Agenda Item 8F - Request from FABEAGENDA ITEM:
SUBMITTED BY:
DATE:
BACKGROUND :
BUDGET:
ATTACHMENTS:
RECOMMENDATION :
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
AGENDA IT 11M II SF
J UNE9,2014
Request f rom the Friends of Atlantic Beach Elementary Sc hool
Timmy Johnson, Recreation Direc tor
May14, 2014
At the May 12 City Commiss ion meeting, Friends of Atlantic Beach
Elementary Committee Pre sid ent E. K. Cottrell request ed
ass istance from the City to resurface the running track at Atlantic
Beach School. An estimate in the amount of $14,650 was
submitted to the Commission with a basic scop e of work.
A Memorandum of Understanding was agreed upon and sig ned
by the City and the School in 2001. The City would assist with
maintenance of improvements mad e at that time in exchange for
use of t he improvements for public enjoyment.
Section 3 Maintenance of Improvements and Property.
City shall maintain, at its so le cost and expen se, the
Improvements installed by it on the Property. Th e City shall al so
keep the Property free from debris, trash and other unsightly
r efuse associated with congregations of perso ns as spectators and
participants in recreation or other activities during and
immediately after City's u se of the Property . The DCSB shall
maintain the Property and any improvements made by DCSB
thereon and provide daily litter control during the sc hool year.
This item ha s been added to th e Mid-Year budget Ordinance to be
fund ed from Genera l Fund Bala nce Rese rve s.
Estimate with scope of work from M clean Tennis
Memorandum of Understanding
Author ize the City Manager to provide assistance and funding to
th e Friends of Atlantic Beach Elementary for improvements to the
track at Atlantic Beach Elementary School pending on the
approved funding by Ordinance No . 20-14-127.
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REVIEWEDBVCITVMANAGER: ~ ~~2t£td
AGENDA ITEM II 8P
JUN E 9, 2014
McLean Tennis
Atlantic Beach Elementary School
Running Track R esurface Proposal
McLean Tennis, Inc.
FABE -Friends of Atlantic Beach Elementary
1015 Atlantic Blvd
Suite 238
Atlantic Beach, Florid a 32233
Proposal
1747 Woodville Hwy
Crawfordville, FL 32327
850.925.0212
Fax 850.925 .0203
lnfQ.@courtdoctors .com
www .courtdoctors .com
April 24, 2014
EK Cottrell -Presi dent
Kari Ferguson -Treas urer
Re: Atlantic Beach Elementary Running Track -Resurface
We hereby submit speci fi ca tions and an estim ate for:
Resurface Asphalt Runnjng Icack Surface
SCOPE: Th e basic sco pe of thi s proje ct includes the Following:
AGEN DA ITEM Jl 8F
JU NE 9, 20 14
1) Clea n and prepare Track for new surfac~. Pressure wash as needed, power sa nd and gri nd as needed.
2) Examine Tra ck su rfa ce for any cracks and fill those maj or cracks with patch crac k fill er, then ove rlay
cra cks with a fi berglass or polyes ter membrane as needed. We do not guarantee the cracks will not
reappear.
3) Apply one (1) coat of Acrylic Re surfacing Materi al
4) App ly two (2) coasts of Acrylic Colored Surface Ma terial (red in color)
5) Line marki ngs shall be laid out and applied by quali fied technicians In accordance with the chose n
governing rules or owners specificati ons. (whi te In colo r)
REPAIR CRACKS AND LOW AREAS : . Examine Track surface for any cracks and fi ll th ose major cra cks wi th pat ch cra ck filler,
th en ove rlay cracks with a fib erglass or poly es ter memb rane as needed. Prior to the application of th e finish surface, th e area sha ll
be flooded. Any low places Which hold wate r shall be flll ed with a patching mix
RESURFACER: In orde r to provide a smooth, dense underl ayment for the colored surface, apply 1 layers of Acry lic Res urfadng
Material. Th is material Is to be used as a filler coa ti ng to reduce surface porosi ty and obtain a uniform texture prior to applying th e
Color.
