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Home My Public Portal AboutUDS #14012.08 (design manual revisions)July 17, 1997 Mr. Scott Harrington Town of Gulf Stream 100 Sea Road Gulf Stream, FL 33483 Re: Design Manual Revisions Our Ref. #14012.08 Dear Scott: At your request, Urban Design Studio provided additional services that were above and beyond the scope of our most recent contract, in order to enhance the overall quality and reproduction of the Gulf Stream Design Manual. These additions will clearly add to the completeness of the Manual, provide a strong methodology for implementation, and increase user understanding of the document. So that we can properly bill for these services, we will require your change order authorization as follows: ■ In addition to conducting a windshield survey as outlined in our contract, a complete set of photographs was taken of the Gulf Stream, Bermuda, and Spanish -Mediterranean style houses in Gulf Stream. These photos allowed a more detailed analysis of principal architectural features and produced a permanent record for the Town to keep on file. The Gulf Stream Design Manual sets forth specific requirements for these three styles and it as necessary to formulate a well-documented approach, methodology, and end product. $ 500.00 ■ As you requested, we prepared eight (8) elevations analyzing window configurations and calculated the percentages for preferred, acceptable, discouraged, and prohibited situations. These graphics were produced at 1/4 scale on 24 x 36 boards and presented at Town meetings. The images were reduced and scanned into the Design Manual for publication. $ 1,382.50 ■ More extensive changes than originally anticipated were incorporated into the text of the Gulf Stream Design Manual based on your input. In some cases, additional graphics were produced to illustrate key points and/or intent of the proposed change. $ 1,873.50 1401208.CO LCC35 Urban Design Urban Planning $ Lend Planning Landscape Architecture Communication Graphics 2000 Palm Beach Lakes Boulevard Suite 600 The Concourse West Patrn Beach, Florida 33409$582 561.689.0066 FAX 561.689.0551 San Juan Capistrano, CA 714.489.8131 Mr. Scott Harrington July 17, 1997 Page 2 Based on the above described services, we are requesting a change order authorization in the amount of $ 3,756.00. Please provide your authorization signature below. Sincerely, Urban Design Studio (LCC35) Henry Skokowski, AICP Principal HS/edp Ap3 ve and to this ay c Iy . 1997 By: 1401208.00 LCC35 July 2, 1997 Mr. Scott Harrington, Town Manager TOWN OF GULF STREAM 100 Sea Road Gulf Stream, FL 33483 GLI ENT COPY RE: CHANGE ORDER FOR THE CONVERSION OF THE GULF STREAM DESIGN MANUAL, PHOTOS, AND IMAGES INTO DIGITAL FORMAT OUR REFERENCE #14012.08 (DG) Dear Scott, As per our discussion on May 14th, Urban Design Studio will scan all photos and images into WordPerfect 7.0 format making the Gulf Stream Design Manual completely digital (except for cover and tabs). These services will be billed to you via this Change Order to account #14012.08 for Gulf Stream Design Manual revisions. A general description of services and products is listed in the following Tasks. Task 1: Scan and save all photos and images in the Gulf Stream Design Manual into JPG or TIFF format. Task 2: Evaluate condition and quality of images and determine if additional steps should be taken to improve image quality. This may include reprinting selected photos from the negatives. In such a case, a cost estimate will be prepared and discussed. This step is not anticipated , but may occur if the original half tone process is not compatible. Task 3: Convert to WordPerfect. Scale and insert photos and images into figure boxes and adjust captions. Task 4: Run test batch to evaluate contrast, image quality, and reproducible clarity. Task 5: Final adjustments to digital images and overall document format. 1401206.CO LCC35 Urban Planning Design n Urban Planning s Land Planning Landscape Architecture Communication Graphics 2000 Palm Beach Lakes Boulevard Suds 600 The Concourse West Palm Beach, Florida 33409-6562 561.689.0066 FAX 561.689.0551 San Juan Capistrano, CA 714.489.8131 u Mr. Scott Harrington July 2, 1997 Page 2 Task 6: Provide the Town Manager with two (2) copies of revisions with underline and score through changes. Task 7: Several options are available for storage and distribution of the digital version of the Gulf Stream Design Manual. After completion, a representative from Urban Design Studio will assist in evaluating specific needs and recommend the best approach to use. All professional services will be provided to the Town of Gulf Stream in accordance with the terms, rates and provisions of the initial contract dated January 13, 1997. Services will be provided on an hourly basis - not to exceed $850.00. Receipt of this signed change order via facsimile shall be our authorization to proceed. As always, thank you for the opportunity to provide additional services to you. We look forward to working with you in the near future. Sincerely, Urban Design Studio (LC=) Henry SkokWski, AICP Principal Hs/sp/edp APPWOyED ADID.ACCEPTED THIS - DAY OF 1997. Attachment: Terms iaui2os.Co LCC35 January 27, 1997 Mr. Scott