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Strategic Plan Quarterly Report 1-14-09.xlsx City of Atlantic Beach Strategic Plan January 2009 Estimated Estimated Actual Strategic Priority Item Start Completion Actual Status Comments (Owner) Date Date A. Highest Priorities Goal; This goal is to develop and begin implementation of an improvement plan for the Mayport Road corridor which 1. Mayport Rd. Corridor includes not only the roadway and frontage parcels, but (Mayor, City Manager) also the neighborhoods in proximity to Mayport Road. A staff report was presented for commission consideration at a workshop on March 25th. Initial steps approved by the Commission included hiring a project coordinator, increased code enforcement, proposing an ordinance on inspection of rental housing, and creating a shareholders group. Later steps are to include encouraging the creation and growth of private organizations that would support the goal of revitalization in the * Recommend initial strategy and Mayport Corridor, increasing recreation programs available in Complete obtain Commission approval3/25/2008the project area, and public relations activities. 3/1/2008 * Project Coordination > Hire Project Coordinator Done Dale Hatfield began work as Project Coordinator on 4/23/08 4/23/2008 3/26/2008 Dale Hatfield has been very busy on a long list of activities Duration of related to the Mayport Corridor project to be described in the > Project CoordinationOngoing project following sections. 3/26/2008 * Code Enforcement > Inside Atlantic Beach Have adopted update to International Property Maintenance Code providing definitions for unsafe structures. A total of 5 unsafe buildings have been demolished and 4 buildings are being renovated or repaired that were previously substandard. All of the above-ground structures at the Palms Apartments Duration of have been demolished and removed from the site. Presently, - Dilapidated Buildings Ongoing project only concrete slabs and the pool remain. City of Atlantic Beach Strategic Plan January 2009 Estimated Estimated Actual Strategic Priority Item Start Completion Actual Status Comments (Owner) Date Date Code Enforcement is dedicating a minimum of 2 days per week to the Mayport Road Corridor. Several new codes were adopted to address some of the problems that were not previously covered in the city code. A total of 264 Code violations have been identified in the Mayport Corridor, and 190 have been brought into compliance. Additionally, police officers were Duration of trained in December relative to building and code enforcement - Other existing codes Ongoing project violations. 3/26/2008 Working with Duval County code compliance to insure a consistent systematic approach for the unified code enforcement effort of the Mayport corridor. COJ conducted sweep of the area in June and reported that 57 properties were cited for violations and 27 of those cases have been closed because of compliance. Jacksonville has adopted a code Duration of similar to the AB code, and Jax Code Officials have written > Outside Atlantic Beach Ongoing project more than 150 violations in the corridor since the Fall months. 5/16/2008 Staff was directed to proceed with the preparation of provisions to put a Rental Inspection program into place. Considerable effort has been made to learn what other cities have done with similar programs, and staff had collected data on the number and location of rental units within the City. Additionally, a number of stakeholder and community group meetings were held . The City adopted a complaint-based program for rental properties. The process was identified, and there are educational meetings scheduled to provide information to Duration of tenants and landlords in the corridor. Local realtors are * Rental Inspection Ordinance Ongoing project assisting with the educational sessions. 3/26/2008 * Policing City of Atlantic Beach Strategic Plan January 2009 Estimated Estimated Actual Strategic Priority Item Start Completion Actual Status Comments (Owner) Date Date Implement a Community Oriented Polling Unit. Two police officers have been trained and assigned to work as a COPS unit along the Mayport corridor. Activities have been ongoing since August. COPs officers have made many contacts within the community both citizens and businesses. They have started working on an after drug safety program at the Donner Community Center. Officers have had a significant impact on the presence of homeless people and prostitutes in the corridor. At least three of the prostitutes have been charged with felonies (which is an improvement), and the police have been partnering > Inside Atlantic Beach; COPS Duration of with the Sulzbacher Center to obtain counseling for the Ongoing Unit 6/28/2008project homeless. Working with the Jacksonville Sheriff's Office to insure a consistent systematic approach for the unified law enforcement effort of the Mayport