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10-16-21 Town Hall Meeting Adopted MinutesATTENDANCE: Present: Also Present: MINUTES Town Hall Meeting Saturday, October 16, 2021 - 10:00 AM Jordan Park Ellen Glasser, Mayor - Seat 1 Bruce Bole, Commissioner - Seat 2 Michael Waters, Commissioner - Seat 3 Candace Kelly, Commissioner - Seat 4 Brittany Norris, Mayor Pro Tem / Commissioner - Seat 5 Shane Corbin, City Manager (CM) CALL TO ORDER Mayor Glasser called the meeting to order at 10:00 a.m. TOPIC FOR DISCUSSION AND PUBLIC COMMENTS A. Complete Streets PCDD Askew presented a PowerPoint on Complete Streets, a proposed transportation policy designed to create safe and accessible streets (which is hereto attached and made part of this official record as Attachment A). Discussion ensued regarding how the Complete Streets policy would affect road construction projects, the usefulness of the Complete Streets checklist, safety of Mayport Road, school bus stops, and ideas for increased bike safety on Beach Avenue. Commissioner Norris suggested implementing an engineer study to evaluate traffic on Main Street and Donner Road in support of the Complete Street initiative. Mayor Glasser acknowledged the tremendous contributions PCDD Askew and the Planning and Zoning Department have made to the City of Atlantic Beach through the Complete Streets and Resiliency projects. CM Corbin discussed the handout from AE Engineering, Inc. proposal for Donner Road Design Review and Comments (which is hereto attached and made part of this official record as Attachment B) and the Complete Streets Planning and Initial Design Concepts for Main Street (which is hereto attached and made part of this official record as Attachment Q. CM Corbin spoke regarding additional projects including chicanes, an artificial narrowing of the road used to reduce vehicle speeds. Traffic engineers will audit the traffic controlling devices implemented by COAB and determine if they are meeting the desired outcomes and offer constructive feedback. CM Corbin discussed the evidence of neighborhood support as a governing factor in creating a thoughtful process Town Hall October 16, 2021 regarding requested traffic calming devices and spoke regarding the importance of data in determining priority outcomes. Commissioner Norris suggested implementing solutions that encourage accountable driving and recalled how citizens parking their cars on Main Street has resulted in the calming of traffic. CM Corbin discussed parking concerns/projects that would benefit from a traffic engineer study including Ahern Street, Sherry Drive at Atlantic Beach Elementary, in addition to Donner Road and Main Street. Attachment A Attachment B Attachment C 2 PUBLIC COMMENTS - OPEN TOPIC Jane Stevens expressed gratitude for the painting of the curb along the south side of Penman Road and increasing safety for bikers. She also suggested painting a strip of reflective paint on the Seminole Road sidewalk to illuminate the path. Dee Davis, Jordan Community Center Manager, spoke regarding the opportunities and challenges of the Jordan Park Community Center after school program. Discussion continued regarding center procedures and certification requirements as well as next steps going forward. ADJOURNMENT Mayor Glasser adjourned the meeting at 11:30 a.m. Attest: 64aw,n Donna L. Bartle, City Clerk Date Approved: V///.2.2 96 - Ellen Glasser, Mayor Town Hall October 16, 2021 Attachment A 10-16-21 Minutes Complete streets is a transportation policy and design approach that requires streets to be planned, designed, operated and maintained to enable safe, convenient and comfortable travel and access for users of all ages and abilities regardless of their mode of transportation. PE Complete" Streets"? Space for PEOPLE Curb ramps, crosswalks, and curb extensions to make it easy for pedestrians to cross streets and access destinations Space for E BII(ES —" Designated connected routes and low -stress facilities that support people riding bikes, e -bikes and scooters Attachment A 10-16-21 Minutes A� Space for CARS Traffic calming measures and design cues to encourage slower speeds and driver awareness of vulnerable road users Space for sPar 'for MASS SHARED TRANSIT MOBILITY Bus pullouts, shelters, transit -only lanes, and signal priority to create transit -friendly roadways Designated curbside space for shared bike and scooter parking that separates users from traffic, and keeps sidewalks clear and safe Space for CREATURE COMFORT