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02-07-01AGENDA REGULAR MEETING OF BEAUTIFICATION COMMITTEE February 7, 2001 7:30 p.m. City Hall Commission Chambers 1. Call to Order 2. Recognition of Visitors 3. Approval of Minutes of January 10, 2001 4. Old Business A. Update on Landscaped Areas B. Tree Giveaway C. Sailfish Drive ~ D. Francis Street 5. New Business A. Oceanwalk Landscape Plan -Request for Assistance B. Cultural Arts Board Request to Place Sculpture in 5-Way Stop Garden Area C. Greenscape Tree Sale 6. Announcements/Reports 7. Adjournment ~,. MINUTES OF BEAUTIFICATION COMMITTEE February 7, 2001 A regular meeting of the Beautification Committee was held Wednesday, February 7, 2001, in the City Hall Conference Room. Present were Chairperson Jody Richards, Mimi Ames, Anne Bechtel, Dee Carter, Gloria Vaughn, Jane Vincent, Commissioner Rick Beaver, City Manager Jun Hanson, Parks and Recreation Director Timmy Johnson and Staff Member Susan Dunham. 1. Call to Order The meeting was called to order at 7:30 p.m. 2. Recognition of Visitors Eloise Koerber and Alice Gartland introduced themselves as members of the Cultural Arts Board. Bob Wienberry, Landscape Chairman for the Oceanwalk Board of Directors, introduced himself. 3. Approval of Minutes of Januarv 10, 2001 A motion was made by Committee Member Carter, seconded by Committee Member Ames and unanimously carried to approve the Minutes of January 10, 2001. 4. Old Business A. Update on Landscaped Areas: Parks and Recreation Director Timmy Johnson advised the Committee of the following updates to the landscaped areas: (1) installed pansies in the plant beds; (2) removed several dead potted plants and treated several potted plants near the Commission ~``° Chambers; (3) pruned the crape myrtles on Plaza and Ahern Street; (4) working on the irrigation system at the Police Station, Tenth Street and checking on various irrigation systems throughout the city; and (5) preparing plans for the spring improvements. B. Tree Giveaway: The Committee did not discuss this agenda item. C. Sailfish Drive: Mr. Johnson advised that he read the previous Beautification Committee Minutes to determine if the Committee had prepared a landscaping plan. He stated that it was not clear as to what the Committee would like to plant in this area. However, he drew a landscaping plan which proposes relocating eight live pindo palms and planting oak trees starting at the Atlantic Boulevard to the Pic N-Save building. Commissioner Beaver stated that he was concerned that live oaks would not thrive in this open area; therefore, he recommended planting sycamores, crape myrtles, east Palatka hollys and Bahia grass. Chairperson Richards suggested that the Committee members take this month to think about which trees to plant on Sailfish Drive and be ready by the March meeting to make a decision. D. Francis Street: Mr. Johnson stated that is would be difficult to plant trees in this area due to the sewer main that runs down the east side of the street and the water lines that run down the west side of the street. Mr. Johnson also stated that the only space available is approximately three to four feet between the street and the sidewalk on the east side of the street. Mr. Johnson suggested holding a tree giveaway with the homeowners instead of planting on city right-of--way. Committee Member Vaughn stated the Committee would also like to have trees available for the Habijax homes on Richardson Street and Jordan Street. Further discussion was held with regard to planting trees on Francis Street. City Manager Hanson stated that the area between the street and the sidewalk on the east side of the street Minutes of Beautification Committee February 7, 2001 Page 2 -~--~. might be a good place to plant the trees because the utility lines are located just behind the curb. He stated that if the homeowners were to plant the trees themselves, the trees would have to be planted back far enough in the yard so that the trees are not under the power lines (which are located to the east of the sidewalk) where they would, in the future, have to be cut back to prevent interference with the power lines. Commissioner Beaver suggested shallow-rooted plants such as the east Palatka holly or crape myrtle in this area. Chairperson Richards asked Committee members to be ready to make a decision on the trees to be planted in this area by the March meeting. Chairperson Richards asked Mr. Johnson to locate the availability of sycamores, crape myrtles and east Palatka hollys. Commissioner Beaver suggested that with regard to the Tree Giveaway held last September, it would be a good idea to verify that the trees were in the ground and planted correctly. 5. New Business A. Oceanwalk Landscape Plan: Mr. Bob Wienberry introduced himself. He advised that he lives in Oceanwalk and he is the Landscape Chairman of the Oceanwalk Board of Directors. Mr. Wienberry advised that the Board of Directors of Oceanwalk are considering landscaping the west side of Seminole Road between the front entrance and the back entrance of Oceanwalk. He stated that they would like to clear out an area approximately 1 S feet back from the sidewalk and install irrigation, sod and shrubs. Mr. Wienberry stated that the Oceanwalk Board of Directors would like Public Works to clear out the vines and cut out the underbrush. He stated that Oceanwalk would maintain this area and pay for the water for the irrigation system. Mr. Wienberry also advised that he personally visited all persons whose property backs up to Seminole Road and they have agreed to this proposal. A motion was made by Committee