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03-25-19 Regular Commission Meeting City of Atlantic Beach Final Agenda Regular City Commission Meeting Monday, March 25, 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 Regular Commission Meeting on February 25, 2019 Draft Minutes Regular Commission Meeting February 25, 2019 5 - 19 B. Approve Minutes of the Commission Workshop on March 11, 2019 Draft Minutes Commission Workshop March 11, 2019 21 - 23 C. Approve Minutes of the Regular Commission Meeting on March 11, 2019 Draft Minutes Regular Commission Meeting March 11, 2019 25 - 31 2. COURTESY OF FLOOR TO VISITORS A. Presentation by Sandra Harper of Dare2Dream B. Presentation of Certificate to Commissioner Cindy L. Anderson for Completion of the 2019 Institute for Elected Municipal Officials (IEMO) held in Jacksonville, Florida on January 25-27, 2019. Certificate of Completion - Cindy L. Anderson 33 - 34 C. Proclamation in Recognition of Water Conservation Month Water Conservation Month Proclamation 35 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 - June 2019) 37 - 40 4. REPORTS AND/OR REQUESTS FROM CITY COMMISSIONERS A. Proclamation in Recognition of AmeriCorps Week (Mayor Glasser) AmeriCorps Week 2019 Proclamation 41 Page 1 of 76 Regular City Commission - 25 Mar 2019 5. UNFINISHED BUSINESS FROM PREVIOUS MEETINGS None 6. CONSENT AGENDA 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. * A. Acknowledge receipt of the Monthly Building and Financial Reports for February 2019 Monthly Building Report February 2019 Monthly Financial Report for February 2019 43 - 47 * B. Declare the list of property as surplus so that the items may be disposed of in the most beneficial way to the City. List of Surplus Property 49 7. COMMITTEE REPORTS None 8. ACTION ON RESOLUTIONS A. RESOLUTION NO. 19-18 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, AUTHORIZING THE PURCHASE OF A 75-HORSEPOWER LIFT STATION PUMP FROM XYLEM WATER SOLUTIONS USA, INC., FOR $41,698; 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. 19-18 51 - 55 B. RESOLUTION NO. 19-19 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, JOINING THE AMERICAN FLOOD COALITION; AND PROVIDING AN EFFECTIVE DATE Resolution No. 19-19 57 - 59 C. RESOLUTION NO. 19-20 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, REQUESTING IMPROVEMENTS TO PENMAN ROAD TO ADDRESS PEDESTRIAN AND BICYCLIST SAFETY, VEHICLE TURNING MOVEMENTS AT VEHICLE/PEDESTRIAN CONFLICT POINTS, DRAINAGE AND AESTHETICS; AND PROVIDING AN EFFECTIVE DATE. Resolution No. 19-20 61 - 63 Page 2 of 76 Regular City Commission - 25 Mar 2019 * D. RESOLUTION NO. 19-21 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA, APPROVING THE DESIGN (50%) FOR DRAINAGE IMPROVEMENTS FOR SEMINOLE ROAD. Resolution No. 19-21 65 - 76 9. ACTION ON ORDINANCES None 10. MISCELLANEOUS BUSINESS None 11. CITY ATTORNEY/CITY CLERK REPORTS AND/OR REQUESTS 12. CLOSING COMMENTS BY CITY COMMISSIONERS AND CITY MANAGER 13. ADJOURNMENT 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. Page 3 of 76 Page 4 of 76 Regular City Commission February 25, 2019 MINUTES Regular City Commission Meeting Monday, February 25, 2019 - 6:30 PM Commission Chamber INVOCATION AND PLEDGE OF ALLEGIANCE CALL TO ORDER: Mayor Glasser called the meeting to order at 6:30 PM. City Clerk Bartle called the roll. ROLL CALL: 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) Shane Corbin, Community Development Director Phyllis Nadeau, Associate City Clerk/Recording Secretary Mayor Glasser announced there are five members of the Atlantic Beach Youth Council present who will be shadowing the Commission during this meeting. She invited them to take their designated seats on the dais and introduced them as follows: Savannah Beeler, Ali Hostetter, Elizabeth Hosto, Parker Rossignol, and Hannah Neville Mayor Glasser requested to move Item 7A to Courtesy of the Floor. There was consensus from the Commission to deviate from the order of the agenda as requested. 1. APPROVAL OF MINUTES A. Approve minutes of the Regular Commission Meeting on January 28, 2019. B. Approve minutes of the Regular Commission Meeting on February 11, 2019 Mayor Glasser asked if there were any corrections or changes needed. There were no corrections to the minutes. ACTION: The minutes stand as submitted. Agenda Item #1.A. 25 Mar 2019 Page 5 of 76 Regular City Commission February 25, 2019 2. COURTESY OF FLOOR TO VISITORS DCM Hogencamp stated the presentation involves local photographers Saul Freedan and Deborah Kay and their photos taken during the recent Donna Run. (photos on display) Mr. Freedan wished to present a framed photo to the person photographed who was participating in the run. Mayor Glasser called Steven Walker and his mother, Barbara Gilbert, to come up and receive their photo. Saul Freedan stated the title of the photo is 'Road Warrior' and presented it to Steven Walker. He thanked Steven for showing his grit and determination to win the Push Rim Wheelchair Half Marathon race in the time of 1 hour, 36 minutes, 14 seconds. Steven Walker shared his story about his disability