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HomeMy WebLinkAboutMinutes_Miscellaneous_05/20/1996_Public Works Committee f �' '��. VILLAGE OF TEQUESTA ; , , Post Office Boz 3273 • 357 Tequesta Drive � Tequesta, Florida 33469-0273 • (407) 575-6200 ' " J � Fa�c: (407) 575-6203 ; o B 4 f ��H COUN PUBLIC WORKS COMMITTEE MEETING MINUTES MAY 20, 199� � � . I. CALL TO ORDER AND ROLL CALL The Village of Tequesta Public Works Committee held a regularly scheduled meeting at the Village Hall, 357 Tequesta Drive, Tequesta, Florida, on Monday, May 20, 1996. The meeting was called to order at 7:00 P.M. by Chair Elizabeth Schauer. A roll call was taken by Betty Laur, the Recording Secretary. Committee members present were: Chair Elizabeth Schauer and Co-Chair Michael R. Meder. Also in attendance were Village Manager Thomas G. Bradford, Village Clerk Joann Manganiello, and Department Heads. Councilmember Carl C. Hansen, who was present at the meeting, was invited by Chair Schauer to sit at the table with the Committee members. II. APPROVAL OF AGENDA Co-Chair Meder moved that the Agenda be approved as amended by the addition of discussion regarding North County Education Forum under Any Other Matters. Chair Schauer seconded the motion. The vote on the motion was: Elizabeth Schauer - for Michael R. Meder - for The motion was therefore passed and adopted and the Agenda was approved as amended. III. COMMtJNICATION FROM CITIZENS (non Agenda Items) There were no communications from citizens. Kec�lcled Paper PIISLIC �t�RKS CO�MITTT�E MgLTING MINU'PLS �;AY 20. 1996 PAGL 2 Village Maz�ager Bradford recommended that Agenda. Item V be moved ahead of Item IV since the landscape architect had not yet arrived. V. PRIORITIZATION OF FROPOSED PUBLIC WORKS PROJECTS Village Manager Bradford explained that at the Stormwater Utility Board meeting a request had been made for a list of drainage projects. The list had been completed and the projects had been prioritized based upon importance of need. Village Manager Bradford iisted the prioritized projects and their estimated costs as follows: l. Dover Ditch Maintenance Dredging $11Q,000 2. Tequesta Drive Drainage Diversion 7,000 3. Seabrook Road I�orth 139,000 4. Shay P1ace 40,000 5. Seabrook Road South 107,500 6. North Dover Road 63,000 . 7. Countr� Club Drive 45,000 8. Cypress Drive 55,000 9. Riverside Drive 81,000 Village Manager Bradford explained that the purpase of the list was to show the projects that staff was aware of and their associated costs, and his recommendation was to take $175,000 from General Fund Undesignated Balance plus funds left over in various capital accounts such as Tequesta Branch Library Project which was under budget, Tequesta Drive Pathway, etc. The �Tillage Manager indicated that there were a number of unknown �actors such as the results of an application ta either DCA or FEMA relative to the Teq�uesta Drive Diversion Project, which if approved would be paid 100� by that government entity. Also, FEMA. projects now in. progress were estimated to cost approximately $b0,000 less than the grant, and research was being done ta determine whether those funds must be returned to FEMA or whether they could be used for o'ther drainage improvements if each individual project was less than $44,000. Police Chief Roderick had recently attended a meeting where it had been reported that several Dade County municipalities we�e being pursued by FEMA because they had not returned unspent PIISLTC �OAKS CO�tITTLS �LTING MINUTSS MAY 20, 1996 PAGS 3 funds, and research was in progress to determine if those were instances of cases in excess of $44,000 or whether any excess funds must be returned. If the Village could keep the excess funds then they wauld have approximately $60,000 to apply to drainage projects. Village Manager Bradford discussed the options of funding the proposed drainage projects an a cash basis or by debt service; and explained that if a bond was used the issuance costs were so high that it �aouZd only be practical if several projects were grouped together. Co-Chair Meder questioned whether the Shay Place project would require prerequisite work, to which Village Manager Bradford respon.ded that Seabrook North must be completed. During ensuing discussion, Village Manager Bradford explained that if the Village Council approved the prioritized list of projects based on this Committee's recommendation, Separate from any Stormwater Utility actions, the Village could proceed with the first three projects this summer: Daver Ditch Maintenance Dredging, Tequesta Drive Drainage Diversion, and. Seabrook Road North. Discussion ensued regarding Dover Ditch. Co-Chair Meder reported he had been