Street furniture, parks, public art, lighting and public green spaces that promote gathering and social interaction tall ol� - 11-1,11c, bL AID S�m Attachment A 10-16-21 Minutes WHY COMPLETE STREETS POLICY (CSP)? Makes COAB safer Priority of Commission and LEED roadmap top 10 recommendations Helps incorporate recommendations from the Connectivity Plan Provides a framework for staff to review projects Attachment A 10-16-21 Minutes RECOMMENDATIONS: Resolution adopting Complete Streets Policy ` Complete Streets Policy Staff check list Application for bicycle and pedestrian safety measures (complete streets projects) Attachment A 10-16-21 Minutes CSP Defines CS, high need area and transportation project Whenever possible all transportation projects provide CS Coordination with city depts. (Ping., PW, Police and Engineering) Wherever possible create a network of paths that connect with transit, residential area, commercial areas and schools. Coordinate with other agencies jurisdictions Attachment A 10-16-21 Minutes CSP Implemented in all n'hoods especially high need areas CS reflect with context character of surrounding built environment Those streets not designed as HNA — residents can apply for review for complete streets projects Attachment A 10-16-21 Minutes : EXCEPTIONS TO CSP -Not permitted by law or other gov. agency Absence of current or future need Cost excessively disproportionate to current future need over the next 20 yrs. Ability to request an exception —must be approved by Commission Attachment A 10-16-21 Minutes CSP - PERFORMANCE MEASURES - DATA COLLECTION �v Mileage of new paths (multi -use, sidewalks, trails, etc.) ➢# curb ramps # of new trees # signage (ped./bike) Traffic conflicts with ped./bike # of children walking or biking to school VMT Attachment A 10-16-21 Minutes REPORTING Baseline for performance measures Summary of transportation projects (emphasis on high need areas) µ # of new trees `- #signage (ped./bike) Traffic conflicts with ped./bike �- # of children walking or biking to school VMT Attachment A 10-16-21 Minutes APPLICATION FOR PEDESTRIAN AND BICYCLIST SATFEY MEASURESS City of Atlantic Beach 800 Seminole Road Atlantic Beach, FL 32233 The following is a request form for pedestrian and bicyclist safety measures. Each request must contain the completed information as indicated. Each request must provide the name of the street on which a study is requested and the boundaries of the street segment. Boundary limits may change at the discretion of the City. Traffic studies will be conducted within the boundaries indicated. Please use the street names for boundary limits, not block ranges. Requested Street: Boundary Area FROM: Boundary Area TO: tt tteyutstri Wove :s>,dtb !>:C. Houndan Area: Smith %arre1 From V Ave_ To: r Ave. Benwary of Sndv AM In Attachment A 10-16-21 Minutes 1. Pedestrian and bicyclist safety measures devices will be available only on residential streets carrying fewer than 1,200 vehicles oer day. 2. Pedestrian and bicyclist safety measures devices will be available only or, streets that have a designated speer I i reit of 25 mph as determined in accordance with State Law., and no rr. o re th a r, one traffic lane in each direction_ Pedestrian and bicyclist safety measures devices will not be installed on any street where 95t' percentile speeds are less than 30 rnph_ �=. Pedestrian and bicyclist safety measures devices will not be installed on any street designated as a truck route or a transit route. 5. Pedestrian and bicyclist safety measures device= �,:Jll not be installed on any street as to which there is, in the judgement of the City staff, inadequate vertical and horizontal alignment and sight distances to allow for safe instillation - 6. Pedestrian and bicyclist safety measures devices will not be installed on any street that is a primary access route for emergency vehicles and v4ould cause, in the judgment of the City staff, unacceptable delay in response time to emergencies_ 7. Pedestrian and bicyclist safety measures devices will.only be installed if 55% of the owners of residences on the proposed street where the pedestrian and bicyclist safety measures devices (one vote per ownership) is proposed_ Residents must be registered voters of Atlantic Beach. Attachment A 10-16-21 Minutes Provide evidence of neighborhood support for the participation of the program- The attached form c an be Esse =or this request- Evident of support rust within the study area as identified in 5ectian A. Add tional