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03-14-18 ESC Meeting MinutesMINUTES OF CITY OF ATLANTIC BEACH ENVIRONMENTAL STEWARDSHIP COMMITTEE MEETING MARCH 14, 2018 ENVIRONMENTAL STEWARDSHIP COMMITTEE MEMBERS PRESENT: Judith Leroux,Chair — via phone Myron Blankenbaker, Vice Chair — via phone Dawn Scott, Secretary Bruce Andrews Sarah Boren Linda Chipperfield Sarah Dark Chip Drysdale Alan Ennis Bonnie Hanson Steve Kallao STAFF: Kevin Hogencamp, Deputy City Manager Scott Williams, Director of Public Works Shane Corbin, Director of Planning and Community Development Derek Reeves, Planner Brian Broedell, Planner Jennifer Johnston, Building Department OTHERS: John November, Public Trust Environmental Legal Institute of Florida 1. Call to order. The meeting was called to order at 6:05 p.m. in the Commission Chambers by B. Andrews. The new committee members, Steve Kallao and Sarah Boren, were introduced. 2. Approval of minutes. The minutes from the previous meeting on February 13th were approved unanimously. 3. Courtesy of the floor. No one addressed the committee. 4. Tree Subcommittee Report - Update on Permit Application Review Process. C. Drysdale discussed the Tree Subcommittee Report. The tree subcommittee will meet regularly on the second Tuesday of every month, at 5:00 PM (subject to change). The permit review workload will be split amongst 4 members, and each member will take one week at a time. Staff will send email notifications when a tree permit application is received. The committee will coordinate with staff for March 14, 2018 Environmental Stewardship Committee Meeting Minutes Page 1 of 9 future site visits. The tree subcommittee will exercise more oversight, and members will be notified before a permit is issued. B. Broedell clarified that tree permit signs are issued when an application is received. C. Drysdale discussed the presentation by staff regarding the permit process, which is on the agenda to be discussed at this meeting. 5. Staff report on tree permits. B. Broedell discussed the report that was presented to the Tree Subcommittee on the previous night, which contained tree information statistics since November 2017. He updated the report to include statistics for the entire 2017 calendar year to date. The report included trees removed, trees planted, and monies paid into the tree fund. B. Andrews stated he wants the report on the money collected and paid out for the tree mitigation fund at each meeting starting for March 2018. S. Corbin noted that legacy species trees are replacing non -legacy species trees. B. Broedell commented that the most common mitigation species are live oaks and magnolia trees. L. Chipperfield asked about the tree permit on the north end of Seminole Road (0 Seminole Rd), and A. Ennis asked about preservation credit and requested clarification. B. Broedell explained preservation credit for non -legacy species trees. 6. Staff report on legacy tree at 1551 Ocean Boulevard. B. Andrews explained that the legacy tree at 1551 Ocean Blvd was a Facebook topic of discussion regarding Bosco Builders removing a tree, and if it was a laurel oak or live oak. The tree removed had a diameter of 20 to 30 inches. The tree survey stated it was a laurel oak tree. A tree arborist looked at the site and determined it was a live oak tree. S. Corbin explained that he and B. Broedell went out on an inspection to the site and compared the trees to the to affidavit, and it appeared to match. They tried to compare the remaining stump to Google street view pictures to verify if it was a laurel or live oak. The arborist believes it to be a live oak but only the only way to determine that is via an expensive core sample. If a new house is built, mitigation will be required as if it were a legacy tree. B. Hanson brought up the possibility of adding laurel oak trees to the tree ordinance if there is very little difference. B. Andrews stated that laurel oak trees are not on the list because of their shorter life and are more likely to blow down in a storm, but losing a 30 -inch oak is a loss to the tree canopy. S. Dark stated that live oak trees are native species, and laurel oak trees are not necessarily native and have only become part of the tree canopy in the last 50 years and grow much quicker. She stated she believes the tree cut down was probably a live oak tree due to the age of the tree. She also stated the committee should probably add more trees to the legacy list. S. Kallao asked who owned the lot, and if it is privately owned, and if it appears to be a tear down house. D. Reeves stated the house is privately owned. S. Corbin stated that the city does not have a permit for the house to be torn