01-27-97~~.
CITY OF ATLANTIC BEACH
COMMISSION MEETING -January 27, 1997
AGENDA
Call to order
Invocation and pledge to the flag
Approval of the minutes of the Regulaz Commission meeting of Januazy 13, 1997
2. Recognition of Visitors:
A. Henry W. Cook, Clerk of the Circuit and County Court
B. Kraig McLane, St. Johns River Water Management District
Unfinished Business:
A. Appointment to Cultural Arts Board to fill unexpired portion of a term to expire April
30, 1998
B. Action on request by William Morgan, Architect for Francis Cove, to relocate the
Francis Avenue pavement
4. Consent Agenda:
Action on Resolutions:
6. Action on Ordinances:
A. Ordinance No. 90-96-163 -Final Action
AN ORDINANCE OF THE CITY OF ATLANTIC BEACH AMENDING THE
FUTURE LAND USE MAP OF THE ADOPTED COMPREHENSIVE PLAN,
CHANGING THE HEREIN DESCRIBED PARCEL FROM RH, RESIDENTIAL
HIGH DENSITY, TO CG, COMMERCIAL. GENERAL; PROVIDING AN
EFFECTIVE DATE
B. Ordinance No. 10-97-20 -Public Hearing and Final Reading
AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA,
AMENDING CHAPTER 3, ALCOHOLIC BEVIsRAGES, SECTION 3-2, HOURS
OF SALE, TO ALLOW TIC SALE OF BEER AND WINE BEGINNING AT 10:00
AM ON SUNDAYS, AND PROVIDING AN EFFECTIVE DATE
C. Ordinance No. 65;-97-24 -Public Hearing and Final Reading
AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA, CLOSING,
VACATING AND ABANDONING CERTAIN PORTIONS OF AHERN STREET
EAST OF OCEAN BOULEVARD, AND PRO`s~IDING AN EFFECTIVE DATE
Page Two AGENDA January 27, 1997
7. New Business:
A. Authorize the Mayor to execute 911 Agreement
B. Accept utility easement for a new fire hydrant and appurtenances from Mr. E. Motro,
1079 Atlantic Boulevard
C. Ratify contract between the City of Atlantic Beach and Fraternal Order of Police
D. Waive bid requirements and authorize repair of force main on Mayport Road at
Regulus Drive
E. Approve Change Order No. 1 on Beach Avenue infrastructure project
F. Accept the recommendation of the Pension Board of Trustees and confirm the
appointment of Barry Shaw to the Pension Board
G. Discussion and/or action relative to requiring written motions
H. Discussion and action relative to Seminole Road. drainage ditch
8. City Manager Reports and/or Correspondence:
A. Report relative to closing of Dutton Road
B. Capital Improvements Progress report No. 7
C. Schedule a meeting to receive presentations by top three firms submitting conceptual
design plans for Bull Memorial Park
D. Report relative to Pension Board action on 3% increase in pension for retirees
9. Reports and/or requests from City Commissioners, City Attorney and City Clerk
Adjournment
If any person decides to appeal any decision made by the City Corrunission with respect to any matter
considered at arty 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 Chambers.
In acwrdance with the Americans with Disabilities Act and Section 286.26, Florida Statutes, persons
with disabilities needing special accommodation to participate in t}us meeting should contact the City
Clerk.
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°~ MINUTES OF THE REGULAR MEETING OF 'THE ATLAN'lTC
BEACH CITY COMMISSION HELD IN CITY HALL, 800 SEMINOLE
ROAD, AT 7:15 PM ON MONDAY, JANUARY 27, 1997
PRESENT: Lyman Fletcher, Mayor
John Meserve
Tim Reed
Steve Rosenbloom
Suzanne Shaughnessy, Commissioners
AND: James Jazboe, City Manager
Alan C. Jensen, City Attorney
Maureen King, City Clerk
The meeting was called to order. The invocation was offered by Commissioner
Shaughnessy, followed by the Pledge of Allegiance to the Flag.
1. Approval of the minutes. of the Regular Meeting held
January 13, 1997.
Motion: Approve minutes of the Regular Meeting held
January 13, 1997.
The motion carried unanimously.
2. R~cpgnition of Visitors:
A. Henry W. Cook, Clerk of the Cireuit and County Court
Mr. Cook was not present and Mayor Fletcher reported on services which will
be offered at the new branch office of the Clerk of the Circuit Court located on
Third Street in Jacksonville Beach. The office is scheduled to open in about
three months.
B. Kraig McLane, St. Johns River Water Management
District
Kraig McLane, Intergovernmental Coordinator for the St. Johns River Water
Management District, appeared before the Commission and presented a broad
overview of the activities of the district. Mr. McLane presented a history of
the services offered and reported ways in which the Water Management
District could assist local governments in making critical land and water
planning decisions.
Mr. McLane then gave each official a Local Government Water Res~aurce
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Atlas. A brief question and answer period ensued with the following topics
discussed: dunes protection, use of septic tanks, and deep well irrigation with
lake water augmentation. Mr. McLane stated he worked out of tt~e
Jacksonville office and could be reached at 448-7904 iffixrther info~:lnation was
needed. The Mayor and Commissioners thanked Mr. McLane for 1•us
informative presentation.
C. William Magee of 1831 Selva Marina Drive
Mr. Magee inquired as to the fine for a malfunction at the sewage treatment
plant. City Manager Jarboe stated he was talking with the Department of
Environmental Protection and at this time, there was no final agreement, but an
in-kind reciprocal agreement was being worked on.
Mr. Magee then asked if the city was selling its sewage treatment plant. City
Manager Jarboe stated past consideration had been given to privatization of
operations at the plant, but the city had no plans to sell it.
Lastly, Mr. Magee inquired as to the status of the culvert by American Bank
and was told work on the culvert would be scheduled after the Florida and
Atlantic Boulevard projects. Mr. Jarboe directed Mr. Magee to speak with
Public Works Director Kosoy for further information.
