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HomeMy Public PortalAbout01/09/1998January 2, 1998 MAYOR: William F. Koch, Jr. VICE MAYOR: Joan K. Orthwein COMMISSIONER: Fred B. Devitt III Robert W. Hopkins II William A. Lynch REGULAR MEETING BEING HELD BY THE TOWN COMMISSION OF THE TOWN OF GULF STREAM ON FRIDAY, JANUARY 9, 1998 AT 9:00 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. Minutes of the Regular Meeting of December 12, 1997 V. Additions, withdrawals, deferrals, arrangement of agenda items. VI. Announcements. A. Regular Meetings and Public Hearings 1. February 13, 1998 at 9:00 A.M. 2. March 13, 1998 with time to be confirmed 3. March 13, 1998 at Noon - Certification of Election 4. April 1998 to be confirmed 5. May 8, 1998 at 9:00 A.M. 6. June 12, 1998 at 9:00 A.M. B. Proclamation of Election March 10, 1998 C. Historic Highway Committee Meeting January 22, 1998 -4:30 P.M. VII. Reports. A. Town Manager B. Town Attorney C. Architectural Review & Planning Board 1. Meeting Dates a. January 28, 1998 at 8:30 A.M. b. February 25, 1998 at 8:30 A.M. c. March 25, 1998 at 8:30 A.M. d. April 22, 1998 at 8:30 A.M. D. Finance Director 1. Financial Report for December 1997 E. Police Chief 1. Activity for December 1997 F. Construction in Progress in December 1997 VIII. Items for Commission Action. A. Appointment to fill vacancy on the Architectural Review and Planning Board B. Items by Mayor and Commissioners. PAGE 2 IX. Correspondence. A. Resolutions of the Western Communities Council of P.B. County 1. Requesting P.B. County Bd. of Commissioners to invite the Treasure Coast Regional Planning Council to participate in future planning for Central Western Communities of Palm Beach County 2. Supporting permanent and consistent funding for Regional Planning Councils in the Governor's Budget. B. Resolution #145, 1997 supporting the Western Communities Council recommendation to support permanent and consistent funding for Regional Planning Councils in the Governor's Budget -Palm Beach Gardens 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 MINUTES OF THE REGULAR MEETING HELD BY THE TOWN COMMISSION OF THE TOWN OF GULF STREAM ON FRIDAY, JANUARY 9, 1998 AT 9:00 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 9:00 A.M. II. Pledge of Allegiance. Pledge of Allegiance was led by the Mayor. III. Roll Call. Present and Participating Absent with Notice: Also Present and Participating William F. Koch, Jr Joan K. Orthwein Fred B. Devitt III William A. Lynch Robert W. Hopkins II Kristin K. Garrison John Randolph Rita Taylor William Thrasher Robert Schultz Perry O'Neal Mayor Vice Mayor Commissioner Commissioner Commissioner Town Manager Town Attorney Town Clerk Finance Director Police Chief Town Resident IV. Minutes of the Regular Meeting of December 12, 1997. Commis- sioner Lynch moved and Commissioner Orthwein seconded that the minutes be approved as circulated and all voted AYE. V. Additions. withdrawals. deferrals, arrangement of agenda items. There were no changes in the agenda requested. VI. Announcements, A. Regular Meetings and Public Hearings 1. February 13, 1998 at 9:00 A.M. Mayor Koch reminded that recognition of the service to the Town rendered by Commissioners Cross and Armour had been tentatively planned for February and directed that it be made an agenda item. Commissioner Orthwein advised that she had not yet ordered the silver tray in honor of Commissioner Cross and questioned if it was the desire of the Commission to present this to Mrs. Cross or if they felt something else to be more appropriate, adding that the silver tray is ready for Commissioner Armour. Regular Meeting -Town Commission January 9, 1998 Page 2 The Commissioners agreed that Commissioner Orthwein should go forward with obtaining a silver tray honoring Commissioner Cross and Mayor Koch stated that the Cross children must be contacted with regard to the date of the presentation. 2. March 13, 1998 with time to be confirmed Town Clerk Taylor reminded that the Certification of Election must be ^ held at noon on this date and that in past years, the Commission has �) held the Regular Meeting at 10 or 11 A.M., just prior to the noon meeting. The Commissioners agreed to hold the March 13, 1998 Regular Meeting at 11 A.M. 3. March 13, 1998 at Noon - Certification of Election 4. April 1998 to be confirmed Inasmuch as the Regular Meeting date of April 10, 1998 falls on Good Friday, the Commissioners unanimously agreed to hold the meeting on Thursday, April 9, 1998 at 9:00 A.M. 5. May 8, 1998 at 9:00 A.M. Due to a number of schedule conflicts, the Commission determined that the May meeting would be held on Friday, May 15, 1998 at 9:00 A.M. 6. June 12, 1998 at 9:00 A.M. The time of the June meeting was changed to 8:30 A.M. by unanimous agreement of the Commissioners. B. Proclamation of Election March 10, 1998 The Proclamation