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Exh 3BAGENDA ITEM #3B ' MAY 28, 2002 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING , STAFF REPORT AGENDA ITEM: Proposed Revisions to Public Beach cess Beautification Program SUBMTTTED BY: Jim Hanson, Ci Ma DATE: May 20, 2002 BACKGROUND: At the last City Commission meeting, a request from the Se1va Norte Homeowners Association was presented. They had requested the City to waive the water tap fees for installation of services to irrigate four medians. The Commission also discussed their plans to install neighborhood signs. Action was deferred on their request and the Commission asked for staffto return with proposed policy amendments to the Public Beach Access Beautification Program to consider. Attached are three items. The first is a revised request from the Selva Norte Homeowners Association. Second is a chart showing the degree of City participation in median, beach end and right-of--way beautification projects on vazious types of streets in the City.. Third is a copy of the current Beautification Program guidelines with new language proposed that would allow for financial support for median beautification projects. It is necessary and appropriate for the City to prioritize expenditures. In this case, a general rule of thumb that has apparently guided City decisions in the past has been to put the money and maintenance into those areas in and along public streets, which are most visible to the largest number of people. The City provides all of the maintenance for the medians along Atlantic Boulevard, in the Town Center area and will soon provide maintenance for the Flyover landscaping, The City also provides varying levels of maintenance for medians on the major streets including Seminole Road, Plaza and Selva Marina. The City has an extensive program to support private groups in landscaping and maintenance in beach access points. However, assistance to private groups fior median landscaping and maintenance does not exist. It would seem appropriate to provide some assistance to organized private groups for median beautification, although possibly something less than what is currently,provided for the beach end Program. If it is the Commission's desire to provide assistance, four important criteria for evaluating requests would include visibility (how many people .AGENDA ITEM #3B MAY 28, 2002. see it), need (is the median run down in comparison with surrounding properties), water conservation, and the apparent commitment of the group to provide continuing maintenance after the installation has been completed. The proposed revisions to the Public Beach Access Beautification Program incorporate these criteria. BUDGET: The cost to the City depends on the number of median projects that would be requested. It would seem unlikely that the City would receive more than two or three such requests per year so the total cost of this proposed policy change would probably be a few thousand dollars per year. B.ECOMMENDATION: First, the Commission should consider if the proposed changes to the Public Beach Access Beautification Program should be approved. If so, the Commission should set the maximum amount to match for private funding for median projects in pazagraph 4. ATTACHMENT: If changes to the program are approved, the Commission should then consider the Selva Norte request. City staff has already reviewed their proposed plans for landscaping and have no objections. It is staff s recommendation that the Selva Norte landscaping request then be aPProved. There are no current provisions within the City Code for placement of .homeowner associations signs on public right-of--ways. However, several exist in the City including Seaspray and Selva Mazina. We recommend that the placement of two neighborhood signs be approved subject to concurrence of the Police Department on visibility and .provided they are constructed as outlined in the Selva Norte request. (1) Revised