D. Dezmond Waters of 1835 Seminole Road
Dezmond Waters, in his capacity as Chairman of the Parks and Recreation
Board; passed out a memo from the Parks and Recreation Board to the Mayor
and each Commission member suggesting that all land designated as a park be
named as soon as possible. (The memo is attached herewith and m;uie part of
this official record as Attachment A).
A discussion ensued concerning naming the triangular park at the intersection
of Ocean Boulevard, Seminole Road and 16th Street Mandatay Park.; as
recommended by the Parks and Recreation Board in the referenced memo.
Commissioner Rosenbloom stated that he would not consider naming the
property and calling it a park considering its present neglected condition.
In conclusion, Mr. Waters reported the Parks and Recreation Board had begun
the process of finding a name for the Tresca property following the procedure
outlined in the memo.
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E. Alan Potter of 374 Second Street
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Mr. Potter spoke regarding the status of cleaning the drainage ditch north of
Fleet Landing which runs from A-1-A to Puckett Creek and suggested that
cleaning the ditch would be easier during the winter months when v~;getation
growth is at its slowest.
City Manager Jazboe stated the City was working on a joint contract with the
Department of Transportation with no time certain for action on cleaning the
ditch.
3. Unfinished Business:
A. Appointment to Cultural Arts Board to fill unexpired
portion of a term to expire Apri130, 1998
Mayor Fletcher stated he would like to appoint Woody Winfree to the
unexpired term on the Cultural Arts Board.
Motion: Appoint Woody Winfree to fill the unexpired portion
of a term on the Cultural Arts Board to expire April 30, 1998.
There was no discussion and the motion carried unanimously.
B. Action on request by William Morgan, Architect for
Francis Cove, to relocate the Francis Avenue pavement
Mayor Fletcher reported that since the January 13, 1997 Comntission
Meeting, it has been learned the JEA would assume the cost of pole
relocation and line transfers, the sodding would be done by the Donner
Community Development Corporation and there would be no problems
with permitting by the St. Johns River Water Management District. ,
With those items taken care of, Mayor Fletcher continued by stating a
decision needed to be made regarding a survey for the propert}~ and
whether to choose Option 1 or 2 under the paving part of the project
listed in Public Works Director Kosoy's memo dated January 7.2, 1997.
(The memo is attached herewith and made part of this official record as
Attachment B).
The survey was discussed first with Commissioners Rosenbloom and
Shaughnessy opposing the need for the survey.
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Motion: Eliminate the survey from the project to relocate
Francis Avenue pavement.
Comtissioner Rosenbloom stated it was his understanding the city
owned fifty-five feet of right-of--way and if the road was placed in the
middle of the right-of--way, there would be no need for a survey and it
would be less costly.
Commissioner Meserve inquired as to the need for a survey considering
at the previous meeting it was reported there was only one permanent
marker located and the developer's survey was questionable. City
Manager Jarboe then explained the surveying process and stated it would
cost $3,102.50 for the survey.
Some discussion ensued concerning whether there was a real need for
the survey. As a practical approach to the project, it was the consensus
of the Commission to use the existing survey and apply the savings to the
construction costs.
The motion carried unanimously.
Option 1 at a cost of $5,106.00 and Option 2 at a cost of $23,6.02.50
were briefly discussed.
Motion: Approve Option #2, as recommended by staff, in the
amount of $23,602.50 less $3,102.50 (cost of survey)1°or a total
cost of $20,500. Waive bid procedure and acceptlow quote of
Warren's Asphalt, Inc. in the amount of $20,500.00.
Commissioner Shaughnessy stated the Donner Community Development
Corporation has been working to upgrade the area for a number of years,
and residents of the area should enjoy the same infrastructure as the rest
of the citizens of Atlantic Beach.
Commissioner Rosenbloom stated he favored the project but would
prefer to go with Option 1 and sane the more expensive work for
consideration at a later date. Further concern was expressed that
spending the $20,500.00 would be granting preferential treatment and
setting a double standard with regard to the city code concerning
charitable contributions. Concern was also expressed that other residents
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would also ask to have roads moved.
Mayor Fletcher stated that moving a road was not a charitable
contribution, but part of providing basic municipal services.
Commissioner Reed expressed concern that choosing Option 7, would set
a precedent and stated he favored Option 1, but would like to see the
project move ahead.
Commissioner Meserve stated he believed the project would cost more
and be impractical if completed in two steps, and it was not charity, but
good business practice to move ahead with the project using Option 2.
Former Mayor Bill Gulliford, representing the Donner Comrunity
Development Center Corporation, stated the action would correct an
encroachment. He related that when he was Mayor, the Donner CDC
was established by the City Commission for the purpose of improving
~ the area, and the Francis Cove development has benefitted the; city by
putting the property on the tax rolls and lessening the amount of Public
Safety Department calls to the area. Mr. Gulliford also stated that the
lots were paid for by the Donner CDC and Community Development
Block Grant funds have paid for the development there.
Some discussion ensued concerning how the lots were obtained by
Donner CDC and City Clerk King was directed to research the: minutes
concerning conveyance of the lots and bring the information to the next
Commission meeting.
After some further discussion, the question was called and the motion
passed by a four to one vote with Commissioner Rosenbloom voting nay.
Staff was directed to come back with a recommendation for funding of
the project at the next Commission meeting.
4. Consent Agenda:
None.
5. Action on Resolutions:
None.
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6. Action on Ordinances:
A. Ordinance No. 90-96-163 -Final Action
AN ORDINANCE OF THE CITY OF ATLANTIC BEACH
AMENDING THE FUTURE LAND USE MAP OF 'THE
ADOPTED COMPREHENSIVE PLAN, CHANGING THE
HEREIN DESCRIBED PARCEL FROM RH,
RESIDENTIAL HIGH DENSITY,. TO CG, COMMERCIAL
GENERAL; PROVIDING AN EFFECTIVE DATE
Motion: Deny adoption of Ordinance No. 90-96-163 on final
reading.
