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Exh 8B l AGENDA ITEM NO. DATE: CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT ~' AGENDA ITEM: Acquisition of Sidewalk Easement SUBMITTED BY: Mike Borno, Commissioner DATE: April 21, 1999 BACKGROUND: Town Center, Phase III, concepts and planning are nearing completion. The Town Center Project Oversight Committee (POC) meeting minutes (draft) of March 18, 1999, requested that the City of Atlantic Beach obtain a sidewalk easement from the Sea Turtle. I volunteered to facilitate obtaining the sidewalk easement. The attached sections of two (2) prints which are highlighted show the easement needed for the sidewalk. It is one foot wide at the north end and 4'1" wide at the south end. The easement is 211 feet long. RECOIVIlVIENDATION: Task the City Attorney to draft the appropriate documents so that the Sea Turtle can grant the easement. ATTACIiMENTS: Sketch showing location of required easement REVIEWED BY CITY MAN ~' ' .....-;Pr• 9 1~u~~: ''?:54F~,1;;::'~uLEh! f,1(T~HELL~~~ :.~ ~ ..~ firs 1~1~ F. ? MI.. X ~. ~ • ~r_I . ~: •~ .. ~ ~~;~~~ .:~~:~ ... -ri.;:. .• .. ~ ': .a. •~ {~4 ~ •~RIGN.T •l7F WAY) ~•: .., . ~,: ~ .. I ::I• ... •..... • • • . 4 7 • . : • •• •. ~ ~~ ,~.. .~ . • .. . ,.. • ~ ~ • ~~ ~~ ~~• . •• :N _ .. .. ~ ~ . • ... ~.. • ~~ '~ N"' ~ I ~ _ ~• ~ ~ ~ r y .~ .~ ~ • • ,~~~ •. ~ god ~ ... .. 1 .., ~ . • . ``• ~ ~ I "'{ O ~ o n a -~ D rJ a -Q J ~. 1• WOOD PO PO.E WI7H 00 N GUY • S89'~ IN 3.60' ~~H -~ 5 J'35' 10 "E 6.5 D' S89'24'S0 "W 11.50'-~ 1.B. No. 101E Rs. COR.' iC' R£ff'R£NCE .C CORNER S05'S4' 10 "E 10.00' CONCRETc 7FRAfF)C PJC£ ~L ~- se; z-cur oN err:ac P01 NT OF BEGINNING PARCEL IV POINT OF REFERENCE- PARCEL 111 CA7CN 8151\\ P 1 A S89'24'S0 ~-I E 5 ' ' 8 R 1 C K W A 'moo. ~ Ito ra• ~ , CUR ar . ~ curry N89 24 50 E ~ •~a~ 22 ~ 233.30' TC 5 PARKING SPACES ' ~~ ~ ~~, ~.~~ ~ 3 ~ ~ ~ cArr~etSlN rr- ~ (~ • NOTES 1. THIS IS A BOUNDARY SURVEY OF PARCELS 1, 2 & 3 ONLY. 2. ONLY ABOVE GROUND INDICATORS FOR UNDERGROUND UT1LlTIES LOCATED 8Y THlS SURVEY UNLESS SHOWN OTHERWISE. ~ ~ 1 UCNf POLE 0 ~ ~ _ B I L _ ~.- ~-__ CITY 0~ ATLANTIC B=.ACH ~.~ ~ ALLY' ABANDONED BY ~ R`cSOLUTION No. 72- --~ ~ - 10' JANUARY 10. 1972 = .~~ ~- ~ ~- t ~~ f ~ ` ~ I is• s ct: i v .~ i I t 1 D i SOT ~ ~, .0~ 1 I i Q r SE' r/2' IRON PfP6 j(''~J O i t ;' __ _ --POI NT OF BEGINNING ` ~ ~- ~ PARCEL V i ~~~M >~~ Noo'35' 1,b "W 6.50 - Re ~ CU V TOWN CENTER PROJECT ~. PROJECT OVERSIGHT COMMITTEE MINUTES OF MEETING MARCH 18, 1999 The Project Oversight Committee (POC) for the Town Center streetscape project met at the Sea Turtle Hotel on March 18, 1999, 6:00 p. m., in the Ponte Vedra Room. Those it::;ttendance were as follows: Mayor George Vaughn Commissioner Mike Borno Dezmond Waters (late arrival) Allen Majefski Lyman Fietcher Thomas R. Dumas David M. Schneider, P. E. Glen Mitchell Antoinette Gilkey POC Member (Neptune Beach) POC Member (Atlantic Beach) POC Member (Town Center) POC Member (Town Merchants, Inc.) POC Member (Town Center) POC Member (Thomas Dumas, Inc.) POC Member (for Sam Mousa, City of Jax) Project Designer (Glen Mitchell & Associates) Glen Mitchell & Associates It was the City of Jacksonville's turn to chair the meeting. Therefore, David Schneider chaired the meeting and called it to order at 6:08 p. m. by welcoming everyone. It was noted that there was a marginal quorum present. ~' Mr. Schneider asked the Committee members if they had any changes or corrections to the Minutes of the February 4, 1999 meeting. There being none, Commissioner Borno moved and Mayor Vaughn seconded filing the Minutes as written. Dezmond Waters had not yet arrived so Glen Mitchell offered an update on the Town Center March Board Meeting. Mr. Mitchell reported that the main issue was the desire to raise the lights from 10' to 14' to move the banner arms out of the way of peoples' heads and to discourage vandalism. Mr. Waters arrived at this point and confirmed Mr. Mitchell's report. Lyman Fletcher objected to moving the lights up; he said that as far as he knew, there had not been any. problems with the lights installed in the previous phases. Mr. Waters insisted the lights must be raised because of