request from the Selva Norte Homeowners Association dated May 18w. (2) Chart on "Public Property Beautification and Maintenance in Atlantic Beach" dated 5/16/02 (3) Proposed revisions to Public Beach Access Beautification Program I AGENDA ITEM #3B MAY 28, 2002 PUBLIC. BEACH ACCESS AND MEDIAN BEAUTIFICATION PROGRAM Purpose: To encourage, through a "share-cost" matching program, landscaping enhancements to the beach accesses and medians in City streets. Improvements are 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 Leaders, flyers, etc.). Interested groups and/or neighborhoods will be given written information and guidelines. it 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 materiaUiaigation system, and maintaining the beach access and/or medians. ?''.:~ ^.: j S`i ic¢1-piwns~incivrmco[aoircvciio . The finished plan; a°°°`~`~°'~°° ^~-°-•-~"°° -°~`'- must receive -final approval by the City Commission rior to installation. The criteria for deciding which projects will be approved, °_a :_ --•'-°` °_a°-, will be as follows:.. s...a,. ~.....° ~.°°., °°n,.°«°a that get the most use will be considered hi hest riorities 2 Need• Those areas that are run down or are not consistent with surrounding 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 forirri ation is encouraged. 4 Group commitment Onl those groups with strong evidence of a continued commitment to continue the maintenance after installation will be considered for - ..,b,. Y Cost: Expenses will vary dependent on size and configuration of the area to be landscaped. The extent of landscaping, and type and number of plants to be installed will govern the planting cost. ..The program consists often eight steps from beginning to final completion. Each step has specific procedures that must be followed to stay within the guidelines. AGENDA ITEM #3B MAY 28, 2002 1. Interested citizens notify the C~ of their desire to forma Committee for the purpose of beautifying/maintaining a beach 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. Meetings are held with the purpose of completing the detailed landscaping plans and providing a cost estimate for the new project. 3. Staff will be responsible for approving a preliminary plan, which will be presented to the City Commission ~"° n°°••'~r-°~~~°''~-~---~«°~ for approval. 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. 3=4.After the final plans are approved by the City Commission, the Project Committee will be ~f responsible for the collection of matching funds. New project funds will be matched, dollaz for dollaz up to a maximum of $2,500 for a total of $5,000 for beach access projects and S for medians.. This includes any phasing that must be imposed due to the size of the project. The City will set up a revenue account to deposit the collected funds. 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. 6: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 mazkings. ThtiC~~j-':,'"xxi•v~i-°cspoi:sivlc- vi 5. S=6.Vendor estimates aze to be given to the it -and a Purchase Order will be generated within 7 to 10 working days. The Purchase Order will be mailed to the requested vendor and the City staff will contact the Committee Chairperson as to its disposition. No purchases can be ordered, delivered or picked without an approved Purchase Order. The City will not be responsible for payment of any unapproved invoices or expenses. The following are the guidelines for obtaining additional quotes: Chazges up to $500 No additional quotes required I AGENDA ITEM #3B MAY 28, 2002 From $501 to $2,500 Selected vendor + one additional quote From $2,501 to $5,000 Selected vendor + two additional quotes 9_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 Citv within three working days after delivery so payment can be made to the vendor. d-9-8. One yeaz and every yeaz 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 yeaz for maintenance/restoration of existing beach end projects and up to $ for