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Exh 8DAGENDA ITEM #8D MAY 13, 2002 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: Request from Selva Norte Homeowners Association for City Water on Four Medians SUBMITTED BY: Jim Hanson, C' DATE: Apri125, 2002 BACKGROUND: Attached is a request. from James Kolster, President of the Selva Norte Homeowners Association for the City to waive or reduce the water installation fee (and provide watery for four medians located on 20th Street, Selva Marina Drive and Mipaula Court. This group has received funding from the City of Jacksonville Mayor's Neighborhood Matching Gtant Program for $3,650.00. They previously requested support from the City of Atlantic Beach under the "Public Beach Access Beautification Program" but were fumed down by the City's Beautification Committee. This request does not meet the requirements. of the Program because the medians are not beach access points. The only private landscaping projects to receive approval for use of City Water for irrigation in recent years have been beach access points: However, in eazlier yeazs, several projects were approved that were not beach accesses. Some medians receive City water and are currently maintainedby the City such as those on Atlantic Boulevazd and Plaza. Drive. 'See the attached tabulation of landscaped medians in the City. Some other medians receive City water, but get little or no maintenance from City staff. These include most of the medians on Selva Marina and one of the Oceanwalk medians at a lift station on $azefoot Trace. Several other medians on public streets in the City are irrigated by private wells. These include Est of the other medians in the Oceanwalk Subdivision and one on Selva Marina Circle off 12th Street. There are many other medians on public streets that are not irrigated and include many in the newly acquired Selva Marina Subdivision, although there are several others. The Commission's decision in this instance may set a precedent for future requests. In recent discussions with the St. Johns Water Management District, the City has been advised to increase conservation measures by using wells for irrigation, install rain sensors oa irrigation systems, change our water rates to increase the cost for irrigation use, and otherwise discourage the use of City water for irrigation in the future. AGENDA ITEM #8D MAY 13, 2002 I BUDGET: RECOMMENDATION: First, the Commission should decide if it is appropriate for the City to commit the use of City water for irrigation of new mediaslandscaping projects. Given the statewide concern for water supply and the City's proper mle to set a good example to our customers, my recommendation is to prohibit the use of City water for future median projects (or beach access projects) if any other resources are available. Perhaps a better solution is to help pay the cost to:get wells installed, connect to existing well-fed irrigation systems or otherwise subsidize the project. Whatever the decision, if the City is to get involved in median landscaping projects, the Beach Access Beautification Program guidelines should be amended. ATTACHMENT:. (1) Letter from James IColster dated Apri115, 2002 (2) List of Landscaped medians in Atlantic Beach (3) Guidelines for Public Beach Access Beautification Program AGENDA ITEM #8D j MAY 13, 2002 JAMES R. KOLSTER 1871 Mlpaula Court Atlantic Beach, FL 32233 April 15, 2002 Jim Hanson, City Manager City of Atlantic Beach 800 Seminole Road Atlantic Beach, FI 32233 Dear Mr. Hanson, I hope you will recall our visit several months back wherein Ned Jardine and I outlined for you the general plans we have on behalf of the Selva Norte Homeowners Association .regarding the beautification of the road medians in our sub division along with the placement of "Welcome" signs at the two entrances to Selva Norte. I am President of the. .Association. Ned is Vice President. Subsequently we conferred with Bob Kosoy and then with Timmy Johnson. I Have attached a copy of our plans (minus the finer detail on the plantings themselves). I was informed that we could proceed with our plans for irrigation of the medians but that the cost for the installation of the water meters would be $ 885 each. That cost is beyond what can be accommodated by the funds we have generated for this project. I discussed this situation with Don Ford and he indicated that any appeal for relief on that cost would have to be made to you. Hence, this letter. We can fully understand the high cost for the installatiorrof the water meter on an individual private home site. That cost would be a strong inducement to instead do an installation of a shallow well; hence reduce the