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HomeMy Public PortalAbout10/12/2012I / APPLICATION FOR DEVELOPMENT APPROVAL NOTICE IS HEREBY GIVEN that the Architectural Review and Planning Board of the Town of Gulf Stream will hold a Public Hearing on Thursday, October 25, 2012 at 8:30 A.M., and the Town Commission of the Town of Gulf Stream, Florida will hold a Public Hearing on Friday, November 9, 2012 at 9:00 A.M., both in the Commission Chambers of the Town Hall, 100 Sea Road, Gulf Stream, rFlorida, at which the following will be considered: i An application submitted by Benjamin Schreier, Affiniti Architects, as agent for Doris J. Gillman, owner of the property located at 3333 North Ocean Blvd, Gulf Stream, Florida, which is legally described as Part of Lot 5, Gulf Stream Ocean Tracts, to consider the following: 1. NORTH OCEAN BOULEVARD OVERLAY PERMIT to remove existing landscape material and driveway, install new driveway and landscaping and construct 5 foot perimeter wall with entry gate within the North Ocean Boulevard Corridor. 2. LAND CLEARING PERMIT to relocate /clear existing landscaping material for relocation of driveway, preparation of building site and property beautification. 3. DEMOLITION PERMIT to remove existing structures. 4. LEVEL 3 ARCHITECTURAL/SITE PLAN REVIEW to permit construction of a 9,036 square foot Colonial West Indies style partial 2 -story single family dwelling, 3 car attached garage and a swimming pool. The Architectural Review and Planning Board shall make a recommendation to the Town Commission and the Town Commission shall make a final decision regarding the subject application at the meetings noticed above. The meetings may be adjourned from time to time and place to place as may be necessary to hear all parties and evidence. The complete application materials are on file in the Office of the Town Clerk located at 100 Sea Road, Gulf Stream, Florida 33483, and may be reviewed during regular business hours, which generally include non - holiday weekdays from 9:00 A.M. to 4:00 P.M. ALL PARTIES INTERESTED IN THESE MATTERS may appear before the Architectural Review and Planning Board and the Town Commission of the Town of Gulf Stream at the times and place aforesaid and be heard. SHOULD ANY INTERESTED PARTY SEEK TO APPEAL ANY DECISION MADE BY THE ARCHITECTURAL REVIEW AND PLANNING BOARD or the Town Commission WITH RESPECT i TO ANY MATTER CONSIDERED AT THE PUBLIC HEARINGS, SAID PARTY WILL NEED A RECORD OF THE PROCEEDINGS, AND FOR SUCH PURPOSE, MAY NEED TO INSURE THAT A VERBATIM RECORD OF THE PROCEEDINGS IS MADE, WHICH RECORD INCLUDES THE TESTIMONY AND EVIDENCE UPON WHICH THE APPEAL IS TO BE BASED. 286.0105, F.S.S. TOWN OF GULF STREAM, FLORIDA Dated: October 12, 2012 'F�' Rita L. Taylor, Tgm Clerk October 4, 2012 MAYOR: Joan K. Orthwein VICE MAYOR: Thomas M. Stanley COMMISSIONER: Muriel J. Anderson W. Garrett Dering Robert W. Ganger REGULAR MEETING AND PUBLIC HEARING BEING HELD BY THE TOWN COMMISSION OF THE TOWN OF GULF STREAM ON FRIDAY, OCTOBER 12, 2012 AT 9:00 A.M. IN THE COMMISSION CHAMBERS OF THE TOWN HALL, 100 SEA ROAD, GULF STREAM, FLORIDA. AGENDA I. Call to Order. II. Pledge of Allegiance. III. Roll Call. IV. Minutes. A. Regular Meeting held September 14, 2012 B. Tentative Budget Public Hearing held September 14, 2012 C. Special Meeting held September 25, 2012 D. Final Budget Public Hearing held September 25, 2012 V. Additions, withdrawals, deferrals, arrangement of agenda items. VI. Announcements. A. Regular Meetings and Public Hearings 1. November 9. 2012 @ 9:00 A.M. 2. December 14, 2012 @ 9:00 A.M. 3. January 11, 2013 @ 9:00 A.M. 4. February 8, 2013 @ 9:00 A.M. 5. March 8, 2013 @ 9:00 A.M. G. April 12, 2013 @ 9:00 A.M. VII. PUBLIC HEARING. A. Board of Adjustment 1. Request for 1 yr. extension of a Level 3 Architectural /Site Plan Approval for improvements at 2562 Avenue Au Soleil- Constance J.M. Swift B. Applications for Development Approval 1. An application submitted by Seaside Builders LLC as agent for Harbor View Estates LLC, owners of property located at 1222 North Ocean Boulevard, Gulf Stream, Florida, legally described as Lot 3 Hidden Harbor Estates Plat Two, according to the plat thereof as recorded in Plat Book 15, Pages 173 and 174, Public Records of Palm Beach County. a. LEVEL 3 ARCHITECTURAL/SITE PLAN REVIEW to permit the construction of a partial two story single family Bermuda style dwelling, a 3 car garage with guest suite, a detached outdoor seating area, a total of 9,229 square feet, and a swimming pool. VIII. Reports. A. Utility Undergrounding -Danny Brannon (Engineer) B. Town Manager 1. Accounting System Upgrade Options a. In House Storage b. Off Site Hosting (Cloud) C. Architectural