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11-14-07m>nufes rTJi~°E ~O~llB!7/ar~lOJI ~Oar~ ,~anuary9 ,zoo87oo~bm ~l Cjra~e Culfura~Cer~fer ,'fd Ocean Bouleaara~ CALL TO ORDER At 7:00 PM by Chair Shaughnessy BOARD MEMBERS PRESENT Stephanie Catania, Tim McCue, Brea Paul, Maureen Shaughnessy, and Carole Varney BOARD MEMBERS ABSENT none MEETING FACILTTATOR Erika Hall, Staff Planner/TPO Administrator RECORDING SECRETARY (vacant) VISITORS B: GUESTS None APPROVAL OF MINUTES November 14t'', 2007 Regular Meeting MOTION/SECOND Tim McCue /Stephanie Catania DISCUSSION None VOTE Unanimous NEW BUSINESS TREE REMOVAL PERMITS PROPERTY 590 Sturdivant Avenue (Rex Williams, Signature Homes for Puopolo) Ms. Shaughnessy opened the item to discussion by Board Members. Jim McCue asked Ms. Hall how could this parking work, and where was the stormwater retention and stated that the parking lot was not consistent with code. Brea Paul replied that the stormwater retention was along the eastern property line, where the 30" Pine was proposed for removal. Ms. Hall replied that the applicant had a variance for parking. She also stated that the "site plan" was currently in Development Review, that Community Development (Planning & Zoning) reviewed the plan for consistency with the Comprehensive Plan and Land Development Regulations, that Pubic Works reviewed the plan for stormwater retention, and DISCUSSION that all departments were in communication in regards to the various issues involved with this project. Mr. McCue reiterated his concerns regarding the onsite parking and stormwater provisions. Ms. Paul stated that she felt the respective departments would ensure compliance with code, and resolve any issues during their review of the project. (Rex Williams of Signature Homes arrived at approximately 7:15pm to represent the application). Mr. Williams confirmed that he was working with the review departments to ensure compliance. Additionally, he stated that the property owner is committed to meeting all the mitigation requirements, and he asked if there were locations within the City that mitigation trees could be planted, should they not be fully accommodated on the lot? Ms. Hall replied that Rick Carper, Director of Public Works, is developing a plan for ~~"~ Pa9e~of1~ ?~finufes of Else 9anuarJe 9, 2008'Re~ular ~4feelin9 o f fhe ?ree Conservation Boare~ such areas. Stephanie Catania noted that proposed replacement Oak trees are potentially located under power lines, and suggested that the applicant consider another hardwood species with similar canopy but lesser height. Mr. Williams asked if something like a Japanese Plum would be acceptable, and Board Members concurred that it would. Stephanie Catania /Jim McCue: A motion was made to direct staff to issue a tree removal permit for the removal of the following protected trees from the exterior zone: 1-18" Oak, 1-12" Palm, 1-24" Pine and 1-30" Pine, for a total of 84". MOTION/SECOND Mitigation is to be accomplished by the planting of 42" of hardwoods on site, with no trees planted under power lines. If the site will not accommodate all required mitigation, all or part shall be accomplished by payment into the Tree Fund, at the current rate of $117.00 per inch. VOTE Unanimous ACTION ITEMS PERSON RESPONSIBLE DEADLINE Issue tree removal permit to applicant, per direction of Erika Hall 01/10/2008 board's motion. REPORTS Bc ANNOUNCEMENTS INFORMATION PROVIDED BY MS. HALL MITIGATION Scheidel Court (HOA) Ms. Hall reported that some of the trees planted for mitigation at the Scheidel Court multi-family housing community had died last fall. As a result, Public Works Director Rick Carper had had one of the field techs notify the Scheidel Court Homeowners' Association that those trees would have to be replaced. Ms. Hall said that on November 21, 2007, she received a call from Laurie Leker who manages the Scheidel DlscussloN Court HOA, stating that they had been in communication with a landscaping contractor who advised that the new replacement trees not be planted until January or February, which is typically the best tree-planting time for this area. Ms. Hall said that she composed a letter as follow-up that phone conversation with Ms. Leker, to document the HOA's intention to replace the trees. A copy of that letter was provided to Tree Board Members. Ms. Hall said that she & Public Works would continue to monitor the Scheidel Court trees. ACTION ITEMS PERSON RESPONSIBLE DEADLINE Continue to monitor mitigation at Scheidel Court. Erika Hall N/A REPORTS & ANNOUNCEMENTS INFORMATION PROVIDED BY MS. HALL MITIGATION 455-461 Atlantic Boulevard (Lewis) Ms. Hall reported that Mr. Lewis' attorney had drafted "Notice and Agreement of Mitigation" satisfactory to City Attorney Alan Jensen, and accepted by City Manager DISCUSSION Jim Hanson. A copy of the agreement was provided to Tree Board Members. Ms. Hall explained that this agreement essentially constituted a lien, and guaranteed payment of the mitigation due. ACTION ITEMS PERSON RESPONSIBLE DEADLINE Continue to monitor mitigation at 455-461 Atlantic Blvd Erika Hall N/A ,,: '', Page 2 o f ,~ ?