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HomeMy WebLinkAboutEnvironmental Stewardship Committee (ESC) - 24 Sep 2025 - Minutes - PdfEnvironmental Stewardship Committee (ESC) September 24, 2025 MINUTES Environmental Stewardship Committee (ESC) Meeting Wednesday, September 24, 2025 - 6:00 PM City Hall, Commission Chamber 800 Seminole Road, Atlantic Beach, FL 32233 Present: Amy Palmer, ESC Member Sarah Boren, ESC Chair Daniele Giovannucci, ESC Member Christina Kelcourse, ESC Member Amy Franqui, ESC Member Absent: Anastasia Houston, ESC Member Todd Miner, ESC Member Jeannie Gracy, ESC Member Bruce Andrews, ESC Member Also Present: Amanda Askew, Neighborhoods Department Director (NDD) 1. CALL TO ORDER AND ROLL CALL The meeting was called to order at 6:00 p.m. 2. COURTESY OF THE FLOOR - GUEST PRESENTATION Rick Carper, the interim public works director, was invited to provide comments on a recent commission decision regarding on-site stormwater retention. Rick Carper explained that at Monday's commission meeting, an ordinance was amended to remove all on-site stormwater retention requirements that had been in place since 2003. He highlighted the importance of on-site storage for managing stormwater and its cost-effectiveness compared to city-wide solutions. Carper provided several key points:  The city has had stormwater master plan updates in 2002, 2012, and 2018, with funding for another update in the coming year.  Staff, including the city engineer and city manager, had recommended waiting for the next stormwater master plan update before making changes.  The current requirement is to retain additional runoff on-site for impervious surface additions of 400 square feet or more, up to a 25-year storm event.  In 2024 alone, the city permitted development to retain 90,000 cubic feet of stormwater runoff.  Eliminating the requirement could lead to increased flooding and costly city-wide solutions.  New state requirements for stormwater treatment of excess nitrogen and phosphorus could necessitate expensive treatment solutions if on-site storage is removed. Page 1 of 23 Environmental Stewardship Committee (ESC) September 24, 2025 Carper emphasized that the community needs to communicate with the commission about their concerns regarding this change. He also noted that the timeline for completing a new stormwater master plan study would likely be late next year. Committee members asked questions about the impact on residents, the urgency of the decision, and potential environmental consequences. Carper explained that the cost to treat additional stormwater would increase significantly and that removing on-site storage requirements could lead to increased pollution in waterways. A. Planner Kevin Auster presented on the tree removal permitting process. Planner Auster outlined the common reasons for tree removal requests, including new construction, home renovations, safety concerns, and disruption to foundations or built environments. He then provided an overview of the permitting process:  Applicants submit a complete application with reasons for removal and required exhibits.  Staff schedules an initial inspection to verify information.  The ESC reviews the application within 3 days and provides recommendations.  Staff develops mitigation calculations and works with the applicant on a mitigation plan.  Once approved, a notice is issued, and the permit is distributed.  After work is complete, a final inspection verifies mitigation tree planting.  There is a 3-year period where the applicant is responsible for maintaining the viability of planted trees. Planner Auster explained the roles of the ESC (advisory) and the Community Development Board (granting relief from strict application of chapter 23). He also detailed the mitigation calculation spreadsheet, which determines the number of inches owed based on the trees removed and the classification of the property (vacant, new construction, or developed). Committee members asked questions about tree species recommendations, the decision- making process for tree placement, and tracking of replaced trees. Concerns were raised about the lack of a formal tracking system for ensuring tree survival over the 3-year period. The committee discussed potential improvements to the process, including:  Developing a better tracking system for replaced trees  Providing more guidance on appropriate tree placement  Ensuring compliance with ANSI standards for tree protection during construction  Improving communication between staff and committee members regarding violations Tree Removal Permitting Process Page 2 of 23 Environmental Stewardship Committee (ESC) September 24, 2025 3. REPORTS AND/OR REQUESTS FROM ESC MEMBERS AND STAFF A. Members share top of mind general thoughts, new ideas, updates on their to do items, interactions with residents/electeds/staff/volunteers Christina reported she continues compiling a list of tree ordinances from other cities and requested that whoever had previously researched this topic share their findings to avoid duplication. Chair Palmer suggested contacting organizations like Arbor Day Foundation, League of Cities, or Plan-It Geo for existing analyses. Amy Franqui reminded everyone about her next Healthy Outdoors