Community Development Director Worley stated the Community
Development Board recommended denial of the rezoning request to
maintain the current zoning and prevent a different type of residential or
commercial use in the area.
Commissioner Meserve stated he agreed with the Boazd's
recommendation and felt the current zoning provided the needed buffer
between the commercial and residential zones.
Marcus Prom, owner of the property, stated the property is presently
zoned for thirty-four (34) residential units and he believed his proposed
use for offices and showrooms would provide lower density azed be
preferable to high density residential development:
Mayor Fletcher stated he was committed to keeping Atlantic Beach a
residential community and believed the change from residential to
commercial would provide a major shift in zoning to which he was
opposed.
There being no further discussion, the motion carried unanimously.
B. Ordinance No. 10-97-20 -Public Hearing and Final
,..~, Reading AN ORDINANCE OF THE CITY OF
ATLANTIC BEACH, FLORIDA, AMENDING
CHAPTER 3, ALCOHOLIC BEVERAGES, SECTION
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3-2, HOURS OF SALE, TO ALLOW THE SALE OF
BEER AND WINE BEGINNING AT 10:00 AM ON
SUNDAYS, AND PROVIDING AN EFFECTIVE
DATE
Motion: Adopt Ordinance 10-97-20 on final reading.
Mayor Fletcher read the ordinance by title only. He then opened the
public hearing and invited comments from those present. No one spoke
in favor of or in opposition to the ordinance and the public hearing was
closed.
There was no discussion and the motion carried unanitously
C. Ordinance No. 6s-97-24 -Public Hearing and Final ]~teading
AN ORDINANCE OF THE CITY OF ATLANTIC BEACH,
FLORIDA, CLOSING, VACATING AND ABANDONING
CERTAIN PORTIONS OF AHERN STREET EAST OF
OCEAN BOULEVARD, AND PROVIDING AN
EFFECTIVE DATE
Motion: Adopt Ordinance 65-97-24 on final reading,.
Mayor Fletcher read the ordinance by title only. He then opened the
public hearing and invited comments from those present. No one spoke
in favor of or in opposition to the ordinance. and the public hearing was
declared closed.
There was no discussion and the motion carved unanimously.
7. New Business:
A. Authorize the Mayor to execute 911 Agreement
Motion: Authorize the Mayor to execute 911 Agreemient with
the City of Jacksonville.
There was no discussion and the motion carried unanimously.
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B. Accept utility easement for a new fire hydrant and
appurtenances from Mr. E. Motro of 1079 Atlantic Boulevard
Motion: Authorize the Mayor to accept and sign a utility
easement for a fire hydrant and appurtenances from Mr. E.
Motro of 1079 Atlantic Boulevard.
There was no discussion and the motion carried unanimously.
C. Ratify contract between the City of Atlantic Beach and
Fraternal Order of Police
Motion: Ratify contract between the City of Atlantic Beach
and Fraternal Order of Police.
There was no discussion and the motion carried unanimously.
,,,.,~ D. Waive bid requirements and authorize repair of force
main on Mayport Road at Renault Drive
Motion: Waive bid requirements and authorize repair of force
main at Mayport Road and Renault Drive.
There was no discussion and the motion carried unanimously.
E. Approve Change Order No. 1 on Beach Avenue infrastructure
project
Motion: Approve Change Order No. 1 on Beach Avenue
infrastructure project.
Commissioner Reed inquired concerning the $68,107 contingency figure
and remaining funds figure of $116,772 as specified in the last
paragraph on page one of the memo dated January 21, 1997 from Public
Works Director Kosoy in comparison to the figures listed in the progress
report (Item 8B), and asked where the $116,772 could be found in the
progress report stating he believed the project was more than $1.4
million over-budget.
City Manager Jarboe stated that Commissioner Reed would be correct if
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the core city project was completed. Originally, part of the contingency
was $100,000+ under what was estimated and approved for by the
Commission. Figures in the spreadsheet of the progress reporlt were
discussed and compared with those in the memo and the use of
contingency funds as a source to fund the recommended increase was
explained by City Manager Jarboe.
Some further discussion ensued concerning funding sources fir the
projects, and it was the consensus of the Commission to hold a
workshop to review funding for the Capital Improvement Prc jects in
detail and the status of each individual project.
Alan Potter of 374 Second Street stated it appeared to him to be a
major redesign of an area within the project, not just a change order. He
also questioned some of the specific items listed in the changE; order,
including the lack of unit measures in the quantity column and the
related costs in the unit price column. He then asked for a more
thorough review of the costs listed, citing what he believed to 'be an
unusually high cost for asphalt removal .
Public Works Director Kosoy stated staff had reviewed the prices and
determined them to be fair considering the following conditions on
Beach Avenue: sandy soil, thickness of the asphalt to be remo~aed, and
the narrowness of the site.
Commissioner Shaughnessy requested that unit measures of quantity be
included in future Change Orders given to the Commission and Public
Works Director Kosoy stated he would do so.
City Manager suggested that the Commission defer action on this matter
until the Special Commission Meeting next week with the engiineers
present.
Motion: Defer action to the. Special Commission Meeting the
first week of February, time to be set.
Commissioner Meserve stated that he did not see a need to defer this
item based on the information presented if staff is comfortable with the
figures presented.
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Commissioner Rosenbloom spoke of the magnitude of the projects being
undertaken and stated he agreed the price was high on the change order,
but he had confidence in staff's expertise and decision on the matter.
Commissioner Reed agreed with taking staffls recommendation and
moving forward with the project. He also expressed a vote of confidence
for staff and pointed out that many bids were rejected because staff
recommended they were too high and to seek another route.
