Agenda Item 6AAGENDA ITEM # 6A
MAY 13, 2013
RESOLUTION NO. 13 -06
A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA ADOPTING
THE CITY OF ATLANTIC BEACH STRATEGIC PLAN DATED APRIL 2013
WHEREAS, solving some of the largest problems or realizing some of the greatest opportunities
for a community often takes a considerable amount of time and commitment of community resources over
many months and sometimes years, and
WHEREAS, a city government only has a limited amount of time, money and resources to solve
problems or realize opportunities, so a process is needed to determine which goals are the most important,
and
WHEREAS, the City of Atlantic Beach has used a strategic planning process to determine which
goals should receive scarce time and resources and that practice over many years has led to many major
improvements in the community, and
WHEREAS, the Mayor and Commission has again conducted a strategic planning process in
March 2013 resulting in the most recent yearly Strategic Plan entitled "City of Atlantic Beach Strategic
Plan 2013 - 2014 ", and
WHEREAS, it is appropriate for the Mayor and Commission to formally adopt this Strategic Plan
for the upcoming year.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COMMISSION OF
THE CITY OF ATLANTIC BEACH THAT;
1. The City of Atlantic Beach Strategic Plan 2013 -2014 is hereby adopted, and
2. City staff is directed to focus their best efforts toward the accomplishment of the goals and
objectives outlined in the Strategic Plan, and
3. The Mayor and Commission of Atlantic Beach support to the extent possible the legislative
and budgetary steps needed for the accomplishment of the goals contained in the Strategic
Plan.
ADOPTED by the City Commission of the City of Atlantic Beach this 13th of May, 2013.
MIKE BORNO
Mayor
APPROVED AS TO FORM:
ALAN C. JENSEN, ESQUIRE
City Attorney
ATTEST:
DONNA L. BARTLE, CMC
City Clerk
AGENDA ITEM # 6A
MAY 13, 2013
AGENDA ITEM # 6A
MAY 13, 2013
City of Atlantic Beach
Strategic Plan
April 2013
The following draft strategic plan incorporates the Commission's goals from the strategic planning
workshops held in March. The Commission should now review, amend, and adopt this plan for our
use over the next year.
Winston Churchill once said "He who fails to plan is planning to fail ". Strategic planning has been
a central component of the City Commission's decision making process over the last 14 years and
has directly contributed to the success that Atlantic Beach has accomplished in many areas
including the storm water system, acquisition and expansion of City parks, utility system
maintenance and related savings just to name a few.
The strategic planning workshops are typically held in the spring of each year so that the plan can
be formally adopted in time for the staff to incorporate the goals into the budgeting process. The
Commission then reviews and amends the draft budget during August with formal adoption in
September.
The goals identified by the City Commission are described in priority order. The descriptions
following each goal include background information and the major points of discussion during
these strategic workshops. Scoring for each of these goals was done on a range of 1 to 5 with 5
being the highest score available from each Commissioner. The scores for each goal equal the total
scores from all five Commissioners. For example, a score of 25 meant that all five Commissioners
gave it the highest possible ranking.
An integral part of this strategic plan is the spreadsheet that shows not only the goals, but the
tactical steps for their accomplishment. This will be used to track the City's progress throughout
the year and will be updated quarterly for the City Commission to review.
It is human nature for each of us to want to get more done than the sum of our time and money
allows. Strategic Plans are prioritized to achieve not only as much as we can during the year but
also to insure that what gets done is most important. The limitation on time and money has been
compounded in recent years by staff cutbacks and the economic downturn in the economy which
limits budget availability. Our ability to accomplish these goals in the coming year will be largely
dependent upon the decisions made by the City Commission during the upcoming budget process.
We must also remember that attending to the daily affairs of running our City and providing
necessary services takes up a great majority of the time available.
We look forward to working with the Mayor and Commission to make Atlantic Beach the best
place to live and work that it can possibly be.
Jim JTanson
City 9Wanager
AGENDA ITEM # 6A
MAY 13, 2013
Tipping Fees (Score 25) (Hanson, Carper)
Goal; This goal is to resolve the issue with the, City of Jacksonville about payment of tipping fees
for the disposal of refuse from Atlantic Beach at Jacksonville landfills in a manner that is fair
and equitable to both sides.
Background and Description ; The City of Atlantic Beach entered into an interlocal agreement with
the City of Jacksonville in 1995 that provided for the payment of landfill tipping charges at a point
in the future when the City of Jacksonville no longer uses property taxes to fund landfill operations
and instead charges a uniform solid waste residential collection fee to Jacksonville residents to
cover all of the solid waste costs. Jacksonville officials have indicated their contention that they
are charging a uniform solid waste fee that meets the requirements in the interlocal agreement
requiring Atlantic Beach to pay for tipping fees. However, consultants working for Atlantic Beach
have concluded, after the review of considerable materials provided by the City of Jacksonville,
that Jacksonville has not met the uniform standard outlined in the agreement between the two cities.
Staff from both Atlantic Beach and the City of Neptune Beach, which have similar language in
their interlocal agreements, have been working with the Jacksonville to find an equitable means to
resolve the differences.
Golf Course (Score 25) (Commissioners, Hanson)
Goat; The Selva Marina Country Club has fallen on difficult economic times and its ability to
remain open requires that changes be made. This goal is to work with the country club board to
best: accomplish the City's objectives to maintain green space and minimize adverse impacts to
adjoining neighborhoods.
Background and Description; The Selva Marina Country Club has suffered from declining
membership in recent years which reduced available revenues to be able to pay off outstanding
debt. Part of the reason for this has been an inadequate source of irrigation water. Using brackish
water from the Selva Lagoon for irrigation has resulted in a deteriorating condition of the grass on
the golf course. Concerns have been expressed that the possible closing of the Club could result in
a loss of green space for the community and have an adverse impact on property values in
adjoining neighborhoods. Traffic impacts from development could also diminish the quality of life.
The country club board has recently restructured their debt to provide additional time to implement
a financial restructuring and is planning to sell off a portion of the golf course property for
residential development. In exchange, the club would receive funding to reduce or eliminate their
outstanding debt, rebuild their golf course and clubhouse and continue to operate as a private club.
Working with the City, they have expressed a request for assistance to obtain treated wastewater
(reuse) for golf course irrigation. The goal is for the City to work cooperatively with the country
club board to insure that the remaining golf course property remains green space in the future and
for the property to be annexed into Atlantic Beach.
AGENDA ITEM # 6A
MAY 13, 2013
Recruitment and Retention of City Staff (Score 25) (Danhauser)
Goal; This goal is to maintain and enhance the City's ability to recruit and retain dedicated and
competent staff that will continue to provide the high level of services that our citizens demand
Background and Description; Provision of the high level of services that our community has come
to expect and demand requires that competent, energetic and dedicated staff be available. The City
has benefited in recent years from the economic downturn and high unemployment rate in
recruitment and retention. However, the economic downturn appears to be approaching its
conclusion and the City is completing a year long process of malting changes to reduce the future
cost of pensions and other benefits. Consequently, the ability to recruit and retain the necessary
staff in the future should be reviewed closely.
Two strategies were discussed during the strategic planning workshops. The first is to conduct a
pay and benefit study which would assess the City's ability to recruit and retain employees and
make recommendations for any necessary changes. This study is to be completed and available
prior to the budget workshops for the upcoming FY -14 budget. A second strategy is to restart the
merit raise program which was discontinued several years ago when funding was not available.
Merit raises are necessary for employees to be able to move from the beginning/entry rate of then
respective pay grades to the higher levels as experience and knowledge makes them more valuable.
Police Building (Score 25) (Commissioners, Classey)
Goal; This goal is to provide adequate physical facilities (building) to support the present and
future needs of the Atlantic Beach Police Department and the high level of police services
provided to residents.
Background and Description; The need to provide improved physical facilities for the Atlantic
Beach Police Department has been discussed by the City Commission and incorporated into its
strategic plans since 2005. Several options have been studied ranging from the expansion and
reconstruction of the present building to constructing an entirely new facility. Several locations on
city owned property have been studied as possible building sites. A decision was made by the City
Commission in 2010 to build a new 14,000 sq ft building on the east side of the creek, directly
across from the present building. Plans and specifications were completed and ready for bid.
However, concerns were raised about the encroachment of the new building into the adjoining
Russell Park and the outgoing City Commission in 2011 deferred the decision on construction so
that the incoming Commission could make the decision.
Since that time, a Police Building Committee was formed to consider alternatives and
recommended a 9,000 sq ft facility be built on the west side of the creek with a bridge and
renovation of up to 5,000 sq ft of the existing building. However, that recommendation also met
with some adverse public relation, including some from a minority of the building committee
members themselves.
Most recent discussions among the City Commissioners have centered around two possibilities;
either the expansion and renovation of the existing building and keeping all of the facility on the
east side of the creek (thereby not encroaching on Russell Park) or acquiring a new site, most likely
along Mayport Road, where a new structure can be built.