ta Dover Ditch and believed that it needed to be dredged all the way to the river, and that the blocked culvert under Riverside Drive needed to be cleared as soon as possible. Al �slund of Gee and Jenson reported the biocked culvert was a part of the Seabrook Road South project. Village Manager Bradford commented that since the blocked pipe was on the north side that the Village could clear the pipe with a backhoe. Mr. �slund clarified that the Dover Ditch Dredging project cost of $110,000 woul�d include dredging and rebuilding the banks so that a vehicle could traverse for maintenance over a grass-covered stabiliz$d road on the north side. The work would be done from Riverside Drive with a large track hoe, there would be tree trimming, the white mangroves would be remaved, and cooperation would be needed from the property owners. Mr. Oslund estimated that this work would extend the life of the ditch approximately three years, during which time there would be a road for maintenance, the ditch would be functional, and the next step would have to be worked out. Public Works Director Preston commented that the Village could rebuild the whole distance of Dover Ditch except for P'UBLIC �ORKS CO�ITTBg �BSTINt� �INUTI�S MAY 20, 1996 PAGB 4 two Tequesta properties located adjacent to the first property off Seabrook Drive, and explained that those property owners had nQt cooperated with the Viilage in th� past. Village Manager Bradford explained that an access easement could be condemned without actually taking their property, which Mr. Oslund supported as the best way to deal with the situation because access for future maintenance would also be needed. Co-Chair Meder questioned whether a licensed wildlife person would be a part of the project, to which Mr. Oslund responded that was not a part of the plan, and the answer ta complain.ts would be the permits obtained from the Corp of Engin.eers and SFWMD, which were now in the final stages. In re�ponse to Co-Chair Meder`� question regarding the amount of tidal action that would be experienced in Dover Ditch, Mr. Oslund responded that a weir blocking structure would be required at the end to block siltation from the river, which would require maintenance. Mr. Preston explained the weir would be a part of the Stormwater Utility, and would be placed on a schedule for periodic cleaning every 3-4 weeks along with other pover Ditch maintenance. Mr. Preston reported that the present sched.uie was to go to Dover Ditch approximately every six weeks during winter and every four weeks during summer, and that the only maintenance that could be done now was to weedeat the area close to Seabrook Road and along the banks in that area, and that digging with a hand shovel did not work. Councilmember Hansen commented that the dredging project would fulfil the Village's obligation to provide maintenance, and questioned whether this project would lower the water level so that in the event of another major storm homes would not be flooded. Mr. Preston explained the weir structure would prevent brackish water from re-entering the system. Mr. Oslund commented that the weir would be set at an elevation to ensure that the same velocity of water was discharged at peak level to the river, and further explained that at low tide the ditch would be relatively free of water--not dry, but wet and rnucky--and during high tide water would back up into the ditch a considerable distance at a depth of approximately 1-1/2 feet. Mr. 4slund explained that if high tide occurred during a heavy rainstorm such as in the October storm, there would still be PUSLIC YPORKS CO�ITTLR �ETING MIN[TPLS �'AY 2Q, 1996 PAGS 5 same flooding, but the water would go down faster than before. Since the water level would be lowered by the dredging it would also take longer for the water level to rise to flood level. Councilmember Hansen. questioned why no allocation was shown for maintenan.ce, to which the respanse was that this was a budget for capital projects and not operating expenses. Village Manager Bradford explained that in the future the maintenance figures would be in the Stormwater Utility budget. Co-Chair Meder requ.ested that the Public Works Department provide a report at the next Stormwater Utility meeting of what maintenance had been accomplished during the past eight months and a schedule for future maintenance during the next four months of 1996, which could be presented in block form, so that the public would see that maintenan.ce had been performed and was scheduled for the future. A maintenance schedule for 1997 would be formulated by the Stormwater Utility Director, who would join the Village staff in October. Village