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2018.04.11_PB_Minutes_RegularTOWN OF HIGHLAND BEACH PLANNING BOARD MINUTES Town Hall / Commission Chambers Date: April 11, 2018 3614 South Ocean Boulevard Time: 9:30 AM Highland Beach, Florida 1. CALL TO ORDER: Chair David Axelrod called the Regular Meeting to order at 9:30 AM in the Commission Chambers. Roll call was taken by Deputy Town Clerk Terisha Cuebas followed by the Pledge of Allegiance. PRESENT UPON ROLL CALL: Board Member Michael Kravit Board Member Warren Lewis Board Member Evelyn Weiss Board Member Harvey Mart Board Member Louis Reidenberg Chair David Axelrod Town Attorney Brian Shutt 2. ADDITIONS, DELETIONS OR ACCEPTANCE OF AGENDA: Town Attorney requested Item 4 be moved to 7E under New Business. Chair Axelrod called for a motion to approve the agenda as amended. MOTION: Member Weiss moved to accept the agenda as amended. Member Lewis seconded the motion, which passed unanimously. 3. PUBLIC COMMENTS AND REQUESTS: None. 4. PRESENTATIONS: • Sunshine and Public Records Laws Presented by: Attorney Brian Shutt (This item was moved to Item 7E under New Business) Planning Board Regular Minutes Wednesday, April 11, 2018 Page 2 of 8 5. APPROVAL OF MINUTES: 0 February 14, 2018 Regular Meeting Chair Axelrod asked if there were any corrections to the minutes of February 14, 2018. Chair Axelrod called for a motion to approve the minutes from February 14, 2018. MOTION: Member Lewis moved to accept the minutes from February 14, 2018, as presented. Member Weiss seconded the motion, which passed unanimously. 6. OLD BUSINESS: None. 7. NEW BUSINESS: PUBLIC HEARING A) ELECTION OF OFFICER: 1. Vice Chair Chair Axelrod asked if there were any nominations for a Vice Chairperson. MOTION: Member Mart moved to nominate Member Kravit as the Vice Chair. Member Weiss seconded the motion, which passed unanimously. B) Application No. 18-0165 — 4425 Tranquility Drive CONSIDERATION OF A SITE PLAN APPROVAL FOR THE CONSTRUCTION OF A NEW PLATFORM BOATLIFT LOCATED AT SUBJECT PROPERTY, 4425 TRANQUILITY DRIVE, HIGHLAND BEACH, FLORIDA, IN RS, RESIDENTIAL SINGLE FAMILY PER TOWN OF HIGHLAND BEACH SECTION 30-67, USES PERMITTED, SPECIAL EXCEPTIONS, AND PROHIBITED USES, TABLE 30-4 PERMITTED USES. THE APPLICANT IS PROPOSING THE INSTALLATION OF A NEW 10,000 LB. CAPACITY, 4 POST PLATFORM BOAT LIFT ON EXISTING DOCK. APPLICANT: Eric Berch Chair Axelrod read the title into the record. He asked if the Board members had any ex -parte communications to disclose. Hearing none, the public hearing opened at 9:36 AM. All those providing testimony on the application were sworn in by Deputy Town Clerk Cuebas. Planning Board Regular Minutes Wednesday, April 11, 2018 Page 3 of 8 Staff Presentation: Building Official Perez presented this item to the Board and provided the recommendation to the Board to approve the application as it does comply with the Town of Highland Beach's Code of Ordinances. Member Mart asked if the applicant had approval from the DEP (Department of Environmental Protection). Building Official Perez explained that there is a provision to submit an application to the DEP. The Building Department will not issue any permits until they receive approval. Public Comments: There were no public comments. Chair Axelrod closed the public hearing at 9:39 AM. MOTION: Member Lewis moved to approve Application No. 18-0165 — 4425 Tranquility Drive subject to the applicant submitting all the required documents as evidence to the Building Official. The motion was seconded by Member Mart. ROLL CALL: Member Lewis - Yes Member Mart - Yes Member Weiss - Yes Member Reidenberg - Yes Vice Chair Kravit - Yes Chair Axelrod - Yes Motion carried 6 to 0. Regarding boatlifts, Chair Axelrod mentioned that the Town Commission at this point has not approved the Planning Board's request regarding the height limit on boats. The Town Attorney is further reviewing the issue. C) Discussion on the Streetscape Project Chair Axelrod mentioned the items that need to be included such as drainage, improvement of the sidewalk, improve the landscaping along the walkways to include sitting areas, hidden trash receptacles and some new trees. There should be some type of suggestions and agreement with the HOA's, the Condo Associations and private homeowners. If possible, get in contact with FP&L regarding burying the wires and LED crosswalk lighting. We need consulting from an engineering firm and possibly a landscaping architect in order to make this project work. There is also the possibility of new signage at the north and south entrance to the Town. Planning Board Regular Minutes Wednesday, April 11, 2018 Page 4 of 8 Vice Chair Kravit referred to the referendum