AGENDA ITEM # 6A
MAY 13, 2013
The next step discussed by the City Commission at the strategic planning workshops in 2013 will
be to bring in an independent architect to assess the feasibility, cost and advisability of expanding
and remodeling the present building to provide the necessary facilities. Further action on this goal
will depend on the direction given by the Commission following the architect's report.
Videotaping of Commission Meetings (Score 25) (Randich)
Goal; This goal is to provide high quality video recordings of City Commission meetings for
public use in both live and On Demand formats.
Background and Description; At present, the only option that the public has to learn about the
actions of their City Commission are to attend the meetings in person, listen to the audio
recordings, read the minutes of the meetings or read the newspaper. In recent years, several cities
have started videotaping their public meetings and provide these both live and on demand for later
viewing. Staff has provided estimates to the Commission of the cost to install the necessary
cameras and software as well as to operate and maintain the equipment. The Commission has
indicated a desire to budget the necessary funding and implement a videotaping system in the near
future.
Parks Planning and 'free Ordinance (Score 24) (Carper, Griffin)
Goal; This goal is to create a Parks Master Plan that identifies current and needed facilities in
Atlantic Beach that City residents desire and are willing to pay for. This goal also includes.the
assessment ofpossible amendments to the Tree Ordinance.
Background and Description; The City of Atlantic Beach owns, operates and maintains an
extensive park system that includes not only the, beach and preserves along the Intracoastal
Waterway but also three community centers and several active and passive parks. Many parks
have been established or expanded over the last ten years and many new facilities have been added.
A Parks Master Plan is needed to identify what else is needed and desired by city residents for their
parks and to determine their willingness to pay for those improvements. Such a plan is not to
become a "wish list" but rather a concise, long term plan describing specific projects, cost and
timelines.
The second component of this goal is to consider possible amendments to the City's tree ordinance.
Some citizens have approached the City Commission with concerns that the tree canopy may be
disappearing in Atlantic Beach and that the City's tree ordinance regulating the removal of trees in
connection with construction projects should be strengthened and expanded. A second request was
that regulations on removing boundary trees (trees on property lines) should be explored. This goal
is to consider what, if any, changes are necessary and desirable.
AGENDA ITEM # 6A
MAY 13, 2013
Marsh Master Plan (Score 23) (Carper)
Goal; This goal is to plan for, fund and construct the improvements recommended in the Marsh
Preserves Master Plan which was approved in April of 2012.
Background and Description; Over the last three years, Atlantic Beach has acquired several parcels
of property along the Intracoastal Waterway totaling approximately 370 acres. Acquisition of this
property and improving public access to the marsh has been on the City's strategic list for several
years. One of the first steps completed by the City was the creation of a Marsh Preserves Master
Plan. The improvements called for in this Plan have been enthusiastically supported by a large
number of citizens and some of those improvements have already been designed, funded and
installed. Others are being designed and grant applications for several additional improvements are
being prepared. These improvements will be costly and the City has only limited funds to put into
the projects. It is anticipated that grant funding can be obtained for at least 50% of the cost of the
improvements over the next several years. The City Commission has indicated a desire to move
ahead as quickly as possible to construct the pedpath along the edge of the marsh and other
improvements.
Mayport_Corridor/Marsh Oaks Neighborhoods (Score 23) (Griffin, Carper)
Goal; This goal is to build, encourage and support a vibrant commercial corridor and strong
residential neighborhoods along Mayport Road and adjoining neighborhoods.
Background and Description; Improvements to the commercial areas along the Mayport Corridor
and to the adjoining neighborhoods have been a strategic focus of the City Commission for many
years. Tactical steps have included focused on crime levels, traffic, pedestrian safety, the blighted
appearance and the need for family friendly businesses. Much more is needed and additional
progress will require new approaches.
Three types of approaches were outlined by the City Commission during the 2013 strategic
workshops. The first is to fill the currently vacant position for a Redevelopment Coordinator. Next
is to step up the levels of code enforcement and the third is to implement streetscape improvements
that could range from brick accents on sidewalks and crosswalks to decorative signage on city
right -of -way, and replacement of city holiday decorations.
New Sidewalks (Score 20) (Carper)
Goal; This goal is to add new sidewalks in areas ofAtlantic Beach where they are desirable and
most needed.
Background and Description; Atlantic Beach is an active, pedestrian friendly community. While
many of the business areas and neighborhoods in the City have adequate sidewalks, others do not.
The City Commission wants an updated sidewalk priority list that compares pedestrian safety,
usage and other factors to prioritize necessary improvements for consideration with the upcoming
budget. One specific sidewalk mentioned during the workshops was on Sturdivant Avenue.
