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Item 1A- Draft Minutes Commisison Meeting April 23, 2018MINUTES Ci 1 Y Or A 1 LAN 11C 1shAC11 UU1V11V11SS1U1V YR1UM I Y QUAL SLS' l I INN 1V1EE 11AU JAN UARY 12, 2UIS — 9:UU A.M. ADELE GRAGE UULTURAL C;E1VTER IN ATTENDANLE: Mayor Ellen Glasser Commissioner Candace Kelly Commissioner Brittany Norris Commissioner John Stinson Commissioner M. Blythe Waters (arrived 9:05 A.M.) Uall to order City Attorney Brenna Durden City Manager Joe Gerrity City Clerk Donna Bartle Deputy City Manage Kevin Hogencamp Facilitator Linda Lanier Mayor Glasser called the meeting to order at 9:03 A.M. 1mroduction3 were made by everyone mound the table. welcome and overview Lity manager (um) Joe uerrity welcomed everyone and stated this meeting is being broadcast on racebook Live. C nmm,55inner Waters arrived at 9:05 A.M. um Gerrity reported his observations of the Lity's assets and stated his goals, as follows: Assets -beautiful park system Buautitul beache3 • involved citizen group Outstanding General Fund Reserves Goals Work on tying parks together • Make the City of Atlantic Beach a place where people want to work., have a career • Kecognize our great employee workforce Improve/increase employee retention, be competitive with private sector • Complete a salary survey improve customer service training CM Gerrity turned the meeting over to Pacilitator Linda Lanier. Ms. Lanier welcomed everyone and thanked the C;ommi53ion for completing a�.d Submitting their goal Setting a53ignmem3 ahead of time. January 12, 20IN Priority Goal Setting Aleeting Ms. Lanier explained the format for this exercise will be clarifying what the goals are aLId theii establishing a priority for the order to achieve them. the materials submitted will be reviewed and then there will be a voting process. Ms. Lanier spoke briefly about the anicir `St�argie Lrader,hip and Decision Making for Elected Local Officials' (copy attached to agenda) wherein it states `Citizens take 3elvirr rArcllenee lar granted... ' and Ms. Lanier noted this is the minimum level that is expected of local governments by citizens. The time the Commissioi, actually 3prnEL marking together on City issues is limited to public meetings and/or workshops — approximately 20 hours monthly. M. Lcaiier 3taicd this time needs to be spent focusing on what is important, which is goal setting. SMART E, amework for goal setting Specitic Measureable • Achievable/ actionable Kesults focused = Time based -Next discussed were examples of and how to determine what is Urgent and/or Imhortaut. Ms. Lanier Flamed Priority as a topic that will receive particular, unusual and significant allcliliun. Fm this exercise this will be for the time during 2U 18 and 2U19. lnlrastructure 1 he CJroup discussed and provided details about the following subjects, staff answered questions, and then the Commission voted. Ke -evaluate :5 -way stop and traffic, installing roundabouts Stormwater Master Plan hiri..g a lobbyi,t lar legi,lativc aciian • Septic tank conversions • Public utilities (water/sewer), initiate rate study, infrastructure and equipment upgrade Mauer Plan lar 30rvvalk3 beach access • lntrastructure maintain conservation easement at Tideviews Public Parking_ parking garage partnership with (ane Ocean rollowing discussion the participants voted by using two green dots to deig..atr their rhaires for priority on the above topics. City Services au iltionS Ms. Lanier cxplained ihi3 13ru33ian vvill 3tart vvith City Services_ beginning with Public Salety. the Group discussed and provided details about the followi..g 3ubjrrt3, Malt answered questions, and then the Commission voted. Public Safety/Police Department — set goals, improve rrct uitiiig and retention stats_ achieve accreditation, community policing, provide resources and funding for tiaiiiiiig 2 J anuai y 12, 2018 P,, it,, ;ry (T al Setting Meeting staff and volunteers, utilize N1MS (National incident Management SystI!,,,) for i,,,rrgen7y training • lntrastructure/liscal resources supporting severe weather events; grow and maintain General Fund Reserves for emergency use, emergency management exr-rci3nn for