Exh 3A,3A
3•i3-DO
March 7, 2000
MEMORANDUM
TO: The Honorable Mayor
and Members of the City Commission
FROM: _ Jim
Clty
SUBJECT: Follow-u~i items
The following are responses to questions and requests for additional information that
were made at the last meeting of the City Commission on February 28, 2000.
Storm Wa#er Design for Core Citv;
The Commission requested a status report of progress on design of storm water
improvements for the Core City. Attached is a progress report from Aikenhead & Odom,
Inc. dated February 14, 2000 which includes both a status report on the schedule and
narrative description of ongoing tasks.
Teen Council;
The trip to Orlando that was discussed at the last City Commission meeting has been
canceled due to a lack of insurance. After discussion of the organizational framework of
__ the Teen Council with the City Attorney and the City's insurance carriers it was
determined that the City's insurance did not cover such an event. Further, the City's
insurance carrier would not issue a separate rider to cover this event. A meeting has been
scheduled with Jamie Fletcher, the adult advisor to the Teen Council, to discuss the
organizational framework, communication with the City, and use of City funds.
List of matters deferred or pending;
The Commission asked for an updated list of matters deferred or pending before the
Commission. Attached for your information is a list comparing the current items with the
last report (dated November 1, 1999).
Renaming of Section H:
The Commission asked that suggestions be solicited from citizens for the possible
Follow-up items
March 7, 2000
Page 2
renaming of "Section H." The attached letter has been distributed to several interested
citizens in Section H. Articles have been published in local newspapers describing the
renaming project and notifying residents to call or send their recommendations to City
Hall and a "clip and send" survey will be published in the Beaches Leader as a public
service announcement. Several suggestions have already been received.
Dudley Street Tree Planting;
A question was raised at the last City Commission meeting about a previous commitment
made by the Commission to install Palm Trees on Dudley Street leading up to the Donner
Community Center. After checking the records, no reference can be found to this
commitment in the `minutes of City Commission meetings.
Requirement for City Commission to approve Cultural Arts/Beautification
Committee Projects?
The question was raised at the last Commission Meeting about the need for the
Commission to approve each project of the Cultural Arts Board and Beautification
Committee. Attached for your information are copies of the enabling Resolutions for
both. Both are set up to be advisory to the City Commission. Neither have any authority
to spend City funds. The Beautification Committee Resolution includes a specific
provision requiring that all funding be in the name of the City of Atlantic Beach and
funds must be administered by the City Manager. The Cultural Arts Board does not have
a similar provision, but has the following language concerning liability to the City.
"Nothing in this Resolution or otherwise shall be construed as authorizing and
empowering the Arts and Entertainment Advisory Board to impose any
liability of any nature, financial or otherwise, upon the City and that the
~- powers of said Board are advisory only."
With this information in mind, the expenditure of funds for projects from both the Cultural
Arts Board and the Beautification Committee must be under the supervision of City Staff
unless the amount exceeds the $10,000 limit requiring approval from the Commission.
Regardless of the $10,000 limit, it is appropriate for the City Manager to bring to the
Commission's attention various proposed projects that may involve public controversy or any
unusual amount of interest. Such was the case with the proposed mural on the side of the
Racquetball Court that was included in the City Manager's report at the last Commission
meeting.
Seminole Road Landscaping;
Follow-up items
March 7, 2000
Page 3
A meeting has been scheduled with Commission-Rick Beaver, Arborist Early Piety, Public
Works Director Bob Kosoy and Jim Hanson to inspect the right-of-way available on
Seminole Road for landscaping improvements and to prepare recommendations for same.