that started in 2012, how he faces challenges and achieves and accomplishes goals. He stated this race was just another challenge to undertake and he hopes to do the full marathon next year. A. Public Safety Awards and Recognition (Chief Michelle Cook) Mayor Glasser read a letter into the record (on file) received from the Jacks onville Sherriff's Office (JSO). This is to recognize the following nine Atlantic Beach Police Officers: Chief Cook Lieutenan Peck Officer Harding Commander Gualillo Detective Bissel Officer Cassidy Commander Laison Detective Shaffer Officer Anderson This letter is to acknowledge their response to an armed robbery that occurred on January 2, 2019 on Mayport Road and their invaluable assistance to the JSO in the apprehension of a violent suspect. The suspect stole a vehicle, kidnapped the owner, and led the officers on a lengthy and dangerous pursuit, resulting in significant injuries to police and the kidnapped victim. Mayor Glasser stated the victim, Mr. Reese, was a Deacon at the Baptist Church in Mayport. Mr. Reese passed away recently, resulting from his injuries. Chief Michelle Cook explained she will be recognizing Atlantic Beach Police Department employees/volunteers, who were voted for by their peers. They are as follows: Agenda Item #1.A. 25 Mar 2019 Page 6 of 76 Regular City Commission February 25, 2019 Rose Keys - Volunteer of the Year, assisting with parking enforcement, traffic control, and emergency response team. Lauren Rella - Civilian Employee of the Year, started as a volunteer then hired as the Accreditation Manager, achieving Law Enforcement Accreditation for the department. Joe VanHoff - Police Officer of the Year, for continually displaying the Atlantic Beach Police Department Core Values - Integrity, Courage, and Excellence. He has served as a Field Training Officer, on the Special Response Team, and Patrolman in Charge. 7A. Atlantic Beach Youth Council- "If I Were Mayor" essay contest (Mayor Glasser) DCM Hogencamp stated the City held their first Essay Contest in association with Government Week. Sixth graders from our community were invited to write an essay, up to 350 words, starting with "If I were Mayor I would ..." There was a great response and we received creative, insiteful, and brilliant essays. Mayor Glasser announced the top three winners: 3rd Place: Daijah Parrish, Mayport Coastal Sciences Middle School, $25 prize 2nd Place: Daisy Ross, James Weldon Johnson Middle School, $50 prize 1st Place: Nicky Cooey, Mayport Coastal Sciences Middle School, $75 prize Mayor Glasser read a paragraph from Nicky Cooey's essay into the record, about suggestions for eliminating littering. As a result, the City of Atlantic Beach will have a contest for all kids under 18 years to submit selfys of trash collected. A prize will be awarded for the most creative photo submitted. PUBLIC COMMENT Mayor Glasser explained the process for public comments and opened the Courtesy of the Floor to Visitors. City Clerk Bartle called each speaker to the podium.  Tom Hindle spoke against adopting Ordinance No. 90-19-238.  Chris Griffith spoke against adopting Ordinance No. 90-19-238.  Kelly Elmore spoke against adopting Ordinance No. 90-19-238  Lewis Wolfrom spoke against adopting Ordinance No. 90-19-238.  Justin Newbern spoke against adopting Ordinance No. 90-19-238.  Steve Hauenstein spoke against adopting Ordinance No. 90-19-238.  Jane Hauenstein spoke against adopting Ordinance No. 90-19-238.  Bryan Barker spoke against adopting Ordinance No. 90-19-238.  Paul Mattingly spoke against adopting Ordinance No. 90-19-238.  Lynn Mattingly spoke against adopting Ordinance No. 90-19-238.  Ashton Hudson spoke against adopting Ordinance No. 90-19-238.  Mark Frisch spoke against adopting Ordinance No. 90-19-238.  Jack Ogin spoke against adopting Ordinance No. 90-19-238. Agenda Item #1.A. 25 Mar 2019 Page 7 of 76 Regular City Commission February 25, 2019  Brian Major spoke against adopting Ordinance No. 90-19-238. City Clerk Bartle read the name and comment from the citizen who did not wish to speak as follows:  Betsy Cosgrove would like to go on record she is against adopting Ordinance No. 90- 19-238. 3. CITY MANAGER REPORTS A. City Manager’s Report CM Gerrity announced that the City of Neptune Beach has scheduled a meeting on Paid Parking on Wednesday, February 27, 2019 at 9:00 AM, in their Chambers. Last Thursday, February 21, 2019, CM Gerrity, DCM Hogencamp, and Mayor Glasser watched the Police Department receive their Accreditation Award. Mr. Gerrity congratulated Chief Cook and the Police Department. B. Accept the 90-Day Calendar (March through May 2019) Commissioner Kelly stated there is a Board Member Review Committee (BMRC) meeting on March 27, 2019. Consensus to accept the 90-Day Calendar with the addition of the BMRC meeting. 