Member Vincent, seconded by Committee Member Carter and unanimously carried that the Beautification Committee agrees with the concept of Oceanwalk's proposal. City Manager Hanson advised Mr. Wienberry that he would need to provide a letter stating Oceanwalk's proposal and that this letter would need to be delivered to him one week prior to the Commission meeting. B. Cultural Arts Board Request to Place Sculpture in 5-Way Stop Garden Area: Ms. Eloise Koerber advised that the Cultural Arts Board would like to place a sculpture in the community and that they would like to place this sculpture at the five-way stop. She stated that the Cultural Arts Board would like to propose to the City, via the Beautification Committee's recommendation, that the Board can pursue this idea. Discussion was held with regard to visibility and liability issues. City Manager Hanson suggested possibly placing the sculpture in front of the fire station to address the visibility concern. He also suggested the triangular area where Silver's Liquor was located. Comrrussioner Beaver suggested attending a Commission meeting to let the City Commission know that the Cultural Arts Board was looking to place a sculpture in the community. Chairperson Richards proposed that the Cultural Arts Board provide a letter of intent to keep on file. Commissioner Beaver also suggested pursing the Plaza median for a sculpture. Chairperson Richards brought up the Habijax Homes on Richardson Street and stated that trees should be planted at this location. Mr. Johnson responded that there is a lot of foliage in this area and that the City is looking to acquire rights-of--way on Richardson Street. Committee ~''' Member Vaughn stated that the Habitat homes need trees. Discussion was held with regard to the A. Minutes of Beautification Committee February 7, 2001 Page 3 availability of funds to plant trees on Richardson Street. Chairperson Richards suggested that the Committee use the same species of trees as recommended for Sailfish Drive and Francis Street. C. Greenscape Tree Sale: Deferred until the next Beautification Committee meeting. 6. Announcements/Reports Commissioner Beaver stated that one of the main reasons he was at this meetrng was to see if there is a way to make this Committee more beneficial to the City to get more projects accomplished in a quicker timeframe. He stated that he has some ideas related to how the Beautification Committee was originally established, what he thinks the Committee's intention could be as far as a benefit to the City and to let the Committee make a decision on how the Committee could provide more information to the City Commission in order to get projects accomplished in a quicker, more timely manner. City Manager Hanson stated that with regard to who makes decisions, his view is that if it is a small issue, then it should be coordinated with Mr. Johnson and his staff. If City staff does not have an objection, then Mr. Johnson can do the project. However, if it is a significant planting project, then it needs to be reviewed by the Commission. City Manager Hanson further stated that the Commission would want to see and to approve the projects on Sailfish Drive and Francis Street before planting is begun. Commissioner Beaver suggested that the best way for the Committee to approach a project such as Sailfish Drive is to go to the site prior to the meeting to visualize the trees, come to the meeting and make decisions about the plan, draw the plan, then Mr. Johnson can take it to the City Commission to advise them of the plans. Then, Mr. Johnson could implement the plan. Commissioner Beaver stated that as .,. long as the funds for the project are in the budget, then he thinks the City Commission will go along with the plan. He stated that most of the Commissioners are not into micro-managing. He advised that the key to the decision-making process is that the recommendation comes from the Committee with a consensus among the Committee for the plan, then the plan is turned over to the City to price and to implement. City Manager Hanson stated that the best time for input from the Committee is during the budget process. He said that the middle of the summer is when the Committee should be planning for next year's work because the City's fiscal year ends September 30. City Manager Hanson advised that the Committee has a much better chance of getting money allocated during the budget process. Discussion was held with regard to finalizing a plan for Sailfish Drive, Francis Street and Richardson Street. The Committee determined that Committee Member Carter and Mr. Johnson would work together to design plans for Sailfish Drive, Francis Street and Richardson Street. Chairperson Richards stated that one of the problems is that the Committee does not have a member who is a landscape architect. She stated that she is in the nursery business and Commissioner Beaver is in the landscape business and the two of them could make educated suggestions based on experience. Then, the Committee can decide the types of trees (based on suggestions) and where they would like to place them. Chairperson Richards stated that if Commissioner Beaver would participate in this way, it would be helpful. Commissioner Beaver asked if the Committee members were aware of the Resolution that was drafted that formalized this Committee. Chairperson Richards stated that she was the original chairperson of the Committee when Mayor Gulliford started the Beautification Committee and it was formally charged at that time. Discussion ensued with regard to whether or not this was the original Resolution. '' Commissioner