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Minutes - 03-25-02MINUTES OF THE REGULAR MEETING OF THE ATLANTIC BEACH CITY COMMISSION HELD IN CITY HALL, 800 SEMINOLE ROAD AT 7:15 P.M. ON MONDAY, MARCH 25, 2002 PRESENT: John Meserve, Mayor Richard Beaver, Mayor Pro Tem Mike Borno Paul Parsons Dezmond Waters, Commissioners AND: James Hanson, City Manager Alan C. Jensen, City Attorney Maureen King, City Clerk Mayor Meserve called the meeting to order at 7:15 p.m. The Invocation, given by Commissioner Borno, was followed by followed by the Pledge of Allegiance to the Flag. 1. Approval of the minutes of the Regular Commission meeting of March 11, 2002 Commissioner Borno pointed out a scrivener's error in the third pazagraph from the bottom on page nine and indicated that either the word "the" or "Meserve" should be added to complete the second. sentence. Motion: Approve the minutes of the Regular Commission Meeting of March il, 2002 as corrected. The motion carried unanimously. 2. Courtesy of the Floor to Visitors: A. Presentation by the Metropolitan Planning Organization regarding Transportation Improvement Program for fiscal years 2002/03 through 2006/07. Jeff Pappas of the First Coast Metropolitan Planning Organization (FCMPO) provided an overview of the Transportation Improvement Program pertinent to the beaches azea for fiscal years 2002/03 through 2006/07. A copy of the report is attached and made part of this official record as Attachment A. A question and answer. session followed the presentation.. Commissioner Waters expressed concern for ingress and egress from St. Johns Bluff V V O O T T E E s S M S O E T C I O Y O N E N N D S O COMMISSIONERS BEAVER X X BORNO X PARSONS X X WATERS X MESERVE X Minutes Page -2- March 25, 2002 Road to Sandalwood High School and learned that an Alden Road extension to a new subdivision in the area was in the works and would provide another route to move traffic from the school Commissioner Beaver inquired concerning the timetable for completion of 9A. Mr. Pappas indicated that part of the construction would begin this summer and construction of the section from Beach Boulevard to J. Tumer Butler was scheduled for fiscal year 2003/04. Commissioner Beaver expressed concern that there was a problem with the road resurfacing at several of the newly constructed intersections on Beach Boulevard and indicated that there appeazed to be piles of slippery looking tar left in the roadway. Mr. Pappas stated that he would investigate the concern and report his findings to City Manager Hanson: Commissioner Bomo inquired if any consideration was being given to constructing overpasses as part of the proposed intersection improvements on Atlantic and Beach Boulevazds. Mr. Pappas indicated that the Atlantic and University Boulevards intersection was to have been a prototype for an overpass as part of the Better Jacksonville Plan, but the citizens committee opposed it. He indicated that this matter would need to be addressed by the Jacksonville City Council to determine what they want to do. Mr. Pappas indicated that all of the projects were on hold until the Atlantic/CTniversitypmject was resolved. B. Proclamation declaring Apri126, 2002 as Arbor Day in Atlantic Beach (Mayor) Motion: Proclaim Apri126, 2002 Arbor Day in Atlantic Beach. Mayor Meserve indicated that celebrating Arbor Day was a requirement for the city to keep its Tree City USA certification. There was no discussion and the motion cazried unanimously Bob Totter of 275 l lt" Street spoke concerning Item 8C and said he felt the construction engineering and inspections for the Core City project should be done by city staff. J.P. Marchioli of 414 Sherry Drive spoke concerning the construction on Sherry Drive and indicated that the new and old roads did not align properly. He pointed out that the right-of--way was not equal on both sides of the road. Mr. Marchioli also suggested that hovercraft be used on the St. Johns River as an alternate way to move commuter traffic. Alan Potter of 374 Second Street quoted from sections of the revised City Charter, adopted in 1993, and commented on the responsibilities of OMMISSIONERS M 0 T I O N S E C 0 N D Y E S N O BEAVER X BORNO X X PARSONS X X WATERS X MESERVE X Minutes Page -3- March 25, 2002 the Commission and believed that neither the City Manager nor any staff member had the power or authorization to negotiate or