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03-11-19 Regular Commission Meeting
City of Atlantic Beach Final Agenda Regular City Commission Meeting Monday, March 11, 2019 - 6:30 p.m. Commission Chamber City Hall, 800 Seminole Road INVOCATION AND PLEDGE TO THE FLAG CALL TO ORDER Page 1. APPROVAL OF MINUTES A. Approve minutes of the Commission Workshop on February 20, 2019 Draft Minutes Commission Workshop on February 20, 2019 5 - 8 * B. Approve minutes of the Commission Workshop on February 25, 2019 Draft Minutes Commission Workshop on February 25, 2019 9 - 11 2. COURTESY OF FLOOR TO VISITORS PUBLIC COMMENT 3. CITY MANAGER REPORTS A. City Manager’s Report B. Accept the 90-Day Calendar (April through June 2019) 90-Day Calendar (April through June 2019) 13 - 16 4. REPORTS AND/OR REQUESTS FROM CITY COMMISSIONERS 5. UNFINISHED BUSINESS FROM PREVIOUS MEETINGS None. 6. CONSENT AGENDA None. 7. COMMITTEE REPORTS None. 8. ACTION ON RESOLUTIONS A. RESOLUTION NO. 19-12 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, AUTHORIZING THE PURCHASE OF EIGHT (8) NEW SOLAR CROSSWALK SIGNS. Resolution No. 19-12 17 - 19 Page 1 of 59 Regular City Commission - 11 Mar 2019 B. RESOLUTION NO. 19-15 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, AWARDING BID #1819-03 FOR MILLING AND PAVING 2019. Resolution No. 19-15 21 - 24 * C. RESOLUTION NO. 19-16 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, AMENDING THE INVESTMENT POLICY FOR CITY FUNDS, AND PROVIDING AN EFFECTIVE DATE. Resolution No. 19-16 25 - 47 D. RESOLUTION NO. 19-17 A RESOLUTION OF THE CITY OF ATLANTIC BEACH AUTHORIZING THE EXPENDITURE OF A $40,000 FLORIDA DEPARTMENT OF ENVIRONMENTAL PROTECTION GRANT AWARD TO ENGAGE JONES EDMUNDS TO PERFORM TASK AUTHORIZATION NO. 9 – RESILIENCY SUPPORT; AUTHORIZING THE CITY MANAGER TO EXECUTE CONTRACTS AND PURCHASE ORDERS IN ACCORDANCE WITH AND AS NECESSARY TO EFFECTUATE THE PROVISIONS OF THIS RESOLUTION; AND PROVIDING AN EFFECTIVE DATE. Resolution No. 19-17 49 - 55 9. ACTION ON ORDINANCES * A. ORDINANCE NO. 33-19-24, Public Hearing and Final Reading AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA PROPOSING AMENDMENTS TO THE CHARTER OF THE CITY OF ATLANTIC BEACH ARTICLE II.- THE COMMISSION, SECTION 5- NUMBER OF COMMISSIONERS; SELECTION; TERM; SUBMITTING THE AMENDMENTS TO SAID SECTION 5 OF THE CHARTER FOR CONSIDERATION BY THE ELECTORS OF THE CITY FOR APPROVAL OR DISAPPROVAL; PROVIDING FOR THE APPEARANCE OF THE CHARTER AMENDMENTS ON THE BALLOT; AND PROVIDING AN EFFECTIVE DATE. Ordinance No. 33-19-24 57 - 59 10. MISCELLANEOUS BUSINESS None. 11. CITY ATTORNEY/CITY CLERK REPORTS AND/OR REQUESTS 12. CLOSING COMMENTS BY CITY COMMISSIONERS AND CITY MANAGER 13. ADJOURNMENT Page 2 of 59 Regular City Commission - 11 Mar 2019 Please note: This meeting will be live-streamed and videotaped. The video recording will be posted within four business days on the City’s website at www.coab.us. To access it, click on the City Commission Meeting Video tab on the home page. If any person decides to appeal any decision made by the City Commission with respect to any matter considered at any meeting, such person may need a record of the proceedings, and, for such purpose, may need to ensure that a verbatim record of the proceedings is made, which record shall include the testimony and evidence upon which the appeal is to be based. Any person wishing to speak to the City Commission on any matter at this meeting should submit a request to the City Clerk prior to the meeting. For your convenience, forms for this purpose are available at the entrance to the Commission Chamber. Every effort is made to indicate what action the City Commission is expected to take on each agenda item. However, the City Commission may act upon any agenda subject, regardless of how the matter is stated on the agenda. In accordance with the Americans with Disabilities Act and Section 286.26, Florida Statutes, persons with disabilities needing special accommodation to participate in this meeting should contact the City Clerk’s Office by 5:00 PM, the Friday prior to the meeting. 