07-14-97~.
CITY OF ATLANTIC BEACH
COMMISSION MEETING -July 1~, 1997
AGENDA
Call to order
Invocation and pledge to the flag
1. Approval of the minutes of the Regular Commission Meeting of June 23 and Special Called
Meeting of June 26, 1997
2. Recognition of Visitors:
3. Unfinished Business:
4. Consent Agenda:
A. Acknowledge receipt of monthly reports from Building, Code Enforcement, and
Recreation Departments
F 5. Action on Resolutions:
6. Action on Ordinances:
A. Ordinance No. 58-97-23: Public Hearing and Final Reading
AN ORDINANCE OF THE CITY OF ATLANTIC BEACH, FLORIDA,
AMENDING CHAPTER 2, ADMINISTRATION, ARTICLE IV, EMPLOYEE
BENEFITS, DIVISION 3, RETIREMENT SYSTEM, SEC. 2-281, PROVIDING
FOR A THREE PERCENT (3%) COST OF LIVING ADJUSTMENT FOR
RETIRED MEMBERS, AMENDING CHAPTER 2, ADMINISTRATION,
ARTICLE IV, EMPLOYEE BENEFITS, DIVISION 3, RETIREMENT SYSTEM,
SEC. 2-298, PROVIDING FOR THE CITY'S PICK UP OF A PORTION OF
MEMBER CONTRIBUTIONS, PROVIDING FOR A SAVINGS CLAUSE,
PROVIDING FOR A REPEALER; AND PROVIDING FOR AN EFFECTIVE
DATE
B. Ordinance No. 60-97-10: Public Hearing and Final Reading
AN ORDINANCE OF THE CITY OF ATLANTIC BEACH AMENDING
CHAPTER 17, SIGNS AND ADVERTISING STRUCTURES; PROVIDING FOR
AMORTIZATION OF NON-CONFORMING SIGNS; AND PROVIDING AN
EFFECTIVE DATE
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Page Two
AGENDA
July 14, 1997
7. New Business:
A. Set proposed millage rate for fiscal year 1997/98 and set the dates for budget hearings
in accordance with FS 200.065
B. Approve summer programs in Donner Pazk to comply with Florida Statutes, Chapter
923
C. Award contract to Beachcombers, Inc., for annual beach cleaning pursuant to the
specifications of Bid #9697-16, at a cost of $25,200.00
D. Authorize the City Manager to declare Fire Department Squad 10 (1988 E-1
Ford F-350 4-wheel-drive vehicle) surplus and negotiate sale of same
E. Approve Change Order No. 4 to Beach Avenue water and sewer extension
project
F. Discussion and possible action on pressure washing and staining City Hall and
Comrission Chambers
8. City Manager Reports and/or Correspondence:
A. Report relative to speed bumps on Beach Avenue
B. Report and recommendations relative to City Hall safety/security
C. Report on seazch for Human Resources Director
9. Reports and/or requests from City Commissioners, City Attorney and City Clerk
Adjournrnent
If any person decides to appeal any decision made by the City Commission with respect to any matter
considered at any meeting, such person may need a record ofthe 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 accordance with the Americans with Disabilities Act and Section 286.26, Florida Statutes, persons with
disabilities needmg special accommodation to participate in this meeting should contact the City Clerk.
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MINUTES OF THE REGULAR MEETING OF THE ATLANTIC
BEACH CITY COMMISSION HELD IN CITY HALL, 800 SEMINOLE
ROAD, AT 7:15 PM ON MONDAY, JULY 14, 1997
PRESENT: Mike Borno
John Meserve
Suzanne Shaughnessy, Commissioners
AND: Alan C. Jensen, City Attorney
Tim Jarboe, City Manager
Maureen King, City Clerk
ABSENT: Mayor Lyman Fletcher (Excused)
Commissioner Steve Rosenbloom (Excused)
The meeting was called to order at 7:15 p.m. by Acting Mayor Shaughnessy.
The invocation was offered by Recreation Director Timmy Johnson,
followed by the Pledge of Allegiance to the Flag.
1. Approval of the minutes of the Regular Meeting held June 23,
1997.
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Motion: Approve minutes of the Regular Meeting held June 23,
1997.
The motion carried unanimously.
Approval of the minutes of the Special Called Meeting held June
26,1997.
