Exh EATTACHMENT E
MARCH 28, 2005 COMMISSION MEETING
March 28, 2005
MEMORANDUM
To: Mayor and Commissio
From: aim Hanson, City Mann
Subject: Strategic Planning Work ops
The strategic planning worksho~s for the upcoming year have been scheduled for Wednesday,
Apri16`~' and Thursday, Apri17` .Both will begin at 5:00 and will be held at the Sea Turtle Inn
in the Plantation Room (North). Supper will be served each night and meetings are expected to
last until approximately 9:00 pm.
Several items are attached for your review prior to those meetings. The first is a schedule for
both meetings that has been prepared by our facilitator, Howard Smith. Next is a list of major
issues that city staff is reconunending for discussion. Third is the final quarterly report for the
2004-OS strategic plan year. Last is a revised proposal from Winter and Company to provide
services in connection with the community character project.
If you have any questions or need any additional information prior to the workshops, please do
not hesitate to call.
cc: Department Heads
CITY OF ATLANTIC BEACH
' ' Strategic Planning Workshop
April 6-7, 2005
General Outline
Wednesday, Apri16
S:OOpm Opening Session: Orientation and Overview
5:30pm Session II: Strategic Planning....Review (Assessing Our Progress)
. 6:30pm Break
6:4Spm Session III: Strategic Planning...Revision (Adjusting Our Expectations)
8:15pm Break
8:30pm Session IV: Strategic Planning...Renewal (Accepting New Challenges)
9:OOpm Recess
Thursday, Apri17
5:00 pm Session V: ...Renewal (Continued)
6:30pm Break
6:45pm Session VI: Strategic Planning....Ready, Set, Go (Adopting An Action Plan}
8:15pm Break
8:30pm Closing Session: Wrap-up
9:OOpm END '
City of Atlantic Beach
List of Issues to Consider
For Strategic Planning Sessions
April, 2005
A. New Issues
1. New Environmental Regulations.
The federal and state governments have proposed the implementation of several new
environmental standards that could affect Atlantic Beach's storm water and wastewater treatment
systems. Working to see that these are not unduly burdensome has taken a considerable amount
of administrative time as well as cost for consultants. Implementation of these new regulations
when adopted could cost several millions of dollars.
Most recent work has revolved around the Total Maximum Daily Loads (TMDLs). These are
federal requirements being implemented by the state that are intended to identify maximum
amounts of pollutants that any water body can receive without impairing the designated uses
such as drinking, fishing and swimming. The primary sources of human induced pollutants
include urban storm water, agricultural runoff, wastewater plants and septic tanks. A separate
standard for daily load will be established for each pollutant that impairs the waterways. Before
establishing each target, the state is supposed to identify the location, nature and degree of
impairment and work with stakeholder groups to find equitable solutions. The lower St. Johns
River Basin has been identified as one of the first areas in the state to go through the TMDL
process. Staff has reported to the Commission about recent meetings with "stakeholder"
committees to discuss the limits of nitrogen in the St. Johns River Basin. So far, we appear to be
most affected in the short term by wastewater plant standards, but the state is also getting the
word out that city storm water systems will be soon to follow. The Florida Storm Water
Association estimates the cumulative retrofit costs in Florida to meet the TMDL requirements
will be between one and five billion dollars and possibly much higher.
What should Atlantic Beach do to meet our environmental commitments? Florida is already
ahead of most states.in the country in implementing TMDL regulations and Atlantic Beach
already has several existing programs that are ahead of many other cities. Requiring new
development to retain storm water on site is certainly a step in the right direction. The city's
septic tank conversion policy is also well ahead of the enforcement being done by many other
Florida cities to comply with the state law to eliminate septic tanks. Several new projects are
also under consideration. The establishment of a Hopkins.Creek retention basin would increase
Atlantic Beach's percentage of area that is covered by retention facilities. Other drainage projects
identified in the Storm water Master Plan will also contribute. While additional funding for
these projects may be needed in the future, the present storm water fee of $4.00 per resident per
month is comparatively low.
