2008-10-08 (meeting minutes)City of Atlantic Beach Tree Conservation Board
Regular Meeting Minutes
October 8, 2008
A regular meeting of the City of Atlantic Beach Tree Conservation Board was convened
at 7.•00 pm on Wednesday October 8, 2008 at the Adele Grage Cultural Center, located
at 716 Ocean Boulevard in Atlantic Beach. In attendance were Board Members
Stephanie Catania, Jim McCue, Brea Paul, Maureen Shaughnessy, Carole Varney, and
Principal Planner/Staff Liaison Erika Hall. Note: Because there was not a
representative of item S.a present at the beginning of the meeting, items 6.a & 6.b were
taken out of order, to accommodate the presence of Mr. Carper, and to allow time for a
representative of S.a to arrive.
1. CALL TO ORDER
^ Chairperson Maureen Shaughnessy called the meeting to order at 7:OOpm.
2. RECOGNITION OF VISITORS
^ Public Works Director Rick Carper was present to address the Board.
3. APPROVAL OF MINUTES
Chair Shaughnessy called for a motion to approve the minutes from the September 24`h
regular meeting.
MOTION: Stephanie Catania moved to adopt the minutes of the September 24`h, 2008
regular meeting, as written.
SECOND: Jim McCue seconded the motion.
DISCUSSION: There was no further discussion.
VOTE: Unanimous, 5-0
4. UNFINISHED BUSINESS
^ There was no unfinished business up for consideration.
5. NEW BUSINESS
a. TREE 08-00100051
1505 Selva Marina Drive
Tree Removal
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Minutes of the October 8, 2008 Regular Meeting of the Tree Conservation Board
Chair Shaughnessy noted no representative of the application was present. Ms. Hall
told the board that the application form alone, with no survey, was forwarded to her on
Tuesday, September 30, though it is date-stamped September 29, which was the
deadline for submittals for the October 8"' meeting. She said that the intake clerk told
her that it was received before the date-stamp was changed to the correct date. Ms.
Hall noted that there was no phone or email listed for the applicant (the owner), so she
contacted the listed contractor (via email) to inform him that the application was
incomplete, and allowing him until Spm Wednesday afternoon to submit the missing
materials. Ms. Hall received a phone call from the contractor who said he was unable
to open the .pdf containing application instructions (attached to the original email), but
a survey showing the location of the trees to be removed had been included with the
building permit application for the proposed renovation/addition. Ms. Hall explained
to the contractor that it was not customary for staff to assemble application materials
for customers; however, because the deadline for submittals had passed and she needed
to get agenda packets out, she checked with the Building Department to see if the
survey to which he referred was sufficient. If it was, she would confirm that the item
was on the October 8`h agenda. Ms. Hall did find a survey in the building permit
application file, but it had none of the elements required for a tree permit review, so
she again emailed the contractor the instructions, but this time in the body of the email
rather than attached as a .pdf, highlighting the absolute minimum requirements, and
noting that the Board typically defers incomplete/insufficient applications. Ms. Hall
reported the contractor called the following morning (Wednesday, October 1) to say
that he would drop a copy of the survey, completed to the specifications of the
instructions, by City Hall that afternoon. When Ms. Hall received the survey, she found
it to be insufficient for review, but included the application in the agenda packets so as
to allow the Board to make the final determination. Furthermore, Ms. Hall noted that
the site was not prepared for inspection per instructions.
Chair Shaughnessy confirmed that she too had just come from the site, where no trees
were marked for removal and there were no protective barricades up around [other]
trees in proximity to the proposed renovation/addition. Board member Jim McCue
agreed that the submitted survey was unacceptable, noting that the interior and exterior
zones were not shown, and pointing out that the instructions specifically require
demonstration of the "location, species and size of all trees with Diameter at Breast
Height (DBH) of six inches (6") or more". Ms. Shaughnessy confirmed that there were
a number of trees located to the northwest of, and potentially impacted by, the
proposed addition that could probably count as mitigation credit, but the applicant had
failed to show them on the survey, and he had also failed to demonstrate that they
would be protected.