down nor a permit to construct a new house. B. Andrews stated the circumstantial evidence is that it appears that the house is being prepared to be torn down and a new house built, but it cannot be confirmed. D. Reeves said that laurel oaks are not on the legacy list because water oaks and laurel oaks have a shorter life, and the city doesn't want to make it harder to keep a tree that will die faster anyways. Laurel oaks have a 50 to 75 year life span compared to live oaks that could live a couple of hundred years. D. Reeves said that he spoke to Bosco Builders prior to submitting a building permit. The contractor said he was not sure when the home construction would start, and the current work does March 14, 2018 Environmental Stewardship Committee Meeting Minutes Page 2 of 9 not meet the requirement for a tree removal permit. He also stated that the address is flagged in the City's permitting system showing the tree has been cut down. S. Kallao stated that the owner/builder probably knew their intention before cutting the tree down. L. Chipperfield asked how can the City keep this from happening in the future. S. Corbin stated that he and B. Andrews discussed adding laurel oaks to the legacy list but not letting applicants use them for legacy credit. S. Dark stated that the applicant should have to prove it is not a live oak or legacy tree. C. Drysdale stated that the city of Ft. Lauderdale has dealt with this issue. He also stated that trees that come down during storms tend to be water oaks. S. Kallao stated the onus should be put on person who wants to cut the tree down, and asked what certifications will the city accept for permits. He also asked if the certifications of the surveyors were checked for Bosco Builders job. B. Andrews asked if companies who survey foundations also perform tree surveys, and also stated this topic was for future discussion for Tree Subcommittee. He also stated that members should be the eyes and ears in their community, and to call City staff to inspect when situations arise. 7. Staff report on removal of trees from Sherman's Creek. B. Andrews stated he saw Lucas Tree Service taking down trees and called S. Corbin. S. Corbin called S. Williams to verify if the City contracted the tree removal service to take out the tree. S. Williams stated there were trees in the lagoon and a hindrance to water flow. The trees fell down after previous hurricanes. S. Williams reached out to the owners to remove the trees in the lagoon, but the owners did not remove them. FDEP walked the site with Public Works staff, and discovered a homeowner had cut the trees down to the stump. The FDEP wanted to fine the homeowner, but S. Williams said he would work with the homeowner to remove the trees. The City paid to remove the trees in the creek. B. Andrews asked why was the FDEP wanted to fine the homeowner. S. Williams stated it was because the homeowner left the trees across the lagoon. A. Ennis asked what happens in similar situations where the tree blocks the road. S. Williams stated where the tree lies determines who has responsibility, not where the tree originates. A. Ennis asked where does property line and responsibility end and begin. S. Williams said the City took responsibility to get the issue resolved, and certified letters were sent to the homeowners. The homeowners gave the tree removal contractor access to the trees. S. Dark asked if the homeowners took responsibility before the City stepped in. S. Williams stated the homeowners did not take responsibility for the larger trees in the canal. 8. Staff report on other tree permits. S. Corbin discussed the staff report previously in the meeting. 9. Update on Tree Subcommittee Ordinance Review J. Leroux asked what can be done administratively that does not require an ordinance change. The Tree Subcommittee determined they could be the eyes and ears for inappropriate tree removal in their communities. They also recommended reaching out to tree companies to make them aware that a tree removal permit is required, and discussed having franchise tree trimming companies like how the City has franchise dumpster companies. She asked S. Corbin to report on the tree removal activity at the 1600 block of Selva Marina Drive. S. Corbin stated that a tree was removed for construction of a pool. He looked through Bing Maps, old permits, made 2-3 site visits, and spoke to the tree company. The tree company said there was a large tree in the backyard that was removed. S. Corbin called the general contractor and let him March 14, 2018 Environmental Stewardship Committee Meeting Minutes Page 3 of 9 know that a stop work order would be issued if a tree removal permit was not