Harrington Town Manager TOWN OF GULF STREAM 100 Sea Road Gulf Stream, FL 33483 U �I: COPY RE: GULF STREAM DESIGN MANUAL: CHANGES AND ADDITIONAL ANALYSIS - OUR REF. #14012.08 Dear Scott, Urban Design Urban Planning Land Planning Landscape Architecture Communication Graphics As per our recent phone conversation, Urban Design Studio will assist the Town of Gulf Stream with the evaluation and revision of the Gulf Stream Design Manual and Town Zoning Code. A general description of the issues to be addressed in the evaluation process, as prepared by the Town (Inter -office memorandum dated 11.22.96), is attached as Exhibit 1. Specifically, Urban Design Studio will complete the following tasks: 1) Investigate outdoor/landscape lighting regulations for incorporation into the Design Manual. 2) Develop criteria for identifying homes of Spanish -Mediterranean and Gulf Stream - Bermuda styles and conduct a Town -wide, property -by -property survey to identify all homes that meet the respective criteria. 3) Review and comment on work products produced by Town staff. 4) Redesign elevations of previously approved structures to conform with the revised regulations. 5) Attend workshops and public hearings as directed by the Town Manager. 6) Assist with other tasks as directed by the Town Manager. 7) Revise the Town zoning map. 8) Re -publish the Design Manual and/or prepare inserts incorporating all revisions. SF,1401208,CON 2000 Palm Beach Lakes Boulevard Suite 600 The Concourse West Palm Beach, Florida 33409-6582 407.589.0066 407.689.0551 fax Stuart, Florida 407.283.0022 San Juan Capistrano, CA 714.489.8131 Mr. Scott Harrington January 27, 1997 Page Two Urban Design Studio shall commence work on each of the above tasks only upon written authorization from the Town Manager. All professional services will be provided to the Town of Gulf Stream in accordance with the "terms" attached hereto and made a part hereof and on an hourly basis - not to exceed $5,000.00 - in accordance with the rates attached hereto as Exhibit 2. All expenses for graphics, prints, and the delivery of up to 25 new manuals, including section tabs, shall be charged at cost as a reimbursable expense. Sincerely, Urban Design Studio Henry Skokowski, AICP Principal sp ACCEPTED THIS Z 7 DAY OF, 1997. BY: Attachment: Terms sr\1401208.cox TERMS Fixed Fees shall be billed on a monthly percentage of professional services completed basis. Fees related to Hourly services shall be billed monthly at the rates specified herein. • The Consultant shall not exceed the estimated hourly upset fees without further authorization. • All balances shall be due upon receipt. Invoices shall be considered past due thirty (30) days from date of billing. The Client shall be responsible for a twelve per cent (12%) carrying charge on all past due accounts. Fees are subject to renegotiation if scope of services is not completed within six (6) months due to delays beyond the Consultant's control. The Consultant shall not be responsible for any professional services or fees other than those specifically referenced in this agreement. - The terms of this agreement may be null and void if not accepted in thirty (30) days. ADDITIONAL SERVICES: Additional Services required as a result of substantial changes in the established project program, constraints or other changes in the project concept or as requested by the Client, will require proper authorization by the Client and will be billed at the hourly rates referenced herein, or may be negotiated on a fixed fee basis. HOURLY RATES: PRINCIPAL: $110.150/hr PROJECT PLANNER: $45.75/hr URBAN DESIGNER: $55-85/hr - PROFESSIONAL SUPPORT: $35.55/hr LANDSCAPE ARCHITECT: $45-85/hr TECHNICAL SUPPORT: $25.35/hr PROJECT DESIGNER: $45-75/hr Hourly rates are subject to change upon thirty (30) day written notification E%PENSES: Reimbursable expenses shall include reproduction, travel, courier, and telephone and shall be billed on a monthly basis in addition to professional service fees. All vendor reimbursable's shall be charged 01.15 of direct cost. TERMINATION: • The Town may terminate the services of Consultant at any time without cause with 10 days notification. In such case UDS shall be paid for services performed to date of termination. It is further understood that, in case the Client fails to make any payments when due, in full, within thirty (30) days of the receipt of notification as to the amounts then due, the Consultant may elect not to perform any further services pursuant to this agreement and all payments already made shall be retained as liquidated damages and the Consultant may elect to terminate the Contract. ATTORNEYS FEES: - In connection with any litigation, including appellate proceedings arising nut of this agreement, the Consultant shall be entitled to recover from the Client any amounts due and/or unpaid, together with costs, interest and reasonable attorney's fees. CONFLICT Any changes to this contract shall be in writing and executed by all parties. In the event that there is disagreement between the parties regarding any of the terms of this agreement, said disagreement shall be submitted to arbitration pursuant to the rules and regulations of the American Arbitration Association. The decision of the American Arbitration Association shall be binding on the parties. 