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Item 8AAGENDA TEEM # 8A APRIL 28, 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 $2,500 for improvements at 6~' Street Beach Access ATTACHMENTS: 1. Letter from the 6th Street Beach Access Committee 2. Landscape Plan 3. Public Beach Access Beautification Program REVIEWED BY CITY MANAGER: March 24, 2008 Regular Meeting :Ohl : MARGOL AND PENN I NGTOfJ AGENDA rfEM # 8A FAX N0. :9043551505 Mar. 14 2008 APRIL 28, 2008 1Mnx.GOL ffi PENNINGTON, P. A. ATTOlNEY8 A7 LAW 320 N..MIRST 3TRL'RT. SLIITR ESA JACKSONVILLE BEAC$. FLORIDA 32250 March 14, 2008 RODN~x S. MAlece~L BQARD CERTIftRD CIVII. TRtA7. i.AwYFp. Rick Carper, P.E. City of Atlantic Beach 1200 Sandpiper Lane Atlantic Beach, Florida 32233 TELBPHONE (904) 3fir-7b08 FACSIMILE (B04) 33:i-1908 E-MAIL: ROANEY'r9MARdOI.YENNiTT(1TON.COM RSMAROOL~A07..COM RE: 6th Street Access Landscaping Project, Atlantic Beach Dear Mr. Carper: We wish to participate in the Atlantic Beach a Public Access Beautification Program with regard to landscaping at the 6`" Street access. We have obtained an architectural rendering of a landscape plan prepared by Sunseapes (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 cost approximately $11,500.00. My wife, I..ec, and 1 live at 41 6TH Street and already have irrigation on the property which will service the landscaping. With this in mind, we would respectfully request that 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 what she is currently maintaining. We have eaected to honor her request. .2011 MARGOL AND PENNINGTON IVIr, Rick Carper March 1.4, 2008 Page Two AGENDA ITEM # 8A FAX N0. : X43551505 Mar. 14 2008 APRIL 28, 2008 In compliance with the procedures required by the Beautification Program, we have formed a committee of neighbors for this project: Chair -- Rodney Mazgol, 41 6"' Street, Atlantic Beach Vice Chair -- Robert Taylor, 609 Beach Avenue, Atlantic Beach Secretary -Thomas Goelz, 631 Beach Avenue, Atlantic Beach Treasurer -Earl B. Hooten, l 72 6~' Street, Atlantic Beach We wish to begin this project as soon as possible. T you, Rodney S. rgol 41 6`" Street Atlantic Beach, Florida RSM:st AGENDA ITEM # 8A APRIL 28, 2008 I .I ~1 G~ pfcovea7Y S.fIaG fC~avE Ieyfs<fuy t,pASS ~p7rM' N~71HN PLN1n[K~ /atEAI' ~ ~ WMHH~TbUfA i'wu -r' µr, ~ a~ nvwr ss Mucrft.4.gM,{5 i.. 5~ • k~ 1 • IL tnnpAG~ printcianuK-~ i3 w,wr+.y gMSs . .<-t4 ;f rrxaq. WHEY ,HOV3B Nt `iN srp[ss:r fv~.,wrK.. aex,H LhlJ D. I fa •~ . ~~ ~ (~ o a~yN ~; . ~ .. «. ,_~) • P J A V ~,~ E y4~ D ~-~fsAS~eD pA~~ rh+v~rwAmn~sareuws l~7hwt 6wcM1Atwu fr.wrrMiar~=NwiB..a l,~'f~b lI}ifu~w,. tl i7~ . ~14bYawlnl ~r ~PIaP'~n 17 7'nc '.. 9dYWM.4P iaaPYn 1 Yd.rrot afeefiw:ae thelvrrm i rgnriat waw. . w~.r,awx.rr i rr ><tiWdgp~w..ae~ 7awr,wa rates fN+rM w a.aa wary w weY r w p.s. PrrY/W M YOrwvMei' MMMMwtiwtwNw.rl N~Y'Ye.rMMYFre,ll. nr d++o PM~M caiitmR Yieia.a t~ b YNY.e t1en wi hart w M~pMtli ne a yt tww.w a rfbmvrye! aaXn..owr,fue wNr. Mw.~wa.!aw.~.a w.a4~awiemelrWwean.wworvdnuar aweutM o+pi.Nn..amurn,ele.gNrrru~,.+wl~.•a.awuer~aw'.Mwe.era.a.a-~ro~r aM,avra~afTM.aalerlbelw ptq~wtp~tDf. anb.w.e~.wmr,~.x„ie~.csre.r4,a.a.tr ~w.~lk'WaIY./ewwnhWrnalydu6MK~rMM wAdytMfr~+rll'Ka~lsMtlarWtA aiywpn Yanynaw,lwwOpiawrreoaa~YMb/rw orkat,imrgrw+wm~~4+r~wo.wr,ww.a+..ah. w;e«.ww+awro«t. HbU,~ y Muegq,~e+eN 'fit ~Rf~.k b~t`~f.4~s ry~~f~r,~„ no k~1~v-f~N M•~. la~axpwj 5's•~, Sli•NSCAPES LANDSCAPE DESIGN, I•NC. PROJECT NAME: ROnNraY ` ~.sE "'a~.g°L 8853 SAN JK1SE $LVD: DATE: 2/z~ joa _ JA~CICSONVILLE, FLOF~IDA32217 904-730-4330 SCALE: ~a"•-' . SHEET T1TLE: ~ ~ "' s7R.ee~r aenur hccssa BERRY CROUCH, APi:D JUDY DRAKE, APLD sHEE7'NUMBER: p AGENDA ITEM # 8A APRIL 28, 2008 PUBLIC BEAClE3 ACCESS BEAUTI~'iCATION 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 are 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 are most visible to the largest 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 are not consistent with surrounding areas will be considered priorities. 3. Water conservation: The use of potable City water for irrigation 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 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 aze held with the purpose of completing the detailed landscaping plans and providing a cost estimate for the new project. AGENDA ITEM # 8A APRIL 28, 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, dollaz 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. is 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 markings. 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: Chazges 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 year 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 year for maintenance/ restoration of existing projects.