Manager Bradford reported good news had been received in the form of a letter from Jupiter which indicated they wished to have positive outfall of a portion of the area south of Dover Ditch, which meant they were willing to participate. Village Manager Bradford explained that this was the first ray of hope that money would be received from Jupiter towards the $900,000 cost estimated for a final solution. Chair Schauer questioned whether if the Village were allowed to use the $60,000 left from FEMA funds a part of that amount could be used to take care of Shay Place, to which Village Manager Bradford responded affirmativeiy, and stated that assuming the money was available that design would start right away for the first three prioritized projects, so that they would be ready for bid approxinaately September l. Chair Schauer indicated that her desire was to find a way to utilize the excess $60,000 to accelerate projects. Village Manager Bradford responded that arnount would be enough to accomplish the projects scheduled for 1997 and 1998 on a cash basis. The projects scheduled for 1999 through 2001 were projected to be accomplished from P'17BLIC WORRS CO�MITTS� �STINC; MINUTES MAY 20, 1996 PAC�13 6 ---------------------- stormwater utzlity funding, so that meant a11 of the projects could be accomplished on a cash basis. Councilmember Hansen questioned whether it was prudent to delay some projects to the year 2001. Mr. Oslund explained that some of the projects were criticaZ; however, others were not. Mr. Oslund provided an example of Riverside Drive, which could be delayed, however a portion might need to be done sooner since it was known that Jupiter was planning something, and the Village would want to match that on. the north 800 feet. Another exampl.e was the Cypress Drive project where Jupiter had plans to install a lot of pipe along Pineview, which if the Village could get them to increase the pipe size it would help Tequesta's problem. Discussion ensued of the original pian proposed by Jupiter which the residents had not wanted. Mr. �slund verified to Councilmember Hansen that it might not be prudent to hurry to accomplish some of these projects, such as Cypress Drive, where future events could save the Village money. Mr. Pr�ston. expressed con.cern that at some point adding water flow into Dover Ditch must be stopped. Mr. Oslund responded that Jupiter's pl.an for positive outfall would divert the flow for 40 to 50 acres away from Dover Ditch and into the Loxahatchee River, which in combination with ViZlage plans to divert 42 acres to the Narth into the �oxahatchee, would reduce the flow inta Daver Ditch sufficiently that it could handle the small amaunt of water which would be added from the Cypress Drive area. Further discussion ensued regarding cleaning out the north pipe under Riverside Drive, and Mr. Oslund painted out that a third pipe was needed. Village Manager Bradford clarified that the prioritized cash basis order on the spreadsheet provided to the Committeemembers was also the order of importance by need. Mr. Oslund commented that Seabrook Road Narth and Shay Place could be done as one project. Village Manager Bradford explained the two projects could not be combined for bidding purposes if they were done in two fiscal years unless at the end of one fiscal year a change order based on unit prices could be issued. In response to Co-Chair Meder's question regarding when Seabrook Road South would be done, Village Manager Bradford explained that 1/3 of that project was proposed to be completed over the next three years, and that if it were PU'BLIC �ORKS CO�ITTLF� MBl�TING MINOTSS �nY Zo , 1996 PAGE 7 accomplished on a cash basis then the Stormwater Utility assessment rate would need to be revisited to determine the impact. Co-Chair Meder stated that there was a value in getting projects finished within a certain time becat�se people would support higher assessmen.t rates in order to get the projects done. Mr. Oslund stated that Seabrook Road South should not be started until Seabrook Road North was completed, probably in January of 1997. Discussion ensued regarding how busy the Stormwater Utility Director would be at that time. Village Manager Bradford stated the main concern was when stormwater revenue would be received, which would begin in January 1997. Since the Stormwater Utility would be new, it would not have any money until that time. Village Manager Bradford projected the following series of events for the Shay Place North project: Viliage Council approval of this Committee's recommendation at their June 13 meeting; 30 days for design; bids open in August; bid award in September; begin work in October; completion