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HomeMy Public PortalAbout11 09 19 MeetingMINUTES OF THE REGULAR MEETING AND PUBLIC HEARING HELD BY THE TOWN COMMISSION OF THE TOWN OF GULF STREAM ON FRIDAY, NOVEMBER 9, 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. Vice Mayor Stanley called the meeting to order at 9:00 A.M. II. Pledge of Allegiance. The Vice Mayor led the Pledge of Allegiance. III. Roll Call. Present and Participating: Thomas W. Stanley Vice Mayor Paul Lyons, Jr. Commissioner Joan K. Orthwein Commissioner Donna S. White Commissioner Also Present & Participating: Absent W/Notice: IV. Minutes. Gregory Dunham Edward Nazzaro Edward Allen Rita Taylor Scott W. Morgan John Randolph Town Manager Staff Attorney Police Chief Town Clerk Mayor Town Attorney A. Regular Meeting of October 12, 2018. Commissioner Orthwein moved to approve the minutes of October 12, 2018, and the motion was seconded by Commissioner White with all voting AYE at roll call. V. Additions, withdrawals, deferrals, arrangement of agenda items. There were the following changes to the agenda: A. Addition of X. E. Resolution 18-015. B. Withdrawal of X. C. Unity of Title Declaration Re: 5 Driftwood Landing/1010 N. Ocean Blvd. (6') Commissioner Orthwein moved to amend the agenda and the motion was seconded by Commissioner White with all voting AYE at roll call. VI. Announcements. A. Regular Meetings and Public Hearing 1. December 14, 2018 at 9:00 A.M. 2. January 11, 2019 at 9:00 A.M. 3. February 8, 2019 at 9:00 A.M. 4. March 8, 2019 at 9:00 A.M. 5. April 12, 2019 at 9:00 A.M. Vice Mayor Stanley called attention to these dates. VII. Communication from the Public (3 min. maximum) There was no comment from the public. Minutes of Town Commission Regular Meeting & Public Hearing Held Nov. 9, 2018 @ 9:00 A.M. VIII. PUBLIC HEARING A. Declaration of Ex -Parte Communication There was no Ex -Parte Communication declared. B. Administer Oaths The Town Clerk administered the Oath to Mark Marsh and Matt Jackman. C. Applications for Development Approval 1. An application submitted by Mark Marsh, Architect, as Agent for East Bluff Trust, the owner of property located at 3377 North Ocean Boulevard, Gulf Stream, Florida, which is legally described as Gulf Stream Ocean Tracts, N 55 ft. of Lt 5, S 45 ft. of Lt 6 & WLY 45 ft. of N 45 ft. of S 90 ft. of Tract 6 as in OR 2060 P1170. Mr. Marsh explained that the existing house is in average state and it doesn't conform to any FEMA standards so he is requesting permission to demolish, which the ARPB has recommended. There is an existing motor court in the northwest corner of the property, which is also the entrance to the property and will be maintained. The client has asked that views to the ocean be maximized and a very open, passive lawn and landscape area to the west be provided, he said. Mr. Marsh explained there will be three and a half feet added to the current elevation to bring it to FEMA standard of 17.5', which will be comparable to the two adjacent properties. The house is two-story Contemporary Anglo Caribbean flanked by one-story Elements and the garage and guest room are separated by an open trellised, terraced area which leads into a lawn garden that is open to the natural elements of the beach. There is also a "Secret Garden", an open winter porch and a pool that has a spillover into a spa. The master suite is on the east end of the second floor as well as a guest bedroom on the southeast end with its own staircase from downstairs. The roof is a grey slate tile hipped roof and the Tischler windows are going to have a graphite finish with muttons. The walls are going to be a distant grey. The trellis will be Ipe wood which will fade to a grey/taupe color and the columns will be made of limestone. The fireplace will be coquina and the intent is to keep everything as natural and simple as possible. Matt Jackman, Landscape Architect, displayed the concrete that has a bit of an exposed shell in a light beige color. He said the four large sea grape trees on the property are going to be repurposed and went into detail about the different species of plants and trees that will be used. Focusing on the northern part as the entrance into the property, he said they are proposing a new site wall that links up to the existing wall that will raise gently up to the front door. He pointed out a water feature near the front porch that is approx. 18" deep with a dark material so that it looks deeper than it really is. There will be floating pots within the water and a small water spout to get some sound mitigation. A "Secret Garden" will be created by re -pruning some trees, adding a small amount of gravel, offset by coral pavers. 