Plans will be reviewed with the Commission when available. ~~~,I/ P~ ••
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CONSULTING ENGINEERS
Atlantic Beach Stormwater Capital Improvements Project
Design Schedule
Notice to proceed
Data Collection _
Survey
Geotechnical
Modeling
Preliminary model development
Model Calibration
Final model development
Preliminary Engineering Report
Preliminary alternatives development
Preliminary costs estimate prepartion
Final concept plan development
Preliminary engineering report development
Meetings
Stormwater (SRC) meetings
SRC Meeting 1
SRC Meeting 2
SRC Meeting 3
Date Date
Status Started Completed
50% 19-Feb-00 15-Apr-0O
75% 15-Jan-00 15-Mar-00
50% 15-Jan-00 3-Apr-0O
0% 4-Apr-00 1-May-00
0% 2-May-0O 15-May-00
5% 4-Apr-00 15-May-00
0% 16-May-0O 22-May-00
10% 23-May-0O 19-Jun-0O
0% 30-Jun-00 10-Jul-00
_ 100% 14-Jan-00 14-Jan-0O
0% 16-May-00 16-May-00
0% 13-Jun-00 13-Jun-0O
City Commission meetings
Preliminary Commission Presentation
Interim Commission Workshop
Final Commission Presentation
Public Hearing
100% 27-Jan-00 27-Jan-00
0°~ 29-May-00 29-May-0O
0% 26-Jun-00 26-Jun-0O
0% 10-Jul-0O 10-Jul-0O
Final Design Development 0°k 1-Aug-00
60% design submittal 0% 1-Aug-00 15-Sep-0O
90°!o Design Submittal 0% 1-Oct-0O 15-Nov-0O
100% Design Submittal 0°l0 1-Dec-0O 15-Jan-01
Permitting 0% 1-Oct-00 15-Feb-01
Right of way /easement acquisition o% 15-Jan-01 1-Apr-01
Bid Package preparation 0% 15-Feb-01 15-Mar-01
Bidding & awarding of contract 0% 15-Mar-01 15-Apr-01
Construction 0% 15-Apr-01 15-Feb-02
~~ ~ ~ 1~~I~11D
~ ODOM;nG
CONSULTING ENGINEERS
Atlantic Beach Stormwater Capital Improvements Project
Progress Report for period January 1,2000 to January 31,2000
Work Authorization No. l
A. Additional Elevation Data Collection
February 14,2000
The final locations of pump station and force mains cannot be determined at this
stage of the design. The modeling effort requires additional surveying; therefore
A & O has reviewed the survey scope to break down task into phases. This effort
is necessary to keep survey effort within budget by requesting only the survey that
is needed as the project develops.
B. Additional Geotechnical Data Collection:
The final locations of pump stations, force mains, baffle boxes; etc cannot be
determined at this stage of the design. A & O has reviewed the geotechnical scope
to break down task into phases. A & O meet with Ellis on January 5,2000 to
discuss scope modifications. Geotechnical work has begun on the core city
pavement analysis and the lagoon system.
C. Environmental and Legal Effort
Coordinated muck probes, which will help set the limits on construction within
wetlands. Developing issues and impacts on downstream pumping which will
assist in the permitting discussion on the project.
D. Hydraulic/ Hydrologic Modeling:
Reviewed and compiled hydraulic data from previous studies, FDOT Plans and
COJ files. Will need to verify that some of data used reflects today's conditions.
Will continue to research historical data. Developed link/node diagram for main
channel and extensions.
E. Final Concept Plan: t,~_ ~~
Investigated locati s four several baffle boxes. Will look at off line boxes for
outfalls in to Ho Park. Reviewed Howe Park channel for proposed cleaning,
deepening and widening. Most of the effort could be accomplished from the
adjacent walking path and controlling equipment size by specifications.