in February 1997; if contract were structured properly then a change order for original unit prices could be issued to do additional work such as Shay Place. During further discussion of the proposed change order, Mr. Oslund exp.Iained that Seabrook Road North could be the main bid with Shay Place as a bid alternate as part of the same contract, and either or both could be awarded; or one could be awarded and the other awarded later as an alternate. �Tillage Manager Bradford suggested also adding Seabrook Road 5outh as another alternative. Mr. Oslund explained that Seabrook Road North was an underground paving job to which Shay Place would lend itself very nicely; however, the Seabrook Road South job was to dig up and repair existing pipe so that a different type of contractor who would bid that and it would not be practical to include Seabrook Road South as another alternate. Mr. Oslund verified that the Seabrook Road South project would include the first block from Tequesta Drive south and that crossing. Village Manager Bradford pointed out that if Jupiter was serious about installing new pipe then that could affect the number and size of pipes needed under Seabraok Raad, so that paving the crossing could be segregated out if necessary. Co-Chair Meder questioned whether strategy would be to start projects at the beginning of fiscal year 1998 or to spread PIIBLIC WORR�u C0�6MITT'S'E �93LTINC� �INU'PLS MAY 20, 1996 PAGl� 8 the projects throughaut the year. Village Manager Bradford explained that in. the past, bid awards had been made in April so that construction would start in May and the work would be done during the off season. The Village Manager pointed out that the assumption must be made that the S�ormwater Utility would still be short af cash for f�scal year 1998 so that if past practice were to be changed to do projects earlier, they should not be scheduled for earlier than. January, since that was when monies would be received. Village Manager Bradford questioned which payment method was preferred--cash basis or debt service--if the Committee agreed with the priorities, reCOgnizing that changes could occur based on events beyond Village control such as Jupiter's actions. Chair Schauer stated her preference for cash basis. Co-Chair Meder questioned what else could be combined with these projects to warrant issuance of a bond, to which Village Manager Bradford responded the outstanding $500,000 debt for stormwater improvements might be refinanced inta the package but bondinq less than a million dollars was not practical because of issuance costs. Co- Chair Meder indicated that if all the projects were completed during FY 97, the public would be very happy. Councilmember Hansen indicated concern regarding those projects which Mr. Oslund had advised needed to wait to see what Jupi�er did. Co-Chair Meder commented that even with removing those projects the bond wauld s'till be a million. and everything else could be accomplished. Chair Schauer expressed concern that there were other projects not on the list, and the Stormwater Utility had no money for a rainy day. Vil.lage Manager Bradford commented that n.o one was pressing the Village ta accomplish the last four projects on the list, so that if cash basis were chosen then those would - be done in due caurse, and meanwhile events might accur so that they would not have to be done or so that bonding might be more palatable. Village Manager Bradford recommended proceeding on a cash basis. Councilmember Hansen suggested that a bank loan could provide some financing, which could be rolled into a bond issue with other projects at a later date. Village Manager Bradford advised that infrastructure might be able to be placed in the same bond as facilities, but water utilities coul.d not be co-mingled, one variable being tha� the water system would require a 30-year band and PUBLIG �ORRS C4�fITT$� ��riN� x=rnrr�s a�Y ao, 1s�s PAGL 9 ---------------------- the limit on roadway projects was 15 years. Village Manager Bradford explained that if the Committee decided upon cash basis, with the $40,000 estimated for the Stormwater Utility assessment for Shay Place, that between. now an.d October l, staff would determine the impact upon the ERU and depending on that answer, $41,500 would have to be found, which m.ight come from the excess FEMA.funds. This would provide funds to subsidize the Stormwater Utility for the first year or two of operation. Chair Schauer made a motion to use cash basis and to subsidize the Stormwater Utility in the early years from the General Fund. Co-Chair Meder seconded the motion. The vote on the motion was: Elizabeth Schauer - for Michael R. Meder - for The motion was therefore passed and adopted. Tom Little, 486 Dover Road, commented that the presentation of this item had been very good and he agr8ed with the cash basis. Lawrence Zielinski, Jr., 430 Dover Ro�d, related the serious problems caused to his home from a septic tank drainage field and resulting flooding, and requested help from the Village. Mr. Preston indicated he would look into the mat�ter, and Chair Schauer requested that Mr. Zielinski meet with her following the Committee meeting. IV. REVIEW OF DRAFT SEABROOK ROAD STREETSCAPE PLAN Village Manager Bradford reported that complaints had been received for several years regarding the appearance of the rear of Gallery Square North and it h�d become obvious that area of the Village needed to be upgraded. Village Manager Bradford stated the Committee had already heard the drainage plans, was farniliar with the right-of-way improvements, � Constitution Park, and Tequesta Recreation Center improvements, and indicated that the streetscape plan was PUBLIC �t1RKS CO�ITTLT �ETING MINIJTES MA'� 20. 1996 PAC�I3 10 ---------------------- intended ta beautify Seabrook Road from Tequesta Drive north. Mike Lacoursiere with Michael B. Schorah & Associates reviewed how the streetscape plan addressed the ~ drainage issues of runoff collection, ponding, and water treatment. Greenspace areas had been designed protected by curbs and gutters which would collect water and direct its flow onto the greenspace which would pretreat the water by aerating it through the grass, where it would ultimatel� flow into the discharge locations through the pipe system. Costs had been reduced by locating inlets along the east side of Seabroak Road in the middle of each block, eliminating the need for several road crossings. Sidewalks had been moved out along the right-of-way line to provide clear demarcation of where adjacent property owners' property stopped and where right- of-way began. Mr. Lacoursiere indicated that all of this drainage would flow into the new pipe which had been installed for Constitution. Park. Landscape Architect Steve Niedergeses with Roy Fisher Associates reviewed proposed parking spaces and landscaping, which would consist of a palette of oaks an.d Sabal palms. The oaks had been staggered across the swale so that no water flow would be blocked. Groups of Sabals identified parking and roads and were placed so that they would not interfere with pawer lines. East Palatka Holly trees were proposed behind Gallery Square North to provide shade and safe sight traffic triangles as required by Code. Mr. Niedergeses explained that a couple of the trees were in safe sight triangles in areas near dumpsters only used by Nichols Sanitation, and the East Palatka Holly trees should not interfere in those instances. Mr. Niedergeses suggested that some oaks recentl.y planted by the Village should be moved since they were in safe sight triangles and also under power lines. Chair Schauer questioned this plan's proposed removal of landscaping in front of Tequesta Gardens Condo since that landscaping had been provided by the condominium at their own expense in arder to meet requirements of C7rdinance 377. Chair Schauer suggested that the sidewalk be moved back to their hedge in tY�at area so that none of their landscaping would be touched. Discussion ensued regarding problems with moving the sidewalk, and suggestions for other changes. Chair Schauer stated she would sit down with the Homeowners Assaciation to review the plan, and requested that Mr. Oslund join her in that meeting. Chair Schauer PUBLZC oPORRS C4mMITTEE �ETING MINDT�S MAY 20, 1996 PAGS 11 ---------------------- pointed out another property where the owner had installed new landscapin.g, and was assured that the Village would work with him, Village Man.ager Bradford responded to Chair Schauer's question whether the walls wouid remain that they would, and that those walls did not belong ta the Village, and the sidewalk would abut to the edge of the walls. Cquncilmember Hansen questioned whether promoting greenspace through Ordinance 377 helped drainage problems, to which the response was 'that it did help from both quality and quantity standpoints. Betty Nagy questioned whether this project was propased before drainage projects, to which Village Man,ager Bradford responded it was not and was included in. the 5-year capital improvement plan. Councilmember Meder objected to the eight proposed parallel parking spaces and stated he would not vote in favor of any on-stree� parking since he did not believe that was in character for the Village. Village Manager Bradford respanded that on-street parking was considered a Village