proposed document in
Resolution form.
Motion: Refer recommendations of
the Advisory Recreation Board and
Page 6 v V
June 28, 1993 NAME OF
COMMAS. MSYN
Fact Finding Committee to the City Edwards x x
Manager and the City Attorney to be Tucker x
presented in resolution form Waters x x
Gulliford x
Mayor Gulliford asked if the document would be
added to the present rental policy, to which
Commissioner Waters replied the document would
over-ride whatever policy was in existence.
Commissioner Waters added every facility was being
addressed, and not just the Community Center.
The question was called and the motion carried
unanimously.
C. Discussion and related action regarding park
and ride bus program
Kim Leinbach, City Manager, reported Jacksonville
Transporation Authority (JTA) had agreed to
provide a park and ride service to resolve the
parking problem related to people going to the
Ocean. He reported the bus would pick up riders
at the Pic-n-Save parking lot and would drop them
off at various points along Ocean Blvd. The
shuttle would begin operation July 4, 1993 and
continue on weekends throughout the summer
months . The JTA would like Atlantic Beach to show
its commitment to the project by securing
permission from Pic-n-Save to use their parking,
and to contribute toward the promotion of the
service .
Motion: Approve recommendation to Edwards x x
secure permission from Pic-n-Save to Tucker x x
Water
use their parking lot, and for a Tunis ..
contribution by the City toward the Gulliford
promotion of the service
No discussion before the vote . The motion carried
unanimously.
5. Consent Agenda:
A. Water and Sewer Committee report
B. Approval of Bid #9293-17 water main
improvements on 3rd and 8th Streets
C. Approval of Bid #9293-18 Buccaneer chlorine
contact chamber
D. Approval of Bid #9293-20 fabricate and install
six wetwell liners
E. Approval of Bid #9293-21 trash truck with boom
F. Approval of Change Order #1 Sanitary Sewer
Rehab-Ahern, 9th Street and Seminole in the
additive amount of $9,042 .80
Page 7 V V
June 28, 1993 NAME OF
COMMRS. MSYN
Commissioner Tucker requested Item A be withdrawn
from the Consent Agenda. Edwards x x
TucMotion: Approve passage of Consent waters
Agenda with the exception of Item A Waterx x
Gulliford x
No discussion before the vote. The motion carried
unanimously.
A. Water and Sewer Committee report
Commissioner Tucker referred to Item 5 of the
Water and Sewer Committee report dated June 21 ,
1993 regarding sludge management, and inquired as
to the location to which the City' s sludge would
be hauled. It was explained as of October 9, 1993
the landfill would not accept the City' s sludge,
and it was necessary to go out to bid to see what
it would cost for an alternative site. A question
arose as to why the City had to bear the cost of
this, and it was explained if the sludge contained
a high moisture content it would not be accepted
at the landfill . Edwards x
Motion: Accept Water and Sewer Waters x x
Committee Report dated June 21, 1993 Waters x x
Gulliford x
No discussion before the vote. The motion carried
unanimously.
6 . Resolution:
A. Resolution #93-26 - Resolution authorizing
execution of Barnett Bank note issuance and
attached documentation (this was acted upon
earlier in the agenda)
7 . Ordinances:
A. Ordinance #95-93-57 - Public Hearing
AN ORDINANCE OF THE CITY OF ATLANTIC BEACH,
FLORIDA, AMENDING CHAPTER 4, ANIMALS, SECTION 4-7,
MAINTAINING STABLES: KEEPING OF HOGS, BY ALLOWING
CERTAIN VIETNAMESE POTBELLIED PIGS AS HOUSEHOLD
PETS AND PROVIDING AN EFFECTIVE DATE
Mayor Gulliford presented in full , in writing,
Ordinance #95-93-57 , said Ordinance having been
posted in accordance with Charter requirements.
He opened the floor for a public hearing and
invited comments from the audience .
Bee Jay Lester, Animal Control Officer, reported
she had received additional information from the
Florida Pot-bellied Pig Association, and that she
Page 8 V V
June 28, 1993 NAME OF
COMMRS. MSYN
had contacted other cities. She reported the City
of Jacksonville had not experienced problems with
allowing the pot-bellied pig. She recommended the
pig should be vaccinated yearly, that it should
not weigh over 125 pounds, that the pig should be
at "creast eight weeks of age when purchased, and
that a pooper-scooper should be required as with
dogs .