Motion: Approve minutes of the Special Called Meeting held
June 26,1997 as amended to make the following correction:
delete the word "excused" after Commissioner Borno's name.
The motion carried unanimously.
2. Recognition of Visitors:
A. Susan Snead of 261 Beach Avenue stated she took daily walks on
the beach and experienced a total lack of consideration by dog owners whc
are not cleaning up after their pets on the beach. Ms. Snead reported the
volume of dog feces on the beach has doubled in the past few months, and
,,~ requested stricter enforcement ofthe animal control ordinance.
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B. Sylvia Simmons of 211 Beach Avenue concurred with Ms. Snead's
request and expressed concern for the increased number of dogs running
loose on the beach and in her neighborhood. Mrs. Simmons also reported
on several problems with homeless or transient people living on the beach
and at the access azea by her home and asked that something be done
concerning the problems.
Acting Mayor Shaughnessy directed City Manager Jarboe to investigate the
complaints and report back at the next Commission Meeting.
C. J.P. Marchioli of 414 Sherry Drive inquired if there would be a
discussion of traffic flow on tonight's agenda. Community Development
Director Worley reported that traffic flow would be discussed during
tomorrow's Zoning Board Meeting. Mr. Marchioli stated he would attend
that meeting.
D. Dale Wappus of 1885 Beach Avenue thanked the Commission for
the new pavement on Beach Avenue. He also requested consideration of
~""` angle pazking at the 18th Street beach access, and reconsideration ofa
bicycle/pedestrian gate to allow access to Hannah Park from Seminole
Road.
Acting Mayor Shaughnessy referred these items to City Manager Jarboe for
further investigation and asked him to report back at the next meeting.
3. Unfinished Business:
None.
4. Consent Agenda:
A. Acknowledge receipt of monthly report from the Building, Code
Enforcement and Recreation Departments
The consent agenda items were received and acknowledged as presented.
5. Action on Resolutions:
None.
6. Action on Ordinances:
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July 14, 1997
A. Ordinance No. 58-97-23: Public Hearing and Final Reading
AN ORDINANCE OF THE CITY OF ATLANTIC BEACH,
FLORIDA, AMENDING CHAPTER 2, ADMINISTRATION,
ARTICLE IV, EMPLOYEE BENEFITS, DIVISION 3,
RETIliEMENT SYSTEM, SECTION 2-281, PROVIDING FOR
A THREE PERCENT (3%) COST OF LIVING ADJUSTMENT
FOR RETIIiED MEMBERS, AMENDING CHAPTER 2,
ADMINISTRATION, ARTICLE IV, EMPLOYEE BENEFTTS,
DIVISION 3, RETIREMENT SYSTEM, SECTION 2-298,
PROVIDING FOR THE CITY'S PICK UP OF A PORTION
OF MEMBER CONTRIBUTIONS, PROVIDING FOR A
SAVINGS CLAUSE, PROVIDING FOR A REPEALER; AND
PROVIDING FOR AN EFFECTIVE DATE
Acting Mayor Shaughnessy presented Ordinance No. 58-97-23 in full, in
writing. She then opened the floor for a public hearing and invited
comments from the audience. Since no one wished to speak, the Acting
Mayor closed the public hearing.
Motion: Adopt Ordinance No. 58-97-23 on final reading.
Acting Mayor Shaughnessy indicated adoption of Ordinance 58-97-23
would ratify action taken by voice vote earlier in the year.
There was no discussion and the motion carried unanimously.
B. Ordinance No. 60-97-10: Public Hearing and Final Reading
AN ORDINANCE OF THE CITY OF ATLANTIC BEACH
AMENDING CHAPTER 17, SIGNS AND ADVERTISING
STRUCTURES; PROVIDING FOR AMORTIZATION OF
NON- CONFORMING SIGNS; AND PROVIDING AN
EFFECTIVE DATE
Acting Mayor Shaughnessy presented in full, in writing Ordinance No. 60-
97-10. She then opened the floor for a public hearing and invited comments
from those present. No one spoke and the public hearing was closed.
Community Development Director Worley explained the process used for
reviewing and rewriting the ordinance and the modifications incorporated
.®~. into the revised ordinance.
Mr. Worley also thanked the Sign Ordinance Review Cornmittee comprised
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of Tony Zeaiter, John Baillie and Dauid Jeffrey for their dedication and
diligent work in revising the ordinance.
Motion: Adopt Ordinance No. 60-97-10 on 6na1 reading.
