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01-08-20 Commission Priority Setting Visioning Workshop Adopted MinutesATTENDANCE: Present: Also Present: MINUTES Commission Priority Setting/Visioning Workshop Wednesday, January 8, 2020 - 1:00 PM Commission Chamber Ellen Glasser, Mayor - Seat 1 Cindy Anderson, Commissioner - Seat 2 (District 1308) Blythe Waters, Commissioner - Seat 3 (District 1307) Candace Kelly, Commissioner - Seat 4 (District 1306) Brittany Norris, Commissioner - Seat 5 (District 1312) Shane Corbin, City Manager (CM) Brenna Durden, City Attorney (CA) Donna Bartle, City Clerk (CC) Kevin Hogencamp, Deputy City Manager (DCM) Linda Lanier, Facilitator CALL TO ORDER (MAYOR GLASSER) Following the Pledge of Allegiance to the Flag, Mayor Glass called the meeting to order at 1:00 PM. Item 2 was taken out of sequence and moved to before Item 1. 2. COURTESY OF THE FLOOR TO VISITORS Mayor Glasser opened the Courtesy of the Floor and City Clerk Bartle called the following speaker: Commissioner Waters arrived at 1:02 PM.) Paula O'Bannon spoke about her concerns for sidewalks, specifically the lack of budgeting for sidewalks. There were no additional requests to speak. Mayor Glasser closed Courtesy of the Floor. 1. WELCOME (SHANE CORBIN, CITY MGR) CM Corbin addressed the Commission and spoke about the benefits resulting from these Priority Setting sessions. CM Corbin introduced Linda Lanier, Facilitator. 3. REFLECTION ON LAST YEAR'S PRIORITY SETTING (LINDA LANIER, FACILITATOR) Ms. Lanier addressed the Commission and commended them for their continued attention, disciplined work, and tracking of the 2019 Priorities throughout the year. She stated that the process used will be the same for setting the 2020 Priorities. Commission Workshop January 8, 2020 4. REVIEW OF 2019 PRIORITIES AND THEIR STATUS. DID THE PROCESS WORK? SHANE CORBIN) CM Corbin reviewed the status of the previous years, 2018 and 2019 Priorities, as detailed in the agenda packet. He presented a PowerPoint titled 2020 Priority -Setting and Visioning Workshop facilitated by Linda Lanier (which is attached hereto and made part of this official record as ATTACHMENT A). His review included the following categories: Environmental Leadership - LEED Silver Certification, Tree City designation, ESC Outreach Sub -committee, Heritage Tree designation. Flood and Storm Resilience - Completed Storm Water Master Plan, Sea Level Rise Vulnerability Assessment, Storm Water improvements and maintenance. Mayport Road Corridor Improvements - Visioning Implementation Plan, Speed limit reduced to 40 mph, Public Art/Facade Improvement Program, Signalization and Crosswalk enhancements, East Coast Greenway. Beach -To -Marsh Parks Master Plan - Staff/Public/FL Association Landscape Architects meetings in process - 1st draft available in Spring 2020. Neighborhood Improvement/Community Identity - Updated Land Use Regulations and Comprehensive Plan, Branding/Signage initiative, Sign and Tree Mitigation codes update in process. Parking and Mobility - Paid Parking Program, Safe Routes to School project, parking and sidewalk improvements, lighted crosswalk signs. ATTACHMENT A - 2020 Priority -Setting and Visioning Workshop facilitated by Linda Lanier 5. OVERVIEW OF NOMINAL GROUP PROCESS, SMART FRAMEWORK FOR GOAL SETTING, AND URGENT/IMPORTANT MATRIX (LINDA LANIER) Ms. Lanier reviewed the process and the use of the SMART framework for goal -setting which must be - Specific Measurable Achievable/actionable Results focused Time based Ms. Lanier spoke about determining what is urgent and important, defining priority, and designating the level of attention. She explained this is strategic, long-range planning which helps to eliminate distractions and time wasters. Discussion ensued about establishing ground rules, trusting the process, time management, and working efficiently. Commission Workshop January 8, 2020 6. REVIEW AND DISCUSSION OF INDIVIDUAL RESPONSES FROM COMMISSIONERS ACCORDING TO SUBJECT AREAS. COMMISSIONERS WILL VOTE FOR THEIR PERSONAL PRIORITIES IN EACH SUBJECT AREA. (LINDA LANIER AND GROUP) Ms. Lanier explained the process will be for each Commissioner to state priorities, starting with: Fiscal Sustainability and/or City Services Commissioner Waters - Fiscal Sustainability - fiscal planning in terms of a cyclical market (investments, projects, preparation for lean times). City Services - expansion, beautification for City properties, feedback from community. Commissioner Anderson - Fiscal Sustainability - develop policy for use of General and Reserve Funds. City Services - cost/benefit analysis for contract vs in-house employees. Commissioner Norris - Fiscal Sustainability - fiscal impact of climate change/sea level rise. City Services - City arborist. Commissioner Kelly - Fiscal