Joan Bednar, 369 Ahern Street, the owner of the
pig, advised the pig was contained inside a
fenced yard, and that she was able to visit her
home several times a day to exercise the pig. She
indicated she had experienced no problems related
to owning the pig.
Since no one wished to speak further the Mayor
closed the Public Hearing. Edwards x x
Motion: Approve passage of Tucker x
Ordinance #95-93-57 on Final Reading Waters x x
Gulliford x
No discussion before the vote . The question was
called and the vote was 3-1 , with Commissioner
Tucker voting nay. The motion carried.
B. Ordinance #95-93-58 - Public Hearing
AN ORDINANCE AMENDING CHAPTER 18 OF THE ATLANTIC
BEACH CODE ADOPTING VARIOUS RULES AND REGULATIONS
RELATED TO CHARITABLE SOLICITATIONS, REQUIRING A
PERMIT THEREFOR, AND PROVIDING AN EFFECTIVE DATE.
Mayor Gulliford presented in full , in writing,
Ordinance #95-93-58, said Ordinance having been
posted in accordance with Charter requirements.
He opened the floor for a public hearing and
invited comments from the audience.
Donald Moore, 2313 Fleet Landing Blvd. , referred
to Section 18-4( 2 ) and he felt panhandlers should
be prohibited from accosting people for purposes
of soliciting money. With reference to Section
18-4 (4) he suggested panhandling should be done
only during daylight hours .
A discussion ensued and several suggestions were
made to revise the language in the proposed
ordinance. It was felt by several persons that
panhandling should be done only during daylight
hours , It was felt the ordinance addressed the
matter of prohibiting people from obstructing
people in an attempt to get a donation.
Page 9 V V
June 28, 1993 NAME OF
COMMAS. MSYN
Since no one wished to speak further the Mayor
closed the Public Hearing.
Edwards x
Motion: Approve passage of Tucker
Ordinance #95-93-58 on Final Reading Waters x
Gulliford
After discussion it was decided to revise the
proposed ordinance with the following amendments :
Sec . 18-2 - change the first paragraph as
follows: All persons, before entering into or
upon a residential premises within the City for
the purpose of soliciting, shall register with the
City Clerk or the City Clerk' s designated agent
and obtain a permit, and furnish the City Clerk
with the following: . . . Sec. 18-4(4 ) No solicitor
shall solicit door-to-door at any residence
between the hours of sunset and 9 : 00 a. m. Sec.
18-4( 5 ) Solicitors shall solicit under the
conditions permitted. Sec. 18-8 - change the
first sentence to read: The provisions of Sections
18-214_) ( 5 ) and 18-3 shall not apply to: . .
Commissioner Tucker pointed out that the
definition of "Hawker" and the provision
prohibiting such activities in Atlantic Beach had
been deleted from the ordinance . She felt it was
important that this be included and after further
discussion it was felt this subject would be more
appropriately located in Chapter 20 under
occupational Licenses and it was agreed an
ordinance should be drafted to amend Chapter 20 to
include a definition and prohibition of hawking in
Atlantic Beach.
Edwards x
Motion: Approve passage of Tucker x x
Ordinance #95-93-58 on Final Waters x x
Reading, as amended. Amendments as Gulliford x
follows: Sec. 18-2 - change the
first paragraph as follows: All
persons, before entering into or
upon a residential premises within
the City for the purpose of
soliciting, shall register with the
City Clerk or the City Clerk' s
designated agent and obtain a
permit, and furnish the City Clerk
with the following: . . .Sec.
18-4(4) No solicitor shall solicit
door-to-door at any residence
between the hours of sunset and 9:00
a. m. . Section 18-4(5) Solicitors
shall solicit only under the
conditions permitted. Sec. 18-8 -
change the first sentence to read:
Page 10 v V
June 28 , 1993 NAME OF
COMMRS. MSYN
The provisions of Sections
1R-2(4) (5) and 18-3 shall not apply
to: . . .
No discussion before the vote . The motion carried
unanimously.