Commissioner Meserve inquired if the signs in place, such as the one located
in Oceanwalk, was in violation of the revised ordinance. Mr. Worley stated
the sign was permitted and approved with the subdivision and was not in
violation of the ordinance.
A brief discussion of variances for painted wall signs (Section 17-2 (b) 2)
ensued and it was explained that the variance request would go directly to
the City Commission for authorization.
There being no further discussion, the motion carried unanimously.
C. Ordinance No. 90-97-165: Public Hearing
AN ORDINANCE OF THE CITY OF ATLANTIC BEACH
REWRITING CHAPTER 24 OF THE CODE OF
ORDINANCES, ZONING AND SUBDIVISION
REGULATIONS, AND PROVIDING AN EFFECTIVE DATE
Item C was not a scheduled item on the agenda. However, it was pointed
out public notice was given at the June 23, 1997 Commission Meeting that
the public hearing would be continued at this meeting. Acting Mayor
Shaughnessy then opened the floor for a public hearing and invited
comments from those present. No one spoke and the public hearing was
declared closed.
Motion: Defer action on Ordinance No. 90-97-165.
Under discussion it was reported the city was having difficulty finding a
consultant to rewrite the ordinance and more time maybe needed.
Commissioner Meserve then withdrew his motion.
Motion: Defer further action on Ordinance No. 90-97-165 to the
first meeting in September (September 8,1997).
There was no further discussion and the motion carried unanimously.
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New Business:
A. Set proposed millage rate for fiscal year 1997!98 and set the
dates for budget hearings in accordance with F.S 200.065
Finance Director Meuse explained the procedure for setting the millage rate
and Budget Hearing dates, as outlined in her memo dated July 8, 1997.
(The memo is attached and made part of this official record as Attachment
A). Finance Director Meuse emphasized that whatever millage was adopted
at this time could be lowered but not increased.
Motion: Adopt proposed millage rate of 2.9221 and set a
tentative budget hearing date of September 8,1997 and a final
budget hearing date of September 22,1997 as proposed by
Finance Director Meuse.
Alan Potter of 374 Second Street spoke and stated he believed the. millage
rate of 2.9221 was not adequate to fund the daily operations of the city as
~'^ evidenced by the transfer of monies from the Utility Fund into the operating
budget of the city. Mr. Potter believed the millage rate should be set at
4.000 mills.
Steve Kuti of 1132 Linkside Drive asked that the millage rate be kept at
2.9221 and suggested the city charge user fees for various city facilities to
supplement the budget.
Commissioner Meserve remarked this was a balanced, conservative budget
which will maintain the existing level of services, and the millage rate did
not need to be raised at this time.
Commissioner Borno concurred with Commissioner Meserve.
There were no further comments and the motion carried unanimously.
B. Approve summer programs in Donner Park to comply with
Florida Statutes, Chapter 923
Public Safety Director Thompson explained that as provided by state law,
~, 15% of forfeiture funds ($7,200.00) received by the Public Safety
Department must be used for drug treatment, drug abuse education, drug
prevention, crime prevention, safe neighborhood or school resource officer
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programs. He then stated he would like to money to be used to enhance
operations at the Donner Community Center.
Motion: Approve use of $7,200.00 of contraband forfeiture
funds to enhance operations at the Donner Community Center
as required by Chapter 923, Florida Statutes.
Public Safety Director Thompson also reported the City had received
$8,225.00 in communications funds from the City of Jacksonville for new
radio equipment.
There were no further comments or questions and the motion carried
unanimously.
C. Award contract to Beachcombers, Inc. for annual beach
cleaning pursuant to the specifications of Bid #9697-16, at a cost
of $25,200.00
Motion: Award a one year contract to Beachcombers, Inc. for
annual beach cleaning pursuant to the specifications of Bid
#9697-16, at a cost of $25,200.00.
Acting Mayor Shaughnessy inquired as to why the city did not grant a three
year contract to Beachcombers, Inc. in order to take advantage of a
$1,200.00 per yeaz discount offered by the company for a three year
contract.
City Manager Jarboe explained the bid specifications were not written that
way and the city does not know what will happen from year to year, and in
the future, may decide to perform the work and not bid it out.
There was no fixrther discussion and the motion carried by a two to one vote
with Acting Mayor Shaughnessy voting nay.