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A . 1 1 M a r 2 0 1 9 P a g e 8 o f 5 9 Commission Workshop February 25, 2019 MINUTES Commission Workshop Meeting Monday, February 25, 2019 - 5:30 PM Commission Chamber ATTENDANCE: Present: Ellen Glasser, Mayor - Seat 1 Cindy Anderson, Commissioner - Seat 2 Candace Kelly, Commissioner - Seat 4 Brittany Norris, Commissioner - Seat 5 Absent: Blythe Waters, Commissioner, Seat 3 Also Present: Joe Gerrity, City Manager (CM) Brenna Durden, City Attorney (CA) Donna Bartle, City Clerk (CC) Kevin Hogencamp, Deputy City Manager (DCM) Keith Randich, I.T. Manager Russell Caffey, Director of Finance Phyllis Nadeau, Associate City Clerk/Recording Secretary CALL TO ORDER 1 TOPICS A. Presentation by City’s financial advisor CM Gerrity called on Russell Caffrey, Director of Finance (DOF). DOF Caffrey introduced Sidney Taylor, Senior Investment Management Consultant and Chris Bridges, Institutional Consulting Director at Morgan Stanley (Graystone Group). He explained their role is management of both City pension plans and the City's investment plans. They report quarterly to the Commission and have been working with the City for approximately three (3) years, prior to a contract with Morgan Stanley. Chris Bridges, Institutional Consulting Director at Morgan Stanley, addressed the Commission with a brief history of his role with Morgan Stanley, and provided a handout on Pension Plans and a Cash Reserve Update. Sidney Taylor addressed the Commission and gave a brief history of his and Mr. Taylor's personal and professional backgrounds. Mr. Taylor explained how Graystone Consulting is part of the wealth-management side of Morgan Stanley. Mr. Taylor presented a slideshow detailing the City's Performance Studies/Fixed Income and Preferreds Asset Allocations for the General Fund and the Police Fund. Agenda Item #1.B. 11 Mar 2019 Page 9 of 59 Commission Workshop February 25, 2019 Mayor Glasser opened the floor for questions and all questions were answered for the Commission. B. Video recording and closed-captioning of City board and committee meetings CM Gerrity explained it was a budgeting decision to select only Regular Commission Meetings and Commission Workshops for the American Disabilities Act (ADA) compliance, until such a time as the issue could be placed on an agenda. Mr. Gerrity asked the Commission to advise Staff as to which meetings should be captioned and posted to the website going forward for the next budget year. CM Gerrity called Keith Randich, Director of Information Technology (DIT) to the podium. DIT Randich gave a brief history of the City's contract with Swagit (streaming service) to record, broadcast and store City meetings. He explained that when the contract was first drawn up with Swagit only select meetings were chosen to be broadcast, along with an allowance for Special-Called Meetings for emergency purposes. As the years progressed, more meetings were added (Code Enforcement, Community Development Board, etc.) to the contract, and Swagit maintained the City at the same yearly rate regardless of the number of meetings requested to broadcast. Even though the contract was for thirty (30) meetings per year we were actually broadcasting approximately fifty (50) to sixty (60) meetings. In 2018 the City renewed the contract with Swagit and increased it to 75 meetings (all Commission Meetings, Workshops, Special-Called Meetings, and Community Development Board Meetings). In 2018 Mayor Glasser and Donna Bartle, City Clerk, received an email from a deaf website visitor who could not watch the meetings as they were not closed-captioned. The law to make websites ADA accessible has been "on the books" for about