Review & Planning Board 1. Meeting Dates a. October 25, 2012 @ 8:30 A.M. b. November 15, 2012 at 8:30 A.M. c. December 27, 2012 @ 8:30 A.M. d. January 24, 2013 @ 8:30 A.M. e. February 28, 2013 @ 8:30 A.M. f. March 28, 2013 @ 8:30 A.M. AGENDA CONTINUED D. Finance Director 1. Financial Report for September 2012 2. Optional Format - Financial Report for September 2012 3. Water Usage as of September 30, 2012 E. Police Chief 1. Activity for September 2012 IX. Items for Commission Action. A. Resolution No. 012 -14; A RESOLUTION OF THE TOWN OF GULF STREAM, PALM BEACH COUNTY, FLORIDA, CONCERNING AMENDMENT 4 TO THE FLORIDA CONSTITUTION WHICH, IF ADOPTED, WOULD CREATE ADDITIONAL INEQUITIES IN FLORIDA'S TAX SYSTEM BY GRANTING CERTAIN TAX BREAKS TO SOME TAXPAYERS AT THE EXPENSE OF OTHER TAXPAYERS. B. Items by Mayor & Commissioners X. Public. XI. Adjournment. SHOULD ANY INTERESTED PARTY SEEK TO APPEAL ANY DECISION MADE BY THE TOWN COMMISSION WITH RESPECT TO ANY MATTER CONSIDERED AT THIS MEETING, SAID PARTY WILL NEED A RECORD OF THE PROCEEDINGS, AND FOR SUCH PURPOSE, MAY NEED TO INSURE THAT A VERBATIM RECORD OF THE PROCEEDINGS IS MADE, WHICH RECORD INCLUDES THE TESTIMONY AND EVIDENCE UPON WHICH THE APPEAL IS TO BE BASED. F.S.S. 286.0105 i f 0 MINUTES OF THE REGULAR MEETING AND PUBLIC HEARING HELD BY THE TOWN COMMISSION OF THE TOWN OF GULF STREAM ON FRIDAY, OCTOBER 12, 2012 AT 9:00 A.M. IN THE COMMISSION CHAMBERS OF THE TOWN HALL, 100 SEA ROAD, GULF STREAM, FLORIDA. I. Call to Order. Mayor Orthwein called the Meeting to order at 9:00 A.M. II. Pledge of Allegiance. The Pledge of Allegiance was led by the Mayor. III. Roll Call. Present and Joan K. Orthwein Mayor Participating Tom Stanley Vice -Mayor Muriel Anderson Commissioner W. Garrett Dering Commissioner (Via Telephone) Robert W. Ganger Commissioner Also Present and William H. Thrasher Town Manager Participating Rita L. Taylor Town Clerk John Randolph Town Counsel Garrett Ward Police Chief Quinn Miklos, Arch. Agent for Swift Miklos & Associates Hope Calhoun, Esq. Attorney for Seaside Builders & Harbor View Estates, LLC Robert Jones, Arch. of Architect for Seaside Jones Architects Builders & Harbor View Estates, LLC Joe Pike, Proj. Eng. Engineer for Seaside Enviro Design Builders & Harbor View Estates LLC Danny Brannon of Town Consultant for Brannon & Gillespie Underground Project IV. Minutes. A. Regular Meeting held September 14, 2012 Commissioner Ganger said, at the September 14th Meeting, Commissioner Dering said if the Town is considering buying light and poles, we should also look into leasing them. He said that comment was omitted from the Minutes. Clerk Taylor said the Minutes of the Regular Meeting held September 14, 2012 will be amended to include Commissioner Dering's suggestion. Commissioner Ganger moved and Commissioner Anderson seconded to approve the Minutes of the Regular Meeting held September 14, 2012, as amended. There was no discussion. All voted AYE. B. Tentative Budget Public Hearing held September 14, 2012 Commissioner Anderson moved and Commissioner Ganger seconded to approve the Minutes of the Tentative Budget Public Hearing held September 14, 2012. There was no discussion. All voted AYE. C. Special Meeting held September 25, 2012 Regular Meeting and Public Hearing Town Commission Meeting - October 12, 2012 Page 2 Commissioner Ganger moved and Commissioner Anderson seconded to approve the Minutes of the Special Meeting held September 25, 2012. There was no discussion. All voted AYE. D. Final Budget Public Hearing held September 25, 2012 Commissioner Ganger moved and Commissioner Anderson seconded to approve the Minutes of the Final Budget Public Hearing held September 25, 2012. (� There was no discussion. All voted AYE. V. Additions, withdrawals deferrals arrangement of agenda items. There were no changes. VI. Announcements. A. Re, 1. 2. 3. 4. 5. 6. There were no 3ular Meetings and Public Hearings November 9. 2012 @ 9:00 A.M. December 14, 2012 @ 9:00 A.M. January 11, 2013 @ 9:00 A.M. February 8, 2013 @ 9:00 A.M. March 8, 2013 @ 9:00 A.M. April 12, 2013 @ 9:00 A.M. conflicts in the Meeting Schedule. VII. PUBLIC HEARING. Clerk Taylor asked for declarations of Ex -parte communication concerning the items being heard during this Public Hearing. There were no declarations of Ex -parte communication. Clerk Taylor administered the Oath to the following: Quinn Miklos, Architect; Hope Calhoun, Esq.; Mark Grant, Esq.; Robert Jones, Architect; Joe Pike, Project Engineer; and, Danny Brannon, Utility Undergrounding Consultant. A. Board of Adjustment 1. Request for 1 yr. extension of a Level III Architectural /Site Plan Approval for improvements at 2562 Avenue Au Soleil- Constance J.M. Swift Quinn Miklos