Item 8CAGENDA ITEM #8C
APRIL 10, 2006
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Request from Friends of Atlantic Beach Elementary for additional
funding for the Track Construction Project and for authorization to
sign a Memorandum of Understanding with the Duval County
School Board
SUBMITTED BY: Jim Hanson, C~
DATE: Apri13, 2006
BACKGROUND:. Last summer, the Friends of Atlantic Beach Elementary approached the
City Commission for funds in connection with two projects at the school.
The first was for landscape and parking improvements in front of the
school. The Commission budgeted $10,000 for this project on the
condition that the plans be approved by the City Commission prior to
commencing work and that those plans include a solution to the safety
problem of pazking along the right-of--way of Sherry Drive and backing
into the street adjacent to the school crossing. The second project was to
construct a new 1/8 mile track. The commission budgeted $25,000 for this
project. Conditions on this expenditure included the City Commission
reviewing and approving plans (already completed), executing a joint use
agreement with the Duval County school system for use of the outside
facilities at AB Elementary and that better public access be incorporated
from Sherry Drive. The addition of a gate was discussed.
'~ Jill Jackson, President of the Friends of Atlantic Beach Elementary has
now requested that the City Commission increase the budget for the track
from $25;000 to $50,000. While her letter requests that the City reallocate
the $10,000 for the landscaping/Sherr,~ Drive improvements to this track
project, it is their intent to request replacement funding for this from the
city in the future. Because planning for the landscaping and Sherry Drive
improvements has not been completed, it would probably be better for the
Commission to simply increase the allocation for the track by $25,000
,~, rather than reallocate the $10,000 from the project and then rebudget at a
later date.
~„ The Friends of Atlantic Beach Elementary have also worked with the
school boazd to prepaze a Memorandum of Understanding which is ready
for approval.
BUDGET: The City has a total of $35,000 budgeted for the two projects this year at
Atlantic Beach Elementary; $10,000 for the landscaping/pazking
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AGENDA ITEM #8C
APRIL 10, 2006
improvements and $25,000 for the track. If additional funds were
~„ approved, they would have to come from the General Fund balance.
RECOMMENDATION: Authorize the City Manager to sign the Joint Use Agreement with the
~. school system and decide whether or not additional funds will be allocated
for the track project.
ATTACHMENTS: 1) Letter dated April 1, 2006 from Jill Jackson, President of the Friends
of Atlantic Beach Elementary
2) Draft proposed agreement with the Duval County School Board
~.
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~'" AGENDA ITEM #8C
APRIL 10, 2006
~, ~RI~NDS 01:
April 1, 2006 ~ T l fl CI T I C B~ fl C~
~„ E L E M E N T A R Y
Mr. Jim Hanson
City Manager
City of Atlantic Beach
~. 800 Seminole Road
Atlantic Beach, FL 32233
RE: Atlantic Beach Elementary Track, Athletic Fields & Playground Project
Dear Jim:
As you drive by Atlantic Beach Elementary, you will notice construction of the track and athletic
fields is well underway. This project was able to gain momentum last year with initial funding
commitments from the City of Atlantic Beach for $25,000 and the City of Jacksonville for $35,000.
Originally, the total project was estimated at $75,000 with the balance of funds coming from parent
and community donations. However, construction costs were considerably higher (mainly due to an
increase in price of asphalt) than the original construction bids. In addition, it was determined that the
playground. equipment on the school campus (along Sherry Drive) also needed to be replaced because
of safety concerns. FABE and the PTA decided to add this to the project scope along with some
additional landscaping. The overall project cost is now $145,000 and will be completed by the end of
April.
I would like to provide an update of the project at the next Commission meeting on April 10. At
that time I will be requesting an additional $25,000 in funding from the City of Atlantic Beach. As we
~. recently discussed, this money could be a combination of the $10,000 that is currently allocated in this
year's City of Atlantic Beach budget for Sherry Drive landscaping at the school and the balance would
be in new funds. We have also received a commitment from the City of Jacksonville for an additional
$10,000 to help fund these enhancements. Once these projects have been completed, our next phase is
to address the parking concerns at the. school.
In summary, I hope that staff and commissioners will support our request. FABE and AB
Elementary value our relationship with the City and have accomplished much together in the last few
yeazs. This project is a significant enhancement to the City of Atlantic Beach and can be enjoyed by
~* all of our residents. Thank you again for your consideration. Please call me with any questions
regazding our proposal at 241-4886.
Regards,
J 11 ack o
P sident
Friends of Atlantic Beach Elementary
,.
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AGENDA ITEM #3C
APRIL 10, 2006
Atlantic Beach Elementary
School No. 65
General Description
MEMORANDUM OF UNDERSTANDING
THIS MEMORANDUM OF UNDERSTANDING ("Memorandum"), made and entered
into this day of , 200, by and between the CITY OF
ATLANTIC BEACH, a municipal corporation, hereinafter referred to as "City" and DUVAL
COUNTY SCHOOL BOARD, a body politic and corporate, hereinafter referred to as "DCSB".