8. New Business:
A. Discussion and related action relative to
request for consulting inspection services and
resident observation
Ernest Beadle, Public Works Inspector, reported
professional services were needed for upcoming
construction projects due to the heavy amount of
construction work due to start. Mr. Beadle
reported one construction project was presently
underway, four construction projects were due to
commence soon, and five projects were coming into
final design stage . He indicated three projects
would overlap and, thus assistance was needed to
cover the jobs properly.
Motion: Approve proposal for Smith Edwards x x
and Gillespie Engineers as detailed locker x x
in article 1C of contract dated June Waters x
1 , 1993 (copy attached hereto and Gulliford x
made a part hereof)
Commissioner Tucker felt the total cost of
$77 , 271 . 24 was too high for three projects .
It was explained Smith and Gillespie had submitted
a proposal for $23, 271 . 24 for continuing their
existing professional services contract during
construction. In addition, they had proposed
using their current resident observer, Mr. Gary
Debo, at a monthly rate of $4, 500.00 . Based on a
12 month duration, the budget for resident
observation was $54,000.00. The City Manager
advised he had investigated this cost and it was
felt the price was fair. He added the price had
been modified.
Commissioner Waters inquired as to the cost of
asphalting a parking area on Poinsettia Street, to
which Mr. Beadle explained the cost was
approximately $15 ,000.
The question was called and the motion carried
unanimously.
9 . City Manager Reports and/or Correspondence:
Page 11 v V
June 28 , 1993 NAME OF
COMMRS. MSYN
Kim i,ei_nbach asked Kirk Wendland, Finance
Director, to present a request for the purchase of
utility billing software . Mr. Wendland advised
the City was attempting to go through the
conversion process of Utility Billing Software .
One of the items that was needed in order to do
the conversion was a software package which
included four wand reader units and computer
reading boxes . He explained the purchase would
increase productivity of meter readers .
He advised the purchase would be approximately
$15 , 000; $3 , 000 represented the software package
program, and $12 , 000 represented four wand reader
units and computer boxes that were utilized to
sad the meters . .
Motion: Approve purchase of Edwards x x
software package, and four wand Tucker x
Waters x x
reader units and computer reading Gulliford x
boxes at approximately $15,000
It was explained the Code did not require that the
city go out for bid in this particular case .
The question was called and the motion carried
unanimously.
Harry McNally, Utility Plant Division Director,
explained it was necessary to install a new
manhole on Regulus Drive so that the City of
Jacksonville could proceed with paving.
It was advised the cost would be $5 , 350 . 00 .
Because of the emergency nature of the project Mr.
McNally asked that the bid procedure be waived and
John Woody, Inc . be authorized to proceed with the
construction .
Edwards x
Motion: Authorize new manhole on Tucker x x
Regulus Drive at a cost of $5,350 Waters x x
Gulliford x
The question was called and the motion carried
unanimously.
City Clerk Maureen King advised July 1 , 1993 was
the deadline to turn in financial disclosures .
Commissioner. Waters felt Russell Park was not safe
and needed additional police protection.
Lt. Jimmy Hill , Fire Department , advised of
unsafe conditions at Russell Park. He explained
softballs from the softball fields fell on the
• Page 12 V V
June 28 , 1993 NAME OF
COMMRS. MSYN
tennis courts, and thus placed tennis players at
risk.
Mayor Gulliford asked Kim Leinbach to arrange a
meeting with the Community Development Board.
There being no further business e May
adjourned the meeting at '0 :4 . m.
ifMayor I , Gtllllfor.
Mayor/Presiding Of •:r
A T T E S - 'T':
-- Mau een Kin g.
City Clerk
fd Lgti
f 1 ABET 1993-94 ADVISORY COMMITTEE
Meeting Lei-monthly, 4th Wednesday, beginning
July 28 .
1. MARY LOU BOYER, * BOYER & BOYER ARCHITECTS
2 . RAY BREAULT, * EXEC. V.P . 1ST UNION BANK
3 . DR . JOAN CARVER, * PHD . , DEAN OF ARTS &
SCIENCES, JACKSONVILLE UNIVERSITY
4 . LYMAN FLETCHER, * ATTY-AT-LAW, A. B.
COMMISSIONER
5 . MARY ANN FROHWEIN, * V.P . FROHWEIN
CONSTRUCTION CO .