COLORED WEARING SURFACE: Over th e Acrylic Resurfacin g materia l app ly 2 layers of color to match existing color. (re d)
Custom or Co lor changes are avail abl e-ca ll for prici ng .
LINES: White lines con forming to govern ing rul es or owners specifica tions shall be painted using Lin e Paint (100% Acryli c La tex)
Disclaimers:
Mn will exercise reaso nable ca re, but will not be held responsible for damage caused by nor mal construc tion ope rations
(damage to sod, landscaping, sprinkl er lines, pavemen t access, etc.)
Material and workma nship guaranteed for ~ under normal use.
Venue for any lega l actions sha ll be Wakulla County, FL.
Total Cost for work described above : $14,650.00
Payab le upon: Completion of Track
Authorized signature: cf2odi1B!;t £a~~~~ Proposal valid for _lQ__ days
Rodney Reams for MTI
Owner or Owne r's Agent's responsibilities:
1. Provide any needed pe rmi ts for this constru ctio n.
2. Prov1de suitabl e access, water, and electrici ty .
Price accepted:
Authorized signature: -------------Date : __________ _
1-·· ..
Member American Sports Builders Association r ·
AGENDA ITEM # 8F
JUNE 9, 20 14
AGENDA I TEM II 8F
J UNE 9, 20 14
AGENDA ITEM II SF
JUNE 9, 2014
AGENDA ITEM II SF
JUNE 9, 2014
AGENDA ITEM II 8P
J UNE 9, 2014
March 13, 2001
Ms. Alliette Register
Atlantic Beach Elementary School
298 Sherry Drive
Atlantic Beach, FL 32233
CITI' OFATL.t...NTIC BEACH
AGENDA ITEM# 8F
JUNE 9, 2014
800 SEMINOLE ROAD
ATLANTIC BEACH, FLORIDA 32233-5445
TELEPHONE: (904) 247-5800
FAX: (904) 247-5805
SUNCOM: 85Z-5800
http:/ici.atlantic-beach.fl. us
RE: Memorandum of Understanding for Use of School Fields
Dear Ms. Register;
Attached for your use is a copy of the executed Memorandum ofUnderstanding (MOU)
between the City of Atlantic Beach and the Duval County School Board for joint use of
the playing fields at Atlantic Beach Elementary School. The Mayor and Commission of
the City of Atlantic Beach approved the execution of this agreement at their meeting of
March 12, 2001.
Two changes have been made to the MOD to correct for errors. The fust is on the third
page, Section 7 "signage"; which requires the installation of a sign. It states "constructed
on Duval County School Board property by the City of Jacksonville." This has been
changed to say "constructed on Duval County School property by the City of Atlantic
Beach." Second, Exhibit B, Item 2 allows for use of the field "3: 15 to 8:30pm (3: 15 to
6:00pm during Daylight Savings Time)" and should instead say "3:15 to 8:30pm (3:15
to 6:00pm during Eastern Standard Time)". I have initialed both changes on behalf of
the City of Atlantic Beach.
This letter is also to clarify a couple of the provisions in the MOU. Exhibit C lists "sod
for field areas" as one of the improvements that would be made by the City of Atlantic
Beach. It is the City's understanding that sod will be put in the disturbed areas that result
from the grading needed to relocate and level the playing fields. It is not the City's intent
to install new sod on all playing fields Second, Section 3 on page 2 states "City shall
maintain, at it's sole cost and expense, the Improvements installed by it on the Property."
It is the City's understanding that our maintenance responsibilities will include the
irrigation system, soccer goals and benches, which are listed in Exhibit C. The school
will continue to mo>v the area after the playing fields have been realigned as you have in
the past. lf either of these clarifications does not coincide with your understanding,
please Jet me know at your earliest convenience.
