2018.04.19_PB_Minutes_Regular- Y.---_:-. TOWN OF HIGHLAND BEACH
PLANNING BOARD MINUTES
Town Hall Conference Room Date: April 19, 2018
3614 South Ocean Boulevard Time: 9:30 AM
Highland Beach, Florida
1. CALL TO ORDER:
Chair David Axelrod called the Workshop Meeting to order at 9:30 AM in the Town
Hall Conference Room. Roll call was taken by Deputy Town Clerk Terisha Cuebas
followed by the Pledge of Allegiance.
PRESENT UPON ROLL CALL:
Board Member Evelyn Weiss
Board Member Louis Reidenberg
Board Member Harvey Mart (attending meeting via telephone)
Vice Chair Michael Kravit
Chair David Axelrod
MEMBER ABSENT:
Board Member Warren Lewis
2. ADDITIONS, DELETIONS OR ACCEPTANCE OF AGENDA:
The agenda was accepted as presented.
3. PUBLIC COMMENTS AND REOUESTS:
The public will participate during the workshop meeting.
4. PRESENTATIONS:
None.
5. APPROVAL OF MINUTES:
None.
Planning Board Workshop Minutes
Wednesday, April 19, 2018 Page 2 of 7
6. OLD BUSINESS:
A) Discussion on the Streetscape Project.
Chair Axelrod suggested the project be called "Ocean Walk and More" instead of
Streetscape Project. He provided comments with regard to the Mathews Consulting
report dated November 2017, which was not made available during the initial
conversation about the streetscape project to the residents or the Planning Board. He also
commented on a drainage study prepared by FDOT and included in the final report
prepared by Mathews Consulting in February 2018. If the residents had been aware of
these reports and studies, perhaps they would have voted yes on the referendum.
Public Works Director Edward Soper provided an update with regard to the drainage
study and Mathews Consulting report. The residents should have been aware since the
Ad Hoc Committee meetings were open to the public, and there was a citizen's
residential meeting prior to the referendum vote and a representative from FDOT was
present to answer any questions.
Barry Donaldson, 3700 S. Ocean Blvd. knew about the report and the FDOT studies.
There was no reason for anybody to think the information was not available. Even with
the information, he voted no because it was an inadequate plan. There are ailments that
still need to be studied and worked on.
Vice Chair Kravit commented that the residents did not completely understand the
process. There were no decisions made. Mathews Engineering looked at a variety of
items for pricing purposes only and not for design solutions. The recommendations made
to the Commission from the Ad Hoc Committee were based on economics with the type
of materials that would be available. He explained the various issues discussed at the
meetings.
Barry Donaldson suggested we fix the issues mentioned by Vice Chair Kravit. There
needs to be a communication process. This should be a three-step process: planning and
referendum, detailed design and implementation. The Planning Board should go back to
the Commission with a recommendation to appropriate funds to hire a design
professional to assist the board with the project. That input should go back to the
Commission with citizen input.
Mayor Feldman provided comments regarding the creation, the members and the process
of the Ad Hoc Committee. The committee had multiple meetings. We had presentations
on the type of materials available for the walkways, discussions regarding signage,
landscaping and lighting. This information was presented to all the residents. The Ad
Hoc Committee presented their findings to the Commission who gave the approval for
the referendum. He provided comments regarding the drainage issues on all barrier
islands.
Chair Axelrod agreed with Vice Chair Kravit's suggestions on how to move forward.
Planning Board Workshop Minutes
Wednesday, April 19, 2018 Page 3 of 7
Vice Chair Kravit commented there was not enough money invested in the project. The
project should provide a fun, safe and inspirational walk path throughout the Town. If
this board is going to move forward with this project, it has to be the right way. In order
to do that we need to hire a top-notch landscaping architectural firm, not an engineering
firm, who can provide us with design concepts and renderings. We can have input, work
along with them and have workshop meetings. (Deputy Town Clerk Cuebas passed out
Exhibit "A" provided by Vice Chair Kravit).
Member Reidenberg provided comments regarding comments made by Vice Chair
Kravit, Mayor Feldman and Barry Donaldson.
Member Mart stated the project needs to move forward and not look back.
