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.