sign a contract. Mr. Potter believed contracts should be negotiated with Commission and public input. Mr. Potter distributed copies of the Charter to the Commissioners. Stephen Kuti of 1132 Linkside Drive felt the contract cost in Item 8C was too expensive and compared the fees in the GAI contract to those found in the Aikenhead and Odom fee schedule. He indicated that using the A&O fee schedule, the contract cost for item 8C would be $166,694, which was considerably less than GAI's contract proposal of $242,276. Alan Potter of 374 Second Street commented that the Sherry Drive project was over schedule and that Aikenhead and Odom had caused an extra expenditure of $150,000 when they moved Sherry Drive 4.5' west to realign the street. He indicated that Mr. Mazchioli would now have 4.5' less grass in front of his house and the realignment would bring street noise that much closer. 3. Unfinished Business From the Previous Meeting A. City Manager's Follow Up Report on Issues from Previous Meetings City Manager Hanson commented on his written report, which is attached and made part of this official record as Attachment B. B. Appointments to the Tree Conservation Board (2) (Mayor) Mayor Meserve nominated Joan McLoud and Bill Permenter for appointment to the Tree Conservation Board. Motion: Appoint Joan McLoud and Bill Permenter to three- year terms on the Tree Conservation Board. There was no discussion and the motion carved unanimously. 4. Consent Agenda: A. Acknowledge receipt of the following monthly reports: Recreation Department and Utility Sales (City Manager) B. Award contract to Ondeo Nalco to provide polymer for the city's wastewater treatment plants for a period of one year, at a cost of $0.832 per pound (City Manager) Motion: Approve Consent Agenda Items A and B as presented. OMMISSIONERS M 0 T I O N S E c O N D Y E S N 0 BEAVER X BORNO X PARSONS X X WATERS X X MESERVE X BEAVER X BORNO X x PARSONS X WATERS X X MESERVE X Minutes Page -4- Mazch 25, 2002 There was no discussion and the motion carried unanimously. 5. Committee Reports: There were no committee reports. 6. Action on Resolutions: A. Resolution No. 02-04 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, URGING THE NORTHEAST FLORIDA CONGRESSIONAL DELEGATION AND THE U.S. DEPARTMENT OF DEFENSE TO MAKE EVERY EFFORT TO ENSURE THAT THE UPCOMING MAJOR OVERHAUL OF THE AIRCRAFT CARRIER USS JOHN F. KENNEDY BE PERFORMED AT ITS HOME PORT OF NAVAL STATION MAYPORT IN JACKSONVILLE, FLORIDA; THAT COPIES OF THIS ADOPTED RESOLUTION BE FORWARDED TO THE MEMBERS OF THE NORTHEAST FLORIDA CONGRESSIONAL DELEGATION AND TO THE U.S. SECRETARY OF THE NAVY; PROVIDING AN EFFECTIVE DATE. Motion: Adopt Resolution No. 02-04. Commissioner Borno indicated that all of the work on the ship, except for the drydock, could be performed in Jacksonville and would be put out to bid. Commissioner Waters expressed concern that this work would cause water pollution. Mayor Meserve indicated that there were very strict rules regulating this type of work and the threat of pollution would be very small. He f er indicated that keeping the work here would help families stay in Jacksonville. There was no more discussion and the motion carried unanimously. B. Resolution No. 02-OS A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, EXPANDING THE COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) TARGET AREA, AS PREVIOUSLY DESIGNATED BY RESOLUTION NO. 98-28, TO INCLUDE ALL THOSE PORTIONS OF THE MUNICIPALITY EXTENDING OMMISSIONERS M O T I O N S E C O N D Y E S N O BEAVER X X BORNO X X PARSONS. X WATERS X MESERVE X Minutes Page -5- Mazch 25, 2002 WEST OF MAYPORT ROAD TO THE WESTERNMOST CITY LIMITS BOUNDED BY CHURCH ROAD AND DUTTON ROAD ON THE NORTH AND ATLANTIC BOULEVARD ON THE SOUTH Motion: Adopt Resolution No. 02-05. Community Development Director Doerr explained the expanded target azea for Community Development Block Grant funds included all parts of the city located west of Mayport Road to the westernmost city limits and south of Church and Dutton Roads to Atlantic Boulevard. Following brief discussion the motion carried unanimously. 7. Action on Ordinances: There was no action on ordinances. 