Minutes / 10-25-99~'
~,, NIINLITE5 OF THE REGULAR MEETING OF THE ATLANTIC
BEACH CITY COMMISSION HELD IN CITY HALL, 800
SEMINOLE ROAD AT 7:15 PM ON MONDAY, OCTOBER 25, 1999
PRESENT: Suzanne Shaughnessy, Mayor
Richard Beaver
Mike Borno
John Meserve
Theo Mitchelson, Commissioners
AND: Maureen King, City Clerk
Alan C. Jensen, City Attorney
James Hanson, City Manager
Invocation was offered by. Mayor
Allegiance to the Flag.
by the
1. Approval of the minutes of the Regular Meetimgs held
October 11,1999
,~*""^~, Motion: Approve minutes as presented.
The Mayor asked for corrections or amendments to the minutes. There
were none, and the minutes were unanimously approved as prepared.
Item GA was taken ant of sequence and acted on at this time.
6. Action on Resolutions:
A. Resolution No. 99-32
A RESOLUTION HONORING GLENDA DEDENBACH FOR
HER TWENTY-FIVE YEARS OF SERVICE AS AN
OUTSTANDING EMERGENCY COMMUNICATIONS
OPERATOR FOR THE CITY AND CITIZENS OF
ATLANTIC BEACH, FLORIDA (City Manager)
Motion: Adopt Resolution No. 99-32.
Mayor Shaughnessy read the resolution in its entirety and presented the
framed document to Ms. Dedenbach. The Mayor thanked Ms.1)ecienbach
far her twenty-five years of outstanding service in the difficult and
demanding job as an emergency communucations operator.
r''^'~ Ms. Dedenbach thanked the Commission for the honor and stated that she
enjoyed working with the city.
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October 25, i 999
There was no discussion and the motion carried unanimously.
2. Courtesy of the ]Floor to Visitors:
No one addressed the Commission at this time.
3. Unfinished Business from Previous Meeting
A. Discussion and Related Action in Connection with Renewal of
the Contract Between the City and City Attorney Alan Jensen;
Authorize Outside Legal Review of the Proposed Contract
(Mayor)
Mayor Shaughnessy related that discussion of the contract had been
removed from the September 13,1999 agenda when Hurricane 1~ loyd was
coming and was next discussed at a Workshop held October 11,1999, but
no formal Commission direction was given at that time.
.Commissioner Mitchelson recapped the areas of concern expressed when
~'~*, reviewing the proposed contract during the Workshop, and stated he would
like to review a new contract with the changes identified.
Motion: Direct the City Manager, with the notes taken during
the Workshop, to review the contract with City Attorney
Jensen and bring the changes to the contract back to the
Commission with the additions underlined and the deletions
struck through.
Commissioner Nleserve suggested that it be left to the City Ivlanager to
determine if an outside attorney was required to review the contract.
Commissioner Beaver stated that he would like to reserve that decision
until he saw the new contract.
Mayor Shaughnessy inquired concerning an interpretation of language
found in the City Charter in regard to the duties of the City Attorney in
matters of litigation. City Attorney Jensen advised that he was paid for
actual time spent on the case.
After some further discussion, City Manager Hanson stated that he would
try to have the contract for Commission approval at the next regularly
!""-''- scheduled meeting.
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October 25,1999
4. Consent Agenda:
There were no Consent Agenda Items.
5. Committee Reports:
There were no Committee Reports.
Item 6A was taken out of sequence and acted on prior to Item 3A.
6. Action on Resolutions:
A. Resolution No. 99-32
A RESOLUTION HONORING GLENDA DEDENBACH FOR
HER TWENTY-FIVE YEARS OF SERVICE AS AN
OUTSTANDING EMERGENCY COMMUNTCATIONS
OPERATOR FOR THE CITY ANA CITTZENS OF
ATLANTIC BEACH, FLORIDA (City Manager)
B. Resolution Na. 99-37
,r^.*. A RESOLUTION OF THE CITY OF ATLANTIC BEACH,
FLORIDA, AUTHORIZII~IG STAFF TO PURSUE A CHANGE
IN THE DATE OF CITY ELECTIONS, AND PROVIDING AN
EFFECTIVE DATE (Mayor)
Motion: Adopt Resolution No. 99 37.