Other possible steps to reduce or treat storm water runoff may be to regulate the ability of
-residents to pave wide driveways and parking spots on their private property and in the city's
right of way or.lo further address the regulations setting forth maximum impervious surface
areas.
There can be no question that the continued involvement by city staff in the stakeholder process
established by the DEP (along with the cooperation of the other beach cities) can help to see that
adopted standards are not unduly burdensome or waste scarce funds. However, one note of
caution is in order; current environmental "solutions" may not fit future environmental standards.
One example is the combined beaches wastewater outfall that was built several years ago to
remove the wastewater discharge from the Intracoastal Waterway and move it to the mouth of
the St. Johns River. The state seems now unwilling to consider that past expenditure as credit for
efforts already made to resolve the TMDL problem.
There are also other environmental actions "on the radar screen" that may result in more
stringent wastewater treatment plant standards and additional watering restrictions are being
discussed by the St. Johns Water Management District. As you will read in a later item in this
report, the reduction in water sales resulting from conservation efforts already made has
dramatically affected the ability of the city to pay for additional capital into the water and sewer
system..
B. Continuing Issues
1. Budget. ``
The City of Atlantic Beach continues to be in excellent financial condition. Service levels in
many departments have increased in recent years, contingency levels in each of the operating
budgets remain at 25% or greater and the city has been able to afford quite a number of projects
to benefit the public including adding parks, a City Hall addition and security improvements to
many facilities. In recent years many water and sewer upgrades have been completed in
accordance with the schedules in the master plans. However, in the last year, there has been
much less money available for water and sewer projects and future projections show that trend to
continue. The reason is that the average amount of water used per customer has decreased over
the last five years. The following chart shows the trend;
Water Consum tion Per Customer in Atlantic Beach
10!98 throu h 9/Q4
Date Months Average
Number of
Customers Volume of
Water Sold
x1,000) Average/Customer/
Month (x1,000) Change in
Average
Water Use
FY 98-99 12 6,567 971,770 12.3315
FY 99-00 ~ 12 7,492 1,054,893 11.7335 -4.8'5%
FY 00-01 12 7,684 985,042 10.6828 -8.96%
FY 01-02 12 7,809 984,430 10.5053 -1.62%
FY 02-03 12 7,895 957,310 10.1046 -3.81%
FY 03-04 12 8,071 947,804 9.7861 -3.15%
TOTAL -20.64%
There are several possible solutions to this funding shortfall. One is for the city to "grow out" of
the problem. The city won't need additional water and wastewater plant capacity any time in the
near future. However, at a 2% percent per year customer growth rate, it may take several years.
Selling water to other cities is a possibility. Continuing to work to reduce costs will be necessary
and normal inflation rate increases in water and sewer rates will be needed each year. One
additional option would be to reduce the transfer to the General Fund for a couple of years until
more of the capital projects are completed.
2. Hopkins Creek Retention Pond
Acquisition of the land for the pond construction has been delayed because of differences in
appraisals done for the city and Sunrise Church. City staff recently obtained a copy of the
church's appraisal and a review appraisal is being prepazed. The results are expected soon.
Several possible solutions exist on this issue. The first is simply to drop the project. However,
the city may be turning away not only from a solution to the storm water flooding problems for
the adjoining neighborhoods, but also from a major opportunity to increase the percentage of the
city's storm water that is handled through storm water retention and treatment facilities (see
previous comments under TMDL issue). Delaying the project until some point in the future is
also a possibility, although the land may not be available when the city needs it. It is possible
that the review appraisal could be shared with church leaders and that some solution could be
reached on the purchase price of the property. The city could also condemn the property. The
last option would be to acquire other property for the pond. The review of options will be
presented to the City Commission by the consultants at the meeting on March 28, 2005.
3. Mayport Road Corridor Improvements
There are two projects under this heading that are being planned. These include the construction
of medians along Mayport Road from Atlantic Boulevard to the entrance to the Naval Station
Mayport and construction of a public entrance to the Post Office from Plaza. Drive.
