Agenda Item 8AAGENDA ITEM # 8A
JANUARY 9, 2012
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Request for Financial Assistance related to Community Garden on
City Property located on Dutton Island Road
SUBMITTED BY: Jim Hanson,
DATE: December 22, 2011
BACKGROUND: The City Commission received a request for funding at the last meeting
from the "Dutton Island Gardeners" (DIG) requesting matching funds to
develop and maintain a community garden on property on the south side
of Dutton Island Road. With their written request (copy attached), they
submitted a budget for initial costs totaling $5,350. The budget included
purchase of a small utility shed, installation of a well and pump and
purchase of a variety of tools for maintenance of the community garden.
This request is similar to several others received by the City over the last
12 years from various groups of residents requesting matching funding
under the City's "Public Beach Access Beautification Program ". This
policy was expanded several years ago to include landscaping projects on
medians and public roads as well as the traditional beach access projects.
While this community garden project does not technically meet the
definition of allowable uses in the City program, it is otherwise very
similar to previous requests from other public groups. Specifically, the
use of funds will be on public property, a committee has been formed (so
that this is not just a project requested by an individual and therefore more
likely to be continued into the future) and there is a community benefit
from this project.
The project came about as a result of actions initiated by the Atlantic
Beach Police Department. This was originally an overgrown lot that the
Police cited as being a location for criminal activities. City crews had
been called in on several occasions in the past to clean up the lot. Liens
had been filed to recoup the City's costs. With concurrence of the City
Commission, the City Attorney initiated legal action to foreclose on the lot
and it was ultimately deeded to the City of Atlantic Beach. The question
then became how best to utilize the lot to prevent criminal activity on the
lot in the future. The DIG group approached the City Commission several
months ago for permission to use the lot as a community garden, and that
request was approved.
AGENDA ITEM # 8A
JANUARY 9, 2012
While this request does not technically meet the definition contained in the
City's program, it can be approved by the Commission as an exception to
the policy without needing to amend the policy itself. It is unlikely that a
scenario quite like this one will be brought to the City Commission's
attention again in the future.
BUDGET: No funds have been budgeted by the City for matching any of these
projects for several years due to budget constraints. If the Commission
chooses to approve the request and follows the policy previously
established, a maximum City investment would be $2,500. The funds
could be taken out of previously budgeted accounts, although a request
would be made to the Commission at a later date for the amount to be
added back in connection with the next budget amending ordinance.
RECOMMENDATION: Approve the request of Dutton Island Gardeners for matching funds to
construct and maintain a community garden on the City -owned lot on
Dutton Island Road. This project will not only solve a longstanding crime
problem that has become a blight upon the neighborhood, but may also
help serve to "build community" in one of the targeted areas related to the
Mayport Corridor Project.
ATTACHMENTS: 1) Request from Dutton Island Gardeners presented at Commission
meeting on December 12, 2011.
2) Public Beach Access Beautification Program revised 8/25/03.
AGENDA ITEM # 8A
JANUARY 9, 2012
Dutton Island Gardeners, or DIG for short, is in the process of creating a community garden at 96
Dutton Island Road near the Donner Community Center in Atlantic Beach, Florida. This project
aims to nurture a sense of community within the Donner area while setting aside space for the
cultivation of homegrown produce.
We believe a community garden will offer numerous benefits to the surrounding residents. It is
our hope to improve the quality of life for those who involved (plot owners, volunteers and
neighbors). We also seek to be a catalyst for community development and assist in the
beatification of the Mayport area. The main goal of DIG is to provide nutritious food in an area
where access to such is lacking and create opportunity for recreation, exercise and education. A
community garden can also help to reduce crime and provide opportunities for intergenerational
and cross - cultural connections.
The DIG committee is also furthering plans to develop educational programs to instruct on
different methods of horticulture and nutritious eating habits to garden members and the
community alike. It is our desire that the successful launch of this first garden property will
inspire a community garden movement that spreads to other areas of Atlantic Beach as time,
energy, and resources develop. Our long -term vision is to build this garden into a flourishing and
self - governing group of surrounding community members dedicated to the cultivation of good
food and the sharing of agricultural knowledge.
DIG consists of a committee of members primarily from the Atlantic Beach area dedicated to the
creation and on -going upkeep and maintenance of the garden. So far, the committee has
organized two community forums to inform and discuss ideas with the surrounding families and
to gain support of our efforts. The response from the community has been extremely positive with
AGENDA ITEM # 8A
JANUARY 9, 2012
many people offering their time to volunteer through workdays, committee advisory positions,
and publicity advocates.