4. REPORTS AND/OR REQUESTS FROM CITY COMMISSIONERS A. Founders Day Proclamation (Mayor Glasser) Mayor Glasser introduced Bishop Percy Golden and his family and gave a family history of their contribution to the City of Atlantic Beach. Mayor Glasser read a part of the Proclamation into the record. Commissioner Reports: Mayor Glasser - no comment. Savannah Beeler (Youth Council) - spoke about the success of the Beach clean-up. Commissioner Kelly - no comment. Parker Rossignol (Youth Council) - expressed his appreciation to shadow the Commission and gain experience and be involved in the community. He also spoke against Ordinance No. 90-19-238. Agenda Item #1.A. 25 Mar 2019 Page 8 of 76 Regular City Commission February 25, 2019 Commissioner Norris - spoke about Ordinance No. 90-19-238 and addressed some of the concerns expressed by citizens during Courtesy of the Floor. Elizabeth Hosto (Youth Council) - spoke about the environment and expressed her appreciation to participate in local government. Ali Hostetter (Youth Council) - spoke about the beach clean-up and expressed her appreciation to participate in local government. Hannah Neville (Youth Council) - spoke about her participation in the Youth Council and thanked the Commission for allowing her to take part in the meeting. Commissioner Anderson - spoke about the legislative session starting March 4, 2019 and hiring a lobbyist to assist the City. 5. UNFINISHED BUSINESS FROM PREVIOUS MEETINGS None 6. CONSENT AGENDA At the request of Mayor Glasser, Savannah Beeler read the Consent Agenda title. A. Acknowledge receipt of the Monthly Financial Report for January 2019. B. Acknowledge receipt of the Monthly Building Report for January 2019 MOTION: To accept the consent agenda as read. Motion: Candace Kelly Second: Brittany Norris Cindy Anderson For Candace Kelly (Moved By) For Brittany Norris (Seconded By) For Ellen Glasser For Motion passed 4 to 0. Agenda Item #1.A. 25 Mar 2019 Page 9 of 76 Regular City Commission February 25, 2019 7. COMMITTEE REPORTS B. Parking and Pedestrian Safety Advisory Resource Committee (PPSARC) Report and Recommendations (Commissioner Anderson) Commissioner Anderson introduced Michael Tari, PPSARC, for a presentation. Mr. Tari spoke about the sun-setting of the PPSARC and the initial parking recommendations made to the Commission. He presented a slideshow of their updated recommendations which are also detailed in the agenda report dated February 4, 2019. Discussion ensued about the use of delineators as a solution on 18th Street. Chief Cook spoke about delineators and did not recommend their use. Mayor Glasser stated she was not in favor of 'new' parking on Saturiba. Mr. Tari spoke about the request to extend the PPSARC by one year. The Commissioners thanked the PPSARC for their service to the City. 8. ACTION ON RESOLUTIONS A. RESOLUTION NO. 19-13 A RESOLUTION OF THE CITY OF ATLANTIC BEACH AUTHORIZING THE USE OF COMMUNITY DEVELOPMENT FUNDS FOR FAÇADE IMPROVEMENT GRANTS IN THE MAYPORT BUSINESS OVERLAY DISTRICT; ESTABLISHING GUIDELINES FOR A FAÇADE IMPROVEMENT GRANT PROGRAM; AND PROVIDING AN EFFECTIVE DATE. PCDD Corbin provided a slide presentation, which is inclusive of both Resolution Nos. 19-13 and 19-14. The presentation showed examples of façade improvement and public art intended to promote economic development and a unique sense of place on Mayport Road. Mr. Corbin explained that Resolution No. 19-13 is to enact the Façade Improvement Grant Program for areas of Mayport Road shown on the slide titled Figure 1. There will be an application process managed by the Planning and Community Development staff, under direction of the City Manager. The program provides 50% matching grant funds, up to $5,000, for exterior improvements made for buildings and vehicle use areas. Each qualifying project will require approval by the City Commission. Mr. Corbin explained that Resolution No. 19-14 is to enact the Mayport Road Public Art Program for areas of Mayport Road shown on the slide titled Figure 9 (same area as Res. No. 19-13). There will be an application process managed by the Planning and Community Development staff, and then scored by CARAC, under direction of the City Manager. The program provides 75% matching grant funds, up to $7,500, for public art Agenda Item #1.A. 25 Mar 2019 Page 10 of 76 Regular City Commission February 25, 2019 along Mayport Road. Each qualifying project will require approval by the City Commission. Discussion ensued about the programs being only for Mayport Road in Atlantic Beach, partnering with Neptune Beach for a mural project on the flyover, and long term funding for this program. MOTION: Adopt Resolution No. 19-13 including the Atlantic Boulevard Flyover and the parcels on the SE corner of Atlantic Boulevard and Mayport Rd. (with the pawn shop and the storage-unit facility). Motion: Cindy Anderson Second: Brittany Norris Cindy Anderson (Moved By) For Candace Kelly For Brittany Norris (Seconded By) For Ellen Glasser For Motion passed 4 to 0. B. RESOLUTION NO. 19-14 A RESOLUTION OF THE CITY OF ATLANTIC BEACH AUTHORIZING THE USE OF COMMUNITY DEVELOPMENT FUNDS FOR A MAYPORT ROAD PUBLIC ART GRANT PROGRAM; ESTABLISHING GUIDELINES FOR A MAYPORT ROAD PUBLIC ART GRANT PROGRAM; AND PROVIDING AN EFFECTIVE DATE. MOTION: Adopt Resolution No. 19-14 including the Atlantic Boulevard Flyover and the parcels on the