Vice Chair Kravit advised he would recommend that the staff formulate a Request For
Proposal (RFP) and look for the most qualified landscape design firm.
Mayor Feldman referred to the failed referendum and questioned if we can legally spend
money originally allocated for the project.
Finance Director Curtis would want a legal opinion on this. It is his understanding from
talking with the IG Office the Town can spend up to $350,000 without a referendum.
Commissioner Gossett-Seidman met with the FDOT Chief of Staff. She presented a
recap of her meeting. There are 54 swales in Town that would need repair. The only
thing they would approve for the sidewalk is concrete because it lasts a long time. If the
Town goes with the concrete, there is a chance that FDOT would assist with the funding
for the project and grant money could be available. Chair Axelrod asked if the concrete
aggregates with shells is acceptable by FDOT. Commissioner Gossett-Seidman will
follow up with Town Manager Oakes regarding this. FDOT is looking into grants and
suggested staff look into grants as well. Regarding the flooding, FDOT does not
understand why the swales were not repaired. The swales in front of single -family homes
do not fall under FDOT jurisdiction. Commissioner Gossett-Seidman referred to the
drainage report and the issues with drainage predominately done by homeowners putting
down pavers, shrubs, etc. Homeowner's will be responsible for repairing these issues.
FDOT is going to make the repairs and they are looking into the crosswalks as well. The
beginning of the drainage report provides a great overlook of the Town. She advised
there is also funding for landscaping on the state level.
Commissioner Riesa asked if the issues Commissioner Gossett-Seidman mentioned that
the Town is responsible for fixing, is FDOT requiring they be done before they step in.
Commissioner Gossett-Seidman said it is our responsibility.
Town Manager Oakes explained that they did commit to have a discussion with
Commissioner Gossett-Seidman to help us figure out how to fix these issues.
Vice Chair Kravit stated that the drawings of the Swale and drainage should be approved
by FDOT prior to the Building Department issuing a permit.
Planning Board Workshop Minutes
Wednesday, April 19, 2018 Page 4 of 7
Public Works Director Soper explained that anything put in the FDOT right-of-way needs
to be reviewed and approved by FDOT. He has been working with local FDOT
employees and the swale repairs and they indicated that more work has to be done.
FDOT has indicated that they would participate in this project.
Chair Axelrod proposed to ask the Town Commission for funds to hire a landscape
architect to give us some ideas and eventually make up a plan to submit to FDOT.
Public Works Director Soper suggested going through an Request For Qualifications
(RFQ) rather than an RFP.
Chair Axelrod explained that the Planning Board does not have the purview to do a RFQ,
it is up to the Town Commission.
Finance Director Curtis explained the difference between the RFQ and the RFP process.
The advantage of the RFQ is that you are choosing the best firm available.
Member Weiss agreed with the RFQ process.
Member Reidenberg suggested looking into Royal Palm Beach since they would be a
good model to follow.
Discussion ensued regarding the overlay of the sidewalk. Public Works Director Soper
explained that the cost for the basic overlay would be roughly $200,000. He will bring
this before the Commission. Upon approval from the Commission, the overlay will be
done this summer.
Chair Axelrod asked if there could be a referendum by the March 2019 election. Public
Works Director Soper felt it could be possible, but we would have to start immediately.
Vice Chair Kravit wanted to know the Commission's thoughts on today's discussion.
Commissioner Riesa felt this was the right direction to go ahead with this project. She
suggested a design build so they would be accountable for their design.
Member Reidenberg would like a written legal opinion from the Town Attorney
regarding the Planning Board's authority for this project.
Chair Axelrod explained that the Town Commission has tasked the Planning Board,
which gives us the authority to go ahead with this project.
Vice Chair Kravit is not a big fan of design build projects. The RFQ process is the best
way to go.
Chair Axelrod announced that Barry Donaldson is the top candidate for the vacancy on
the Planning Board.
Barry Donaldson was very encouraged by the information presented here today. He
referred to a Resiliency Summit he attended which spoke about the barrier island three
Planning Board Workshop Minutes
Wednesday, April 19, 2018 Pate 5 of 7
options: innovate, elevate or evacuate. He appreciates all the hard work this board is
doing.