hu„icane preparedness, terrorism and/or hazmat threat preparedness (N1MS) • updated website ready March 2ulg, user-friendly, ADA accessible; ,nubile app, utilize experienced citizens/volunteers • Human Resources (Hx) Ethics/EEO training for Co,,,,,,i33ioner,,, Boards; Committees and Employees, benefits/compensation/pension WP Legal Counsel/fees, necessary, expense to kir-1--p City out of court; provide monthly status reports = City-wide survey of • Urant opportunities, working with Langton M Associates, provide monthly/quaitrrrly 3tatu3 report • Commission Chamber — needs technology update Folluwii,g 13cussion'the participants voted by using three green dots to designate their choicesv for priority on the aboe topi73. Uodes, Land Use and rermittin Ms. Lanier explained this discussion will start with the building permit procr--33. The Uroup di.cu..ed and provided details about the following subjects, staff answered questions, and thy„ the Commission, VvtCd. Overhaul building permit process, improve department organization, shorten wait time; utili,e t,acki„g s,,ltware • Continue implementing Tree Code update Land Use Codes, define pervious a.,d impervious ratio = Bala„cr-- rr-drrvelopment and quality of lite, neighborhood approach, property values • Code enforcement action for builders/developers in violation, publish violations/lines Designation of Historic District a„d/or locations Agenda management software Town Center overlay district F,Ab,wing discussion the participants voted by using one green dot to designate their choices tai priority on the abovir topi73. Marsh/May port road The Uroup discussed and provided details about the following subjects; staff a„,wered questions; and then the Commission voted. • Create plan for road diet to reduce speed limit • Create a `Main Street USA' feel E3tabli3h a committee/task torce to research ways to improve appearance, signage, landscaping, storage improve accessibility of road design for pedestrian crossing, wayfinding • Speed bumps on Main St. to slow cut -through traffic from Mayport Rd. 3 januaiy 12, 2UJL8 rriority Goat Setting Meeting • bicycle route/bike-ability, create hast coast Greenway node, create Su.uise-Sunset Trail (East-West) connector, continue existing -plaza Fd. bike path to the Marsh, reseal rh grants/outside funding/support opportunities • Attract neighborhood grocery store IF Study Mayport Rd. for road noise a.0 pollution near the Mayport Flyover Pros/cons of a Community Kedevelopment Agency, research alternate programs to achieve simila, benefits r onowing discussion the participants voted by using two green avis to designate their choices for priority on the above topics. Quality of Life The group discussed and provided details about the following subjects, stalt answered questions, and then the commission voted. 'Peen Council • Has been unfunded, inactive Part of Cultural Ans and Kecreation Advisory Committee (UAKAU) mission to have a Teen Council Ask the kids what they need Citizens Ask/survey citizens how they detme duality of lite rarKs Bike park, Splash park, boardwalk • -parks Master Flan, review land use, prioritize acLluisitions IF Maintenance and standa, ds Culture and identity IF Atlantic Theatre 1 urtle Drop/ball Drop for N ew Y ears Eve celebration Following discussion the panIrIpants voted by using two green dots to designate their choices for priority on the above topics. Lunch break 11:3U a.m.; reconvened at 11:JU a.m. Environment the Group discussed and provided details about the tollowing subjects, statt answered questions, and then the Commission voted. Evaluate dune restoration practices • State/Federal programs IF Emergency restoration sand tenses • 1 urtle nesting issues • Walkovers 21 nxuur�r��w�wur• �rii�r���nir��iKs'�i►�iiiKK'�ir� Preservation Properties/passive Yaks • Selva Preserve • Johnston island Beach — duiiu3, trash clean-up • Wetlands_ marshes Trees • Budget line item for tree planting • Fight -of -way planting = Maintcnanck, • Acquire mitigation property Environmental Regulatiojuis • No plastic bags, tool containers • xecycling education Eidurccment • Tour recycling tacility • Earth Day and Arbor Day