Mayor Shaughnessy pointed out that changing the date of the municipal
elec#ion to coincide with the national and state elections would encourage
voter participation and provide a cost savings advantage to the city.
City Clerk King advised that the required changes would be brought back
before the Commission in one month.
There was no discussion and the motion carried unanimously.
7. Action on Ordinances:
A. Ordinance No. 24-99-44 Public Hearing and Final Reading
AN ORDINANCE AMENDING THE OPERATING BUDGET
FOR THE CITY OF ATLANTIC BEACH, FLORIDA, FOR
FISCAL YEAR. 1999{2000 BEGINNING OCTOBER 1, 1999
_ AND ENDING SEPTEMBER 30, 2000 (City Manager)
Motion: Adopt Ordinance No. 20-99-44 on final reading.
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October Z5, 1999
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Mayor Shaughnessy opened the floor for a public hearing, Since na one
spoke in £avar of or in opposition to the ordinance, the Mayor declared the
public hearing closed.
There was no discussion and the motion carried unanimously.
8. Miscellaneous Business:
A. Appointments to Community Development Board (2) (Mayor)
Mayor Shaughnessy indicated that Mr. Grunthal and Mrs. Simpkins bath
wished to remain on the Community Development Board and that nv
appointments would be made at this tune.
B. Appointment to the Cultural Arts Board (Mayor)
Mayor Shaughnessy appointed Tyler Greenwell of 1412 Palmer Street to the
Cultural Arts Board. It was pointed out that Mr. Greenwell was not a
resident of Atlantic Beach, but a Resolution had been adopted allowing
such appointments to the Cultural Arts B oard. The Commission concurred
with the appointment.
C. Appointment to the Recreation Advisory Board (Mayor)
Na appointment was made to the Recreation Advisory Board.
D. Waive the formal bidding requirements and award a contract
in the amount of $28,400 to Ethridge Enterprises, Inc., to
perform tank. coating at Buccaneer Wastewater Treatment
Plant (City Manager)
Motion: Waive the formal bidding requirements and award a
contract in the amount of $28,400 to Ethridge Enterprises, inc.,
to perform tank coating at Buccaneer Wastewater Treatment
Plant as recommended.
Commissioner Meserve inquired as to why the request was made to waive
formal bidding requirements.
City Manager Hanson explained that the original specifications for the
project did not include the tanks, but when they were excavated below the
soil line, rust was found and it was determined that they were in need of
interior and exterior re-coating. He fiurther explained that the engineer
,~'''~`~. requested a change order price from the existing contractor for the work, but
after review of the price quoted by the contractor, additional quate5 using
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October 25, 1999
the same specifications were obtained from different vendors. It was
pointed out that the low quote obtained from Ethridge Enterprizes, Inc, had
been reviewed by the project engineer as meeting all bid requirements.
Commissioner Beaver inquired as to why the resting tanks were eat found
earlier in the process. City Manager Hanson deferred explanation of the
inquiry to Public Works Director Kosoy.
Public Works Director Kosoy indicated that the tanks in question were not
part of the Sequence Batch Reactor (SBR) modifications, and the problem
was not found until they were excavated.
There being no further discussion, the motion carved unanimously.
E. Discussion relative to Y2K preparedness (Mayor)
Community Development Director Worley, the city's Y2K Preparedness
Coordinator; provided the Commission a brief overview of the information
included in his memo dated October 20,1999, which is attached and made
~~ part of this official document as Attachment A,
Community Development Director Worley reported that the city had
concentrated on the major functions of the city and indicated that. most of
the city's police officers and water and sewer workers would be an duty
New Year's Eve. He indicted that a Y2K status report would be included
in the winter edztion of Tide Views and on the city's web site in order to
assure the citizens of Atlantic Beach that their basic services will continue
uninterrupted.
9. City Manager Reports:
A. Annual Drintdng Water Quality Report Letter
Referencing the water quality letter which was recently mailed to the
residents of the city, City Manager Hanson explained that this report to the
public would be mailed annually. He further stated that several :esidents
had inquired concerning the test date of 1996 included in the letter and
explained that the test was required every three years, which explained the
199b date, and the latest test, which would appear in next year's letter, was
presently being conducted.