8. Miscellaneous Business: A. Authorize the City Manager to negotiate and execute a Professional Services Agreement with Ivey, Harris and Walls, Inc. in the amount of $10,000 to make required revisions to the City's Evaluation and Appraisal Report (EAR) as adopted by Resolution No. 97-34. (City Manager) Motion: Authorize the City Manager to negotiate and execute a Professional Services Agreement with Ivey, Harris and Walls, Inc. in the amount of $10,000 to make required revisions to the City's Evaluation and Appraisal Report (EAR) as adopted by Resolufion No. 97-34. There was no discussion and the motion carried unanimously. B. Award contract for preparation of the Stormwater Master Plan Update to Camp, Dresser & McKee, Inc., and authorize the City Manager to sign the contract documents (City Manager) Motion: Award contract for preparation of the Stormwater Master Plan Update to Camp, Dresser & McKee, Inc., and authorize the City Manager to sign the contract documents. OMMISSIONERS M O T I O N S E c O N D Y E S N O BEAVER X BORNO X X PARSONS X WATERS X X MESERVE X BEAVER X BORNO X X PARSONS X WATERS X X MESERVE X BEAVER X BORNO X X PARSONS X X WATERS X MESERVE X Minutes Page -6- March 25, 2002 There was no discussion and the motion carried unanimously. C. Award contract for construction engineering and inspection for the Core City Improvements to GAI in the amount of $242,276.45, and authorize the City Manager to sign the contract documents (City Manager) Motion: Award contract for construction engineering and inspection for the Core City Improvements to GAI in the amount of $242,276.45, and authorize the City Manager to sign the contract documents. Commissioner Waters inquired if there was any validity to the question raised earlier by Mr. Kuti. Public Works Director Kosoy responded that Aikenhead and Odom's (A&O's) fees were not lower than GAI's, and even if they were, GAI's proposal ranked higher than A&O's based on references and similaz work for construction engineering and inspection (CE&I). Mr. Kosoy explained that A&O did not usually perform CE&I work, and they had only one person who could do it. He indicated that GAI regularly performed this work, and it was the preferred practice to have a different engineer inspect the project. He indicted that their fee was 5.0% of the total engineering estimate for the construction contract, which compared favorably with a 5.8% contract negotiated by the City of Jacksonville Beach on a $7M project. He further stated that it would be extremely difficult for staff to perform inspections on a project of this magnitude. Mayor Meserve indicated that he had also spoken to some citizens about the project, and it had been suggested that the city would pay less if a fulltime engineer was hired for 18 months. Mayor Meserve pointed out that in awazding the contract, the city was contracting with a firm, not an individual, and was buying the firm's reputation. If something went wrong with the project, the city could go back on the firm. With reference to Mr. Potter's eazlier comments regarding the City Charter, Mayor Meserve stated that he had read the Charter many times, and pointed out that the City Commission was a policy making body, not the administrators of the city. He referenced Section 9 of the Charter, which lists the powers of the City Commission: Item (10) "Provide rules and regulations for all purchases and ..." He stated that he did not want the citizens to feel the Commissioners were not doing their job, and pointed out it was not their job to negotiate contracts. COMMISSIONERS M O T I O N S E c O N D Y E S N Q BEAVER X BORNO X X PARSONS X X WATERS X MESERVE X Minutes Page -7- March 25, 2002 There was no further discussion and the motion carried unanimously. D. Authorize the Mayor and staff to execute an amendment to the Fiscal Year 2002/2003 Community Development Block Grant agreement (City Manager) Motion: Authorize the Mayor and staff to execute an amendment to the Fiscal Year 2002/2003 Community Development Block Grant agreement. There was no discussion and the motion carried unanimously. E. Authorize staff to enter into a contract in the amount of $30,000 with Alltype Marine Construction to revise the existing dune crossovers at 6`h, 11th, and 13`h Streets to make them handicap accessible (City Manager) Motion: Waive formal bidding procedures and authorize staff to enter into a contract in the amount of $30,000 with Alltype Marine Construction to revise the existing dune crossovers at 6`h, 11th, and 13`h Streets to make them handicap accessible. City Manager Hanson explained that the sub-contractor, who