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Agenda Item 6AAGENDA ITEM # 6A AUGUST 13, 2012 RESOLUTION NO. 12 -11 A RESOLUTION OF THE CITY OF ATLANTIC BEACH, FLORIDA ADOPTING THE CITY OF ATLANTIC BEACH STRATEGIC PLAN DATED JULY 2012 WHEREAS, solving some of the largest problems or realizing some of the greatest opportunities for a community often takes a considerable amount of time and commitment of community resources over many months and sometimes years, and WHEREAS, a city government only has a limited amount of time, money and resources to solve problems or realize opportunities, so a process is needed to determine which goals are the most important, and WHEREAS, the City of Atlantic Beach has used a strategic planning process to determine which goals should receive scarce time and resources and that practice over many years has led to many major improvements in the community, and WHEREAS, the Mayor and Commission has again conducted a strategic planning process in April of 2012 resulting in the most recent yearly Strategic Plan entitled "City of Atlantic Beach Strategic Plan July 2012 ", and WHEREAS, it is appropriate for the Mayor and Commission to formally adopt this Strategic Plan for the upcoming year. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COMMISSION OF THE CITY OF ATLANTIC BEACH THAT; 1. The City of Atlantic Beach Strategic Plan July 2012 is hereby adopted, and 2. City staff is directed to focus their best efforts toward the accomplishment of the goals and objectives outlined in the Strategic Plan, and 3. The Mayor and Commission of Atlantic Beach support to the extent possible the legislative and budgetary steps needed for the accomplishment of the goals contained in the Strategic Plan. ADOPTED by the City Commission of the City of Atlantic Beach this 13th day of August, 2012. MIKE BORNO Mayor APPROVED AS TO FORM: ALAN C. JENSEN, ESQUIRE City Attorney ATTEST: DONNA L. BARTLE, CMC City Clerk I F h ti rl 1 I � I I i 4 � I ffff [j}p � 5 • ' 1 + I • � I it 111 I I I I F I 'F ` I Al I i } iF F I F mm; I ili r , I I �� I � I 1 5 I AGENDA ITEM # 6A AUGUST 13, 2012 City of Atlantic Beach Strategic Plan July 2012 This draft report of the strategic goals set by the Atlantic Beach City Commission in 2012 has been prepared for commission review, amendment and adoption. Most successful cities have utilized a strategic planning process for their elected officials to envision and prioritize the goals, aspirations and desires of the community for the long term. Because the plans often look ten or more years into the future, the goals that they outline are the "big picture" items that usually require considerable time, funding and legislative support. Strategic planning has been used in Atlantic Beach for 12 years. Numerous accomplishments have been realized through this process. The stormwater system has been re- engineered, rebuilt and, in some cases, installed where none existed to begin with. Major street flooding is no longer a common occurrence. The City's park system has been developed and expanded. Master plans have been developed and utilized for capital planning for the City's water, sewer and stormwater systems and the levels of maintenance and operation for those systems have improved dramatically. The City has utilized conservative budgeting with a long term focus to maintain and upgrade service levels while getting most of the capital projects accomplished without issuing new debt. Each year, the City Commission has held several workshops to discuss and prioritize the goals that are most important to the community. This process usually occurs in the spring so that the resulting Strategic Plan can be incorporated into the upcoming budget beginning on October 1St This report includes a summary of the goals for the 2012 -13 year in priority order followed by a description of the goals, background information and discussions held by the City Commission. Many of these include a preliminary look at the work plan to get the goals accomplished and expected timelines. An essential component of this report is a spreadsheet listing the goals as well as the work plan. It has been the City's practice to provide a status report on each of the goals to the City Commission using this spreadsheet format on a quarterly basis. Due to the fact that many of the goals will require Commission action to move forward, the quarterly reports often serve only as a reminder of the steps that have been taken and that are underway to accomplish the City Commission's goals. ,dim .Manson City Manager PA A l�T�. TTi A vi.✓� i y il.lrl Tr VA AUGUST 13, 20I2 List of Prioritized Goals for Strategic Plan Year 2012 -2013 1. Union Negotiations 2. Budget 3. Pedestrian Safety 4. Atlantic Beach West Integration 5. Encroachment on and expansion of parks 6. Mayport Corridor 7. Enterprise Application 8. Tipping Fee Negotiations 9. Community Visioning Project 10. Police Building 11. Town Center Parking 12. Marsh Master Plan Improvements Several other issues were discussed and ranked by the Commission. These received lower rankings and, because of time, manpower and budget constraints, are not considered to be strategic priorities to be pursued over the next year. They include an Organizational Review, the Selva Marina Golf Course, a Charter Review, the Interlocal Agreement with Jacksonville, a Staff Succession Plan, the Wastewater Plant Expansion, Speeding, Beach Access, Commission Working Relations and the Fire Service Contract with Jacksonville. AGENDA ITEM # 6A AUGUST 13, 2012 Goal Statements, Background and Description 1. Union Negotiations Goal This goal is to provide a