Exh 8H8H
NOVEMBER 13, 2000
CITY OF ATLANTIC BEACH
CITY COMMISSION: MEETING
STAFF REPORT
AGENDA ITEM: Request from the 19`" Street Beach Access Committee for the City of
Atlantic Beach to accept grant funds from the Mayor's Neighborhood
Matching Grant Program.
SUBMITTED BY: Susan Dunham, Beautification Coordinator
DATE: November 7, 2000
BACKGROUND: The 19`h Street Beach Access Committee, with the assistance of Kelly
Ellmore, applied for funds from the Mayor's Neighborhood Matching Grants Program. The
application stated the name of the organization as the 19~' Street Beach Access Improvement
Committee with the Federal Identification Number of Greenscape of Jacksonville. However, the
grant was awarded in the name of the 19`h Street Beach Access Improvement Committee with the
legislation stating the same name. Therefore, the City of Jacksonville will not allow the
Committee to utilize Greenscape's Federal Identification Number.
The City of Jacksonville proposed the following alternatives:
(1) A Committee member accept the funds under their social security number.
(2) The Committee file for incorporation.
(3) The City of Atlantic Beach serve as the fiscal agent for the Committee.
Option (1) would place the tax liability on one person. None of the Committee members was
willing to accept this responsibility. Option (2) places an additional financial burden and time
constraints upon the Committee. Option (3) is a viable option.
If the City of Atlantic Beach accepts the grant funds, the 19`h Street Beach Access Committee has
agreed to abide by the City's purchasing procedures. In addition, the Committee has agreed to
prepare all the reporting paperwork required by the City of Jacksonville, which will be reviewed
by a City of Atlantic Beach Staff person.
BUDGET: Total grant award is $5,000. No monies required from the City of Atlantic Beach.
RECOMMENDATION: Staff recommends accepting the grant funds.
ATTACHMENTS: Grant Application Submittal and Grant Agreement between Jacksonville
and 19`h Street Beach Access Improvement Co ittee.
REVIEWED BY CIT~1A
ei hborhoods
1RiR1~tlt
Fqua! Opportunity Employer ,
Neighborhood Services Division
2001 IVlayor'3 iJr'~igfitiothood Niatchiay Gi•$nt
Orif;citation shd Ttaining
Ftefiaissarce M?do-rr
Ctty H~II Sit. James i3uilditi j
s,, o , '.;
~kI` l!?i1V Yd0?
Welcoh5e ahd IhtrodilctioHS .;~ ~~~~ ~~~
GenetalOverview ~'
Agreemeht
Reporting Grant Activity
Requesting Gant Fuhds ` „~ -,
r
• Yeat-end Grant CloseriUt
t~~ a,
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i=tequehtlq Asked Que~~idfls: "'~~ ,
'~"'r~
1. How long does it take td receive iuld§? Allow ~-1 ~ Wdrkirig d
request. PrdVide a recent, an approved Written bid, dudte br it
o, ~.. __:;'.d . S`F'r
SH
NOVEMBER 13, 2000
t~roni cash
2. How ofteh is a grant activity report "required? every quarter" (9d) days ,~ ,
3. Will I heed to report voiuhteet hours and in-kind cervices? Yes.
Volunteer hours are required fo safisfy "match" requirement and, are reported
quarterly.
d. Will ih-kind contributiohs heed to be reported? Yes. iii-kind `contributions are a
"match" requirement and are reported quarterly With acctihililishinentscnd
volunteer hour$ ~ ' ~
s ,
5. What record keeping is requited? 1~laintain original receipts, bank
statements; cancelled checks, and copies otreportS. .