6 .JEFF GOLDBERG, HIA, ACS, CLAIMS APPROVER,
PRUE-CARE, JAX.
7 . LYNN MCMANUS, * HOUSEWIFE, ART HISTORIAN
8 . JEFF MONTANYE, * V.P . BARNETT BANK IN
PORTFOLIO MANAGEMENT
9 . SUSAN RODGERS, * DIR . OF HUMAN RESOURCES,
CROWLEY AMERICAN TRANSPORT
10 .SALLY SEE, * RETIRED PUBLISHER
11 . BOB WEISS, * RETIRED AIRLINE PILOT, ACTIVIST
12 . KAREN WOLFSON, * HOUSEWIFE
* ATLANTIC BEACH RESIDENT
OFFICERS/BOARD
PRESIDENT - MEGAN PHIFER, * ASST. V.P . , 1ST UNION BANK
VICE-PRESIDENT - DEBBY DRAPER, TEACHER, GIFTED
PROGRAM,BRPWN ELEMENTARY
SEC-TY/TREASUREER - BETH ROBERTSON, * DRAMA TEACHER
LANDON MIDDLE SCHOOL OF THE ARTS
ARTISTIC DIRECTOR - CARSON MERRY BAILLIE, *
RETIRED TEACHER
shire" C Sot' M6Ry r 3
AuL, é
Ocean View, 1923 Beach Avenue, Atlantic Beach, Florida 32233. f l$-f
IrV y '; j� . —14 .a- Si.• asarrt� E
24 4 33 7 er4 r s ji : : :T &
1,-,,,,,i,e4i-:.,. it. lot„41;_._,Atrp.4"---alQ,.„.1 "--7-7,1-. A':'0,' :
I,`„ ,+ f1' f✓ee'111 3f,v i Cf,djt• • # , 6 4.!,til {l
....,.i.:-.:iifVf 7 11 -,ce/bc ...kit
ifft ��4rl� , I , j ,
!, •, . • •
ozp( \-‘1-4'
,,,,,. , tI�►i ; ,err. •
,; i�'us���
/LC igt-Lk.J Ic-e C. • — filiSL
CITY OF
,4e eiatie Fetid - 9wudet .
800 SEMINOLE ROAD
3? - - ATLANTIC BEACH,FLORIDA 32233-5445
� TELEPHONE(904)247-5800
4 FAX(904)247-5805
June 21, 1993
Honorable Mayor Gulliford, Fellow Commissioners:
The attached are the results of the several, joint
meetings of the Advisory Recreation Board and Fact Finding
Committee, under the chairmanship of Commissioner J. Dezmond Waters.
After careful study, the members felt that Management
Policy, Guidelines and Draft Copies for Short Term and Long Term
Contracts, would convey to the City Commission what 9 citizens, 1
City Commissioner and 1 Parks & Recreation Director feel would best
suit all users of the City Facilities.
These are their collective recommendations, submitted to
you for your consideration.
Commissioner J. Dezmond Waters will report on the attached.
t SII _
CITY OF
fitieuttee Ea - 76vcid4 .
800 SEMINOLE ROAD
ATLANTIC BEACH,FLORIDA 32233-5445
\�1 TELEPHONE(904)247-5800
,41 FAX(904)247-5805
REPORT OF THE JOINT MEETING OF THE ADVISORY RECREATION BOARD, FACT FINDING COMMITTEE
AND COMMISSIONER J. DEZMOND WATERS
HELD JUNE 10, 1993
We, the members of the Advisory Recreation Board and the Fact Finding Committee,
recommend the adoption of the following Parks & Recreation Management Policy by
the Atlantic Beach City Commission.
The General Policy:
It is the mission of the Parks & Recreation Department and its Board, to
provide the broadest menu of leisure and recreational services and activities for
the citizens, residents and employees of the City. In pursuit of its goal to impact
and improve the quality of life in Atlantic Beach, this Department will:
1. maintain its current facilities in a safe, sanitary and attractive
manner,
2. maximize the use of its current facilities,
3. enhance and expand programs and activities which meet the needs and
desires of every segment of the population whether it be children, juvenile
young adults, adults or seniors.