Beaver stated that the Resolution in their Agenda packet is the current Resolution. ;. Minutes of Beautification Committee February 7, 2001 Page 4 Commissioner Beaver advised that he thought that at the time when the Beautification Committee was originally adopted, it was to make the City a better place, plus citizens wanted to go out and physically plant. He stated that as the City has grown, staff have been added that can make decisions and this Committee was put together to advise the Commission as to how to make the City a better place from a beautiful, aesthetic standpoint. Commissioner Beaver advised that there are a total of six duties: (1) beautify and landscape publicly-owned lands (Commissioner Beaver stated this Committee should have a chart of every piece of land owned by the City so that the Committee can have a blueprint of what they are looking at); (2) design and uniformity throughout the City; (3) develop afive-year plan; (4) prioritize the tree planting; (5) create public awareness; and (6) any other project that the City Commission may want the Committee's input. Commissioner Beaver advised that the Beautification Committee is the only committee in which the City Commission does not appoint members. He stated that anyone could come to a meeting and be involved in the voting process. Commissioner Beaver said that to be effective, the Beautification Committee needed five or six members that have all different expertise, i.e., someone in the landscape business, a grower, someone who desires to make the community better, etc. Commissioner Beaver asked the Committee if it would be appropriate to have a restructuring of this Committee with very prescribed duties and very prescribed channels. City Manager Hanson stated that the question being asked of the Committee is, "Is this the appropriate charge going forward?" City Manager Hanson said that Commissioner Beaver is asking for input from the Committee members. Then, with the input, the Committee can be re-chartered going forward. He said that the most important question is, "What do you think the Committee can contribute to the City?" City Manager Hanson suggested that the Committee members think about this before their next meeting. Commissioner Beaver suggested that the Committee meet to look at what is currently on the books and see how the Committee can modify it, then come back to the City Commission to make a recommendation as to how the Committee can be more effective. Commissioner Beaver stated that it is very important that all the committees and Boards understand what they are for and how they are to proceed. Committee Member Vaughn stated that her concern is that things seem to break down when the City Commission or someone else makes a decision about beautification without the Beautification Committee's input. City Manager Hanson stated that not all projects involving landscaping necessarily should come through the Beautification Committee. He stated that, for example, the projects that the City negotiated with the Jacksonville Transportation Authority. Commissioner Beaver stated that time constraints sometimes limit whether it can be brought to the Beautification Committee. In addition, Commissioner Beaver stated there is not a lot of expertise in this Committee and that is why the Committee needs to broaden their expertise level. He stated that the Committee needs someone who knows trees, someone who can draw, someone who knows irrigation requirements and concerned citizens who want to help. Committee Member Bechtel asked if the Beautification Committee has a map of all the publicly-owned land. City Manager Hanson responded that a map could be printed for almost any area in the City. Commissioner Beaver stated that these maps would assist in the preparation of 1-year, 3-year and 5-year plans. He also stated that the Committee needs to keep in mind the budget cycle, and that the Committee should know by July of this year what projects it wants to accomplish in 2002. Committee Member Vaughn asked Commissioner Beaver that if a project is proposed by the Commission '~ or someone else and it involves landscaping or beautification, then can he ensure that the Beautification ' } ~ Minutes of Beautification Committee February 7, 2001 Page 5 ,~. Committee will have input or at least be made aware of the project. Commissioner Beaver responded in the affirmative. Committee Member Vaughn stated that the Committee heard that sycamore trees were going to be planted along Seminole Road. Commissioner Beaver responded that this was a project he was involved in because the City had tree mitigation fund money left over and there was no real consensus coming from the Beautification Committee as to what to do with the money. He stated that this project was another situation where the trees were available and time was of the essence. He said that the goal is to put some type of tree canopy along Seminole Road in groupings of sycamore trees and east Palatka hollys. Commissioner Beaver clarified that because this work needs to be completed now, if the Beautification Committee got involved now, then it would delay the process. Commissioner Beaver assured the Committee that for all future projects, the Commission would involve the Beautification Committee. However, Commissioner Beaver clarified that if the mayor decides he wants to do something, then he can do it. He further stated that the real purpose of the Beautification Committee is for the Committee to have its own projects as well. City Manager Hanson stated that there are a lot of landscape needs in this community. He stated that he thinks it is