twenty (20) years, but it has been as recent as the last two (2) years that the Courts have started to enforce this law (video posted on a website must be closed-captioned). Over the last two (2) years there have been a number of Court cases that have taken place in Florida, New York and California on the issue. DIT Randich stated City Staff met with Mayor Glasser a few days after receiving the letter and a project was put in place to remove all meetings from the website that were not ADA compliant. A decision was made to engage Swagit to perform closed- captioning of the Commission Meetings only (approximately 25 meetings per year), but it was soon realized that the 25 meetings per year was not sufficient for what the City felt needed to be available to citizens. He explained this type of closed-captioning is more complex than other types of closed-captioning due to the legal ramifications. The contract with Swagit was re-defined at the beginning of 2019. He went over all potential costs, depending on the number of meetings. The cost to have ALL meetings close- captioned would be over $35,000 per year. The City is currently paying $28,000 per year to record and store 75 meetings, which includes all meetings for the Commission, Community Development Board, Code Enforcement Board and other boards that meet in the Chamber, however, only the Commission events are being closed-captioned and posted to the website. He explained that, if a citizen wishes to view any meeting other than a Commission meeting, a request must be made through the Clerk's office. To date, no requests have been made to have any of these closed-captioned. However, if a request is made to have a non-commission meeting closed-captioned, the City would assign Swagit to caption the meeting at a cost to the City of approximately $100.00 per meeting hour. Agenda Item #1.B. 11 Mar 2019 Page 10 of 59 Commission Workshop February 25, 2019 Mayor Glasser opened the floor and all questions were answered for the Commission. Discussion ensued regarding other means available that would allow the City to be ADA compliant. A decision was made for CM Gerrity to bring a recommendation to the Commission during the next budget season. 2 PUBLIC COMMENT There were no speakers. ADJOURNMENT Mayor Glasser adjourned the meeting at 6:24 p.m. Attest: Donna L. Bartle, City Clerk Ellen Glasser, Mayor Approval Date: _____________________ Agenda Item #1.B. 11 Mar 2019 Page 11 of 59 Page 12 of 59 >QH2U>~HH2H mcw2:aamcw<u U>.HHu w>OWQWOd2U” wcuna? _~moo§§_zc>doz" >.H.H>Owd<Ew2H." 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B . 1 1 M a r 2 0 1 9 P a g e 2 1 o f 5 9 WHmOH.d.H~O2ZO.3-3 >m~HmOH.d.:OZowHgCHENow>.HH.>2.:OEgon.?bOEU>. >¢<>WUm2QEu__E:e-8HOWZEHFHZD>26m.><H2D33. ¢<?H-H>m.on3.23No.mosmoancam29.03828mamouosomwon05.ma 3$98_<:E=m25wm?smNEonwas <<?EwH>m.Ea8S_cawaoomQ:o_:&:m5.x.oonmamosovoSontagSamoa$03 S~m.c£.$8%.:§8.§mam €EwEw>m“wnowonnamgmnoamw.Fa.25538n:_.£a§_mooc?oim59%.cam:_uB#S_w mam ¢<?HWm_.>m.EmEamon”oosmmmnmowmsniminmm:Econ.oniwaosnmumB?ol?mnancwomno BEoxmwmsmmm<oBo=._25P.o<Eo=92um?smo:90£89mamn?am%%%85:6ca mcaommommosmmammamSmogmam <<mH-H>w.900o=:.mo.§.<3:3mm<o=Ex?333%8ooBEo8909300.: §EEw>m.9:32.92WmEamonW05:5boom.Owns:Qmmawxmsa>805:Soaoom- wzmsooQ?woos85$2:So323€018m?ooam>805:oS-moS-%:-§oo925.83won m8.B_om?mwooo»=o§&won353. 205HHHWHQOWH..3:~omo_<om3$5QQOo?nmmwmosor?GEN%>=§%manormm 9:05" maadozH.arm9%Oosddmmmmos€33minimW53S988wnomo?amgmaam?go. 590EdosaowmBm.o£.$Qsor?om5.x.oosmsmosovowowSo_<:_:=mmamwm?bm869.8.095 moooamsoo25.:5camwaommommosww mHO.EO2N.1:5QQOon?mmwmod39.03%msnron?am£503gwsumon8oxoo?o.90 mosque»£3.Eaga§w.8:m_m.Fe.mmSo:ammE:o<oseammamcmiumommmm?cs?aommémva mmEagamma93%SEm=o€AS.8$828$3590oozqmonoummBoz?aonma.3. mHO.H—OZ....?awWamoraaos£5:SwoomwoawB3o&m8_%Ego:mmmmmmmmoman3038:. Emma:>26gowawu3150Q?om>:m:mowane?mam_ 1.9%omKmaor.M3? wasQmmmoa.gmwow >:amn Doss»F.was.9?Qonw >3u3<ommm.83::35ooumoo?smmmu wnoasmZ.Ucamms.9?