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Item 8AAGENDA ITEM # 8A MARCH 24, 2008 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: Request from the 6th Street Beach Access Committee for matching funds of $2,500 for improvements at 6tn Street Beach Access SUBMITTED BY: Rick Carper, P.E., Public Works Director `~ DATE: March 14, 2008 BACKGROUND: Staff received a request from the 6th Street Beach Access Committee for improvements at the 6th Street Beach Access. The total cost of the proposed landscaping and irrigation is $11,500. The Committee is requesting matching funds of $2,500 for the project. A plan is attached and includes irrigation, Sabal and Washingtonian Palms, Muhly Grass, Llgustrum, and Pittisporum. This project falls in line with the Public Beach Access Beautification Program; the area is visible, the area is in need of improvements, and water use will be minimal. BUDGET: Funds for this project will come from Beautification Program Account 001-6025-541-5200 (Operating Supplies), with $4000 allocated for matching programs. This is the first request for matching funds this year. RECOMMENDATION: Approve request from the 6th Street Beach Access Committee for matching funds of $2,500 for improvements at 6th Street Beach Access ATTACHMENTS: 1. Letter from the 6th Street Beach Access Committee 2. Landscape Plan 3. Public Beach Access Beautification Program REVIEWED BY CITY MANAGER: March 24, 2008 Regular Meeting :10M : MARGOL AND PENNINGTON FAX N0. :904355.1565 Mar. 1~ AGENDA ITEM # 8A MARCH 24, 2008 .MARGOL ffi PENNINGT~N, P..A. ` ATTORNEYS AT LAOV 32Q N. FIRST .ST.RAE'S. SLTI7'T: 8qA JACKSONVILLE BEACH. FLORIDA 32250 March 14, 2008 RpTaNRY'S. MARGOI. TBLBPHONE (~41 3b5-T508 EoARD CHRTIFIRD ~Vtr, T1tiAi. I.AWTT{R, FACSIMILE (BQ41 953-1905 .E-MAIL; RODNEY~MARdOI.PL'NNIN<;74N.CQM RSMA&OOL~AQI..GC~M .Rick Carper, P.E. City vt' Atlantic: beach 1:200 Sandpiper Lane Atlantic Beach, Florida 32233 RE: 6th Street Access Landscaping Project, tltlantic Beach Dear Mr. Carper: We wish to participate in. the .Atlantic .Beach a Public Access Beautification Program with regard to landscaping at the G`" Street access. We have obtained an architectural rendering of a landscape plan prepared by Scroscapes (a copy of which has previously been provided to the City) as well as a proposal for the cost of the landscaping. It is anticipated to cast approximately $..11,500.00. My wife., Y.,ee, and I live at 41 b;h Street and already have irrigation on the property which will .service the landscaping. With this in mind, we would respectfully request tla.at the City approve the plan and contribute $2,500.00 toward the installation of. the landscaping. The property owner on the south side of the access has .specifically requested that her side of the access not be landscaped beyond r~vhat she is currently maintaining. We have ~;Iccted to honor her request. ;QOM :MARGOL AND PENNINGTON M.r. Rick 'Carper March 1.4, 2008 .Page Two FAX N0. :9043551505 Mar. AGENDA ITEM # 8A MARCH 24, 2008 In compli~tce with the procedures required by the Beautification Program, we have formed a committee of neighbors for this proj ect: Chair --Rodney Margot, 41 6th Street, Atlantic Beach Vice Chair -- Robert Taylor, 609 Beach Avenue, Atlantic Beach Secretary -Thomas Goetz, 631 Beach Avenue, Atlantic Beach Treasurer -Earl B. I-Iooten, 172 6~h Street, Atlantic Beach We wish to begin this ~rojsct as soon as possible. r~ ~P Rodney S. M~,rgol 41 6~" Street Atlantic Beach, Florida RS1VIat AGENDA ITEM # 8A MARCH 24, 2008 t rJ ~~ _ __ IJ ~ ! PRaPE.ki 1 4.In.16' _-..._t-.._.~j Ii r _ ~ Frur-t v.IITHtII FLAr.;TifJ~ Ak~ -"~` ~ \ ~ ! Pa !J 6 ! !.2C~ I 3 F[h5f+f>~ t0a.it.A Via:.-rn - ~o' H r. ... {' l I ~ (ir-icy 1 ,/ f ~ i I- i0' MT, r i- 9' fiT., w' MR J _r___;____.___ ~~=~ i 1{ \.. I ft CoMP!~T P~'^rk%~'aR.UM .__-_ __ . r iii ~ !y l.iy JSr@.!;M ._.__.___.______.. ._.. ~_____..___.._.. _. ;p.~ i d _ ' j--r-----r--- v ~ ~ swm~¢p. j t L .u f N F% VALM _ ~} Y Fie` ~ic~? _ s'yAl ZS MUEN ti0.yM55 .__.. . _.I. _a - •~ jA 'y` t s EK1~7'INCE yf/A%/~ ~ L ~~; p ;. Y •' i i• ~i NEAhs °"Y r. 4 F_£ '+" x wk;.tt AGENDA ITEM # 8A MARCH 24, 2008 PUBLIC BEACH ACCESS BEAUTIFICATION PROGRAM Revised 8/25/03 Purpose: To encourage, through a "share-cost" matching program, landscaping enhancements to the beach accesses and medians in City streets. Improvements aze intended to be cost- conscious and aesthetically pleasing, with a strong emphasis on low maintenance, low water consumption and a minimum of plant replacement. Procedure: Promotion of the program will be by various media (Tide View, Beaches Leader, flyers, etc.). Interested groups and/or neighborhoods will be given written information and guidelines. City staff will be available to meet with groups for detail planning and recommendations. Neighborhood residents will be responsible for the collection of funds, acquisition and installation of landscaping materiaVirrigation system, and maintaining the beach access and/or medians. The finished plan must receive final approval by the City Commission prior to installation. The criteria for deciding which projects will be approved will be as follows: 1. Visibility: The City's primary interest is to improve areas that are most visible to the lazgest numbers of people. Streets with the highest traffic count and beach accesses that get the most use will be considered highest priorities. 