6. What iS an Annual Report? The grant agreement and thij Ciry of
Jacksonville's Council Auditor Office require the Annual Report. The reporFis
completed by the grant recipient and submitted to the Grant Coordinator for
filing with the Auditor nd later than November 15t z.pp ~~ ~, ~ cuQ. au^ /)
QuestionslA»sv/ers ~ ~2~-A~ ~~r f ,~~~f,ct Qo-~
~ Y i,
f~~>
Closing Comments
+~ 904) 630-7398 ! 117 W. Duval $t -Suite 310A / 3acksonville, Florida 32202 / Nelghbor@coj net
8H
NOVEMBER 13, 2000
DTISCELLANEOUS APPROPRIATIONS GRANT AGREEMENT
BET'IVEEN
JACKSONVILLE
AND
19th SU-eet Beach Access Improvement Committee
THIS AGREL'AIENT, made and entered into in drzpticate orz this 1st Day of October I,
2000, I?V and between tTze City of Jacksonville, a n:unicipat corporation in Duval County and
19th Street Beacl: Access Improvement Conunittee, 7:ereinafter refen-ed to as the Recipient.
Ft'ITNESSETII
Il'IIERF_AS, the City ol•.Facksonvitle has appropriated for the City's cun•ent Fiscal Year
2000-2001 (October 1 t!u-ougTt September 30), tl:e sun: of.• $5,000 to the Recipient, to
conduct a program entitled or activity generatty described as: [Tte Mayor's Neighborhood
Rlaiching Grani and mare particularly described in Addendum A rvhic)r. is attached hereto
and by this reference made a part hereof for the period beginning October I, 2000 and
endi.rtg September- 30, 2007; and,
tiVIFFREAS, it is in the best inter-es! of t/:¢ City of Jacksonvilte to ertter• into a eont:aet
with [he Recipient for the conduct of said program or activity in accordance with Ute terns
and cOndilions set fwrtlt herein; and,
li'77EREAS, I/We, the undersigned representatives of the Recipient anz/are antlzorized to
sign this Agreement binding said Recipient. Now, therefore,
IN CONSIDERATION of 11te premises, the appropriation and disbursement of firnds by
the City of .Iacksortvitte noty or hereafter rrtade, arzd the rrurhtat covertmtts herein, the parties
do hereby agree as fotlows:
(1) Recipi.etrt agrees to do as fottows:
A) To accept the funds as appropriated in accordmtce with the terms of this
Agreement, the provisions of the Or~linarzce apptroprialing said funds and of Chapter II8 of
the Ordinance Code of ttte City of Jacksatvilte, vy this reference trade a patY )tereof, as
from tirrte to time amended; and
Il) To abide Gy Chapter 114, 1%Torida Statutes, as from tithe to tune antertded,
and successors thereto; and,
C) To relun: to the City tvitlain fifteen (7S) days of demand therefor all City
,funds paid to said Recipient under the terns of this Agreement upon the City Council's
fording that the terns of any agreement execated `by the Recipient, the provisions of any
Ordinance appropriating futrds to the Recipient, or the provisions of said Chapter 118 have
8H
NOVEMBER 13, 2000
been violated by U7e Recipient; and,
D) To rehrrn to t/:e City all funds expended for disallowed expenditrmes as
detenzzined by the City Council Auditor of the City of .Iacksonville in accordance with Part 4
of said Chapter II8 and described as follows:
I) To pay for "Ilad Debts"-losses arising front uncollectible accounts
and other claims, a.nd related costs, are not allowable.
2) To pay for "Contingencies"-conhibutions to a contingency reserve
or any similm' provision for wzforeseer: events are not allowable.
3) To make "CoiztribuHons or Donatiwts"-contrzb:ztions mzd donations
are not allowable.
4) To pay "Flues and Penalties"-costs resulting from. violations of, or
faihu-e to comply with, Federal, Stale, and local laws and regulations are not allowable.
5) To pay "Governor's Expenses"-the salmies m:d eiPenses of the
O(rce of the Covenzor of a state or the chief executive of a political subdivision are
considered a cost of general State or local govennnenl and are not allowable.
6) To pay ".Legislative Expenses"-[tae salaries atzd other expenses of
the State Legislature or similar local government bodies such as county supervisors, city
councils, school boards, etc., whether incun•ed for purposes of legislation or executive
direcliorz, are not allowable.