,~. City Manager Hanson also pointed out changes to the column headings in
the Test Results Table which would clarify the statistical data presented.
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October 25, 1999
B. Tuesday, November 2,1999 Commission Meeting
City Manager Hanson reminded the Commissioners that a photographer
would be present at the meeting to photograph the new Commission.
10. Reports aad/or requests from City Commissioners and City
Attorney
Commissioner Meserve
• Indicated that the cross issue in Howell Pazk had been resolved.
City Manager Hanson stated that the cross arm had been removed
and the pole left standing. He further stated that the cross arm could
be bolted back onto the pole should some group wish to use it.
Commissioner Mitchelson stated that he would prefer to allow
freedom of all religions and would like the City Attorney to review
the case law Cited in the letter from Freedom from Religion.
~"_'.,,
Commissioner Borno concurred with Commissioner Mitchelson.
City Attorney Jensen indicated that he would try to have something
by the next Commission Meeting.
Commissioner Seaver
• Reported that the crews televising the city's sewer lines had caused
damage to some yards and inquired as to who would be responsible
to repair the damages. He requested that the city become pro-active
in this matter.
Commissioner Mitchelson
• Reported that Commissioner-Elect Dezmond Waters and he would
be meeting as the Pension Board Review Committee on Monday,
November 1, 1999, at 4:Op p.m.
Mayor Shaughnessy
• Reminded those present of the dedication of the new Tide Views
~'"""'~ Preserve on Saturday, Qetober 30, 1999, at 10:00 a.m.
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October 25, 1999
Commented on the delays with the Town Center Project and stated
that the construction of the sidewalk would resume after the
holidays.
Commented on rewriting the city's Code of Ordinances and
Comprehensive Plan and referenced the general language found in
the Comprehensive Plan concerning bike paths. The Mayor felt
that specific language concerning bike paths should be included in
the revised Comprehensive Plan and gave the City Manager a copy
of the Metropolitan Planning Organization's document containing
a specific definition of bike path.
Commented that the Florida Department of Transportation will give
the city funding for the construction of bike paths.
Community Development Director Worley indicated that the city
was in the process of drafting an RFP .far revision:r to the
Comprehensive Plan.
,~., Col~missionex Mese~ve
Requested that staff bring a list of unfinished city projects to the
November 2, 1999 meeting.
There being no farther comments or business to come before the
Commission, the Mayor declared the meeting adjourned at $:30 p.m,
~~~~~
Suzanne Shaughnessy
Mayor/Presiding Officer
ATTEST:
M n King
Certified Municip erk
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TO:
FROM:
DATE:
RE:
a
ATTACHi~tENT A
-"" OCTOBER 25, 1999 COTE+iISSI013 MEETING
MEMORANDUM
Jim Hanson, City Manager
George Worley, Community Development C~irector
October 20, 1999
Year 2000 compliance status report
!' ~ ~Tf~
We have inventoried all of our date-dependent software and hardware, we. have
contacted al! of our commercial product vendors to determine if their products will
properly operate when the date changes from 1999 to 2000. Highest among our priorities
was the AS400 computer system which operates our financial and utility billing systems.
At this time we have conducted upgrades to both- the iBM operating software and the
H.T.E. budgeting and utility billing software to make them Y2K compliant. We have
completed the inventory process and the verification of our equipment and software
products Y2K status. At this pant we believe that we are 100°~+ compliant in mission
critical software and computer equipment.
The staff Y2K team has obtained compliance notices from our commercial software
vendors, as well as compliance statements from mission critical suppliers, banks and
,~-~., frnancial institutions used by the city. We have also checked the compliance of devices
other than computers which may be effected by the year 2000 date change. Our security
systems, irrigation frmers, communications equipment, pagers have been reviewed.
Some unforseen date related problems may occur, but none will be of a mission critical
nature.