applied for within 24 hours. J. Leroux recommended having a page of tree violators like restaurant reviews. S. Corbin said that he has been building a list with links to other cities' processes for the tree removal ordinance. He said that everything that goes through the tree fund must come through the Committee first, and recommended making changes all at once rather than repeatedly amend the ordinance. B. Andrews asked how to contact City staff to report issues. S. Corbin gave his cell phone number to the committee (904-254-9608). B. Andrews asked who should the general public call to report tree removal issues and he would post number on Facebook. S. Corbin requested that his cell phone number not be posted on Facebook, and recommended calling the City. 10. Update on Dutton Island Pier. B. Andrews stated the North Florida Land Trust easements had come up as an issue for this project. S. Williams stated the project is on hold, and Public Works is trying to get the project done but it is on hold due to easement issues. He stated that Public Works will get better distinction on the easements. B. Andrews clarified that the City Commission is not expecting any action from the Environmental Stewardship Committee. S. Corbin stated he had documents collected on the topic. B. Andrews stated that the City had received angry letters from Land Trust, and the Committee doesn't want to be on bad terms with the Land Trust. 11. Planting at Tideviews. B. Andrews discussed the tree planting that Greenscape and Jax Digs Trees wants to plant at Tideviews Park. J. November said he will walk the site to make sure mowing sites for Public Works are respected. S. Williams stated he walked the Bennett and FDOT property with J. November and B. Andrews. The Bennett property planting plan has been approved as it is proposed, and will confirm the planting sites the day prior to planting. The FDOT planting plan changed to the water banks. S. Williams cannot give direct approval, since Public Works maintains the FDOT pond, but FDOT must give permission to plant, and the City gives secondary permission to maintain the planted trees. S. Williams gave permission for the Bennett property and gave pre -permission approval for the FDOT pond on condition of FDOT approval. He is waiting on FDOT approval. B. Andrews stated he contacted FDOT, and approval should come by end of the week. J. November said everything is still flexible, and they may not get the full 40 trees from Greenscape, but he will inform the Committee as soon as he knows the new plan. A. Ennis wanted to clarify for future what is needed for landscaping and maintenance. S. Williams stated his employees may have to edge 3 to 6 feet by the water's edge instead of mowing. B. Andrews stated that the tree species chosen belong near water, like weeping willows and bald cypress trees. J. November stated planting locations will be chosen to make it as easy as possible for mowing. 12. Pergola at Tideviews. March 14, 2018 Environmental Stewardship Committee Meeting Minutes Page 4 of 9 K. Hogencamp said that the Planning and Zoning Department is doing work they have never done before, and offered kudos to them. He said he will be handing off staffing responsibilities to S. Corbin. K. Hogencamp presented a summary of public input regarding the pergola gazebo proposed with a $3500 budget, with no roof, and will be constructed over a concrete base. The concrete base funding has yet to be determined. The public input was collected via email, the city's website, and a public informational meeting held on March 6th. There were 29 comments, with 25 comments to support the project, 2 comments to oppose the project, and 2 gave input but no support or opposition. The city's former Public Works director, Rick Carper, also gave comments. K. Hogencamp highlighted some comments that were collected. B. Andrews asked about the source of the comments. K. Hogencamp stated comments were collected via a public meeting and via forms collected after the meeting. L. Chipperfield asked if a permeable base was considered instead of concrete. J. November stated that a permeable base is not in the budget and it would be much more expensive. The concrete base is not in budget. S. Dark asked for clarification on what the gift includes. J. November stated the donation includes the pergola, footers, and the base. The city would only have to provide the concrete pad. B. Andrews stated that a cement slab is not best answer for the base, and recommended pebbles or crushed coquina. S. Williams stated that the Aquatic dog park has wood chips on concrete base, and the base is not seen. He stated that the concrete base for the pergola is not in this year's budget. K. Hogencamp discussed the Committee's recommendation to Commission for the project. A. Ennis asked if there is a caveat for funding, if the structure has to stay on the Bennet property, or can it be moved. J. November said yes, but he would not suggest that. B. Andrews said the pergola gift was meant to honor the doner, the Bennett family. J. November said it is also meant to honor the initiative to get land approved. L. Chipperfield asked if the Committee is tasked with recommending the project. J. November said yes. D. Scott asked what will concrete base cost the city. B. Andrews asked for the dimensions of the base. S. Dark said the base is approximately 140 square feet. S. Williams said that the problem is the cost of ordering a short load of concrete versus a full load, and short loads can be more expensive. S. Dark asked if it could it be tied into another project. S. Williams said it could not be tied into another project. A. Ennis said the proposed cost is $1200. J. November stated the design is completed. J. November asked S. Williams if the base needs to be concrete for stability. S. Williams answered yes. B. Andrews stated the proposed project is near two retention ponds, therefore water runoff is not an issue. J. November stated a coquina base would be nice A. Ennis offered a motion to support working with the realtor to construct the pergola at Tideviews Park with support from City staff, The motion was seconded by S. Dark, and there was no discussion on the motion. The motion passed with no opposition. March 14, 2018 Environmental Stewardship Committee Meeting Minutes Page 5 of 9 13. Arbor Day. B. Andrews discussed the proposed date for tree planting at Tideviews Park as Saturday, April 14th. He also discussed coordinating an Arbor Day celebration for the City to potentially coincide with either the Jacksonville, Florida, or National Arbor Day celebrations. K. Hogencamp confirmed that the City has officially been designated as a 2017 Tree City, and the City needs a celebration date for 2018 to maintain its Tree City status. B. Andrews stated that the City has missed the Jacksonville and Florida Arbor Day, but the City can celebrate National Arbor Day. D. Reeves stated the City needs a proclamation declaring a City Arbor Day. D. Scott asked if the City needs to tie an Arbor Day celebration into the Tideviews Park tree planting, and K. Hogencamp confirmed it did not have to be. S. Dark stated what better reason to celebrate Arbor Day than putting trees in ground. S. Corbin discussed other ideas for an Arbor Day celebration that he discussed with J. Leroux. J. Leroux suggested planting trees that Public Works has currently and a possible. tree giveaway with Superior Trees. The cost for legacy trees from Superior Trees would be less than $400 to give away 600 trees. B. Andrews suggested forming an Arbor Day committee. K. Hogencamp recommended it B. Andrews discussed the celebration at Metro Park that Greenscape held for Jacksonville's Arbor Day celebration. Greenscape gave away larger trees and had funding through various sources. He discussed the possibility of using tree mitigation funds to buy more substantial trees to giveaway. S. Corbin stated that smaller trees get kids involved, and that time is a concern, and staff will work within a budget that they are given. A. Ennis asked if the time of year will affect tree planting. S. Dark stated that the time is better when the weather is cooler and water won't evaporate. B. Andrews entertained a motion to establish an Arbor Day subcommittee. S. Boren made the motion to establish an Arbor Day Subcommittee. A. Ennis discussed needing permission to spend tree fund money from commission. K. Hogencamp asked if the Committee will have to go to Commission to get approval to spend tree mitigation money. D. Reeves stated yes, that is the way he reads the ordinance. B. Andrews asked about the funding for the trees behind Dollar Tree. D. Reeves confirmed that a grant was received to pay for 50% of the cost. S. Boren discussed the need to give power to Subcommittee to move very fast to arrange an Arbor Day celebration. S. Corbin stated the Committee can celebrate Arbor Day at the Tideviews planting, or planting trees that Public Works already has, or during a tree giveaway if the Subcommittee wants to organize it. S. Dark stated that the Arbor Day celebration date can change in the future, and could be some day in April. J. Leroux stated that S. Williams and Public Works has live oaks to plant, but was not sure of the size of the trees, but there are 5 trees to plant. S. Boren asked about a potential location to plant the trees that Public Works has. J. Leroux