Item 8BAGENDA ITEM # 8B
APRIL 14, 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 6"' 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 6"' Street Beach Access Committee
2. Landscape Plan
3. Public Beach Access Beautification Program
REVIEWED BY CITY MANAGER:
March 24, 2008 Regular Meeting
(OM : MARGOL AND PE~IN I hIGTON FAX N0. :9043551505 Mar. AGENDA ITEM # 8B
APRIL 14, 2008
112.ARCx~L ffi PENNINGTON, P. A,.
Y ATTORNEYS AT LAW
320 N, FIRST ST.RL'BT. SLII1'i! f1Qfa
rACI:30NVILLE BEACH. ALORSDA,32250
March 14, 2008
RODNF.X'S. Mnac~L RELBPHOSYE (@041.3b5-7b08
DMRD GSRTIFIRA C.'IV1I, TRt,IJ, I.AWti'tiA FAC3IMILP (904) 333-1805
E-MAIL: RCIANP.Y~MARdOI.YBNNINt7~TpN.COM
RJMARaOL4SA0L.C0M
Rick Carper, P.E.
City Ot atlantic 8eac11
1..200 Sandpiper Lane
At1an is Beach,Florda..32233
1:2E: f~th Street. Access Landscaping Project, tltlantic beach
Dear Mc. Carper:
We wish to participate in tire- .A,tl.antic :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
prcpaxEd by S~mscapes (a copy of which has previously be.cn provided to the
City) as well as a proposal for the cost of tl~e landscaping. Ti: is anticipated to
cost approximately '$11,500.00.
My wfe,lee, and Y live at ~ l b`h Street and already have la.~i.gaton an
the property which w11 sGrviee the landscaping.
With this in mind, we would respectfully request that the City approve
the.plan and cc~ntr~bttte $2,500.00 toward the installation of the landscaping..
T'hc property owner on -the -south side of the access has 5peeifcally
requested that her side of the access not be landscaped beyond what she is
currently maintaining. We have: elcctedto honor her request.
RO(~ :MARGGL AND PENNINGTGN
Mr. P::ick Carprrr
March 1.4, 20.08
:Page Two
FAX hl~. : °043551505
AGENDA ITEM # 8B
Mar. APRIL 14, 2008
In compliance with the procedLtres required by the Beautification
Program, we have formed a committee of neighbors far this proj ect:
Chair -- Rodney Margol, ~1 6tr. Street, Atlantic Beach
Vice Chair--.Robert Taylor, 609 Beach Avenue, Atlantic Beach
Secretary -Thomas Goelz, 631 Beach Avenue, Atlantic Breach
'T'reasurer -Earl B. Hooters, 172 C`" Street, Atlantic Beach
We wish to begin this project as soon as possible.
j; I
you,.
f
Rodney `S. ' rgol
41 6~' Street
lfitlantic Beach, Florida
RSIVIat
AGENDA ITEM # 86
APRIL 14, 2008
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AGENDA ITEM # 8B
APRIL 14, 2008
PUBLIC BEACI3 ACCESS BEAUTIFICATION PROGRAlY1
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,
#lyers, 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 materiaUirrigation 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 aze 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 azeas that ire run down,or aze not consistent with surrounding areas will
be considered priorities.
3. Water conservation: The use of potable City water for irrigation should be avoided or
minim;~ed 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 final 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 # 8B
APRIL 14, 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 dollaz 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 responsibh for having ally public utility locations mazked. 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 into 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.