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HomeMy Public PortalAbout1995-04-18 Regular Meeting9 COUNCIL MINUTES REGULAR MEETING - APRIL. 18. 1995 The regular meeting of the Bal Harbour Village Council was held on Tuesday. April 18. 1995. in the Council Chamber at Bal Harbour Village Hall. The meeting was called to order by Mayor Spiegel at 9:45 a.m.. The roll was called and those present were: Mayor Estelle Spiegel Assistant Mayor Matthew B. Blank Councilman James E. Boggess Councilman Andrew R. Hirsch' Councilman Sol M. Taplin Also present: Alfred J. Treppeda. Interim Village Manager/Police Chief Jeanette Horton, Village Clerk Richard J. Weiss. Village Attorney As a quorum was determined to be present. the meeting commenced. ? Approval of Minutes: A motion was offered by Councilman Boggess and seconded by Councilman Taplin to approve the minutes of the March 21. 1995 Regular Meeting. There being no additions or changes the motion carried unanimously (5-01, and the minutes were approved as submitted. 3. Presentations - Officers of the Month: None 4. Public Hearings: None 5. Ordinances Second Reading/Public Hearing_ None 6. Ordinances First Reading: None Resolutions: None 8. Ruth R. Broad Bav Harbor Elementary School- Mr. Steven Lovelass. Principal: Mr. Lovelass addressed the Council and explained construction is slated to begin on the new Ruth R. Broad Bay Harbor Elementary School winter 1995. Their goal is to create a state of the art computer technology facility for the 21st century. He further explained at this time he is soliciting the Village's involvement and support in giving consideration to making a donation to this project. He continued to explain Mr. Shepard Broad has volunteered to match dollar for dollar from public and private donors. Councilman Hirschl questioned the amount of the contribution made by Bay Harbor Islands. Mr. Lovelass replied they agreed to contributed $10,000 out of this years' budget and $10,000 out of Regular Council Meeting 4/18/95 1 10 next years' budget. He proceeded to explain Mayor Novack and the Council of Surfside took making a contribution under consideration. Councilman Hirschl questioned if there was a legal issue on a municipality making a contribution to a public school. Mr. Weiss stated he would have to check, but he knows grants have been given by other communities to schools for a particular reason. It was the consensus of the Council as soon as Mr. Weiss reviews the legal issue. they will take under consideration the amount of a contribution. Councilman Boggess stated the Council should have a recommendation from the Manager and John Walker as to the budget for the amount of the contribution. Mr. Treppeda stated he will have this information for the next meeting. 9. Reports and Recommendations: A. Mayor and Council: Mayor Spiegel stated that Alfred Treppeda be the Interim Village Manager. and the rest of the Council agreed. Councilman Boggess stated at this time the Council should discuss the procedure to be followed. Mr. Weiss commented he spoke to Eric Soroka. one of the members of the selection committee, he suggested that the Council also consider Assistant Manager experience. Discussion followed. Assistant Mayor Blank suggested having a workshop meeting on this subject. Councilman Hirschl stated time is of the essence to placing the advertisement. It was the consensus that Mr. Weiss work with Mr. Treppeda on the wording of the advertisement with a deadline of 30 days after the last advertisement to receive applications. Assistant Mayor Blank stated since this is the second time Mr. Treppeda has been Interim Manager. and if he is interested to give him a six months trial period. He then proceeded to request input from the other Council members. Councilman Taplin stated that Mr. Treppeda has had quite a bit of experience and if he is interested the Council should consider him. Mr. Olsen stated. as past President of the Civic Association, in working with Mr. Treppeda he did an excellent job. He then suggested the Village defer the advertisement until next month. A motion was offered by Assistant Mayor Blank to give Mr. Treppeda the opportunity to act as Interim Manager before the advertisement is placed. There was no second to the motion. Discussion followed. Councilman Hirschl stated the Village deserves a search as was done the last time. Councilman Boggess stated his Regular Council Meeting 4/18/95 11 only reservation is concern for Mr. Treppeda. if it is fair to put him into this position unless he is interested in becoming a Village Manager. At this time. this item was deferred until later in the meeting in order to obtain cut off dates on the publications in which the advertisement will appear. B. Village Attorney: None C. Village Manager: 1. Quarterly Financial Report: Mr. Treppeda stated that all funds basically are at or above the 50% level for revenues thru March 31. 1995. He further stated that as far as revenues are concerned. we will meet or exceed the projected FY'95 Budget. He then proceeded to give the percent levels the different funds are at. which is as follows: General Fund Tourism Fund Water Fund Sewer Fund 74% 54% 49% 48 Mr. Treppeda explained the Department Expenditures in the General Fund is at 45% level. He further explained while there are certain line items that are over budget. he feels that the excess will be picked up by the remaining line items that are and will be under budget. Both the Water Fund and Sewer Fund are currently under the 50% level and he expects this trend to stay there. He continued to explain the Tourism Expenditure Budget is currently at the 22% level due to the fact that the Collins Avenue project has not started yet. Mr. Treppeda stated in summary . he feels that for the first six months of this fiscal year, revenues and expenditures are within budgeted levels. 