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HomeMy Public PortalAbout05/21/1997 * Special MeetingMay 19, 1997 MAYOR: William F. Koch, Jr. VICE MAYOR: Alan I. Armour COMMISSIONER: James E. Cross Joan K. Orthwein Robert W. Hopkins II SPECIAL MEETING BEING HELD BY THE TOWN COMMISSION AT THE CALL OF THE MAYOR OF THE TOWN OF GULF STREAM, ON WEDNESDAY MAY 21, 1997, AT 8:15 A.M., IN THE COMMISSION CHAMBERS OF THE TOWN HALL, 100 SEA ROAD, GULF STREAM, FLORIDA. I. Call to Order. II. Pledge of Allegiance. III. Roll Call. IV. Zoning in Progress Discussion. V. 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 MINUTES OF THE SPECIAL MEETING HELD BY THE TOWN COMMISSION AT THE CALL OF THE MAYOR OF THE TOWN OF GULF STREAM, ON WEDNESDAY MAY 21, 1997, AT 8:15 A.M., IN THE COMMISSION CHAMBERS OF THE TOWN HALL, 100 SEA ROAD, GULF STREAM, FLORIDA. I. Call to Order. Mayor Koch called the meeting to order at 8:15. OII. Pledge of Allegiance. Vice Mayor Armour led the Pledge of Allegiance. III. Roll Call. Present and William F. Koch, Jr. Mayor participating: Alan I. Armour Vice Mayor Robert W. Hopkins II Commissioner Joan K. Orthwein Commissioner Absent: James E. Cross Commissioner Also present and E. Scott Harrington Town Manager participating: Rita L. Taylor Town Clerk IV. Zoning in Progress Discussion, Town Manager Harrington advised that this discussion was intended to be held at the Special Meeting of the Commission and ARPB of May 14, 1997 but due to an oversight on his part, it was overlooked. Mr. Harrington reminded that the Town of Gulf Stream has been conducting a study and is proposing amendments to its Design Manual and to its Zoning Code. He said it is important, for the viability and integrity of the study and the proposed amendments, that applications for permits which are in contravention of the study and the proposed amendments, not be considered or granted until the study has been completed and the amendments adopted by ordinance. He therefore recommended that zoning in progress be declared and that the Staff be directed not to receive for filing, consider or grant any applications which are in contravention of the proposal contained within the study now being undertaken. He further recommended that zoning in progress remain in effect until the completion of the study and until the adoption by the Commission of any amendments to the Gulf Stream Design Manual and /or the Zoning Code relating from such study. Commissioner Armour asked when the adoption is expected to take place and Mr. Harrington advised that a first reading of the Ordinance is planned for the June, 1997 meeting with the second reading to follow in July, 1997. Town Commission - Special Meeting May 21, 1997 Page 2 The members of the Commission were in agreement with the recommendations of the Town Manager and Commissioner Armour moved that zoning in progress be declared and that the Town Manager be directed not to receive for filing, consider or grant any applications which are in contravention of the proposal contained within the study now being Oundertaken; and further that zoning in progress shall remain in effect for a period of 90 days. The motion was seconded by Commissioner Orthwein. Roll call: Comm. Orthwein; AYE, Comm. Armour; AYE, Comm. Hopkins; AYE, and Mayor Koch; AYE. V. Adjournment. Mayor Koch adjourned the meeting at 8:20 A.M. on a motion to do so made by Commissioner Armour and seconded by Commissioner Hopkins with all voting in the affirmative. Rita L. Taylor Town Clerk May 13, 1997 MAYOR: William F. Koch, Jr. VICE MAYOR: Alan I. Armour COMMISSIONER: James E. Cross Joan K. Orthwein Robert W. Hopkins II ` -- GULF STREAM HISTORIC HIGHWAY COMMITTEE CHAIRMAN: Cynthia Neeves SECRETARY: Kimberly A. Tiernan COMMITTEE MEMBER: Muriel Anderson Jeanne Breazeale Marjorie McGraw SPECIAL JOINT MEETING BEING HELD BY THE TOWN COMMISSION AND THE GULF STREAM HISTORIC HIGHWAY COMMITTEE OF THE TOWN OF GULF STREAM ON WEDNESDAY, MAY 21, 1997, AT 8:30 A.M., IN THE TOWN HALL, 100 SEA ROAD, GULF STREAM, FLORIDA. AGENDA I. Call to Order. II. Pledge of Allegiance. III. Roll Call. IV. AlA Landscape Design and Construction Administration Services Presentations by Short - Listed Firms. A. Cotleur Hearing, Inc. /Heller, Weaver & Cato, Inc.- Jupiter B. Curtis +Rogers Design Studio, Inc. /C.A.P. Engineering Consultants, Inc. -Miami OC. Roy- Fisher Associates, Inc. /Keith & Schnars, P.A. - Tequesta V. Discussion, ranking and selection. VI. Adjournment. SHOULD ANY INTERESTED PARTY SEEK TO APPEAL ANY DECISION MADE BY THE TOWN COMMISSION AND THE GULF STREAM HISTORIC HIGHWAY COMMITTEE 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. 