use of potable water for irrigation. For this installation there is ho such shallow well option possible. And, indeed, the property which will be irrigated is city property. You did encourage us to pursue the use of shallow wells of adjacent homeowners. In two of the four cases there is no such option available and in the other two cases we, upon further consideration, are concerned that while a current homeowner may agree to tap into his irrigation system the next homeowner may not. Having a scheme which avoids that possible future dilemma is a far more prudent plan. Hence, I request on behalf of our Board of Directors that the $ 885 installation fee be waived or at least reduced to the direct out of pocket cost for the meters themselves. The labor for the installation, I would expect could be done also by the city as this is a improvement which is of benefit to the city as well as to our subdivision. Thank you very much. Si rely, ~n S en 1) cc: Don Ford Timmy Johnson Bob Kosoy Selva Notre Homeowners Board AGENDA ITEM #8D MAY 13, 2002 Seiva Norte Homeowners Assn." March 21, 2002 To: Tim Johnson, Director Parks & Recreation City of Atlantic Beach ~Op~ From: James Kolster, President Selva Norte Homeowners Association 1971 Mipaula Court Atlantic Beach, FL 32233 904-247-6501 Re: Selva Norte Beautification Proposal Summary of Prooosal On behalf of the Board of Director of the Selva Norte Homeowners Assn. I am pleased to present plans for which we seek approval relating to improvements in our subdivision. Specifically, we wish to: (1) erect "Welcome" signs at each of the two entrance areas of Selva Norte, and (2) enhance the landscaping on the four road median within the subdivision which have suffered from neglect for the past several years. Details i ns We seek permission to place a sign with dimensions of 3' high by 4'wide which would read. "Welcome to Selva Norte" on the style similar to that which is seen at the intersection of Seminole Road and Atlantic Blvd. entrance into the City of Atlantic Beach. See sample shown in Note # 4 below. One sign would be erected on the relatively small median located on Selva Marina Drive approximately one city block length south of the intersection of Selva Marina Drive and Twentieth Street (see exhibit # 1). The second would be located on the north side of Twentieth Street on the city right-of-way near the drainage ditch approximately one and one-half blocks west of Seminole Road (see exhibit # 2). The work would be done by Ace Design. Sign Company.. Landscaping We seek permission to upgrade the appearance of four road medians located as follows: Selva Marina Drive (exhibit # 1), Twentieth Street between Selva Marina Drive and Mipaula Court (exhibit # 3), Twentieth Street between Colina Court and Vela Norte Court (exhibit # 4), and Selva Madera Court (exhibit # 5). This would include provision of irrigation of each area and the placement of new plantings . We have had the benefit of your assistance with regard to the plantings. Those details are shown in the pages attached to exhibits 1, 3, 4, and 5. Also with your assistance we have been assured that city water would be accessible at three of these locations without disturbing the road . The fourth location may or may not be able to accommodate this, but in that case we have access to the shallow well irrigation system of the adjacent homeowner. . AGENDA ITEM #8D MAY 13, 2002 Selva Norte Proposal, March 18, 2002, page # 2 Prooosal Finances x nses i ns (Includes installation) $ 4280 Landscapina Irrigation Access to city water or resident's shallow well via American Well & Irrigation -jack & bore pipes under roadway @ $ 400 each. $ 1600 .Installation of PVC pipe, valves (battery operated),. sprinkler heads, etc (done by residents of Selva Norte) $ 400 P antin s Estimate done via resident who is also a professional landscaper (A1A Landscaping) 3020 Total $ 9300 Financial Resources Selva Norte is the recipient of a City of Jacksonville Mayor's Neighborhood Matching Grant $ 3650 Selva Norte Matching Contribution to above Grant (via Selva Norte Dues during fiscal year 2001) 3650 Selva Norte Contribution via Dues for Fiscal year 2002 2000 Total $ 9300 Additional Needs .Please provide me with information as to what further steps are needed - e.g. permits for the sign placement and for any other aspects of this proposal. We welcome the opportunity to discuss this in further detail with you and with any other appropriate levels of responsibility. Thank you very much. James R. Kolster, President Selva Norte Homeowners Association AGENDA ITEM #8D MAY 13, 2002 Selva Norte Proposal, March 18, 2002, page # 3 Note # 1: A condition of the City of Jacksonville