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HomeMy Public PortalAbout05/08/2014091 C11i U CHAIRMAN: COMMITTEE MEMBER William Boardman Richard Mouw Patricia Randolph Benjamin Schreier Keith Williams May 6, 2014 REGULAR MEETING BEING HELD BY THE AD HOC COMMITTEE OF THE TOWN OF GULF STREAM, FLORIDA ON THURSDAY, MAY 8, 2014 AT 8:00 A.M., IN THE COMMISSION CHAMBERS OF THE TOWN HALL, 100 SEA ROAD, GULF STREAM, FLORIDA. AGENDA I. Call to Order. II. Roll Call. III. Minutes of the Regular Meeting of 4- 30 -14. IV. Additions, withdrawals, deferrals, arrangement of agenda items. V. Announcements. VI. Communication from the Public (3 min. maximum) VII. Items to be considered at this meeting. A. Draft of Ad Hoc Committee Report VIII. Items by Staff. IX. Items by Committee Members. X. Adjournment. SHOULD ANY INTERESTED PARTY SEEK TO APPEAL ANY DECISION MADE BY THE AD HOC 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. Ca O C, MINUTES OF THE REGULAR MEETING HELD BY THE AD HOC COMMITTEE OF THE TOWN OF GULF STREAM, FLORIDA, ON THURSDAY, MAY 8, 2014, AT 8:00 A.M. IN THE COMMISSION CHAMBERS OF THE TOWN HALL, 100 SEA ROAD, GULF STREAM, FLORIDA I. II. CALL TO ORDER: Chairman Boardman called the meeting to order at 8:04 A.M. ROLL CALL: Present and Participating Also Present And Participating William Boardman Patricia Randolph Benjamin Schreier Keith Williams Richard Mouw John C. Randolph William H. Thrasher Rita L. Taylor Chairman Committee Member Committee Member Committee Member Committee Member Town Counsel Town Manager Town Clerk III. MINUTES OF THE REGULAR MEETING APRIL 30.2014 Committee Member Williams moved and Committee Member Mouw seconded the approval of the April 30, 2014 Minutes. All voted AYE. IV. ADDITIONS. WITHDRAWALS, DEFERRALS, ARRANGEMENT OF AGENDA ITEMS: There were none. V. ANNOUNCEMENTS: There were none. VI. COMMUNICATION FROM THE PUBLIC (3 MIN. MAXIMUM There was no communication. VII. ITEMS TO BE CONSIDERED AT THIS MEETING: A. Draft of Ad Hoc Committee Report Chairman Boardman stated that he planned on presenting the report of the Ad Hoc Committee activity to the Commission the next day. He continued that he wrote the textural portion of the draft and Town Manager Thrasher wrote the outline of the specific areas. Chairman Boardman asked for the Committee Members' opinions, comments and suggestions. Committee Member Randolph inquired if the original letter that was sent out to the residents will be attached to the report. Chairman Boardman responded that it was a good idea, and that it will be done. Town Counsel Randolph addressed the typos in Chairman Boardman's Report, and stated that he would make the changes. Ad Hoc btecdng May 8, 2014 ^ Chairman Boardman stated that there were seven (7) recommended features on Town Manager Thrasher's �) Report. He continued that the landscaping issues blended together. Town Manager Thrasher stated that an effort was made to try to separate permitting requirements for new construction and partial replacement. He reminded that the Committee had decided that whenever 50% of existing vegetation in the area seen from the street is altered, a landscape plan and permit are required and all new development must have a landscape plan and permit with any landscape plan requiring a separate irrigation and landscape lighting permit as well. Committee Member Randolph suggested that homeowners should receive a simpler document with an overview of the permit procedure to follow. She related an example of when she remodeled her kitchen and how the contractor did not pull a permit. Committee Member Randolph continued that she did not learn about the permit process until six (G) months after the project was completed. Chairman Boardman inquired if the residents still receive a Town Booklet regarding that information, as was done in the past. Town Clerk Taylor responded "No ", as there were many changes being conducted, and the Staff could not keep up with them for the booklet. She continued that reminders are placed in the Newsletters but they do not go out on a regular schedule. 0 Town Manager Thrasher stated that procedures for obtaining permits are listed on the Town's website. Committee Member Williams reported that every Contractor that works in the Town should know that a permit must be obtained. Town Counsel Randolph stated that with a homeowner's summary manual there has to have consistency when advising them of all the specific details. He continued that with the website it could be stated "Please be advised that there is a Design Manual on the website for advisement". Chairman Boardman stated that usually the Town's residents are very knowledgeable regarding the concepts of their projects. Town Manager Thrasher reported that there are several comments on the website regarding permitting, and asked the Committee Members to view them, critique them, and make suggestions for any changes. Chairman Boardman stated that communication is a good thing, and that the Town requires more communication on all issues. Committee Member Williams