Vice Chair Kravit provided comments with regard to a project, which he is currently
doing about elevation.
Commissioner Gossett -Seidman explained that there are places that need to be elevated in
our Town. The Planning Board is doing a great job working with the Commission.
Mayor Feldman asked if the RFQ would include drainage and power lines.
Chair Axelrod suggested leaving drainage out at this time and the underground wiring is
very expensive.
Commissioner Gossett -Seidman provided comments regarding underground wiring. The
maintenance and repair is very costly and difficult.
Commissioner Zelniker provided comments with regard to the Ad Hoc Committee. She
questioned the amount of money on the referendum. The Town Commission never voted
to put a cap on the project. There needs to be a wish list from the community residents.
The penny sales tax will pay for the overlay on the sidewalk. The concrete aggregate will
have to be resurfaced every one to two years to ensure safety. She also provided
comments on the drainage issues. We will need two to three years to complete this
project and get it right. The Town needs to look into grants.
Town Manager Oakes provided a recap. The Planning Board will ask the Town
Commission to authorize staff to develop a RFQ to solicit for an architectural
landscaping firm. It is a consensus of the board to appoint Vice Chair Kravit to assist
staff in developing the RFQ and bring it back to the committee for review. The Planning
Board is requesting the authority to interview and provide recommendations to the
Commission.
Member Mart provided comments with regard to the requirements of FDOT for shrubs
on AIA and the drainage issue.
B) Discussion on the Strategic Plan
Chair Axelrod asked if the board wanted to change the guiding principles in the Strategic
Plan.
Town Manager Oakes asked how we are referencing the streetscape project. Chair
Axelrod suggested "Ocean Walk and More".
Chair Axelrod explained that the "Ocean Walk and More" will be included in the
Strategic Plan but the plan will encompass more.
Member Reidenbera raised an issue with this being the Planning Board purview.
Planning Board Workshop Minutes
Wednesday, April 19, 2018 Page 6 of 7
Town Manager Oakes clarified that in January, the Town Commission tasked the
Planning Board with the Strategic Plan.
Vice Chair Kravit provided comments with regard to the Code of Ordinances and the
outlined duties of the Planning Board.
Chair Axelrod suggested categorizing the items by priority. He proposed no need to
change the vision, mission and values, which are the guiding principles. Each member
should meet with individual staff members. For example, he will meet with the Town
Manager regarding staff and governmental operations.; Vice Chair Kravit will meet with
Public Works Director Soper; another will meet with the Finance Director.
Commissioner Riesa clarified that the environmental board would encompass the beaches
and shores. She suggested the beaches and shores restoration be included in the five-year
plan and the 2013 study be distributed to each member.
Town Manager Oakes suggested a board member be appointed to each board; Financial
Advisory Board, Board of Adjustment and Appeals, Code Enforcement and
Environmental Board when it is established. There could also be a Town Hall meeting
with a representative from the board and another member meet with the staff and
Commissioners.
Mayor Feldman explained that this was the process used during the last Strategic Plan.
Each member met with an individual from each department. They then presented their
list of what each department wanted on the Five-year Strategic Plan to the Commission.
The Finance Department then had to determine the financing.
Town Manager Oakes advised the board that the wish list from the previous board was
included in their packets.
Vice Chair Kravit liked the idea of meeting individually and then bringing back
information to the board.
Member Weiss asked when the environmental board will be established. Town Manager
Oakes stated that it would not be official until June at the earliest.
Town Manager Oakes will work with Chair Axelrod on making the appointments. On
behalf of the Commission, she thanked the Planning Board for taking on this task and all
the hard work they are doing.
7. NEW BUSINESS:
None.
8. ADJOURNMENT:
Planning Board Workshop Minutes
Wednesday, April 19, 2018 Paye 7 of 7
There being no further business, Chair Axelrod called for a motion to adjourn the
meeting at 11:01 AM.
MOTION: Member Weiss moved to adjourn the meeting at 11:01 AM. The motion was
seconded by Member Reidenberg, which passed unanimously.
APPROVED:
ATTEST:
risha Cuebas, Deputy Town Clerk
Date: (0 12- 0 1 Z0 \ g*