Page 1 of 2
11LL1
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CONSULTING ENGINEERS
Atlantic Beach Stormwater Capital Improvements Project
Progress Report for period January 1,2000 to January 31,2040
_F. Final Plans Preparation (Preliminary only): Not started
G. Permitting: Not started
February 14,2000
Page 2 of 2
MATTERS DEFERRED OR PENDING
As of November 1, 1999 As of March 2, 2000
Ragtime Tavern's application for sidewalk
cafe seating Ragtime Tavern's application for sidewalk
cafe seating
Stormwater/Infrastructure Improvement
project Stormwater/Infrastructure Improvement
project
City Attorney's contract Completed
Mandatory connection to sewer system Mandatory connection to sewer system
Changing the date of City elections Defeated -Completed
Dutton Island Culvert Improvements Culvert Completed; design in progress
Action on recommendations of Pension Board
regarding change in retirement eligibility Awaiting recommendation of the committee
appointed by the Mayor (Commissioners
Mitchelson and Waters)
Amendment to current agreement for Fire
Services with the City of Jacksonville Completed
Bull Park Improvements Construction under way
Abandonment of a portion of Cypress Street Abandonment of a portion of Cypress Street
Sunshine Law seminar by City Attorney Sunshine Law seminar by City Attorney
People's Gas Franchise People's Gas Franchise
Grant Writer Staff negotiating with PBS&J to develop a
strategic grants plan for the city
Possible purchase of property contiguous to
parks ~ Possible purchase of property contiguous to
parks
Ordinance to limit lot coverage in residential
districts Ordinance to limit lot coverage in residential
districts
Naming Dutton Island
Approved state mandated changes to the
City's Police Pension Plan; ordinance to codify
changes being drafted
CITY OF
rs~ic ~'eac~ - `~~CVCida
March 2, 2000
MEMORANDUM
800 SEMINOLE ROAD
ATLANTIC BEACH, FLORIDA 32233-5445
.TELEPHONE (904) 247-5800
FAX (904) 247-5805
TO: Atlantic Beach Residents Living West of Mayport Road
(Section H)
FROM: Jim Han
._ anager
SUBJECT: Renaming
Several citizens living in the western portion of Atlantic Beach (also known as Section H)
recently came to a City Commission meeting asking that "Section H" be renamed. They
indicated that the Section H name has some negative connotations.
The City Commission asked that the staff solicit input from Section H residents about a
possible name. The attached questionnaire provides some history on how the "Section H ~~
name was created, lists some suggestions that have been made, and solicits input from
residents.
This memo is to ask your help in distributing this survey to your friends and neighbors
- living in the Section H neighborhood. Of course, your input will be valued also.
Tb.~gks in advance ~p~ your' help.
cc: Mayor and Commission
ATTENTION RESIDENTS OF ATLANTIC BEACH WEST OF MAYPORT ROAD
"SECTION H" TO BE RENAMED
HOW DID SECTION H GET ITS NAME?
Mr. Arthur Penman owned a large tract of land which was part of the Castro y Ferrer
Land Grant which ran through Jacksonville Beach, Neptune Beach, and Atlantic Beach.
He divided the land into sections which he identified by letters. As development
occurred, many of these sections were renamed with subdivision names. However, many
of the lettered sections still remain throughout out the Beaches area, Section H being one
of them.
It has been suggested that the City of Atlantic Beach change the name of the Section H
area.
Are you in favor of changing the name? Yes No
If you answered Yes, which of the following names do you prefer:
Atlantic Beach West
West Atlantic Beach
Tideviews
Your suggestion
Please complete and return to the City Manager, 800 Seminole Road, Atlantic Beach, Fl.
32233
RESOLUTION NO. 94- 10
A RESOLUTION OF THE CITY OF ATLANTIC BEACH
CREATING THE ARTS AND ENTERTAINMENT ADVISORY
BOARD TO BE COMPOSED OF SEVEN MEMBERS WHO SHALL
SERVE WITHOUT COMPENSATION; PROVIDING FOR THE.
APPOINTMENT AND FILLING OF VACANCIES OF MEMBERS;
PROVIDING TERMS OF MEMBERS; PROVIDING FOR THE
STRUCTURE OF THE BOARD; AND PROVIDING AN EFFECTIVE
DATE.
NOW, THEREFORE, be it resolved by the City Commission of the City
of Atlantic Beach, as follows:
SECTION Z Creation, Composition, Term Qualification and __
Vacancies.
There is .hereby established an Arts and Entertainment Board
composed of~.seven members appointed by the Mayor and confirmed by
the City Commission. All members of the Board will be residents
of the City and shall serve without compensation. Each member will
serve a two year term as a member of the Board. Members may be
reappointed for a second two year term. In the event of a vacancy
a replacement will be appointed by the Mayor and confirmed by the
Commission to serve a new two year term.
SECTION 2. Duties.
The Arts and Entertainment Board shall act in an advisory capacity
to the City Commission. The Board shall make recommendations to
the City Commission on the following subject areas:
(a) All art related programs sponsored or approved by the City
(b) Development of plans for future art programs or expansion of
existing programs proposed to be sponsored by the City. All
such recommendations must identify a funding source.
-- (c) All City sponsored and/or approved entertainment events.
(d) A yearly calendar of arts and entertainment events
(e) All funding sources to carry out new or expanded programs.