vandalism. Mr. Mitchell offered a compromise height of 12' with a higher wattage to maintain illumination levels. Commissioner Borno wondered if the lights would be detrimental to sea turtles, and suggested blocking out the east facing lenses. Mr. Mitchell said that the light should not reach the beach and is therefore not an issue. Mr. Fletcher asked if we were using JEA standard lights which would eliminate a monthly light bill. Mr. Mitchell answered no because the initial cost was considerably higher. Mr. Fletcher was satisfied. Commissioner Borno asked if we're using 250 watt lamps. Mr. Mitchell answered yes, and pointed out that Phase 1 was 175 watt lamps. There was then a brief discussion about TECO possibly planning to install a gas line in the project area. Mr. Mitchell.said he had heard about that possibility, but thought the line was going down East ~' Coast Drive. Mr. Schneider asked if Town Center had approved the plans, or does Mr. Mitchell need to continue attending Town Center Board meetings? Mr. Waters answered the plans aze approved; proceed. "• ' • ~ TOWN CENTER PROJECT MINUTES OF h1EETING March 18, 1999 Page 2 Mr. Fletcher then went through the Minutes of the February 4 Meeting and asked a few questions. He asked if the field survey information from the extreme southern end of the project had arrived. Mr. Mitchell answered yes. Mr. Fletcher then asked about Ahem Memorial Park; he said the Minutes were confusing. He asked about the grass strip and the monument. Mr. Mitchell said.the grass strip gets incorporated into the project (the new sidewalk will be built in the grass strip, thereby eliminating it). He also showed how the monument gets relocated and protected. Mr. Fletcher recommended contacting the Ahern family and advising them of our intentions; it may be sensitive to them. Mr. Mitchell askew if an official from the City of Atlantic Beach could make the initial contact. Commissioner Borno volunteered. Mr. Fletcher then noted from the Minutes that this constituted an encroachment onto Sea Turtle property and asked if we needed a formal document from the Sea Turtle. Mr. Mitchell responded that Rene Schiegg has verbally agreed to the encroachment, but that we should formalize something with the Sea Turtle ownership. Mr. Schneider recommended that the City of Atlantic Beach should obtain a sidewalk easement from tine Sea Turtle. Commissioner Borno also volunteered to facilitate obtaining the sidewalk easement. Mr. Waters reported that there was a dead palm on Atlantic Boulevard, and asked if we could get it replaced in the upcoming project. Mr. Mitchell responded yes. Mr. Mitchell and Mr. Fletcher then had a conversation regarding the relocation of the electrical lines underground. Mr. Mitchell said that the JL-A would not pay that cost. Commissioner IIorno volunteered to talk to someone at JEA to see if they could help. ~' Mr. Schneider then asked Glen Mitchell to make a presentation concerning the status of the plans. Mr. Mitchell passed out plans to each attendee and went through them sheet by sheet. First was Atlantic Boulevard. He added a small median island with palms at the intersection of Atlantic and Third Street. The southeast corner of the intersection will be better channelized, and since there are no realignments, no signal reconfiguration will be needed. A handicapped parking space vas moved from the south side of the road to the north. Mr. Mitchell said that he had been in contact with Ron Storn about his concerns with the design of the handicapped spaces. Mr. Fletcher asked about the situation at Neptune Mall. Mr. Mitchell responded that the current plans show the agreement made with the Neptune Mall owner. The entrance will be from Second Street with none-way exit onto Atlantic. It would be nice to get the mall owner's agreement with this in writing, but such written agreement is probably not forthcoming. Mayor Vaughn asked about the taxi loading spaces. Mr. Mitchell said that the plans contain two (2) spaces designated "PM only". Mr. Fletcher asked if this would require special signs. Mr. Schneider indicated he would check with the City of Jacksonville Traffic Engineer for assistance on this