Mayor's Matching Grant requires a contribution in the form of in kind homeowners volunteer hours of at least 128 hours @ $10 which would be more than realized in the installation of the irrigation system and to some eMent the new plantings.. Note # 2: To deal with a cash flow concern, we would deal initially with the installation of the signs. and the access to water for each median and then proceed with the landscaping with attention first to the Twentieth Street medians, next the Selva Marina Drive median, and finally the Selva Madera Court median. Note # 3. There is another median in the sub division; located at the north end of Selva Marina Drive, but this median was improved several years ago by the residents who live on that cul du sac and, I understand, the support of the then Atlantic Beach Beautification Committee. Note # 4. Sample Sign display. Requests for City-Sponsored Beautification Projects On Medians and Rig ht of Way Location City Provided Water City Financial Su ort City . Maint. CosYof Water/ ear - Notes A. Older Installations Atlantic Blvd. Medians Yes Yes Yes $2,571 Reimb. from FDOT Plaza Dc Medians Yes ? Yes $172 Selva Marina Medians Yes' No No $328 'no irri ation; some s i ots onl N. end of Selva Marina Yes Yes No $594 Oceanwalk lift sta. Yes ? No $647 Other Oceanwalk medians No No No NA B. Recent Installations eiva Marina Cir. o ome' o A 'Turned down by Beaut Comm. for reimb. of costs, City provided only conduit & clean up, regressing of const. site Seminole Atlantic No Some' No NA City will install trees, developer will put in irri ation & maintain C. Beach Accesses Yes Yes No $1,665 7 accesses a c~ ~~ Ky- F+ M. w ~„ 3 N ~ O ~y N li A d AGENDA ITEM 1J8D MAY 13, 2002 PUBLIC. BEACII ACCESS BEAUTIFICATION PROGRAM PURPOSE: To enwurage, through a "share-cost" matching program, landscaping rnhancemettts to dtc beach accesses. Improvements are inttatdui to be vest-wrucious and aesthetically pleasing, with a strong emphasis on low maintenance, low wau;r constunption and a mittitnum of plant replacenttart. PROCEDURE: Promotive of the program will be by various media (Tide View, Beaches Leader, 9yers, etcJ. interested groupsand/or aaighborhoods will be given written information and guidelines. The Beautification Coordinator will be available to meet with groups for detail planning and rewmrmndations. Neighborhood residents will be responsible for the collection of funds, acquisition and installation of landscaping rnateriaVh~tigation system, and maintaining the beach access. The City will provide the wnneetion [o the proposed irrigation source and water to irrigate the newly landscaped area. The finished plan, with propo.ed vest and provisions far maintenance, will need prelirnioary approval by the Beautification Committx wilt final approval by the City Commission. The criteria for deciding which projects will be approved, and in what order, will be as follows: I . First priority will be given to the start date: A stag date is given when inurestcd citizens have formed a committee, the City Commission has approved final plans, . and funds have been collected. 2. Actual need (no work has been done to the area for at least two years); 3. Location and aesthetic value (to enhance the public's view of the area). COST: Expenses will vary dependent on size and configuration of the area to be landscaped. The exa`nt of landscaping, and type and number of plane to be installed, will govern dte planting cost. The program consists often steps fram beginning to final wmpletion. Each s[ep has specific procedures that must be followed to stay within the guidelines. 1. ]nterested citizens notify tlu Beautification Department of their desire to form a Committee for the purpose of beautifyittgJmaittuiaing a beach access in Atlantic Beach, 2. the group forms a Project Committee by electing a minimum of four offixrs: Chairperson, Vice Chairperson, Trcasurcr and Secretary. Meetings are held with the purpose of eompldiag the detailed landsulputg plans and providing a cost estimate fur the rww project. 3. Staff will be responsible for approving a preliminary plan, which will be presented to the Beautification Conmtittee for approval. All aspects of the project must be considered wyen drawing preliminary plws: irrggatiou, water tap to City meter, trees, plane, ahrobc, grass, mulch, txattract work, vendor estimates rental equipment case and any other muerials needed to complete the project. Scc tlu attachrd City requiremeou for the irrigation system speci9cations. 4: Once the preliminary plan is approved, a feral plan must be submitted to the City Commission for aPProval. 