D. Authorize the City Manager to declare Fire Department Squad
10 (1988 E-1 Ford F-350 4-wheel drive vehicle) surplus and
negotiate sale of same
~ Motion: Waive bid requirements and authorize the City
Manager to declare Fire Department Squad 10 (1988 E-1 Ford
F-350 4-wheel drive vehicle) surplus and negotiate the sale of the
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July 14, 1997
vehicle.
Comlissioner Borno inquired if the vehicle was stripped of its equipment
and was told by Chief Ruley the vehicle is basically a shell with all usable
equipment retained by the department.
After a brief discussion of the value of the vehicle; the motion carried
unanimously.
E. Approve Change Order No. 4 Beach Avenue water and sewer
extension project
Motion: Approve Change Order No. 4 to the Beach Avenue
water and sewer extension project as recommended in a memo
dated July 9,1997 from Robert Kosoy, Public Works Director,
which is attached and made part of this official record as
Attachment B.
''°"' There was no discussion and the motion carried unanimously.
F. Discussion and possible action on pressure washing and staining
City Hall and Commission Chambers
Motion: Waive bid procedure and authorize the City Manager
to accept the quotation of Dees, Inc. in the amount of
$11,950.00 to pressure clean and stain City Hall, the covered
walkway to the Commission Chambers and the Commission
Chambers.
City Manager Jarboe explained that three bids were received for the entire
Public Safety/City Hail complex which were too high and were rejected.
After that, just the Public Safety Building was bid out and awarded to the
low bidder, Dees, Inc. It was further reported the company has done a
good job and has submitted a price of $11,950.00 to pressure clean and
stain City Ilan, the covered walkway to the Commission Chambers and the
Commission Chambers. City Manager Jarboe then asked if the Commission
wished to have the work done.
Commissioner Borno inquired as to a reasonable time span to complete the
work and was told they could begin the project as soon as the Public Safety
Building is completed.
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There being no further discussion, the motion carried unanimously.
8. City Manager Reports and/or Correspondence:
A. Report relative to speed bumps on Beach Avenue
It was reported the speed bumps will be put back where they existed before
the project and one additional speed bump will be installed farther north.
The project will be completed in approximately two weeks.
B. Report and recommendations relative to City Hall
safety/security
It was reported the Florida League of Cities Risk Services Division had
suggested the following security measures be implemented at City I3a11: half
doors on the north. end of the building, bullet proof glass sepazating the
cashiers, building department counter and receptionist area from the general
public, windows installed in the interior hallway doors, and installation of a
silern alarm for the cashiers. City Manager Jarboe stated he would make
recommendations at the next Commission Meeting.
C. Report on search for Human Resources Director
It was reported more than 100 applications had been received, and the best
candidate for the position would be willing to accept the job for $40,000.00
and waive health insurance provided by the City.
Motion: Authorize the City Manager to hire a Human
Resources Director at a salary not to exceed $40,000.00.
There was no discussion and the motion carried unanimously.
D. Ponte Vedra Home Donation
It was reported the attorney handling the home to be donated to a charitable
organization had contacted the City and reported he had found movers who
would move the house for between $40,000 and $50,000. The City
Commission authorized the City Manager to continue discussions with the
attorney.
E. Employee of the Year Cash Award
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City Manager Jarboe recommended a cash award of $500.00 in recognition
of Employee of the Year.
After a brief discussion of the amount of the monetary award, it was decided
to put the item on the next Commission agenda.
F. Reinstatement of Parking Stickers
City Manager Jarboe reminded the Commission of a request from Richard
O'Brien who lives at 5 10th Street to reinstate the parking sticker program.
City Manager Jarboe stated the ordinance would have to be amended to
implement the program.
No action was taken at this time, but Mr. O'Brien is to be notified if the item
is on a future agenda.
9. Reports andlor requests from City Commissioners, City
Attorney and City Clerk
Commissioners Borno, Meserve and Acting Mayor Shaughnessy all
thanked Timmy Johnson and Staff for the work involved to put on the
Waterfront Community program in Mayport and requested letters of thanks
be sent to Dwayne Williams and other contributors for the program.
Commissioner Borno thanked the Sign Ordinance Review Comrnittee for
their diligent efforts in putting together the new ordinance.
Commissioner Meserve thanked City Manager Jazboe for his work in
putting together the Waterfront Communities grant package and reminded
those present that the sewer project for the Village of Mayport was on-
going. It was reported the $900,000 for the sewer project would be paid by
the City of Jacksonville.