stated that Jordan Park could use trees, and that would get kids involved. She stated that S. Williams has identified a few places to plant. B. Andrews asked if the Committee should hear the Arbor Day Subcommittee's recommendation at the next meeting or delegate the authority. L. Chipperfield asked how long it would take to approve a budget for an Arbor Day Subcommittee. K. Hogencamp stated the item would be on the Commission's meeting agenda on the 2nd Monday in April. March 14, 2018 Environmental Stewardship Committee Meeting Minutes Page 6 of 9 S. Boren said she likes the giveaway and getting kids involved, and the timeline is tight. D. Reeves stated the Committee cannot use tree fund dollars on private property, and they would have to classify the seedlings as educational. B. Andrews stated that the seedlings can be used as educational, and in future the Committee can get larger trees to get people to plant in their yards. B. Hanson asked if the Committee can come up with figure now for a budget to take out of the tree fund. S.Boren stated a potential budget could be no more than $1000. B. Hanson stated that the Committee will need flyers to show the educational purpose. B. Andrews stated the budget might need to include a speaker as well. K. Hogencamp stated that J. Leroux's idea was to designate another heritage tree location. J. Leroux confirmed the locations in consideration are Jordan Park and Dutton Island Park. S. Dark stated that the proposed Dutton Island Park planting location is in the City of Jacksonville. A. Ennis amended the Arbor Day Subcommittee formation motion to add a budget restriction of $2500. The motion was amended with no discussion or opposition. The motion to create an Arbor Day Subcommittee with a $2500 budget passed unanimously. S. Boren asked how the seedlings will be wrapped, and that newspaper can be used to reduce waste. B. Andrews, D. Scott, S. Dark, A. Ennis, J. Leroux, M. Blankenbaker volunteered to serve on the Arbor Day Subcommittee. S. Boren asked if the City needs an annual Arbor Day proclamation. D. Reeves stated yes, and it can be same date every year. The Arbor Day Subcommittee meeting date was set for 11:30 AM on Tuesday, March 20111, for one hour with S. Corbin from City staff participating in the meeting. 14. Johnston Island and Selva Preserve. B. Andrews discussed the Johnston Island and Selva Preserve projects. He stated that the Committee is interested in information that City staff can share, and the Committee would like to offer input that is in the Committee's purview. K. Hogencamp stated it is conceivable that the City will purchase Johnston Island, and the Committee can recommend if it is a worthy purchase, and the item was on the last Commission meeting agenda. B. Andrews suggested that the Committee members should drive down to Johnston Island for a site visit. C. Drysdale made a motion to put the item on agenda next month to decide whether the Committee should offer support for the project. S. Dark asked if the Commission has asked the Committee to weigh in on the project. B. Andrews stated the Commission has not asked for input from the Committee. J. November recommended that Selva Preserve be on the agenda as well,since it is moving fast. C. Drysdale withdrew his first motion, and made a motion to add Selva Preserve and Johnston Island on next meeting's agenda. B. Andrews asked K. Hogencamp if the Committee should ask if the Commission wants a recommendation. K. Hogencamp stated he did not want to advise, and that the Committee needs to use their judgement. S. Dark stated the Committee needs to do their homework, and J. November stated he can provide information on the projects if needed. March 14, 2018 Environmental Stewardship Committee Meeting Minutes Page 7 of 9 S. Corbin stated that the Selva Preserve project involves private property owners, and the zoning ordinance in place gives the Community Development Board the authority to make a recommendation, and that is proper place. B. Andrews clarified that the Committee's motion is to put both items on the agenda as discussion items for recommendation, and that the Committee members should perform research on both topics. L. Chipperfield asked if staff or J. November could give information on both issues. S. Corbin stated that the City staff can share information, and S. Dark stated that J. November has further information as well. The motion passed unanimously. 