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HomeMy Public PortalAbout1998-05-21 Special MeetingCOUNCIL MINUTES SPECIAL MEETING - MAY 21. 1998 The Special Meeting of the Bal Harbour Village Council was held on Thursday, May 21, 1998, in the Council Chambers at Bal Harbour Village Hall. The meeting was called to order at 12:25 p.m. by Mayor Spiegel. Those present were: Also present: Mayor Estelle Spiegel Assistant Mayor Andrew R. Hirsch] Councilman James E. Boggess Councilman Daniel S. Tantleff Councilman Peg E. Gorson' Alfred J. Treppeda, Village Manager Jeanette Horton, Village Clerk Daniel Nieda, Building Official Leonard Gutkin, Electrical Inspector Robert Wheldon, Director of Public Works 229 As a quorum was determined to be present, the meeting commenced. 2. Discussion of Design for Street Lighting: Haldane Hilbish, 402 Peebles Street, Sewickley, Pennsylvania, addressed the Council. Mr. Hilbish stated the memo he wrote to Mr. Treppeda summarizes his thoughts to date. Mr. Hilbish discussed the street lighting and his thought is to get away from a high pole that gives the impression of a fast moving street and go to a lower pole that's more of a pedestrian scale pole that relates much better to the palms. The challenge is to do something that relates to that height and scale that doesn't detract from what has been done with the trees and their lighting. He is looking at fixtures that will provide the lighting levels that he feels is necessary and that D.O.T. (Department of Transportation) says Bal Harbour has to have or suggests it have. A fixture is needed that's not going to be glary or over -power what has happened with the lighting of the palms. He is getting some things shipped to him to analyze and that is the next step. Once he sees it can perform and can be comfortable specifying it, then he suggests getting the fixtures in Bal Harbour and setting them up. Mayor Spiegel questioned if he had any plans or photos of the type of fixtures he has in mind. Mr. Hilbish stated they have been doing some sketches and can show those. He wanted to determine that it was a concept that made sense and wanted to get the Council's reaction to the basic concept of a lower height pole. That would mean that there would be more poles, closer together, using a lower wattage lamp. From the energy standpoint, the power used probably wouldn't be increased. However, there would be more things to maintain and those are issues that exist. Mayor Spiegel stated several times a year Bal Harbour puts flags on the poles and questioned if that would be suitable for the type of pole he's speaking of. Mr. Hilbish responded they would suggest a concrete pole. All of the accessories are held on with metal bands. He has been talking with the company who did the poles in Surfside and they Councilman Gorson arrived during Mr. Hilbish's presentation. Special Council Meeting 5/21/98 1 230 can attach all of the accessories with a threaded cupling that would be embedded in the concrete. The accessory would then screw onto that. It's a very clean appearance and there's no metal banding. The other advantage is that color impregnated concrete is available so it's colored all the way through. That way if there's a chip there's no visible sign that it's chipped. It's good as far as graffiti and cleaning things off of it. Mr. Hilbish will be meeting with Mr. Wheldon to look at all the accessories Bal Harbour does utilize. Assistant Mayor Hirsch) stated in Mr. Hilbish's memo he stated that the poles are approximately 23 feet now and he's suggesting something in the 15 foot range. In addition, because of the decrease in the height, the Village would have to increase the number of lights that are placed. Assistant Mayor Hirschl questioned how many more lights would be needed. Mr. Hilbish responded the number would have to be doubled. The current spacing is from 30 feet to 200 feet, with an average spacing of about 160 feet. There are about 47 poles on Collins Avenue, and preliminary layouts show about 100-102 poles would be placed. Assistant Mayor Hirsch) stated it's a huge difference with a huge impact visually. Mr. Hilbish stated they don't want to detract from the palms, so the type of fixture needs to be a very low brightness fixture. The fixture in Surfside distributes its light by use of a refractor. The glass on top of the pole is a prismatic system and that's what distributes the light and throws it out. The type of thing they're looking at uses a louver system within that globe, so when the globe is looked at, the lamp is totally hidden by the system of louvers that's within it. Mayor Spiegel questioned about the life span of the globe and how often they would need to be replaced. Mr. Hilbish stated he's looking at both glass and an acrylic and he would have to get back to the Council once he has more information on that. If it's the acrylic, it would be an ultraviolet stabilized type of acrylic, which wouldn't turn yellow the way plastic does. Councilman Boggess stated the Village did considerable re -wiring when the Date Palms and base lights were put in and questioned if there is enough electrical source to add additional light poles without extensive installation. Mr. Wheldon stated that new wiring was divided to each existing pole and each existing pole box where there was not a pole. So, the poles that are put in the same place as the existing ones would only have to be wired and tied in. For any new poles, the conduit would have to be cut, a box would have to be set at the pole, and that wiring should be able to be tapped into. So, there would be an additional expense, but it can be done. As long as the voltage of the system isn't more than the current one