AGENDA ITEM # 6A
MAY 13, 2013
Budget Training Sessions (Score 20) (van Liere)
Goal; This goal is to educate the City Commission about how to understand and utilize the City's
annual budget document.
Background and Description; Cities in Florida are required to meet a long list of federal and state
financial mandates which results in the use of numerous funds with different limitations. One
result is that municipal budgets are complicated and hard to understand. City Commissioners
expressed a desire to learn more about how to utilize and understand the City's budget during the
workshops. The specific task is for the City .'s Finance Director to present . a workshop on "how to
find your way around the budget" in July shortly after the draft budgets are made available for
public inspection.
Incentives for Economic Developments (Score 19) (Griffin)
Goal; This goal is to identify, analyze and implement various economic incentives that Atlantic
Beach can provide to create and support a desirable and vibrant commercial corridor along
Mayport Road
Background and Description; Related to another goal dealing with the Mayport corridor and
economic revitalization that was referenced earlier in this strategic plan, the Commission also
wanted to consider various incentives to support economic redevelopment including tax increment
financing, fee waivers and grants for businesses. The creation of a community redevelopment area
was discussed as a possibility. This goal is to review each of those possible incentives to determine
if they would be effective and affordable for Mayport Road.
Go Paperless (19) (Randich)
Goal; This goal is to reduce the amount of paper used in printing commission agenda packets
along with staff time to print and deliver them.
Background and Description; The City Clerk's Office prints agenda packets for commissioners for
at least 23. meetings per year.' Some of these can be lengthy. The commission discussed the
possibility of purchasing tablet computers for use by the commissioners so that the agenda packets
can be sent electronically without the need or cost for printing. These are estimated to cost $1,000
each after adding the keypads and software. These will be considered during the budget workshops
in August. -
Stormwater Master Plan Projects (Score 11) (Carper)
Goal; This goal is to fund and construct the projects identified in the City 's Stormwater Master
Plan to reduce or eliminate nuisance flooding complaints in Atlantic Beach.
Background and Description; The City has recently been approached by residents in the
Poinsettia/Magnolia Street neighborhood about the 1 standing water in their front yards and
driveways resulting from a partially blocked swale type drainage system. Neighbors were offered
the option of the City reestablishing the swale system as it was originally designed or possibly
AGENDA ITEM # 6A
MAY 13, 2013
upgrading to a curb and gutter system with piped drainage, although that would probably require an
assessment process where the neighbors paid a portion of the cost. There are other areas in Atlantic
Beach that have similar, poorly functioning swale systems. Commission discussions at .the
strategic planning workshops centered around trying to move the projects ahead faster than shown
on the City's current 10 -year financial plan for the Stormwater Fund and to more clearly spell out
the City's policy for assessments.
Identifying City Boundaries (Score 9) (Carper)
Goal: This goal is to more clearly identify the City limits boundaries for Atlantic Beach.
Background and Description; Cities have long erected "welcome" signs at their city limits to let the
public know where the jurisdictional lines exist. This is done both for public information and
public relations. In Atlantic Beach the city limits along Mayport Road are not easily recognized
because of their irregular shape and many residents outside of Atlantic Beach's limits believe that
they are part of Atlantic Beach.
Discussion at the strategic workshops centered around relocating or improving the City's
"welcome" signs and the construction of brick sidewalks or crosswalks at the entrance points. The
only action item to come out of these discussions was that Commissioner Daugherty was to make a
proposal to the Commission on how to more clearly identify the city limits at some point in the
future.
Town Center Parldng (Score 9)
Goal; This goal is to provide adequate public parking in the Town Center area both for business
patrons and beachgoers.
Background and Description; The City Code contains requirements for the number of parking
spaces to be provided by businesses based on their type and size. Waivers to code requirements
have often been granted in the past when it was impractical for new or expanding businesses to
acquire and develop parking lots in small increments. The City Code provides for either an
approval or denial of the parking waivers and the Commission, wanting to promote business, has
been reluctant to deny these requests. For this and other reasons, inadequate parking exists in the
Town Center area.
The City Commission has indicated a desire to look at various options that would help alleviate the
parking problems in Town Center while allowing for the orderly and efficient growth of new
business.
Green Space Survey (Score 5)
Background and Description; Commissioners have recently been made aware of a group of private
individuals attempting to survey all remaining green space in the beaches area with an eye towards
purchasing and protecting the "vulnerable" parcels. No action items were discussed for the City.
Instead, there was agreement to wait until Atlantic Beach is approached with some sort of proposal
to aid in this project.
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