median r 'ects - Public Property Beautification and Main tenance in Atlantic Beach Priori Area Locations Maximum Ci Landsca in & Maint. Volunteer Effort Su orted Exce tions 1. Major Highways; Atlantic Blvd. Install landscaping, maintain with Medians and Mayport Rd, City crews or contractors, provide None requested; City ROW Town Center water for irri ation *1 usual) does it all Seminole, 2. Major Streets; Plaza, Selva Water, irrigation (except Selva Medians Marina Marina rass cuttin None *3 Seminole 5-wa City provides water, irrigation, grass 3. Major Streets; Seminole, cutting, use of Tree Fund for ROW Sailfish beautification'1 None'2 water, water tap, match up 4. Beach Access All beach end to $2,500 installation and Lifeguard Sta. Done Points access oints Ci rovides rass cuttin onl $300/ r. re fantin 100% b Ci 5. Minor Streets; Barefoot Trace lift Medians Ci rovides rass cuttin onl None'3 station median 6. Minor Streets. N. end of Selva Marina ROW Ci rovides rass cuttin onl None'2 cut-de-sac '2 Should consider an "Adopt-a-Tree" program '3 Should consider where City provides tree if amending Beach End '1 Subject to budget availability and resident plants. & maintains program for some City onl in areas that need it most in areas that need it most su ort for medians a ~~ k~ N oo H N [zJ C •y 5/16/2002 N ~ - AGENDA ITEM #3B MAY 28, 2002 JAMES R. KOLSTER 1971 Mipaula Court Atlantic Beach, FL 32233. May 18, 2002.. Jim Hanson, City Manager City of Atlantic Beach 800 Seminole Road Atlantic Beach, FI 32233. Dear Mr. Hanson, As we discussed in our meeting on May 16, I hereby submit in altered form the two projects which the Selva Norte Homeowners Association wishes to accomplish relative to (1) placement of signs at the two entry points to our sub division and (2) improvement of the appearance the medians with respect to landscaping and the irrigation to support that beautification. They are labeled appropriately as Project # 1 and Project # 2 on the enclosed documents. Thank you very much. Sincerely, ~~~~~ ~~ R. Kolster President Selva Norte Homeowners Association enc. (7) AGENDA ITEM #3B MAY 28, 2002 Selva Norte Homeowners Assn. To: Jim Hanson, City Manager May 18, 2002 City of Atlantic Beach From: James Kolster, President Selva Norte Homeowners Association 1971 Mipaula. Court Atlantic Beach, FL 32233 904-247-6501 Re: Selva Norte Beautification Proposal Project # 1 Summary of Proposal -Project # 1 On behalf of the Board of Director of the Selva Norte Homeowners Assn. ! am pleased to present plans for which we seek approval relating to improvements in our subdivision. Specifically, we wish to erect signs at each of the two.entrance areas of Selva Norte as described below. etails We seek permission to place a sign with dimensions of 3' high by 4 'wide constructed of wood which would read "Selva Norte" on the style similar to that which is seen at so many of the similar sub divisions in Atlantic Beach. See sample shown 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 either side (north side preferred) 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 Companq". One sign would be placed on City of Atlantic Beach property as the location would be toward the southern portion of the small median located on Selva Marina Drive. We observe that other sub divisions have signs located on medians. The second placement would be on the City Right of Way on either the north or south side 20'" Street as indicated above. The exact location for this sign would be chosen in concert with the Public Works Department so as to avoid any difficulty with regard to equipmeht access the drainage ditch located there. Sample Sign display Selva Norte Thank you very much. Selva Norte Homeowners Assn AGENDA ITEM #3B MAY 28, 2002 To: Jim Hanson, City Manager May 1S, 2002 Ciry of Atlantic Beach From: James Kolster, President" Selva Norte Homeowners Association 1971 Mipaula Court Atlantic Beach, FL 32233 ` 904-247-6501 Re: Selva Norte Beautification