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Home My Public Portal About04/01/2002 * Special MeetingMAYOR: William VICE MAYOR: Joan K. COMMISSIONER: Fred B. Robert C William F. Koch, Jr. Orthwein Devitt, III 9. Hopkins II A. Lynch March 28, 2002 SPECIAL MEETING BEING HELD BY THE TOWN COMMISSION OF THE TOWN OF GULF STREAM ON, APRIL 1, 2002 AT 10:00 A.M., IN THE COMMISSION CHAMBERS OF THE TOWN HALL, 100 SEA ROAD, GULF STREAM, FLORIDA. nr_p.mna I. Call to Order. II. Pledge of Allegiance. III. Roll Call. IV. Award Bid for Polo Cove Drainage Outfall. V. Little Club Drainage Structure Maintenance and Agreement Update. VI. 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 OF THE TOWN OF GULF STREAM ON, APRIL 1, 2002 AT 10:00 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 10 A.M. II. Pledge of Allegiance. The Mayor led the Pledge of Allegiance. O III. Roll Call. Present and William F. Koch, Jr. Mayor Participating: Joan K. Orthwein Vice Mayor Fred B. Devitt III Commissioner Robert W. Hopkins II Commissioner William A. Lynch Commissioner Also Present and William Thrasher Town Manager Participating: Rita Taylor Town Clerk IV. Award Bid for Polo Cove Drainage Outfall. Town Manager Thrasher reported that he had hoped to obtain three proposals for this project but had only been able to get two due to the brief period for submission of proposals. He further reported that Chaz Equipment Co. is the low bidder at $69,000 and the other bid, from Harvel Utility Construction, Inc. is $83,000. Due to the large difference, he advised that he contacted Chaz and asked them if they were comfortable with the proposal they had submitted as there was a large difference and they assured they are comfortable with it. Mr. Thrasher also contacted the Town's Engineering firm and was assured by them that they have worked with Chaz and that they have a good reputation. They also believed this to be a sound proposal. He therefore recommended that the award go to Chas Equipment. When asked if all easements had been executed, Mr. Thrasher advised that there are two yet to be returned, one from Dr. Luke that Mr. Wietsma was handling, and one from Mr. Gardner who is conferring with his attorney. The Commissioners felt that all easements must be executed before the bid is awarded and offered to assist in obtaining them. At the request of the Commission, the Town Manager reported on the funding for the project. He reminded that last year $19,000 was not used and was added to the Fund Balance. In addition, $220,000 was budgeted for this type of improvement and to date $260,000 has been spent, resulting in $40,000 being used from the un- appropriated funds. While the first portion of this project will cost approximately $70,000, the Town Manager estimated the second portion will cost the same, or more. When this is also taken from the un- appropriated surplus, the balance remaining will be approximately $600,000. He pointed out that if these un- appropriated surplus funds were not available, the Town would not have been able to take advantage of this rare opportunity to obtain necessary easements in which to install this needed drainage. Town Commission - Special Meeting April 1, 2002 Page 2 Commissioner Devitt moved and Commissioner Orthwein seconded to accept the proposal from Chaz Equipment in the amount of $69,000 and authorize funds be taken from the un- appropriated surplus to cover amounts in excess of what is budgeted, provided all easements involved in the project have been executed. Roll Call: Comm. Orthwein; AYE, Comm. Devitt; AYE, Comm. Lynch; AYE, Comm. Hopkins; AYE and Mayor Koch; AYE. OV. Little Club Drainage Structure Maintenance and Agreement Update. Mayor Koch reported that he and Town Manager Thrasher had met with the past president and Herbert Seidensticker of the Little Club at which all of the detail that was reported to the Commission at the Special Meeting of March 15, 2002 was discussed. He further advised that the Little Club representatives made no comment to any of the data presented to them with their only comment, related to renewal of the agreement, being that they saw no reason to change anything that had worked for 40 years. Mayor Koch stated that he told them that a cost sharing of 10% from Gulf Stream for the operation of the drainage system appeared to be justified and that when the existing 45% was established there was no experience to draw from. The Mayor advised that he asked them to graciously accept $4,600 toward the improvements and a 10% cost sharing in a new drainage maintenance agreement. He also asked them to reply to the Town by Friday, March 29, 2002, which they have not done. Following considerable discussion by the Commissioners, Commissioner Orthwein moved that the Town Manager be authorized to