5. After the final plans are approved by the City Conunissioa, the Project Committee will be responsible for the eollecGOn of matching fitnds. New project funds will be matched, dollar pot dopar up to a .maximum of S2,S00 for a total of S5,000. This inchtdes any phasing drat must be imposed due to the size of the prgjuct. 'I'lu; City will set up a rovenue accamt to deposit the collected fitnds. If the City Commission approveY the plans, the City wt71 tt:irrtburse 6om the mstchirtg Rinds the costs incurred AGENDA ITEM IF8D MAY 13, 2002 for the design of tl[e plan. If the City Commission does not approve the plans, the City will not reimburse vests incurred for the design of the plan. 6. Thc City will be responsible for having all public utility locations marked. The Yrojcct Committx will be responsible for rwGfyi[[g the City seven days prior to any excavation work to allow enough tune for.the proper markings. The City will be responsible for installing a connection to the irrigation souru. The cost for tbis meter will be chazged w the project revenue accouat. 7. The Beautification Dcpartmrnt must approve all contractual work. 8: Vendor estimates are to be given to the Beautification Department sad a Purchase Order will be generated within 7 to 10 working days. The Purchase Order will be mailed to the requested vendor and the Beautification DeparCnent will contact the Committee Chairperson as to iu disposition. No purchases tan 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 IIuidelines for obtaining additional quotes: Charges up to 5500 No additional quous required. Flom 5501 to 52,500 Selected vendor + one additional quote From 52,501 to 55,000 Selected vendor + two additional quotes 9. A receipt will be given for each delivei of Purchase Order materials and signed by the receivu[g agent for the Project Committee. Receipts must be turned in to the Beautification Department withiq three working days a8er delivery so payment can be made w the vendor. 10. One year and every year after the eomplction of the project, the City will match up to 5300.00 of new donations for a combined total of 5600.00 per year for maintenancehastoration of existing projects. .AGENDA ITEM #8D MAY 13, 2002 SPECIFICATIONS FOR IRRIGATION SYSTEMS INSTALLER AT BEACH ACCESSES; 1. The City will install the water meter. The wst for tfiis meter will be charged to the project rovewe account. The Beautification Coordinator will coordnrate the installazion of the water meter prior to Ure installation of dre irrigation system. 3. The City will provide water at no cost to the Commirtee. 3. Tbc irrigation system must be instatled by a licensed irtigation contractor. 4. The Time/ControAcr installed must be a Rainbird RC series with mini click rain sensor (if electricity is available) or s Nelson SoloRain (if ~ electricity is avarlable). Ary electrical wiring needs to be appranxl and inspected by the City's Building Official 5, The rimer must be located on city property and a kry to the locked irrigation box must be provided to the Beautification Departnrenc. 6. The irrigation system installed must have rain srnsors and bacldlow preverrters. The raiu season must be located and installed as per instructions from manufacturer. 7, Timers should be sex for optimum wa[ering of plant materials while rnaintainirrg water wnservadon practices. Adjust irrigation programs to compensate for seasonal water requirorncnts. The City of Atlantic Beach recommends programming timers as follows: April - September 30: 3x/wcck if modcrotc rain; daily if no rain October -March 31: lx/week if moderate rain; 2x/weck of no rain New planting zones to tun for rro moro rhea 30 minutes per day for one week, new turf zones to run for no more than 30 minutes two times per day for ora: week. After one week, use the following schedule: shiub zone(s) to mn for no morn than 20 minutes, turf zone(s) for no moro than 30-45 minutes and flower zone(s) for no more than 45 minutex. Stag warn cycles no earlier than 3:00 a.m. and end no later than 6:D0 n.m. on water rycle days. 8. The City of Atlantic Beach has the right to inape;et the irtigstion system and regulate the water flow at any time. 9. The irrigation system will only be used to water city Property, not private property: 10. The Bcrtutifrca[ion Coordinator will be responsible for monitoring the water consumption.. Yf irregular water consumption occurs, the Beautification Coordinator will reduce the water consumptior and will advise the Project Canmittee Chairyr:raon. 11. Tho Project Committee will be rospoasible for the regular inspection of the irrigaziar system. If a problem oeeura with the imgation system, the Project Committee will (rave repairs casnpleted by a " licensed irrigatia~n contractor.