corridor. COAB officers are working w/ JSO and NCIS to conduct prostitution and/ or drug sweeps on a monthly basis. Working with JSO and NCIS 5 prostitution details were conducted with 10 arrests. Additionally 63 arrests were made for narcotic sells. Additional enforcement details will be conducted on a regular basis. Recently, JSO dedicated two fulltime COPS officers to Mayport Road. They work with Duration of AB officers on a daily basis, and they are focusing on obvious > Outside Atlantic Beach; JSOOngoing 5/16/2008project homeless, prostitution, and code violations in the corridor. Several stakeholders meetings have been held . The meetings have been able to address a lot of citizens questions and concerns. We have also been able to provide the public with the update of the project during the meetings. A core group has been attending meetings, and staff is optimistic that this will * Shareholders Group Ongoing 6/5/2008expand with the addition of the JSO staffing in the corridor. City of Atlantic Beach Strategic Plan January 2009 Estimated Estimated Actual Strategic Priority Item Start Completion Actual Status Comments (Owner) Date Date * Encourage organizations Met with Church Leaders along the Mayport Corridor to discuss programs that will help improve the success of the project (Gospel in the Park, take our streets back walks, community rallies and help with school & after school programs). COPs officers have met with Church leaders at Robert Pisgah AME Duration of Church, Oceanside Church of Christ and New Friendship > Meet with Church LeadersOngoing 5/6/2008project Church. Met with various community groups (neighborhood watch, home owners associations) to discuss the Mayport project. Looking to instill community pride and for community buy-in into Duration of the project. Several new neighborhood watch groups have > Meet with community groupsOngoing 5/13/2008project developed in subdivisions within the corridor. Redevelopment Coordinator and the COPs Unit are attending the business association meetings and have training planned from the Jacksonville Chamber of Commerce for the next meeting. This group is largely comprised of businesses from outside of the city AB. The addition of JSO officers to the > Mayport Business Duration of corridor is expected to renew the interests of the Jax Ongoing Associationproject businesses. Next meeting is scheduled in February. > Identify and meet with the Met with officials from City of Jacksonville, JSO, Duval County key Federal, State and local agencies that have a stake in the School Board and U.S. Navy. Have interaction on a monthly improvement of the Mayport basis with different departments involved with the project as Ongoing Corridor4/30/2008needed. Volunteer groups have been developed, and many members change over time. Volunteers from HabiJax have offered to Duration of help paint the fence at Fairway Villas. Dale has also received a > Volunteer CorpsOngoing project commitment from Home Depot to provide the paint. City of Atlantic Beach Strategic Plan January 2009 Estimated Estimated Actual Strategic Priority Item Start Completion Actual Status Comments (Owner) Date Date Create a landlord association. Will provide training on Florida's Landlord/Tenant Law and on how to attain "crime free" rental property. Have met w/ 8 landlords, 3 property management companies and 3 apartment managers to discuss so far. Currently working on instructional material for training for the landlords and tenants. The COPs Unit is working with the apartment complexes within the city on "crime free" programs. Duration of Education programs for landlords are being scheduled in > Landlord AssociationOngoing project January and February. Periodically meet with the News agencies in the area to provide updates and stories of progress that can be used for press releases. Also use the media to help change the perception of the Mayport corridor. Several news stories have been printed in the local newspaper about the Mayport Road project that have resulted in positive feedback from the citizens in Atlantic Beach. The Ribbon Cutting ceremony for the median project was well covered by the media, and the local papers have also followed Duration of up with stories showing progress being made in the corridor, * Public Relations Ongoing project and JSO officers being dedicated to the corridor. * Recreation Programs A meeting was held with the Recreation Department concerning this event. Possible time frame for the event has > Community Pride FestivalSpring 2009Ongoing been set for Spring 2009. City of Atlantic Beach Strategic Plan January 2009 Estimated Estimated Actual Strategic Priority Item Start Completion Actual Status Comments (Owner) Date Date Increased the number of events in the area to include Family Movie Night (July 12 and August 9 at Donner Park), Open Mic (June 28 and July 19 at Jordan Park), 3on3 Basketball Tournament (August 2 at Mayport