2 Minutes of Town Commission Regular Meeting & Public Hearing Held Nov. 9, 2018 @ 9:00 A.M. An outdoor shower and tub in this area, lined with thatch palms, is also being proposed. The pool is linear in nature with pavers leading out to it. Commissioner Lyons posed the question, "If it is raining, how do they get from the car to the house"? Mr. Marsh stated there is a covered breezeway from the garage to the house which is open, but covered. Commissioner White asked about the archway at the motor court entrance. Mr. Marsh stated that it was an archway of existing sea grapes that will be re -used. Commissioner White also asked about the west elevation roofing. She thought the roofing looked like different material on the rendering. Mr. Marsh stated that all the roofing is consistent and it was just the shading on the rendering. Commissioner Orthwein asked what was next to the pool on the rendering. Mr. Marsh stated that it was a deck next to the spa. Commissioner Lyons asked if there had been any comments from the neighbors. The Town Clerk advised that there has been none. Commissioner Orthwein asked if they were going to be able to demolish by December 1, 2018. Mr. Marsh did not know, but stated it would probably be March, 2019. Commissioner Lyons noted that the allowable sq. footage was 7,924 and the proposed is 7,637 sq. ft. He said it was the first time in approx. two years where the applicant didn't ask for more sq. footage and he thanked Mr. Marsh. a. DEMOLITION PERMIT to remove existing buildings from site. Commissioner Orthwein moved to approve the Demolition Permit. The motion was seconded by Commissioner White with all voting AYE at roll call. b. LAND CLEARING PERMIT to prepare for new construction. Commissioner Orthwein moved to approve the Land Clearing Permit. The motion was seconded by Commissioner White with all voting AYE at roll call. c. NORTH OCEAN BOULEVARD OVERLAY PERMIT to install landscape material and driveways within the Overlay Corridor. Commissioner Orthwein moved to approve the NORTH OCEAN BOULEVARD OVERLAY PERMIT to install landscape material and driveways within the Overlay Corridor. The motion was seconded by Commissioner White with all voting AYE at roll call. d. LEVEL III ARCHITECTURAL/SITE PLAN REVIEW to permit the construction of a 7,612 sq. ft., two-story, single family, Contemporary Anglo Caribbean -style dwelling with attached single story garage and guest house and a swimming pool. 3 Minutes of Town Commission Regular Meeting & Public Hearing Held Nov. 9, 2018 @ 9:00 A.M. Commissioner Orthwein moved to approve the LEVEL III ARCHITECTURAL/SITE PLAN REVIEW to permit the construction of a 7,612 sq. ft., two-story, single family, Contemporary Anglo Caribbean -style dwelling with attached single story garage and guest house and a swimming pool that, combined, meets the minimum intent of the design manual and the typical review standards with the following conditions: 1. Any minor modifications in the approved landscaping shall be submitted to the Town Manager for review and approval and any major modifications shall be brought back to the ARPB for review and approval prior to commencement of landscaping. Before this motion was seconded, it was pointed out by Commissioner Lyons that the square footage should read 7,637 sq. ft., not 7,612 sq. ft. and Commissioner Orthwein then made a motion to amend the LEVEL III ARCHITECTURAL/SITE PLAN REVIEW to permit the construction of a 7,612 sq. ft., to read 7,637 sq. ft. The amended motion was seconded by Commissioner White with all voting AYE at roll call. IX. Reports. A. Town Manager 1. Undergrounding Project/Comcast Update Mr. Dunham said that Comcast has been working in the rights of way installing the vaults and pedestals over the stub -outs of the pipes coming out of the ground in preparation of pulling the fiber through the lines to connect them to the houses. The Town Manager reported that he is still trying to get AT&T to work simultaneously with Comcast. 2. Town CIP The Town Manager reported that the CIP will be on the agenda for the next meeting in December at which the engineers will be present to conduct a presentation and discussion. He reminded that this was in the 2019 budget for the North Core Area Planning, Designing and Permitting and there will be a list of all the roads and boundaries of what will be discussed, then actually doing the construction in the year 2020, or the 19/20 budget. The discussion will be on water mains, roads and drainage with eight sections of roads identified that will be concentrated on for the first construction project and there will be the opportunity to take away, add, decide if there will be widening of roads, etc., he said. Vice Mayor Stanley asked to be refreshed about the North Core. The Town Manager stated the North Core areas to be Bermuda Lane, Sea Road to south end, Gulfstream Road, Sea Road to drainage divide, Old School Road, which is Gulf Stream Road to the cul-de-sac, Oleander Way, Banyan Road to the north end, Polo Drive, Palm Way to Old School Road, Wright Way, Old School Road to cul-de-sac, Sea Road, Ocean Blvd. to Gulf Stream Road and N. County Road, Ocean Blvd. to Sea Road. Mr. Dunham added this meeting would be the place to discuss changing timing on this as well, if that is what they choose to do, at the December meeting as this will be the first planning session for the CIP program. 4 Minutes of Town Commission Regular Meeting & Public Hearing Held Nov. 9, 2018 @ 9:00 A.M. Commissioner Lyons brought up the traffic challenges, particularly on roads going east/west and the north end of Polo being narrow. He asked if there was any guidance from the Police Chief on safety. He also suggested doing a traffic study so as to have an understanding on the ideal standard. Commissioner Lyons stated that he understood the quaintness of the Core District, but that it needs to function so that trucks aren't driving on grass, etc. He wanted to know if they should be prepared with a study prior to the December meeting and Town Manager Dunham stated that these are things they will be discussing during the meeting. He added that traffic circulation was part of the decision to choose the Core District as a starting point. 