cha�acteristic, and that by providing the on-street parking in this area a hard parkin.g surface would be provided in an area where cars were now parking illegally. Co-Chair Meder proposed an island to shield the cars from street view. Discussion ensued during which it was pointed out space for parking was a serious problem and there was no room for islands in this area. Village Manager Bradford explained that this concept was encauraged in the mixed-use district, which was the entire business district of Tequesta, that it was intended to slow traffic, and stated that he would provide APA literature to Co-Chair Meder outlining the concept. Co-Chair Meder suggested that the church might wish to provide some land in order to have angled parking with an island to screen the roadway. Further discussion ensued regarding various possibilities. Steve Niedergeses mentioned the possibility af appl�ing for the Beautiful Palm Beaches grant, however, the Village Manager stated that the grant was not applicable to this project. Mr. Niedergeses reviewed five different scen.arios proposed for landscaping, employee parking, and dumpster placement ' behind Gailery Square North. After extensive discussion, it PIIBLIC �ORRS COb�ITTBS �88TING �TNOTSS MAY 20, 1996 PAGg 12 ---------------------- was the consensus of the Committee that scenario number one was their first preference and scenario two was second choice, and to present those to the owners of Gallery Square North to see which they preferred; and to present scenario number two to the church to see if they would contribute some property for parking. Chair Schauer stated her only problem with the overall plan was the Tequesta Gardens sidewalk. Mr. Oslund stated the sidewalk cauld be moved so that it would work with the existing landscaping, so that the Tequesta Gardens residents would not have to be contacted. Chair Schauer recommended working with Tequesta Pines Homeowners Association to get additional landscaping. Village Manager Braciford clarified that the Seabrook Raad North project would include curb and gutter and pipes, but not greenspace or sidewalks, which would come later. Village Manager Bradford explained that additional sidewalks to Pinehill Trai1 West in Tequesta Pines would cost roughly $6,000, and that the entire plan and budget would be reviewed. Mr. Niedergeses suggested some of the newly planted oaks which interfered with safe sight triangles be moved before they became established. Tom Little, 486 Dover Road, questioned whether the county fire department would have any trouble getting out of their station house, to which Mr. Niedergeses responded that no landscaping interfered with their safe sight triangles. Village Manager Bradford verified ta Co-Chair Meder that he would talk to the church regarding the proposed parking, however, s�ated he would provide materials to try to convince Co-Chair Meder that on-street parking was appropriate. Joe Hall objected that angled parking in frant of the church would create a traffic hazard, to which Co-Chair Meder responded that an island would eliminate that prablem. Mr. Hall questioned how deliveries would be made ta Gallery Square North businesses, to which the response was that the situation would be the same as currently existed; and Mr. Hall's concern regarding emergency vehicle access wa� answered that fire trucks did not park that close to the bui].dings . PtTBLIC �ORKS CO�SITTSS �BTING MINUTES �uY ao , 1996 PAGB 13 Village Manager Bradford requested copies of the two preferred scenarios for presentation to the church and to Gallery Square North. Mr. Cunningham questioned the location of utilities and whether planting trees in right-of-ways interfered, and was assured that had been considered in the planting plans. VI. ANY OTHER MATTERS Co-Chair Meder announced a County Commissioners meeting on May 28 for which attendan.ce had been, requested to show support for the North Coun�y Education Foundation Interlocal agreement. �lfter discussion, it was determined that Chair Meder had a conflict at that time, and Co-Chair Meder and Councilmember Hansen agreed to check their schedules to see if they might be able to attend. VII. ADJOLiRNMENT Co-Chair Meder moved that the meeting be adjourned. Chair Schauer seconded the motion. The vote on the motion was: Elizabeth Schauer - for Michael R. Meder - for the motion was therefore pa�sed and adopted and the meeting was adjourned at 9:24 P.M. Respectfully submitted, ��� l� Betty Laur Recording Secretary PUBLIC WORKS CObII�ITT�E MEETING MINUTES MAY 20, 1996 PAGP 14 ---------------------- ATTEST: J - - - � �0��.-� J ar..n Manganie 10 — :i� t`. Village Clerk ry� =� DATE APPROVED: �.�a„_/� i 9 9 6