moved and Committee Member Schreier seconded the approval of the textural portion of the report.. All voted AYE. Ad Ha lif=ting May B, 2014 Chairman Boardman also reminded that the criteria for a waiver does not guarantee approval and the C� approval would still beat the full discretion of both the ARPB and the Commission. Town Counsel Randolph inquired if these items are intended to be the way the Ordinance will be re- written, or is the Committee allowing some discretion with regard to that. He referred to the five (5) criteria he sent to the Town, and stated he did not want to be bound to that when drafting the Ordinance, if he found more criteria. Chairman Boardman responded that it was not their objective, and that they are in the conceptual stage. Committee Member Williams stated that the landscape material planted at the base of the G' fence at 2' minimum must be required to be maintained at a minimum height of 3'. Chairman Boardman stated he did not see the approval of cedar shake roofs in the report. Committee Member Schreier reported cedar shake roofs should go only on the British Colonial style homes. Town Clerk Taylor stated that the cedar shake roofs were going in the report under discouraged, but only in those approved architectural styles: British West Indies, Anglo Caribbean, Georgian, and Colonial West CIndies. She continued they were definitely not allowed on the Bermuda style homes. Committee Member Schreier reminded everyone that he did not want them to be discouraged because after three (3) discourages "you are out ". He added that cedar shake roofs should only be allowed on Anglo Caribbean, Georgian, and British West Indies. Committee Member Schreier also stated that it should state discouraged with the exception of his suggested styles. Committee Member Schreier reported that they should only be allowed in those three (3) styles he mentioned above. Town Manager Thrasher read Code Section 70 -99 that cedar shake roofs were prohibited and not discouraged. He added that it should now read prohibited except for the allowable, styles. Committee Member Schreier inquired if there was a definition of waivers and variances in the Code. Town Clerk Taylor responded that there is a definition for variances but not for waivers, as they are being added at this time. Town Counsel Randolph stated that it is appropriate to communicate regarding waivers specifically here rather than in the general zoning orders because everyone should understand that in most instances, they have to receive a variance from a provision in the codes. He inquired if he will have flexibility with the Design Manual. Town Counsel Randolph asked for suggestions. 3 Ad Hoc Meeting May 8, 2014 Committee Member Schreier stated that when working with guidelines and manuals, definitions are a great source to start off with. Chairman Boardman recommended that Town Counsel Randolph should fit this all together. Town Counsel Randolph stated that there is no definition section in Chapter 70 of the Design Manual. Town Clerk Taylor reported that the Town always referred back to the definitions in Chapter 66 when there were questions. Committee Member Williams noted that it was determined that 75% across the front must be open. He questioned if there should be a better description on the type of fencing. Town Clerk Taylor stated that it was decided it would be aluminum rail. She stated that the phrase "what's open" has many responses. Town Clerk Taylor further stated that the word "rail" takes care of that description. Chairman Boardman stated the word "open" better defines it. He read from the Code "such fencing would not extend beyond the applicable outer face of the structure ". It was agreed that the fence would be described as "Open Aluminum Rail ". It was unanimously agreed to recommend allowing 6' open aluminum rail fences with a minimum 2' high base of landscape material, to be maintained at a minimum of 3', planted in front (roadside) of the rail fence, with such fencing not extending beyond the applicable outer face of the structure. It was noted that currently only 4' high fences are permitted in this location. Chairman Boardman thanked all participants on the Committee for their efforts, and the great meetings. VIII. ITEMS BY STAFF: Town Clerk Taylor stated that the Committee has been very helpful, cooperative and very congenial. Town Counsel Randolph reported for the record that this would be the last meeting of the Ad Hoc Committee, and inquired if the Ad Hoc Committee would remain as a Committee. All agreed that it would not remain as a Committee. IX. ITEMS BY COMMITTEE MEMBERS: Committee Member Schreier stated that it was an honor to be on the Committee. t Chairman Boardman commended the professionals for being instrumental in completing this project. Ad Hoc Meeting May 8, 2014 C' X. ADJOURNMENT: Committee Member Mouw moved and Committee Member Schreier seconded the approval of adjourning the meeting. Chairman Boardman adjourned the meeting at 8:46 A.M. Sandra Fein Recording Secretary