The Mayport Road Access Management Study completed in October of 2003 called for the
construction of landscaped medians along Mayport Road to improve traffic and pedestrian safety
as well as the aesthetics of the road and the business climate. That study provided several
alternatives that included the possible elimination of some traffic lanes to make room for the
medians. The Florida Department of Transportation (FDOT) raised concerns about losing lanes
and Atlantic Beach funded a Mayport Road Traffic Analysis Report dated July'2404 to address
their questions. The FDOT concluded that the medians should be built without lane closiues.
Because the medians will be located both in Atlantic Beach and Jacksonville, and because
efficiencies can be gained by joining the two into one project, negotiations have been underway
between both entities. The FDOT has budgeted for resurfacing in FY 06-07, which would fund a
major portion of the project costs and has tentatively agreed to incorporate their resurfacing
project with the median project. Jacksonville has tentatively agreed to handle the construction
and FDOT has provided a proposed local agency project (LAP) agreement. Atlantic Beach is
also working with Jacksonville to come up with an interlocal agreement to facilitate this project.
While design can be started as soon as these agreements are complete, construction is not
expected until sometime after July of 2006 because of the FDOT's funding schedule.
Construction of the public access to the Post Office from Plaza Drive requires close cooperation
between Atlantic Beach and the Post Office because portions of the construction are located both
on Atlantic Beach (Plaza Drive) and on U. S. government property. Getting a conceptual
agreement with the Post OfFce that the entrance from Plaza Drive is needed and then working
with the Post Office to comC up with capital funds for their share of the construction has been a
long and tedious process. However, both Atlantic Beach and the Post Office now have capital
funds budgeted and the Post Office has authorized the design of their portion of the work.
Atlantic Beach will be doing the design in-house. The plan is to have both projects bid in the
same package. If one contractor can do both portions of the work, then there should be a cost
savings to both entities. The current estimate is for construction to be started this summer with
about atwo-month period for the work to be done.
' " 4. Community Character Planning and Implementation
The increasing property values in Atlantic Beach and the resulting rapid pace of redevelopment
have generally been positive for the city, but some of the projects have resulted in complaints
' from neighbors about the mass and scale of new construction. Related concerns about the tree
• - canopy, parking and storm water issues have also been raised. The City has held two workshops
to discuss strategies for preserving neighborhood character and traditional development forms
primarily in Old Atlantic Beach. Following the last workshop, a consensus seems to be focused
• - on addressing zoning related issues first, particularly those related to excessive mass and scale.
However, the concern over the recent removal of trees has caused a sense of urgency from some
people to consider additional tree regulations sooner rather than later. Direction regarding next
• ~ steps, specifically the decision to use additional outside consultant services from Winter and
• Company (and to what degree), should be included as part of the strategic planning for FY 05-
06. A revised proposal from Winter and Company outlining various alternatives has just been
received.
5. Personnel and Benefits
The need to recruit and retain city employees by having competitive wages and benefits has been
discussed by the City Commission often in recent years and is in the current year's strategic plan.
Several improvements to pay and benefits have been made although having limited funds
available leas caused for recommendations to remix salary and benefits so that the City could
"put it's best foot forward". Generally, these resulted in higher pay scales coupled with an
increase in the employee contributions to the pension funds and amendments to the funding
formula for pensions for new general employees. These changes have not been made without
controversy. While the city's blue and white-collar unions have approved the changes, the
Police Union has initiated the impasse process again. Some changes in benefits recommended
by the pension committee in the summer of 2003 have yet to be completed. These include the
continued step up of the pension contributions so that they are in line with adjoining
municipalities, the addition of disability insurance and increasing the amount of life insurance
coverage. One other important step is to update the city's pay plan, which was created in the
summer of 2001. As the market for employees changes over time, and as various jobs change, it
is important to reconsider an organization's pay plan on a regular basis to be sure to keep it
competitive.
6. Bike Paths/Sidewalks
The first three legs of multi-use bicycle and pedestrian paths have been budgeted. One is
complete and two are under design. These include both sections of Plaza Drive and the north
end of Seminole Road. Possible next phases include Seminole Road from the five points
intersection north to Selva Marina Drive, Plaza Drive west of Mayport Road, and Main Street.