WTTNESSETH:
WHEREAS, the City and DCSB have entered into a Joint Use Agreement dated
(the "Agreement") allowing the City and DCSB to jointly use certain
DCSB property and certain City property more particularly described herein for recreational and
educational purposes in accordance with said Agreement and the limitations set forth therein;
WHEREAS, the Agreement requires the parties to enter into a Memorandum of
Understanding for each DCSB property and City property setting forth in detail the extent of the
use to be made of each property;
VVI~REAS, the City and DCSB have authorized the City Manager and Associate
Superintendent, Support Operations to execute all Memoranda of Understanding and
amendments thereto, on behalf of the City and DCSB, respectively;
WHEREAS, the parties desire to enter into this Memorandum to set forth the terms and
conditions necessary by the parties to ensure the jointly used property is well maintained and
operated.
WI~REAS, the City has made certain funds available to DCSB to construct certain
improvements at Atlantic Beach Elementary School #65, 298 Sherry Drive, Atlantic Beach,
Florida 32233, which is the property of the Duval County School Board, description of such
improvements ("improvements") are attached hereto as Exhibit A; and
WHEREAS, such improvements shall consist of ,and
WHEREAS, it is in the City's best interest to provide such improvements so that the
community's residents may have a safe, diverse and wholesome recreational environment
NOW THEREFORE, the parties in consideration of the foregoing and the mutual
promise and covenants herein, agree as follows:
~•
AGENDA ITEM #8C
APRIL 10, 2006
Section 1. Use. The city shall have the right to use jointly with DCSB the area
designated on the plat diagram or site plan attached hereto as Exhibit A and made a part hereof
(the "Property") at Atlantic Beach Elementary School #65, 298 Sherry Drive, Atlantic Beach
Florida, 32233, for educational and recreational purposes only. The City shall have the right to
use the Property for the purposes stated herein at the times set forth in Exhibit B, attached hereto
and made a part hereof.
Section 2. Improvements. The City may install the improvements listed on
Exhibit C; attached hereto and made part hereof (the "Improvements") at the locations set forth
in Exhibit A. All Improvements shall meet Florida Department of Education safety standards.
Section 3. .Maintenance of Improvements and Property. DCSB shall maintain, at its
,,
sole cost and expense, the Improvements installed by the City on the Property. The DCSB shall
maintain the Property and any improvements made by DCSB thereon and provide daily litter
control during the school year. The City will provide litter control during and after its use of the
property.
Section 4. Title of Improvements. DCSB, at its option, may keep any or all of the
Improvements installed by City on the Property and the City shall convey its rights, title and
interest in the Improvements "as is" with no warranties as to merchantability or fitness to the
DCSB or DCSB may require the City to demolish and remove the Improvements on the Property
and return the Property completely as practicable to its original condition prior to the
installations of the Improvements.
Section 5. Memorandum Period and Termination: This Memorandum shall be
effective for the period beginning
and shall continue unless terminated
by either party, with or without cause, upon giving three (3) months written notice to the other
P~y~
Section 6. Notices. All notices required under this Memorandum shall be made in
~.
writing and served upon City by registered or certified mail, return receipt requested, addressed
to City Manager, City of Atlantic Beach, 800 Seminole Road, Atlantic Beach, Florida 32233,
and served upon DCSB by registered or certified mail, return receipt requested, addressed to
Associate Superintendent, Support Operations, 1701 Prudential Drive, Jacksonville, FL 32207-
8181 with a copy to Principal, Atlantic Beach Elementary School #65. at 298 Sherry Drive,
Atlantic Beach_ FL 32233.
AGENDA ITEM #8C
APRIL 10, 2006
Section 7. Amendments. This memorandum may be amended from time to time by
~"' written request and agreements of the parties. The City Manager and the Associate
Superintendent, Support Operations, are authorized to execute any and all such amendments on
~" behalf of the City and DCSB, respectively.
Section 8. Association Use of Property_ The City may allow associations, groups or
"~" individuals use of the Property for public purposes upon written agreement between City and the
association, group or individual, in accordance with the terms and conditions of the Joint Use
" Agreement. Any such written agreement between the City and the association, group or
individuals must be approved by the school principal, or his/her designee. The DCSB may in its
'~ sole discretion deny such use.
~" IN WITNESS WI-~REOF, the parties hereto have executed this Memorandum on the day and
year first above written.
DUVAL COUNTY SCHOOL BOARD
By:
By:
Associate Superintendent,
Support Operations
Principal, Atlantic Beach Elementary #65
CITY OF ATLANTIC BEACH
By:
Reviewed by:
City Manager, City of Atlantic Beach
General Director, Facilities Maintenance
Duval County School Board
m
U
Atlantic Beach Elementary
298 Sherry Drive • Atlantic Beach, Florida 32233
(904) 247-5924
Aliette Register, Principal
AGENDA ITEM #8C
APRIL 10, 2006
The track will be open ~to the public after 5 p.m. on Monday
through Friday, on week ends, and during the summer when school
is not in session.
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AGENDA ITEM #SC
APRIL 10, 2006
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