AGENDA SPECIAL CITY COMMISSION MEETING City Hall CITY OF ST. AUGUSTINE BEACH 2200 AlA South January 16, 2016 9: 00 A.M. Si. Augustine Beach, EL 320S0 NOTICE TO THE PUBLIC THE CITY COMMISSION HAS ADOPTED THE FOLLOWING PROCEDURE_ PERSONS WISHING TO SPEAK ABOUT TOPICS HAT ARE ON THE AGENDA MUST FILL OUT A SPEAKER CARD IN ADVANCE AND GIVE IT TO THE RECORDING SECRETARY. THE CARDS ARE AVAILABLE AT THE RACK OF THE MEETING ROOM THIS PR(XSDURE DOES NOT APPLY TO PERSONS WHO WANT TO SPEAK TO THE COMMISSION UNDER " PUBLIC COMMENTS' I. CALL TO ORDER II. PLEDGE OF ALLEGIANCE III. ROLL CALL IV. INTERVIEW OF FIVE LAND PLANNING FIRMS A. 9: 00 a. m.— 9: 30 a. m.: Andersen Shell Consulting B. 9: 30 a.m.— 10: 00 a.m.: Northeast Florida Regional Council C. 10: 00 a.m.— 10: 30 a.m.: Strategic Planning Group D. 10: 30 a.m. — 11: 00 a.m.: TMH Consulting V. PUBLIC COMMENTS VI. SELECTION OF TOP THREE FIRMS VII. ADJOURNMENT NOTE: The agenda material containing background information for this meeting is available on a CD in pdfformat upon request at the City Manager' s office for a$ 5 fee. Adobe Acrobat Reader will be needed to open the file. NOTICES: In accordance with Florida Statute 286.0105: ° If any person decides to appeal any decision made by the City Commission with respect to any matter considered at this scheduled meeting or hearing the person will need a record of the proceedings, and for such purpose the person may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based. In accordance with the Americans with Disabilities act, persons needing a special accommodation to participate in this proceeding should contact the City Manager' s Office not later than seven days prior to the proceeding at the address provided. or telephone 904- 471- 2122, or email sabadminfgcityofsab. org. MEMORANDUM To: Mayor O' Brien Vice Mayor George Commissioner Samuels Commissioner Snodgrass Commissioner England FROM: Max Royle, City Manag r DATE: January 6, 2016 SUBJECT: Information for Your January 16th Special Meeting The attached information consists of: a. Pages 1- 2, a copy of the letter that was sent to each of the five firms you will be interviewing on January 16th. ( The attached letter is the one that was sent to TMH Consulting. Each firm received a letter with the same text.) b. Pages 3- 5, the material that was in your agenda books for discussion at your January 4th meeting. , You will note from the agenda that we've suggested you select the three top firms and ask each to provide a price quote. You can review the quotes at your February 1st meeting and select one of the firms. Or, you could decide to have all five firms provide price quotes, or you could ask only two firms to provide quotes. Please also note that each firm has provided references and/ or a list of past projects. One of you asked at your January 4th meeting if the firms had provided references, so that the references could be called. January 6, 2016 Mr. Thomas A. Harowski, AICP President TMH Consulting, Inc. 97 North St. Andrews Drive Ormond Beach, FL 32174 Subject: Interviews with City Commission for Planning Services Dear Mr. Harowski, As you were informed in December, the St. Augustine Beach City Commission has scheduled the interviews with the City Commission for Saturday, January 16, 2016, starting at 9 a.m. Enclosed is information concerning the interview schedule and suggested scope of work that I prepared. The Commission reviewed this at its January 4th meeting, and added to it the following: a. That the scope of work is to include development of an architectural design code. If we receive the elements of the code before January 16th, we' ll email them to you. b. That each firm interviewed is to provide an estimate of how many months it will take to complete the scope of work. c. That I am to provide a video of a City Commission workshop meeting on November 12th concerning the building height issue. You may access this video by going to the City' s website, staugbch.com, going then to documents, then to minutes and agendas, then to the list of meetings. You may also access the video of the Commission' s discussion about planning services at its January 4th meeting. The agenda item was #3, Land Planning Consultant: Discussion of Scope of Work." Also, please view the discussion concerning agenda item # 6, " Consideration of an Architectural Style 1 - Ordinance for Buildings Fronting AIA Beach Boulevard." If you have difficulties accessing this information, you may call the City Clerk, Ms. Beverly Raddatz, at 904/471- 2122, or email her at braddatzna,citvofsab. org. For the interviews on January 16th: If you arrive at the city