286.0105, F.S.S. MINUTES OF THE SPECIAL JOINT MEETING HELD BY THE TOWN COMMISSION AND THE GULF STREAM HISTORIC HIGHWAY COMMITTEE OF THE TOWN OF GULF STREAM ON WEDNESDAY, MAY 21, 1997, AT 8:30 A.M., IN THE TOWN HALL, 100 SEA ROAD, GULF STREAM, FLORIDA. I. Call to Order. Mayor Koch called the meeting to order at 8:30. II. Pledge of Allegiance. Vice Mayor Armour led the Pledge of Allegiance. III. Roll Call. Present and participating: Absent with notice: Also present and participating: William F. Koch, Jr. Alan I. Armour James E. Cross Joan K. Orthwein Robert W. Hopkins II Cynthia Neeves Kimberly A. Tiernan Muriel Anderson Jeanne Breazeale Marjorie McGraw E. Scott Harrington Rita L. Taylor Donaldson Hearing Robert Cotleur Robert Walker, P.E. Aida M. Curtis Richard H. Rogers Tom Graboski Constance Roy- Fisher Deanna Rennebaum Mark J. Mosier, P.E. Mayor Vice Mayor Commissioner Commissioner Commissioner Chairman - Committee Secretary- Committee Committee Member Committee Member Committee Member Town Manager Town Clerk Cotleur Hearing, Inc. Cotleur Hearing, Inc. Heller, Weaver & Catc Curtis- Rogers Designs Curtis- Rogers Designs Tom Graboski Assoc. Roy- Fisher Associates Roy - Fisher Associates Keith & Schnars, P.A. IV. AlA Landscape Design and Construction Administration Services presentations by Short - Listed Firms. Mayor Koch advised that following each presentation, there will be an opportunity for the members of the Commission to ask questions, after which members of the Historic Highway Committee may ask questions. Town Manager Harrington reminded that each presentation will be limited to 20 minutes and 10 minutes is allocated for the question period. Special Meeting Held Jointly - Town Commission and Gulf Stream Historic Highway Committee -May 21, 1997 page 2 A. Cotleur Hearing, Inc. /Heller, Weaver & Cato, Inc.- Jupiter Mr. Donaldson Hearing introduced himself as the Project Manager for the proposed project and the introduced Robert Cotleur, Project Landscape Architect, Scott Lewis, Archeologist, Karen Webster, Historian, and Robert Walker, P.E. with the firm of Heller, Weaver, & Cato. Mr. CHearing believed there should be some long term planning, beyond the scope of the current ISTEA Grant, to relocate overhead wires to underground. He stated that much of the overhead does not include the large voltage lines and could therefore be relocated at a lesser cost. Mr. Cotleur advised that he would suggest an underplanting of pines in the area of the Gulf Stream Golf Club and that small pines be planted to fill in holes where mature pines have been removed in other areas along AlA. He further suggested that a dominant plant be selected, such as coconut palms, for a design at the entrance on each end of the Town. Mr. Cotleur pointed out that there is an area at the south end of the Gulf Stream Golf Club that is made up of entirely native coastal vegetation. He believed that this same type of vegetation should be used in this area with no pines added. Mr. Robert Walker advised that he believes the signs should be of natural materials of an understated style. He further believed that public participation is essential and that one -on -one meetings should be held with property owners that may be impacted by the project. Mr. Hearing closed by stating that the design would respond to maintenance requirements from the start. Commissioner Armour noted t locations. He explained th of the existing pines and t dedicated Cotleur Hearing i he has worked on both sides particular circumstance, he at the pines have been eliminated in some t the Town is dedicated to the preservation e addition of new ones, and questioned how in this regard. Mr. Hearing advised that regarding Australian pine trees and in this has no problems with adding pines. Mayor Koch asked how long Cutleur Hearing, Inc. has been working in Palm Beach County, and how close the actual maintenance costs have been to the budgets established by his firm. Mr. Hearing replied that the firm has been in Palm Beach County since 1982 and while they have only recently been involved in maintenance projections on public projects, the actual costs for maintenance on private projects have been within 5% to 10% of the projections. Special Meeting Held Jointly - Town Commission and Gulf Stream Historic Highway Committee -May 21, 1997 page 3 Commissioner Armour then noted that the Department of Transportation has fought to eliminate the Australian pine and asked Mr. Hearing if he felt DOT would make it difficult to use the pines in this project. Mr. Hearing advised that his firm has excellent relations with DOT and noted Othat the ISTEA Grant makes reference to the historic nature of the highway. Since the Australian pine are a part of the history of AlA in Gulf Stream, he believed there would be little opposition from DOT. Mrs. Neeves asked if all plant materials planned would have low maintenance requirements and Mr. Hearing advised that they are all low maintenance