balance of pension plans and other employee benefits that are fair to existing employees, and enable the City to recruit highly qualified applicants to provide the necessary services, and that are sustainable from a cost standpoint in the long term. Background and Description; Pension costs in most cities across the country have been rising rapidly over the last ten years. Atlantic Beach is no exception. The City's contribution to the General Employees Pension Plan will increase from $288,000 in 2002 (11.4% of payroll) to $1.44 million in 2013 (26.3% of payroll). Most of the increases resulted from lower investment returns in recent years although other factors have contributed. Amendments were made in 2008 to increase the employee contributions to both the Police and General Pension Funds. Several additional changes were made to the General Employee Plan that affected newly hired employees with reduced pension multipliers and increased vesting time. However, the savings from these amendments have been more than offset by poor investment returns. A study of various options to amend the pension plans to lower the future cost was presented to the City Commission in the Fall of 2011. The current City Commission took up the issue in a series of SHADE Meetings (not open to the public) which were ongoing at the time of the strategic workshops. The intent of these meetings is to arrive at a consensus on proposals to be presented to the unions and other employees with a goal of getting negotiations completed by September 30, 2012. The City Commission has recognized that proposals may result in higher costs initially to the City, but would result in savings in the long term. 2. Budget Goal The goal this year is to prepare, present, amend and adopt a budget that provides for the continuation of current service levels and includes funding, to the extent possible in these difficult economic times, for various capital projects that have been identified as desirable. Background and Description Cities across the nation have experienced a severe economic downturn over several years and indicators show that there is no quick recovery in sight. Property tax revenues have declined because of lower property values, interest revenues have plummeted to levels that haven't been seen in many years, healthcare costs have increased well above the rate of inflation and pension costs have continued to climb. The consensus of the City Commission during the strategic workshops was that Atlantic Beach residents will demand that service levels be maintained at their current high levels, even if some rates for taxes or other services have to be increased, but only as a last resort. Finding possible ways to maintain the service levels is highly desirable and will be the subject of considerable planning and discussion during the budget workshops. AC.FN1)A ITEM # 6A AUGUST 13, 2012 Several capital projects were discussed by the City Commission as desirable including a list of public access improvements from the recently approved Marsh Master Plan, funding for a new Police Building and other park and pedestrian improvements. 3. Pedestrian Safety Goal; This goal is to provide the most inviting and safe environment in Atlantic Beach to support an active beach lifestyle involving a wide range of pedestrian activities. Background and Description One of the most attractive things about living in Atlantic Beach is the high level of pedestrian traffic; bicycling, walking, running, skateboarding and so on. People of all ages are involved in most of these activities and they are generally seen as safer here at the beach than in a more fast paced urban environment. Unfortunately, there have been a significant number of serious pedestrian accidents in recent years involving motor vehicles, some of which have resulted in fatalities. There are a variety of causes for these accidents and they have occurred at numerous locations. There is no clear and simple "fix" to make pedestrian activities safe. Various solutions have been discussed ranging from more visible and decorative pedestrian crosswalks to additional stop signs and speed humps. City Commissioners agreed that the first step will be in getting a report from the Police Department outlining the causes of each of the major accidents and possible solutions. 4. Atlantic Beach West Inteeration Goal: This goal is improve the quality of life in neighborhoods and commercial areas that surround Mayport Road by identifying, encouraging and empowering community leaders to become actively committed to the betterment of their neighborhoods by forming partnerships with City officials. Background and Description While most parts of Atlantic Beach have strong and cohesive neighborhoods and many residents are actively engaged with city government, other areas of the Mayport Corridor continue to struggle with high crime rates, neighborhood blight and low property values. Some neighborhoods are also known for drug activity that in turn contributes to the degradation of housing and other environmental conditions. A major goal of the City Commission is to find and encourage leaders in the west side of Atlantic Beach to become involved in community decision making. This would empower and encourage buy -in from previously neglected neighborhoods which should result in better community cohesion, improved property maintenance and higher property values. The major goal of this effort is to create a better sense of community and enhanced environmental conditions for our neighborhoods. The City Commission discussed the need to have considerably more interaction between City leaders and residents on the west side. A consensus reached in the strategic discussions was to use a community visioning process to provide positive opportunities to inspire community 5 AGENDA ITEM # 6A AUGUST 13, 2012 involvement across the entire city, with specific emphasis on residents from the west side of Atlantic Beach. A specific timeframe for this visioning project was to have it completed in time for consideration in the strategic workshops in 2013 which have usually been conducted in February or March of each year. Because community visioning projects may often take many months to complete, work on this project should begin immediately. 