1401200.00x EXHIBIT 2 TERMS - Fixed Fees shall be billed on a monthly percentage of professional services completed basis. - Fees related to Hourly services shall be billed monthly at the rates specified herein. - The Consultant shall not exceed the estimated hourly upset fees without further authorization. - All balances shall he due upon receipt. Invoices shall he considered past due thirty (30) days from date of billing. - The Client shall be responsible for a twelve per cent (12%) carrying charge on all past due accounts. - Fees are subject to renegotiation if scope of services is not completed within six (6) months due to delays beyond the Consultant's control. - The Consultant shall not be responsible for any professional services or fees other than those specifically referenced in this agreement. - The terms of this agreement may be null and void if not accepted in thirty (30) days. ADDITIONAL SERVICES: Additional Services required as a result of substantial changes in the established project program, constraints or other changes in the project concept or as requested by the Client, will require proper authorization by the Client and will be billed at the hourly rates referenced herein, or may be negotiated on a fixed fee basis. HOURLY RATES: PRINCIPAL: $110-150/hr PROJECT PLANNER: $45-75/hr URBAN DESIGNER: $55-85/hr PROFESSIONAL SUPPORT: $35.55/hr LANDSCAPE ARCHITECT: $45.85/hr TECHNICAL SUPPORT: $25.35/hr PROJECT DESIGNER: $45-75/hr Hourly rates are subject to change upon thirty (30) day written notification. EXPENSES: Reimbursable expenses shall include reproduction, travel, courier, and telephone and shall be billed on a monthly basis in addition to professional service fees. All vendor reimbursable's shall be charged 01.15 of direct cost. TERbUNATION: The Town may terminate the services of Consultant at any time without cause with 10 days notification. In such case UDS shall be paid for services performed to date of termination. It is further understood that, in case the Client fails to make any payments when due, in full, within thirty (30) days of the receipt of notification as to the amounts then due, the Consultant may elect not to perform any further services pursuant to this agreement and all payments already made shall be retained as liquidated damages and the Consultant may elect to terminate the Contract. ATTORNEY'S FEES: In connection with nay litigation, including appellate proceedings arising out of this agreement, the Consultant shall be entitled to recover from the Client any amounts due and/or unpaid, together with costs, interest and reasonable attorney's fees. CONFLICT Any changes to this contract shall be in writing and executed by all parties. In the event that there is disagreement between the parties regarding any of the terms of this agreement, said disagreement shall be submitted to arbitration pursuant to the rules and regulations of the American Arbitration Association. The decision of the American Arbitration Association shall be binding on the parties. 1401200.CO\ GULF STREAM DESIGN MANUAL 1996-1997 EVALUATION November 22, 1996 ISSUES TO BE EVALUATED At its October 30 meeting, the ARPB agreed to evaluate the following issues for possible revisions to the Design Manual. At this time, the list is thought to be complete. However, as the evaluation process moves forward, issues may be added or deleted as deemed appropriate by the Board. An initial list of issues was presented to the ARPB at the meeting on October 30. Those the Board wished to pursue are included below as they were initially presented by staff with comments from the Board in italics. Issues added by the Board also are shown in italics. Issues deleted by the Board are not included. A. Building Details 1. Use of Muntins/Maximum Size of Window Panes -This issue was a significant factor with several proposed homes, particularly the rear elevation of those along the ocean. Currently, the Manual only states a preference for muntins. They are not required. Consideration should be given to requiring muntins or establishing a maximum size of window pane. In addition to the above, the Board directed that staff look into making large windows Discouraged. 2. Roof Material - In addition to the School's recent request, several homeowners have inquired about alternative roof materials, such as asphalt shingles. Currently, the Manual has several general requirements for roof materials, such as prohibiting bright colors. However, the Manual does not address the use of asphalt shingles specifically and does not provide criteria for determining the appropriateness of a specific roof material with a particular architectural style. The only exception to this is in Article VII, Predominant Architectural Styles, which provides specific criteria for roof materials for the Gulf Stream -Bermuda and the Spanish -Mediterranean Revival styles. At staff s suggestion, the Board agreed to have the architectural style analysis redone. Those homes identified as Gulf Stream Bermuda would be limited to white cement tile only and those identified as Spanisli-Mediterranean would be limited to barrel tile only. Roof material for other styles will be regulated based on compatibility with the Preferred and existing styles in the zoning district. This consistency would rely on the approval of the revisions proposed under items D.4, 5 & 6 of this list. Design Manual: 1996-1997 Evaluation November 22, 1996 Page 2 r 3. Degree/ Amount of Architectural Detail/ Complexity -The recent Malnove project proved particularly problematic for the Board and the Commission by incorporating several design details into the front elevation. It may be beneficial to have the Board go through a redesign exercise of the elevation to determine which elements, or combination of elements, were the source of the problem. The Board agreed this would be helpfid but felt the eave lines were the inain problem. 