Sustainability - cost/benefit analysis for certain expenditures, departmental checklists. City Services - stabilize work force through employee professional development. Mayor Glasser - City Services - review electric/water Franchise, streamline services (permitting, etc.), increase public engagement. Environment and/or Infrastructure Commissioner Waters - Infrastructure - mapping/policy for public rights-of-way and plantings, using sustainable building materials, solar energy, small improvement to increase parks usage, ADA accessibility funding. Commissioner Anderson - Environment - plastic reduction use/policy, more sculptures/public art. Infrastructure - determining alternate uses for racquet ball courts, adaptability plan for sea level rise. Commissioner Norris - Environment - composting program, murals. Infrastructure - sidewalks on every street. Commission Workshop January 8, 2020 Commissioner Kelly - Environment - increase LEED score, improve City gateways. Infrastructure - consideration for more places for Complete Streets configuration, new lifeguard station with a water sports center. Mayor Glasser - Environment - no net loss to tree canopy, sign consolidation/reduction. Infrastructure - finding new parking spaces in Town Center area, fix Ahern St., senior facility along Mayport Corridor. Public Safety and/or Quality of Life Commissioner Waters - Public Safety - sexual assault response/emergency response training. Quality of Life - big multi -service facility to meet event needs for up to 500 people, keep and acquire more green spaces (also Environment). Commissioner Anderson - Public Safety - reduce bicycle theft. Quality of Life - develop activities program for senior citizens, family oriented concerts at Beaches Veterans Memorial Park. Commissioner Norris - Public Safety - be #1 in state for pedestrian safety improvements. Quality of Life - multi -modal beach/marsh path (also Infrastructure), increase ADA accessibility beach/playgrounds, etc. Commissioner Kelly - Public Safety - safer Mayport Road. Quality of Life - more events focusing on use of parks, ADA roll-out tracks for beach access. Mayor Glasser - Public Safety - promote pedestrian and bicycle safety/route, lifeguard station. Quality of Life - age friendly city, livable community. Effectiveness of Commission and/or Other Commissioner Waters - Effectiveness - improve use of social media, effective partnerships. Other — stormwater management with neighboring communities, help COJ create compatible vision north of Atlantic Beach. Commissioner Anderson - Other - establish property acquisition fund (also Fiscal Sustainability and/or Infrastructure). Commissioner Norris - Commission Workshop January 8, 2020 Effectiveness - strategic communication plan. Other - JSO substation. Commissioner Kelly - Other - continued status updates for Mayport Rd., identify next steps, establish regional summit meeting. Mayor Glasser - Effectiveness - legislative strategy for county and state, synchronicity between Commission and staff. Lightning Round Ms. Lanier stated this time will be used to review each subject and make any additions or adjustments to the various subject areas. Discussion ensued about: East Coast Greenway involvement Marsh Master Plan in Environment Ongoing project list Public engagement Street -by -street review, parking Policy to address pension shortfall Splash pad park Bike park Promoting recycling/Four Rs Access to kids programming Increase internships Beach shuttle Community service directory Voting At this time Ms. Lanier directed the participants to use the pink dot stickers to designate their top eight (8) items of their choice for importance. The group recessed at 3:00 PM. The meeting reconvened at 3:15 PM. A review and discussion ensued about the results of the voting session as follows: Environment - No net loss tree canopy Plastic reduction measures Sign consolidation reduction Murals Four (4) Rs - Reduce, Reuse, Recycle, Refuse Commission Workshop January 8, 2020 Quality of Life - Big facility to meet event needs Use Beaches Veterans Memorial Park for family-oriented concerts Senior citizen/children's activities Shuttle to beach More events focusing on the parks (Parks Master Plan) Get all COAB kids into Atlantic Beach Elementary Public Safety - Pedestrian safety improvements and outreach Bike theft reduction Promoting bicycling, safety Safer Mayport Corridor Effectiveness of the Commission - Legislative strategy for county and state Effective partnerships and establishing priorities Other - Regional summit Working with COJ to create a compatible vision for Mayport Rd. and north of COAB Implementation of Parks Master Plan City history Next Steps and Adjournment Ms. Lanier stated she will meet with CM Corbin and DCM Hogencamp to work on blending