introduced himself as the architect for this project and also as the homeowner. He said he and his wife, Constance Swift, are requesting a one -year extension on this project, which was previously approved in June of 2011, due to medical complications. He said his wife was being treated for Lymes Disease and, as a result, they had to travel away from the area for several doctor visits during the past year. Mr. Miklos said the permit application for this project was finally submitted on September 15, 2012 and he was informed at that time that the project approval had expired and a request for an extension was Jrequired. Commissioner Anderson asked refresher. Mr. Miklos said original proposal. He said a double lot with a lot of two bedrooms, a family area all landscaping will remain Mr. the the Land and and Miklos to summarize the project as a project has not changed from the existing single -story structure sits on scaping, they are adding a 3 -car garage, a swimming pool. Mr. Miklos said that they will use the existing driveway. Mayor Orthwein said that everything previously approved is consistent with the current code, including recent changes to the Code. Regular Meeting and Public Hearing Town Commission Meeting - October 12, 2012 Page 3 Commissioner Stanley moved and Commissioner Anderson seconded to approve an extension of the effective period of an approved application for one additional calendar year for 2562 Avenue Au Soleil. There was no discussion. All voted AYE. B. Applications for Development Approval 1. An application submitted by Seaside Builders LLC as agent for Harbor View Estates LLC, owners of property © located at 1222 North Ocean Boulevard, Gulf Stream, Florida, legally described as Lot 3 Hidden Harbor Estates Plat Two, according to the plat thereof as recorded in Plat Book 15, Pages 173 and 174, Public Records of Palm Beach County. a. LEVEL 3 ARCHITECTURAL /SITE PLAN REVIEW to permit the construction of a partial two story single family Bermuda style dwelling, a 3 car garage with guest suite, a detached outdoor seating area, a total of 9,229 square feet, and a swimming pool. Hope Calhoun, Esq., introduced herself as an attorney for the applicant, and she said her law partner, Mark Grant, the Architect, Engineer and property owner are also present. Ms. Calhoun said the Commission saw the plat associated with this property in September of last year and were made aware of various issues concerning the property itself. She said since then the applicant has received plat approval and unanimous site plan approval for this single family home by the ARPB. Ms. Calhoun said they are here to discuss the approval of a single family home on one of the lots, and she asked that the Commission focus only on what is before them today with regard to the single family home. She said the team will be happy to answer any questions regarding the site plan approval. Ms. Calhoun also reserved time, if necessary, to address the Commission and any comments following the presentation. Richard Jones, Architect for the project, walked the Commission through the site plan. He said as you drive by the property on AlA you can see six pristine lots developed per plan for drainage, landscape buffer, site walls and roadways for access, and he said the property is ready for this next phase of development. Mr. Jones said this first home is on Lot 3 in the southwest corner overlooking Hidden Harbour. He described the proposed structure as a traditional Bermuda style home with appealing massing of 1 -story and 2- story. It will have a white mitered flat tile roof, soft pastel colors, accent shutter colors, some trim detail around the garage doors, a carriage house above the garage marking the entry and a terrace off of the rear with a detached sitting area overlooking the harbor. Mr. Jones thanked Mr. Thrasher and Clerk Taylor for their assistance, and he said the ARPB gave a unanimous recommendation of approval at their September meeting. He said they will go back before the ARPB with two additional designs in October. Commissioner Anderson asked if this is a spec home and Mr. Jones confirmed that. He said one of the two coming up in October is also a spec home and the other is under contract. Commissioner Ganger asked about the color scheme. Mr. Jones said it is a very pale blue with dark navy shutters and white trim. Commissioner Stanley asked about the Regular Meeting and Public Hearing Town Commission Meeting - October 12, 2012 Page 4 massing from back to front with regard to the carriage house, 3 -car garage and breezeway connection. Mr. Jones said the garage is attached by the roof and is separated from the main house by a breezeway. The philosophy is to break