Comrissioner Meserve also inquired who would go to the downtown
command center in the event of a hurricane occurring during the Mayor's
absence. He was informed the Mayor Pro Tem would go in his absence.
Acting Mayor Shaughnessy reported that $2,895 had been raised at the
July 10, 1997 First Night fundraiser.
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There being no further discussion or business to come before the
Commission, the meeting adjourned at 8:30 PM.
uzanne Shaughnessy
Acting Mayor/Presiding OtTicer
ATTEST:
Ma ueen King, CM
City Clerk
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ATTACHMENT A _
JULY 14, 1997 COMMISSION MEETING
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Date: July 3, 1997
S00 SEMINOLE ROAD
ATLANTIC BEACH, FLORIDA 32233-5445
TELEPHONE (904) 247-5800
FAX (904) 247-5805
SUNCOM 852-5500
To: Jim Jarboe, City Manager
Mayor and City Commission ,p-~/~,_.r'
From: Ann Meuse, Finance Director / ~
Subject: Setting the Proposed Millage R/ate and Tentative Budget Hearing Date
MEMORANDUM
As required by the TR{M section of Fiorida Statute 200.085, the City must report the
} proposed millage and the date for the public hearing on the tentative budget,to the
Property Appraiser's office within 35 days of receipt of Certification of Taxable Value
(June 18, 1997}. The Property Appraiser includes the proposed millage and the date of the
public hearings on tax notices sent to property owners in August. At*.ached is a copy of
the Certification of Taxable Value and a tentative budget calendar. Ths millage last year
was 2.9221. The City Commission needs to adopt a proposed millage for 19971199? and
set dates for the public hearings on the budget. Following are the tentative dates for the
public hearings and the existing millage:
Existino Millage:
J~tittic S"eac~i - ~Qa~tCda
Tentative Budget Hearing:
Finai Budget Hearing:
2.9221
September 8, 1997
September 22, 199'
The above dates art tentative and may need to be changed depending on the dates set by
the School Board and the City of Jacksonville.
To comply with the TRIM requirements, I am requesting that the City Commission set the
proposed millage and the date for the public hearings on the tentative budget at the
Commission meeiing Monday, July 14, 1997.
'lease cast me if you have any conflicts with these dates. I have scheduled the budget
~. ~~earings for the regularly scheduled Commission meetings.
SECTION I 1997
CERTIFICATION OF TAXABLE VALVE
Year
~R.p
R.011e6
DiTVAL County To ATLANTIC BEACB (USD3)
(Nanro pf TaxlnO Authoriry)
(1) Current Year Taxable Value of Real Property far Operating Purposes g 523 , 953, 839
(2) Current Year Taxable Value of Personal Property for Operating Purposes g 17 , 093 , 976
(3) Current Year Taxable Value of Centrally Assessed Property for Operating Purposes $ -Ox
(4) Current Year Gross Taxable Value for Operating Purposes (1) + (2) + (3) $ 541, 047 , 815
(6) Current Year Net New Taxable Value (New Construction « Additions « Rehabilitative $ 9 , 725 , 937
Improvements Increasing Assessed Value By At Least 100°r6 « Annexations - Doietions)
(6) Current Year Adjusted Taxable Value (4) - (6) $ 531, 321, 87 8
m Prior Year Final Gross Taxable Value $ 505 , 384, 870
(From Prior Year Applicable Form DR-403 Series)
I do hereby certiry the values shown herein to be correct to the best of my knowledge and belief. Witness my hand and official
signature at Jacksonville ,Florida, thisth/e7 18th day of June ,1997 .
8ipnature of Praparry APPrileer
TAXING AUTHORITY: If this portion of the form is not completed in FULL your Authority will be denied TRIM certification
and possibly lose its millage levy privilege for the tax year. If any fine is inapplicable, enter NtA or -0-.
SECTION II
(8) Prior Year Operating Millage Levy $ per $1,000
(9) Prior Year Ad valorem Proceeds- (7) x (8)
„~ (10) Current Year Rolled-Back Aate (9) _ (6)
per $1,000
(11) Current Year Proposed Operating Millage Rate $ « per $1,000
(12) Check one (1) TYPE of Taxing Authority:
aCounty ~Municipeliry IndependentDependent ~MUnicipal Service ~MUlti-County
Special District Special District Taxing UnR
(13) IF DEPENDENT SPECIAL DISTRICT OR MSTU IS MARKED, PLEASE SEE RE1rERSE SIDE.