copies of this page may be submitted to secure the rept -red nV--n r of signatures_ We undersigned c-., nLrs and resident -s of hereby offer our suppo-t For our neighborhood_' participation in the pedestrian and bicyclist safety measures study - Secure signature from re, dents at least representing at least 559 of property owners along the effected street_ (only one signature per property_) Residents signing this farm must be registered voters of Atlantic Beach (copies of this form may be made if additional pages are needed)- Attachment A 10-16-21 Minutes City of Atlantic Beach Complete Streets Checklist for Staff Project Name: Does the project provide a rnain route to a ::significant destination? Street Type: Yes Average Daily Traffic: Explanation and Date of Comment Truck volumes (estimated percentage',;: Design Speed: Land Use: ESTABLISHING PRIORITIES: A 'Yes" ans}giver to any of these questions identifies the project as one in ,,,-hich high priority and consideration should be provided for. including Compete Sheet Elements_ Environmental Context and Connectivity (pedesttrarr. b.c,ce. arzd transal accommodat�onil) Does the project provide a rnain route to a ::significant destination? Checklist Consideration Yes No Explanation and Date of Comment ParkfRecreatior; area School Shopping!'Commercial Area Communittj facility Gth er_ Attachment A 10-16-21 Minutes Does the project provide access across a natural or man-made barrier? Checklist Consideration Yes No Explanation and Date of Comment Natural feature provide a similar level of On -road trail facility Man-made feature convenience and connecW ? Other. Does the project provide conlinudy or connectivity links for an existing trail or a path nehfrork across the city? Checklist Consideration Yes No Explanation and Date of Comment Off-road trail facility Riqht-of-Way provide a similar level of On -road trail facility UnImes convenience and connecW ? Other. Environmental Checklist Consideration Yes No Explanation and Date of Comment Are there nearby routes that Explanation and Date of Comment Riqht-of-Way provide a similar level of UnImes convenience and connecW ? Environmental Constraints Are there constraints to consider in reviewing this project for possible inclusion of Complete Streets elements? Constraint Type Yes No Explanation and Date of Comment Riqht-of-Way UnImes Environmental Funding Maintenance EYjsting Condition Other Attachment A 10-16-21 Minutes COMPLETE STREETS ELEMENT REVIEW: For each of the sections below. indicate whether a Complete Streets Element is or is not included Provide an explanation of the element to be used or rationale why the element is not being included. Pedestrian and Bicycle Safety measures Does the road,%.ay design consider elements to improve safety for pedestrians, bicyclists and motorists'7 Checklist Included Not Explan:a:t:io:i:iand Date of Comment Consideration Included -Narrower driving lanes Lane reduction Reduced areas Other Pedestrian Facilities (list pedestrian counts - if available. Reduce pedestrian crossing distance at intersections ;;here high motor vehicle counts and high pedestrian counts are expected Checklist Included Consideration Not Included Explanation and Date of Comment Pedestrian bridoe Sidewalks Curb bump -outs Crosswalks Other Doess it provide appropriate pedestrian accommodation in accordance . ith Atlantic Beach') Checklist Consideration Included In Not ded Explanation and Date of Comment Sidewalks Crosswalks %Aid -block crosswalks Buffers between roade.ay and sidewalks Lighting Street furniture Oth er Attachment A 10-16-21 Minutes Budget Completed Has the city budgeted for this project? Checklist Consideration Yes No Explanation and Date of Cornment Pari of a larger prcposec° construction project Part of a maintenance -budget ther -Other- Completed by: Date: Attachment A 10-16-21 Minutes Suggestions Attachment B 16-21 Town Hall Minutes EI71CIMEE-EERll-10, I1711Z. Civil Engineering • CEI • Construction Management October 1, 2021 Shane Corbin, City Manager City of Atlantic Beach 800 Seminole Road RE: DONNER AVENUE DESIGN REVIEW AND COMMENTS Dear Mr. Corbin: As requested, please see the attached scope of services to provide design to the City of Atlantic Beach for the local road Main Street. Our firm services include Civil Engineering, Construction Engineering Inspection (CEI), Material Testing, Planning services with specialized work in Transportation Planning, Strategic Funding including Grant Writing, Project Management, and