down the mass by elongating the house, breaking it up but keeping it attached with roofs, breezeway connections and wrap- around balconies. He said a foot bridge connects to a boat house with an open -air sitting area under roof and an outdoor fireplace and O overlooking Hidden Harbour. Commissioner Ganger asked what will be stored underneath the sitting area. Mr. Jones said it will be storage for life preserves and boating supplies and it will be enclosed with no visibility of that space. Commissioner Ganger asked if the porch area over the left side of garage is functional. Mr. Jones said it is 4 feet deep, 12 feet wide, it is accessed through doors from the carriage house over the garage, and it is a functional wrap- around porch with ample room for a few chairs. Commissioner Ganger asked about the landscaping. Mr. Jones said there will be ample landscaping around the perimeter of the house, there is a 15' no cut zone along the south elevation and all existing vegetation will remain, and he said there will be new landscaping around the perimeter which will significantly buffer the house on both the south and west elevations. Commissioner Ganger asked how this ties into the drainage. Mr. Jones said the drainage was designed for the subdivision and it is in place. He asked Mr. Pike to respond concerning drainage. Joe Pike of Enviro Design Associates introduced himself. He said the original design for the overall development includes internal swales in front of the lots that, when full, will spill into the yacht basin. With regard to the individual lots, the plan is augmented with on -sight inlets and guttering against the outside south walls to be sure nothing spills over the walls. Mr. Pike said they work with the master drainage plan and augment the plan as required. Mayor Orthwein asked if all has been approved by the South Florida Water Management District and Mr. Pike confirmed that. Commissioner Anderson moved and Commissioner Stanley seconded to approve Level III Architectural /Site Plan based on a finding that the proposed partial two story single family Bermuda style dwelling, a 3 -car garage with guest suite, a detached seating area, a total of 9,229 SF, and a swimming pool meet the minimum intent of the Design Manual and applicable review standards. Commissioner Ganger asked if the motion includes the conditions. Commissioner Anderson said it includes the 5 conditions. Commissioner Ganger asked if a condition for approval is imposed on one of the other houses would automatically be imposed on this one. Mr. Randolph said it would not apply to this house after it has been approved. Mayor Orthwein asked if members of the public wished to comment. There were no public comments. Commissioner Ganger said there are individuals who expressed concerns regarding this project from day one, and he asked Clerk Taylor if there were any communications, other than Mrs. Touhey. Clerk Taylor said there have been two parties that came in to view the plans. She read Mrs. Touhey's letter into the record. Mrs. Touhey stated in her letter that she is unable to attend Regular Meeting and Public Hearing Town Commission Meeting - October 12, 2012 Page 5 public hearings concerning applications for homes in the subdivision. She said she feels the developer has not lived up to the agreements that supported the Town's approval of the subdivision, specifically the stipulation that the arbor canopy would not be destroyed. Mrs. Touhey said she might have been more supportive of the project if the Banyan tree across from her driveway had not been cut down. She requested that any approved plans and construction of the six homes be frequently O inspected by the Town to be sure the builder is abiding by conditions of approval. The letter will be filed with the Official Records of the Town of Gulf Stream. Mayor Orthwein commented that Mr. Thrasher was very diligent with inspections of this property and that he inspected the property at all hours of the day and night. For the record, Commissioner Ganger said it should be acknowledged that there was no public comment at this meeting, the letter from Mrs. Touhey was read into the record and we must assume the Community is satisfied that the terms and conditions have been met. He said a concern of the Community is the cookie cutter look, and he asked if the designs not shown today are similar. Mr. Jones said they will all be unique with a similar theme of breezeway attachments to a garage with a carriage house above. He said there will be one more Bermuda style and a Colonial West Indies style, with variations of zoning, lot layout and colors. For the Record, Commissioner Ganger said the Commission is only approving one design, but