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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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