plants. Town Manager Harrington asked what would be considered the "clear zone" and what options would be available if there is not sufficient space. Mr. Hearing replied that the "clear zone" would be from 11' to 141, depending on the classification of AlA. He believed the plantings should be to within 7' of the pavement and noted that having plantings close to the road tends to lend a calming feeling to motorists. He further believed that a variance could be obtained on these grounds. B. Curtis +Rogers Design Studio, Inc. /C.A.P. Engineering Consultants, Inc. -Miami Aida M. Curtis, Project Manager for the proposed project, was recognized and introduced Richard Rogers, Design Principal, Esperanza Suarez, Project Landscape Architect, Lisa Hammer, Horticulturist, Ken Didonato, Irrigation Designer, and Tom Graboski. Ms. Curtis began by stating the project goals as follows: 1) Enhance the scenic values of the AlA Corridor; 2) Restore the Historic Character of the Highway; 3) Develop a signage system that creates an identity by reinforcing the natural beauty and elegance of Gulf Stream; 4) Minimize maintenance. She then listed the design issues as 1) Planting i.e. preservation of Australian Pine Canopy, replanting Australian pines to restore character & assist in succession, and incorporation of complementary plant species, 2) SignaQe to be of a unique, elegant and understated design, with a cohesive vocabulary, of durable materials, to require low maintenance and be cost effective, 3) Utilities, 4) FDOT Coordination, and 5) Public Participation-consensus Buis Ms. Curtis emphasized the manner of public participation which provided for four community meetings during the process and advised that relocation of some of the overhead utility lines will be a prime consideration. Mr. Graboski explained that the Florida Department of Transportation will say what can be done with signs but he felt practical materials should be used due to the salt air and corrosion it brings. Special Meeting Held Jointly - Town Commission and Gulf Stream Historic Highway Committee -May 21, 1997 page 4 Ms. Curtis believed the historical significance of the Corridor would help in obtaining variances for the location of the new plantings. She closed her presentation by enumerating the team assets as follows: 1) Experienced team having 64 years of combined landscape architectural experience, public agency experience, roadway and streetscape experience, community identity and signage experience and public participation experience; 2)Understanding of issues of historic character, coastal requirements, FDOT coordination, traffic control, maintenance and phasing; 3) Direct principal involvement; 4) Minority participation; and 5) Commitment to quality and client satisfaction. Mayor Koch asked how long the project would take and if they would use saw palmetto in the design. Mr. Rogers stated they would use the saw palmetto and would expect to complete the project in November, 1997. Commissioner Hopkins asked if the firm could work within the budget and how many hours had been expended in preparing this presentation. Ms. Curtis replied that it may be difficult to work within the budget with regard to signage but believed the planting budget to be adequate. She advised that approximately 16 hours had been spent in preparing the presentation with an expenditure of $150.00 in materials. Commissioner Hopkins stated that he prefers money be spent on materials rather than fancy presentations. Commissioner Armour observed that DOT has been at odds with the existence of Australian Pines and he questioned how Curtis + Rogers felt about the pines. Ms. Curtis stated that at first they hated the idea of adding more pines but that after driving through the existing canopy and experiencing the feeling of serenity while doing so, they are now wondering why more of them are not used. Commissioner Armour then asked if there are many strings attached to this grant with DOT. Ms. Curtis answered that it is necessary to keep DOT in the loop and follow their procedures, but believes that compromises can be reached with regard to setbacks from the pavement. She said that this will be an interactive process. Mayor Koch asked what plants would be used and was advised that more research is needed but they will try to choose what was there in years past. Ms. Curtis stated that there are areas that may not need anything and the money should be spent in areas that are in real need. Mr. Rogers stated that they did not come into the meeting to tell the Town what to do but rather wanted to know what the Town wanted and then they would help to achieve it. Commissioner Hopkins advised that he felt that the firm is made up of professionals and as such should make known what would be best. Special Meeting Held