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Item 8CAGENDA ITEM # 8C MAY 26, 2009 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: 2009 Florida Municipal Achievement Award Nomination SUBMII"TED BY: Donna Kaluzniak, Utility Director DATE: May 14, 2009 BACKGROUND: The Florida League of Cities initiated a new program to recognize innovations and excellence in city government. The 2009 Florida Municipal Achievement Awards recognizes cities that have shown superior efforts in three categories-City Spirit, Florida Citizenship and Environmental Stewardship. Award. winners will be featured in abest-practices workshop at the League's annual conference, will be spotlighted in a special "best practices" publication and be featured in the League's magazine, Quality Cities, and website, www.flcities.com. In addition, winners will be featured in statewide publications through press announcements. Staff would like to submit an application in the Environmental Stewardship category. This award focuses on city programs that improve and protect the environment, and staff felt the City's Septic Tank Conversion Assistance Program was worthy of recognition. A letter of recommendation on behalf of the Mayor and Commission must accompany the application. BUDGET: No budgetary impact. RECOMMENDATION: Authorize the Mayor to sign the letter of recommendation to submit the City's nomination for the 2009 Florida Municipal Achievement Award in the Environmental Stewardship category. ATTACHMENTS: 1. Letter of recommendation 2. Nomination package for 2009 Florida Municipal Achievement Award REVIEWED BY CITY MAN AGENDA ITEM Ie 8C MAY 26, 2009 CITY OF ATLAMfIC BEACEI DEPARTMENT OF PUBLIC WURKS 1200 SANllPIPER LANE ATLANTIC BEACH. FLORIDA 32233-4318 7'ELEPNONE: (904) 247-5834 FAX: (904) 247-5843 SUNCOM: 852-5834 www.coab.us May 26, 2009 Florida League of Cities, Inc. Attn: Florida Municipal Achievement Awards 301 S. Bronough St., Suite 300 (32301) P.O. Box 1757 Tallahassee, FL 32302-1757 To Whom It May Concern: Please accept our nomination for the Florida Municipal Achievement Award in the Environmental Stewardship category. I and the Atlantic Beach City Commission believe the City's Septic Tank Conversion Assistance Program has improved environmental conditions. As authorized during the Commission meeting of May 26, 2009, we fully support the attached award nomination. Sincerely, John Meserve Mayor AGENDA ITEM # 8C MAY 26, 2009 2009 Fbrida Municipal Achievement Awards Program - Environmen~l Stewardship City of Atlantic Beach -Septic Tank Conversion Assistance Program Background and Program Description Septic tanks have potential to pollute local waterways if they are not properly designed, located or installed. Failed septic systems may cause environmental damage and threaten public health. State law requires connection to central sewer systems within a year of availability, but enforcement is up to the local government. The City of Atlantic Beach could have just forced septic tank owners to connect to the City's sewer system-but instead opted to help citizens convert to City sewer. By doing so, the City reduced the possibility of untreated sewage entering the local waterways. In May, 2000 the City passed an ordinance requiring those on septic tanks to connect to the City sewer and timeline for enforcement which provided between five and twelve years to connect depending upon their situation. Many of the septic tank owners were already paying assessments for the sewer system installation. The City Commission was concerned that the cost of both the assessment and the conversion would be burdensome. Therefore, the timing of City enforcement was set for 5 years for those without assessments, and 1-year after the assessments are paid off for those that have them. However, the City requires immediate connection for any failed septic tanks. Along with the ordinance, the City adopted a unique Septic Tank Conversion Assistance Program. To encourage connection to City sewer, the assistance program included these policies: Public Assistance Policy The City sends notification letters to let homeowners know that City sewer is available and advise that they need to connect. At that time, the City's Public Utilities Division Director contacts the property owner directly to discuss contracting and financing options. 1 AGENDA ITEM # 8C MAY 26, 2009 The Division Director will meet with the property owner on-site, meet with contractors to assist in getting quotes or locating services, coordinate with the contractor during the connection, and answer questions. He will also explain financing options that are available through the City. The City's Building Inspector provides the final inspection, along with the County Health Department. Financing Assistance Policy The City assists with financing the septic to sewer conversion for those who desire that option. The City designates a portion of its Community Development Block Grant funds toward septic to sewer conversions for residents that meet the income threshold and other requirements. The entire conversion cost, including impact fees, tap installation, septic tank abandonment and the sewer connection is included in the grant. For property owners who