2. Minimum Landscape Standards: Mr. Treppeda stated at the request of former Village Manager Edward Gross. the rules have been proposed by the Architectural Review Board concerning minimum landscaping standards. Councilman Hirschl explained Mr. Gross had contacted him in regards to lot density and landscaping standards in the single family district. He further explained homes being built now must have a landscape plan approved by the Architectural Review Board, older homes do not have to comply with that request. Additionally. in 1946 Palm trees were planted in the city easement between the curb and the property of each individual owner. Over the years as the Regular Council Meeting 4/18/95 3 trees have died off. a lot of people have removed these trees. Therefore, the look of the Village has been changed to create a non uniform appearance. which removed the tropical spirit the Village once had. He proceeded to explain Mr. Gross hoped to incorporate these minimum landscaping standards into the Village's Code. Mr. Nieda stated that basically the issues to be addressed are items number 2 and 3. which are now being done. are as follows: Require a landscape plan when adding square feet additions to the structure or construction wall when these improvements effect the appearance of the property from the right-of-way and/or the neighbors' property. Provide landscape inspections as part of the Certificate of Occupancy process. He continued to explain as to item number 1 basically authorization is necessary from the Council to allow the landscape architect to devise a preliminary planting plan along the interior right-of- ways. So that the Village may achieve some of the uniformity they desire. Mayor Spiegel suggested rather than having a specific planting plan Mr. Brown, President of the Civic Association. and Mr. Wheldon review the areas. Then report back to the Council with a recommendation. Councilman Taplin questioned the cost of replacing the palm trees. Mr. Wheldon replied $300 per tree. At this time there are requests for the replacement of twenty trees, as well as 100 palm trees that are missing. 3. Results of Village Hall Survey conducted by Middlebrooks & Associates, Inc.: Mr. Treppeda explained on August 17, 1994, following Council approval, the Village entered into an agreement with Middlebrooks & Associates, Inc.. To inventory, analyze, make recommendations. and develop an architectural program for bring the Village Hall into compliance with the American's with Disabilities Act. He proceeded to explain phase 1 (inventory) and Phase 2 (Analysis & Recommendations) have been completed. Before Phase 3 (Architectural Program Development) occurs the Village must review the results of Phase 1 and 2 and decide whether to: a) Remodel the existing Village Hall b) Remodel and expand the present Village Hall Regular Council Meeting 4/18/95 4 13 c. Design a new Village Hall and demolish the existing facility Mr. Treppeda explained the representatives from Middlebrooks b Associates. Inc. are present to review the results of Phase 1 and 2. Mr. Jose Fernandez and Thomas Westberg proceeded to review Phase 1 and 2 for the Council which are as follows: 1. Architectural Improvements a. Minimum improvements to existing facilities. b. Suggestions for expansion of existing facilities. Structural system improvements a. Correction of existing deficiencies b. Expansion of Village Ha11 to the North c. Expansion of Village Hall to the East 3 HVAC system improvements 4. Electrical system improvements 5. Plumbing system improvements b. Life safety improvements a. Fire protection system b. Fire alarm system c. Elevator signage d. Second floor fire -rated exit e. Ground Floor fire -rated exit f. Emergency exit lighting g. Emergency electrical power generator Regular Council Meeting 4/18/95 5 14 ADA improvements a. Entrance b. Parking spaces c. Architectural barriers d. Stairways e. Handrails f. Elevator g. Tactile and audible signage h. Visual signage i. Restrooms j. Public drinking fountain K. Public pay telephone After much discussion it was the consensus of the Council to proceed to comply with the minimum ADA requirements. as well as the Life safety improvements and to work within the scope of the budget. 4. Building Department: Mr. Treppeda explained Metro - Dade County has passed an ordinance which apparently prohibits the Village from contracting with a corporation for building department services. He further explained the Village currently have a contract with C.A.P.. Inc. to provide the Village with a part-time Building Official and Structural Plans Examiner. He continued to explain he has requested the village Attorney's office to review the new ordinance to determine the required implementation date and to determine exactly what the Village is required to do as a result of this ordinance. Mr. Treppeda stated that the Village's current Building Official Dan Nieda and Structural Plans Examiner Mariano Fernancdez have expressed a desire to continue working for the Village as non - corporate entities. At this time. if the Village Attorney determines we must sever our ties with C.A.P. Inc.. he requests authorization to negotiate. in cooperation with the Village Attorney. with Mr. Nieda and Mr. Fernandez for continued services in the Building Department. Discussion followed as to what the Village paid to the previous building department employees. Mr. Weiss explained the Village could enter into a professional services agreement. Therefore. the Regular Council Meeting 4/18/95 6 village would not have the costs if Mr. Nieda and Mr. Fernandez were employees of the Village. Mr. Weiss explained he is still in the process of reviewing the County ordinance to see if the Village needs to make a change. 