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Exh 3BAGENDA ITEM # 3B OCTOBER28, 2002 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM:. .SUBMITTED BY: DATE: BACKGROUND: Public Beach Access Beautification gram Jim Hanson, City Mana October 2I, 2002 The Commission received a request from the 7`~ Street Beach Access Committee at the last commission meeting to contribute $4,000 for the installation of landscaping on the north side of the 7`h. Street Beach Access. A representative of that Committee (Le Chateau Condominium Association) indicated that water for this newly landscaped azea would come from the private irrigation system. The City is not being requested to provide a .water tap or free water. ~ ~ , The City's present public beach access beautification program includes a limit in . ~ matching City funds of $2,500. The'Commission requested that staff consider a possible amendment to the Beautification Program to allow for, a higher project,, match if the City did not need to provide the water. The City's cost to provide a water tap for a new irrigation system is $885. Additionally, the value of the water that has been provided for other similar . ~ projects ranges normally from a low of about $135 to just under $600 per year., Increasing the City match from $2,500 to $4,000 if City.water is not required would be more than offset by the savings to.the City. Also, the present Beach Access Beautification Program already includes language recommending water. conservation for new projects,.which is in line with recommendations from the _ St. Johns River Water Management District. It is a generally accepted principle that people will be more conscientious about conserving water if they pay the bill themselves rather than getting the water free. Consequently, the proposed amendment to the policy would not only save the City money but further ' ' encourage water conservation. .BUDGET: The City currently has a budget of $9,000 available for matching expenses in , ~~ ~ beautification projects. Funds currently exist to fund this proposed $4,000 • match. We do not know how many additional requests for City funds will b~e received during the current fiscal year. RECOMMENDATION: Adopt the attached amendment to the Public BeacH Access Beautification .Program allowing for an increase in City match up to $4,000 if the City is not required to provide water or a tap. ' . ~ ATTACHMENT:'" (1) Proposed amendment to Public Beach Access Beautification Program AGENDA ITEM # 3B . OCTOBER 28,,2002 PUBLIC BEACH ACCESS 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 Iow maintenance, low water consumption and a minimum ofplant 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 staffwill 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 materiallirrigationsystern, 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: I. 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 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 for irrigation is encouraged. 4. Group 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. G:~` . . ~ 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 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/maintaining 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 pioject. AGENDA ITEM # 3B OCTOBER 23, 2002 3. Staff will be responsible for approving a preliminary plan, which will be presented to the City Commission 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. 4. After the final plans are 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 proiect is desi ng ed so that the City is not required to provide water or a water tap the maximum match , . available from the City will be $4.000.'The City will setup 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. The Project Committee must agree to maintain the new (andscapinQ • for a minimum of three (3~years 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 are the guidelines for obtaining additional quotes: Charges 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... $. • 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 formaintenance/ restoration of existing projects.