SE corner of Atlantic Boulevard and Mayport Road (with the pawn shop and the storage-unit facility). Motion: Brittany Norris Second: Candace Kelly Cindy Anderson For Candace Kelly (Seconded By) For Brittany Norris (Moved By) For Ellen Glasser For Motion passed 4 to 0. Agenda Item #1.A. 25 Mar 2019 Page 11 of 76 Regular City Commission February 25, 2019 Mayor Glasser called for a recess at 8:57 PM. The meeting reconvened at 9:10 PM. 9. ACTION ON ORDINANCES A. ORDINANCE NO. 90-19-238, Public Hearing and Final Reading AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, COUNTY OF DUVAL, STATE OF FLORIDA, AMENDING VARIOUS PROVISIONS RELATED TO MAXIMUM IMPERVIOUS SURFACE LOT COVERAGE, STORMWATER AND DRAINAGE MANAGEMENT REQUIREMENTS AND APPROVAL PROCEDURES IN CHAPTER 24, LAND DEVELOPMENT REGULATIONS; AMENDING SECTIONS: 24-17, DEFINITIONS; 24-64, VARIANCES; 24-66, STORMWATER, DRAINAGE, STORAGE AND TREATMENT REQUIREMENTS; 24-104, RESIDENTIAL SINGLE-FAMILY- LARGE LOT; 24-105, RESIDENTIAL, SINGLE-FAMILY; 24-106, RESIDENTIAL, SINGLE-FAMILY; 24-107, RESIDENTIAL GENERAL, TWO- FAMILY; 24-108, RESIDENTIAL GENERAL, MULTI-FAMILY; 24-115, RESIDENTIAL, SELVA MARINA; PROVIDING FOR CONFLICT; PROVIDING FOR SEVERABILITY; PROVIDING AN EFFECTIVE DATE. Mayor Glasser read Ordinance No. 90-19-238 by title. CM Gerrity provided a brief history of Ordinance No. 90-19-238 as detailed in the agenda memo. PCD Director Corbin gave a slide presentation and reviewed the project history from October 18, 2018 to current, the Jones Edmunds Impervious Area Drainage Impact Analysis, staff recommendations, proposed enforcement changes, exemptions, and grandfathering. Steve Swann, City Engineer, commented on the map showing localized flooding and spoke about the volume calculations used for stormwater storage and run-off. Mayor Glasser opened the Public Hearing:  Suzanne Barker spoke in favor of Ordinance No. 90-19-238.  Steven Fouraker spoke in favor of Ordinance No. 90-19-238.  Jordan Clarkson spoke in opposition of Ordinance No. 90-19-238.  Chris Lambertson spoke in opposition of Ordinance No. 90-19-238.  Michael Tari recommended further research and modeling.  Justin Newbern spoke in opposition of Ordinance No. 90-19-238.  Jack Ogen spoke in opposition of Ordinance No. 90-19-238. City Clerk Bartle read the names of those who did not wish to speak but wanted to be on the record about Ordinance No. 90-19-238.: Lisa Herrold - In favor. David Herrold - In favor. Paula O'Bannon - In favor. Agenda Item #1.A. 25 Mar 2019 Page 12 of 76 Regular City Commission February 25, 2019 John Saucerman - Opposed. Peter Christamsis - Opposed. Mayor Glasser spoke about there being only four (4) of the five (5) Commissioners present and stated the Public Hearing could be continued, if desired, by a motion. It would then be readvertised, the Public Hearing would continue before conducting a vote on this item. City Attorney Durden provided information about continuing a Public Hearing for an Ordinance. There needs to be a motion, with a date specific, it will then be readvertized to notify the Public when the action will take place. MOTION: To continue the Public Hearing (Ordinance No. 90-19-238) to the March 25, 2019 Commission Meeting. Motion: Cindy Anderson Second: Candace Kelly Mitch Reeves, spoke in opposition to continuing the Public Hearing. Cindy Anderson (Moved By) For Candace Kelly (Seconded By) Against Brittany Norris Against Ellen Glasser Against Motion failed 1 to 3. Discussion: Commissioner Kelly stated this started with the previous Mayor and Commission. Ms. Kelly spoke about having a long-range plan to fix the flooding, planning for resiliency, the effects of increasing sea levels, and the purpose of the stormwater surcharge. Commissioner Norris spoke about property rights, swimming pools, the Jones Edmunds analysis, and stated she is not in favor of the motion to continue. Commissioner Anderson is in favor of the motion to continue, wants to revisit the data for swimming pools, and revisit the 45% lot coverage. Mayor Glasser spoke about transparency, getting word out to the community, and getting more information. She is in favor of the motion to continue. Agenda Item #1.A. 25 Mar 2019 Page 13 of 76 Regular City Commission February 25, 2019 Discussion ensued about having a specific plan to continue the Public Hearing, preference to reach a conclusion tonight, obtaining more information about swimming pools, restrictive covenants, and pavers. CM Gerrity suggested, if there were going to be substantial changes to this Ordinance, the process should just start over. (i.e. swimming pools and lot coverage less than 45%) Mayor Glasser explained an Aye vote is to continue the Public Hearing, a Nay vote is to close the Public Hearing, then continue with the vote on the Ordinance. The vote failed to continue the Public Hearing. Mayor Glasser closed the Public Hearing. Mayor Glasser opened the floor to questions. Commissioner Kelly inquired of Mr. Swann if there was anything in the Jones Edmunds report that he would do differently? Mr. Swann responded he thought they (Jones