we believe that the subdivision will consist of a lovely 6 -house neighborhood, all with an individual look. Commissioner Anderson amended the motion listing the recommended conditions for approval, as follows: 1. The electric service lines shall be buried; 2. The roof shall be white (through and through) un- textured un- coated flat cement tile; 3. Any minor modifications in the landscape plan 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; 4. Wall and /or fences will be measured from the lowest abutting grade with a maximum height of 6' including any lighting fixtures that may be attached; and 5. All chain link fencing will be screened from neighbor's view. There was no discussion. All voted AYE. VIII. Reports. A. Utility Undergrounding -Danny Brannon (Engineer) Danny Brannon of Brannon & Gillespie referred to the handout provided to the Commissioners and summarized the three options given. He said there are 85 lights, the FPL monthly cost is $15.00 per light, noting that rent is paid on each foot of underground wire that serve the lights, and they assume there is 100 feet of wire between lights. Transformers will be every 2nd or 3rd light, depending on the size of lots. Mr. Brannon said the upfront cost to FPL is zero, the present value of 85 lights is $117,489 over a period of 10 years. If the Town considers installing the high pressure sodium lights, the upfront cost would be about Regular Meeting and Public Hearing Town Commission Meeting - October 12, 2012 Page 6 $191,000, with a present value of approximately $62,000, paying $8.00 per light per month over 10 years. Commissioner Dering asked about the interest rate. Mr. Brannon said they use a discount rate of 6 %, which may sound high. Commissioner Dering asked for the gross numbers before the present value. Mr. Brannon said he did not have those numbers with him, but he said the O discount rate is reasonable. He said we have the actual monthly numbers, we know what the term is and it is easy to change the rate, which will change the numbers. Mr. Brannon spoke of a project where they installed 99 FPL traditional lights and then contracted with an outside firm to do the installation and maintenance, which omitted FPL. Their pricing was higher, but they negotiated them down to the FPL rate. Mr. Brannon said the outside firm had a vested interest in that area and it was a unique benefit for them. Mr. Brannon said the possibility of leasing as opposed to purchasing the lights was previously discussed, and he said if the Commission feels that avoiding a $200,000 upfront cost is in the best interest of the Town, we can research companies that provide a leasing service and compare their prices to FPL. Mr. Brannon said if the Town purchases their own lights, you begin paying for them as they are installed and you also begin paying the energy charges. If the Town contracts with a power company it will depend on how your contract is written, and Mr. Brannon said there will be two separate contracts, one for north end and another for the south end. With regard to a question raised recently concerning FDOT lighting requirements along AlA, Mr. Brannon said his firm has a lighting project along AlA in Jupiter, which includes streetscape improvements and a bike path, and he said the street is being illuminated by AASTO Green Book Standards. He said he would like to know if Jupiter is following those standards by choice or by order of the FDOT. Mr. Brannon said he and Mr. Thrasher will look into compensation provided by the FDOT per light along AlA because an annual compensation may drive the installation along AlA. Mayor Orthwein asked what percentage of the 85 lights will be installed along AlA and Mr. Brannon said probably about a third. Mayor Orthwein agrees with looking into FDOT lighting requirements along AlA and complying with those standards with the possibility of receiving annual compensation from FDOT. She asked if the FPL Traditional lights comply with FDOT. Mr. Brannon said they do not provide good light for the street, but he said if the Town can receive enough money from FDOT to pay for lights that comply, we may want to go back to Cobra Heads with concrete poles, which are cheaper. He said we can add wattage and the price may be about the same per light. Mayor Orthwein said we would end up with two different types of lights; Cobra Heads on AlA and the Traditional style in the interior. Commissioner Stanley asked if the lights have been plotted and, if so, he asked if the Commission could review it. Mr. Brannon said they have been plotted, but he said the Police Department should review the plot before the Commission. Commissioner Ganger said he would like to address LED lighting. Based