At this time we would like to ask the city for matching funds under the existing beautification
policy. We feel the garden is an ideal example of a beautification project deserving of matching
funds under the policy currently in place. The garden is located on a major city corridor leading to
the Donner Community Center and city's largest park —The Dutton Island Preserve. The location
of the garden is on a formally blighted property which was difficult to police and causing a
disturbance within the community. Its appearance was unsightly and contaminated with drug
paraphernalia, chemicals, auto parts, weeds, etc.
During the development of the garden, the committee and volunteers have cleared and cleaned
the empty lot of a tremendous amount of trash and debris. We have also added mulch, compost,
and soil to the existing ground, built our first four aboveground garden beds and planted several
vegetables in a demo bed. During this process we have received donations from businesses and
community members in the way of building materials and tools. All materials and equipment
used thus far have been strictly donated or borrowed.
The committee recently applied for and was awarded a grant for a rain barrel to help in our efforts
of water conservation. It is our hope to use the rain barrel along with an underground rain tanks
form the garden into a self - sustaining effort. We still hope to install a well, which would be a
means of access to water during times of water shortage or drought, a common occurrence in
North Florida during the summers.
AGENDA ITEM # 8A
JANUARY 9, 2012
We are thankful to the City of Atlantic Beach for their support thus far and for allowing us the
usage of the lot on 96 Dutton Island Road. We look forward to working with the commission and
the community to further and launch this project.
AGENDA ITEM # 8A
JANUARY 9, 2012
DIG Committee Contact List
• Brittany Norris Committee Chair - 912 856 3067 - brittmarie norris tit Yahoo.cotn
• Kody Hanavan Treasurer - 303 -588 -2813
• Genevieve Fletcher Fundraising Director - 904 - 465 -2293 - genevieve4eoe ilia il.com
• Sara Miles- English ( Garden Manager - 386- 690 -4941 - sarakme@hotmail.com
• Chris Himel I Volunteer Coordinator - 904.534.5921 - chime142ami~mail.com
• Scot and Laurie Walmer I Resident/Community Advisors - sawjaxbch c .yahoo.com
• Leslie Katz I Marketing Director - 908.770.8184 - lhka tz88(c j ,gmail.cotn
• Dezmond Waters I Community Outreach Director - 904 - 853 -6033
• Currently Interviewing I Education Director
AGENDA ITEM # 8A
JANUARY 9, 2012
December 2011 - Proposed Budget for DIG
(To add new items please send item name, section, price, and quantity to brittmarie.norris @yahoo.com)
Section
Item
Price Quantity
Total Price
Garden
4
$12.00
Kid's Wheelbarrow
$20.00
Tools /Supplies
Wheel Barrow
$60.00
1
$60.00
$8.00
Lawn Mower
$350.00
1
$350.00
Water Wand 36"
$12.00
2
$24.00
100ft Hose
$27.98
2
$55.96
Canvas Gloves
$3.00
4
$12.00
Watering Can
$10.00
1
$10.00
18 -Volt U -Tool Lithium Combo Kit
$269.00
1
$269.00
Tape Measure
$20.00
1
$20.00
15" Handsaw
$12.98
1
$12.98
12" Hacksaw
$17.00
1
$17.00
31cc 2 -Cycle Cultivator
$199.00
1
$199.OQ
Claw
$3.97
2
$7.94
Spade
$3.97
2
$7.94
12 Tine Rake
$6.99
1
$6.99
22 Tine Leaf Rake
$7.98
2
$15.96
Garden Rocker Seat
$7.98
2
$15.96
Gardeb Weeder
$3.97
1
$3.97
Short Garden Spade
$21.98
2
$43.96
Shovel
$9.98
2
$19.96
Hedge Shear
$17.98
1
$17.98
Tomato Cages
$199.00
1
$199.00
Gaden Fork
$25.00
1
$25.00
Building Supplies
/ 2x12x8 Planks (3 per bed w/ 24
Well
Beds)
$8.00
72
$576.00
4x4 Untreated Cedar (For posts)
$17.00
12
$204.00
White Roll Fence 24 "x15'
$19.97
8
$159.76
Arrow loft X 21ft Utility Building
$1,498.00
1
$1,498.00
Padlock
$20.00
1
$20.00
Well & Pump Installation
$1,300.00
1
$1,300.00
Community Events Grill
$150.00 1 $150.00
Education
Materials Kid's Gloves
$3.00
4
$12.00
Kid's Wheelbarrow
$20.00
1
$20.00
Kid's Garden Hoe
$4.00
2
$8.00
Kid's Shovel
$4.00
2
$8.00
Total $5,350.36
AGENDA ITEM # 8A
JANUARY 9, 2012
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 fiords,
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
minim ized 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 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 # 8A
JANUARY 9, 2012
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
wilt 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.