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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 J pROPE.R?'1 ~;ti.IE REMovE G.1tISTItiy yRA55 FRoM WITHIN PLAA17VAly h~ -l~~ 3 WA6NIN4TtkJiA PALM - lo' ttT. 1t l BEXH LH15Y ____-.____. ___. . j....__ ZS MV6HLti :~Rl.5.5 __-__.__...___;. ___ ~~ z~ 1 r~xh, 3 5k6A~- Ph~.M -- } . --_--- ~ i ;, I~ ``j ~ IZ CortPkCT Pr1~caSRTN-UM --____ __.______.___- 3 r,~ta_y gw4ss - _ _ _.~-._____ _.._. >o ugJS-rRUM _._---.._._ ~' 21 BEALk D~Iby -~.---._______...__.. ~__ _ -__..__..-.. _._. _. ... _._ _. .__._. _______...._ I -Ity65iWcj IcR14A~ HE:hA.. TY?. ~~~`` ~ III (7 r~ STREET PT I„kNYiG ~ekcH ,T i Dlsha~Ep PAR.~Nq ;~ 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.