question voted down at the last election. He asked where the money would come from for the new project and if it had to go for a referendum again. Chair Axelrod explained that it would have to go back for a referendum, but this time we would have some in-place items such as engineering results, drainage, etc. Member Mart asked if we are working within the proposed budget, or are we developing a new budget. Chair Axelrod thought it might require a new budget. Member Reidenberg provided comments regarding the previous process that took place at the Ad Hoc Streetscape Committee meetings. All the issues brought forth today such as drainage and lighting were discussed thoroughly with the Town engineer, and he feels the Planning Board reviewing the streetscape project is redundant. According to the Town's Code of Ordinances, the Planning Board does not have the authority to do this and we should have a legal opinion from the Town Attorney regarding the Planning Board's ability to partake in the development of this project. Member Weiss suggested the Planning Board use what the Ad Hoc Committee proposed and further expand upon it to make it a more suitable project. Member Lewis does not believe The Planning Board should redo all the work previously done. He agrees with the Town Commission that the Planning Board has the ability to provide additional input. The drainage is a concern and he would like to see if the Commission could reach out to the higher ups at FDOT to see if this work can be done in the for seeable future. Town Attorney Shutt commented on the ability of the Planning Board to partake in this project. The Town Commission gave the Planning Board the authority to look at this project, so this board has the legal ability to proceed. Member Reidenbera commented on the fact that the Board needs seven (7) members in order to vote. At this time, there are only six (6) members and that could result in a tie vote. Chair Axelrod has vetted two candidates for the vacancy on the board and there will be someone in place in the near future. Chair Axelrod commented on the long-term goal of the Planning Board regarding the streetscape project that will be part of the Strategic Plan. The Commission has approved a one -inch overlay on the sidewalk in order to give the Town time to plan the project in the correct process. Member Lewis commented on the $2.5 million on the referendum. He encourages the board to look at a "grand plan" that is the best plan for Highland Beach. Member Reidenberg suggested having a Town Hall meeting inviting all residents to participate and give their suggestions. Planning Board Regular Minutes Wednesday, April 11, 2018 Pate 5 of 8 Chair Axelrod mentioned that there was such a meeting for the residents. This board should give the Town an idea of what we are offering them. He suggested a Workshop meeting to discuss the streetscape project and the Strategic Plan. He will ask the Commission for funds to hire an architect and engineering firm to give the board professional advice as to which way to go with the project. Vice Chair Kravit explained that the majority of the issues brought up at this meeting were discussed in detail with the Town Engineer at the Ad Hoc Committee meetings. He does not have an issue with the Planning Board reviewing, approving and providing input. His concern is that is this board truly a working board that can come up with design concepts or that type of planning recommendations without a plan or a concept brought to the board first. He is in favor of a workshop meeting and using outside resources. Member Reidenberg has an issue with using additional public funds. Member Lewis feels it would be prudent to look into the plans a little deeper to understand the lighting, type of pavement, landscaping or ornaments for the Town. We could still use the previous renderings as a base. Member Reidenbera explained that this was exactly what the Ad Hoc Committee did. He suggested the Town Commission direct the Town Engineer to facilitate this project and then come to the Planning Board to implement and make the modifications. Vice Chait Kravit referred to the original schematic drawings done by Mathews Consulting that primarily involved the replacement of the sidewalk. To retain a design professional to prepare preliminary design drawings is an expensive process. He feels that if the Town Commission wants to move forward with this project, they need to allocate funds and hire a design professional. Chair Axelrod asked for a motion to request funds for hiring a design professional. Vice Chair Kravit suggested the board obtain some preliminary costs before going back to the Commission so they have something to work