7) To pay "Interest and Other Financial Costs "-interest on botrawings
(however represented), bond discounts, costs of fina/aeir:g and refrzancing operations, and
legal and professional fees paid in eonnecdon therewith, are not allowable; and ~ '
= t~-
E) To consent to: ~. . % ' '
1) Such audits of the financial affairs of the Recipient by the Cou:zcil
Auditor's Office as the Council may req:zire; and,
2) Producing all documents required by the Council Auditors; and,
F) To operate the program entitled or activity generally described herein and
more particularly described in Addendmn "A" to this Agreement.
2
8H
NOVEMBER 13, 2000
G) The Recipient may not enter into{subcontracts or subgrmlts under tht;
provisions of ibis Agreernenf wr•[Itorxi flee City's rvritien approval. " 77te
~ecipierzt must funtish the City a copy of all siibcoiifracts or subgrants
prior to receiving nniften approval.
17) T7ris Agreement shall become effective on the 1st day of October 2000, ar:d shall
ternriuate on the 30th day of September 2001, znrless canceled soo'iiei~ with or without cause
by either pai-ly by giving thirty (30) da~~s prior written notice of such cancellation to the other
party.
III) 77ze City agrees to pay the Recipient the sum of $5,000 for the pr•ograrr: or
actr'niry, payable as follows:
Por reimbursement of documer:ted paid expenses, or , ~ t ~ i ~ - r ~ I ~ ~t ~ r' i
.for estimated costs where written estimates are provided. ~ ` !, r t ~ ~ i •• ~ ;
IV) Recipient agrees to provide the Neighborhoods Deparhnent with a quarterly
nan'alire progress report on the program or activity .described .ire Adderrdurrt "A". Suclt
reports shall include basic statistical information relenar:t to the program or activity, arzd a
statement of expenditures made in each category and line item identifed in the budget,
which is included in Addendum A.
V) Recipient shall provide a foal report. to the Adminisuntor of the Grant due irz
Neighborhoods Departmerzl 30 days after completion of the Project or October 37, 2001,
tvhieltever is sooner. , I , ~ ~ i
'~
VI) 77ze approved budget for the Recipient, included in Addendum "A", and any ; •' t
changes in the budget which n>ould affect expenditure of funds provided under the terms of , ~ "
this cwz8-acl, must be approved in nailing by the Neighborhoods Deparrinent prior to the ,)• ~ •'
expendihere of such fiends; provided that rtolhing herein shat! authorize or allow expenditure
or obligation of fiends in excess of the total stern aforesaid.
Vll) Recipient agrees that any fiends provided by the City for the operation of the
pr-ogr-anz or activity during the period October 1, 2000 tlurouglr September 30, 2001 which are
residual funds remaining unspent or- unencumbered by any existing (not contingent) legal
obligation shaft be returned to the City in the form of a negotiable insfnement not7aler• than
ninety (90) days after the close of the aforesaid period, except that when a recipient receives
a miseellaraeous appropriation from the City in the next fiscal year, a limited nnzount of
residual funds may be carried fonvnrd front Sepleruber 30 to October 1, rvhieh shall not
exceed terz percent QO%n) of the current appropriation to the recipient or $500.00, whichever
is greater. The Ci[y appropriation for the very fiscal year shall, however, be reduced by the
mnourrl of unerzcunrbered residual funds so canted forward. Any additional unencumbered
,residual funds shall Ge retuned as provided hereirtabove.
3
8H
NOVEMBER 13, 2000
NEIGHBORHOODS DEPARTMENT
CASH REQUEST FORM
Date:
Neighborhood Association:
Address:
Phone:
1. Total contract funds received to date: $ ~ ~;
2. Total funds usedldisbursed to date: $ ~ ' ;~I
Nole: All contract funds must be disbursed within three (3) days of receipt. If line 2 and line 1 are not equal please
explain:
(5) Actual
City Funds
Received or
Previously (6) Available (7) Cash (8) Balance
J (4) Budgeted Requested Balance: Requested Remaining:
;
(I (3) Activity: Amount: to Date**: J(4) - (5)J for Activity: J(t;) - (7)J
i (1 ,l ffl'
~~
TOTAL: C) ~ (7 ~) ~ r' i , " ~ ; i
~
i : ~ ,.,. ~ ,,
1
~~
"~P -1 .
~~
: ,
~
: .