Mayor Fletcher stated that he preferred to defer the matter untiil next
week because some of the citizens in the area expressed concern of
having asphalt put down ir- the way planned resulting in speeding and he
did not want to loose the opportunity to make any changes in the type of
asphalt used
Commissioner Meserve stated he did not favor any delay in the project.
~ Commissioner Shaughnessy stated she favored taking a harder look
before making a final decision.
There being no further discussion the question was called and the motion
to defer failed by a two to three vote with Commissioners Meserve,
Reed and Rosenbloom voting nay.
The Commissioners then voted on the motion to approve the change
order and the motion passed by a three to two vote with Comnussioner
Shaughnessy and Mayor Fletcher voting nay.
F. Accept the recommendation of the Pension Board of Trustees
and confirm the appointment of Barry Shaw to the Pension
Board
Motion: Confirm appointment of Barry Shaw to the ]Pension
Board as recommended by the Pension Board of Trustees.
There was no discussion and the motion carried unanimously.
G. Discussion and/or action relative to requiring written
motions
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City Clerk King explained that ultimately, the action taken on an agenda
item is most important, and using written motions, although more time
consuming, would eliminate any future questions with regard to
interpreting what the Commission "really meant" when a motion was
made.
Much discussion ensued concerning the pros and cons of using written
motions, with the most negative factors being the time factor involved
and implementation of the procedure.
Mayor Fletcher stated that some motions were always fairly clear, i.e.,
those based on staff recommendations, and suggested implementation of
a policy that Charter Members call for a point of order and request a
written motion on matters of a substantive nature.
Commissioner Shaughnessy inquired if the policy should be written in
the form of a Resolution or Ordinance.
After some further discussion, it was the consensus of the Conunission to
have the City Manager, City Attorney and City Clerk decide
procedurally on a policy for implementation of written motions and
bring the matter back at a future Commission meeting.
H. Discussion and action relative to Seminole Road
drainage ditch
Mayor Fletcher stated that he would like to schedule a meeting to hear
the presentation by the top three firms submitting plans for Bull Park, to
discuss the overall budgeting for the Capital Improvement Projjects and
discussion of Seminole ditch: He then asked Commissioner
Shaughnessy if she wished to proceed with the discussion of the
Seminole Road drainage ditch tonight.
Commissioner Shaughnessy stated she had no objections to deferring
discussion of the Seminole Road ditch to the meeting, and then asked
for Commission input for the type of information needed to make a final
decision on the Seminole Road ditch.
Mayor Fletcher stated that he believed the culvert was cost prohibitive
and the percolation factor would be lost. Mayor Fletcher further stated
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the banks of the existing ditch should be stabilized, with trees planted to
help with the stabilization, and a guardrail of wood or metal installed as
a safety factor.
Commissioner Shaughnessy then stated that some people still :favored the
culvert and it needed to be discussed, with an engineer present: and some
of the costs defined. Some discussion ensued concerning the ]tigh cost to
cover the ditch and the overall cost of the capital improvement; projects.
After some further discussion, it was the consensus of the Commission to
hold a meeting on Tuesday, February 4, 1997, to discuss the Seminole
Road ditch, review the on-going capital improvement projects in the
city, review the Beach Avenue special assessments, and to receive the
presentations by the top three firms submitting conceptual design plans
for Bull Park
Commissioner Rosenbloom, with regard to the Serinole ditch, stated he
was under the impression that a decision was made by the Commission
'"~' to wait to the end of the drainage improvement pxoject, then review the
funds available, and at that time address the ditch issue.
Commissioner Rosenbloom the asked City Clerk King to research the
record to determine what was decided and bring the information to the
February 4, 1997 meeting.
City Manager Jarboe commented that the engineer was in the process of
designing the drainage system, and as part of the design it was assumed
the Seminole ditch was not going to be enclosed. City Manager Jarboe
further stated the Commission could not wait until the end of the project
to make a change from ditch to the culvert because each phase is
permitted in the design process.
Some further discussion ensued and Commissioner Meserve concurred
that the culvert was not a part of the overall plan, however, the guardrail
had not been decided and he believed that one was needed.
8. City Manager Reports and/or Correspondence:
!`~'' A. Report relative to closing of Dutton Road
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City Manager Jarboe reported that the culvert on Dutton Road had rusted
through and upon the recommendations of the Public Safety acid Public
Works Departments, the road was now closed to vehicular traffic for
safety reasons.
B. Capital Improvements Progress Report No. 7
This item was deferred to the February 4, 1997 meeting.
C. Schedule a meeting to receive presentations by top three
firms submitting conceptual design plans for Bull
Memorial Park
Presentations by design firms will be made at the February 4, 1997
meeting.
D. Report relative to Pension Board action on 3% increase
in pension for retirees
City Manager Jarboe reported that four members were present at the last
Pension Board Meeting and they had voted to approve the 3% cost of
living increase in pension for retirees with the cost being shared equally
between the Pension Plan and the City.
9. Reports and/or requests from City Commissioners, City
Attorney and City Clerk
Commissioner Shaughnessy reminded the Commission of the Beach
Preservation Seminar on Monday, February 3, 1997 at 7:15 PM in the
Commission Chambers. It will be an educational forum for citizens and
elected officials, with representatives from the Army Corps. of
Engineers, the Department of Environmental Protection, the City of
Jacksonville and Tillie Fowler's Office in attendance.
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There being no further discussion or business to come before the Commission,
the meeting adjourned at 10:00 PM. , ---~-"
.rte.
G~ Lyman Fletcher
Mayor/Presiding Officer
ATTEST:
Ma reen King, CM
City Clerk
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_ ATTACHMENT A ~,
JANUARY 27 1997 COMMISSION MEETING
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TO: ATLANTIC BEACH CITY COMMISSION
FROM: PARKS AND RECREATION BOARD
RE: NAME FOR TRIANGULAR PARK
It is the consensus of the Parks and Recreation Board that all properties
designated for parks be given names as soon as possible in order to avoid
misnomers. At least two current properties stand the possibility of forever
being remembered by the names of their sellers, i.e. Tresca and Dutton, if the
Commission does not name them in a timely fashion.