Proposal Project # 2 Summary of Proposal -Project # 2 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 improve the appearance of the four medians located within our sub division as described below. Details 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 with some design advice from the Director of Parks & Recreation.. Those details are shown in the pages attached to the exhibits. Our estimated cost for this project is $ 4280 and will be paid by virtue of the matching grant we have obtained from the City of Jacksonville Mayor's Neighborhood Matching Grant Program plus dues paid by our homeowners along with any financial assistance provided by the City of Atlantic Beach under any policy adopted by the City Commission with regard to beautification of such city property. It may be of value to mention that beautification of a fifth median located in our sub division at the north end of Selva Marina Drive was recently accomplished and was processed at that time through the then City Beautification Committee. Thank you very much. ~S[.~N~A ITEii4 ?E3I3 16dhY 2A, 2®02 ~X~~~1~ ~ II AGENDA ITEM #3B ,MAY 28, 2002 5 ~LV~ '~ ~- Vii nt,~ ~ r2/ v~- @~ q 5 9 (No s ~.~~ /Z~/nvrJ~ I.vl~~}-7 1,oo~cs ~~,ec HYBiscus ~ p,4cvxF7<as~- W1¢sE~/~-vc-r2... ~~SE ~ 5 TNc--r1-~ - S~r'A~T r-~--~m 'D iRT /~G--~ P LAA! `r N OSZ~} 5 6.n1 o v T' S (U ~ ~1 I X E h ~~~ c ~s r i ~~ P I~4N7"s G-1 N ~-r.~ ~~ N 1 e C fiiG~rG-~fTS ~ ~, i AGENDA ITEM #3B MAY 28, 2002 -- ~- ~~_ sr !rN ._ O ~ m m v O ~ ~ ~ 0 ~ o h_~ m ~ ~ o ~ o - o ~. ~ 0 ~ i o Q ~ _I o o ~ ~p ~ ~ ~ O ~ ~~ ~ ~~ ® ~/, ChsT , O,J Po TS /tK E- © MULT!-PCR,~ts•^• fbrs w~«fBE SfGIT INtO SEJ(r72f9G. (X,s1Nis 110'HD.~ BT~iV1 #3~ 14Y' 28, 2002 ~~~~~~ ~ .~ a~~cwrrs+ ITY`Nl #3I3 '8, 2~I32 X~3~~~ ~ AGENDA ITEM #3B MAY 28, 2002 7~t~ ~ J~" . V~ -~ ~ C~ v C----~22 ¢fC-,9 J> S U itl l/il1 C C- ~2 ~ PE S a-ol LY ~sSH~s ~-~ /~~I-5c s a~ C-J2 ~ /~'C 5 h-- UG G y~ ~~~m c-~ ra S .,~ ~eE~PG~~~ Cs,~ov,~b C'e3vC-re. ~ir~ ~cvfr-~r- ~ ~ v Y ---_ G'j l~ (,-C-~2 Cc~UL jj ~yL. SD ,~ ~ v SG ~ ~ ;/f- rG ~C-~~ ~ ©/2 ~ ,UGC-' ~C~N T/ ~' C.~- ~F S~ ~ 5~ /' C,E-S l ,~l ~' i i i j ~ AGEND A ITEM #3B MAY 2S, 2002 ~~ (_ P- p~•rrosPoRUM ' ~~~-PG 'v~Y~~ `J ~_'L I (rU5 Tk g~rcc ~' (~ -fIZ,4G~.4 02 ~to~~Y 1 /U~ ~ ~ `~' ~~~ ~' ' ~ ~ j~ p~ ©pn0 ~~ L, ~~~ O ~G D D ~ ©~0 ~~ \~_/ •`--~.,. ;-26 f'E N EE b M+t~ c>72 PRJ,~l~4 i 7"(9 ~U/2i35/A6 REmo~Er Pi4Lw~~7'To5 Iv r ~, ~,x .a ,,; . ._ ::n ~p ca a~ `d r~' `:°. ~~m z~ c A~ ~,' s~~ I, ~N° #313 Y" 28, 2062 ~~l~I~ ~ ~ AGENDA ITEM #3B MAY 28, 2002 N ~ lot s r ~. ~ / ~~rE p~- ~ sv~/ ,~~->yi our- ~-~.~-ss ~''i~VN~- p lr1'S CN~~A l M vnc- ~ ~. ~.~/ A~ ~~~~ I ~ one (/ G-U sT~ G- ,~: e,~ ~ s V ~ fl b U.N I~ / 5 L~} N t~ +-v, ,~t Z ~ LCD 5 t L~~T J r2Anl r x X ~ _ a- ~ILVST~M ~ d ' N ~ I ~ y ~ k ~Z ~ -G~~~ ~ .yam.y N ni M X w ~. © wi - ~Mo,~Dc 0 ~'T ?EG ~~ IU~IDQC ~ ~~~ 0 ~ 0 ~~~~ ~,~~ ~ ~ ~~ rF M M ~ 0 ~ ~ ~~~ ,, ~ ~ ~~ ,,~, ~ q ~Ay~Ab ~ ~ ~d~ ~ M ~ ~' S \~ ~ ~L! fa j ~a ip m 11 1~ ~ ~~ I ~ m d ~ ~, I z~ n Q ~~Eb oN sr RF~rho~~ f Q L J (r F~>M pG~}nl 7'c N lr. ~~S i ~q, I ~i7 ,~vU . ~-ss -.. ALL .0-Q ~ . ~i~~~ w~ i 3~ YTE:~1 ?k3~ i'2R,2002 Ex~~~~ 5 AGENDA ITEM #3B MAY 28, 2002 sELv~!' rvl~~C~~ ~Nd r~r2~c~ sv,Lr 1'r~ 44rC-~ j'iQ/N- Z~UrJJ "M~NDO G'rC~455C-5 Plc- y ~ ~ /~-c rn ~ ~o C c v 2 r~ -T2 ~,~ o rat ~n, a~ I i Ccc-~~ c~P ~~ n~ °~' st-~ n - /n o~ r'z> ~ pJ'a5ri ~ ~av,~ ~U T /f Z~9'(, F.4~ 5 ~I-~,v v.n/~ ~f+-K `o~"~'~i Pu-r ids ~ r~ c ~-s~r , -~e..~N ~c.~-tits ,~ v~vD ~ A fi-~G "j G M t ~( d'" ~ ~-T G rI ~iLL t,~ /-1'.Nt' .3f!-Yt~SfU7 5 ~.l/ Du',4-`Z~ ~~b~C.YS ~~~ i i i i i AGENDA ITEM #3B FG~~ ~D'~ ~ NOSr~ MAY 28, 2002 // ~ Q - ~ ON7JUC U k/NFL/~9'Z?GG'~ ® ® , ® ® / (~ 2rs s es i j ~ g ® ~ ~~- pw~F l-~LL}~! ~ ~ I~ LD ~ o a j ® •~ - ~D ~L.E Ufl'TT 0~1J --_ ® To c ~ ~tl r~-rt o ® ~ i ~~RN D I ~ ~ O REM6V~ J 1lIN~ O /~ ~ ~ ~ O ~ l /` ~ ~ /9 esp. ~ j rn / Ci FEIN " ~ ~ ~ ~A~ I ~ `~ Rb~o v ~ ~ ~ ~° ~~ PflC.W-~TT05 / ® O j ~~ ri'i ~ I V 7 ® ,-~ ~ ~ n' C. ~ SPc.IT ~X ~ STi N!~ ~~SS~S