on the upfront cost of $200 per light, Mr. Regular Meeting and Public Hearing Town Commission Meeting - October 12, 2012 Page 7 Brannon said the LED driver and lamp would end up being about 50% of the wattage of a 70 watt fixture. He said down the road LED will be equal in price to the high pressure sodium, and as LED continues to progress the price will come down. Mayor Orthwein commented that FPL will not service LED and, therefore, the Town would have to purchase LED and enter into a service contract with a leasing company. Commissioner Stanley asked, if the Town goes with the Traditional high pressure /—� sodium lights and switch to LED later, would make sense to buy the �j lights and poles if we are going to convert to LED down the line. Mr. Brannon said FPL does not make changes very fast. He said his guess is that FPL will shift to LED at some point, but it would be risky to anticipate when that will be. He said the cost of conversion would be the same as re- lamping, and the cost to convert to an LED driver and lamp will probably be the same in 10 years. Commissioner Ganger asked George Elmore, who was present, if he had any input. Mr. Elmore suggested that the Town address the turtle issue with regard to lighting before moving forward. Mr. Brannon said his firm has had major experience with the turtle issue and they have a good understanding of the lighting requirements. Mayor Orthwein asked if our current lighting is turtle friendly and Mr. Thrasher said there have been no complaints. Mayor Orthwein asked when we might have information from FDOT. Mr. Brannon said he and Mr. Thrasher are checking into some of the other areas along AlA, and he said they do not want to make overt motions until they have a better understanding of the benefit they are currently paying the Town. Commissioner Stanley described the lighting style around the turtle nesting areas in Palm Beach. Chief Ward said there are no lighting issues in Gulf Stream concerning the turtles, but he said the Police Department is often contacted by the turtle representatives and it would be a good idea to get their input. Mr. Brannon said he basically brought data showing the costs of going with FPL, going with a third party leasing company or the Town owning the lights outright. He said the next step is to get with FDOT to find out what their implication are for funding support along AlA, their requirements of lighting style and their illumination level requirements. Commissioner Dering asked about the timing of this decision. Mayor Orthwein said the Town needs the information from FDOT to make a decision. Mr. Brannon said FPL moved their date for lighting cost estimates and �� design to the end of October, he should have them in about two weeks, � and at that time they will reconcile FPL, ATT and Comcast into a composite and hope to have the RFPs out in November. Commissioner Ganger asked if leasing would be a viable alternative since we do not have $100,000 in the Capital account to pay for this. Mr. Brannon said it seems the Commission is leaning in that direction and the information from the FDOT will have an impact on their decision. Commissioner Dering asked Mr. Thrasher to come up with a budget showing how the Town is going to pay for this and he asked if for the information by next month's meeting. Mr. Thrasher said he can work on it, but he said a lot depends on Mr. Brannon's input and he is not sure that FDOT can provide their information within a 30 -day cycle. Mr. Brannon said he was not Regular Meeting and Public Hearing Town Commission Meeting - October 12, 2012 Page 8 aware of FDOT paying municipalities for installing lights along AlA, but he said he and Mr. Thrasher will try to have answers for the November Meeting. Commissioner Dering asked about the gross numbers. Mr. Brannon said the gross cost on the initial install is on the handout and the monthly cost is listed in the right -hand box next to each option. Commissioner o Ganger asked Mr. Brannon if he shows a residual value of the lights if the Town owns them. Mr. Brannon said he has not done a buy vs. lease. Mayor Orthwein asked Mr. Brannon for his recommendation. Mr. Brannon said if you go with the Traditional fiberglass poles, lantern, post and fixtures, the Town would be better served going with the FPL contract because you avoid the upfront costs, administrative costs are minimal and maintenance is built in. B. Town Manager Mr. Thrasher announced that the Town has a new employee, Jake Wayne Songer, and he said today completes his second week. Mr. Thrasher said that Wayne and Brian have been heavily involved in navigating the undergrounding of the gas line. He said we have a lot of water facilities in that area and, to date, we have had no water leaks or breaks. Mr. Thrasher said he is thankful to have Wayne on board. 