2. Need: Those areas that aze run dow_ n or aze not consistent with surrounding azeas will be considered priorities. 3. Water conservation: The use of potable City water for imgation should be avoided or minimized where ever possible. Xeroscaping or using well water for irrigation is encouraged. 4. Group commitment: Only those groups with strong evidence of a continued commitment to continue the maintenance after installation will be considered for funding. Support of a homeowner's association or written commitment from a minimum of five homeowners are examples. Cost: Expenses will vary dependent on size and configuration of the area to be landscaped. The extent of landscaping, and type and number of plants to be installed will govern the planting cost. The program consists of eight steps from beginning to fmal completion. Each step has specific procedures that must be followed to stay within the guidelines. 1. Interested citizens notify the City of their desire to form a Committee for the purpose of beautifying/maintaining abeach access or median in Atlantic Beach. 2. The group forms a Project Committee by electing a minimum of four officers: Chairperson, Vice Chairperson, Treasurer and Secretary. There should be no more than one officer per household. Meetings are held with the purpose of completing the detailed landscaping plans and providing a cost estimate for the new project. AGENDA ITEM # 8A MARCH 24, 2008 3. Staff will be responsible for approving a preliminary plan, which will be presented to the City Commission for approval. 'The Commission will hold a public hearing before approving any project under this program. A sign will be placed at the site notifying citizens of the hearing at least two weeks prior to the date. All aspects of the project must be considered when drawing preliminary plans; irrigation, water tap to City meter, if needed, trees, plants, shrubs, grass, mulch, contract work, vendor estimates rental equipment costs and any other materials needed to complete the project. See the attached City requirements for the irrigation system specifications. 4. After the final plans are approved by the City Commission, the Project Committee will be responsible for the collection of matching funds. New project funds will be matched, dollar for dollar up to a maximum of $2,500 for a total of $5,000. This includes any phasing that must be imposed due to the size of the project. If the project is designed so that the water tap (if needed) and water is supplied by the Committee and not the City, the maximum match available from the City will be $4,000. The City will set up a revenue account to deposit the collected funds. If the City Commission approves the plans, the City will reimburse from the matching funds the costs incurred for the design of the plan. If the City Commission does not approve the plans, the City will not reimburse costs incurred for the design of the plan. The Project Committee must agree by a letter to the City Manager to maintain the new landscaping for a minimum of five (5) years after installation. 5. The City will be responsible for having all public utility locations marked. The Project Committee will be responsible for notifying the City seven days prior to any excavation work to allow enough time for the proper mazkings. 6. Vendor estimates are to be given to the City and a Purchase Order will be generated within 7 to 10 working days. The Purchase Order will be mailed to the requested vendor and City staff will contact the Committee Chairperson as to its disposition. No purchases can be ordered, delivered or picked up without an approved Purchase Order. The City will not be responsible for payment of any unapproved invoices or expenses. The following are the guidelines for obtaining additional quotes: Charges up to $500 No additional quotes required From $501 to $2,500 Selected vendor + one additional quote From $2,501 to $5,000 Selected vendor + two additional quotes 7. A receipt will be given for each delivery of Purchase Order materials and signed by the receiving agent for the Project Committee. Receipts must be turned in to the City within three working days after delivery so payment can be made to the vendor. 8. One year and every yeaz after the completion of the project, the City will match up to $300.00 of new donations for a combined total of $600.00 per yeaz for maintenance/ restoration of existing projects.