3. Construction Update at 3140 Polo Dr.: No new landscaping is going in at the present moment but they are landscaping in the back and they have scheduled to take down the fences on Monday, November 19, 2018. The last thing will be placement of Zoysia grass. The date of the original permit was February of 2016, he said. B. Architectural Review & Planning Board 1. Meeting Dates a. November 15, 2018 at 8:30 A.M. b. December 27,2018 at 8:30 A.M. c. January 24, 2019 at 8:30 A.M. d. February 28, 2019 at 8:30 A.M. e. March 28, 2019 at 8:30 A.M. Vice Mayor Stanley called attention to these dates. C. Finance Director 1. Financial Report for October 2018 The Town Manager said there was nothing unusual about the report. There may be some line items that are paid up front at the beginning of the year, or made in quarterly payments. D. Police Chief 1. Activity for October 2018 Chief Allen asked that his report also be accepted as presented if there were no questions. There being none, the Vice Mayor declared both reports accepted. X. Items for Commission Action. A. Bid Award for Information Technology Services ITN #18-100 The Town Manager explained that the one year contract for IT services is ending. An Invitation to Negotiate, an acceptable procurement method, has been sent to four companies that provide this service. The firm, Calvin, Giordano & Associates, responded to the invitation. A committee composed of Lt. John Haseley, Edward Nazzaro and Rebecca Tew was established to analyze the proposal and interview the company. The committee is recommending that Calvin, Giordano & Associates be selected and that a contract be prepared, he said. Mr. Dunham said that this company has done some emergency work for the Town to everyone's satisfaction and has contracts with several small 0 Minutes of Town Commission Regular Meeting & Public Hearing Held Nov. 9, 2018 @ 9:00 A.M. communities in Broward and Miami -Dade counties. He said that under the current contract, the Town pays $1,100 per month whether their services are needed or not as opposed to the new offer which is an hourly fee on a tiered scale of $85 to $225 per hour depending on the level of service that might be necessary. Town Manager Dunham said the Committee believes it will be less costly on the hourly basis. Commissioner Lyons moved to accept CG and Associates for the Information Technology Services and to enter into a one year contract with an option to renew for another three years. The motion was seconded by Commissioner Orthwein with all voting AYE at roll call. B. Request for construction trailer @ Bellamar, 3951 N. Ocean Blvd. Town Manager Dunham explained that Bellamar House is about to commence concrete work that will be hand mixed on-site. He said that it is necessary that there be storage space for these bags of concrete, thus the request for the storage trailer. He said they will also need to have a portable toilet and a dumpster on site and called attention to a copy of a survey of the property that shows the requested location for these three items. In answer to questions from Commissioner Orthwein and Commissioner White, Mary Griffin, representing Bellamar House, said jack -hammers will not be used. She said they will use smaller hand tools and the noise will last about six weeks with the entire project expected to take 10 weeks. Commissioner Orthwein moved to approve the construction trailer @ Bellamar, 3951 N. Ocean Blvd. The motion was seconded by Commissioner White with all voting AYE at roll call. C. Unity of Title Declaration Re: 5 Driftwood Landing/1010N. Ocean Blvd. (61) This item was removed from the agenda. D. Items by Mayor & Commissioners There were no items. E. Resolution 18-015 Town Manager Greg Dunham stated this is a resolution that will adjust the figures in the 17/18 Budget to reflect the actual amount that Delray Beach collected over the 17/18 fiscal year for building inspections that were performed in Gulf Stream. Gulf Stream budgets what Delray Beach reflects in their budget. Vice Mayor Stanley reminded that this was required by our auditor's a few years ago to make this a line item of money in/money out. Rebecca Tew added that the Town has to follow whatever Delray shows. N Minutes of Town Commission Regular Meeting & Public Hearing Held Nov. 9, 2018 @ 9:00 A.M. The money never actually passes through Gulf Stream but it is 1000 handled in transactions at Delray. The Town Clerk read Resolution No. 18-015: A resolution of the Town Commission of the Town of Gulf Stream, Florida providing for the appropriations of budget revenues and expenditures in the general fund for the fiscal year ending September 30, 2018; providing an effective date. Be it resolved by the Town Commission of the Town of Gulf Stream, Florida that the following re -appropriations be made: Debit Credit Misc. Prof. Services -Building Inspections (Expenditure) 215,972 Inspection Fee (Revenue) 215,972 Passed and adopted this 9th day of November, 2018. Commissioner Orthwein moved to approve Resolution No. 18-015. The motion was seconded by Commissioner White with all voting AYE at roll call. X. Adjournment. Vice Mayor Stanley adjourned the meeting at 10:03 A.M. Rita L. Taylor Town Clerk 7