originally constructed the crossovers, was offering lower unit prices than the original contract for the work. City Manager Hanson reported that the crossovers were constructed late in the summer of 2001 to strict state regulations for slope for handicapped accessibility. However, erosion caused by fall stones lowered the elevation of the sand by two feet, which made the crossovers too steep for the handicapped. He reported that the Corps of Engineers recommended making the modifications before beach renourishment takes place. Commissioner Waters felt the city had sufficient handicapped accessible ramps and expressed concern that over time the ramps would be expensive to maintain, especially during a northeaster. Commissioner Waters requested that someone investigate the construction of the 18th Street ramp and inquired if the two steps in the middle of the ramp could be removed. He stated that it posed a safety hazard, especially in the dark. Dorothy Papazian of 587 Beach Avenue spoke in opposition to the 6th Street crossover and inquired if it could be modified to make it OMMISSIONERS M 0 T I 0 N S E C O N D Y E S N O BEAVER X BORNO X X PARSONS X WATERS X X MESERVE X BEAVER X X BORNO X X PARSONS X WATERS X ME SERVE X Minutes Page -8- March 25, 2002 less obtrusive or if it could be removed. Ms. Papazian distributed photographs of the crossover to the Commissioners. There was no more discussion and the motion carried unanimously. F. Review of the City Attorney's performance (Mayor) Discussion ensued and it was agreed that each Commissioner should evaluate the City Attorney and submit their evaluations to the City Clerk who would tabulate the results and provide a copy of the tabulation to each Commissioner and to the City Attorney. 9. City Manager A. City Manager's Report City Manager Hanson reported on the following items: Reported that the water tank on 11`h Street had been painted and for the first time, an American flag was painted on the tank. • Reported that if there were no Commission objections, tree mitigation funds would be used to plant trees on the city right- of-way along Seminole Road between City Hall and Atlantic Boulevazd at a cost of approximately $5,000. There were no objections. • Indicated that the Fletcher High School Booster Club had requested that the city place a sign on the outfield fence of the baseball field at an initial cost of $300 with renewal fees of $100 per year thereafter. He indicated that he would advise the Booster Club that the city had no funds budgeted for the sign, unless the Commission directed otherwise. • Reported that the Hazardous Waste "Amnesty" Day collection held on March 16~' was a great success with 589 vehicles participating in the collection. • Reported that the beach renourishment bid had been awarded and the "Notice to Proceed" would be issued on April 15`h with the project scheduled to begin on May 15"'. He indicated that the contractor was awaze of the city's concern that beach quality sand be pumped on the beach, not trucked in. City Manager Hanson indicated that he would. keep the Commissioners informed as the project moved forward. OMMISSIONERS M O T I 0 N S E C O N D Y E S N O Minutes Page -9- Mazch 25, 2002 • Reported that the Jacksonville Transportation Authority (JTA) would hold a public hearing at 5:00 p:m. on March 26t at Finegan Elementary School concerning the Wonderwood- Mayport Road intersection conceptual plans. Reported that the East Duval County Advisory Committee would meet at 11:30 a.m. on March 27th at UNF's J.J. Daniel Hall. • Reported that all but one of the bus stop benches located on Atlantic Boulevard and Mayport Road displaying advertising had been replaced with brown recycled plastic benches. The remaining bench will be replaced the first week of April: Commissioner Borno inquired as to why the bus stop shelter located at the comer of Mayport Road and Atlantic Boulevard had been removed. City Manager Hanson indicated that he was unaware of this but he would look into it. Update on the Core City Project Information concerning the project was distributed to the Commissioners. Public Works Director Kosoy indicated that the mandatory pre-bid meeting for the project was held on Mazch 23`a and the bids were due on Apri13`a. The status report on the Core. City Project is attached and made part of this official record as Attachment C. Using Powerpoint maps, Public