hall before your interview time, please remain in the main corridor of the building. When the Commission concludes the interview of the firm ahead of you, I will come into the corridor to tell you that the Commission is ready for your interview. At the conclusion of your interview, you may remain in the Commission meeting room, if you want. Enclosed is the agenda for the January 16`h meeting. You' ll note that at the end there' s a section for public comment, and then the Commission is to select the top three firms. Please note on page 3 of the Request for Planning Services my suggestion that the top ranked firms provide by January 22nd the fee or fees they' ll charge. If the Commission keeps to that schedule, then I' ll provide the fees to the Commission for review at its February 1st meeting. In advance of that meeting, I' ll ask the City Attorney to prepare an agreement for planning services with the firm selected. If you have any questions, please call me at 904/ 471- 2122, or you ca email me at mroyle(a' citvofsab.org. See you on the 16th. Sincerely, Max Royle, City Manager MR/ pc enclosure 2 - CITY OF ST. AUGUSTINE BEACH REQUEST FOR PROPOSALS FOR PLANNING SERVICES INTRODUCTION At its December 7, 2015 meeting, the St. Augustine Beach City Commission discussed the seven responses received to the City's Request for Qualifications from land planning consultants, and selected five firms to interview. Your firm was one of the five. The interviews will be held on Saturday, January 16, 2016, starting at 9 a. m. The location will be the City Commission meeting room at city hall, 2200 A1A South, St. Augustine Beach, Florida. The firms will be interviewed in alphabetical order and in accordance with the following schedule: a. 9: 00 a. m. — 9: 30 a. m.: Andersen Shell Consulting b. 9: 30 a. m. — 10: 00 a. m.: JC Consulting Enterprises c. 10: 00 a. m. — 10: 30 a. m.: Northeast Florida Regional Council d. 10: 30 a.m. - 11: 00 p. m.: Strategic Planning Group e. 11: 00 p. m. — 11: 30 p. m.: TMH Consulting Firms should time their presentation to be between 15-20 minutes. This will provide time for the Commission to ask questions after each presentation. The Commission room has a computer and projection equipment. Firms wanting to use the equipment for their presentation must inform the City Manager at least a week before the meeting whether it will need to use the City's equipment. Any firm unable to appear on January 16th is to let the City Manager know as soon as possible, so that the above schedule can be changed. Firms that fail to appear at the scheduled time will be disqualified from further consideration. SCOPE OF WORK The following scope of work is to be used as a guide by responding land planning firms. Firms are encouraged to expand on it by providing more details as to how they will conduct the review that the City is requesting. One topic included in the scope of work is of intense interest to the citizens, Planning Board and City Commission. It is a review of the City's current regulations in its Land Development Code and Comprehensive Plan that concern the City's 35-foot building 3 - measured.height limit, and question of the starting point from which the building height is to be Other topics of interest are the following: Zoning designations and the overlay district regulations Permitted uses under each zoning designation How impervious surface is calculated Building setbacks, especially in the overlay district Landscaping and buffering requirements Tree protection regulations Parking requirements, especially for hotels and restaurants Sign regulations Planning firms are not to regard the above list as all inclusive. Firms must prepared to review other topics in the Land Development Regulations and Comprehensive Plan as directed by the City Commission. The Scope of Work is divided into the following phases: PHASE ONE a. Close review by the firm of City's Comprehensive Plan, Vision Plan and Land Development Regulations, noting areas of inconsistency and/ or areas that need clarification, and preparation of a report with detailed suggestions for areas that need to be amended or changed because of consistencies, lack of clarification, and/or to meet generally accepted land use planning best practices. b. Provide to the City Manager 20 copies of the report with detailed suggestions forbeginchangesthe review.within two months from date of notice to proceed from the City to c. Attend public meeting with the City Commission, the Planning Board and interested citizens to review and discuss the report, and receive guidance from the City Commission for Phase Two of the project.