4. Small Satellite Dishes - Recent federal law changes require that the new 12" dishes be permitted with few or no local regulations. The Town Commission adopted a policy to permit these dishes with some restrictions that should be incorporated into the Manual. Die Board agreed this slionld be incorporated into the Manual. B. Building Mass 1. Eave Heights - This issue proved significant in the review of two different homes. Establishing a maximum height may be in order. The Board agreed that this issue was significant. 2. Number of Different Eave Heights on an Elevation - There was significant discussion concerning this issue with at least three homes. Perhaps the maximum number of different eave heights permitted on an elevation and/or structure as a whole should be specified. The Board agreed that this issue was significant. 3. Height of One -Story Structures - One home was required to lower the roof by several feet even though there is no set maximum currently in the Manual. Since then, staff has interpreted the result (24 feet) to be the "unwritten" maximum. If this is so, it should be written in the Manual. The Board agreed this regulation was needed and suggested that 24 feet might still be too high. 4. Height of Decorative or Small Structural Elements such as Towers - This has not been an issue yet but could become one if a height limit is placed on one story homes. The Board felt that this issue mould have to be addressed if there is a one-story height limit. 5. Roof to Wall Ratio in Elevation - Another method of dealing with eave heights and roof heights is to establish a ratio between the height of wall (from floor to eave) to the height of the roof (from eave to peak). The Board agreed to look at this issue but felt it alone would not solve the problems with eave lines and total roof height. Design Manual: 1996-1997 Evaluation November 22, 1996 Page 3 6. FAR Calculation - Most of the homes approved under the Manual have been right at the maximum floor area limit. Staff has heard some level of discontent from people in the community who feel that the limit may be too high. The Board felt the homes under construction that were thought to be too big would appear smaller and more in scale with the neighborhood once the landscaping was complete. Also, it was expressed by some Board members that if the design changes considered as part of this evaluation process are made, the appearance of mass will be reduced. However, some felt serious consideration should be given to lowering the FAR, particularly in the Core area. Staff noted that the property rights act passed by the state last year could have an effect on how this issue was dealt with. C. Site Standards 1. Three -Car Garages Facing the Street - Lots of 20,000 square feet or less may have garages that face the street. When this standard was established, two -car garages were the norm. Lately, however, it seems that three- or four -car garages have become the norm. The Board felt strongly that three car garages should not face the street regardless of lot size. 2. Re-establishment of Coastal Construction Control Line - It appears certain that the Coastal Construction Control Line will be re-established by state by the end of 1997, with the new location being at least 50 feet west of the current location. This could have a significant impact on the design and location of new homes on beach front properties. In addition, certain standards in the Manual are directly tied to the existing Control Line. Accordingly, some thought and discussion regarding this issue are necessary. The Board questioned the need to do anything before the new line was set. However, staff felt the new line would closely match the line proposed in 1992 and that something should be done now since it is difficult and time consuming to change the code, even for simple changes. 3. Building Separation Counted in Side Setback Calculations -Staff noted that the 30% side setback requirement results in very large setbacks for very wide properties. It was suggested that perhaps credit could be given for spaces between buildings. The Board agreed to pursue this issue. 