**Attach copies of all receipts and proposals listed in (7)**
Comments/Problems:
Neighborhood Project Leader
Dale
To be completed by the Neighborhood Services Division:
Amount of Grant
Amount Previously Disbutsed:
Amount Requested or Disbursed (if less) This Request:
Balance Remaining:
$( )
$( )
Neighborhood Services. Division Date
I ).~;,,) ~_.. _~
r
Due Date:
Quarter:
Neighborhood Association:
NEIGHBORIIOODS DEPARTMENT
QUARTERLY PROGRESS REPORT
xx
NOVEMBER 13, 2000
Funds Spent on Volunteer Hours In-Kind
it
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Thi Spent on ~'''
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~ Contributions
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~ Quarter: Quarter: ~('~~•~- This Quarter:
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PLEASE ATTACH THE FOLLOWING DOCUMENTATION TO REPORT:
(Check each item as confirmation)
( ) Copies of all receipts for expenditures listed above(not previously submitted)
( ) Copy of all bank statements for the period
( ) Documentation of actual volunteer hours (example sign-in_sheets)
( ) Pictures or any other verification of work done, if applicable
Neighborttood.Project Leader
Neighborhood Services Division
Date
Date
1( n
_ai )y its' _ _ ~^r~- i) i r(~~1n;,-cP.d ~ _ILn„ % l'~~1(' ~~1~-~•!~tr, /'-~~
8H
NOVEMBER 13, 2000
GRANT APPLICATION SUBMITTAL
MAYORS NEIGHBORHOOD MATCHING GRANT PROGRAM
19t" STREET BEACH ACCESS IMPROVEMENTS
ATLANTIC BEACH, FLORIDA
June 30, 2000
SUBMITTED BX THE 19"' STREET BEACH ACCESS COMMITTEE
SH
NOVEMBER 13, 2000
City of Jacksonville
Mayor's Neighborhood Matching Grants Program
Application Form
FY 2000-2001
The application should briefly explain the proposed project indicating the benefits expected and include a budget
clearly showing cost-share items. Cost-share can be in-kind services as well as funds set aside specifically for
the project.
PJease supply the information requested by using only the space provided in t/:e applications.
Submission Deadline: June 30, 2000, drop off NO LATER TI-IAN 5 PM, or post mark by 5 PM.
Mail to: Mayor's Neighborhood Matching Grants Program, 117 West Duval Street, Suite 310-A,
Jacksonville, Florida 32202.
Snbm?t 3 copies of the application forms.
Type or print clearly answers to the following questions in the spaces provided.
1~+~
A. Name of organization
B: Name, address, & phone numbers of responsible person
I. Name ~Gt-}^ NoVWtctvt
2. Mailing Address 4~~~ `'J-P.W~~t~I"vt_"o ~.~ ~tc~
3. City & zip code f~'~G(,t;-('7G f~G'~tG('t ~ ~L.. 3ZZ33
4. Phone Z~ • ~(~~-~ Fax r '- ! ~M.~
5. Federal ID # 59 22QJ~'I-19 { ~NZEr~ 9T ~Y~c~29r1Ni (o ~~~ ~ " ~1~
.-r_
6.E-Mail Address ~2iGF.G ~D tMQdjgOvt~ (iiL'{-
of years organization committee has existed. ~ ~'YtOn-~-k~i
8. Signatu~e/Titte of the ipdi~dual ztiutiporized to sign contract with City:
C. Matching Funds request
1. Amount of money requested $ ~/ 000• ~~ •• --
2. Total project cost $
3. Amount of match $
4. Source of-Match
D. Short/project description NZfallggv~l,OG~1 GOWtN/11-f5
G1/nd ~t-t^G-'~l~vtll.~ Itavt~'bi1LU1.t0.~t T' a~ Gt" g~ lvi~
t..C-L'~~~+~~'F'(~ I~GC((~~i~. ~-cco.wt~P,_ (,drrP.i-I~atCCCS~. iM)H LtMc1 t~i1T7~-cy~aU~i• ~-S'
j y ~~ ~ Zoo- 3ov ~(-G ~ ~ Bt't. ~vvuNwt2d
SII
NOVEMBER 13, 2000
1. Please describe the proposed project/program objective and define the need for
the project. Also, provide the start and end dates of the project. In addition, give an addxess for the project
location. If providing.a service, describe the intended persons to be served.