was designed for there isn't any problem. Mr. Wheldon stated they should be able to utilize the same wiring. Mr. Nieda stated the Building Department will be involved in issuing the permit and has a concern with the number of lights because the South Florida Building Code has recently been amended to increase the lighting level to a one foot candle from a 1/3 foot candle. There has been some resistance to that and it is in the process of being turned down. Mr. Nieda is trying to get a written clarification of the obligation as far as enforcing the one foot or the 1/3 foot candle. Mr. Hilbish needs to be aware of the Code requirement. Mr. Hilbish stated he is aware of the issue. Assistant Mayor Hirschl stated Mr. Hilbish mentioned in his memo the problem as he perceived it with pedestrian lighting. Assistant Mayor Hirschl explained the up -lighting the Village put in for the Medjool palms was hoped to illuminate the sidewalks so more hardware would not be needed on the light fixtures. Mr. Hilbish stated the type of fixture they would be talking about would take care of street and sidewalk lighting. Assistant Special Council Meeting 5/21/98 2 Mayor Hirschl questioned if that broad flood of light will fight the lighting that accentuates:31 the Medjool Date Palms. Mr. Hilbish stated he took some vertical foot candle readings on the trunks and the numbers were high. From 8-11 feet high, he had as much as 15 foot candles vertically on that trunk. From the studies they've done, with the type of fixtures they're looking at, at the greatest point they would only be putting five foot candles on that trunk. Because of that, he doesn't think there will be a noticeable difference. Mayor Spiegel questioned if the light poles will conflict with the design of the Date Palms. Mr. Hilbish stated a 15 foot pole would be at the end of the trunk about where the fronds are spreading. Councilman Boggess stated the light for the average 23 foot pole is just at the top of the frond. It would then be coming down below and he cannot envision what the affect would be. Mr. Hilbish stated there's nothing like getting a fixture out there and really seeing it and that's what has to be done. Mr. Hilbish explained the new fixture has louvers in the interior that the light bulb sits into and is shielded from view. At the moment, the company is putting this system of louvers in a traditional fixture, which he doesn't think is appropriate for Bal Harbour. He thinks it should be something more updated and more contemporary. So, he is talking to the company about putting the system into a more contemporary fixture. Mr. Hilbish displayed a preliminary sketch. Mayor Spiegel questioned about a budget. Mr. Hilbish stated it's probably somewhere between $600-$700 for the head and doesn't have a pole cost. Mayor Spiegel questioned when Mr. Hilbish can give the Council a better description of the pole, light, and the cost. Mr. Hilbish might be able to do that next week. Mayor Spiegel stated the Council would also need the time frame for the installation and all of the specifics. Assistant Mayor Hirsch) stated there should be many types of designs that the Council should be looking at and questioned if that wouldn't dictate the. cost. Mr. Hilbish stated the critical thing is the louver system, and at the moment the manufacturer that has developed the louver system only puts it in a traditional looking head, which he could show them. Assistant Mayor Hirsch) stated he doesn't like buying the first technology that's out there, and unless the company would like to give them to Bal Harbour as an experiment, the Council might have a problem with that. Mr. Hilbish stated he can see how many installations the company has and where they are. He is very careful and this is a very good company that he has dealt with quite a bit and if he was concerned he wouldn't suggest doing it. What is new about the development is not a technological development as much as just a mechanical thing. It's a little different than a new light bulb or a new ballast, or something that would be less predictable. Councilman Boggess questioned Mr. Hilbish before this came along what fixture he would have recommended. Mr. Hilbish responded in the past he has used something similar to the Surfside fixture that controls the light with a glass refractor. The problem with that is it can be very bright and very glary. Mr. Treppeda stated in past discussions with the Village Engineer he remembers if the Village was going to replace the exact number of street lights, then it would be okay. Once a lot more lights were added, the Village would have to meet some D.O.T. requirements that said the lights would have to be moved possibly to a new location on the roadway. William O'Leary, Village Landscape Architect, stated they met at the beginning of the Collins Avenue project with D.O.T. He reported that D.O.T.'s setback from the base of the curb to any object is four feet. In some instances, the poles that are there now are 12-18 Special Council Meeting 5/21/98 3 232 inches from the base of the curb. They were told as long as the Village maintains the quantity of poles that are there now, with the understanding that some are missing due to damage, D.O.T. would "look the other way." Mr. Hilbish stated he had a discussion regarding this issue with Steve Bailey, Bailey Engineering. Mr. Bailey felt confident about it. It was an issue that would need to be addressed, but he didn't seem to think it was one that couldn't be overcome. Mr. O'Leary suggested that Mr. Hilbish may want to address it early because he will have to get a permit from D.O.T. Mayor Spiegel thinks it would be nice to retain the present setbacks without doubling the