fine for this Committee to make recommendations to get things accomplished in the City and certainly does not take anything away from those projects to have projects accomplished in other places in the City. City Manager Hanson said that he does not think it is practical for every planting project to come to the Beautification Committee. Chairperson Richards asked City Manager Hanson what he thought the Beautification Committee should do for the City. City Manager Hanson responded that it is up to the Committee to consider. He stated that Commissioner Beaver asked the Committee to come up with their recommendations. City Manager Hanson stated that he thought a long term planting plan should be in place. This would identify the areas where the city needs planting, i.e., Francis Street and Sailfish Drive, and, in his view, should target high traffic areas where the most people are going to see the plantings. He stated that when you have scarce resources, you have to do something where the most people are going to see them. City Manager Hanson stated that the Committee should identify those areas, develop along-term plan, and fit that plan into the budget process, not just for one year but also for amulti-year process. Chairperson Richards asked if the Commission is going to take on a project that has to do with beautification of the city, shouldn't the Committee have some input? Commissioner Beaver responded that if the timing is okay and it could come through the Committee, then he sees no problem with bringing it to the Committee. Commissioner Beaver stated that it comes back to, "Do you as a group truly know how to get done what you want done?" He stated that this meeting is a great example. The Committee wants to do something with Sailfish Drive and the Committee has a tentative landscape plan. The Committee should finalize the landscape plan and then get a majority consensus. Mr. Johnson would then take it the next day to the City Manager and the City Manager would add it to the Commission Agenda for their approval. Instead, the Committee is saying we'd like to put some trees there and we'd like to do that. He further stated that at this meeting the Committee came up with three species of trees to use on Sailfish Drive but the Committee did not give any direction as to where to plant them--tell Mr. Johnson where to plant them. Commissioner Beaver stated that he would like to get the Committee's consensus that the Committee needs some expertise among their members. He stated that the Committee needs to find a landscaper and someone who can draw plans. Discussion was held with regard to the five garden areas. Committee Member Vaughn stated that the `'~'` Committee made decisions about what to plant in these areas and then someone made the decision to dig Minutes of Beautification Committee February 7, 2001 Page 6 up the plants. City Manager Hanson responded that with regard to the five-way stop, he did not know the Committee was working on the garden and that, frankly, it looked horrible. He said that he assumed it was a lack of maintenance so he instructed Mr. Johnson to "straighten it out." Committee Member Vaughn stated that the Committee was trying to install plants that would not have to be replaced every three months-that it was trial and error as to what plants would work. Committee Member Vaughn asked the question, "Do you want flowers all the time or do you want plants that are going to be native and natural and do not require constant replacement and maintenance?" City Manager Hanson stated that if this is a philosophy issue as to what should be planted in high visibility areas, then it should come to the Commission. City Manager Hanson advised that he was instructed this year, within the City's strategic planning, that one of City's major goals would be maintenance. The Commission's feeling was that the City was not doing a good job on maintenance. He stated that if the Committee has a different philosophy about how the City is going to make some of these very public areas look, then it should be brought to the Commission. Committee Member Vaughn stated that she knew the areas did not look good but it would have been better if someone had come to the Committee and said that it does not look good and told them to do something different instead of digging up the plants and planting something that was completely different from the consensus of the Committee. Committee Member Vaughn stated that she appreciated City Manager Hanson's explanation. Discussion was held with regard to other public areas that have been beautified by citizens. City Manager Hanson stated that a good issue for the Committee to look at is formalizing a program similar to the Beach Access Program that applies to other areas. He stated that it would be good to have a policy that is fair to everyone. Commissioner Beaver also stated that if you have citizens that are willing to take over maintenance of a large piece of city-owned property, then the Committee should take a hard look at it. ~~. ` Commissioner Beaver asked that the Committee put on the next agenda to discuss how the Committee can be more effective. He stated that he is the liaison to the Beautification Committee and if the Committee. wanted him to attend a particular meeting that he would be there. Commissioner Beaver advised that the purpose of a Commission liaison is for the Committee to ask the question, "How do we get this project through the Commission?" 7. Adjournment The meeting was adjourned at 9:30 p.m. ~/. ~~o y Richards, Chairperson 4 m T~ S.iJ l'~ IMF' 4J _~ `r~~~• ~i.i r __,; ~cr, ~, G~ ~" to _ f ~- i m