AGENDA ITEM# 8F
JUNE 9, 2014
On behalf of the Mayor and Commission of Atlantic Beach, I '"'ould like to express our
sincere appreciation for your cooperation in making these playing fields available to the
public. Land is scare in Atlantic Beach and the provision of public facilities to serve our
constituents requires the successful cooperation ofpublic.agencies. I am,
Ji~anson ftity Manager
cc: DeJean Melancon, Chairman Recreation Board
Timmy Johnson, Recreation Director
Maureen King, City Clerk
ATLANTIC BEACH ELEMENTARY
(Name ofSchool)
School No.#65
MEMORANDUM OF UNDERSTANDING
AGENDA ITEM# 8F
JUNE 9, 2014
THIS MEMORANDUM OF UNDERSTANDING ("Memorandum"), made and entered into
this ____ day of __________ ,by and between the CITY OF
ATLANTIC BEACH, FL., a municipal corporation, hereinafter referred to as "City" and
DUVAL COUNTY SCHOOL BOARD, a body politic and corporate, hereinafter referred to as
"DCSB".
WITNESSETH:
WHEREAS, the City and DCSB have entered into this Memorandum dated
(The "Memorandum") allowing the City and DCSB to jointly use certain DCSB
property and certain City property more particularly described herein for recreational and
educational purposes in accordance with said Agreement and the limitations set forth therein;
WHEREAS, this Memorandum ofUnderstanding for each DCSB property and City
property sets forth in detail the extent of the use to be made of each property;
WHEREAS, the City has authorized the City Manager to execute this Memorandum of
Understanding and amendments thereto, on behalf of the City.
WHEREAS, the parties desire to enter into this Memorandum to set forth the terms and
conditions considered necessary by the parties to ensure the jointly used property is well
maintained and operated.
NOW THEREFORE, the parties in consideration of the foregoing and the mutual
AGENDA ITEM# SF
JUNE 9, 2014
promises and cove~ants herein, agree as follows:
Section 1. Use. The City shall have the right to use jointly with DCSB the areas
designated on the plat diagram or site plan attached hereto as Exhibit A and made a part hereof
(the "Property") at ATLANTIC BEACH ELEME}.T'f ARY #65 for educational and recreational
(Name of School)
purposes only.
The City shall have the right to use the Property for the purposes stated herein at the times set
forth in Exhibit B, attached hereto and made a part hereof
Section 2. Improvements. The City may install the improvements listed on Exhibit C,
attached hereto and made a part hereof (the "'Improvements") at each locations set forth in
Exhibit A All Improvements shall meet Florida Department of Education safety standards.
Section 3. Maintenance ofimprovemenL') and Property. City shall maintain, at its soie
cost and expense, the Improvements installed by it on the Property. The City shall also keep the
Property free from debris, trash and other unsightly refuse associated with congregations of
persons as spectators and participants in recreation or other activities during and immediately
after City's use of the Property. The DCSB shall maintam the Property and any improvements
made by DCSB thereon and provide daily litter control during the school year.
Section 4. Correction ofUnsafe Condition. City shall provide proper supervision and
safe conditions during its use of the Property. In the event either party becomes aware of an
unsafe conditio~ said party will correct same if the correction is the responsibility of said party or
will notify the other party of the unsafe condition. City shall be responsible for the correction of
any unsafe condition resulting from the installation, existence, mamtenance or failure to mamtain
the Improvements, or resulting from debris, trash and other unsightly refuse, associated with
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AGENDA ITEM# SF
JUNE9, 2014
congregations of persons as spectators and participants in recreational or other activities,
placed on the Property during the City's use ofthe Property.
Section 5.
[Rl
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Section 6.
Utilities. (Check One):
DCSB will provide utilities on the Property
DCSB will provide the following utilities and City shall pay the following
amounts:
Increased Operating Costs. Any increased operating cost to DCSB caused
by City's use ofthe Property shall be paid by City upon written notice of such increased operating
cost and supporting documentation reflecting the increased operating cost.
