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Item 8F AGENDA ITEM # 8F OCTOBER 11, 2010 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: Proposed Revisions to Public Right -Of -Way and Beach Access Beautification Program SUBMITTED BY: Rick Carper, Public Works Director X_,L DATE: October 1, 2010 BACKGROUND: Since sometime in the 1990's the City has had a program allowing for adoption of Beach Accesses and medians for beautification by residents. In 2002 and 2003, this program was modified to add public notification requirements for proposed adoptions, limiting city contribution if city water was required for irrigation and requiring a written commitment to maintain the improvements for five years. Staff is proposing to expand the current policy to include street ends and other areas in the City Right -of -Way. Other changes include allowing cost share of the System Development Charge if a new water meter is required, improved financial tracking by Staff, and rules for installation of brick pavers on City property. One potential beneficiary of the proposed revision is the proposal for installing Royal Palms subdivision signs, which would include landscaped areas as part of the design to be brought to the Commission for approval. BUDGET: There are no funds allocated for new adoptions in the current or new budget. There are funds allocated for matching annual maintenance expenses. RECOMMENDATION: Staff recommends the Commission approve the proposed revisions to the Public Right -Of -Way and Beach Access Beautification Program. ATTACHMENT: 1. Draft Public Right -Of -Way and Beach Access Beautification Program REVIEWED BY CITY MANAGER: AGENDA ITEM # 8F OCTOBER 11, 2010 PUBLIC RIGHT -OF -WAY AND BEACH ACCESS BEAUTIFICATION PROGRAM Revised 8/2-5/0- 310/1/10 Purpose: To encourage, through a "share- cost" matching program, landscaping enhancements to the beach accesses, right -of -way 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 (Ti s-City Newsletter View, Beaches Leader, flyers, 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 material/irrigation system, and maintaining the public right -of -way, 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 areas that are 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. Xereiscaping 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 or neighborhood 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 a beach 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 # 8F OCTOBER 11, 2010 3. Staff will be responsible for approving a preliminary plan, which will be presented to the City Commission for final 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 of public hearing. 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 of rental equipment costs and any other materials needed to complete the project. .. - .. - _ _ . - - • 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 dollar up to a maximum of $2,500 for a total of $5,000, if the City budget allows. 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. If a new water meter is required, they System Development Charge for the meter will be split equally by the City and Committee; the Committee may use City matching funds for this expense. The City will set up a revenue account with individual project number to deposit the collected funds into. - ... , - ... , , - - ' • . - - - ' - - ' . • - : - ds the costs incurred for the design-ef-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. This letter must be received before any City matching funds will be disbursed. 5. The City will be responsible for having all public utility locations marked and for notifying Sunshine State One Call for private utility marking. 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. Erosion control measures must be in place before any excavation begins, unless waived as unnecessary by the Public Works Director. 6. Vendor estimates are to be given to the City (attention Public Works Director) 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- to $5,000 Selected vendor + two additional documented quotes AGENDA ITEM # 8F OCTOBER 11, 2010 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 from the Project account. 8. One-yeaF-anil-eveff-year-aAfter the completion of the project, annually, 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. Matching funds must be spent on a yearly basis; balances will not accrue and cannot exceed $300 in any calendar year. 9. The City will provide an annual report to each Committee of fiends received and disbursed. 10. Use of brick pavers in public walkways (e.g. right -of -way sidewalks, beach access, etc.) will be controlled to ensure uniform standards of appearance and safety are maintained, and to ensure that public property is only used for legitimate public purposes. Applications for installation of brick pavers on public property will be approved by the City Manager, subject to the following standards: 1) must include an installation sketch or plan; 2) indicate a fixed time period that brick sales will be conducted; and 3) indicate contact information for those performing maintenance. Any "sale" to raise funds must be to support the beautification efforts of an adopted area or for a charitable purpose to benefit the general public -and be approved by the City Manager. No advertising will allowed on public right -of -way. Prohibited items include, but are not limited to, phone numbers or websites. Individual or company names are acceptable.