1. Accounting System Upgrade Options a. In House Storage b. Off Site Hosting (Cloud) Mr. Thrasher summarized the Memorandum he provided to the Commissioners which included backup and his recommendation. He said the first option is to purchase the software and house it on -site, which is what the Town has been doing since 1996. Mr. Thrasher said Staff is using basically the same software, we have made good use of it and we have been able to maintain the security and backup on site. He said the second option is Off -Site Hosting (Cloud), which is going from workstation to internet to another location somewhere in the United States, or possibly offshore, rather than going from workstation to server. The general purchase price for the In -House option is about $20,238, which may have other associated costs. The upfront cost for the "Cloud" option is $6,982. The yearly maintenance fees vary quite a bit: In -house Option - $3,800 per year; Cloud Option - $6,783 per year. Mr. Thrasher said our provider will support our current software with protection and service for another 12 - 18 months from this date. He said currently we have a mirrored 3 -drive system where data enters the server, it goes to three different locations and, in the event a drive fails, our IT person can notify us remotely so that we can make repairs. There is a tape backup system which is done on a daily basis and the mirror process takes place twice a day. Mr. Thrasher said we would like to enhance our current system by updating to a better firewall and by backing up to a detachable exterior drive. He said the Cloud option is offered by our current provider. They have three remote locations in the United States, which are somewhere in the Northeast, West and Midwest, they have excellent IT people who are responsible for backup and updates, which are provided on a timely basis. Mr. Thrasher said there are other off -site options to consider for the future, which are Regular Meeting and Public Hearing Town Commission Meeting - October 12, 2012 Page 9 pricey, but he said he will continue to look at the off -site option. He said a decision does not have to be made today. Commissioner Dering asked if other vendors had input. Mr. Thrasher said he talked to the IT people and managers of other municipalities and received good input. He said he talked to other vendors, such as Munice and FMS, and they are both very pricey. Mr. Thrasher said he is �j familiar with Munice and their cost would be between $100,000 and $200,000. He said if we were a first time user of Fundware we would pay between $40,000 and $50,000 for the In -House option. Commissioner Stanley asked if we have a migration issue and Mr. Thrasher said we do, but he said it is common. He said systems run concurrently, the data conversion takes one year, and he after the conversion the old system would be kept live and active to go back for history, etc. Mr. Thrasher said he would like a decision, but he said he does not want to move forward with implementation until after our Audit is complete, which would be sometime in January. Commissioner Ganger asked if the auditor had a recommendation. Mr. Thrasher said when it entails a policy decision the auditor tries not to get involved, but he said Ron Bennett said he would not go with the Cloud because there is more risk and less control. Commissioner Ganger was concerned that our current provider could be bought out and we would be forced to change to something we were not happy with. Mr. Thrasher said our current provider has a very good reputation, they are large and it could happen, but he said he has no indication of that. Commissioner Stanley said he talked to people who say that municipalities with trained people who are working with an in- house server, tape backups and periodic updates can go for years with minimum support if they own the software. He said if we go with the cloud because they can raise their fees or sell out and we would have no say. Mayor Orthwein said purchasing the software and housing it in- house sounds like it provides more stability and control, there would be less risk and probably cheaper in long term. Mr. Thrasher said he would like to get the decision behind us and he recommends purchasing the software and keeping it in- house. He reminded the Commission that, if we do this, there are insufficient funds in that line item in the recently approved budget. Mr. Thrasher said his recommendation would be for Water Utilities to pay a share of this cost proportionate to their budget, through a transfer, which is reasonable. Commissioner Stanley