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May 8, 2000
STAFF REPORT
CITY OF ATLANTIC BEACH
CITY STAFF REPORT
AGENDA ITEM: Septic Conversion Assistance Policy
DATE: May 3, 2000
SUBMITTED BY: Jim Hanson, City Manager
BACi~GROUND: The City Commission has directed Staff to provide an
ordinance regulating the mandatory conversion from private
septic tank systems to the City's public sewer system. This
proposed Ordinance, No. 80-00-61 is on the agenda for
introduction and first reading. It will require many property
owners to seek contracting work with plumbers as well as
financial assistance to pay for the conversion.
Staff has developed a set of policies, copy attached, for the
City to use as a guideline for assisting property owners who
must comply with the provisions of the ordinance.
These policies aze provided for your review and
consideration. Upon acceptance of these policies, the City
will reintroduce the policies in the form of a resolution to be
adopted in concurrence with the final reading of Ordinance
No. 80-00-61.
BUDGET: The budget impact is not known at this time; however, the
City will be paying for the costs of the conversions for those
that receive finance assistance. These costs will be paid from
existing Reserve Balances of the Sewer Utility Fund.
RECONIl~IENDATION: No action requested at 5/8/00 meeting. This item will be
considered for adoption at 5/22/00 meeting.
ATTACHMENTS: Septic Tank Conversion Assistance Policy
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May 8, 2000
City of Atlantic Beach, Florida
Septic Tank Conversion Assistance Policy
Mandatory Conversion from Private Septic Systems to the Public Sewer System
The following information is provided as an outline of the City's policies to accommodate those
property owners that are required to convert from a private septic system to the City's public
sewer system. These policies may be amended or modified by the City Manager as needed.
Property Owners affected will be informed by certified letter, from the City Manager, of the
requirement to connect to the public sewer system. Tf assistance is requested, Property Owners
will be advised to contact the Public Works Department, during regular working hours (7:30am
to 4:30pm, Monday thru Friday).
This conversion can be accomplished with varying degrees of City provided assistance. The City
offers the following assistance to those Property Owners affected by the requirements to connect
to the City's public system.
No Assistance: For those Property Owners wishing to make the conversion, but do
not desire the City's assistance with either the contracting of the
work or financing, they may follow the normal process of
contracting a plumber and securing the appropriate permits
themselves.
Contracting Assistance: For those Property Owners who for any reason would like the City
to assist with the contracting of plumbers and permit process for
them, the City will offer this assistance from its Public Works
Department. (SEE CONTRACTING )
Financing Assistance: For those Property Owners who for any reason would like financial
assistance with the conversion, the City is prepazed to enter into
voluntary assessment agreements to finance the cost of the
conversion. {SEE FINANCING)
Both: For those Property Owners who for any reason would like
assistance with both the contracting and financing of the
conversion, the City offers a complete turnkey package to
accomplish both.
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Conversion from Private Septic System to Public Sewer System
Contracting Assistance Policy
The following policies will be adopted in conjunction with the City Commission's adoption of
Ordinance 80-00-61.
All Property Owners required to convert from a private septic system to the City's public
sewer system will be notified by certified letter of the program and of its availability upon
the passage of the authorizing ordinance.
2. The City will provide assistance in the selection of qualified contractors to work with the
City Public Works Department in expediting the conversion process. The contractors
will be hired by the Property Owner, not the City. The City will assist in resolving any
disputes that may arise due to the City's involvement in the process.
3. Qualified Property Owners must submit an application to receive contracting assistance.
The process is intended to assure that Property Owners are fully educated on the process
and agree to the terms and conditions. The City will also provide a rough estimate of the
total cost of the conversion to the Property Owner to assure an understanding of the
magnitude of the commitment.
'~4. Approved applications will be batched in economically feasible groups and bundled as
Official City of Atlantic Beach Bid Specifications, after which the City will then proceed
to advertise and collect bids from certified plumbers. All bids will include permit fees as
well as an additional 5% administration fee which will be passed on to the Property
Owner.
5. The Property Owner will be given notice of the bid price obtained for abandoning their
septic system and to connect to the public sewer system. At this time the Properly Owner
will have the option to proceed or to withdraw their application.
6. No contracting work may proceed without approved permits and no work is to be
performed without the payment of all fees.
7. The City will offer financing. (SEE FINANCING POLICY )
8. The Public Works Inspector will answer any questions for homeowners during
construction, provide key inspections, and arrange inspection by the Building
Department.
9. The Building Department will be responsible for the final inspection.
10. For Property Owners who are not on City water, a City water meter is to be installed on
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May 8, 2000
the private well and the Property Owner mus£ agree to grant access for reading this meter-
as abasis for billing sewer services. ,
11. The Property Owner will pay $85 for the water meter installation. The meter will remain
City property.
12. The Building Department will be responsible for retaining all documents related to the
conversion in the permanent building files as a matter of public record.
13. The final inspection report wiIl be copied to the Finance Department for entry into the
Utility Billing system.
14. The Property Owner or Tenant will be charged for sewer service beginxung in the
following month.
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Conversion from Private Septic System to Public Sewer System
Financing Policy
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May 8, 2000
The following policies will be adopted in conjunction with the City Commission's adoption of
Ordinance 80-00-61.
1. All Property Owner's required to convert from a private septic system to the City's
public sewer system will be notified by certified letter of the program and of its
availability upon the passage of the authorizing ordinance.
2. Qualified Property Owner will possess the following qualifications:
A. The Property Owner must currently be on a private septic system with
public sewer available.
B. The Property Owner must either: 1) be an existing City water customer,
ar, 2) allow a City meter to be installed on the Property Owner's private .
well as a basis for billing sewer volume.
C. The applicant must be the Property Owner.
D. The Property Owner and the tenant must be current on all outstanding
amounts owed the City.
3. The financial assistance offered by the City will be in the form of a Voluntary
Assessment.
4. The City will enter into a Voluntary Assessment Agreement with the Property Owner on
the basis of an application process. This process is intended to assure that the Property
Owner is fully educated on the process and that they agree to the terms and conditions of
the assessment.
5. All expenses related to the canversion from a private septic tank to the public sewer
system are eligible to be included in the assessment for one year.
6. The Voluntary Assessment offer will be reduced to a maxirnum_limit of $3,000 after one
year and expire after five years from the passage of the authorizing ordinance. Thereafter,
there will be no financing assistance.
7. The City will agree to the Voluntary Assessments with the following terms and
conditions:.
A. The Property Owner has the option of choosing any length term in 6
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May 8, 2000
{
month increments up to 10 years.
B. Payments will be due with the property location City's water and sewer
bill, whether or not the Property Owner is the. occupant. The water and
sewer bill will reflect the monthly installment amount as a current charge
due.
C. The terms and conditions for payment are the same as the City's water
and sewer bill.
D. Utility Services maybe terminated for non-payment.
E. The City will place a lien on the property for the duration of the
outstanding balance.
F. The total Voluntary Assessment will include 7% simple interest.
G. There will be no penalty for early payments. Unscheduled payments will
be accepted, however adjustments to the agreement will need to be
executed.
H. The Property Owner will be required to pay 5% of the total balance as a
down payment.
I. The City Manager, or his designee will be authorized to
- sign the agreements up to $10,000. Agreements above
$10,000 will require City Commission approval.