was read in its entirety by the Town Clerk which included the announcement that the period for candidate qualification for the two Commission seats for a one year term each is from noon on January 27, 1998 to noon on February 10, 1998. C. Historic Highway Committee Meeting January 22, 1998 -4:30 P.M. Town Manager Garrison explained that at this meeting Connie Fisher would be presenting detailed designs of what is planned for the landscaping along AIA as opposed to the previous meeting where only a concept was presented. Mayor Koch suggested that those property owners having property adjacent to AlA be advised that they may want to meet with the planner to discuss the portion of the plan that directly involves them. Mrs. Garrison reported that several of the property owners had been in contact in this regard and that Connie Fisher had met with them individually. 1 VII. Reports. A. Town Manager Town Manager Garrison advised that she had four items to discuss as follows: Regular Meeting -Town Commission January 9, 1998 Page 3 1. AlA Landscape Project -Mrs. Garrison advised that during her discussions regarding new construction along AIA, she had been asking property owners to comply with the Town's landscape design which also includes making the installation of irrigation and future maintenance of the system and landscape material a condition of approval of their project. She questioned if the Commission is in favor of ^ making this a policy. All members of the Commission were pleased to approve this procedure. 2. Yake Property Development -The Town Manager reported that the developer of this property in Delray Beach had asked the City for a postponement of the rezoning hearing to February 17, 1998. She stated that in speaking to the Planning Department in Delray Beach, she was advised that it is possible that the rezoning request may be withdrawn as it may be impossible for the developer to build more units than the current zoning provides for due to having to meet the drainage standards. 3. Proposed Resident Handbook -Town Manager Garrison distributed a draft copy of a Handbook that she and the staff have been working on that contains information about the Town and its operation that might be helpful to new residents. She asked the Commissioners to review it and make suggestions of other information that might be included. She also distributed a copy to Perry O'Neal and Sara Winston from the Civic Association who were attending the meeting. The members of the Commission were pleased with the Handbook, advising that they would be glad to review it, and then suggested that perhaps the final product should be distributed to all residents, not just new ones. 4. Storm Drain Flapper Valve -Mrs. Garrison reported that there had once again been some flooding on Polo Drive due to Intracoastal water backing up through the storm drains. She reminded that this is most times caused by improper closing of the flapper valve over the drain into the Intracoastal, and that the valve was inspected and cleaned this past week. It was found to have a loose gasket with sand trapped underneath and was repaired, she said. The Town Manager advised that she is scheduling regular monthly inspections on this in an effort to determine how often maintenance will be required that might head off some of the flooding. It was pointed out by Mayor Koch that debris sometimes washes into the opening when the flap is open which then prevents it from closing. The Town Manager agreed that this could happen immediately after an inspection has been made and flooding would then result in spite of all of the efforts to prevent it. B. Town Attorney There was no report from the Town Attorney. Regular Meeting -Town Commission January 9, 1998 Page 4 C. Architectural Review & Planning Board 1. Meeting Dates a. January 28, 1998 at 8:30 A.M. b. February 25, 1998 at 8:30 A.M. c. March 25, 1998 at 8:30 A.M. d. April 22, 1998 at 8:30 A.M. The above dates were noted. D. Finance Director William Thrasher advised that in the event there are management comments in the Audit Report, it is his responsibility to respond to them at the next meeting following approval of the Audit. He stated that there were no management comments in the Audit that was approved by the Commission at the December 1997 meeting and therefore he has no response this year. Mayor Koch stated that this is the first time he can remember that there were no management comments, even though they were always insignificant, and he commended Mr. Thrasher for an excellent job. 1. Financial Report for December 1997. Mr. Thrasher reported the cash balance at the beginning of December was $32,932 and at the end of December was $2,704, with total revenues received in December being $819,979, $721,000 of which was from tax revenue. With transfers made to the Invested Funds, there is now $993,575 in