ccicbratinu r ollowing discussion the participants voted by using two green dots to dcsigiiatc their choices for priority on the above topics. the Group discussed and provided details ab'vut the tollovving subjects, stats answered questions, and then the commission voted. • beautification Signage - use state park toimat • Environmental Stewardship uommittee (hSC) • Cultural At and Recreation Advisory Committee (C;AKAQ • Military community • Neighborhood branding = Preservation effort. — historic district; environmental assets, architectural, neighborhood • Arts- recreations, parks Following discussion the patiripants voted by using one green dot to designate their choices for priority on the above topics. Commission Effectiveness '1'hc Facilitator_ Linda Lanier, explained the importance of sell evaluation and how it can help to be mors cffectivc. 'l'hc lullovving items were presented for discussion. • Video all public meetings — technology available only in commission Chamber, costs involved per bioadrast and/or live streaming, research how to provide tot all meetings and locations Lcg..lative Agenda — Commission, City Attorney, laity Manager and Staff monitor, also need to mo ... trt City of Jacksonville/Duval County budget process and how it effects Atlantic Beach 5 anuaryPriority Goal Setting a in • hanging mayor term referendum and addition of at -large representation Focus on eoL,3en3u,, building and common ground, improve ettectiveness, leadership as a singular governing body Monthly budget detail variance reporting — when approving expenditures provide fund source and bala..ru • .Budget model providing for `what it, scenario evaluations, budget line item priorit.zng • Hscal resources for sustainability of City serviees and quality of lite, review and maintain Uity's Keserve rund, allocating use of excess Reserves; eon'ider long-term borrowing options Following discussion, the pa�-Lieipants voted by using two green dots to designate their choices for priority on the above topics. Final Ms. Lanier reviewed there are approximately /u ditterent elements to choose from to determine the final priority vote. The first part of the tmal task will be for each commissioner to vote for five (�)) items from the total list to dete..,,,ine their tmal choices for priority goals. tach will receive pink dots for votes. Discussion ensued and then a second round of voting took place, generating a collective, agreed upon priority gnals for 2018 — 2019 as follows: • Update UoUes Parks master clan, including Preservation and Sunrise-S...3uL "frail Stormwater Master Plan • Mayport Koad • rursue USUt u Community LEEDS Review RuL u- ve l 'und • .Branding = rvaluate dune restoration Vlden all public meetings Mayor Glasser thanked Ms. Lanier and everyone in the audience. She acknowledged rormer Mayor Suzanne Shaughnessy in the audience. The floor was opened for Public Lomment: Suzanne Shaughnessy spoke about roundabouts and roadway designs, and roundabouts not exceeding more than four entrances for effectiveness. Mark Tomaski spoke in support of having workshops, open government, and videotaping all meeting3 for public viewing on the website. venra i omaski spoke about open government, ..0 videotaping all meetings for public viewing on the website. There were no other speakers and Public Comment was closed. Closing comments from the Commission: I .lanuary 1L, Lu12s Priority Goal Setting Muut;ng Comm;ssion Kelly • Spoke about the Lommission championing these issues. Commiss;onux Noy ;s • 1 hanked Ms. Lanier for facilitating this meeting. Commissioner Wates s • Spoke about displaying the priority list for public view. Commissioner Stinson • Thanked Ms. Lanier for facilitating and thanked everyone for attending. City Manager Gey rity • Thanked everyone for attending and making this a productive and realistic meet.�.g. Facilitator Lanier • Thanked the Uommission for their participation and appreciated how well evr, y nne worked together. Adjournment There being no further discussioii, MayVe Glaaa'ci dccrlaicd thu iiiucung adjourned at 1:36 PM. Al1LSl: lionna L. Bartle, CMC Lity Llerk "Lt5/nJY Ellen Glasser Mayor/Presiding Officer