Edmunds) did a wonderful job! Mayor Glasser inquired about swimming pools - pervious or impervious? Mr. Swann stated this data was based on a 24 hour storm, with 9.3" depth of rainfall. Pools generally have 4 to 6 inches freeboard, and could be expected to catch half of the 9.3" rainfall. Mr. Swann continued to after the storm - when its over the homeowner pumps his pool. That water does not go to the sewer system, it goes outside. Mr. Swann stated there are some issues to work out with pools not being 100% impervious and suggested more research should be done. A lengthy discussion ensued about the 50% credit for the overall impervious surface and questioning what that would equate to. Mr. Swann responded it would equate to 4.5" of rainfall. Discussion continued about replacing/rebuilding driveways. Mr. Corbin explained as long as it is done within the existing footprint it is exempt. Discussion ensued about the incremental increases over time to expand an impervious area and how that can cause issues. MOTION: To approve Ordinance No. 90-19-238, amending Section 1, to consider swimming pools as 50% impervious surfaces. Motion: Brittany Norris Second: Cindy Anderson Discussion: Commissioner Anderson stated the property owners have talked about this and she is in favor of making this change. Agenda Item #1.A. 25 Mar 2019 Page 14 of 76 Regular City Commission February 25, 2019 Commissioner Kelly spoke about neighborhood identity and property values. She would vote for 50% for pools. Commissioner Norris agrees with the 50% for pools. Mayor Glasser read the definition of impervious/pervious surfaces and agrees to the 50%. A brief discussion continued about cities across the country considering pools as impervious. Cindy Anderson (Seconded By) For Brittany Norris (Moved By) For Candace Kelly For Ellen Glasser For Motion passed 4 to 0. MOTION: To approve Ordinance No. 90-19-238, amending Section 3 (b) Onsite storage, change 150 square feet back to 400 square feet. (WITHDRAWN-see below) Motion: Brittany Norris Second: Cindy Anderson Cindy Anderson (Seconded By) For Candace Kelly For Brittany Norris (Moved By) For Ellen Glasser For Motion passed 4 to 0. Commissioner Kelly stated the proposed 150 square feet should be enough. Commissioner Anderson stated she is in favor of 400 square feet, allowing for a significant change. MOTION WITHDRAWN Commission Norris reconsidereded a lesser amount and withdrew her motion. Commissioner Anderson withdrew her second. MOTION: To approve Ordinance No. 90-19-238, amending Section 3 (b) Onsite storage, change 150 square feet to 250 square feet. Motion: Cindy Anderson Second: Brittany Norris Agenda Item #1.A. 25 Mar 2019 Page 15 of 76 Regular City Commission February 25, 2019 Discussion ensued and consensus was in favor of this amendment to the Ordinance. Cindy Anderson (Moved By) For Candace Kelly For Brittany Norris (Seconded By) For Ellen Glasser For Motion passed 4 to 0. MOTION: To approve Ordinance No. 90-19-238, amending Section 1, to consider swimming pools as 50% impervious surfaces; amending Section 3 (b) Onsite storage, change 150 square feet to 250 square feet; amending Section 3. (b) Onsite storage (24th line) change engineer to surveyor. Motion: Cindy Anderson Second: Brittany Norris Discussion ensued about the changes noting they will mostly affect land being redeveloped and some huge-ass thing is going to be built! The changes are for the benefit of the whole City of Atlantic Beach. There was discussion about the aging infrastructure, flooding and sea level rise, coastal vulnerability, dune re-nourishment, and being a resilient coastal city. It was noted that Neptune Beach and Jacksonville Beach are at 35 % for their lot coverage. Cindy Anderson (Moved By) For Candace Kelly For Brittany Norris (Seconded By) For Ellen Glasser For Motion passed 4 to 0. The amended Ordinance passed. B. ORDINANCE NO. 33-19-24, Introduction and First 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 Agenda Item #1.A. 25 Mar 2019 Page 16 of 76 Regular City Commission February 25, 2019 AMENDMENTS ON THE BALLOT; AND PROVIDING AN EFFECTIVE DATE. Mayor Glasser read the Ordinance by title. CA Durden reviewed the Ordinance stating it will change the term of the Mayor from two (2)year terms to four (4) year terms, limiting the number of consecutive terms to two (2) instead of four (4) , beginning with the Municipal Election in November 2020. Ms. Durden stated she has spoken with the Supervisor of Elections and March 19, 2019 is the deadline for getting this on the ballot for the next General Election on May 14, 2019. CA Durden explained that the Commission also has the option of a Special Election (at additional costs) if the Ordinance does not make it on the ballot for the General Election. CA Durden directed the Commissioners to Exhibit A of the Ordinance in order to make modifications to specific Sections of the proposed Ordinance, as follows:  Section 1, Article II - last line, take out four (4) year  Section 3, b - next to last line, take out four (4) year  Exhibit A - 13th line, take out four-year  Exhibit A - 