invested funds for the General Fund plus an additional $2,900 in interest that was not added until after the month had closed. Turning to the Budget Report for the General Fund, Mr. Thrasher reported revenue collected in the amount of $747,125 during December and $986,341 collected year to date, leaving and uncollected balance of $446,769. Mr. Thrasher then reported that there had been $617,798 expended in December and $674,119 expended year to date with the balance of unexpended funds in the amount of $987,158. Before leaving the General Fund, he called attention to an item under "Receipts" on the Balance Report entitled "ISTEA- Grant" in the amount of $9,482. He explained that this is reimbursement for some of the expenditures made in connection with the landscaping along AIA, and that under expenditures, the expense for the AlA landscaping is included in "streets" but that this was not budgeted for and there will have to be a budget adjustment to account for this cost later in the year. With regard to the Water Fund Budget Report, Mr. Thrasher reported there were no bills sent so no revenue was collected, but there were expenses in the amount of $58,727. Mr. Thrasher further reported that Resolution No. 94 -19 provides various options for disposing of surplus water conservation revenues that are received by the Town Water System and that any resulting revenues from the past fiscal year were applied to retire the revenue bond. Regular Meeting -Town Commission January 9, 1998 Page 5 Commissioner Lynch moved and Commissioner Orthwein seconded that the Financial Report be approved as presented and all voted AYE. E. Police Chief 1. Activity for December 1997 Chief Schultz presented the Department's activity report for December 1997 and called attention to the new form that was just implemented on ^ the computer program which lists several additional activities that were (� not separated on previous reports. He closed his report by advising that he had attended an intelligence meeting at the Sheriff's Office on December 10th and he was especially pleased to report that burglaries in Palm Beach County are at a low ebb with none of significance during the past 60 days. F. Construction in Progress in the 4th quarter of 1997 The report revealed there to be $10,305,766 worth of construction in progress in the 4th quarter of 1997. VIII. Items for Commission Action. A. Appointment to fill vacancy on the Architectural Review and Planning Board The Commissioners briefly discussed the vacancy that was created when Mr. Devitt was appointed to the Commission. The Commissioners indicated that they were not prepared at this time to make a decision as they wanted to give more thought to the matter. They agreed to give further consideration to the appointment at the February 1998 meeting. B. Items by Mayor and Commissioners. Commissioner Devitt suggested that an item be added to the Resident Handbook advising that residents are to register the alarm systems that are installed in their homes. Commissioner Lynch advised that there are many residents who are placing the garbage at the curb and he suggested that it be emphasized in the Handbook that it is to be placed at the back door, not at the curb. He further suggested that perhaps this could also be mentioned in future newsletters. �) IX. Correspondence, A. Resolutions of the Western Communities Council of P.B. County 1. Requesting P.B. County Bd. of Commissioners to invite the Treasure Coast Regional Planning Council to participate in future planning for Central Western Communities of Palm Beach County 2. Supporting permanent and consistent funding for Regional Planning Councils in the Governor's Budget. Regular Meeting -Town Commission January 9, 1998 Page 6 B. Resolution #145, 1997 supporting the Western Communities Council recommendation to support permanent and consistent funding for Regional Planning Councils in the Governor's Budget -Palm Beach Gardens These Resolutions were made a part of the record. ^ X. Public, Perry O'Neal, a Town resident, reported that there has been excessive speeding on Polo Drive and noted that there are no speed limit signs posted in the Town. Mayor Koch advised that there had been speed limit signs in the past but there were many complaints from members of the Civic Association about the unsightliness of signs and they had removed them. Chief Schultz reported that he had received several complaints about speeding on Polo and that the area has been receiving extra patrol that has resulted in several verbal warnings and several citations being written. He advised that they will continue to work on the problem. XI. Adjournment. Commissioner Lynch moved and Commissioner Orthwein seconded that the meeting be adjourned and all voted in the affirmative. Mayor Koch adjourned the meeting at 9:45 A.M. FjAk 17°7WJZ� Rita L. Taylor, own Clerk R