Reimbursement/Funding Assistance, Asset and Infrastructure Maintenance, Permit Inspections, Building Code Inspections, Bridge Coatings, and Intelligent Transportation System (ITS) inspections. We are proud to partner with our subconsultant DDEC led by Traffic Engineer Uyen Dang P.E.. DDEC brings successful, thoughtful and creative approach and design that has led to successful municipal construction projects. For this assignment our services consist of: • Review Donner Avenue design for mobility and complete street opportunities AE Engineering is excited to provide support services to the City of Atlantic Beach on this contract and future opportunities. Please feel free to contact me to discuss the details of the proposal at your convenience. Thanks again for this important opportunity. Sincerely, Roderick Myrick, P.E., President 219 N Newnan Street, 4th Floor *Jacksonville, Florida, 32202 Attachment B 10-16-21 Town Hall Minutes Continuing Services Contract Scope of Services The scope of services for this contract includes providing Planning and Engineering staff to assist the City of Atlantic Beach on tasks (outlined below), on an hourly basis not to exceed the presented budget. Tasks are presented in a step by step format and time reflects meetings with local staff and leadership. We only bill for time used and tasks assigned. Task 5 additional services are at the discretion of the city and will not be performed until after Task 1 through 4 are complete and directed by City staff to do so. Scope of Services: City of Atlantic Beach Complete Streets Targeted Review of Engineering Design Project Location: Donner Avenue Reconstruction Project Time: 1 week Task 1: Review Donner Road design project to incorporate complete streets elements for pedestrian and bicyclist safety and enhanced mobility • Conduct a site visit, review existing traffic pattern, and land use pattern. • Review crash data and traffic data (if available) • Recommend speed reduction and speed control strategy such as traffic calming devices • Recommend additional signage and pavement markings to enhance the intersection of Sandpiper and provide complete streets connectivity • Review utilities and construction feasibility • Prepare technical memo and exhibits Time & Budget Table Task ID Elements Task Detail Estimated Time (in hours) Budget 1 Review existing conditions • See above detail 24 $5,620 a. Hourly Estimate Total: 24 a. Contract Rate: Estimated Fee: $ 5,620 I II, I _ I -, !,..__ Attachment B 10-16-21 Town Hall Minutes Continuing Services Contract Professional Services Agreement: Task Order Client: Project: Agreement Date: City Of Atlantic Beach Complete Streets, Main Street Title: Director of Planning Project number: Attention: Shane Corbin Email:scorbin@coab.org Contract Title: Signature: Continuing Services Contract This task order is made between AE Engineering Inc. (Consultant) and the City of Atlantic Beach (City) for services in connection with the project above. In consideration of the existing agreements with the City, the City and Consultant agree to the task order as follows and not to exceed amount: TOTAL INITIAL AMOUNT .......... $_5,620 A. SCHEDULE Job Description Amount Complete Streets Implementation Review Donner Road design project Planning & Initial Design, Main Street to incorporate complete streets elements for pedestrian and bicyclist safety and enhanced mobility B. CORRESPONDENCE To ensure prompt response, email all correspondence to the appropriate contact listed below. Signed contracts, Notices, Correspondence: Attn: Heather Neville, AICP Email: HNeville@AEEngineeringlnc.com Attn: Catherine McLeod, Contract Manager Email:CMcleod@AEEngineeringinc.com C. All terms and conditions of the existing continuing services contract not modified here in shall remain in force and effect Consultant AE Engineering Inc Client City of Atlantic Beach Signed by: Heather Neville Signed by: Shane Corbin Title: Director of Planning Title: City Manager Email: hneville@aeengineeringinc.com Email: scorbin@coab.com Signature: Signature: 21Pis ,_,r ' P.t_" Attachement C 16-21 Town Hall Minutes �I—IGII—IE=EFR1MES, IHC. Civil Engineering • CEI • Construction Management October 15, 2021 Shane Corbin, City Manager City of Atlantic Beach 800 Seminole Road RE: COMPLETE STREETS PLANNING & INITIAL DESIGN CONCEPTS, MAIN STREET Dear Mr. Corbin: As requested, please see the attached scope of services to provide Complete Streets Planning & Initial Design to the City of Atlantic Beach