14th line, take out four-year MOTION: Motion to approve Ordinance No. 33-19-24, amending the effective date from November 2020 to November 2022. Motion: Brittany Norris Second: Candace Kelly Commissioner Norris - stated every four years there will be three Commission seats up for election - the Mayor, Seat 3, and Seat 4. At the mid-term elections then there will be only two seats for election - Seat 2 and Seat 5. Ms. Norris expressed concern about effects on voter turnout. Commissioner Anderson - no comment. Commissioner Kelly - expressed her agreement with Commissioner Norris. Mayor Glasser - no comment. Cindy Anderson For Candace Kelly (Seconded By) For Brittany Norris (Moved By) For Ellen Glasser For Motion passed 4 to 0. Agenda Item #1.A. 25 Mar 2019 Page 17 of 76 Regular City Commission February 25, 2019 Voice vote resulted in all Ayes to change the effective date to November 2022. MOTION: To approve Ordinance No. 33-19-24 as amended, changing the effective date to November 2022. Motion: Brittany Norris Second: Candace Kelly Commissioner Anderson - expressed her disagreement to the language throughout the proposed Ordinance and does not agree with changing the term of the Mayor. Commissioner Kelly - agrees with the proposed Ordinance. Ms. Kelly does not think two years is enough time to get things done. Commissioner Norris - agrees that two years is not enough time to get things done. Ms. Norris stated that the Florida League of Cities favors four-year terms for Mayors. Mayor Glasser - no comment. Cindy Anderson Against Candace Kelly (Seconded By) For Brittany Norris (Moved By) For Ellen Glasser For Motion passed 3 to 1. 10. MISCELLANEOUS BUSINESS None. 11. CITY ATTORNEY/CITY CLERK REPORTS AND/OR REQUESTS CC Bartle spoke about roll-call votes and provided the Commission with a handout from the Code, Sec. 2-19 Rules of conduct and procedure at meetings, item (2) Rule 2. CA Durden stated on Wednesday, February 27, 2019 at 6:00 PM there will be training for all the Board/Committee members. 12. CLOSING COMMENTS BY CITY COMMISSIONERS AND CITY MANAGER There were no closing comments made by the Commission or City Manager. 13. ADJOURNMENT There being no further discussion, Mayor Glasser declared the meeting adjourned at 11:27 PM. Agenda Item #1.A. 25 Mar 2019 Page 18 of 76 Regular City Commission February 25, 2019 Attest: Donna L. 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A . 25 M a r 2 0 1 9 Pa g e 4 3 o f 7 6 Page 44 of 76 City of Atlantic Beach FINANCIAL REPORT February 2019 Cash Balances Prior Current Dollar Fund(s)01/31/19 02/28/19 Change General 8,379,535$ 8,485,467$ 105,932$ Tree Replacement 81,525 82,555 1,031 Convention Development Tax 233,108 236,055 2,947 Local Option Gas Tax 350,015 354,440 4,425 Better Jax 1/2 Cent Sales Tax 967,857 980,093 12,235 Police Training, Forfeiture, Grants, etc.28,196 28,552 356 Capital Projects 413,459 418,685 5,227 Utility 9,558,679 9,679,518 120,839 Building Code Enforcement 692,407 701,160 8,753 Storm Water 1,931,931 1,956,354 24,423 Pension - Police 10,821,218 11,446,571 625,353 Pension - General 22,172,825 23,276,316 1,103,491 Total 55,630,754$ 57,645,766$ 2,015,012$ Total Restricted Cash 43,397,685 Total Unrestricted Cash $14,248,081 Cash and Investments Prior Current Dollar Account 01/31/19 02/28/19 Change Bank of America - Depository 6,142,116$ 6,409,611$ 267,495$ Corporate Fixed Income - Morgan Stanley 6,577,766 6,482,558 (95,208) Government Securitites - Morgan Stanley 7,429,485 9,814,077 2,384,591 Cash, BDP, MMF - Morgan Stanley 2,460,667 189,957 (2,270,710) SBA - Florida Prime 23,527 23,527 - Cash on Hand 3,150 3,150 - Subtotal 22,636,711$ 22,922,879$ 286,168$ Police Pension Investments 10,821,218$ 11,446,571$ 625,353 General Pension Investments 22,172,825 23,276,316 1,103,491 Subtotal 32,994,043$ 34,722,887$ 1,728,844$ Total 55,630,754$ 57,645,766$ 2,015,012$ Agenda Item #6.A. 25 Mar 2019 Page 45 of 76 City of Atlantic Beach FINANCIAL REPORT Revenues Annual YTD YTD Dollar Percent Fund / (Footnote)Estimate Estimate Actual Variance Variance General 13,778,935$ 5,741,090$ 8,514,907$ 2,773,817$ 48.32% Convention Development Tax 140,076 58,360 67,751 9,391 16.09% Local Option Gas Tax 485,170 202,150 225,179 23,029 11.39% Better Jax 1/2 Ct Sales Tax 1,034,133 430,885 405,920 (24,965) -5.79% City Development Block Grant 82,000 34,165 - (34,165) -100.00% Police Training, Forfeiture & Grants 97,834 40,740 7,148 (33,592) -82.45% Debt Service Fund 33,824 14,090 14,090 - 0.00% Utility 9,512,688 3,963,575 4,083,323 119,748 3.02% Sanitation 2,717,367 1,132,230 830,948 (301,282) -26.61% Building Code Enforcement 574,113 239,205 227,941 (11,264) -4.71% Storm Water 1,494,503 622,705 457,683 (165,022) -26.50% Pension - Police 1,697,213 707,150 625,353 (81,797) -11.57% Pension - General 2,314,519 964,370 1,103,491 139,121 14.43% Total 33,962,375$ 14,150,715$ 16,563,734$ 2,413,019$ 17.05% 5 February 2019 Analysis of Major Variances In general, the major variances are created when the actual funds received -to-date are different from the percentage of the budget elapsed-to-date. Highlighted