call the Little Club Officials and request a reply to the letter the Town had previously written, and the subsequent meeting with them, no later than Friday April 5, 2002, and that a letter be sent confirming the phone conversation of this date. The motion was seconded by Commissioner Hopkins. Roll Call: Comm. Orthwein; AYE, Comm. Devitt; AYE, Comm. Lynch; AYE, Comm. Hopkins; AYE and Mayor Koch; AYE. The Town Manager distributed copies of a letter from Attorney Randolph advising that he felt the letter the Town had sent to the Little Club made it clear that the Town does not accept the financial responsibility the Club has assumed would be accepted. However, Attorney Randolph included a draft of a letter that he would send to the Little Club if in fact the Town feels the need to involve legal counsel at this time. Mr. Randolph was not certain that this is the time to involve legal counsel. Mrs. Orthwein moved and Mr. Lynch seconded that the letter from the Attorney to the Little Club be sent if there is no response from the Little Club by Monday, April 8, 2002. Roll Call: Comm. Orthwein; AYE, Comm. Devitt; AYE, Comm. Lynch; AYE, Comm. Hopkins; AYE and Mayor Koch; AYE. C 0 Town Commission - Special Meeting April 1, 2002 VI. Adjournment. Mayor Koch adjourned following a motion to do so made by seconded by Commissioner Orthwein with all /24 / � Rita L. Taylor, Town Clerk the meeting at Commissioner voting in the Page 3 10:55 A.M. Lynch that was affirmative. NOTICE OF 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, April 25, 2002 at 8:30 A.M., and the Town Commission will hold a Public Hearing on Friday, May 10, 2002 at 9:00 A.M., both in the Commission Chambers of the Town Hall, 100 Sea Road, Gulf Stream, Florida, at which the following will be considered: An application submitted by Mark Marsh, as agent for Gulf Stream School Foundation, owner of the property located at 3600 Gulf Stream Road, Gulf Stream, Florida, which is legally described in metes and bounds in Section 3, Township 46 South, Range 43 East, Palm Beach County, FL for 1. A LEVEL 3 ARCHITECTURAL /SITE PLAN REVIEW requesting the following revisions to the previously approved improvements: a. Demolition of the existing single story library. b. Two -story addition of a library and fine arts facility consisting of 8,423 sq. feet as opposed to previously approved two -story addition consisting of 6,236 square feet placed over the center portion of the existing classroom complex. C. External architectural revisions to reflect Gulf Stream Bermuda style. d. External renovation of existing Art Department building to the north to reflect architectural elements of the proposed new building. 2. A VARIANCE to exceed the permitted 35' maximum height of roof features by 5' to provide for the bell tower. 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. These 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. C SHOULD ANY INTERESTED PARTY SEEK TO APPEAL ANY DECISION MADE BY THE ARCHITECTURAL REVIEW AND PLANNING BOARD OR THE TOWN COMMISSION WITH RESPECT TO ANY MATTER CONSIDERED AT THESE 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. Dated: April 5, 2002 TOWN OF GULF STREAM, FLORIDA Publish: Palm Beach Post GL1 Dates of Publication: 4 -12 -02 4 -24 -02 5 -4 -02 Rita L. Taylor, Town Clerk THE PALM BEACH POST Published Daily and Sunday West Palm Beach, Palm Beach County, Florida PROOF OF PUBLICATION I STATE OF FLORIDA COUNTY OF PALM BEACH Before the undersigned authority personally appeared C. Morgan Miller, who on oath says that he is Classified Advertising Supervisor, Inside Sales of The Palm Beach Post, a daily and Sunday newspaper published at West Palm Beach in Palm Beach County, Florida. that the attatched copy of advertising ,being Notice in the matter Applieation in said newspaper in the issues April 12 24 2002 and May 4,200 Athant further says that the said The Post is a newspaper published at West Palm Beach, in said Palm Beach County, Florida, and that the said newspaper has heretofore been continuously published in said Palm Beach County, Florida, daily and Sunday and has been entered as second class mail matter at the post office in West Palm Beach, in said Palm Beach County, Florida, for a period of one year next preceding the first publication of the attached copy of advertisement and affiant further says that she/he has neither paid nor promised any person, firm or corporation any discount rebate, commission or refund for the purpose of securing this advertisement for publication in the said newspaper. ^ A Sworn to and subscribed before this a day Personally known XX or Produced Identification Type of Identification Produced g��r �4�E KAREN M McLINTON MY COMMISSION M CC 979669 ��9i P�� E %PIaF5:Nw 15, 20D/ tAW3NOTAFIY FL Naery g¢,vKa6BU�p•