for the local road Main Street. Our firm services include Civil Engineering, Construction Engineering Inspection (CEI), Material Testing, Planning services with specialized work in Transportation Planning, Strategic Funding including Grant Writing, Project Management, and Reimbursement/Funding Assistance, Asset and Infrastructure Maintenance, Permit Inspections, Building Code Inspections, Bridge Coatings, and Intelligent Transportation System (ITS) inspections. We are proud to partner with our subconsultant DDEC led by Traffic Engineer Uyen Dang P.E.. DDEC brings successful, thoughtful and creative approach and design that has led to successful municipal construction projects. For this assignment our services consist of: • Initial planning and concept review • Alternative corridor concepts, stakeholder engagement, commission presentation • Planning Grant Application narrative development AE Engineering is excited to provide support services to the City of Atlantic Beach on this contract and future opportunities. Please feel free to contact me to discuss the details of the proposal at your convenience. Thanks again for this important opportunity. Sincerely, Roderick Myrick, P.E., President 219 N Newnan Street, 4th Floor •Jacksonville, Florida, 32202 Attachement C 10-16-21 Town Hall Minutes Continuing Services Contract Scope of Services The scope of services for this contract includes providing Planning and Engineering staff to assist the City of Atlantic Beach on tasks (outlined below), on an hourly basis. Please see below an outline of our expected services followed by associated hours and fees for consideration and approval. We strive to meet expectations on time and under budget. Should funds be available, other tasks can be performed as identified. Scope of Services: City of Atlantic Beach Complete Streets Targeted Planning & Preliminary Design Project Location: Main Street Task 1: Review existing conditions of existing planning documents, traffic analysis, comprehensive plan, bicycle network, parking policy and other functionality of the corridor. • Review existing and future land used of the Main Street neighborhood boundaries • Review census data and identify mode priority • Conduct a site visit and parking counts for daytime, night time and weekend along the project limits • Identify business and residential stakeholders adjacent to the corridor • As-builts research • Collect traffic data • Review available commentary, commission minutes or other available public input regarding Main Street and community mission regarding Complete Streets Deliverables: Existing conditions memo Task 2: Provide alternative corridor analysis for complete streets, intersection improvements and connectivity nodes • Provide circulation and cut through pattern of Main Street • Prepare traffic calming alternatives and strategy that align with adopted community objectives • Prepare and implement public engagement strategy for target stakeholders • Prepare exhibits and conduct a corridor workshop for commission leadership Deliverables: Initial design alternatives and workshop presentation materials Task 3: Provide preliminary planning document • Prepare preliminary design concept • Prepare typical sections and rendering • Identify funding sources for short-term and long-term • Prepare NFTPO project scope and/or grant support documentation and submittal package as identified and agreed upon by local staff and leadership where required Deliverables: Planning document, typical sections and rendering Other tasks: • Prepare project website and communication strategy to engage stakeholders in Complete Streets Workshop findings Attachement C 10-16-21 Town Hall Minutes Continuina Services Contract Time and Fee Table Task ID Elements Task Detail Estimated Time in hours Total Time in Hours 1 Review existing . Review existing and future land conditions use of the Main Street neighborhood boundaries • Review census data and identify mode priority • Conduct a site visit and parking counts for daytime, nighttime and weekend along the project limits • Identify business and residential stakeholders adjacent to the corridor • As-builts research • Collect traffic data • Review available commentary, commission minutes or other available public input regarding Main Street and community mission regarding Complete Streets • Deliverable, Existing Conditions Memo 2 Provide alternative . Provide circulation and cut corridor analysis for through pattern of Main Street Complete Streets • Prepare traffic calming alternatives and strategy that align with adopted community objectives • Prepare and implement public engagement strategy for target stakeholders • Prepare exhibits and conduct a corridor workshop for commission leadership Attachement C 10-16-21 Town Hall Minutes Continuing Services Contract 3 Provide preliminary planning document • Prepare preliminary design concept • Prepare typical sections and rendering • Identify funding sources for short- term and long-term • Prepare NFTPO project scope and/or grant support documentation and submittal package as identified and agreed upon by local staff and leadership where required Deliverables: Planning document, typical sections and renderings a. Contract Rate Estimated Fee: $ 44,960 Attachement C 10-16-21 Town Hall Minutes Continuing Services Contract Professional Services Agreement: Task Order Client: Project: Agreement Date: City Of Atlantic Beach Complete Streets, Main Street 10/1/2021 Title: Director of Planning Pro'ect number: Attention: Shane Corbin Email:scorbin@coab.org Contract Title: Signature: Continuing Services Contract This task order is made between AE Engineering Inc. (Consultant) and the City of Atlantic Beach (City) for services in connection with the project above. In consideration of the existing agreements with the City, the City and Consultant agree to the task order as follows: TOTAL INITIAL AMOUNT .......... $44,960 A. SCHEDULE Job Description Amount Complete Streets Planning & Initial Task 1 Review existing conditions renderings, Main Street Task 2 Provide alternative corridor analysis for complete streets Task 3 Provide preliminary planning document B. CORRESPONDENCE To ensure prompt response, email all correspondence to the appropriate contact listed below. Signed contracts. Notices. Correspondence: Attn: Heather Neville, AICP Email: HNeville@AEEngineeringlnc.com Attn: Catherine McLeod, Contract Manager Email:CMcleod@AEEngineeringinc.com C. All terms and conditions of the existing continuing services contract not modified here in shall remain in force and effect Consultant AE Engineering Inc Client City of Atlantic Beach Signed by: Heather Neville Signed by: Shane Corbin Title: Director of Planning Title: City Manager Email: hnevilleCabaeengineeringinc.com Email: scorbin@coab.com Signature: Signature: Attachement C 10-16-21 Town Hall Minutes o o 3 3 3 — O o _ o o n o- ss 5 25000 S 185.00r 14000 S 120.00 5 110.00 Task 1: Review existing conditions of existing planning documents, traffic analyst; comprehensive plan, bicycle network, parking policy and other functionality ofthe corridor. 5 150.00 140.00 S 95.00 Review existi ng and future land used of the Main Street neighborhood boundaries 1 1 1 Review census data and identify mode priority 1 1 Conduct site visit and parking counts for daytime, nighttime and weekend along the project limits 4 4 Identify business and residential stakeholders adjacent to the corridor 2 Asbuilts research and coordination 2 Collect traffic data 6 5 Prepare Existing Conditions Memo 2 8 8 Sub Total Hours 3 22 0 21 0 0 0 0 0 0 Sub Total Fees $ 855.00 $ 5,500.00 $ - $ 3,885.00 $ - $ - $- Total Task 1 $ 10,240.00 Task 2: Provide alternative corridor analysisfor complete streets, intersection improvements and connectivity nodes Provide circulation and cut through pattern of Main Street 2 2 Prepare traffic calming alternatives and strategy 4 2 Prepare and implement public engagement strategy for target stakeholders 4 8 8 Prepare exhibits and conduct a corridor workshop 4 4 4 4 Project Stakeholder Workshop 4 4 4 4 4 4 Presentation to Commission Meeting 2 2 Sub Total Hours 4 20 0 22 16 0 0 8 0 4 Sub Total Fees $ 1,140.00 $ 5,000.00 $ - $ 4,070.00 $ 2,240.00 $ - $ - $ 1,200.00 $ - $ 340.00 Total Task 2 $ 13,990.00 Tisk 3: Provide preliminary ptmnhV document Prepare prel iminary typical section concept 8 4 40 Prepare typical sectionsand rendering 8 40 Identify funding sources for short term and long term (Estimating and prepare project scope) 2 8 4 Prepare MPO grant documentations and submittal package 8 Sub Total Hours 2 24 0 16 80 0 0 0 0 0 Sub Total Fees $ 570.00 $ 6,000.00 $ - $ 2,960.00 $ 11,200.00 $ - $ - $ - $ - $ - Total Task 3 $ 20,730.00 Other Tasks: Prepare project website with marketing strategy to engage stakeholders 40 40 Sub Total Hours 0 0 0 0 40 0 40 0 0 0 Sub Total Fees $ - $ - $ - $ - $ 5,600.00 $ - $ 4,800.00 $ - 5 - $ - Total Task 1 $ 10,400.00 Total Fee $ 44,960.00 Total Fee and Add Alternate $ 55,360.00