Another issue addressed by staff is our dependence on other agencres or
institutions for continuance of necessary services such as electrical power, traffic light
management, telephone servives, etc. Our citizens may also be affected by other
agencies or institutions YZK failures, such as delayed decks or convpied computer
records. In an effort to prepare far potential problems, staff has been in regular con#act
with the Jacksonville Sheriffs Office, JEA, the Jacksonville Streets and Highways
Department the City of Jacksonville Beach and the City of Neptune Beach to help us
anticipate failures within their jurisdictions which niay adversely affect Atlantic Beach. At
this time those agencies profess to be at or near 100% compliant in mission critical
functions.
The county Emergency Management .Agency will staff the downtown Emergency
Opera#ons Center at a level 2 status which activates contacts with critical Jacksonville
agencies, o#her municipalities and state agencies. This also allows for rapid expansion of
their operations if necessary.
Staff anticipates publication of a Y2K status report and genera! preparedness
~` guide on the City Web site in the near future. Although the tevel of public concern about
this issue is relatively low at present, i# is likely that such concern will increase in the
coming two months. Our ability to assure the ci#izens of Atlantic Beach that their basic
services will continue uninterrupted remains a high priority wi#h the Y2K Team.
4.
Team
Florida
Zooo
Florida
flepartment
of Manapernent
Services
Office of
the Secretary
4050 Esplanade Way
Suite 260
Tallahassee, Florida
32399-0950
Telephone:
850/488-7241
SUNCOM 278-7241
Fax:
850/922-6149
E-Mail:
tf2k~dmsstate.fl.us
Internet Address:
http://www.tf2k.org
~~~~~•-,
~~ ~' -
~-_.' ~,
Governor
Jeb Bush
Honorary CY-a!/men
Thomas D. McGurk
Cheinnep
Scott McPherson
ExecutlYe Dlrnctor
tt. Governor
Frank Brogan
Group Leader
Steven Seibert
Group Leader
~~.
Joe Myers
Group Leader
Jae lecher
Group leader
REG'D a~Y - 6 X999 ~'er~~
October 4, 1999
The Honorable Suzanne Shaughnessy
City of Atlantic Beach
800 Seminole Road
Atlarnic Beach, FL 32233-5445
Dear Ms. Shaughnessy:
1`P~ K
As you know, this past Summer your governmental unit went through a Rear 2040 (Y2K}
Readiness Survey from a member of Team Florida 2000. Team Florida 2000 is Governor Jeb
Bush's statewide Y2K effort.
This effort to determine Y2K compliance was not unique to your organization; in fact, more
than 500 state Y2K inspectors fanned out alt over Florida, scheduled by the Office of the
Auditor General. These Y2K Inspectors have gone face-taface with local governments and
critical infrastructure organizations across Florida to determine Year 2000 preparedness.
Your organization reported to us that it was $S% complete with its mission-critical systems.
The results of the survey effort were posted onto our Web site at wLVw.tf2k.ar¢, and the results
were announced at a press conference August 34.
It 'ss entirely possible, however, .that.yaur systems experts or contingency planning. people may
have. "kicked over a rock," and found an isolated system or two that missed your earlier ~ . .
InspeCtlOnS.
An example occurred in Nebraska, a state that had been reporting 140°1o compliance. A Y2K
upgrade of their misdemeanor warrants systerc- blew the system out for a week in July. So, we
need to validate your earlier responses.
Please observe the following steps:
1. As mentioned earlier, your organization originally reported being 85°/o complete with its
remediation efforts. Please [et us know your r+ew status by the close of business October
11s'. Iiow to report is covered in a corning paragraph.
2. You must also update your status if you have no contingency plans or citizen awareness
plans under development. If you da not have a contingency or citizen awareness plan under
development, we do not consider your organization finished with its Year 2040 projects.
3. Additiona"[ly, if you are aware of any "Y2K showstoppers" in your organization, you must
indicate the nature of that `,`showstopper" at this time. A "YZK shawstopper". is any system
that remains, as of today,~unableto function properly in the~year 2000: - ~ . , .
.,~., The F~onorable Suzanne Shaughnessy
October 4, 1999
. Page'i'wo
and unlikely to be corrected before the fourth quarter of calendar 1999. This would include
any tnissian-critical computer systems, or a telephone syste~z, 911', CAD, rra~c control,
security, lYY~4C or other.embedded microchip system that could, by malfunctioning or
otherwise failing to da its job, pose a severe hardship or outright threat to the health, safety
or well-being of the people within your organization.