4. provide short term (permitted, single event) contractual use of
Atlantic Beach facilities with priority granted to our citizens,
residents and employees on a "first come, first served" basis,
S. provide long term (extended or Special) contractual use of Atlantic
Beach facilities where it is understood that such contracts must be
negotiated annually and must enhance the general mission of Parks and
Recreation or otherwise enhance the quality of life in Atlantic Beach.
Excluding government agencies and schools, the permitted (short term contract) and
extended (long term contract) uses of our facilities are reserved primarily for the
citizens and residents of the City of Atlantic Beach and its employees.
SHORT TERM CONTRACTUAL GUIDELINES
* Short term shall be defined as not exceeding a total of 100 hours within
a 3 month period of time.
* If fees are to be charged, the contract must be negotiated by the Negotiating
Team.
* Atlantic Beach Facilities shall not be used for personal or corporate profit.
* All participants will leave a $50 Cleaning/Key Deposit
* In general, NO SALES will be allowed.
* If salaries are to be paid, the amount must be shown up front, including a
Financial Statement.
* Special charges will be negotiated for extraordinary or expensive requests
or usages: ball park lighting, tennis lights, permanent storage (anything
longer than 48 hours) , set up, physical changes, etc.
* Proof of Tax Exempt status (only if money is involved) .
* There will be NO CHARGE to a resident of Atlantic Beach for use of any
Facility, daytime or night time, unless the person or group is charging,
then, as stated above, the contract must be negotiated.
Negotiating Team shall consist of the Ctiy Manager and his apointees.
•
\ �1
CITY OF
Aftieuitie Vea4 - 94144i
800 SEMINOLE ROAD
ATLANTIC BEACH,FLORIDA 32233-5445
>N;i TELEPHONE(904)247-5800
.Or ; FAX(904)247-5805
UNIVERSAL CONTRACT - SHORT TERM
A SHORT TERM CONTRACT SHALL BE DEFINED AS NOT EXCEEDING A TOTAL OF 100 HOURS
WITHIN A THREE MONTH PERIOD OF TIME.
This SHORT TERM CONTRACT AGREEMENT is made and entered this Day of 19_
at Atlantic Beach, Florida by and between c
ADDRESS PHONE #
and the City of Atlantic Beach, a Florida Municipal Corporation, 800 Seminole Road,
Atlantic Beach, Florida 32233-5445
The City of Atlantic Beach agrees to allow
to utilize space at from AM to
Facility Name
on 19
ALCOHOL IS PROHIBITED, BY LAW, in or outside the City's Buildings as well as in
and around ALL PARKS.
There is NO CHARGE for use of Facilities, to bona fide residents, living within
the boundaries of Atlantic Beach, at any time, except as stated below in item (a) .
However, if damage is done to any of the property of this City during the assigned sta)
a charge will be incurred by the undersigned. This would include additional cleaning,
if required. ALL users will submit a Cleaning/Key Deposit in the amount of $50.
THE FOLLOWING TERMS ARE APPLIED TO SHORT TERM USERS:
(a) If fees are to be charged, the contract must be negotiated by the
Negotiating Team.
(b) Atlantic Beach Facilities SHALL NOT BE USED for Personal or Corporate
profit.
(c) All participants will leave a $50 Cleaning/Key Deposit.
(d) In general, NO SALES WILL BE ALLOWED.
(e) If salaries are to be paid, the amount must be shown, up front, included it
a Financial Statement.
(f) Special charges will be negotiated for extraordinary or expensive
requests or usages: ball park lighting, tennis lights, permanent storage
(anything longer than 48 hours) , set up, physical changes, etc.
(g) Proof of Tax Exempt status (only if money is involved) .
• . •CITY OF ATLANTIC BEACH SHORT TERM CONTRACT PAGE 2
THIS CONTRACT IS NOT TRANSFERABLE. All Reservations MUST be scheduled
through the Parks & Recreation Director or Designee, BEFORE planning. A CALENDAR
of necessary days, dates and times MUST be submitted, BEFORE planning in order to
insure the space availability. STRICT ADHERENCE to the time frame reserved, will
be enforced.
WHEN AN EVENT IS HELD IN ANY CITY PARK, THE FOLLOWING GUIDELINES APPLY:
(a) Name of _function: (Birthday party, family reunion, etc.)
(b) Any special need: (handicap picnic table, ball field, grills, etc.)
(c) Number of people expected to attend.