these priorities selected by the Commission and comparing them to the previous years' (2018 and 2019) sessions. CM Corbin stated there will be a follow-up workshop for a final review. Also, CM Corbin stated staff plans to draft a Resolution for adoption of the priorities list. Adjournment There being no further discussion, Mayor Glasser declared the meeting adjourned at 3:40 PM. Attest: x/`411444 Donna L. Bartle, City Clerk en Glasser, Mayor Date Approved: 5/, i J292.0 Commission Workshop January 8, 2020 ATTACHMENT A January 8, 2020 Minutes priority -setting and visioning workshop facilitated by Iinda lanier atlantic beach city commission january 8, 2020 ATTACHMENT A January 8, 2020 Minutes 2019 CoMMITSON pi iff MIPLES'IENThTI6N QPDATE 741JI.,4y 2626 COAB US ATTACHMENT A January 8, 2020 Minutes ATLANTIC BEACH CITY COMMISSION PRIORITIES Established January 9. 2019 1. ENVIRONMENTAL LEADERSHIP Accomplished via Public input; Committee work; Partnerships: Commission funding. policy and/or legislation: and Staff planning/implementation 2. FLOOD AND STORM RESILIENCE Accomplished via Public input: Commission, State and Federal funding; and Staff planning/implementation 3. MAYPORT ROAD CORRIDOR IMPROVEMENTS Accomplished via Public input; Partnerships: Commission lobbying/funding; and Staff planning,'implementation 4. BEACH -TO -MARSH PARKS MASTER PLAN Accomplished via Public input: Staff. Commission and Environmental Stewardship Committee planning; Community engagement; Commission funding: and Staff planning/implementation 5. NEIGHBORHOOD IMPROVEMENT AND COMMUNITY IDENTITY Accomplished via Public input; Committee, Staff and Commission planning; Partnerships: Commission funding: and Staff planning/implementation 6. PARKING AND MOBILITY Accomplished via Public input: Staff and Commission planning: Commission funding; and Staff planning/implementation COAB US ATTACHMENT A January 8, 2020 Minutes ENVIRONMENTAL LEADERSHIP LEED Silver -certified community certification Tree City USA designation maintained Arbor Day event featuring tree plantings and Johansen Park heritage tree designation Education, outreach enhanced by City, Environmental Stewardship Committee via social media and postcards 200 trees planted Recycling containers, beach litter baskets added to beach accesses. Parks master planning initiated ATTACHMENT A January 8, 2020 Minutes FLOOD AND STORM RESILIENC Stormwater master plan, CIP Sea Level Rise vulnerability assessment Adaptation Plan grant application submitted Impervious surface ratio revised with restrictive covenants for enforcement Aquatic Drive stormwater improvements (60%) design for Phase 1; $1.5M federal, $300K state North Seminole Road drainage improvements Ditch digging/clearing on Jasmine, Camelia, Hibiscus and Stocks streets South Seminole, Donner Road improvements being engineered Hopkins Creek drainage improvement discussions under way with NB ATTACHMENT A January 8, 2020 Minutes MAYPORT ROAD CORRIDOR IMPROVEMENTS Mayport Road visioning plan being implemented Speed limit reduced to 40 mph Public art and facade improvement programs instituted Signalization and crosswalk enhancements in process Complete Streets policy/resolution being developed East Coast Greenway engineering scheduled for 2020; project is North Florida TPO's List of Priority Projects for construction in 2025 ATTACHMENT A January 8, 2020 Minutes BEACH -TOM PARKS MASTER PLAN Community parks survey completed Community charette led by the National Park Service and American Society of Landscape Architects Draft parks master plan will be presented to the City Commission in spring 2020 Further public input will be solicited Master plan adoption expected in 2020 ATTACHMENT A January 8, 2020 Minutes NEIGHBORHOOD IMPROVEMENT COMMUNITY IDENTITY Land -use regulations updated Comprehensive Plan updated; second update under way Tree plantings at Donner and Johansen parks, and in the Royal Palms neighborhood Park improvements at Dutton Island, Tideviews, Donner, Jordan, Veteran, Rose, Howell and Bull ilit• Sign code update in progress 11 Tree -preservation code update in progress Neighborhood identity (signage) initiative is L'` postponed ATTACHMENT A January 8, 2020 Minutes PARKING & MOBILITY Beaches Town Center paid parking program launched Sherry -Seminole Safe Routes to School multi -use path opened Sidewalk improvements on Dutton Island Road, Levy Road, Orchid Street Veterans, Jordan park walkways completed Comprehensive Pian for multimodal transportation updated Lighted crosswalk signs being installed Seminole Road mixed-use path planned Waters Park, Sturdivant Street parking plans being developed ATTACHMENT A January 8, 2020 Minutes 2 20 priority -setting and visioning workshop facilitated by Iinda lanier atlantic beach city commission january 8, 2020