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Exh 8CAGENDA ITEM #8C AUGUST 25, 2003 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: Amendment to Public Beach Acces eautification Program SUBMITTED BY: Jim Hanson,S,iLv~~-a ~ _ DATE: August 13 , 2003 BACKGROUND: A citizearecently raised a concern about the approval of the beautification project for the 7 Street beach access. The City Commission appeazed sympathetic to the need to allow for full public comment whenever future projects such as this are approved. A proposed amendment has been drafted to include in the Public Beach Access Beautification Program that would require a public hearing and that signs be placed at the location. A copy of the program with the marked up language underlined is attached for your consideration. BUDGET: There aze no budget implications involved with this change. RECOMMENDATION: Consider the proposed wording amending the Public Beach Access Beautification Program and either adopt it as proposed or make amendments as needed. ATTACHMENTS: (1) Proposed revisions to Public Beach Access Beautification Program AGENDA ITEM #8C AUGUST 25, 2003 PUBLIC BEACH ACCESS BEAUTIFICATION PROGRAM Revised 10/28/02 Purpose: To encourage, through a "shaze-cost" matching program,. landscaping enhancements to the beach accesses and medians in City streets. Improvements aze 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 materiaUirrigation 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 azeas that aze run down or are not consistent with sun'ounding 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. Crroup 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 azea to be landscaped. The extent of landscaping, and type and number ofplants 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/ma;»ta;n;ng 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. AGENDA ITEM #8C AUGUST 25, 2003 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 hearin before approving_any project under this program A sign will be placed at the site notifyine citizens of the hearing at least one (i) week 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 aze 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 fimds. 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) yeazs 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 aze the guidelines for obtaining additional quotes: Chazges 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 into 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.