The URL can be used to link to this page

Home My Public Portal About04 13 18 MeetingMINUTES OF THE REGULAR MEETING AND PUBLIC HEARING HELD BY THE TOWN OCOMMISSION OF THE TOWN OF GULF STREAM ON FRIDAY, APRIL 13, 2018 AT 9:00 A.M. IN•THE WILLIAM F. KOCH, JR. COMMISSION CHAMBERS OF THE TOWN HALL, 100 SEA ROAD, GULF STREAM, FLORIDA. I. Call to Order. Mayor Morgan called the meeting to order at 9:00 A.M. O II. Pledge of Allegiance. The Mayor led the Ple dge of Allegiance. III. Roll Call. Present & Scott W. Morgan Mayor Participating: Thomas W. Stanley Vice Mayor Paul Lyons, Jr. Commissioner Joan K. Orthwein Commissioner Donna S. White Commissioner Also Present & Gregory Dunham Town Manager Participating: John Randolph Town Attorney Edward Nazzaro Staff Attorney Edward Allen Police Chief Rita Taylor Town Clerk IV. Minutes. A. Regular Meeting of March 9, 2018. O Vice Mayor Stanley moved to approve the Minutes of March 9, 2018 and Commissioner Orthwein seconded the motion with all voting AYE at roll call. V. Additions, withdrawals, deferrals, arrangement of agenda items. Commissioner Lyons asked to add as Item IX.A.2., adjustment to the current FAR percentage. VI. Announcements. A. Regular Meetings and Public Hearings 1. May 11, 2018 at 9:00 A.M. 2. June 8, 2018 at 9:00 A.M. 3. July 13, 2018 at 9:00 A.M. 4. August 10, 2018 at 9:00 A.M. 5. September 14, 2018 at 9:00 A.M. The Mayor called attention to the future meeting dates. VII. Communication from the Public (3 min. maximum) There was no public comment. VIII. Reports. A. Audit for 2016/2017 Fiscal Year -Ron Bennett, Lead Auditor Mr. Bennett distributed a handout of Financial Highlights which is, according to Mr. Bennett, a 5 year trend summary and a document explaining the standards that were applied in the preparation of the audit as set out in the Government Auditing Standards. In answer to a question from Commissioner Lyons, Mr. Bennett said that the financial Minutes of Town Commission Regular Meeting a Public Hearing April 13, 2016 @ 9:00 A.M. Ocondition of Gulf Stream as compared to other towns is in terrific shape and that he didn't know of any other town that has 80% of fund balance unassigned, but that most likely some of that will be used when implementing the CPI that is under review. Commissioner White asked if the reserve in the water fund is included in ^ the Fund Balance to which Mr. Bennett replied that it is shown �) separately in the Enterprise Fund under Net position in the amount of $1,000,814.81. Mayor Morgan complemented Mr. Bennett on this new type of presentation entitled Financial Highlights and the audit and reports for fiscal year 2016/2017 were accepted as presented. B. Capital Improvements Plan -Mathews Engineering Joe Kinney of Mathews Engineering explained that this 10 year plan takes into consideration that the replacement of the water lines is of the highest priority and that they are proposing a holistic approach by incorporating drainage and road improvements where needed at the same time as the water distribution system is replaced. He believed this would cause the least disruption for the residents rather than having a larger number of small disruptions. He further noted that there would be a larger bid pool to select from if the projects were a larger scale. He explained that drawings would be completed during the season along with Othe bidding process so that work would commence on May 1 and be completed by December 1. The following year there would be no project after which this cycle would be repeated until the improvements have been completed. Rebecca Tew presented spread sheets that incorporate this 10 year CIP into the future budgets based on using the rolled back tax rates to estimate tax revenues, the Fund Balance and estimated expenditures based on previous audits and experience. Based on this over a 10 year period, it would not be necessary to seek outside funding to cover the work outlined in the 10 year CIP. Ms. Tew pointed out that there is no inflation factored into the construction costs or in the initial financial calculations. However, a 3% inflation factor has been included and at the end of the 10 years, the total of the Fund Balance in the General Fund and the Water Fund Reserves is estimated to be just under 5 million dollars. It should be noted that monies from the General Fund may be used for expenditures in the Water Fund. She further noted that by spacing the projects with the north one half of the Core done first, Place Au Soleil done next and the south of the Core done third, it gives an opportunity for the funds for the project to grow. Since the cost for improvements in the Core are the greatest, it would be necessary to borrow money if the Core were to be done all at one time, she said. C. Town Manager J1. Utility Undergrounding 