Atlantic Beach presentation on Thursday at 6:00 PM focusing on common yard pests and balancing biodiversity with pollinator protection. She will give away five mosquito dunk buckets and demonstrate how to make them at home. She asked what ESC items to advertise, with suggestions including the tree giveaway, adopt-a-tree program, trick-or-treat event, upcoming survey for priority setting, April awards, and January Arbor Day giveaway. Amy Franqui also provided updates on the wildflower planting motion from last meeting, noting that Amanda has seeds in hand with timing marked as "now" on the packet. She offered to send urgent planting instructions. Regarding the maritime definition research, Amy received resources from the local Ixia Florida Native Plant Society chapter, including Florida Natural Areas Inventory guides describing habitats and species. She learned the correct term is now "maritime hammock" rather than "maritime forest." Amy Palmer suggested including a bag of mulch with tree giveaways to encourage proper planting. Christina offered to donate and deliver mulch for 150 trees. Discussion ensued about bag sourcing, with concerns about ordering time for branded bags. Dan expressed disappointment with the recent Jacksonville program on tree canopy, feeling it showed little innovation or progress. He also inquired about Chapter 23 updates, which Chair Palmer addressed later. Chair Boren provided several updates:  Monday's commission meeting included a vote to slightly roll back the millage rate  Work plan and three incentives will go to commission by resolution on October 21st  Chapter 23 staff revisions continue with final meeting Monday before city attorney review, to be heard by December 8th  Weekend work provisions likely won't be included due to enforcement challenges  Critical root zone requirements may be adjusted with higher mitigation credits for preserving mature trees  City of Jacksonville's fees increased to $181 per inch  Wildflower pilot approved with seeds in hand  Free soil sample testing available through extension office  October 8th meeting may be attended virtually if needed Page 3 of 23 Environmental Stewardship Committee (ESC) September 24, 2025  Minecraft sustainability challenge would cost $5,000 to add Atlantic Beach, possibly through sponsorship as centennial celebration B. Donner Park playground upgrades Planner Auster presented information about the city's application for the Florida Recreation Development Assistant Program (FRDAP) grant to upgrade the playground equipment at Donner Park. The proposed upgrades would include replacing old and broken equipment, adding benches and bike racks, and replacing trash cans. The committee discussed the alignment of the project with the parks master plan and the potential for ESC involvement in the planning process. After discussion, the motion passed unanimously among present members. MOTION: To support and recommend that the City apply for the funding to upgrade the playground equipment and supporting elements at Donner Park. Motion: Amy Palmer Second: Christina Kelcourse Amy Palmer (Moved By) For Sarah Boren For Daniele Giovannucci For Christina Kelcourse (Seconded By) For Amy Franqui For Motion passed 5 to 0. 4. ONGOING - OLD BUSINESS A. Tree Fund Action & Spending Plan Updates The committee discussed plans for the upcoming tree giveaway event. Key points included:  Changing the name from "Tricks and Trees" to "Treats and Trees" for simplicity.  The higher cost of 7-gallon trees ordered, totaling around $6,000.  The need for volunteers to help with various tasks, including creating graphics, reaching out to schools, and distributing flyers.  The possibility of providing mulch with the trees, which was well-received by the committee.  The need to coordinate with staff on logistics and approvals. Chair Boren agreed to work on the reservation form and graphics for promotion, while other members volunteered to help with various tasks. B. Commission Priority: Incentivize Protection of Mature Trees The committee discussed ideas for reaching out to property owners before they start designing their homes to encourage keeping mature trees. Suggestions included: Page 4 of 23 Environmental Stewardship Committee (ESC) September 24, 2025  Creating an informational door hanger or card with reasons to preserve trees and alternatives to removal.  Exploring electronic communication options, though challenges with timing and access to information were noted.  Organizing a lunch and learn event with a title company for realtors.  Developing a welcome packet or email for new property owners with links to educational videos.  Considering a workshop with developers and builders to understand barriers to tree preservation. The committee agreed to continue brainstorming ideas and to debate the pros and cons of each suggestion at a future meeting. C. Tree Permits Discussion and Q&A This item was covered during Planner Auster's presentation at the beginning of the meeting. D. UF IFAS Training for Tree Pruners and Planters This item was not discussed during the meeting. E. Next steps on ESC block walkabouts This item was not discussed during the meeting. F. Next steps discussion on education on pervious tools & choices This item was not discussed during the meeting. G. Awards planning for April 2026 Chair Boren reported that the environmental awards would now be part of a citywide awards program in April 2026. The ESC needs to come up with three categories for awards, down from the previous nine. Suggested categories included:  Tree canopy award  Best native yard  Volunteer of the year in the environmental realm The committee discussed the importance of using the awards to inspire good behavior and generate success stories. Amy Franqui noted the positive impact of yard awards in raising community awareness. 