(14) Curreni Year Millage Levy for VOTED DEBT SERVICE $ per $1,000
(15) Current Year OTHEfl VOTED MILEAGE $ per $1,000
DEPENDENT
(16) Enter Total Prior Year Ad Valorem Proceeds of ALL DEPENDENT Special Districts
8 MSTU's levying a millage. (The sum of Line (9) from each District's Form DR-420)
(17) Total Prior Year Proceeds: (9) « (16)
(18) The Current Year Aggregate Rolled-back Rate: (17) _ (6)
(19) Current Year Aggregate Rolled-back Taxes: (4) x (18)
(20) Enter Total of all non-voted Ad Valorem Taxes proposed to be levied by the Principal
Taxing Authority, all Dependent Districts, 8 MSTU's if any. Line (11) x Line (4)
(21) Current Year Proposed Aggregate Millage Rate: (20) + (4)
(22) Current Vear Proposed Rate as a PERCENT CHANGE of Rolled-back Pate:
[(Line 21 =Line 18) - 1.00] x 100
Date, Time and Place of the first Public Budget Hearing:
per $1,000
per $1,000
°h
I do hereby certify the millages and rates shown herein to be correct to the best of my knowledge and belief, FURTHER,
I certify that all millages comply with the provisions of Section 200.071 or 200.081, F.S. WITNESS my hand and official
~. signature at ,Florida, this the day of
Si9naturs end TIM o/ Chbl AEminietratlve Otticar
Maiiln° AdArsee
Aaeraee of Physical Lorarlon
19_.
Name of Comact Psreon
Clry State Zip Phone Number Fax Number
SEE tNSTAUCTtONS ON REVERSE SIDE
~'' City of Atlantic Beach
Tentative Budget Calendar
Fiscal Year 1997-1998
Date Reaui~ed Action Responsibi/itv
12-March to Department Heads -Prepare Budget On-Line. Depart. Heads
15-April-97
15-April-97 Department Heads submit budgets online to Depart. Heads
City Manager.
April- 97 City Manager and Finance Director review budgets Depart. Heads &
online. City Manager meets with Department Heads. City Manager
9-June-97 Proposed budget submit±ed to City Commission. City Mgmt. &
(Note- budget will be based on preliminary revenue Finance Director
projections- actual projections received July 1, 1997.)
16-June-97 City Commission workshops to review budget. City Commission
24-June-97 City Mgmt/ Staff
%'"~ 1-July-97 Receive Certificate of Taxable Value -Prop. Appraiser Prop. Appraiser
Department of Revenue provides estimates of dept. of Revenue
State Revenue Allocations.
14-Jul-97 City Commission adopts proposed millage rate and City Commission
sets date and place for public hearing to consider
proposed millage rate and tentative budget. This
information must be provided to the Property Appraiser
within 35 days of Certification of Value (July 1, 1997).
Property Appraiser prepares tax notices which must
be mailed within 55 days of certification of value.
The public hearing on the tentative budget and proposed
millage must be held within 80 days but not earlier than
65 days of the date of certification of value. F.S. 200.065
(Budget adjusted for actual revenue projections.)
5-Sep-97 Publish Public Hearing in newspaper. Finance Director
8-Sep-97 Public Hearing to adopt tentative millage rate City Commission
and tentative budget.
19-Sep-97 Publish TRIM notice in newspaper. Finance Director
22-Sep-97 City Commission final hearing & approval of Budget City Commission
and Millage.
Revised March 7, 1997
ATTACHMENT B
JULY 14, 1997 COMMISSION MEETING
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CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Change Order No. 4 to Beach Avenue Water and Sewer Extension Project to
Include Field Changes and Time Extension, and Request for Additional
Engineering Funds
SUBMITTED BY: Robert S. Kosoy, P.E., Public Works Director ~F~
DATE: .Tiny 9, 1997
BACKGI20UND: The Beach Avenue project is nearing completion, with the sewer and water
portions completed, and much of the paving and drainage work completed. The final work effort
will be to install the drainage system on 20t'' Street and Beach Avenue to relieve flooding and poor
drainage in the northern portion of Beach Avenue, and to restore driveways and sodding. Following
the drainage work, that portion of Beach Avenue will be paved, and. the project will be complete.