variance explanations follow: General Fund revenues show a net positive variance of $ 2,773,817. This balance is a result of a majority of the Ad Valorem taxes being received in November and December. This variance will normalize throughout the year. Sanitation Fund revenues show a net negative variance of ($ 301,282). This balance is a result of pending FEMA reimbursements. Agenda Item #6.A. 25 Mar 2019 Page 46 of 76 City of Atlantic Beach FINANCIAL REPORT Expenses Annual YTD YTD Dollar Percent Department Estimate Estimate Actual Variance Variance Governing Body 48,558$ 20,335$ 14,396$ 5,939$ 29.21% City Administration 2,926,486 1,274,565 1,058,633 215,932 16.94% General Government 2,250,070 1,024,715 439,878 584,837 57.07% Planning and Building 1,199,627 527,410 384,241 143,169 27.15% Public Safety 6,535,870 2,790,145 2,303,925 486,220 17.43% Recreation and Beautification 1,390,829 612,035 493,094 118,941 19.43% Public Works 5,868,986 2,706,035 1,934,152 771,883 28.52% Public Utilities 9,403,224 4,150,810 3,873,542 277,268 6.68% Pension - Police 784,504 326,850 407,395 (80,545) -24.64% Pension - General 431,999 179,980 533,111 (353,131) -196.21% Total 30,840,153$ 13,612,880$ 11,442,367$ 2,170,513$ 15.94% Annual YTD YTD Dollar Percent Resource Allocation Estimate Estimate Actual Variance Variance Personnel Services 11,496,880$ 4,769,667$ 4,145,569$ 624,098$ 13.08% Operating Expenses 12,255,143 5,540,153 4,306,997 1,233,156 22.26% Capital Outlay 3,426,200 1,777,300 692,750 1,084,550 61.02% Debt Service 2,041,733 850,695 1,621,986 (771,291) -90.67% Transfers 1,620,197 675,065 675,065 - 0.00% Total 30,840,153$ 13,612,880$ 11,442,367$ 2,170,513$ 15.94% Analysis of Major Variances In general, the major variances are a result of timing differences created between the percentage of budget elapsed-to-date and actual expenditures. Highlighted variance explanations follow: City Administration had a positive variance of $215,932. This positive balance is made up of a lot of smaller positive balances. The largest are $39K for audit services and equipment purchases by the IT Department. General Government had a positive variance of $584,837. Most of the positive variance is related to the capital items in the Convention Development, Half Cent Sales Tax and Capital Project funds. These projects that have yet to be awarded. Public Safety had a positive variance of $486,220. Most of the positive variance is related to the seasonal employees, salary lapse and capital purchases that will be made later in the year. Public Works had a positive variance of $771,883 for the period. The positive variance is related to the capital projects that are yet to get underway. Public Utilities had a positive variance of $277,268 for the period. The positive variance is related to salary lapse and capital projects that are yet to get underway. General Pension had a negative variance of ($353,131) for the period. The variance is a result of retirement payouts being higher than anticipated during the budgeting process. This account will require a budget modification later in t he year. All retirement payouts have been previously anticipated by the plan’s actuary, this is a discrepancy in the timing. Personnel Services had a positive variance of $624,098. The variance is a result of salary lapse and seasonal employees being working in the summer. Operating Expenses had a positive variance of $1,233,156. Various contractual services contribute to this balance. The largest contracts are the Fire Contract (COJ), Sanitation Contract, and Road Paving. Capital Outlay had a positive variance of $1,084,550. Most of the capital and project expenditures occur in the middle to latter part of the fiscal year. Debt Service had a negative variance of ($771,291). The variance is the result of the City’s largest annual debt payment being paid on October 1st. Agenda Item #6.A. 25 Mar 2019 Page 47 of 76 Page 48 of 76 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: List of property to be declared surplus SUBMITTED BY: Russell Caffey, Director of Finance DATE: March 6, 2019 BACKGROUND: Over time, the City accumulates various properties that lose their usefulness due to deterioration or obsolescence. Only items deemed truly of no use to the City are on this list. These assets are either not operational, have been deemed no longer cost-effective to repair, or were received through forfeiture. Department CAR# YEAR MAKE TYPE VIN# Odometer Police 924 2009 Chevy Malibu 1G12F57519F222151 108,458 Police 820 2008 Ford Crown V. 2FAFP71V18X147911 100,294 Police 923 2009 Chevy Malibu 1GIZF57559F220807 62,310 Police 819 2008 Ford Crown V. 2FAFP71V58X147913 82,230 Public Works P22 1998 Ford F150 1FTZX1729WNC03836 95,974 Public Works P81 2006 Ford Escape 1FMVU02Z66KC12378 50,828 Public Works P18 2007 Ford F150 1FTRF12267KC19621 81,009 Various Other inoperable items: Polaris, Golf Cart, Dewatering Pump, Trailer (x2), Tractor, Mowers (x2), Boat, Grill, Solar Message Board & Walk Behind Street Sweeper BUDGET: There is no budget for this action. RECOMMENDATION: Declare this list of property as surplus so that the items may be disposed of in the most beneficial way to the City. 