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.
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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.
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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.
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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
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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.
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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
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