Section 7. Signage. City agrees to install a sign on the Property stating:
"Atlantic Beach Elementary #65 Recreation Area'' and "Constructed on Duval County
Atlantic Beach
School Board Property by the City of~."
Section 8. Title to Improvements. DCSB, at its option, may keep any or all of the
Improvements installed by City on the Property and the City shall convey its right, title and
interest in the Improvements "as is" with no warranties as to merchantability or fitness to the
DCSB or DCSB may require the City to demolish and remove the Improvements on the Property
and return the Property completely as practicable to its original condition prior to the installations
ofthe Improvements.
Section 9. Memorandum Period and Term.illation. This Memorandum shall be
effective for the period beginning March 1.2001 and shall continue for a period of (§0) rnonths/5
years and shall be automatically renewed, unless terminated by either party, ·with or without
cause, upon giving three (3) months written notice to the other party.
Section 10. Notices. All notices required under this Memorandum shall be made in
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AGENDA ITEM# SF
JUNE 9, 2014
writing and served upon City by registered or certified mail, return receipt requested, addressed
to
City Manager, City of Atlantic Beach, 800 Seminole Road, Atlantic Beach, Florida 32233 and
served upon DCSB by registered or certified mail, return receipt requested, addressed to A.ssistant
Superintendent, Facilities Services, I 7 0 1 Prudential Drive, Jacksonville, Florida 3 2207-818 1 with
a copy to Ms. Alliette Register at 298 Sherry Drive, Atlantic Beach, FL 32233.
Section 11. Amendments. This Memorandum may be amended form time to time by
written request and agreement of the parties. The City Manager to execute any and all such
amendments on behalf of the City and DCSB, respectively.
~ . Section 12. Association Use ofPcogertv. The City may allow associations, gwups or
~~viduals use of the Property for public purposes upon written agreement between City and the
association, group, or individual, in accordance with the terms and conditions of the Joint Use
Agreement. Any such written agreement between the City and the association, group or
individuals must be approved by the school principal, or his/her designee. The DCSB may in its
IN WITNESS WHEREOF, the parties hereto have executed this Memorandum on the day
and year first above written.
CITY OF ATLANTIC BEACH
~BY:
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SOCCER FIELD PRO.ffiCT
ATLANTIC BEACH ELElviENTARY SCHOOL
298 SHERRY D!UVE., A TLANr!C DEACI l FLO IUD A
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EXHIBIT A
PLAT DIAGRAM OR SITE PLAN
REFER TO ATTACHED
AGENDA ITEM # 8F
JUNE 9, 2014
5
AGENDA ITEM# SF
JUNE 9, 2014
EXHIBITB
TIME OF USE BY CITY
1. Fields cannot be used during normal school hours. . . t::as,te,rn standard 2. Monday thru Fnday, 3:15-8:30 (3:15-6PM dunng aaylignt=savmg tJIDe) and Saturday &
Sunday, 9AM-6PM usage must be coordinated and not conflict with Extended Day
Program.
3. Each organization or group utilizing school facilities shall have a current approved
"DCBS, Building Utilization Form,Request for Authorization" on file at the DCSB office.
4. DCSB shall have the right to object to any use of school facilities that are beyond the
intended uses (soccer, football, basketball, baseball and softball) that is incompatible with
school purposes.
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EXHIBITC
IMPROVEJ\.ffiNTS BY CITY
The following improvements will be made by the CITY OF ATLANTIC BEACH, FL
• Grading as necessary to prepare field areas: 4 soccer and 1 baseball
• Irrigation System for all fields shown in Exhibit A
• Soccer Goals ( 4 sets)
• Benches (6 qty)
• Sod for field areas
AGENDA ITEM# SF
JUNE 9, 2014
7