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D . 2 5 M a r 2 0 1 9 P a g e 7 0 o f 7 6 PRIME CONSULTANT ESTIMATE OF WORK EFFORT AND FEE 50%PLANS PREPARATION CONSULTANT:Hanson FroresssnnanServices PROJECT NAME:SEMINOLEROAD DEKNAGEIMPROVEMENTS "1 RFP NUMBER:NA FROM:DAVIDSTREET TD:PALMAVENUE ESTIMATORNAME1 DATE:Brian McKee,PE 0/14/2019 PROJECT LENGTH:1 ,400 uneauFeat Sr.Project Manager Sr.Engineer Engineer Sr.Designer Designer Clerical TOTAL SALARY ACTIVFTY RATE =5 00.00 RATE =S $0.00 RATE =s 42.00 RATE =0 40.00 RATE =0 31.00 RATE =5 20.00 110035 cosT STAFF LAEDR STAFF LABOR STAFF LABOR STAFF F LABOR STAFF LABOR STAFF LABOR av av HOURS cosT HOURS coST inouns cos‘:1-nouns cosT HOURS cosT HOURS coST ACTIVITY ACTIVITY General Project Tasks 14 0 1,120.00 0 $—0 0 -0 {0 -0 0 -2 0 52.00 15 0 1,172.00 Task 1 -Drainage Analysis 9 0 720.00 25 0 1,700.00 94 0 3,943.00 14 3 505.00 14 0 434.00 0 0 520 155 0 7,403.20 Task2 -Drainage Plans 5 0 400.00 5 0 340.00 70 0 2,940.00 10 0 490.00 10 s 310.00 15 0 404.55 115 0 4,004.50 _:. ,I 20 I5 2,240.00 30 0 2,040.00 154 0 0,000.00 24 3 1,170.00 24 $704.00 10 s 051.75 230 s 13,549.16 ET W . V >_ _ 2,040.00 1_§_{__5 0,003.00 24_i 1,175.00 24 V s 704.00 10 s 051.75 200 j s 13,s4s.TsJ A g e n d a I t e m # 8 . D . 2 5 M a r 2 0 1 9 P a g e 7 1 o f 7 6 STAFF HOUR SUMMARY CONSULTANT NAME:Hanson Prafessional Services PROJECT NAME:SEMINOLE ROAD DRAINAGE ESTIMATOR NAME: V Brian McKee,PE IMPROVEMENTS DATE:13/14/2019 V"""“"‘TT33“TASKS ggggé COMMENTS 0.0 General Project Tasks T T ‘Te’ta‘1sT] T I 7 ~ 1.0 Task 1 -Drainage Analysis 7 ‘Taiais _I T 7156 2.0 rrask2 -Drainage Plans —Toials V ‘ E‘ ‘ ~ E —1 7 ‘H6 L_._.:. TOTALS:288 A g e n d a I t e m # 8 . D . 2 5 M a r 2 0 1 9 P a g e 7 2 o f 7 6 GENERAL PROJECT TASKS CONSULTANT NAME:Hanson Professional Services PROJECT NAME:SEMINOLE ROAD DRAINAGE ESTIMATOR NAME:Brian McKee,PE IMPROVEMENTS DATE:3/14/2019 TASK UNITS N.OF HRS PER TOTAL T M _1 General ProiectTasks Public MeetiggPreparation T Public Meetiry Attendance/Followup Speci?cations Package MonthlyProgress Reports Progress Reports included with invoicingand initial project setup ‘Meetings(Project Manager)A See ListingBelow Utilities Phase Reviews 50% Environmental SJRWMD Pre app and intial contact A g e n d a I t e m # 8 . D . 2 5 M a r 2 0 1 9 P a g e 7 3 o f 7 6 DRAINAGEANALYSIS CONSULTANT NAME:Hanson Professional Services PROJECT NAME:SEMINOLE ROAD DRAINAGEESTIMATORNAME:Brian McKee,PE IMPROVEMENTS DATE:3/14/2019 TASK 3 UNITS NO.OF HRS PER TOTALTASKS-UNITS HOURS °°""""E"T5 1.0 Analysis Drainage Analysis Design Documentation Report L8 L8 96 Project Design Criteria,Drainage calcs and documentation for SJRWMD permit and coordinationwith Master Plan Project Quantities LS Cost Estimate LS 1 OPCC (50%) UtilityCoordination LS Pennit Applications LS Permit coordination and Exemption Letter Field Reviews LS 1 @ 4 hrs each and 2 people Analysis Subtotal QualityAssurance/QualityControl LS Supervision LS 3% Coordination LS 2%3 14IAnalisNontechnicalSubtotal A g e n d a I t e m # 8 . D . 2 5 M a r 2 0 1 9 P a g e 7 4 o f 7 6 DRAINAGE PLANS CONSULTANT NAME:Hanson Professional Services PROJECT NAME:SEMINOLE ROAD DRAINAGE ESTIMATOR NAME:Brian McKee,PE IMPROVEMENTS DATE:3/14/2019 TASK NO. 2.0 “*‘—**““—*”“—“*““*”‘*”“TASKS -UNITS ‘SHEETS HOURS COMMENTS LS2.1 Horizontawertical Master Design i-‘ale 1 24 0 24 Master Design File Setup Cross Section Master Design File L8 1 10 0 10 Master Desigi l-"lieSetup Key Sheet Sheet 1 4 1 4 General Notes 1 2 1 2 T ical Section Sheets 1 4 1 4 Project Layout Sheet 1 4 1 4 Plan Sheets Sheet 4 4 4 |16 Pipe Pro?le Sheet 4 6 4 I 32 [Includesback-of sidewalk pro?le Special Details 0 0 0 ICrossSections Traf?c Control Plan/Notes Erosion &Sediment Control Details Uti|it1AdjustmentSheets Plans Subtotal QualityAssurancelQua|ity Control Su --rvision A g e n d a I t e m # 8 . D . 2 5 M a r 2 0 1 9 P a g e 7 5 o f 7 6 MISCELLANEOUS DIRECT COST CONSULTANT NAME:HansonProfessional Services PROJECT NAME:SEWNOLE ROAD DRAINAGE IMPROVEMENTS ESTIMATOR NAME:Brian McKee,PE DATE:3/14/2019 ITEMDESCRIPTION ITEM COMMENTS Drafting Medium:(Oiiginal Reproclucibles) 0 sets 0 Sheets @ $50.00 Per Sheet =$0.00 0 sets 0 Sheets @ $1.00 Per Sheet =$0.00 ‘Reproduction (Blue Line &Sepias) Blue Line Mylars Photocopy Public Meeting Copies 0 0 0 Sheets Public Meeting Handouts 50%Plans 0 0 300 Sheets 5 Sets plans (25 Sheet Plan Set)and check prints 100%Plans 0 0 0 Sheets Final Plans 0 0 0 Sheets Sheets Total Sheets 0 0 300 Cost:Blue Line 0 Sheets @ $-=$0.00 Sepia 0 Sheets @ $-=$0.00 Photocopy 300 Sheets @ $0.10 =$30.00 $30.00*’**Travel From.{Consultant Of?ce Location} To Project:#Tiips Transport.2 x 23 miles x $0.60 per mile $27.60 Field Review To City Of?ces:#Trips Transport.1 x 23 miles x $0.60 per mile $13.80 Phase Review Meeting To Other:#Trips Transport.1 x 0 miles x $0.60 per mile $0.00 Shipping:1 Deliveries @ $0.76 Each $0.76 Other:$0.00 TOTAL MISC DIRECT COSTS $72.16 A g e n d a I t e m # 8 . D . 2 5 M a r 2 0 1 9 P a g e 7 6 o f 7 6