During the last year, a list of new sidewalk requests has been prioritized by the City Commission
and the highest ranked projects have been funded. The continued extension of the city's
sidewalk network will be presented as an option during the upcoming budget discussions.
` 7. Information Technology (IT)
The city's IT system has grown dramatically over recent years to provide over 100 software
programs on the network that enhance the ability of employees in every department to do their
_ jobs. Some of these programs serve employees in most or all departments like e-mail. Others are
. used only by individual departments such as the Police connection to the JSO Report System. A
shiil~ in focus from the rapid addition of new hardware and programs for city departments to the
maintenance of those systems has occurred over the last couple of years. This is a result of the
many programs that are on the system, the increasingly difficult environment for IT security and
problems with making multiple programs work together. However, a number of major projects
are being planned for the coming year. The first and probably the most visible of these is the
upgrade of the city's webpage. A number of enhancements are anticipated as part of this change
including the ability to make electronic payments online, more on line application forms, the
addition of an automatic search function and an automatic notification system that would let
people who sign-up know when new jobs are posted or new bids are advertised.
A second major project is the replacement of the city's AS 400 mainframe computer with a more
modern version or with other smaller servers. Closely related to this project is the study of the
continued use of the HTE software for the mainframe applications including personnel, finance,
business licenses and building permits. Regardless of the outcome of the study, the city will
invest a considerable sum of money to update the hardware and software for the mainframe
applications.
Another important project is the continued replacement and upgrade of the city's telephone
system. Last year a new system was installed in the Public Works building. City Hall is
scheduled for the next upgrade. Last, staffcontinues to watch both the technology and prices of
the evolving wireless network to determine when it will become reasonably efficient to add
security cameras in city parks, water and wastewater plants and to provide additional wireless
access to employees in the field for programs that they can now only access on their PCs.
C. Ongoing Projects
Following are several ongoing projects, most of which are listed in the current strategic plan.
They may not be large enough to rise to the level of being considered strategic, but deserve
mention in this list of issues.
1. Security Issues
The City has made several improvements to the security at city facilities starting with water and
wastewater plants and the Public Works Building. A keyless electronic card entry system for
city facilities and remote controlled gates, have been installed. Future installations of this
technology should include City Hall and the Public Safety Building, remaining utilities
buildings, and our three community centers.
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Scope Page 1
Atlantic Beach, Florida
.Residential Design Strategies Services
Submitted by: Winter & Company
March 18, 2005
These services are organized in a menu of options that combine a series of service
_ modules, or "parts" which combine to form a comprehensive strategy for design in older
residential neighborhoods in Atlantic Beach. This project focuses on the older, smaller
lots, found between the beach and Seminole Street and Ahern and 11~' Street.
Option A
In this module, Winter & Company will organize and conduct athree-day on-site
charrette, which will include a series of focus group meetings and a public workshop, to
review traditional design features.
Part lA: Strategy
First, we will produce a summary strategy that defines how all of the potential code
. amendments and guidelines would work together and outlines the objectives for each. In
order to help participants understand the issues and establish priorities, we would produce
computer models of one block with traditional development characteristics. We also
would produce an image of the maximum development permitted under existing
regulations. Variables are expected to include: building height, setbacks, floor area ratio,
impervious coverage and parking. These materials would be presented in a public
workshop.
Part 1B: Mass & Scale Standards Outline
In this step we will work with the community to identify a mass and scale prototype for
the study area that would be considered appropriate. To do so, we will generate models of
three alternative approaches to development standards within the study block.
Option B
' In this option, the services described in Option A are provided AND, in addition, we
would develop two drags of the recommended design standards related to mass and scale.
The standards would be presented in a chart form, with an~accompanying explanatory
' ' memo. (That is, in a "planning" format, not a final code language form). We also would
produce a computer image of what those standards would yield. We would present this in
a public workshop (trip #2), and make minor adjustments to the tables on site, based on
' public comment. Some supplementary focus group meetings also would occur, to review
.. the proposals with key interest groups.