Middle School), Fish Fry, Community Clean-up, and Summer Camps. Identified CDBG funding for adding tennis courts, sidewalks, and other upgrades to Donner Park. Also had a Fall Festival at Donner Park October 4, 2008 that was well attended. The AB Athletic Assn (Little League) has taken an interest in playing in Donner Park. Staff is also working on the specifications for the tennis court for Donner Park. Additionally, long range plans for the parks are being developed, and citizen surveys have been posted on the Duration of website and disseminated at the parks buildings, City Hall and > Other Recreation Programs Ongoing project COPS officers. * Create a photographic Create a photographic record for measurement of improvement record of the Mayport Corridor Ongoing 5/1/2008(before and after shots) of the Mayport project. Goal: This goal is to improve traffic and pedestrian safety on Mayport Road and to encourage economic re- 2. Mayport Road Medians development along the commercial corridor by installing (Public Works Director) landscaped medians on Mayport Road. * Agreements with and between 10/30/2007All agreements in place. COJ and FDOT3/15/2007 Completed * Detailed Design Design value engineered to reach budget. 9/16/2005 2/6/2007 Completed Bid Construction 10/3/2007 10/3/2007Completed COJ Government Awards Committee awarded to Petticoat * Award Construction Contract 10/3/2007 2/28/2008Completed Construction, Inc. Final Walkthrough conducted 12/12/2008; minor punch list * Construction of Medians 4/15/200812/12/2008Completedcorrection required. Initial Final Acceptance Complete. City of Atlantic Beach Strategic Plan January 2009 Estimated Estimated Actual Strategic Priority Item Start Completion Actual Status Comments (Owner) Date Date Goal: This goal is to make dramatic improvements to the flooding situation in and around Aquatic Drive, Forrestal and Saratoga Circles area by construction of a 2 acre 3. Hopkins Creek Pond retention pond to be located close to the confluence of (Public Works Director) several drainage ditches. * Construction of pond Note worked well in Tropical Storm Fay. 1/10/20089/1/2009Complete * Begin Monitoring Program10/1/200910/1/2010OngoingRequired by FDEP Grant * Grant Close out10/1/200910/1/2010OngoingComplete Monitoring and Education Requirements Goal: This goal is to improve the storm water collection, sanitary sewer and potable water systems in the Royal Palms sub-division. The 40(+) year old in ground 4. Royal Palms infrastructure is deteriorating resulting in substantial Infrastructure annual point repair costs. Project will also remove the Reconstruction (PW lines from side and back yard easements to the maximum Director) extent fiscally possible. * Complete Preliminary Preliminary design option 3 approved by Commission, mixture Completed Engineering Study3/19/20073/6/2008of Piping replacement and rehabilitation. City has sued Ferrell Gas for removal of LP storage tanks; Commission authorized removing one tank as "test case" for legal responsibility. Additional tank removed as a result of * Complete negotiations for sewer point repair; A motion for summary judgment was denied ??Ongoing underground gas tank removaland a trial date in February, 2009 is being set. * City Commission Approve Commission approved Alternative Three, a combination of pipe Proposed Alternative3/24/20083/24/2008Completed replacement and rehabilitation * Issue RFP for selection of Final 13 Responses to RFP, Consultant negotiations approved by Design Consultant4/1/20088/1/2008Completed City Commission at 10/13 meeting. * Select Final Design ConsultantCommission approved Scope & Fee with Eisman & Russo, Inc. 9/12/200811/24/2008Completed Anticipate six months design time frame. 30% Design * Final design / permitting5/1/2009In progress 12/1/2008submitted 1/12/2008. City of Atlantic Beach Strategic Plan January 2009 Estimated Estimated Actual Strategic Priority Item Start Completion Actual Status Comments (Owner) Date Date * Advertise/ award Construction 7/15/20098/31/2009Not Started contract Preliminary design recommended four phase project. Intent is * Construction of Infrastructure to structure bid with Additive Alternates and build as much as 10/1/20099/30/2013Not Started Improvements budget will permit. Goal; This goal is to improve the efficiency of city staff and provide citizens with greater access to local government by making improvements to the level of information 5. IT System Improvements technology and expertise. Plans and enhancements have been identified. However, the implementation of the major phases require the investment of significant resources in 2009-11. Phases 1-3 were not funded in the 2008-09 budget. For this reason, these are on "hold" until * Planning/Budgeting for Future funding becomes available. Staff was instructed to review 3/30/2009On Hold Enhancements1/1/2008funding at the midpoint of the fiscal year. Funds budgeted for installation