PROJECT DESCRIPTION
The 19a' Street Beach Access originates at the highpoint intersection of 19`s Street and
Beacfi Avenue in Atlantic Beach and tertninates at the Atlantic Ocean 330' away. The
intersection is the highest point in Atlantic Beach. The current path to the beach is
composed of eroded limerock and loose sand which is made more difficult to traverse due
to the steep decent from the top of the hill. Additionally, this is the northerly most access
for authorized beach vehicles to exit or enter the beach. The forty-foot wide right-of-way
is also devoid of notable or significant vegetation. For an area to have such a panoramic
viewshed of the Atlantic pcean, it is, in the committee's eyes, shamefu3 that the
immediate azea appears so shabby.
This is one of twenty-four beach accesses in Atlantic Beach. Three other accesses, all
south of this one, aze designated emergency vehicle accesses as well. The other accesses
range from nazrow winding brick paths to utilitazian straight-shot concrete runways. The
19a' Street Access is also the designated access for residents of Fleet Landing, a navy
retirement community of four hundred residents located in northwest Atlantic Beach. the
access has parallel parking for ten automobiles along 19'" Street. Biking and walking are
also strongly encouraged.
The access is utilized by many, particularly during the weekend when the weather is good
and the breezes aze minimal. Estimates range between 200-300 people use it on a summer
weekend day. Many local people use the path daily. Unfortunately, many people have
difficulty traversing this awkwardly fashioned path with some actually tripping and
falling, which is a liability that needs attention, particulazly since so many elderly people
use this access.
PROJECT DEVELOPMENT
Because of the panoramic view of the Atlantic and the fact that so many people utilize
this access to the ocean, it was decided by many in the neighborhood that they should
attempt to enhance and beautify this strip of public space. Other accesses in Atlantic
Beach were improved with new paving materials and planting and were widely
applauded as significantly improving the community and reflecting the values of those
who lived there. This is visually one of the most wide-open accesses but its aesthetic
value from a walkway and planting standpoint is weak. A group of neighborhood citizens
formed a committee to oversee the improvements and formulate a .plan for
redevelopment. A Landscape Architect was hired, a glan was developed and a cost
estimate derived. The committee canvassed the neighborhood for opinion and direction
and held meetings to present the ideas and concepts. A final plan was developed and
presented at a neighborhood fund- raising event.
The Atlantic Beach City Commission has approved the plan and applauds the
neighborhood initiative to 'tmprove the ,path for all. At the time of this application, the
19 Street Beach Access Committee has received a field permit from the Department of
Environmental Protection, Beaches and Shores Department: Construction will commence
the week of July 22 and final completion is slated for October 29 with planting and
furnishings. Much is contingent on receiving the Grant monies from this application and
the Jacksonville Community Foundation Grant.
8H
NOVEMBER 13, 2000
2. Please provide specific details of how you plan to accomplish the proposed pro}ect/program. List any
significant community benefits.
FUNDING DEVELOPMENT
The projected cost of improving the access is approximately $19,100.00. This cost
reflects the purchase of materials only. Labor will be by volunteers. The 19`" Street
Access Committee has sponsored one fund raising event that added $4,000.00 to the
Access account. The City of Atlantic Beach has committed $2;500.00 and limerock to the
project. In-Kind services aze also being donated by Euthenics Studio for planning and
design and Construction Management Services. The Committee has applied for a grant
from the Jacksonville Community Foundation for $5,000.00. We feel that we have a good
chance of obtaining that grant as well. We submit this grant for consideration far
$5,000.00 funding from the Mayors Neighborhood Matching Grant program to assist us
in completing the proposed work.