5. Collins Avenue Phase 2 Landscaping Plan: Mr. Treppeda explained at the last Resort Tax Committee meeting. Landscape Architect Bill O'leary addressed the Committee regarding concerns about replacement of the pedestrian lights and how that would affect the long term plans to replace the street light poles and top lights. He further explained the Resort Tax Committee did not make a recommendation. however. they directed that this issue be placed on the Council Agenda in April. He continued to explain Mr. O'Leary has advised him that the improvements for Founders Circle and under the Haulover Bridge cannot be funded under the previously discussed budget of $1.5 million dollars. Although Mr. O'Leary originally felt that he could fund all items under the Budgeted amount. however. issues regarding utilities have complicated matters. resulting in higher than anticipated costs. Mr. O'Leary addressed the Council and proceeded to explain the costs for phase 2 of the Collins Avenue project, which are as follows: Base cost estimate as of 4/13/95 $1.481.781.60 Additions to the base cost estimate: Founders Circle Palms Haulover Bridge New Street Lights Replace missing/damaged light poles $ 101.640.00 S 50.640.00 $ 194.040.00 $ 55.520.00 After much discussion it was the consensus of the Council that Founders Circle Palms are an option: Assistant Mayor Blank will work with Mr. O'Leary and Mr. Wheldon on the improvements under Haulover Bridge: wait on placing new street lights: proceed to work on the pedestrian lights. Mr. Whitman addressed the Council stating he feels it would be a mistake to spend money on pedestrian lights. The reason being when the uplighting is on the palms the pedestrian lights may not be necessary. Mayor Spiegel questioned when a date will be set for the uplighting demonstration. Mr. O'Leary replied he is working on scheduling a date for next week and he will notify the Manager. Councilman Boggess questioned what happened to installing black mast arms for the traffic lights. Mr. Treppeda stated he will check into this matter and report back to the Council. Regular Council Meeting 4/18/95 16 6. Storm Water Drainage Improvements (Test Well): Mr. Treppeda explained before Craig A. Smith & Associates. the Villages' engineering firm, can proceed with the design of drainage improvements, they must first construct a test well in order to determine the flow capacity in the area. He further explained the test well will ultimately be used as a permanent well upon construction of the future proposed drainage improvements. He proceeded to explain Craig A. Smith & Associates have recommended the lowest bidder for the rotary drill method, which is Youngquist Brothers at $38,700.00. The Village Attorney's office will be drafting an agreement between Ba1 Harbour Village and the Civic Association which owns the property where the test well will be placed. At this time. Mr. Treppeda requested the Council approve the bid of Youngquist Brothers to construct a test well at a cost of $38.700.00. A motion was offered by Councilman Hirsch] and seconded by Councilman Boggess to approve awarding the bid to Youngquist Brothers. The motion carried with the vote as follows: Mayor Spiegel aye; Assistant Mayor Blank aye: Councilman Boggess aye; Councilman Hirschl aye; Councilman Taplin aye. 10. Other Business: Councilman Hirschl questioned what is happening on the issue of Condominium conversion. Mr. Weiss replied he will have a report for the Council at the next meeting. Mayor Spiegel requested Councilman Boggess to work with Mr. Brown on the amphitheater issue and report back to the Council. Councilman Boggess suggested having an executive session with the attorney on the amphitheater the same day as the zoning workshop. It was the consensus of the Council to schedule a zoning workshop for May 1st to be preceded by an executive session. At the workshop the following people should be in attendance: Architectural Review Board Chairman Mr. Silvers. Dan Nieda Building Official, member of the Civic Association, and Mr. Miller the planner from Craig A. Smith & Associates.. The item to be discussed are Lot Density, Height and signage. At this time, the Village Clerk informed the Council of the cut off dates for publication of the Village Manager advertisement in the Florida League of Cities publications. which is as follows: Datagram cut off April 21st for April 28th issue Datagram cut off May 8th for May 15th issue Florida City and County Managers Association cut off May 26th for June 5th issue Regular Council Meeting 4/18/95 6 17 11. Adjourn: There being no further business to come before the Council. a motion was offered by Councilman Hirschl and seconded by Councilman Boggess to adjourn. The motion carried unanimously (5-01, and the meeting adjourned at 11:50 a.m. l,�e' or Estelle Spie_el Attest: eanette Horton. CMC/AAE Village Clerk Regular Council Meeting 4/18/95 9