>333 A g e n d a I t e m # 8 . B . 1 1 M a r 2 0 1 9 P a g e 2 2 o f 5 9 MILLINGAND PAVING 2019 FOR PUBLICWORKS DEPARTMENT BID 1819-03 —MILL 1.5"ASPHALT &APPLY 1.5"OF TYPE S-3 ASPHALTAT THE FOLLOWINGLOCATIONS: Bid Kudzue 3 Trucking & 3rd St.(from Beach Ave.to Ocean Blvd.)$5,519.93 $3,509.58 11th St.(from Beach Ave.to Beach Access)$5,787.16 Length =65 ft./Width =10 ft. Ocean Blvd.(from 1st St.to 10th St.)$116,970.00 Length =3,342 ft./Width =21 ft.**Include 3,160 ft of painted double yellow centerline and 6,320 LFof painted white edge line.Install City approved 4"x4"yel|ow-on- yellow Fiberglass Eoadway Pavement Markers** Royals Palms Dr.(from Triton Rd.to Plaza Dr.) Length =1,628 ft./Width =24ft.**lnclude 1,377 ft.of painted double yellow centerline,repaint three painted white stop bars,replace three sets of rumble strips in kind.** Camelia St.(from Levy Rd.to W.14th St.)$13,632.65 Length 338 ft./Width =20 ft. Hubbard $7,200.00 Preferred Materials $6,839.631 2 $7,500.00 $3,687.60 $7,489.30 3 $2,500.00 $1,033.17 $4,459.36 4 $113,500.00 $118,515.22 $72,197.14 $69,461.28 $67,100.00 $64,949.40 $42,488.30 $16,500.00 $10,744.92 $9,277.32 7 W 11th St (from Orchid St.to Mayport Rd )$28,570.48 Length =689 ft./Width 24ft. usse ar rom ar mg ot to oncesslon tan $27,700.00 $26,283.72 $21,842.98 $5,899.77 $7,500.00 $4,339.29 $9,162.79 Length =195 ft./Width 14 ft. Jackson rd.(from Francis Ave.to Mayportr Rd.)$29,527.95 Length =907 ft./Width =20 ft. 10 14th St.(from Beach Ave.to Ocean Blvd.)$11,285.93 Length =264 ft./Width =19 ft. BASEBIDTOTAL $288,821.75 10%CONTINGENCYOF BASE BID TOTAL $28,882.18 $29,500.00 $28,833.25 $25,173.82 $7,250.00 $7,972.85 $8,431.93 $286,250.00 $269,869.00 $207,362.57 $28,625.00 $26,986.90 $20,736.26 TOTAL (BASE+10%CONTINGENCY)$317,703.93 $314,875.00 $296,855.90 $228,098.83 A g e n d a I t e m # 8 . B . 1 1 M a r 2 0 1 9 P a g e 2 3 o f 5 9 City of Atlantic Beach Milling &Paving 2019 Wednesday,February 20,2019 BID#1819-03 3200 PM Duval Asphalt Hubbard Kudzue 3 Trucking &Paving Preferred Materials 1 Required Documents X X X §_i_ibmission in Triplicate X __X X X XDocumentRequirementsChecklist X X X XW-9 _X X X XBidForm _X X X XBidBond-5%of Total Bid X X X XDrugFreeWorkplace ...X X X XPublicEntityCrimesStatement ...X X X XPublicRecordsProvisionForm _X X X XNewVendorInformation _X X X XProofofExperience-5 years ____X X X XRequiredLicensesIBusinessTaxReceipt __Will provide if awarded X X XFinancials—2 years X X l X XInsurance X X X XReferences-3 __X X X XConfirmationofReceiptofAddenda $288,821.75 $286,250.00 $269,869.00 $207,362.57 Base Bid Total $28,882.18 $28,625.00 $26,986.90 $20,736.28 10%Contingency of Base Bid Grand Total -Base Bid Plus Contingency $314,875.00 $296,855.90 $228,098.83$317,703.93 I Award of Bid based on Department Analysis and City Manager and/or Commission Approval A g e n d a I t e m # 8 . 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D . 1 1 M a r 2 0 1 9 P a g e 5 3 o f 5 9 RFP 15-02 Professional Engineering Services Agreement Task Authorization 09 :Resiliency Support PROJECT BUDGET BY:Justin Gregory Submitted:2/15/2019 Administrative Subconsultant Line Item Title/Job Description Project Of?cer Project Manager Engineer Engineer Intern Senior (313 Analyst Assistant Fees other Direct costs Line item Hours Costs Labor Rate $85.00 $52.00 $37.00 $30.00 $47.00 $28.00 $233 75 $143 00 $101 75 $82 50 $129 25 $77 0HourlyRate(Labor x 150%OH x 10"/Pro?t) EIZEME‘‘S D,_ESi R!ON ’ 32.0 $3.724Task1:Review of SLR Projections and Tidal Data Task 2:Flood Risks —Storm surge -Coastal 2.0 $20,000 I 6.0 $21,040 Task 3:Stormwater Modeling in Conjunction with Predicted Future conditions 6.0 24.0 40.0 40.0 20.0 6.0 |136.0 $15,252 Total Hours . Total Costs $2,338 $5,148 $5,698 $3,630 $2,585 $616 $0I 174.0]$40,015 A g e n d a I t e m # 8 . 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