fixtures and get enough lighting. Mr. Hilbish stated a higher pole would be needed to do that. Assistant Mayor Hirschl stated at this early stage the Council should look at all the options. Mr. Hilbish stated the higher the poles are, the fewer that are needed. He didn't think that was the image Bal Harbour wanted to project. Mr. O'Leary stated the Village is in the process of coming up with some conceptual designs for the street furniture and he sees a great relationship between the lights and the furniture. Mr. O'Leary requested Mr. Hilbish relay to him what he's doing. Mr. Hilbish stated he will give Mr. O'Leary some things today that show the direction he's going in. Mayor Spiegel feels it's important that in addition to meeting with Mr. Treppeda, that Mr. Hilbish also meet with Mr. O'Leary, Landscape Architect, and Mr. Nieda, Building Official, prior to giving the Council the proposals and options. Councilman Boggess added that Mr. Hilbish should also meet with Mr. Wheldon, Public Works Director. Mayor Spiegel stated Mr. Hilbish should meet with those people, give them all the information, and then come back before the Council. Assistant Mayor Hirschl stated the Council is willing to commit to spend the money to do something that is outstanding and makes the right statement for Bal Harbour, but the Council wants to be practical if possible at the same time. At this early stage, he thinks the Council is willing to listen to anything and everything Mr. Hilbish has to offer. The bottom line will be how it looks and what it costs. Mr. Hilbish stated they can do other images similar to this showing other poles so it's easy for the Council to see the problem or the conflict. Mr. Hilbish stated once he sees one of the fixtures and is comfortable with it, he will get it to Bal Harbour. He needs to talk to the factory to see how quickly he can get one to Bal Harbour. Mr. Nieda thinks the idea of preparing a mock up of the fixture and the pole is excellent. He thinks Mr. Hilbish should try to get all of the accessories also. Mr. Nieda thinks that Mr. Hilbish needs to meet with him and Mr. Gutkin, Electrical Inspector, to talk about the technical compliance of the light. Dade County has their own Product Control Approval and he believes the fixtures would have to be Product Control approved. If it's a new product, the manufacturer would have to spend thousands of dollars testing to achieve Product Control Approval in Dade County. The Village wouldn't want to find a fixture they like and find the manufacturer doesn't want to spend the money to get it certified to be used in Dade County. The Building Department is in the process of getting a written clarification from Dade County concerning the foot candle issue. Mr. Nieda stated the other issue is structural. Mr. Hilbish needs to think how he is going to get an engineering analysis to make sure the fixture will comply with overturning moment and what he is going to do in terms of a foundation. Mayor Spiegel stated Mr. Hilbish should have a conference call with all the individuals Special Council Meeting 5/21/98 4 involved and then when they agree to the feasibility of that for Bal Harbour, then he should 233 come back before the Council. 3. Other Business: Mr. Treppeda questioned if the Competitive Negotiations Act, that the Council wanted him to go out on, is just for the $30,000 project, or if its for all future projects. Because the Village can retain one company, Craig A. Smith & Associates (CAS), and add another one to the eligibility list. Mr. Treppeda stated that there are some things that CAS does that he is very happy with, such as the water, Bill Landis is great. Maybe for the big projects the Village can start giving those to another company. Mayor Spiegel stated the willingness of CAS to go back into the Village and make the changes out of pocket, says something about the company. Assistant Mayor Hirsch) stated he has contacted some other cities and a $30,000 fee on a $150,000 project is gauging. Assistant Mayor Hirsch) feels it's time to look at other vendors. Councilman Boggess doesn't see anything wrong with having two consulting engineers. Councilman Boggess stated the Village should look for "additional" consulting engineering firms. Mr. Treppeda clarified then CAS should also put in a package, be rated, and then the ratings will be brought to the Council. Councilman Tantleff questioned Mr. O'Leary if there was an update on the Medjool Date Palms. Mr. O'Leary stated there are more to be replaced and the Contractor, Vila & Son, is still on the hook for a number of the trees. There is one tree that needs to be replaced that is not under warranty. In addition, Spray Pro is doing an aggressive root drench fungicide. Testing is also being done and Mr. O'Leary will be sending Mr. Treppeda the results. The bottom line is there is nothing definitive they can say is exactly the reason why the palms are dying. The good news is most of the trees that seemed to be in a weakened condition six months ago are much better now. A lot of the problem has to do with the tremendous monsoon rains recently and that the trees didn't get a chance to dry out. Vila & Son will be submitting a price to replace the palm that is no longer under warranty. Councilman Tantleff questioned how long that tree has been out of warranty. Mr. O'Leary responded probably six months. 4. Adjourn: There being no further business to come before the Council, a motion was offered by Councilman Boggess and seconded by Councilman Tantleff to adjourn. The motion carried unanimously (5-0). and the meeting adjourned at 1:15 p m. Attest: Jnette Horton, CMC/AAE Village Clerk /elw Special Council Meeting 5/21/98 Mayor Estelle `siege 5