do not qualify for grant funds, the City will finonce the entire conversion, including impact fees, up to $15,000. City financing is through a Voluntary Assessment Agreement. The property owner can choose any length of term in 6-month increments up to 10 years. If the property owner agrees to have the assessment attached to his or her monthly utility bill, the interest rate is 4% simple interest. if a separate bill is desired, the interest rate is 5%. The City places a lien on the property for the full amount of the charges with interest for the duration of the outstanding balance. Environmental Stewardship The City of Atlantic Beach Septic Tank Conversion Assistance Program has been: Effective Because the C'~ty made it easier to connect to central sewer, the majority of septic tanks have been properly abandoned. Wastewater from those properties is sent to the Atlantic Beach Wastewater Treatment Plant where an average 99% of secondary pollutants are removed and the effluent disinfected. Atlantic Beach is in the process of designing upgrades to the treatment plant for removal of nitrogen as well. In contrast, septic tanks that are improperly installed, maintained or located have the potential to discharge disease-causing bacteria or nutrients that cause algae blooms into the ocean, the marsh or local creeks. The Septic Tank Conversion Assistance Program means cleaner waterways in and around our City. 2 AGENDA ITEM # 8C MAY 26, 2009 Successful When the program started, 279 properties were served by septic tank systems. By 2008, there were only 78 septic tanks left in the City. Septic tank connections were reduced by 72%. This means approximately 16 million gallons of sewage per year will be transported to a central wastewater plant providing a higher level of treatment and disinfection. Of the 201 septic tank conversions, 65 were financed through the City and 14 were completed with the City's CDBG funds. Results Oriented Most of the septic tanks in the City were located along the Atlantic Ocean to the east or near the Intracoastal Waterway marsh to the west. Much of the marsh area is owned by the City. The marsh side natural parks include canoe trails and fishing docks. On the east side of the City, the beach continues to attract residents and visitors who enjoy swimming, fishing and other recreation. Eliminating septic tanks in these areas greatly reduces the risk of contaminating these waters. Keeping the waterways clean protects the public health and the fish and wildlife into future years. In addition, Atlantic Beach's water supply is from wells, so reducing the number of septic tanks helps to maintain sustainability for drinking water supply by protecting the water source. Innovative Most cities take a more hard-line approach to enforcing septic tank conversion, basically saying, "Here's the law-if you don't comply you'll be punished." Atlantic Beach used a more encouraging approach. Many homeowners have no idea how to convert to sewer. Many don't have the cash to do a conversion. Instead of saying, "that's your problem;' Atlantic Beach said, "we'll do this together. We'll help you figure out what you need to do, we'll help you along the way, we'll give you grant money if you qualify, or if not, we'll finance the conversion for you." Atlantic Beach also offered a lot of flexibility with the financing. The term can be any length of time up to 10 years. The property owner can put the payment on his utility bill or get a separate bill. The City will finance the entire conversion including the impact fees, or just a portion of the work. Throughout the entire process, the property owner gets plenty of personalized service. From discussing options, to contracting assistance, to financing, the customer gets one-on-one attention from City staff. 3 AGENDA ITEM # 8C MAY 26, 2009 Adaptable Any city could implement a program similar to the Atlantic Beach Septic Tank Conversion Assistance Program. A large neighboring utility has already met with the Atlantic Beach to learn more about our program, and started a similar program of their own. The concept is simple. It only takes the support of the elected ofFicials to put the program in place, and a staff that is willing to provide great customer service. 4 MUNICIPAL ACHIEVEMENT AWARDS AGENDA ITEM # 8C MAY 26, 2009 ~~ "- -- ".•. ~~~~I~ AGENDA ffEM p BC hLIY 26, 2009 2009 Florida Municipal Achievement Awards Program Nomination Form Category (Please check one) See Award Criteria for more information. Please print or type. One nomination per page. ^ FLORIDA CITY SPIRIT AWARD Name of Project Nominated by (Name of City/TownNillage) ^ FLORIDA CITIZENSHIP AWARD Name of Project Nominated by (Name of City/TownNillage) C~ ENVIRONMENTAL STEWARDSHIP AWARD Name of Project Atlantic Beach Septic Tank Conversion Assistance Program Nominated by Atlantic Beach, FL (Name of City/TownNillage) Contact Person Please print or type. Name Jim Hanson Title City Manager Government City of Atlantic Beach Address 800 Seminole Road, Atlantic Beach, FL 32233 Telephone Number 904-247-5806 E-mail Address Jhanson@coab.us FaX 904-247-5805 [OVER ] AGENDA ITEM # 8C MAY 26, 2009 1112 ~hr'~--: i•. ~~~ AGENDA ITEM ~ 8C MAY 26, 2009 ~ :~ -y ~'" ~'` ~~.~«-- -- ...