MOTION: Jim McCue moved to defer further consideration of this application, due to
the incomplete and insufficient status of the submittal and lack of preparation of the
site according to the application instructions. Specifically, Mr. McCue requested that
the applicant resubmit when the following items were sufficiently addressed according
to the application instructions, and that a representative of the application be in
attendance at the public hearing for which this item is next scheduled:
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Minutes of the October 8, 2008 Regular Meeting of the Tree Conservation Board
• On the survey, show interior/exterior zones, using setback lines of 20' front &
rear and 7.5' each side, as described in item 5.a.i) of the instructions;
• On the survey, show location, species and size of all trees with Diameter at
Breast Height (DBH) of six inches (6") or more, as described in item S.a.iv)
of the instructions;
• On the survey, show all existing trees to be preserved on-site with brackets,
"[ ]", as described in item S.a.vi) of the instructions;
• On the survey, show proposed location(s) of all replacement trees with a
circle, "O", as described in item S.a.vii) of the instructions;
• On the site, place protective barricades around all trees or groups of trees to
be preserved, at the drip line [See Section 23-17(f) of the AB Code of
Municipal Ordinances], as described in item S.b.iii) of the instructions;
• On the site, mark all trees identified for removal with red or orange flagging,
paint or tape, as described in item 5.b.iv) of the instructions; and,
• On the site, mark all trees identified for preservation with blue or green
flagging, paint or tape, as described in item S.b.v) of the instructions.
SECOND: Carole Varney seconded the motion.
DISCUSSION: The Board discussed the ongoing problem of getting applicants to
follow instructions. They agreed that the instructions are clearly written, and the
requested information is required in order to make a fair and informed assessment of
the impact of tree removal. Further, having "all the facts", the Board and Staff can
provide better advice to residents regarding their options in terms of replanting and
mitigation. However, it was the consensus of the Board that, while Staff has a
responsibility to inform the public about the provisions of Chapter 23 and explain
procedural matters, such as how to complete an application, it is not staff's
responsibility to complete the application.
VOTE: Unanimous, 5-0.
6. REPORTS, ANNOUNCEMENTS & DISCUSSION OF NON-ACTION ITEMS
a. Adopt-a-Tree Program
Public Works Director Rick Carper addressed the Board regarding the expansion of the
Adopt-a-Tree Program for the 2009 season. He explained that the City annually
budgets the planting and care of 150 trees, generally along the right-of-way, in public
parks and other public areas lacking canopy. However, due to rising costs of
maintenance to establish viability, the City has decided to expand the Adopt-a-Tree
Program, so that private property owners can obtain a tree free of charge from the City.
Mr. Carper explained that staff will coordinate with interested individuals for the
proper selection of the best tree suited to the site, and staff will also plant the tree.
From that point, it is the private property owners' responsibility to water, fertilize and
care for the trees until they are well established.
Mr. Carper said that it is part of the City's current year strategic plan to concentrate on
the Mayport Corridor, but he would also be looking at areas that had been significantly
impacted by the destruction of Redbay trees by Laurel Wilt. For the most part though,
he said the focus of the program is getting back to canopy enhancement. He said that
standard trees offered would include Live Oaks, a species of Holly (though he had not
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Minutes of the October 8, 2008 Regular Meeting of the Tree Conservation Board
confirmed which one), possibly Drake Elm (recommended by JEA), and the tree-form
Crape Myrtle. He said that he is also considering Tupelo, Hornbeam and Sweetgum.
Currently, Mr. Carper said that he intends to advertise the program in the City
newsletter, post information on the City website, and possibly send out a notice with
utility bills. However, Mr. Carper told the Board that he would need their assistance in
getting the application forms out to the public and encouraging residents to participate.
b. 2009 Calendar of Events
Public Works Director Rick Carper also addressed the Board regarding his desire for
the Board to sponsor an event in January to coincide with Florida Arbor Day. He said
that he has already spoken to Certified Arborist Early Piety about participating. Ms.
Hall confirmed that Florida Arbor Day would be Friday, January 16, 2009. Mr. Carper
said that it was too late to get a notice into the City's November newsletter, but [the
Board] should have one published in the December issue. Additionally, he
recommended advertising in the local newspapers, and he noted that the City signboard
located in front of City Hall was now available to advertise any City-sponsored event,
not just those held at the City Hall/Russell Park complex.
c. 2009 Calendar of Meetings
Ms. Hall reminded the Board that, pending approval and adoption of revisions of
Chapter 23, frequency of regular meetings would probably decrease from twice a month
to only once a month, unless a special meeting, workshop or event was scheduled. With
that in mind, she asked the Board to review a 2009 calendar of tentative meeting dates
for the Commission and other City boards and committees, to determine on what night
they would like to meet, at which location, and at what time meetings should
commence. All agreed that the fourth Wednesday of the month was a suitable day, and
several members who work away from Atlantic Beach said they preferred to keep the
meeting at 7:OOpm. While all agreed that they liked meeting at City Hall Commission
Chambers, where seating was always plentiful, comfortable, and the room was always
set up, there was concern over lack of parking during the various sporting seasons.
Thus, they decided to continue meeting at Adele Grage Cultural Center.
7. ADJOURNMENT
^ Chairperson Maureen Shaughnessy adjourned the meeting at 8:53pm.
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SIGNED: Maureen Shaughnessy, irperso
Date
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ATTEST: Erika Hall; Principal Planner/Staff Liaison
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