Staffwould then take this information and work with the community to refine the
standards and then convert the information into code language.
Winter & Company
Scope Page 2
Option C
This option adds more work by the consultants in revising the standards. To do so, some
additional modeling of alternatives would be provided. Based on the comments received
in the presentation of the previous drafts of the standards, the consultants would revise
the draft language and also create new. computer images of the likely outcome under the
recommended code. This option also adds in work on a tree ordinance. This would be
discussed at the same workshops as described for the zoning standards. A third (and
. final) trip is included, to present the revised standards. Staffwould then be responsible
for writing the appropriate code language.
Option D
This option adds creation of design guidelines to the scope of work. These guidelines
would provide a greater level of detail for design, addressing materials, building form,
windows, porches, etc. They could be used as an educational tool, and could also be
linked to special variances or other review e;cceptions. They could be used in a design
review overlay as well. No additional trips would be involved. Work on the guidelines
would be timed to progress throughout the course of the services described in the earlier
modules.
Winter & Company
Revised 3/25/2005 Winter & CO REVISED
. Project Budget Character Management System
Atlantic beach, Florida #~###
PART ONE -REFINE CHARACTER MANAGEMENT STRATEGY
PART 1A: Advance Analysis i~ Workshop Preparation
Review existing regulations and policy papers
Evaluate regulations and develop matrix of existing regulations
Define~model block context
Develop model of existing conditions
Produce models of permitted development under existing regulations
Prepare materials for public workshop #1
Personnel Rate Hours Amount Subtotal
N. Winter $155 30 $4,65D
H. Gregg $110 16 $1,760
J. Husband $100 16 $1,600
K.Good $80 30 $2,400
B. Shears $50 12 $600
L. Einsweiler (prelimn review & confer $135 4 $540
$11,550
PART 1B: On-site Work Sessions & Report (Trip 1 Activities)
Tour Project Neighborhood .
Conduct focus group meetings
Conduct public workshop #1
Develop models of alternative infrll scenarios for model block
Develop outline of mass/scale revisions based on modeling
Prepare strategy paper
Develiver working draft of paper to city
Personnel Rate Hours Amount Subtotal
N. Winter $155 40 $6,200
• H. Gregg $110 0. $0
J. Husband $100 0 $0
K.Good $80 40 $3,200
B. Shears ~ $50 D $0
.L. Einsweiler (prelimn review & confer $135 4 $540
$9,940
Reimbursable Expences -Part 1
Unit Cost Quantity Amount Subtotal
Airfare $450 2 $900
Ground Transportation $150 1 $150
Car Rental $50 5 $250
Accommodations $150 8 $1,200
Meals $50 8. $400
Photography $150 1 $150
Reproduction $150 1 $150
Plotting $50 4 $200
Workshop Materials ,~ $50 1 $50
Shipping $25 ~ 1 $25
~~ Total Part 1 Expenses: $3,475
Tota! fees i~ expenses, Part 1 $24,965
TOTAL COST - OPTION A (PART 1 ONLY)
$24,965
Page 1 of 4
Page 1
Revised 3/25/2005 Winter 8~ CO REVISED
PART TWO -Produce Draft Development Standards
PART 2A: Production - In-house
Develop revised computer models
Produce Draft #1 of Development Standards
Review comments on Draft #1 (conference call)
Produce draft #2 of development standards
(City staff may convert to ordinance form at this stage.)