In pursuit of this objective, the Board, months ago, asked Mrs. King to run
an advertisement in the TIDEVIEWS to solicit names for a small triangular
piece of land at the intersections of Ocean Blvd. and Seminole Rd. and 16th
St. There were not a lot of suggestions, but the Parlcs and Recreation Board
found MANDALAY the most appealing and appropriate for our
northernmost park. Knowing that Mandalay already had a history in this
area, I asked Eleanor and Garnett Ashby about it and they pointed out that
a short extension of what most people think as Ocean Blvd. north of 16th St.
used to be named Mandalay; said name was also the description on the old
plat maps for the development.
By way of a little history, this park is a combination of a road closure of a
part of Dewees and a small parcel of land purchased) originally for a lift
station which was never built. Former Commissioner Bob Cook also voted to
acquire the land so that a park there could be named in honor of Adele
Grage, but the Community Center has since been named for the former city
clerk. Several years ago the Commission designate<i it a park and it has
remained unnamed until this day.
Pursuant to these outlined goals, the Parks and Recreation Board
recommends that you name the triangular park at the intersections of
Seminole, Ocean and 16th "MANDALAY PARK" and ask the city clerk to
prepare a resolution to that effect.
We should also like to inform you that we have begun the process of seeking
a name for the Tresca property. Mrs. King will run the same "NAME THAT
PARK" ad that she ran fast time in the TIDEVIEWS. Those suggestions plus
any others that are submitted to us will be ranked and compiled and, if
copious, then resubmitted to residents for a final vote. From among the
highest ranked, the Board will make its choice which we will then forward to
the Commission for final approval.
_ ATTACHMENT B _
JANLiARY 27, 1997 COMMISSION MEETING
d°~7- 9~
AGENDA TI'EM:
SUBMITTED BY:
DATE:
CTI'Y OF ATLANTIC BEACH
CTI'Y COMMISSION MEETING
STAFF REPORT
ADDITIONAL INFORMATION ON COST TO RELOCATE
FRANCIS AVENUE
Robert S. Kosoy/Director of Public Works `~~
January 22, 1997
BACKGROU'vD: At the 1/13/97 Ciiy Commission Meeting, the architect for Francis
Cove, Mr. William Morgan, requested that the City relocate Francis Avenue to the cerrter of the
55-foot wide. right-of--way. Since Mr. Morgan's written request was made on 1/7/97, there was
insufficient time to obtain quotes prior to the last meeting but an estimate was fiunished to the
City Manager on 1/8/97. The Commission requested that Staff obtain a cost for a property
survey and price proposals for the work prior to the 1/27/97 Commission Meeting.
SL3RVEY:
A Request for Proposal (RFP) for aright-of-way sun~ey for Francis Avenue between
Doffier and Jackson Roads was sent to four local surveyors. The responses were
requested by 1/22/9?. Two surveyors faxed responses that they could not meet our
schedule (L.D. Bradley Land Surveyors and Sunshine State Surveyors, Inc.) The
proposals received were from:
Gluotto and Associates, Inc. - $3,102.50
Chazles Bassett and Associates, Inc. - b3,520.00
PAVING:
Staff obtained quotes from three local paving contractors for two options:
Perform the minimum repaving required to remove the encroaching roadway
from the property of Francis Cove.
2. Relocate the roadway in general conformance, with Mr. Morgan's request.
AGENDA ITEM: ADDITIONAL INFO. COST TO RELOCATE FRANCIS AVENUE
Page: 2.
Date: 1/22/97
PAVING: (Continued)
Contractor lion # 1 O rip 'on #2
Staff Estimate $ 3;400 $21,000
Asphalt Maintenance $11,810 $30,328
Tom's Asphalt Repair Company $ 2,004 • $30,000
Warren's Asphalt, Inc. $ 6,625 $20,500
* Low Quote
Mr. William Morgan stated at the 1/31/97 Commission Meeting and again in a telephone
conversation with Robert S. Kosoy on 1/21/97, that the Donner Community Development
Corporation (DCDC) would be responsible for all sodding and seeding of the full
frontage of the new homes, i.e. up to the edge of the relocated pavement. This agreement
has not been confirmed verbally or in writing with Ms. Sharette Simpkins, the authorized
representative for the DCDC.
On 1/16/97, Messrs. William Morgan for DCDC, Bmt Lockridge from the JEA and
Robert Kosoy met and Mr. Lockridge stated that the existing electrical service had
outlived its useful life and pole relocations and line transfers would be made by JEA, as
requested by Mr. Morgan, at 7EA's expense. Mr. Lockridge agreed to send a letter to Mr.
Morgan confirming this arrangement; however, we have not received a copy to date.
PERMITTING:
Mr. Jim Jacques contacted Mr. Patrick Victor of St. John's River Water Management
District and was advised that the proposed relocation of Donner Road would not require
a permit, but plans should be sent with a letter of explanation for their review .
RECOMMENDATION: If the City Commission chooses to elect Option # 1. the cost will be
$5,106.00, or Option #2 will cost $23,602.50, assuming we receive written confirmation of the
verbal agreement offered by the DCDC & JEA. In either case, a fuading source will need to be
identified.
ATTACHMENTS: Surveying Proposals (2)
Paving Proposals (3)
REVIEWED BY CITY MANAGER:
AGENDA ITEM NO•
From TOMS RSPHR~T REPRIRS PHONE No. : 904 641 14°i4
Jan. 22 1997 11:58RM Pill
pROpas~-i
~ nnrrPli Hot38~ dbe
TOMS
Af;phal6 Rl~jfair r;a.