Works Director Kosoy explained the location of new waterlines, stormwater lines and baffle boxes. A drawing of a baffle box was displayed and it was explained that the baffle boxes would provide stormwater treatment. It was pointed out that the baffle boxes would be installed at the ends of 7th, Sa`, and Pine Streets going into Howell Pazk. The final map display showed which streets in the core city area would be constructed with inverted crowns for proper drainage. Public Works Director Kosoy stated that the specifications for the project contained liquidated damages of ±$200 per day and an incentive of $200 per day. He indicated that GAI had suggested increasing these figures to $1000.00 per day, which would give the contractor an incentive to complete the project early. It was explained that for finishing 30 days eazly, the contractor would get $30,000, and the city would save GAI's monthly fee of $11,800. It was also reported that the Florida Department of Environmental Protection (FDEP) grant contract would beaeceived the week. of April OMMISSIONERS M O T I O N S E C O N D Y E S N Q Minutes Page -10- March 25, 2002 152 in the amount of $428,000. $100,000 of the funds will be used for monitoring purposes and education and the remainder will be used for the project. A question and answer session followed the presentation. Commissioner Waters inquired as to the maintenance for the baffle boxes. Public Works Director Kosoy stated that they would probably need a monthly cleaning. Commissioner Waters stated that he found it difficult to walk in many places in the city. He felt the sidewalk on East Coast Drive should be inspected for cracks and overgrown shrubbery and inquired if this was done on a regular basis. Public Works Director Kosoy responded that the. normal procedure was for the property owner to be notified of the condition and given a reasonable time to make the correction. If the property owner did not correct the problem it would be corrected by the city. Update on Sherry Drive City Manager Hanson requested an update on the Sherry Drive reconstruction project. Public Works Director Kosoy stated that the curb and gutter and limerock base for Sherry Drive would be completed by the end of April. After that work was completed, he felt the paving should take about a week. Striping and signs would be installed at the end of the project. Mayor Meserve inquired if there was any validity to a previous statement made concerning the unequal right-of--way on Sherry Drive. Public Works Director Kosoy responded that the road had not been moved, as stated earlier. He indicated that the road was going back to where it was originally located, with two equal twelve foot lanes. He further stated that the right-of--way on Sherry Drive was sixty feet wide and previously had always been divided unequally between the east and west sides of the road. He indicated that all of the water and sewer improvements were made on the west side of the road. B. Report regarding speed limit on Mayport Road Chief Thompson provided background information concerning the changes in speed limit on Mayport Road and recommended that the speed limit be lowered to 35 mph. Chief Thompson's report is attached and made part of this official record as Attachment D. OMMISSIONERS M 0 T I O N S E c O N D , , Y E S Y Q Minutes Page -11- March 25, 2002 Discussion of the proposed speed limit ensued. Commissioner Parsons felt the present speed limit of 45 mph was reasonable. Commissioners Beaver and Bomo favored the lower speed limit. Chief Thompson stated that he had spoken to the Florida Department of Transportation (FDOT) that day, and they were re-evaluating the speed limit on all of Mayport Road in light of the flyover traffic. Mayor Meserve indicated that he was meeting with Aage Schroeder, local District Chairman of the FDOT, to drive Mayport Road. He felt the Navy, the other beach cities and the MPO should be involved in supporting the lower speed limit. Commissioner Waters also supported the lower speed limit.. He suggested that a formal resolution be drawn up supporting the lower speed limit. Motion: Draft a resolution requesting that the speed limit on Mayport Road be lowered to 35 mph. Mayor Meserve indicated that he would convey this information to the other beach cities, the Jacksonville City Council and the commanding officer at Naval Station Mayport to solicit their support. There was no more discussion and the motion carried unanimously. 