Jointly - Town Commission and Gulf Stream Historic Highway Committee -May 21, 1997 page 5 C. Roy- Fisher Associates, Inc. /Keith & Schnars, P.A. - Tequesta Constance Roy - Fisher, Project Manager for the proposed project, introduced herself and then introduced Deanna Rennebaum who would act as Senior Landscape Architect and Mark Mosier, P.E. of Keith and Schnars who would be in charge of permitting and construction management. Ms. Roy- Fisher displayed a map of AlA on which she had designated focal points. She suggested that a picture be created at each of these points using landscape material and that spaces of varying shapes be created in areas along the road where there are no existing spaces. She felt the first step would be to consult with C.Way Hoyt to determine which pines will be in need of removal in the near future. She stated that it would be her suggestion to incorporate existing private vegetation with the new. Ms. Roy- Fisher stated that while adding curb is expensive, that might be necessary in some areas, in order to plant trees closer to the pavement. She advised that new pines would be planted in areas that have no pines and where there are diseased pines. Other plant materials would be planted behind the pines that are expected to have a short life span left. Ms. Roy- Fisher advised that a Strangler Fig could be placed on the dead or dying trees which would grow very fast and give the appearance of a mature tree rather than an empty space. She recommended that some type of flowering plant that had been used in past years be added at some of the focal points. She advised that her firm was a pioneer in developing maintenance costs and that these costs would be developed when making the design. She further advised that requests of adjacent property owners should be considered. With regard to signage, Ms. Roy - Fisher felt it should be kept very simple, possibly with Mizner elements or the Town Seal on a stucco column. Mayor Koch questioned how much of this work can be accomplished with the existing budget and Ms. Roy - Fisher advised that there is enough money .� for a nice design. Commissioner Hopkins asked if this shouldn't have been a larger budget to which she replied that she can make it work. Commissioner Armour asked how she felt about Australian pines as there are many negative attitudes regarding them. Ms. Roy - Fisher stated that while growing up in Florida, she had believed them to be native plants and believes they are proper to use in Gulf Stream along AlA. Town Manager Harrington asked what experience the firm has had in dealing with the DOT Clear Zone. She believed AlA would be considered a Special Meeting Held Jointly - Town Commission and Gulf Stream Historic Highway Committee -May 21, 1997 page 6 local road which would enable the trees to be planted closer to the pavement. She advised that curbs would be needed to plant to within 4' Mrs. Anderson asked how accurate her cost estimates have been for Omaintenance. Ms. Roy - Fisher advised they have been very close. V. Discussion, ranking and selection. An informal discussion was held between the Town Commissioners and the members of the Gulf Stream Historic Highway Committee. It was unanimously agreed that Roy - Fisher Associates, Inc. was the first choice with some of the reasons being their creativity and originality, and their experience of having completed projects of a similar nature in other high quality communities. Mr. Harrington advised that a second choice should be selected in the event it was not possible to agree on a contract with the first choice. However, he stated that should he not be able to negotiate a contract with the first choice, he would report to the Commission prior to entering into any negotiations with the second choice. He further advised that this is the procedure that is established for contracting this type of work. It was agreed by both the Town Commission and the Historic Highway Committee that Cotleur Hearing, Inc. be named the second choice. Commissioner Orthwein moved and Commissioner Cross seconded that the firm of Roy- Fisher Associates, Inc. be selected as the first choice for Landscape Design and Construction Administration Services for State Road AlA, and that the Town Manager be authorized to negotiate a contract with them, but, in the event a contract is not agreed upon, the Town Manager be authorized to negotiate with the firm of Cotleur Hearing, Inc. provided he first returns to the Commission. Roll Call: Comm. Orthwein; AYE, Comm. Cross; AYE, Comm. Armour; AYE, Comm. Hopkins; AYE, and Mayor Koch; AYE. VI. Adjournment. Mayor Koch adjourned the meeting at 11:00 A.M. on a motion to do so made by Commissioner Armour that was seconded by Commissioner Cross with all voting in the affirmative. 2 �� Rita L. Taylor, Tof Clerk