(d) Length of time of event from beginning to end, including set up and
clean up time.
(e) You are responsible for the trash YOU generate. Empty the trash you
accumulate during your celebration, into the trash cans provided and
into the dumpsters, if you exceed the trash cans set out for your use.
IF THE CITY IS REQUIRED TO CLEAN UP AFTER YOUR FUNCTION, AN APPROPRIATE
BILL WILL BE SENT TO YOU FOR CLEAN UP, INCLUDING THE EXTRA MANPOWER AND
TIME.
(f) Responsibility for the Restrooms are also part of the facility use.
Please convey to your guests that YOU will be responsible for the condition
and/or repairs of the restrooms after you have used them.
(g) If the assigned facility is not occupied by the applicant within (30)
thirty minutes past the scheduled starting time assigned, the contract
becomes null and void and the facility may be used by others. Please be
sure to call us at least 48 hours in advance of the day you wish to use
the facilities so that we may have you sign this contract and that we
may properly prepare the area. Keep this copy of the Contract with you
at all times. Should you encounter any difficulties with other citizens,
report to the Police Station and they will take charge.
The signing of this Contract by any group or person, will FURTHER HOLD THE CITY
OF ATLANTIC BEACH AND ANY OF ITS PERSONNEL, HARMLESS.
ANY INJURY, SMALL OR LARGE, WILL NOT BE THE RESPONSIBILITY OF THE CITY OF ATLANTIC
BEACH OR ITS EMPLOYEES
RESPONSIBILE PARTY OR GROUP REPRESENTATIVE
ADDRESS PHONE 11
AUTHORIZED PERSONNEL FOR THE CITY OF ATLANTIC BEACH
LONG TERM CONTRACT GUIDELINES
* Long term shall be defined as exceeding a total of 100 hours within a
three month period of time.
* Length of Contract: negotiable annually.
* Proof of Insurance
* Financial Statement
* Rosters must be furnished, with Names, Addresses and Telephone numbers.
* Calendar (City should put a Master Calendar on the Computer System and
days and times would be available to all City Departments) .
* Salaries, if part of the financial arrangements, will have to be reported
up front.
* Storage Charges will be assessed according to the discretion . of the
Negotiating Team, (the City Manager and his apointees) , for storage spaces.
All items will be removed at the end of the activity, to free up the space
for some other function.
?
* Proof of -Non-Proflt status must be submitted at the Contract signing.
* Cleaning/Key Deposit must be made by check drawn on Contracting Organization's
name, in the amount of $50.
* All signs are to be negotiated.
* Surcharges for non-residents must be implemented.
CITY OF
�> cV - 94da
800 SEMINOLE ROAD
ATLANTIC BEACH,FLORIDA 32233-5445
/1 TELEPHONE(904)247-5800
.DC FAX(904)247-5805
UNIVERSAL CONTRACT - LONG TERM
A LONG TERM CONTRACT SHALL BE DEFINED AS ONE THAT EXCEEDS A TOTAL OF 100 HOURS
WITHIN A THREE MONTH PERIOD OF TIME.
This LONG TERM CONTRACT AGREEMENT is made and entered this Day of 19
at Atlantic Beach, Florida by and between c
ADDRESS PHONE #
an the City of Atlantic Beach, a Florida Municipal Corporation, 800 Seminole Road,
Atlantic Beach, Florida 32233-5445.
The City is the owner of certain Parks & Community Centers (hereafter referred
to as FACILITIES) , located within the City limits.
NAME OF ORGANIZATION OR GROUP
desires to use one of the Facilities owned by the City:
a. for the purpose of:
b. on the following dates:
c. between the times of and
The Parties desire to insure that there are safeguards and protection for each
party, regarding their respective obligations and potential liability; and that each
party is accountable for any and all funds raised and expended in the use of the City':
Facilities for the purpose as set forth above.
The Parties are in full and complete agreement regarding all terms and condition:
as set forth herein. Long term shall be defined as exceeding 100 within 3 months.