4. You should have a program in place that prevents, or minimizes, the possibility that
remediated code canld hecotne polluted. Such efforts are called "Clean Management"
programs aad help make sure that you do cot remediate the same code twice. Making
sure #hat everyone has the same version of source code, for example, is one way to
practice clean management.
5, Same#ime after midnight on December 31,1999 and before the start of your normal
business resumption, it is recommended that your people conduct an evaluation of
mission critical systems and their ability to function properly. This "day zero" action
would require that appropriate staff bring into operation all mission critical systems
and evaluate their ability ter perform in the new century, Results from this evaluation
should then assist in the implementation, if necessary, of your business continuation
plans.
,~""`~,, ~ Every local government and critical infrastructure organization in Florida has been issued a
secure user ID and password for access to the reporting application within the Team Florida
2000 Web site. This alCotivs your organization to update your progress on Y2K issues. If you
cannot locate your User ID ar password, please contact the Year 2000 Project t?f!`iee at 850-
921-2235. Please check with your Y2K coordinator beforehand to see if he/she received the
secure login and password.
You can also use the enclosed LCIR Survey Form to report your status, if using the Internet is
not easy. Please fellow the instructions on the form and FAX it to the Project Office by the date
specified, Please forward this document to your Y2K coordinator.
The Governor created Team Florida 2000 to ensure that our state is prepared for the
Millen:-iuzn. Your support and cooperation are critical to tk:is effort. 1~Ve have remediatior~ and
planning expertise available and stand ready to assist you in any way we can.
On behalf of the Governor, we thank you for your continued cooperation and look forward to
talking with you soon.
Sincerely,
_~.~`
Scott 1VIcPherson
Year 200 Compliance Status
City of ,Atlantic Beach
Tisese data are accurate as of April 1,1999.
~~
This is the data that we currently have on file for your organization. Please update this infarination as appropriate
via~•
• The Team Florida 2000 Clnline Database located at http://www.tf.~Ec.ora! if you do not have a
usernanae/password please contact Eric Steinkuehlerat (8S0) 921-2146.
OR
• Fax this form to Mr. Glenn Mayne, State of Florida Year 2004 Project Manager, at (850) 421-24$3.
1. Total number ofmission critical automated applications that require
remediation (completed and not completed)?
2. Number ofmission critical automated applications that still require
remediation?
3. What percentage of al l the work necessary to complete Year.2000
remediation in all mission critics! applications has been completed as of the
current date? (The term °`Completed" is defined to be when the remediated
application is running or operating in a production status.)
4. What is the estimated overall cost for the remediation of mission critical
applications?
~"'"'~.
5. Does your organization have sufficient fiscal resources to complete this
remediation?
b. Does your organization have sufficient technical and managerial resources,
either internal to the organization or contracted with an outside provider, to
complete this remediation?
7. What is the projected completion date that all mission critical applications
will be in Year 2000 compliance and in production?
8. Has your organization assessed the potential impact of Year 2000 failures
within embedded microprocessor chips that are in products and servicesxhat
your organization utilizes?
9. Does your organization have contingency plans to address Year 2000 failures
in the mission critical applications of those companies that provide products
or services #o your organization?
] 0. Does your organization have contingency plans to address your
organization's inability to complete, in a timely manner, the Year 2000
remediation of all mission critical applications?
11. Does your organization have an information plan to keep interested and
concerned parties abreast of your organization's status in addressing Year
2000 date calculation issues?
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$5%
Yes
Technical: 'Yes
Managerial: Yes
c~6r1999
Yes
Yes
Yes
Yes
The above questions deaf with those mission Critical auWmated appiiCStions within your orgaaixation that nted to 6e remediated FOr' C?ftite Use
'tn order to Satisfy Year 2000 canplisnce. frhe term "Year 2000 compliance meau-s proper op«atEod of systert~s 6afore, on, and S
after the Year 2000. The term "mission critical" is defined to he an application in which Year 2000 failure would seriously impede Duval
the ability of your organization to function properly.)