asked if the $4,000 is charged in the first year and if the total for the first year is $24,000. Mr. Thrasher said the $24,000 will be paid in the first year. Commissioner Stanley moved and Commissioner Ganger seconded to approve Staff's recommendation to purchase the software to be housed on site for accounting in an amount not to exceed $25,000, which should be proportionately allocated between the General Fund and the Enterprise Fund. There was no discussion. All voted AYE. C. Architectural Review & Planning Board 1. Meeting Dates Regular Meeting and Public Hearing Town Commission Meeting - October 12, 2012 Page 10 a. October 25, 2012 @ 8:30 A.M. b. November 15, 2012 at 8:30 A.M. c. December 27, 2012 @ 8:30 A.M. d. January 24, 2013 @ 8:30 A.M. e. February 28, 2013 @ 8:30 A.M. f. March 28, 2013 @ 8:30 A.M. Mayor Orthwein noted the meeting dates of the Architectural Review and o Planning Board. She said a Newsletter just went out to the Community which provides upcoming meeting dates and other important information. Mayor Orthwein announced that the webpage would be up and running soon. D. Finance Director 1. Financial Report for September 2012 Mr. Thrasher requested that the Financial Reports for September, 2012 be approved as submitted. Commissioner Daring asked about the balance sheet. Clerk Taylor said the balance sheet did not scan when making copies for the packets. She said the balance sheet was distributed to each Commissioner this morning and she will fax one to Commissioner Dering after the meeting. Commissioner Ganger asked about funds for the underground project that were actually transferred from reserves to the bank as the Town's commitment for the undergrounding project. He said he realizes Mr. Thrasher is constantly shifting funds to Brannon & Gillespie to pay bills. Mr. Thrasher said the project involved a lot of support costs and the anticipated transfer from reserves to the General Fund was budgeted at $430,000. He said as of today this report indicates that $426,964 needs to be transferred from reserves. Mr. Thrasher said he will not know the true number until year end accounting work is complete because we may have additional costs that will be paid in October and accrued to September 30th, which may affect that number. Commissioner Ganger moved and Commissioner Stanley seconded to approve the Financial Report for September, 2012. There was no discussion. All voted AYE. 2. Optional Format - Financial Report for September 2012 3. Water Usage as of September 30, 2012 Commissioner Ganger asked if there is a new normal for water usage that the Town should be thinking about. Mr. Thrasher said no. He said the Town used less water due to the abundance of rain and this is the first year the Town is showing a surplus. Commissioner Dering said that part of the surplus is due to the amount being billed for reserves. Mr. Thrasher said we have also pulled back on our Contractor's activities over the last couple of months to under $20,000. E. Police Chief 1. Activity for September 2012 Chief Ward requested that the Activity Report for September, 2012 be accepted as submitted. Commissioner Ganger asked if there were any injuries due to the auto accident. Chief Ward said there were no injuries. The Activity Report for September, 2012 was accepted as submitted. IX. Items for Commission Action. A. Resolution No. 012 -14; A RESOLUTION OF THE TOWN OF GULF STREAM, PALM BEACH COUNTY, FLORIDA, CONCERNING AMENDMENT 4 TO Regular Meeting and Public Hearing Town Commission Meeting - October 12, 2012 Page 11 THE FLORIDA CONSTITUTION WHICH, IF ADOPTED, WOULD CREATE ADDITIONAL INEQUITIES IN FLORIDA'S TAX SYSTEM BY GRANTING CERTAIN TAX BREAKS TO SOME TAXPAYERS AT THE EXPENSE OF OTHER TAXPAYERS. Clerk Taylor read the title of Resolution NO. 012 -14, presented for adoption this 12th day of October, 2012. Mayor Orthwein and Commissioner Ganger and Commissioner Anderson expressed their support. Clerk Taylor O said the League of Women Voters, the Palm Beach County Municipal League and the State of Florida also support the Resolution. Commissioner Ganger moved and Commissioner Anderson seconded to approve the adoption of Resolution No. 012 -14. There was no discussion. Roll Call: Vice - Mayor Stanley, AYE; Commissioner Anderson, AYE; Commissioner Dering, NO; Commissioner Ganger, AYE; Mayor Orthwein, AYE. Resolution No. 012 -14 was adopted by a vote of 4 - 1. B. Items by Mayor & Commissioners There were no items by the Mayor or the Commissioners. X. Public. There were no comments by the Public. XI. Adjournment. Being no further business to come before the Comm�ion, the Meeting was adjourned by Mayor Orthwein at 10:45 A.M. 1 Gail C. Abbale Administrative Assist nt