($). Any other area prescribed by the City Commission.
SECTION 3 Liability of City.
Nothing in this Resolution or otherwise shall be construed as
authorizing and empowering the Arts and Entertainment Advisory
Board to impose any liability of any nature, financial or
otherwise, upon the City and that the powers of said Board are
advisory only.
-2-
SECTION 4. Organization; Officers.
The Arts and Entertainment Board shall have the authority to
organize themselves and appoint a chairman, vice chairman-and any
such officers as they deem advisable. Furthermore, the Board may
adopt by-laws to govern the contact of their business.
SECTION 5. This resolution shall take effect immediately upon its
final passage and adoption.
ADOP ED by the City Commission
_~day of /191~c~~ilL 1994.
of Atlantic Beach, Florida this
~n
man T. Fletcher
Mayor/Presiding Officer
Approved as to form and correctness:
an C ensen, City Attorney
AT/T~EST:
.~
~ Y Maureen King, City Clerk
Sponsor: Mayor Shaughnessy
RESOLUTION N0.99-8
A Resolution of the City of Atlantic Beach ratifying the
BEAUTIFICATION COMMITTEE, whose members shall
serve without compensation; providing terms of members;
providing for the duties of said Committee; providing for the
disposition of Funds received; providing for the structure of
the Committee; and providing an effective date.
WHEREAS, it is recognized by the City Commission of the City of Atlantic Beach,
Florida that the citizens of this municipality need and desire beautification of their city,
• and
WHEREAS, a Beautification Committee appointed in 1989 by Mayor William I.
Gulliford, Jr. has been assisting the City Commission with recommendations for the past
ten years, and
WHEREAS, said City Commission considers such need to warrant the ratification
of the Beautification Committee for the purpose of advising and assisting the City
Commission in these matters.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF ATLANTIC BEACH, FLORIDA, AS FOLLOWS:
SECTION 1. Ratification, Composition, Term. Qualifications.
There is hereby ratified a Beautification Committee composed of members of the
comntunity who have an interest and are willing to serve. Membership shall be open to any
resident of the City, and shall serve without compensation. Officers of the Committee shall
agree to serve cone-year term. -
SECTION 2. Duties.
The Beautification Committee shall act in an advisory capacity to the City Commission,
and shall make recommendations to said Commission on the following subject areas:
(a) Beautification and landscaping of publicly owned lands in the city.
(b) Design and uniformity throughout the city of such visual items as signage,
public benches, trash receptacles, etc.
(c) Development of a five-year plan for beautification improvements.
Resolution No. 99-8, Page 2 of 3
(d) Prioritization of tree planting areas of the city.
(e) Public awareness education, seminars and events, such as the Arbor Day
Celebration and Tree Sale.
(f) Any other areas as prescribed by the City Commission.
Section 3. Authority to Receive Funds.
The Beautification Committee shall have the authority to receive and accept gifts and
donations for aid in the development and improvement of the City's publicly owned lands,
and shall further accept funds for the maintenance of these lands, including funds for the
sponsorship of abeautification-related event, provided, however, that any such gift or
donation shall be made in the name of the City of Atlantic Beach and not otherwise. Said
funds shall be administered by the City Manager just as all other City Funds.
Section Q. Liability_of the City,
Nothing in this Resolution or otherwise shall be construed as authorizing and empowering
the Beautification Committee to impose any liability of any nature, financial or otherwise,
upon the City and tha# the powers of said Committee are advisory only.
Section 5. Organization; Officers.
The Beautification Committee shall have the authority to organize themselves and appoint
a chairman, vice-chairman and any such officers as they deem advisable. Furthermore,
said Committee shall adopt by-laws to govern the conduct of their business. The
__ -Committee shall conduct their business in compliance with all state and local laws.
Section 6. Effective Date.
This Resolution shall take effect immediately upon its adoption.
DONE AND RESOLVED BY THE CITY COMMISSION OF ATLANTIC BEACH,
FLORIDA, THIS 22nd DAY OF March, 1999.
City of Atlantic Beach, Florida
~3-u.z
Suzanne Shaughnessy ayor
Resolution No. 99-5, Page 3 of 3
Approved as to f9rm and correctness:
A
Jense~yl~City Attorney
ATTEST:
-Mau een King, City C r