of Automobile Locator System for 25 City vehicles in Police and Meter Reader vehicles. Approximately 20 fleet management programs were reviewed, and the contract was approved at the City Commission meeting * Vehicle Tracking (AVL) on January 12, 2009. The recommendation quote came in at 3/31/2009Ongoing System 10/1/2008approximately 1/2 of the expected amount. * Phase 1 Improvements This update for the users on the City Enterprise System will > Upgrade to Naviline simplify the use of the software. It will change the look and feel 4/1/20097/1/2009On Hold Software Interfaceof the system to a Windows-friendly format. Formal training for City staff on the intricacies of the City's > Train Staff members 4/1/20097/1/2009On Hold enterprise system. City of Atlantic Beach Strategic Plan January 2009 Estimated Estimated Actual Strategic Priority Item Start Completion Actual Status Comments (Owner) Date Date Make corrections to land, parcel, and location data bases in the City's Enterprise system in order to be able to utilize that data for GIS mapping. Recommendations due by 11/15/08 on staff availability, what can be accomplished with existing resources. It has been determined that the work necessary to clean up the data will not be practical within the available staffing. > Troubleshoot Land Temporary, part-time assistance will be necessary, and this has 3/1/2009On Hold Management System 10/1/2008not been funded. * Phase 2 Improvements An analysis of how we record our data in the areas of Code > Business Analysis, Code Enforcement, Building, and Community Planning. Goal is to Enforcement, Planning & ensure our record keeping is up-to-date, efficient, accurate, and 10/1/20093/31/2010On Hold Engineering accessible. No funds appropriated for these activities. Purchase and install software that will add to our existing > Install Planning & enterprise system and be a tool for recording Planning and 10/1/20093/31/2010On Hold Engineering SoftwareEngineering data. No funds budgeted. Purchase and install software that will allow citizens to access our enterprise system for permits, utility bills, etc. over the internet. Also has the capability to accept payments for services > Click to Gov Implementation10/1/20094/1/2010On Hold online. * Phase 3 Improvements Purchase and install software that will add to our existing > Install Code Enforcement enterprise system and be a tool for recording Code 10/1/200912/1/2009On Hold System Enforcement data. Purchase and install software that will tie together our > Install Laserfiche Interface6/1/20108/1/2010On Hold enterprise system with our Document Management application. > Install Looking Glass Purchase and install software that will give GIS mapping 6/1/20109/1/2010On Hold Address Viewercapability to our existing enterprise system. City of Atlantic Beach Strategic Plan January 2009 Estimated Estimated Actual Strategic Priority Item Start Completion Actual Status Comments (Owner) Date Date Goal; The Florida Department of Environmental Protection is setting a Total Maximum Daily Load (TMDL) for nitrogen in the St. Johns River. The new rule will require considerable investment in capital and operating expenses 6. Environmental/TMDL for the City's wastewater plants and stormwater system. Issues (Utility Dir/PW The goal is to meet the new regulation in the most cost Director) effective and beneficial manner. A. Participate in Regulatory Process EPA has approved final nitrogen limits for LSJR. DEP and committee of affected stakeholders have developed the Basin Management Action Plan (BMAP) that has been approved . The *Attend and participate in BMAP includes the COAB's projects and schedules for stakeholder meetings with DEP completion, which are being implemented in WWTP permit during decision-making process3/12/200711/30/2008Completerenewals. B. Reclaimed Water Facility Commission awarded contract with HDR for preliminary engineering and final design , but design not to begin until *Work with Selva Marina approval of contract with Country Club. SMCC has indicated Country Club and engineers to their timetable will be delayed so that they will not be in a determine feasibility and position to sign a contract until at least the fall of 2009. Dates 4/1/2010Ongoing constraints3/12/2007for WMD grant are being extended. *Design reclaimed water facility Commission awarded contract for design to HDR, but design 5/1/201211/30/2012On hold and pipingwill not begin until a written agreement is reached with SMCC. *Determine potential for HDR Engineering and staff have met with various potential expanded reclaimed water reuse customers, analyzed reclaimed water main routes and system to serve City common costs of treatment facilities. Estimated costs for complete areas, the Navy, Hanna Park, system approximately $15.4 Million. Report presented to the and residential customers12/1/20079/30/2008CompleteCommission in December, 2008. City of Atlantic Beach