As described during the Public Hearings for Sewer Assessments on Beach Avenue, the sewer
~, installation cost was reduced approximately $50,000 from the original bid prices. Change Order
No. 4 also reduces the project cost by $313.90. The total nroiect currently is anticipated to be under
budget when completed, based on current invoices.
The enclosed Change Order No. 4 is in two parts:
A. The body of the Change Order No. 4 is to adjust the actual scope of work for the Beach
Avenue project, with six (6) additional field orders to perform work in the project which
was not shown on the plans. These additional work items include such items as restraining
an existing water main that was improperly restrained and would have been a hazard during
and after construction, additional survey for new sewer grades necessitated by conflicts in
the street, relocating a fire hydrant and two portions of an existing water main that were too
close to the new sewer main on Dewees Avenue, fixing a drainage problem at Coral Street,
and connecting to existing water mains with connections to better serve the overall water
distribution system. These additional items are offset by savings in several original items
for sewer construction, resulting in the cost reduction of $313.90.
B. To account for the additional. work items which pulled the contractor crews away from
normally scheduled work, to account for additional time to modify the roadway alignment
to better meet existing conditions, and to account for the several days over the past few
months which were lost due to rain at the project site, the contractor is proposing a time
extension be added to the project of 45 calendar days, with which we concur. The project
schedule is now as follows:
STAFF REPORT Robert S. ICosoy, P.E. July 9, 1997
Project Status
Original Project Time
Time Extension for
Time for
Substantial Completion
210 days
Date of
Substantial Completion
June 2, 1997
Additional Drainage Work
Time Extension fos Field Orders
and Rain Days
62 days
45 days
July 7, t997
August 21, 1997
Final Completion is thirty (30) days after the date for Substantial Completion.
Since the total project time is proposed to be extended, the consulting engineers providing
construction administration, Gee & Jenson Engineers, Inc., have requested additional funds to
extend their engineering services during construction. The increase in engineering services has
been. presented in the attached negotiated cost estimate for $3,958.00, and will continue
construction administration to the end of the project.
RECOMMENDATION:
Authorize the cost adjustments and time extension within Change Order No. 4 to allow
proper completion ofthe project.
2. Authorize the City Manager to approve the increase in engineering services to Gee & Jenson
Engiteers, Inc., in the amount of $3,958.00.
ATTACHMENTS: The Change Order No. 4 form dated July 3, 1997, as prepared by the
engineering firm of Gee & Jenson Engineers, Inc, a letter from Callaway Contracting dated June
20, 1997, and a letter from Gee & Jenson Engineers, Inc., dated July 8, 1997.
REVIEWED BY CITY
AGENDA ITEM NO.
07/09/1997 11:51 904-2924206 GEE AND JENSON
~ ~
CHANGE QRDER
Contractor: Callaway Contracting, Inc. Owner City of Atlantic Beach
9559 Regency Square Boulevard
JacksonvNle, Fk>rida 32225
Attention: Mr. Peter Kirby G & J Project No.: 8$276.01
Project Title: Beach Avenue Water & SewedBeach Avenue Drainage
You are hereby requested to comply with the following changes to the conbad documents:
PAGE 02
Date: 713197
Change Order No.: a
ITEM
NO.
-
DESCRIPTION OF CFUWOE(S)
TY.
NIT
UNIT
PRICE DEERtASE INCREASE
IN IN
CONTRACT CONTRACT
PRICE l5) PRICE t5)
1 ADO Field rder ll/7/96 LS 51,191.00 1,181.00
2 AD Fold Ober i2/31/98 P/R No. 3 1 tS 2,467.55 52.487.55
3 ADD Fold Oiler 1!29/97 /R No. 4 1 58.495.40 ,496.40
4 ADD Fold Oidar 228!97 IR No. 5 1 tS f2. .00 2 822.00
S ADD Field Order SI1/87 IR No. 7 1 l.S 373.95 (313.85
8 ADD Field Order617197 /R fJo. 8 1 LS 512,905.00 ~ 12905.00
7 OFIETE 8' Gray Sewer PeR 1, Item 1b 186 LF 5.30 54.188,80
9 DELETE 0'- 8' MeaMk eR 1. Ran 2e i Ea 51.388.00 1.388.00
'
9 DELETE Manhole, cover Pant, Item 2b Z Ea f1,738.OD s:'
S3 d76.00 `• ~ `~i9':t
70
11
72 DELETE S Mouse aervioe Part 1, Item 4
DELETE 8" warredbn 1o MH Part 1 Rea
DFSETE T 1 sarvka (PaR 4, Kam I 13
3
10 fA
Ea
Fa 5614.00
5727.00
5730.00 57,982.00 r ~'*,6r:>
52,tai.0p ' -
7300.00
Y
,SOS.