with. Town Manager Oakes suggested the board have a workshop meeting. Two of the Planning Board members were on the Ad Hoc Streetscape Committee, and they have provided comments regarding this project. She feels it would be beneficial to provide all the information discussed at those meetings to each board member so they would have a better understanding as to what they were referring to. After reviewing these documents, this board could develop a strategy as to how they would like to move forward. MOTION: Vice Chair Kravit moved to ask the Town Manager to schedule a Planning Board Workshop meeting to discuss the streetscape project and the outcome of that workshop be presented to the Town Commission as a motion. Planning Board Regular Minutes Wednesday, April 11, 2018 Page 6 of 8 Chair Axelrod asked that the Town Manager provide the board with an estimate as to what the cost would be to hire a design professional prior to the workshop meeting. Town Manager Oakes confirmed she will provide the information. The motion was seconded by Member Lewis. UPON ROLL CALL: Vice Chair Kravit - Yes Member Lewis - Yes Member Weiss - Yes Member Reidenberg - Yes Member Mart - Yes Chair Axelrod - Yes Motion carried 6 to 0. It was the consensus of the board to hold a workshop meeting on April 19, 2018 at 9:30 AM. Discussion ensued regarding the attendance at the workshop meeting since there are only four members available to attend. Town Manager Oakes suggested the meeting be a preliminary introduction to go over what has been done, and no action needs to be taken. Packets will be available to all the board members and the public as well. Jack Halpern, 4511 South Ocean Boulevard is against the sidewalk replacement project. He commented on the Highline beautification project in New York City. There is a need for landscape architects and not engineers. D) Discussion on the Strategic Plan Town Manager Oakes introduced this item. The Commission is asking this board to review the 2014 — 2017 Strategic Plan and consider the following: o Get an understanding of what has and has not been completed. o Examine the wish list items and determine if any of those items should be elevated into the plan. o Determine if modifications need to be made to the vision, mission and values of the plan. o Ask and receive input from other Town boards. This can be done by simply appointing a member of the board to be that liaison to another board. o Work with the Town Manager on issues requiring staff input and operational issues. o Host a Town Hall meeting for stakeholder input; analyze input received and begin to consolidate those objectives, goals. o Draft a Strategic Plan for Commission review and final approval. Planning Board Regular Minutes Wednesday, April 11, 2018 Pate 7 of 8 The Town Commission tasked the Planning Board to develop a Five -Year Strategic Plan and not a Three -Year Strategic Plan. She suggested that at the next workshop meeting they further discuss the steps outlined to move forward and implement the next five-year plan. The streetscape project is to be included in the five-year plan. Members Reidenberg and Mart agreed that the streetscape project needs to be included in the Strategic Plan. Chair Axelrod asked if the members could attend the workshop meeting by conference call. Town Manager Oakes advised she will look into this. Member Lewis asked if the Town of Highland Beach had implemented a Strategic Plan prior to this one. Town Manager Oakes gave an explanation regarding the 2011 Strategic Plan. She also addressed other municipalities regarding their Strategic Plans and the hiring of a consultant. Town Manager Oakes explained how the dollar amount of $2.5 million was determined for the referendum question. It was the consensus of the board to discuss the Strategic Plan at the workshop meeting. E) Sunshine Law Presentation by Town Attorney Brian Shutt Town Attorney Shutt asked to defer his presentation on the Sunshine Law to the next regular meeting due to the board appointing a new member. It was the consensus of the board to move the Sunshine Law presentation to the next regular meeting. Vice Chair Kravit questioned the Town Attorney regarding the process for the hiring of a design engineer. Town Attorney Shutt explained the process and clarified that a RFQ would be required. 8. ADJOURNMENT: There being no further business, Chair Axelrod called for a motion to adjourn the meeting at 10:53 AM. MOTION: Member Lewis moved to adjourn the meeting at 10:53 AM. The motion was seconded by Member Mart, which passed unanimously. Planning Board Regular Minutes Wednesday, April 11, 2018 Page 8 of 8 APPROVED: ATTEST: erisha Cuebas, Deputy Town Clerk Date: (G 12-o 12-01 0