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2011.08.31_PB_Minutes_Special16 N L 4 TOWN OF HIGHLAND BEACH `' - • MINUTES OF THE ��y • • LOfl.10. •'• ;= �� •f��= PLANNING BOARD SPECIAL MEETING Wednesday, August 31, 2011 9:30 AM Members Present: Chair Carol Stern, Vice Chair Michael Kassower, Board Member Ronald Clark, Board Member Carl Feldman, and Board Member Ilyne Mendelson. Members Absent: Board Member Steven Golding (unexcused). Also Attending: Town Attorney Tom Sliney, Town Manager Kathleen Weiser, Deputy Town Clerk Valerie Oakes and members of the public. CALL TO ORDER: Chair Stern called the Special Meeting to order at 9:30 AM. Roll call was taken by Deputy Town Clerk Oakes followed by the Pledge of Allegiance. ADDITIONS, DELETIONS OR ACCEPTANCE OF AGENDA: Chair Stern called for any additions, deletions or an acceptance of the agenda. MOTION: Vice Chair Kassower moved to accept the agenda as presented. Board Member Mendelson seconded the motion, which passed unanimously. PUBLIC COMMENTS AND REOUESTS: None. PRESENTATIONS: None. APPROVAL OF MINUTES: None. OLD BUSINESS: None. NEW BUSINESS: A. Review and Finalize Outline Chair Stern thanked the Board and staff for the great job on this project as it has been a lot of work. Chair Stern called Town Manager Kathleen Weiser to the podium. Kathleen Weiser, Town Manager, explained that at the last Planning Board meeting, she was tasked with the assignment of creating an outline that would be presented before the Town's boards. The input received from the Board members were incorporated into the Planning Board Special Meeting Minutes Wednesday, August 31, 2011 Page 2 of 4 document, however, some suggestions came after the outline was completed. The Town Manager reviewed the "Presentation from Planning Board Members to Advisory Boards on Strategic Plan" outline [see exhibit `A']. Member Mendelson spoke with a Planner and he suggested inserting "identifying issues". Manager Weiser explained that "identifying issues" is interchangeable with "categories"; however, that change could be made. MOTION: Board Member Clark moved to accept this outline with any changes. Board Member Mendelson seconded the motion. Discussion: None. Roll Call Vote: Member Clark - Yes Member Mendelson - Yes Member Feldman - Yes Vice Chair Kassower - Yes Chair Stern - Yes Motion carried 510. Chair Stern announced that Vice Chair Kassower switched boards with Member Mendelson to accommodate her as she was selected for jury duty. Chair Stern will be absent at the next regular meeting and Vice Chair Kassower will chair the meeting. Deputy Town Clerk Oakes spoke with Mayor Featherman about hosting an open forum on the topic of the Town's three-year Strategic Plan in conjunction with Coffee with the Mayor in November. B. Resident Survey Chair Stern requested that a copy of the Resident Survey be given to all board members. Member Feldman thought that the Planning Board would give additional comments toward the Resident Survey. Member Clark asked the Town Manager what was the focus of the survey and what will happen with the information. Manager Weiser responded that the survey was created for the commission and staff, not specifically for the strategic plan. The answers received from the survey will be given to the Board to understand the residents' priorities. A survey has never been conducted; therefore, we do not know the outcome of responses. The survey will be available at Town Hall and on the Town's website. Vice Chair Kassower suggested reaching out to the leadership within the community to encourage them to disseminate the information. Manager Weiser explained that staff works very closely with condominium managers and they will receive a copy via email. Planning Board Special Meeting Minutes Wednesday, August 31, 2011 Page 3 of 4 If we do not receive a lot of responses, then we can assume we are doing okay. We will hear from the residents who have an issue. Manager Weiser suggested referencing the strategic plan in question # 14 by inserting "The Town is doing a three-year strategic plan, we are interested in your ideas of what would improve your quality of living." Chair Stern stated that one of the wish list items should be how to involve residents within the community. Member Feldman expressed that the Highlander should have a written article from the Mayor about the Town's Strategic Plan regarding the purpose and process. Member Mendelson added that the article should reference to the Resident Survey. Vice Chair Kassower asked if there would be any benefit in writing a letter to the condominium managers explaining what the Board is looking for and requesting their participation with the survey. Manager Weiser thought it was a great idea, but suggested to follow-up a week after the condominium managers have received the survey. Member Feldman suggested scheduling individual meetings with the condominium associations. Member Clark explained that he is a condominium manager and receives the blast electronic mailings from Zoie Burgess, Assistant to the Manager, who does a nice job. It is a great way of communicating with the community. Member Mendelson concurred. C. Wish List Chair Stern reported that Deputy Town Clerk Oakes has begun to consolidate and categorize the action items that have been suggested by the Board. The Board will need to select four (4) main goals. Member Mendelson recommended re -sending the Resident Survey in January when a majority of residents are in town. Manager Weiser mentioned that the Town Commission gave the Planning Board a maximum of one year to complete the assignment; however, the Commission in reality would like the plan completed sooner. The Board should have received all information needed by December. Chair Stern stated that copies would be placed in Town Hall and in the condominiums. If it was not seen in the Highlander, a copy could be picked up and filled out. Member Mendelson and Member Clark concurred. Member Feldman proposed creating a Strategic Plan Survey. Town Attorney commented that the Board is creating the plan for Highland Beach but there are other formats from different municipalities which data could be used. Manager Weiser added that the Board should consider using the Village of Pinecrest's strategic plan as a guide. Member Clark suggested working on the vision and mission statement after all of the information has been collected. Planning Board Special Meeting Minutes Wednesday, August 31, 2011 Page 4 of 4 Member Mendelson noted that there should be a report at the next regular meeting from each board member on their presentation to the various boards. Member Feldman asked if the Comprehensive Plan was updated annually. Attorney Sliney answered that the EAR is reviewed every seven years, and the Comprehensive plan is reviewed on an as needed basis. The Comprehensive Plan is related to areas that are vacant; the Town is practically built out. Member Feldman recommended that the board review the five-year capital improvement plan. ADJOURNMENT: Chair Stern called for a motion to adjourn the meeting at 10:16 a.m. MOTION: Board Clark moved to adjourn the meeting at 10:16 a.m. Member Mendelson seconded the motion, which passed unanimously. APPROVED: Carol Stern, Chair Michael Kasslower, Vice Chair 4d"I (a z TOWN SEAL nnald 1 k, Bo d Member Carl Feldman, Board Member Absent Stephen AGolding, Board Member �v l ATTESTED: Ilyne Mendelson, Board Member Vacancy Valerie Oakes, CMC Deputy Town Clerk Date: