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HomeMy Public PortalAboutHHC 06 22 1992MINUTES OF THE REGULAR MEETING \ LANDSCAPING ADVISORY COMMITTEE OF JUNE 22, 1992 AT 1:00 P.M. IN THE ROAD, GULF STREAM, FLORIDA. I. Welcome from Town Staff OF THE NORTH OCEAN BOULEVARD THE TOWN OF GULF STREAM HELD ON TOWN HALL OF GULF STREAM, 100 SEA Town Manager Harrington called the meeting to order at 1:05 P.M. and welcomed the members of the Committee and thanked them on behalf of the Town Commission for agreeing to participate. II. Committee Introductions The following members were present and introduced themselves: Mrs. Mary Windle Mrs. Jean Breazeale Mr. Stanley Carr Mrs. Linda Bryan Mrs. Kim Tiernan Also present and participating were: Mr. E. Scott Harrington, Town Manager Mr. John Randolph, Town Attorney Mrs. Betsy Hvide, Town Resident III. Review of Sunshine Law Town Attorney Randolph explained the Florida Public Meeting Law (Sunshine Law) and its applicability to the Committee. He stated that the law requires all meetings be open to the public, be properly noticed, and that minutes be taken and made available to the public. He further stated that penalties for violations, while rare, can include fines for individual violators. In addition, any action taken which was the subject of the violation can be voided, including actions taken by the Town Commission if they involve a recommendation of the Committee which was the subject of a violation. Attorney Randolph continued by saying that under the law, Committee members cannot discuss Committee business with one another outside of a public meeting. However, members can speak individually with Town staff and Commission members. Further, while not recommended, members can meet privately if items other than Committee business are discussed. Attorney Randolph then discussed the Public Records Act and explained that all minutes, documents and correspondence, both in and out, must be retained and open to public inspection. Concerning voting, the attorney stated that members may not abstain; however, they must declare a conflict of interest if they would receive a financial gain as a result of a vote. Should such a conflict arise, members shall so declare prior to the vote and file the proper form, which is available through the Town Clerk. Lastly, the attorney discussed state financial disclosure requirements. Such requirements would apply only if the Committee was to become involved in planning or zoning issues. Should the requirements apply, the sources and percentage of incomes of Committee members would have to be filed with the County Supervisor of Elections on the proper forms. Upon completing his presentation, the attorney answered various questions from Committee members on the various state laws. Mr. Carr stated he felt he could not be a member as he is an employee of the Gulf Stream Golf Club and would have a great conflict of interest given the great amount of frontage the Club owns along AlA. Mr. Carr stated he would be willing to provide technical assistance to the Committee, if needed, but he must resign as a member. Mr. Carr then left the meeting. Mrs. Bryan stated her concerns with the financial disclosure requirements and did not see why disclosure was necessary for a body of this sort. After some discussion among the Committee and town staff, it was agreed the Committee would not, for the time being, involve itself in planning or zoning issues. If and when such issues would be addressed, the Committee would be reminded of the disclosure requirements. IV. Election of Officers Town Manager Harrington explained that the Committee needed to appoint various officers. Mrs. Bryan made a motion to appoint Mrs. Breazeale as Committee Chairperson. The motion was seconded by Mrs. Windle and carried unanimously, 4-0. Mrs. Tiernan made a motion to appoint Mrs. Windle as Vice Chairperson which received a second from Mrs. Bryan. The motion carried unanimously 4-0. Lastly, Mrs. Windle made a motion to appoint Mrs. Tiernan as Recording Secretary. Seconded by Mrs. Bryan, the motion carried unanimously, 4-0. V. Discussion of Procedural Rules Majority Vote and Consensus were discussed as well as format for Procedural Rules. Mary made a motion to adopt "Robert's Rules of Order;" Linda Seconded the motion, and the motion passed, 4-0. Mary made a motion that three affirmative votes would be needed to carry a motion; Linda seconded the motion and the motion carried, 4-0. VI. Review of Task A review of the task was set forth by Scott Harrington as follows: 1.) Update on tree situation since February 2.) Trees belong to State of Florida 3.) DOT had $9,500 slated for trimming 4.) DOT determines to remove over 70 trees 5.) DOT then determines (after Town uprising)that only dead and dying trees would be removed on a continuing basis 6.) 17 trees are currently marked 7.) Promised to provide Gulf Stream with Right of Way Maps (promise being made by DOT) VII. Scott's Memo Page one of Scott's Memo continued review by Scott Consultants Competitive Negotiation Act: explanations by Scott "RFP Process" Shopping for a firm, looking for qualifications Linda will be out of town for two months, beginning Friday, June 26th. Linda left the meeting at this point. Discussion continued regarding Landscaping firms: that they must understand who we are and what our needs are. Continued review included: ** possible plans for Sea Road to Pelican Lane ** Grant Programs Mary questioned how financing would be met to care for the health of the remaining pines Scott stated that some funding could be set aside in the Town's budget for trees, i.e., $12,000 to $20,000 is estimated for landscape plan alone The question arose as to whether we want to pursue replanting of the pines. ** Jeanne brought up the fact that the first issue should be to research pines ** Scott questioned what is would take to allow replanting It was agreed that the group would work on the assumption that there is at least a 30 -foot Right - of -Way. It was recommended that the pines be trimmed. Discussion followed regarding when the trimming would take place and the cost. Mary made a motion to adjourn the meeting, the motion was seconded by Kim and carried unanimously, 3-0. The Chairman adjourned the meeting at 3:20 P.M. Respectfully submitted: Kim er A. Tiernan Recor ' g Secretary