Personnel Rate Hours Amount Subtotal
N. Winter $155 40 $6,200
H. Gregg $110 '12 $1,320
J. Husband $100 20 $2,000
K.Good $80 40 $3,200
B. Shears $50 20 $1,000
L. Einsweiler/Duncan Associates $135 4 $540
Total Fees Fart 2A $14,260
PART 2B: Community participatio n ~ Workshop #2 (Trip 2)
Conduct focus group session on Draft 1 of development standards
Conduct work session with City Cou ncil on draft 1 of development standards
Conduct community work session on draft 1 of develoment standards
Personnel Rate Hours Amount Subtotal
N. Winter $155 40 $6,200
H. Gregg ~ $110 0 $0
J. Husband $100 0 $0
K.Good $80 40 $3,200
B. Shears $50 0 $0
L. Einsweiler/0uncan Associates $135 0 $0
Total Fees Part 2B $9,400
REIMBURSABLE EXPENSES -PA RT 2
TRAVEL
Unit Cost Quantity Amount Subtotal
Airfare $450 2 $900
Ground Transportation $150 1 $150
Car Rental $50 3 $150
Accommodations $150 4 $600
Meals $50 4 $200
Photography $100 1 $100
Reproduction $100 1 $100
Plotting $50 4 $200
Workshop Materials $25 1 $25
Shipping $25 1 $25
Total Part 2 Expenses: $2,450
TOTAL COST - PART Z $25,110
'TOTAL COST - OPTION B (Parts 1 8~ 2) $51,075
Page 2 of 4
Page 2
Revised 3/25/2005 Winter & CO REVISED
FEES PART THREE -Finalize Development Standards 8~ Produce Tree Ordinance
Part 3A: Produce Final Development Standards
Produce final draft (#3) of development standa rds
Prepare materials for workshop #3
Personnel Rate Hours Amount Subtotal
N. Winter $155 20 $3,700
H. Gregg $110 16 $1,760
_ J. Husband $100 16 $1,600
K.Good $80 24 $1,920
B. Shears $50 24 $1,200
' L. Einsweiler/Duncan Associates $135 4 $540
Total Fees Part 3A 510,120
Part 3B: Develop Tree Ordinance
Reviewtree ordinance issues & objectives
Develop draft 1 of tree ordinance
. Develop second draft of tree ordinan ce
' Personnel Rate Hours Amount Subtotal
N. Winter $155 8 $1,240
H. Gregg $110 20 $2,200
J. Husband $100 8 $800
K.Good $80 20 $1,600
B. Shears $50 8 $400
L. EinsweilerlDuncan Associates $135 4 $540
Total Fees Part3B $&,780
Part 3C: Community Participation 8 Workshop #3
' Conduct work session with council & conduct public workshop
Personne! Rate Hours Amount Subtotal
N. Winter $155 24 $3,720
H. Gregg $110 0 $D
J. Husband $100 0 $0
K.Good $80 0 $0
Total Fees Part 3C $3,720
REIMBURSABLE EXPENSES -PART 3
TRAVEL
Unit Cost Quantity amount Subtotal
Airfare $450 1 $450
Ground Transportation $150 1 $150
Car Rental $50 2 $100
Accommodations $60 2 $120
Meals $50 2 $100
Reproduction $100 1 $100
Workshop Materials $25 1 $25
Shipping $25 - $0
`Total In-House Expenses: 51,045
' TOTAL COST -PART 3 521,665
TOTAL COST - OPTION C (Parts 1+2+3) $72,740
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Revised 3/25/2005 Winter & CO REVISED
FEES PART FOUR -DESIGN GUIDELINES
Part 4A: Produce Residential Design Guidelines
Develop strategy for use of guidelines
Develop draft 1 of design guidelines
Develop draft 2 of design guidelines
Develop final draft of design guidelines
Personnel Rate Hours Amount Subtotal
N. Winter $155 32 $4,960
H. Gregg $110 20 $2,200
J. Husband $100 16 $1,600
K.Good $80 80 $6,400
B. Shears $50 40 $2,000
Total Fees Part 4A $17,160
REIMBURSABLE EXPENSES -PART 4
Unit Cost Quantity Amount Subtotal
Airfare $450 - $0
Ground Transportation $150 - $0
Car Rental $50 - $0
Accommodations $150 - $0
Meals $50 - $0
Reproduction $50 1 $50
Plotting $50 - $0
Workshop Materials $50 - $0
Shipping $25 1 $25
Total {n-House Expenses:
' $75
TOTAL COST PART 4 $17,235
Total Option D (Parts 1+2+3+4)
$89,975
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