Tina.777.nf 17f 1'.U. [h,X ]'r0'l5
Foe'/$1 f1M1f14 .hnel.~~.~„v111.,~ ITI.322x5
Su6tnltted
No.
Werlf To Oa PeNermed Att
NGt~t ~n~.__t~._.._~~c. b.fd.. ~. _- .x.R_.:._.._...__ ~ Cr~tyaat bi~lfs.t-_, ..LFi ~_...-._-_._ State .....!.- _.__.....
1 .._1...._..
Sww ~Q.y,~--~3, 5!S-.i_.._.-_:.,..----•---.___ .. Oete of Plane ...-..-___..._........._.~..
--
Phone----______.... ....:.....:...._........._.._.~_.~__.---____. Archlteot. --------~__.._....._.,......
~w,_.
We hereby propose w furnleh the moteriala and perform the lobor noooooary for the oomplotlon of
, /~
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not. f "/-~~: ~ ~ _ .
ghMt NO, _t~ J ~ / .....
~____._ __........__.._..__._.__._ _-- -__....T____..____.._.._. ~.._.._._-___^_.._
Alt material Is ~ guaranteed w be es apedfled. and Cho above work w bo perfonrred in at:witlnnua with the ~ drawin~a e
epeCificntions submitted for above work and cornplated in a aubatantlsl workmpnllNe manner Ldr the mum„
~('i~ .~O /I dv~----- --... _. _._...._DoAars (B 3a x5 0, s _
with payments to be made as follows:..._ . ...... .... _ .. -.._._.....__ ...
any Nteretlon tM aWlOibn /Nrn u1Rwb upWiliauaorw Involvlrryl ean'e
tnetA w]a tr eIMOVteA only upon wr]tten orders, OM WWII OOOOrtq an
f%tr'Y CtM19B trror tiM elgra dte octimeta. PII b~'RenWntB tgntirgont
upon etrlkpe, axWpncw w delevo OoYena our tnntml. boner. to cerrv
fire. tarnedo end other neoesenryinwrenco upon show work, Wwk•
men's Cpmpeneetlen end PYWb LietilitY Lwuro.~w. w, rtyvu wink to bo
Note-7hls proposal may be wlthdrewn by ua if not accapti~
with~in....__ days.
ACG~P7ANCE OF. PROPOSAL
~-.
The above proves. ~.pecification;, and conditions are satisfactory and are hereUyacceptod. You arc authorized l0 Uo the work,
$11r'.Clf ii:Ci. f'nyrLt ~~. :1:1I~p Inin; ~~ a:: v'niinOd al:n7vG'.
6igneture
Date _.. „ _ _._-_____ __ Slgnatura
PROPOSAL.
'''°~ ~ Aarr~il Ilodgc, dba
~~= ~ _
~ TOMS
Asphalt ReF~:tir Cc~.
+.721~060Pi 1'.11. 1lox 170415
~:: 72 L'>4oa .Iuolam~nvilII:r t't. 3311G
=~>raael Rubmissed Te:
s
~_ ,Sp1~..cJ
za _t.___._ ..,._ _~
to .._-----_ ~__
fl~ .1 /~~~.c~ =y~
. Sheet No.. y~j j~ .. ._.
Werk Te Be Pai4ermed Ae:
., gCf9Bt s f _pp ~-~. ---~---
..... City F .~ , cdr~. Stflte ~...G"-/L... .
.,. _
- Oato of Plono ,.__ ...._........,._..__._.,.....,....w_
hOroby pmp06e to furnish the metar(als end perform the labor necessary
. MrorANOn M rwloOlon {Rl1n 00610 epPlIllCetien0 IAWIIVif1B extra
w~19 M eantrltatl .nly Irjlfllt •rltlM Ordefe,.A1W Will ELVWAN An
.', ~ ;t~efye Aver ark abet. tl+o o+4moen All AprwwmAnto tenth+gonE
.• xv4YAa ecckients or CokYr bAyoed our contra. OrmAr eo eorry
_unwuo mW otnar uewmry Ineurenrn uoan abovo work. Werk•
'+ CanrnnAnNa9 Arai Pubtla lMAlllty InAUfente an Atpva work to be
r Crr-47 ~.~f~~Y ` ~ ..
_.__ _ _ _
........_. _.-Y.__
r,~acerial is guarencoed to bo es specified, and the abovfe~ work to be performed in accoldanao w1th rho dravrin~e and
- <,.icotlond au mictad for abovo work and aom lacod ~ in o auboconcinl warkmonliko mannnr for the ~U of
-.'peymante Co ba made ae fapows:..._....~C..~._,,,,_.:...~~L.G...__......._.._.............._.. ,....._...... Dollars t$ .Z ®~ y `~ 1.
F7eanfl^thlhy eubmitted ... _....... ... .
Por _ ~_ ___ ._. .~_f..!_
NOto-7hia p ~~e1~f may bo withdrawn by ua if not Occopend
withln..SC.Y.. _ <luye
ACCEPTANCE OF PROPOSAL, ...
~^ : a4ave Provos, spocilicatians end contlitions aro satisfactory and aro hereby~acceptad. Vou ana auEhOrizod to do tbo work as
'•9iaaa. Paymont w;u be mado as outlined above.
Signature
__ .. __...-------..._.._.......... 9lgnature..
JRN 21 '97 09=22 70 904 247 5843 FROM GIBSON HOLDING CO, T-134 P. 01
433-N Gaston Foster Rd. 4149 St. Attgtastfne Roa
Orlando, Florida 32807 Jacksonville, Florida 3220'
!"FAX (407) 249-0267 ® FAX (904) 398.900;'.