Strategic Plan January 2009 Estimated Estimated Actual Strategic Priority Item Start Completion Actual Status Comments (Owner) Date Date * Bidding and construction of 1/10/201312/30/2013Not Started reclaimed water facility C. Wastewater Treatment Plants Analysis of Atlantic Beach options complete. Workshop with * Optimization engineering for Commission held 12/15/08. Negotiating contract for final 3/31/2009In Progress TMDL Compliance12/4/2007design. Analysis of Neptune Beach underway. * Design Upgrades for WWTP #1, Forcemain/Lift Station work for WWTP #2 Transfer, and 3/1/20095/1/2010Not Started Negotiating contract WWTP #2 Abandonment *Bid and Construct modifications 6/1/20108/1/2011Not Started for WWTP #1 Force Main/Lift Station construction to transfer flow from 6/1/20102/15/2011Not Started WWTP #2 to WWTP #1 Abandon WWTP #2 and 7/1/20118/1/2012Not Started upgrade Master Lift Stations D. Stormwater System Substantial progress in building database of areas in Atlantic Beach already receiving stormwater treatment done by using Storm Water summer intern. Some areas not documented with * Document COAB Stormwater SJRWMD Environmental Resource Permits to be included. Ongoing treatment statusPrivate facility inspection program begun. FDEP has approved "aggregating loads" between wastewater plants and storm water as single allocation. Staff is planning to * Stormwater Facilities meet TMDL stormwater requirements with wastewater Not Started Constructionreductions. B. High Priorities City of Atlantic Beach Strategic Plan January 2009 Estimated Estimated Actual Strategic Priority Item Start Completion Actual Status Comments (Owner) Date Date Goal; This goal is to either remodel the existing Police 1. Police Bldg Expansion Department building or build a new facility that will meet (Dir of Public Safety) the needs of the Department for the foreseeable future. Architectural firm of ADG prepared assessment of remodeling option with City Hall and Jordan sites for new construction per * Evaluation of remodeling and direction from Mayor and Commission. ADG recommended new construction options7/27/20055/15/2007Completedagainst renovation. During the 2008 budget meetings, it was determined that the site would be the location next to City Hall recommended by the * Decision on site 5/15/20079/1/2008Completedarchitects. Eighteen proposals were received from Architectural and Engineering Firms, and the top three were identified by staff. A * Select architect for design1/30/2009Started 10/1/2008recommendation is ready to present to the commission. * Building design 2/1/20099/30/2009Not Started * Bid Construction, select 10/1/200912/30/2009Not Started contractor * Construction 1/1/201012/30/2010Not Started C. Important Priorities Goal: This goal is to integrate COJ / COJB and AB parks 1. Intracoastal Waterways along Intracoastal Waterway to provide improved Parks recreational, educational and ecotourism benefits. * Publish guide to kayak trail Guide printed, copies distributed and available on website. from St Johns River south to county line10/1/2008CompletedSigns have been erected at City parks with information. City of Atlantic Beach Strategic Plan January 2009 Estimated Estimated Actual Strategic Priority Item Start Completion Actual Status Comments (Owner) Date Date Obtained grant from FCT for acquisition of property, but appraisals would not support price asked by owner. FCT grant * Buckman Property; acquire or lapsed. Negotiating property acquisition using other sources of March, 2009Ongoing lease January, 2005funds. Goal: This goal is to review City practices to best implement the Florida Green Building Council Green Government Criteria, with the ultimate result of providing 2. Green Cities more environmentally friendly, cost effective and efficient Initiative government services. Departmental Review of Criteria reveals minimal opportunities for savings beyond lighting retrofits, hybrid and electric vehicles - * Departmental Review of Green one hybrid, one all electric in City Fleet, two additional hybrids Government Criteria3/1/200811/1/2008budgeted, but backordered due to high volume. Funding for $10,000 included in adopted FY 09 budget for retrofit of City Hall lights, Fire Dept, Public Works already retrofitted. A company was selected, and as of January 9, * Retrofit Lighting Fixtures in City 2009, they were almost finished with the retrofit at City Hall and 1/30/2009Ongoing Buildings 10/1/2008the Commission Chambers. * Adopt Anti-Idling Policy for City Final policy approved by City Manager Vehicles 12/1/2008Complete COAB had consultants prepare report on feasibility of building waste transfer facility to reduce the number of garbage trucks driving to the west side of Duval County every day. Results showed it not to be feasible for COAB alone because of size. Presently discussing possibility of working with other cities for * Waste Transfer Facility Ongoing joint facility.