). 528,194.
NET CHANGE IN CONTRACT PRICE ~K ..
~F~~ ~ (5 313.90}
The contract price to date therefore is 5885,857.85. Since this is a unit price contract, the final conlrad amount
may vary from this total adjusted contract price. Please have subsequent pay requests reflect these changes.
45 calendar days are hereby added to the Contract tlnle for Sutstantial Completion, making the total Contras
duration 347 calendar days. The date for Substantial Completion is therefore August 21, 1997, and September
t9 for Pina1 Completion. Original Co/ntra/ct stlpulations regarding liquidated damages remain in etTre~d. L,
Recommended by: !~~ti!t~9 L~ Date: / ~1`~7
Engineer! a ~~
Accepted bY: Date: 7"'~`° 7
dor
Approved by: .%~i - ~- Date: 7 ~ , q~
Owner r /
J UL-bl-177~~ 11~/JJ I,HLLHWHY l.U1VIKH~,t l1'~U. tNl,
`~ .Callaway Contracting, Inc.
General Contractors - Undergronnd Utitiry Contractors
Tune 20, t 997
Mr. Tim G. Jacques
Asst. to Public Works Duector
City of Atlantic Beach
1200 Sandpiper Lane
Atlantic Beach, FL 32232-4381
Re: Beach Ave. Water and Sewer Extensions
Dear Mr_ Jacques:
the above referenced pro}ect tins progrtsscd in a smooth and orderly fashion, However, due to
several condirions: (11 changes in xope, (2) unforeseeable existing utility conflicts, (3) climatic
conditions; we art requesting an extension to the contract final completion datz.
T'he established substantial and final completion dates in Chance Order No. 2 are 7/7/97 and
8/S/97 respectively.
We arc requesting 45 additional days to complete the project. This inquest is based qn fire
following:
(I) Minor changes in scope, i.e. water main tie-ins,
existing utility conflicts, cltangFS in finish road
elevations, etc. 27 Days
(2) Climatic conditions, i.e. rain. I8 Davs
45 Days
r.l'JG
We feet with the continued efforts of all parties, this cxknsioa will allow this project to finish with
the same quality of work provided to date. If accepttd, this would make the new substantial completion
date 8121/97 and a final complefion date 9/20197.
We ask you to wnsider this request as fair and reasonable. If you !lave any questions, please call.
Sin R
`4., R.!
Peter B. Kirby y~~
via president
CGC009273 • CUC0506Z7
P.O. Box 11435 • Jackst3nvitle, Florida 32239 • PhYYne (9t1~) 727.6765 • FAX (904} 724-6443
07/09/1997 08:28
W
July 8, 1997
904-2924206
Robert S. Kosoy, P-E.
City of Atlantic Beach
1200 Sandpiper lane
Atlantic Beach, Florida 32233
Re: City of Atlantic Seach
Beach Avenue Water and Sewer Extensions
Sewer System Cert~cat+'on
G&J Fiie No- 88278.01
Dear Mr. Kosoy:
PAGE 02
GEE & JENSON
En9ineara-Archi(BCIg~Plgnngrg~InC.
9452 PhdGps Highway, ~u4e a
JdCkaOnville, Fbrida 32256
7elephoPe (904) 292-9897
fax (904) 292-a206
Enclosed for your review and approval is a breakdown of additional Engineering costs
~^- necessary for us to continue our Engineering Contract wRh you, during the forthcoming time
extension to be authorized by Change Order tVo. 4 for the above-referenced project' Please
review our estimate and forward your approval, or let us know if you have any questions or
comments.
Should you have anyquestions or require further information, please contact our ofltce.
Yours truly,
J n .Collins, Jr. P.E.
O ca Manager
Michael P. Kane, P.E.
Project Manager
GEE AND JENSpN
Enclosures
. a
07/09/1997 11:51 904-2924206
F
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GEE AND JENS~N
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