Phone (407) 380-0265 ~~~ M"t°t'"and° Plaone (904) 898.7001-:
Jacksonville -Orlando
PROPOSAi./CONTRACT" AGRI~EMENT ,,~y7=,~~~.~
SU8MfT7'EDTO: Phil/Jim/ PFfONE: 2k7-5334 DATE_ Jan 21,t„
City of Atlantic Beach FRA'~('IS 4T >zndn-!o v ~n~
NAME: JOB NAMES ~ `----~-~
STREE1.: 1200 Sandpiper Lane STREET: C C 0 R R E C T E D Q U 0 "''
t antic eac
stir. - -- -- alv:~""_._....
STATE: Florida 32233-5445 STATE
SPECIFICATIONS
AESGRIFTION OF WORK:
Roadway 18 X 600
1. Option No. 1;
Add 5'4" and 2'I" to the edge of Francis Road
8" Limerock Base and 1}" Type II I~tot Mi.x Aspha]t 4450SF $11,810.0
Option No 2; Excavate and remove ol.d roadway, Asphalt and
Limerock base.
Construct New 18 X X00 Roadway next. to ol.d road 18 X 600
10,800 SP, 8" Limerock 13ase 1;" Type II Hot Mix Aspa]t. $30,328.C:~:
(Any work not specified above will be subject to additional charges] 3
We hereby propose to furnish in a workman like manner all labor, materials and equipment completed in acccrd<
with the above specifications for the sum of:
ADVISE. {$
Terms as Follows: WE UPON COMPIEfION OF WORK ... or, at the option otAsphah Maintenance, by the 10th dam,
the month following date of invoice for completed jab ar interim progress biNing. It is understood and agreed by tt;~z ; :
ties that Asphalt Maintenance is entitled to receive payment for ail worts, labor, materials and equipment furnished :.
performed hereunder when invoiced to customer, In the event any payment is not paid when due, then Asphalt ~;
tenance reserves the right to terminate this agreement and shat( be entitled to recover atl charges for which paym ~'
sought. Customer hereby authorizes any Attorney AY law to appear forAsphalt Maintenance in an action an this a;:
ment in any Court of Law in Che County where contractor resides for the recovery of any amount due hereunder toCr
er w7th interest at the ('ate of 1 ~/:4b per month plus attorney fees and court costs.
SIGNEDANDAGREEDTO BY
ASP 7 MfVNIENANCE: Division OWNER/AUTHORIZEDAGF\r`i - DATE SlGNEO
Gibson•Haught-Callahan. InC.
59-2725838
THIS PROPOSAL IS VALID FOR 30 DAYS FROM THE [)ATE SPECiFiEO ABOVE:
Warrens Asphalt Inc. ,._J '.+a Ed ~.. .
-" WAf2f2~N~S ~$~f-IALT INC.
7409 Silver t.a~ce Terrace • )aCkSOrlviiEe, ?=[^vFid CS 32275 • 404-72f•552!~
PROP05AL
Proposal Submitted To: City of Atlantic Beach Date; 1/15Iv7
Street: 1200 San Piper Lane
City State Zip Code: Atlantic Beach> F1.
Phone : 2L• 7-5<'s~a
Job Name; Franci_=. 5,,.
Job Location: Francis St.between Donner & Jackson Date cf Plans: Verbal
We Hereby Submit Specifications and estimates for:
"Francis St. "Proposal A"*
Remove approx. 265 sq.Yds. existing Asphalt & Limerock base, and resteres
fill to grade. All asphalt to be Sawed along proposed property line_
Saw existing Asphalt edge along Francis 5t. and add approx. 265 sq.yds.
of 8" Limerock base and 1.5" Type II Asphalt to extend road to mainta?n
18' width due to asphalt removed from opposite side.
Limerock base compacted to 95~ max density.
Final Asphalt elevations will be based on slope of existing roadway to
provide drainage.
Certificates of Snsurance Supplied upon request_ City responsible fo-
''F all permit activity.
WE PROPOSE hereby to furnish Material and Labor- complete in accordance
with above specifications, for the sum of:
Six Thousand Six Hundred Twenty Five & 00/100's
Payment to be made as follows: net 30
Dollars $; bb25.00
All material is guaranteed to be as specified.All work to be complete it ;-.
manner according to standard Practices.Any alteration or deviation From
above specifications involving extra costs will be executed only upon wri'~~+
orders,and will become an extra charge over and above estimate.All agree;r,ec^;:
contingent upon strikes, accidents or delays beyond our control. Owner .;c c-ar:
all necessary insurance.0ur workers are fully covers "ay Workers Compensatic^.
Authorized Signature: ~~ Date: I -tS ~~'__
Warren's phalt Inc.
ACCEPTANCE-OFTPROPOSAL- The
satisfactory and are hereby
as specified. Payment will
signature:
-above prioes,specificati.ons and conditions .:
accepted.You are autho^i.z ed to do the w:?r!<
be made as outlined above.
Date:
Accepted:
Warrens RsPhalt Inc. 7:25 9~-?: `. ~ -...
WA~R~~N~S ASf~f-IALT ANC,
7409 Silver Lake Terrace • 3acksonvitte. Flori~l~~ .?c ~- .?i-:':7
PROPOSAL
Proposal Submitted To: City of Atlantic Seach .,,,,. _,,.,;,-,
Street: 1200 San Piper Lane
City State Zip Code: Atlantic Beach, F L .,-
Job Location. Francis St.between Jackson & Donner Date ?':~.:^.r>:. 'Jc;-:-bz-,
We Hereby Submit Specifications and estimates for::
'Francis St. "proposal B'"*
Remove 1190 sq. Yds. existing roadway, consisting of ~....c -,;;;~r,~<it: ~..-._, -
Limerock base and dispose. Remove 1190 sq, yds. of ex~ea "c t.r rt` fY:.
adJacent to roadway and place in excavated original .-~c;e::::~;~~y.
Place 1190 sq.yds. of S" Limerock base and compact to ~•-i"~ ma:: Cer,si.".' :..
new proposed roadway. P1ace1.5° Type II Asphalt on L.L~~,~e~~•oc~~<,',~:a;;e.
Owner to have all utilities removed prior to construe--~.or~:.