~finufes o f foie 9anuare 9, 2008 ~u~ar ~bteefin9 o f fhe ?ree Conservafian Board REPORTS ~ ANNOUNCEMENTS INFORMATION PROVIDED BY MS. HALL EVENT Community Clinic & Adopt-a-Tree Program Ms. Hall reminded Tree Board Members that a community event had been scheduled for the upcoming Saturday, for the purposes of commemorating Florida Arbor Day , promoting the City's Adopt-a-Tree, and making available a Certified Arborist for resident questions. The format is to be open discussion /question & answer with Early Piety (C.A.) who has graciously volunteered his time, and City staff from Public Works (Rick Carper & Alex Hawkins) and Community Development (Erika Hall). Additionally, Public Works /Beautification Division will be providing at least two trees to plant on location, at Donner Park. Mr. McCue & Ms. Shaughnessy expressed concern over the fact that the event had not been sufficiently advertised. Ms. Hall DISCUSSION stated that notices were posted at City Hall & the community centers, that the event had been posted on the City website calendar, and under "Special Events". Additionally, flyers had been provided to the City Clerk (via email) to distribute to Commissioners and Board Members, and to Timmy Johnson, Director of Parks & Recreation for distribution. Finally, Ms. Hall noted that reporters were made aware of the event, and that she had spoken with reporter Alexandra Kummernes and given her details of the event. However, Ms. Hall reminded Board Members that she had coordinated the entire event, in addition to her other duties as Tree Board Administrator, Staff Planner and GIS Coordinator, and that she had neither the time nor the money to do advertising. Ms. Shaughnessy replied that the next time, Board Members would take initiative to get the word out. ACTION ITEMS PERSON RESPONSIBLE DEADLINE Attend and participate in Florida Arbor Day & Adopt-a- (All) 01/12/2008 Tree Community Clinic REPORTS ~ ANNOUNCEMENTS INFORMATION PROVIDED BY MS. HALL ADMIN Tree Mitigation Fund Ms. Hall presented Board Members with a report detailing transactions within the Tree Fund accounts, 01-01-2000 thru 11-19-2007, in response to a request made by Mr. McCue at the November 14"' regular meeting. Ms. Hall noted that there are numerous accounts under the broader Tree Fund, and it appears that money moves in and out of the accounts, based upon where the money comes from and what it is being spent upon. However, Ms. Hall reminded the Board that she is not an accountant and that neither her position nor the Tree Board has purview over Tree Funds. Mr. McCue replied (and other Board Members concurred) that even so, there should be some sort of accountability for these funds that the general public thinks are paying for the planting of trees only. Mr. McCue pointed out, for example, DlscusstoN numerous payments in the thousands of dollars, for "contractual services" from Boatwright Land Surveyors, Davey Tree Experts, and others. Ms. Hall replied that the city has contracts with various companies for various aspects of maintenance, such as maintaining the public palms in the medians of Atlantic and Town Center. Also, she suggested that the surveyors were probably used for the tree surveys for projects such as the park creations/improvements and stormwater & utility projects. Mr. McCue argued that those expenses should have been included in the "engineering" budget of those projects and not have come from the Tree Fund. Mr. McCue suggested that perhaps a letter should be written to the Commissioners regarding the expenditure of Tree Funds. Ms. Hall reiterated that the current wording of the ordinance is very brief and general in its description of what Tree Funds can be spent ":, ~~~ Pa9e3 of 1~ ?Minutes of ftie ~a»uarJt 9, 2008 ~u/ar ?l~feefin9 o f f/ie ?ree Conservation Boart~ on, and that it would be up to the Commission to revises the ordinance to reflect very specific costs and expenses upon which Tree Funds may be spent. She noted that revisions to the Tree Protection Ordinance would once again be on the agenda for Strategic Planning, scheduled for the last week of February. Ms. Hall again reminded the Board that no funds are allocated for administration of the Tree Conservation Program, and stated that she is drafting recommendations for the establishment of a flat review fee that would cover administrative expenses of the program, as well as for the incorporation of an official "arbor plan review" into the development review process for all projects. Mr. McCue asked if Ms. Hall could provide more specific details as to some of the expenditures. Ms. Shaughnessy added that she was particularly interested in the larger amounts, during the past couple of years. Ms. Hall said that she would see if there was any additional information available and easily accessible, but again, reminded the Board that she did not typically "dabble" in Finance records because she had neither the inclination nor the time, nor was it her job to do so. ACTION ITEMS PERSON RESPONSIBLE DEADLINE Review POs within the last 2 years, valued at $2,000.00 Erika Hall 01/23/08 or greater to determine what sort of materials and services are being paid for with Tree Fund monies. ADJOURNMENT /,t $;25 PM by Chair Shaughnessy MOTION/SECOND Tim McCue /Stephanie Catania SIGNED: MAUREEN SHAUGHNESSY, CHAI RSON ATE 23 zov~ ATTEST: ERIKA HALL, STAFF PLANNER /TREE CONSERVATION ADMINISTRATOR E '~., ~:~ Page 4 o f 1i