In consideration of the mutual covenants and agreements as stated herein, the
use of the City's Facilities and other valuable considerations, the receipt of which
is acknowledged by each of the Parites, IT IS AGREED AS FOLLOWS:
1. shall
have the right to use
in the City of Atlantic Beach, for the purpose of
CITY OF ATLANTIC BEACH LONG TERM CONTRACT PAGE 2
•
2. shall provide
the City, all reasonable documents and information as requested by the City, including
the following:
(a) Written proof or evidence of authority to conduct the activity at the
City's Facility, if the signee is not the principal authority.
(b) Written proof or evidence of Liability Insurance, in the minimum amount
of $500,000 noting the City of Atlantic Beach as Additionally Insured.
(c) Proof of Non-Profit status.
(d) True and correct records of account for any and all income and revenues
received, including those derived from such activities as Concession Sales, Advertising
Sales, Admissions, Class fees, Fund Raising Revenues, as well as such records for any
and all expenditures, to be recorded as negotiated.
(e) Schedules for all permitted activities, true and correct rosters of
participants, patrons, subscribers, etc. , to include Name, Address, and Telephone
number. All scheduling of activities are to be done through the Parks & Recreation
Director and no changes shall be made unless and until they have been cleared by the
Director. Full Calendars of desired days, dates, time slots, MUST BE SUBMITTED, BEFORE
Contract can be finalized.
(f) A request for any physical changes to any Facility must be submitted
in writing, to the City Manager, PRIOR to actual changes taking place.
(g) All trash, at the end of an event, MUST be placed in the Large Trash
Containers or Dumpsters provided by the City and located on the grounds of any and
all Facilities. Failure to do so may lead to an additional fee to the user for services
beyond that which our maintenance crew are assigned on daily basis.
(h) Advertising signs, banners, etc. displayed by
during the permitted time of the function, MUST be removed upon completion of the
Activity. The use of these signs must be negotiated before they are Displayed.
(i) A Cleaning/Key Deposit with a check to be drawn from the account of
the Contracting Organization, in the amount of $50 is required by all.
(j) Salaries, if part of the financial arrangements, will have to be reported
up front.
(k) Storage Charges will be assessed according to the discretion of the
Negotiating Team, for storage spaces. All items will be removed at the end of
the activity, to free up the space for some other function.
(1) Surcharges for non-residents must be implemented
(m) This Contract must be reviewed by the City Commission for:
Special Requirements Special Charges
Other "Specials"
CITY OF ATLANTIC BEACH LONG TERM CONTRACT PAGE 3
•
3.
HEREBY AGREES TO INDEMNIFY AND HOLD THE CITY OF ATLANTIC BEACH, HARMLESS FROM ANY AND
ALL CLAIMS AND DAMAGES WHICH MAY RESULT FROM THE USE OF THE FACILITY FOR THE PURPOSE
AS SET FORTH HEREIN. LIABILITY INSURANCE SHALL BE SECURED BY
WITH MINIMUM COVERAGE LIMITS OF $500,000
AND THE CITY OF ATLANTIC BEACH SHALL BE SHOWN AS AN ADDITIONAL INSURED, AS ITS INTEREST
MAY APPEAR, AN ORIGINAL TO BE ON FILE WITH THE CITY.
4. The City shall provide the Facility on the days and at the times specified,
with a clean, well equipped space or spaces, for the purpose as set forth above.
5. This agreement may not be changed, altered or modified unless by written
agreement signed by both parties hereto.
6. The prevailing party in any litigation arising hereunder shall be entitled
to recover reasonable attorney's fees.
7. The City of Atlantic Beach will NEITHER ALLOW NOR TOLERATE ANY FORM OF
DISCRIMINATION by any person, persons or organization, while they are using a City
Facility. One of the options that could be used in such a case, would be the IMMEDIATE
SUSPENSION OF SAID ACTIVITY SO INVOLVED.
8. EVERY CONTRACT AGREEMENT entered into for the use of City Facilities, will
be renewed annually on OCTOBER FIRST of each year. No one will be allowed to begin,
or just continue any activity without a CONTRACT AGREEMENT RENEWAL.
9. Any organization that uses the City Facility and earns ANY amount beyond a
reasonable salary and expenses, MUST submit % of that profit to the City of
Atlantic Beach for Facility use.
DISCLAIMER:
(to be added by the City Attorney, please!)
CITY OF ATLANTIC BEACH RESPONSIBILE PARTY
NAME
TITLE
OFFICIAL ORGANIZATION NAME