City responsible for all permit activity.
Certificates of Insurance supplied upon request.
WE PROPOSE hereby to furnish Material and Labor- Comp~.eP;e- accordance
with above specifiications, for the sum of:
Twenty Thousand Five HundredDollars & 00/1OO's
Payment to be made as follows: net 30
Dol1Gr•ss 4C5OO.,~t~.
All material is guaranteed to be as specified.All work c:~ -:~~.e, cor„~let;c- ..
manner according to standard Practices.Any alteration or ae~r?,ai;ion ~`ra'~
above specifications involving extra costs will be execu*.::T~ oniv upon :...__
orders,and will become an extra charge over and above eS;=:ira:`e_^~ii asr~~e>.:.
contingent upon strikes, accidents or delays beyond ou?- :-;or,1;~ Ol. Cwrc•r t . ..
all necessary insurance.Our workers are fully coverd ov !;i:-n^er= Com,`.:ertsc~',.
Authorized Signature:~~Gk<~~ __ :':ace: _~~.-~_=.;::.
Warren's Asphalt Inc.
ACCEPTANCE OF PROPOSAL- The above prices,specifiication~~ ~.:-:~{ cor-;o_.~icx-iU
satisfactory and are hereby accepted,You are authorizer :, .. ... .:: cr: ~~ ..:o r;:.
~ s specified. Payment will be made as outlined above.
Signature:
Accepted:
rr re-: t~a~~.~ Cv/-e
GHIOTTO & ASSOCIATES, INC. PROFESSIONAL SURVEYORS AND MAPPERS
One San Jose Place, Suite 26 Jacksonville, Florida 32257 (904) 886-0071 FAX: (904) 886-7174
January 16, 1997
Mr. Jim Jacques
The city of Atlantic Beach
Atlantic Beach, Florida
VIA FACSIlvIILE
RE: Proposal for Right-of--Way Survey of Francis Avenue Between Donner Road and
Jackson Road
Mr. Jacques:
Upon a field review of the site and review of your scope of services received by this office dated
January 14, 1997 (attached hereto) we propose the following estimate to complete the survey:
2.5 days field crew @ $725/day = $1812.50
20 hours Survey Technician @ $45/hour = 900.00
6 hours PSM @ $65/hour = 390.00
$3102.50
This is an estimate only and is considered a worst case scenario. We will bill our cost at the
above hourly rates for the extent necessary to give you an accurate and reliable survey.
I anticipate that this estimate may seem excessive. I would ask that you consider the following:
A) We are being asked to verify an existing survey. We could actually provide a survey that
completely contradicts that existing survey. Therefore, I do not want to be in a position where
funds are not adequate to cover the cost of our work so that we are absolutely certain of our
location of the right-of--way. B) The area known as Donner Subdivision has a reputation of being
a very difficult area to survey, and after a field visit I can understand why. Fence lines do not
appeaz correct, right-of--way improvements appear to be inconsistently located and even homes
appeaz to be located incorrectly. Although I have not reviewed the record plat, my experience
tells me that it will probably not contain much survey data. At the time that plat was recorded,
many subdivisions were never monumented. The opportunity for error in placing monuments is
much greater than today and any error is perpetuated over time and will lead to the current
situation. C) Professional Liability Insurance covers Ghiotto and Associates, Inc. Being a
taxpaying resident of Atlantic Beach I would hope that the city would require liability insurance of - - ~---:
all proposing firms for this particular situation.
.;~,N 1?1997 ',','.
.. ..;
_;,,
. , --- -- -
Mr. Jinn Jacques
The city of Atlantic Beach
Page 2
Thank you for this opportunity to serve the City of Atlantic Beach. I look forwazd to working
with you on this project. Please call me anytime at 886-0071 if you have any questions.
Sincerely,
Philip M. Ghiotto
President
PMG/njl
Enclosure
~^^, SURVEYORS • ENGINEERS • LAND PLANNERS
January 15, 1997
City of Atlantic Beach
Public Works Department
1200 Sandpiper Lane
Atlantic Beach, FL 32233
Attn: Mr. James G. Jacques
Assistant to Public Works Director
Re:~ Right-0f-Way survey for
Francis Avenue between Donner Road and Jackson Road
Dear Mr. Jacques:
,,. .
~~.
Thank you for allowing us to submit this proposal for surveying services to
confirm the right-of-way lines of the referenced site together with the locating
of improvements within this area.
If there was not .a boundary problem, our work in the field would take
approximately eight (8) hours. However, until we determine the depth of the
surrounding boundary line .problems, deed lines and possession line, we would
prefer .to bill on hourly rates. listed below are our anticipated costs:
1) Locate improvements and stake right-
of-way lines.
8 field hours $760.00
4 computation hours 180.00
70 drafting hours 450.00
2) Tie into A-1-A right-of-way line.
2 field hours $190.00
2 computation hours 90.00
2 drafting hours 90.00
3) Tie into the surrounding properties,
subdivisions, right-of-way lines, ~y
etc. and research and compute in ~t
order to justify our survey. ~I+76d ?C Z= '5520
Up to 16 field hours
Up to 4-8 computation, research and
meeting hours ;: , ,_ ~-:,
Up to 4 hours drafting ~ _'i'- ,~i.
` ,` ~~
~; +u~i
~i ,~
'r.
~~9 North Acme Street Suite 2 Jacksonville, FL 32211 Phone (904) 724-9433 FAX (904) 724-9678
Mr. James G. Jacques
Page Two (2)
January 15, 1997
Our hourly rates are as follows:
Field hours $90.00/hr.
Project Manager $45.00/hr.
Computations $45.00/hr.
Drafting $45.00/hr.
If you any questions or if I can be of any further assistance, please do not
hesitate to contact me.
Sincerely,
.~....%l ~~Z~~-
Gii D. Howatt, RLS,
GDH/jh
r,..,