matter. Mr. Mitchell then went over the plans for Ocean Street in Atlantic Beach. A question arose regarding the traffic signal at Atlantic/Ocean/First Streets. Mr. Schneider reported that the City of Jacksonville Traffic Engineering Division had analyzed the intersection and determined that the signal was not warranted. The traffic counts do not even warrant a four (4) way stop; atwo-way north-south stop is appropriate. Mr. Waters asked if pedestrian traffic was included in the tivarrant analysis. Mr. Schneider answered he was unsure and would check with the City Traffic Engineer. Mr. Schneider advised that the signal would not be removed without the concurrence of both Beaches Cities. Mr. ~' Mitchell then discussed Ocean Street beriveen Ahem and 1st Street as a bid alternate. There will be additional parking but no real landscaping or lighting due to cost considerations. Commissioner Borno reiterated his desire to get the JEA to pay for the underground relocation of the electrical circuit. Mr. Schneider asked what the little circles in the road were and Mr. Mitchell stated existing palm trees to be transplanted. •~ • . • TOWN CENTER PROJECT MINUTES OF MEETING March 18, 1999 Page 3 (~~ Mr. Mitchell then discussed the plans for First Street. He moved two (2) handicapped parking spaces " to the main entrance to Neptune Beach City Hall. Alan Majefski asked if handicapped spaces were needed on Ocean Street in Atlantic Beach. He said none were shown on the plans. Mr. Mitchell said the spaces could be provided,.but they were already included on Atlantic Boulevard in Atlantic Beach. Mr. Fletcher stated that if the plans as currently drawn meet ADA codes, then he recommends leaving them as is. The Committee concurred. Mr. Mitchell said there may be a problem with a pedestrian alley just rorth of Neptune Beach City Hall. Mayor Vaughn reported that the City had traded that land to Mezzaluna and that they are going to expand their building onto it. Therefore, Mr. Mitchell's is a moot point. Mr. Mitchell reported that mid-block between Orange and Lemon Streets, he deleted a parking space to provide a location for a JEA transformer. He also mentioned changing the location of alight pole due tp a conflict with Slider's neon sign. Mr. Waters asked what happens in front of Pete's Bar where there are steps? Mr. Mitchell said he will slope the sidewalk to match the steps, and may have to raise the curb slightly to meet ADA slope criteria. Mr. Mitchell next discussed the paver/crosswalk/planting details. Mr. Waters brought up the problem in the first phase with the planters' edges and dirt spilling over. Mr. Mitchell answered that it was constructed wrong; a vertical curb was either left out or installed wrong around the planters. He'll make sure that doesn't happen on this phase. Mr. Waters asked how can the current problems be fixed. Mr. Mitchell said they can be added into this project as a bid alternate. Mr. ~Vaters asked if there werc any other problems in the earlier phases. Mr. Mitchell stated that there is a lot of limerock in the planting areas. He said the contractor built the project like a big road job and spread limerock everywhere. He said he would control the contractor better on this phase; the limerock intrusion will kill the plants. Mr. Majefski asked if the paver surface would be even or uneven. Mr. Mitchell responded that street bricks come in all different sizes and thicknesses, and that thcre will be variations. We need to hand select uniform size pavers for best control. Mr. Mitchell stated that he understood there to be a City of Jacksonville stockpile of street bricks at the North Area Maintcnance Yard on Moncrief Road and asked if anyone knew of any available bricks in the Beaches area. Mr. Fletcher answered yes, that they're located behind the wooden fence at the Atlantic Beach Sewage Treatment Plant. Mr. Majefski reported that he has received a lot of complaints about the unevenness from bicyclists and mothers pushing baby strollers. There was a question about who was going to clean the bricks. The consensus was either use inmate labor or Town Center volunteers. This task is very labor intensive. At this point, Mr. Fletcher