4. Outdoor Lighting - Two Board members noted that the issue of regulating outdoor lights had come up before and that there had been some complaints. Staff was directed to research how lighting might be regulated. Design Manual: 1996-1997 Evaluation November 22, 1996 Page 4 D. Procedures and Definitions 1. Additions/ Modifications to Existing Structures with Non -conforming Designs - Presently, existing homes with prohibited designs, such as flat roofs, cannot build additions that match the existing design of the structure without approval of a Variance. This requirement seems excessively harsh. The Board felt that this should be regulated in the swine manner as Ironies with non -conforming setbacks — by Special Exception. 2. Definition of "Preferred" - Those items listed as "Preferred" in the Manual are in fact those items that compose the existing and desired "character" of the Town and the neighborhood. The definition should be amended to indicate this. The Board felt this was appropriate. 3. Definition of "Discouraged" - Discouraged elements are those that are not a part of the character of the Town or neighborhood and, in fact, are presumed to be disruptive to the character. Accordingly, Discouraged elements put the burden on the applicant to prove that his particular use of such elements will not be disruptive. The definition should be amended to better reflect this. 17re Board felt this was appropriate. 4. Limit on Number of Discouraged Items - Some members of the Board felt that some architects had intentionally cone in with insufficient plans in order to bargain away minor elements so that attention and discussion would be diverted away from other issues. Accordingly, it was felt that there should be a limit on the number of discouraged items that could be proposed/approved. 5. Definition of the "Character" of each Neighborhood - The whole purpose of the Manual was to define the existing character of the Town and the various neighborhoods and then develop regulations to ensure new development would be consistent with that character. The first draft of the Manual was really a study that did just that. However, when the format of the Manual was changed from that of a study to a book of regulations, some of the character definition was lost. As written, the Manual covers nearly all of the character defining elements of the Town and neighborhoods. However, the ability to look at the overall design of a home and property with the overall character of the area is somewhat limited. Providing a greater definition of the general character of the community would provide a better method for determining the suitability of a particular design as a whole. The Board felt this was appropriate. Design Manual: 1996-1997 Evaluation November 22, 1996 Page 5 6. Site Plan Review Standards - The specific standards in the Manual have become the primary focus of review during the application approvals process. While there is nothing wrong with this, it is important to remember that Article V.1. of the Land Development Code (the "Red Book") provides 12 different architectural/ site plan review standards, only one of which addresses consistency with the Design Manual. These standards are important because they are much more broad in scope than the standards found in the Manual or elsewhere in the Code. They permit the Board to take an arm's length look at a project for overall consistency with the intent of the Manual and Code. If some of the character definition changes are made as suggested above, it may be wise to review/ revise some of these 12 standards to incorporate criteria for overall consistency with the defined character. The Board felt this was appropriate. 7. implication Requirements and Process - The application requirements and process are difficult for the average homeowner to understand and comply with without professional assistance. Given the complexity of a particular request, there may be no alternative. Nevertheless, a review of the requirements and process should be a part of the evaluation of the Manual and Codes. The Board agreed to go through this process. EVALUATION PROCESS The Board agreed to reserve time at the end of each meeting to discuss these items. Staff is to prepare an agenda for each meeting based on the estimated time available after the regular business is dealt with in effort to have each meeting end by 10 a.m. The goal is to complete the evaluation and propose revisions to the Town Commission by the end of the season (April/May). If regular meeting agendas do not permit the time, special meetings will be scheduled. INTER -OFFICE MEMORANDUM TOWN OF GULF STREAM, FLORIDA OFFICE OF THE TOWN MANAGER E. SCOTT HARRINGTON �J�/;/n c'1 q lV I DATE: January 27, 1997 TO: Hank Skokowski, Urban Design Studio RE: Authorization to Proceed with Work Pursuant to Contract for Services dated January 27, 1997 Attached is a fully executed agreement for services dated January 27, 1997, for work on revisions to the Gulf Stream Design Manual. Pursuant to the agreement, please begin work on the following: 1. Outdoor/ landscaping lighting 2. Criteria for identifying Gulf Stream -Bermuda and Spanish Mediterranean Homes 3. A typical cross-section of A1A. (Please see attachment for items to be included). Thank you for your help with this. If you have any questions, please do not hesitate to contact me. Also, please contact me within the next week to establish a time schedule for the above. I need the cross section ASAP, but there is no immediate rush on other material. sL j V V