15. Parks Master Plan S. Corbin stated that a Parks Master Plan can be handled by City staff. S. Dark asked S. Corbin what a Parks Master Plan would include. S. Corbin stated the Plan would include the history of parks, strengths, weaknesses, demographics, and level of service of each park. S. Boren asked if all parks are multi -use parks. S. Corbin stated no, and that some parks have deeds to remain passive. He stated the Plan would start with an open house with discussion of the process. City staff would gather data, meet in the various parks and the events would be open to all who want to come. Citizens would be able to provide input and the input would be collected. The plan would then be presented to the Committee and the Committee could make recommendations for the parks. L. Chipperfield asked what is the goal of the Parks Plan, and if it is to improve the parks and get budget line items. S. Corbin stated that is part of the plan, and the plan is part of the Commission's priorities.. He stated the plan can incorporate tree plantings, canopy assessments, and tree inventory. L. Chipperfield asked if the committee can recommend low impact lighting and other items. S. Corbin stated yes, that the Committee will be able to make recommendations. S. Dark asked if the plan will be a big package, and S. Corbin stated yes, but it will also have executive summaries. He stated there was a plan completed in 2009, so City staff is not starting this new plan from scratch. B. Andrews asked about including the marsh master plan. S. Corbin discussed the desire to rethink it, and to include Tideviews Park and Dutton Island as their own separate section. He stated he would encourage the Committee to provide input and that K. Hogencamp will help pull the plan together due to his background in journalism. S. Corbin stated the first open house will be held ideally next month. B. Andrews asked if the Commission or City Manager will decide on who will provide input on the plan. S. Dark asked if outside help be needed, like a civil engineer or architect. S. Corbin stated that is a possibility, depending on money for the capital improvement plan. L. Chipperfield asked if the plan will focus on existing parks, and if the plan will include adding more parks outside the existing scope. S. Corbin said depending on level of service determined, the plan could include adding parks, but that the City's beaches throw calculations off for open space. S. Dark stated there is very little land to add to public space. S. Boren stated she is interested in the scope of the plan, and the cutoff point. S. Dark stated that almost all parks are for stormwater management. L. Chipperfield stated that parameters for the public meetings would help. S. Corbin state that the open house is more open, and specific park meetings would be more structured, and the outline will evolve. March 14, 2018 Environmental Stewardship Committee Meeting Minutes Page 8 of 9 S. Dark proposed a Subcommittee steering committee in future. B. Andrews stated he likes the aspects of in-house parks master plan, and that staff better understands the City's parks. The negative side is that the City would be giving up a high level of subject matter expertise, and the demands on the City's staff time with other day-to-day duties. S. Corbin stated he thinks City staff can handle the responsibility. S. Dark stated the Committee should establish an end goal and not have book of research. S. Boren asked if the 2009 version worked, and S. Corbin stated that plan was never fully adopted. B. Andrews discussed what are highest priorities for the City's parks 16. Tree symposium. S. Corbin stated he wanted to make sure everyone knew about the meeting. B. Andrews stated the meeting is at Intuition next Tuesday, and will be hosted by Jax Digs Trees and Greenscape. S. Corbin stated the need to notice the meeting if several members are going, and S. Dark stated to go ahead and notice it. C. Drysdale stated that the Duval Ocean swimmers will gather at the meeting after swimming from the Acosta bridge. S. Boren stated she had spoken to the Mayor regarding beginning the next budget cycle, and if the Committee needs to get information together for it. B. Andrews stated the Committee should address budget items. S. Boren discussed asking for LEED for Cities registration fee, Arbor Day funding, and pergola slab money. D. Reeves stated the Committee can make recommendations but cannot ask for money, and the tree fund is a trust and not budgeted, therefore the Committee can ask for money when the need arises. 17. Adjournment. B. Hanson brought the motion to adjourn, which passed unanimously. The meeting was adjourned at 8:25 p.m. (Minutes respectfully submitted by Jennifer Johnston on April 6, 2018.) Dawn Scott, Secretary ATTEST: Shan i orbin, Director of Plfiiining and Community Development March 14, 2018 Environmental Stewardship Committee Meeting Minutes Page 9 of 9