10. Reports and/or requests from City Commissioners and City Attorney City Attorney Jensen • Advised the Commissioners that he did not see anything legally wrong with placing the advertising sign at Fletcher High School. Commissioner Beaver • Requested an update on negotiations to place an entrance to the Post Office on Plaza. Mayor Meserve indicated that City Manager Hanson was working on this matter, but the representatives from the Post Office. were concerned that placing the entrance on Plaza would cause them to lose water retention capabilities for fixture expansion. He indicated that off-site water retention was very costly; and who would pay for the construction of the road was also at issue. OMMISSIONERS M 0 T Y O N S E C O N D Y E S y O BEAVER X X BORNO g PARSONS X WATERS X X MESERVE X Minutes Page -12- March 25, 2002 • Felt the city should support Fletcher High School with the purchase of the advertising sign. It was suggested that this matter be brought up at the next strategic planning session. Commissioner Borno • Inquired if the Sea Turtle Nesting letters had been sent out. City Manager Hanson stated that the letters would be mailed in April. • Requested an update on the Street Light Policy procedure for additional street lights. Chief Thompson reported that he was working with the JEA on this matter. He also noted that thirty-five non-working street lights had been identified. Commissioner Parsons • Stated that he recently had to ca11911 and he was very pleased with the quick response time. • Stated there was a great amount of litter at the beach accesses and suggested that "No Littering" signs be placed at each access. Commissioner Waters • Requested a future workshop to discuss the Comprehensive Plan. • Commented that he had attended the recent bike path meeting and requested that all future signage be placed on the streets. He felt there were already too many vertical directional signs in the city. • Requested that all streets in the city be striped with a yellow center line as soon as possible. He felt this was a safety issue for the city's older drivers. • Inquired as to why old ramps down to the ocean were not used. It was reported that environmental factors made it too difficult to keep a hard surface on the ramps. • Believed supporting the Fletcher sign would set a dangerous precedent, however, if the Commission decided to support the OMMISSIONERS M O T I O N S E c O N D Y E S N Q Minutes Page -13- March 25, 2002 sign, he knew another group at the High School who could use financial support with postage. • Inquired whether Alan Potter's comments regazding the Charter had any validity. Commissioner Waters stated that Commissioners used to participate in things such as the opening of bids. As a cautionary measure, he felt certain areas of the economic life of the city may warrant monitoring by a Commissioner. Mayor Meserve stated he had participated in the bid openings during a time when the city failed to follow its own rules and bids were regulazly being challenged. Mayor Meserve indicated that this was no longer the case. He felt the Commission should hire the right staff and trust them to make the correct recommendations on matters where the Commission had no expertise. He urged the Commissioners to read the Charter and reiterated that the Commissioners duties were to set policy and establish rules and procedures. Mayor Meserve Reported that during a recent meeting of the area Mayors the following items were discussed: Mayport Road, beach renourishment, the 2003 Air Show and cable television negotiations. He reported that Mayor Delaney supported holding the 2003 Air Show atthe Beaches and had invited the city to participate in the City of Jacksonville cable negotiations. • Reported that he had attended a meeting at Neptune Beach City Hall concerning the Jacksonville Electric Authority's move to take over utilities at the beaches. Mayor Meserve stated he had suggested that the three cities split the cost for a consultant to study consolidation of services between the three cities. There being no further discussion or business to come before the City Commission, the Mayor declared the meeting adjourned at 9:55 p.m. Attest: Maureen King Certified Municipal Clerk John Meserve Mayor/Presiding Officer OMMISSIONERS M 0 T I O N S E C O N D Y E S v Q