2 Minutes of Town Commission Regular Meeting & Public Hearing April 13, 2018 @ 9:00 A.M. OMr. Dunham reported that approximately 80% of the homes are connected to the 'underground electric service and there are still some of the street lights to be connected. He further said that he and Mr. Brannon will very soon be meeting with AT&T and Comcast and planning for the switching of the project from FP&L to them. 2. Town Hall Addition The Town Manager said the project is moving along as was �) expected with the roof tile to be put into place and the door to be cut open into the building next week. 3. Construction Sites -Parking & Work Hours Enforcement Town Manager Dunham reported that staff is working with these problems and so far consideration is being given to issuing the handbook and enforcing it's restrictions with every permit that is issued, not just for new construction, and issuing all citations to the general contractor which would result in stopping the work if more than 2 citations were issued. Requiring any vehicle over 9 tons to have a police escort, changing the restrictions to read that the arrival time at the work site shall be 8 A.M. and possibly imposing an impact fee are under consideration. D. Architectural Review & Planning Board 1. Meeting Dates a. April 25, 2018 at 8:30 A.M. b. May 24, 2018 at 8:30 A.M. O c. June 28,2018 at 8:30 A.M. d. July 26, 2028 at 8:30 A.M. e. No August Meeting f. September 27, 2018 at 8:30 A.M. 2. Review & Evaluation of "discouraged" items -Chap. 70 of the Code of Ordinances -Chairman of ARPB, Hewlett Kent Mr. Kent said that Code changes have been made in the past to to control massing but it still exists. He pointed out that nearly every new house is being designed using the eave heights that are listed in the discouraged range. He further said that if the same houses had been designed with the eave heights that are listed in the preferred range the massing problem would be eliminated. The amount of glass, especially on the rear elevation also adds to the massing, he said, but added that by reducing the eave there would be less wall surface and the amount of glass would be reduced. Mr. Kent stated that the ARPB is recommending that all "discouraged items" be moved into the prohibited range with the exception of the following: Sec. 70-101 add under "Prohibited", 25% or more of total window opening on the sides and front elevation and 50% or more of total window opening on the rear elevation composed of undivided panes larger than 8 sq. ft. and "shutters" painted the same color as the principal building is to be eliminated entirely. Sec. 70-238 when moved to "Prohibited", modify "Gable" to Gables on side elevations and Gables on 2nd story elevations. Sec. 70-240 eliminate "No Shutters" from the Code so it is not in either preferred or prohibited category. Sec. 70- 266 eliminate all 5 items under "discouraged" from the Code and insert ' J1 under "Prohibited", all satellite dishes greater than 18" in diameter, and all satellite dishes not screened from off -premise views, unless 3 Minutes of Town Co=ission Regular Meeting & Public Hearing April 13, 2018 @ 9:00 A.M. absolutely necessary to ensure adequate reception. Mayor Morgan thanked Mr. Kent for all his work over the past 20 or so years, announcing that Mr. Kent is moving from the Town later this month. E. Finance Director 1. Financial Report for March 2018 �) 2. Water Usage as of March 31, 2018 There was no comment or questions with regard to each of these reports and they were declared approved as presented. F. Police Chief 1. Activity for March 2018 Chief Allen presented his report and further reported that he and members of his department had conducted training and inspections at the Gulf Stream School this past week. The report was approved as presented. IX. Items for Commission Action. A. Items by Mayor & Commissioners 1. Appointment of one ARPB Member. Mayor Morgan advised that Robert Dockerty's first 3 -year term on the ARPB has ended and it is necessary to have an appointment or a reappointment made to fill this opening. Commissioner Orthwein moved to reappoint Mr. Dockerty to another 3 -year term on the ARPB. The motion was seconded by Commissioner Lyons and all voted AYE at roll call. �) 2. Adjustment to the FAR in the Code -Commissioner Lyons. Commissioner Lyons reminded that several efforts have been made to control the massing on new construction. He believed that perhaps there should be a reduction in the FAR which would decrease the size of the entire building. A brief discussion was held and the Mayor' suggested that this matter be referred to the ARPB for analysis and a recommendation. There was no objection to this suggestion. X. Adjournment. Mayor Morgan adjourned the meeting at 11:30 A.M. 2 r Rita L. Taylor Town Clerk V