5. Encroachment on and Expansion of City Parks Goal; This goal is to preserve and protect Atlantic Beach's outstanding system of parks from future encroachments. Background and Description Atlantic Beach is a small community that is largely built out with very little vacant property. Land for new parks and other public facilities is scarce and expensive. The community has debated the possible location of new public facilities, like stormwater ponds and new buildings, in park lands several times in recent years. Public opposition to these proposals has usually been extensive. The City Commission expects that normal community needs for new facilities and buildings will give rise to similar issues in the future and park land will be proposed as a logical or low cost solution. It is the City Commission's intent to preserve and protect the park system against possible loss of lands in the future. Discussions in the strategic sessions included the possibility of requiring public referendums before encroaching on park lands or using deed restrictions to protect parks. The work plan for this item is to identify a range of strategies and options to protect the parks while maintaining the City's flexibility to address future needs and then to implement one or more solutions that best fit the community's needs. 6. Mavnort Corridor Goal; This goal is to build, encourage and support a vibrant commercial corridor and strong residential neighborhoods along Mayport Road and adjoining neighborhoods. Background and Description Improvements to the commercial areas along the Mayport Corridor have been a strategic focus of the City Commission for many years. Specific concerns have evolved around crime levels, traffic, pedestrian safety, blighted appearance and various other problems. Much has been accomplished in recent years through proactive Code Enforcement, crime reduction, street beautification, and zoning changes affecting signage, building fascias, fencing and regulating the types of suitable businesses. Much more is needed and additional progress will require new approaches. One factor making this difficult is that much of the manpower devoted to the Mayport Corridor goal in recent years has been funded by various grants which are no longer available or available at lower amounts. A second problem has been the decommissioning of several Navy ships stationed at NS Mayport and the resulting reduction in local workforce. 2 A!`_RT.TTI A T PUMA {{ K AUGUST 13, 2012 7. Enterprise Applications Goal; This goal is to provide modern software and equipmentfor the City's Enterprise Application to ensure efficient and effective operations of user departments, and to give access for citizens and businesses to interface with their local government. Background and Description Atlantic Beach has used the same mainframe computer software application for over twenty years. It is an outdated "green screen" system that is very reliable and accurate, but difficult to use, and has only limited functionality compared with the systems used by many other cities. It has proven very difficult to manipulate when the staff has needed to find specific, non - routine information. It is also problematic to locate staff trained to support such outdated equipment and software. The City's staff has investigated various software applications extensively, and has made several trips to other cities to see newer systems in operation and to talk with staff about their experiences and recommendations. Two conclusions of this effort are that there is a significant cost to upgrade to more modern software and any change to a new Enterprise Application will require a large amount of staff time for retraining and conversion. The consensus of the City Commission during the strategic discussions was to have staff present the costs, advantages, and disadvantages of a new system for review at the upcoming city budget workshops. It is understood that the conversion, if funded, will be done in phases and completed in a three to five -year time frame. 8. Tipping Fee Negotiations Goal; This goal is to resolve the issue of the City of Jacksonville about payment of tippingfees for the disposal of refuse from Atlantic Beach at the Jacksonville landfills in a manner that is fair and equitable to both sides. Background and Description The City of Atlantic Beach entered into an Interlocal Agreement with the City of Jacksonville in 1995 that provided for the payment of landfill tipping charges at a point in the future when Jacksonville no longer uses property taxes to fund landfill operations and instead charges a solid waste residential collection fee to Jacksonville residents to cover all the solid waste costs. Jacksonville officials have included the payment of a tipping fee from Atlantic Beach in their FY 11 -12 Budget. Information provided to Atlantic Beach officials to support the Jacksonville claim has been limited, inconclusive and, in some cases, contradictory. Atlantic Beach and Neptune Beach (which has a similar provision in their Interlocal Agreement with Jacksonville) have jointly hired a solid waste consultant that is presently gathering information to be able to form an opinion as to whether or not the contract conditions requiring payment of tipping fees have been met. When the report is available, it will be appropriate for Atlantic Beach officials to determine whether or not the fees should be paid and, if not, the appropriate steps to take. 7 C P N Nr)A TTFM # (,A AUGUST 13, 2012 9. Community Visioning Project Goal; This goal is to utilize community inputfrom a multitude of neighborhoods, groups and individuals to outline a long term vision that captures the long term hopes, dreams and aspirations of the community. Background and Description While this was scored separately as a goal under the strategic planning exercise, it is more properly considered a tool or strategy to accomplish several of the other goals that have been identified by the City. Community planning and integration of the west side of Atlantic Beach were the two other related discussion topics. The consensus of the Atlantic Beach West Integration goal was that a community visioning project will be completed before the next strategic plan discussions in 2013. Consequently, this goal should be consolidated with the Atlantic Beach West Integration. 10. Police Building Goal; This goal is to provide adequate physical facilities (building) to support the present and future needs of the Atlantic Beach Police Department. Background and Description The need to provide improved physical facilities for the Atlantic Beach Police Department has been discussed by the City Commission and incorporated into strategic plans since 2005. Several options have been studied ranging from the expansion and reconstruction of the present building to constructing an entirely new facility. Several different locations on city owned property have been studied as possible building sites. A decision was made by the City Commission in 2010 to build a new 14,000 sq ft building on the east side of the creek, directly across from the present building. Plans and specifications have been completed and are ready for bid. These plans were completed just before the new City Commission took office in November of 2011 and the outgoing Commission delayed any action so that it could be handled by the newly elected commissioners. Once the new Commission took office, concerns were raised about the location. An advisory committee of citizens was created to study the various options and make a recommendation back to the City Commission about how to solve the problem. Meetings of that Committee were ongoing at the time of the 2012 strategic planning workshops. It was the consensus of the City Commission to wait for the Committee's recommendation prior to making any final decisions on construction. 11. Town Center Parkin Goal; This goal is to consider possible legislative solutions to the parking deficiencies in the Town Center area created, in part, by granting waivers to businesses wishing to locate or expand in the Town Center area. Background and Description The City Code contains requirements for the number of parking spaces to be provided by businesses based on their type and size. Waivers to Code requirements have often been granted when it was impractical for new or expanding businesses to acquire and develop parking lots in increments as small as four spaces. The City Code provides for either an AGENDA ITEM # 6A AUGUST 13, 2012 approval or denial of the parking waivers and the City Commission, wanting to promote business, has been reluctant to deny these requests. The City of Jacksonville Beach has instituted an innovative program where businesses in similar situations can pay the City for parking waivers. The price for these waivers is based on the estimated cost to purchase and construct parking lots. Parking requirements can be paid on a per space basis. Once the City has collected sufficient funds from businesses to pay for construction of a new lot, then public parking can be acquired, developed and maintained on a more efficient basis. The City Commission indicated a desire to look into a similar requirement that would help alleviate the parking problems in Town Center while allowing for orderly and efficient growth of new business. 12. Marsh Master Plan Improvements Goal; This goal is to plan for, fund and construct the improvements recommended in the Marsh Preserves Master Plan which was approved in April 2012 over a multi year period Background and Description Atlantic Beach recently acquired approximately 350 acres of mostly marsh property located on the western most side of the City that connects the Tideviews and Dutton Island Preserves. The acquisition of this property and the resulting ability to improve public access to the marsh has been on the City's strategic list of goals for several years. A first project already completed was the construction of Sunset Pier which provides for public viewing, fishing and kayak access in deep water adjacent to the Tideviews Preserve. The next project planned is the addition of two scenic overlooks along the west side of Atlantic Beach and a kayak launch on the north end of Dutton Island. The City has applied for a grant to pay 50% of the cost. The consensus of the City Commission was to continue planning for new projects as grant funds are available and matching funds can be budgeted. Particular interest was expressed by several Commissioners in the construction of the PedPath between the two existing parks. 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