5. NEW BUSINESS A. Volunteer Form & Ideas This item was not discussed during the meeting. 6. RECAP OF DECISIONS, ACTION ITEMS AND NEXT STEPS Chair Boren summarized key action items and updates: Page 5 of 23 Environmental Stewardship Committee (ESC) September 24, 2025  The committee will provide suggestions for films to be shown in the upcoming film series.  Amy Franqui will draft a motion for an "honor trees" program.  Chapter 23 revisions are progressing, with staff taking a final pass before sending it for city attorney review.  The committee will continue to work on ideas for incentivizing the protection of mature trees.  Members will brainstorm award categories for the April 2026 citywide awards program.  The committee expressed interest in pursuing the Minecraft educational program, with Christina Kelcourse taking the lead on exploring this further. 7. ADJOURNMENT The meeting was adjourned at 8:11 p.m. Attest: Amanda Askew Sarah Boren, ESC Chair Page 6 of 23 Tree Removal Permitting Process Presented by Kevin Auster, Planner Pa g e 7 o f 2 3 Common Reasons For Removal New construction Home additions Safety Disruption of the built environment (foundations, driveway, etc) Preference (species, location, maintenance, etc) Pa g e 8 o f 2 3 Overview •Permitting Process •ESC Role •CDB Role •Mitigation Calculation Pa g e 9 o f 2 3 Pa g e 1 0 o f 2 3 Pa g e 1 1 o f 2 3 Pa g e 1 2 o f 2 3 Transparency •All permits, including arborist letters, are available on the City’s website for the general public’s review Pa g e 1 3 o f 2 3 The Process Chronologically Applicant: submit application Staff: -verify application is complete -notify ESC of SC -upload to City website -email applicant to schedule initial and barricade inspection ESC: review the application within 3 days and provide any recommendations Staff: -complete site visit to verify info on application -develop mitigation assessment and send to applicant Applicant: develop mitigation plan and send to staff Staff: review mitigation plan and go through iterations of revision until one can be approved Pa g e 1 4 o f 2 3 Staff: -approve mitigation plan - upload NOI to website Staff: distribute the approved permit to the applicant, the ESC and City website After all work is complete, finalizing the permit begins Applicant: notify staff to conduct a final inspection Staff: verify mitigation plan with actual work done, make adjustments if necessary Staff: finalize the permit by compiling a final package to send to the applicant and to update the City’s records Staff: Monitor the health of the mitigation trees over the next 3 years and require their prompt replacement if they become unviable. Continued Pa g e 1 5 o f 2 3 General Timelines •Varies depending on responsiveness of applicant. •Day 1: Complete submittal •Week 1-2: Initial inspection •Week 1-2: Provide mitigation calculations •Week 2-4: Work with applicant to devise an acceptable mitigation plan •Week 2-4: Approve permit and issue notice •For permits not associated with a building permit, the applicant schedules a final inspection one month after approval •For permits associated with a building permits the final inspection is scheduled by the applicant anywhere from months to years after the approval of the permit •Implication on reporting: the monthly tree report does not compare the current trees being removed to the current mitigation Pa g e 1 6 o f 2 3 Permit Violations •Removal without a permit •Results in double mitigation •Violations are reported to the building department during regular business hours and to the non-emergency number otherwise Pa g e 1 7 o f 2 3 •Advisory •Verify and provide recommendations on tree removal and mitigation •Review applications for constructive feedback or to note deficiencies •Approve or deny appeals based on whether staff applied the code correctly ESC Role Pa g e 1 8 o f 2 3 CDB Role •To grant relief from the strict application of Ch. 23 when there is an exceptional situation that would result in undue hardship Pa g e 1 9 o f 2 3 TMC Spreadsheet Pa g e 2 0 o f 2 3 Pa g e 2 1 o f 2 3 Actual plantings may vary from the proposal due to availability of certain species of trees or lack of space. In these cases, a larger payment is made into the tree fund. Pa g e 2 2 o f 2 3 •In summary, the tree removal permit process is a collaborative effort between staff and applicants to ensure compliance with Chapter 23. The ESC provides additional oversight, while the CDB serves as the decision-making body when variances or appeals are involved. Together, these roles balance property rights with the City’s responsibility to protect and enhance our urban forest. Thank you Pa g e 2 3 o f 2 3