offered a motion to approve the plans as drawn subject to the evening's discussion. Action was deferred on the motion until the specifications, cost estimate and street furniture were discussed. Mr. Mitchell distributed copies of each of the above to Committee members and talked about the proposed street furniture, benches, waste receptacles, etc. Mr. Mitchell proposed metal furniture. Mr. Waters asked why not consider recycled plastic? Mr. Mitchell answered that he had been unable to locate anything decent and attractive. He said that metal was virtually maintenance free while wood required high maintenance. There was no consensus among the Committee. At this point, Mr. Fletcher again offered a motion to approve the plans as drawn subject to the evening's discussion and to defer a final decision on the street furniture. It was pointed out that the plans should be out for bid prior to the next Project Oversight Committee meeting, and that Mr. t Mitchell really needed a decision tonight so that he could properly prepare the bid plans and specifications. A catalogue showing street furniture was distributed to Committee members and it was noted that the benches used in the previous phase were Charleston Type C-10 (6' length). The • ; ,' _TOWN CENTER PROJECT MINUTES OF MEETING March l8, 1999 Page 4 E'~ Committee decided it would be preferable to continue with the same type bench on this phase and to include the rehabilitation of the existing benches into this contract if funding permits. At this point, Mr. Fletcher made the following motion: "Move the plans as drawn subject !o tonight's discussion using Charleston Type C-1 D benches (6' length) and rehabilitating the existing benches with a bleaching agent, not oil based, as specified by the Architect." Mayor Vaughn seconded the motion and, by a show of hands, it was approved unanimously by the Committee. Mr. Schneider then pointed out that Mr. Mitchell's cost estimate for the entire project was $719,000, and available funding was only approximately $661,000, based on a total budget of $725,000 less Mr. Mitchell's fee of approximately $64,000. Mr. Schneider stated that under the City of Jacksonville's bidding and award procedures, we must receive a bid which is within the $661,000 limit, and, therefore, bid alternates are probably required to achieve same. The Committee agreed. Mr. Fletcher, therefore, made the following motion: "Move to bid the project, in order to ensure a bid amount within available funding, with the base bid being all major infrastructure tivork including, but not limited to, street, curbs, paving, utilities, lights, and irrigation conduits; tivith Alternate No. 1 being the purchase and installation of all landscaping materials; Alternate No. 2 being all street furniture; and Alternate No. 3 being the block of Ocean Street bettiveen Ahern Street and First Street." Commissioner Borno seconded the motion and, by a show of hands, it was approved unanimously by the committee. ~' Following approval of this motion, Mr. Majefski asked if we knew, at this point, where the contractor would be working at any specific time. Mr. Schneider answered that we only know the contractor will be working from June 1 to September 30, and that the entire project area will probably be under construction simultaneously; i. e., the contractor will do the project as a whole rather than start and finish individual parts and then move on. It was asked if access to businesses would be maintained. Mr. Mitchell stated that the specifications would require continuous-access to businesses, including pedestrian access. Given the street detours that will occur during construction, pedestrian access is critical. The next meeting of the Project Oversight Committee was scheduled on Apri129, 1999, 6:00 p. m., at the Sea Turtle. It was noted that if the project was going per plan, then it should be out for bids at the time of the meeting. Following a motion to adjourn by Mayor Vaughn and a second by Thomas Dumas, Mr. Schneider adjourned the meeting at 8:35 p. m. xc: All Project Oversight Committee Members Lex Hester, Chief Administrative Officer (City of Jacksonville) R. Glen Mitchell, ASLA