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Item 8C~+. ~.. CITY OF ATLANTIC BEACH ~" CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM #8C MAY 8, 2006 AGENDA ITEM: Request from the 15th Street Beach Access Committee for matching funds of $4,000 for improvements at 15th Street Beach Access SUBMITTED BY: Timmy Johnson, Parks & Recreation Directo DATE: April 28, 2006 BACKGROUND: Staff received a request from the 15th Street Beach Access Committee for improvements at the 15th Street Beach Access. The Committee is requesting matching funds of $4,000 for the project. A plan is attached and includes irrigation, Torulosa Junipers, Muhly Grass, Dwarf Yaupon Holly, and Dwarf Shore Juniper. This project falls in line with the Public Beach Access Beautification Program; the area is very visible, the area is in need of improvements, and water use will be minimal. The Committee is also requesting an additional $4,000 to purchase and insta113200 sf of two-tone pavers as part of the same project. BUDGET: Funds for this project will come from the Beautification Program Account. RECOMMENDATION: Approve request from the 15th Street Beach Access Committee for matching funds of $4,000 for improvements at 15th Street Beach Access ATTACHMENTS: 1. Letter from the 15th Street Beach Access Committee 2. Landscape Plan 3. Public Beach Access Beautification Program ~. REVIEWED BY CITY MANAGE 15" Slr~t B~u~cation TO: City of Atlanntic Beach Public Beach Access Beautification Program RC: 15`" Street, Atlantic Beach. AGENDA ITEM #3C 1~IAY 3, 2006 It has been determined that we wish to participate in the Atlantic Beach Public Access Beautification Program with regard to landscape and possible hardscape at the 15"` Street acccsss. We have determined that with the construction of two new oceanfront homes to the north of the access, this would seem to be the most opportune time to do the beautification work. We have solicited the architectural work for the access from Gary R. Crumley as well as ~" his proposal for landscaping, irrigation and hardscape work. With a deep well located on my property at 1515 Beach Avenue, we have deemed it appropriate to irrigate from that source. With this in mind, we are asking the City to contribute ~3;560'towazds the ~,f/D,dtJ ~. i landscaping and irrigation work proposed. As for the hatdscape, I feel with the recent openuig ol'the arrays for public parking, it would prove beneficial to also improve the hardscape in which these cars now park. ~. With an estimated cost of $21,575,1 would also like to ask the City to wntribute $3,580+ '~~°O° ,® towardq this part of the overall beautification project. This access is unique in its new relationship of cars parking and the fact that this was decided without any overall improvement to the existing parking area. In compliance with procedures published by Atlantic Beach Public 13eautiticatian Program dated October 2002, we have formed an ad hoc committee of 15~' Street homeowners £or this project. Chair: ~e~ ~''~ ~ l X15 ~ l'S l1 ~~K ~ ~ ~. Vice Chair: ~o ~S ~ r~,,,v. ~So Z ~ ~~ e~ ~~ Secretary: G ~~~ ' i,~a~~ 2."c~l (5 ~ ~- Treasurer: ~~ ~ ~ ~-4r,-~~3 We wish to besin this project as soon as possible. "' Thank you, ~`"' 1515 Beach Avenue ~+ W ~O rti' ~"' ~ NU~y ~ s'7 ~r d' ~ `~ ; i Z O \Q W W J o Q n `~ L spa ~a~~sa~~xss c ,~ ~L~ 'd2~ Y v1 ~1 ~..Ji Wl'N ~l ~ul~ W '. O +~ ~ t V ~ a7S 4 ~ a ~~ ;3t1.;'d~q~ ~~~a'~~ ~3~.~ ~ ~~ q' ~ ~ ~ ~-+ ~ o ~~~~~~~~~ ~~ ~s ~~~ ~~ ~ ~ ,~ b _ 1 z ~ € ~ a X W mosou cwma uE d e R U F- ~ KX F: w W w a ~^ w ~ I-- ~ ~ -, o ~ (/7 an ~- o a° yo n ~o vWi ~- ~c z N a7n ~ ~- ~ 3~ ~ O J ~ Z ~Z pt~- N~ YO O ~ J~ °~ X pp~ ~j 2ZZ O° O ~ N~ N NW W° J X > U' j t9 ~ ~ O X , Z Q t j ~ i7 t~M ~M JJ U ~ ~ ~ W< ~~ m ~W ~~ i : ~ r u E 30 ~ ~ cri g ~ b ~ OD rp R/W LINE "~ CCCL +• Z X ~$ -~ ~ W '~ a s ~ ~ ~ ~ °J W J~ LL J 4. W ~~' ~ a =~ ~ J m~a ~~ ~° °~ BEACH AVENUE 40' RIGHT OF WAY (PAVED) X v Z W ° N W K a U W ^ r R!~ ~e a~ ~~ o~ ~h I~ Z o~ ~~ ~, AGENDA ITEM #8C MAY 8, 2006 PUBLIC BEACH ACCESS BEAUTIFICATION PROGRAM Revised 8/25/03 ~'" Purpose: To encourage, through a "share-cost" matching program, landscaping enhancements to the beach accesses 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 (Tide 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 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. Xeroscaping 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 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 abeach 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. 0 ~. AGENDA ITEM #SC MAY 8, 2006 3. Staff will be responsible for approving a preliminary plan, which will be presented to the City Commission for 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. 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 rental equipment costs and any other materials needed to complete the project. See the attached ~" City requirements for the irrigation system specifications. 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. 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. The City will set up a revenue account to deposit the collected funds. If the City Commission approves the plans, the City will reimburse from the matching funds the costs incurred for the design of 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. ~. 5. The City will be responsible for having all public utility locations marked. 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. 6. Vendor estimates are to be given to the City 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 $2,501 to $5,000 Selected vendor + two additional quotes 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. 8. One year and every year after the completion of the project, 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.