INSTALLATION METHODOLOGY
Installation will required some contracted services for grading, the rest will be by
neighborhood volunteers who will be overseen on proper installation techniques by awo
General Contractors and one Landscape Architect who live in the neighborhood. This
community volunteer effort reduces cost significantly and frees up more money for true
capital expenditures. Secondly, and more importantly, it brings the community together
to shaze in the experience of building together, not just a walkway to the ocean, but in
neighborhood relationships and bonds. The shazed experience of building something
together and accomplishing something with positive results is a bedrock ideal of the
sense of community and place that we all cherish so highly.
COMMITTEE ORGANIZATION
The 14`" Street Committee was formed solely for the purpose of organizing and
spearheading the visual and functional improvement of the 19`" Street Beach Access. I[ is
no[ formally organized and will dissipate once the project is completed. There is not a
formal hierarchy of officers, just willing neighborhood volunteers who have accepted
various tasks in need of doing. A phone sheet is attached and adequately serves the
project needs. A separate account with Greenscape of Jacksonville has been established
and monies deposited into i.t. Checks are drawn on this account pending committee
approval
MAINTENANCE AND THE FUTURE
Several longtime neighbors have agreed to provide maintenance and any .necessary
repairs in perpetuity. We anticipate some monies to remain in the account for any
necessazy purchases of imgation equipment, plants or fertilizer. The project is, however,
designed to require minimal maintenance. Natural grasses, low maintenance, salt-tolerant
shrubs and no.turf areas should minimize the burden of weekly maintenance.
CONCLUSION
We hope that this submittal we be given the opportunity to receive funding for this truly
community built project. It will not only grovide welcome, safe access for all, but reflect
the ethos and spirit of the community initiative that created it. The project will effect
hundreds of local and visiting people who come to this highpoint to view the expanse and
serenity of the Atlantic Ocean. The improvements will reflect the values and the
commitment of the neighborhood to a higher aesthetic at this juncture of land and water.
8H
NOVEMBER 13, 2000
PROJEC REVENUES
CASK
FROM PARTNERS
fJ 0 p. o~
nn~ oe
Total Cash from Partners
Total Cash (a-Fib=c)
0
IN-KIND GASH VALUE
In-kind Partners
Total In-kind from Partners
Total Volunteer Labor{hrs. x $IO)
Total In-kind Contributions (d+e=f)
Grand Total Project Revenues (c+f=g)
PROJECT EXPENSES
Cash Expenses s~~, l~ rip
~sd-~tia 1 02 c~
G,x~.d~Goltlno, htie.U, ~ , y6i ~
H O
Total Gash Expenses
In-kind Service Expenses
li w~Vt7G~! _ ~` O
^
"rnn S~~-ryis~ol~ 400
tu. '~ ati. ~i `' ofd
Total In-kind Service Expenses
GRAI,VA TOTAL PROJECT EXPENSES (h+i=j)
Project overage or (shortage) (g-j=k) k should balance to 0
g=total revenues, j=total expenses, k should balance to 0
Total Neighborhood Match (b+d+e=1)
Total of (I) must equal or exceed (m) City Grant Request
' Use only whole dollar amounts.
o.
d)~00.
(e)
'1, (cc~o
(g)
(h) 8 I do
l no
(i) l o0 0
G) I~OO
{I) pp
(m) Ao 0
9
8H
NOVEMBER 13, 2000
Mayor's Neighborhood Matching Grants Program
City of 3acksonville, Florida Matching Grants Program
117 West Duval Street Suite 310-A Jacksonville, Florida 32202
Letter of Intent
This letter is to confirm that my company/agency ~G~j ~y~~'O
will participate as a partner with the ~a~f'(n ~T[ ~' 7{ G~it ~y-~u-et7~j ~t't'~f'~"-}~
(tee)
neighborhood association in the implementation of its Mayors Neighborhood Matching Grants project.
Our contribution will consist of : (Please check all that apply)
O Cash amount of $ D
() In Kind Services/Goods:
r
? ~i~
The market value of my company's in-kind contribution is $ ~ ~
We took forward to working with this neighborhood on this project. ~
~~ ~ / W"""'t~----
(signature)
Name
Company
Address 1 ' ~' ~}~
City/Zip ---? `-~L'
Phone Number "l ~`T'
~~a f?
Please Yrint
62
to