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HomeMy WebLinkAbout1998 07 01 Other CITY OF WINTER SPRINGS, FLORIDA 1126 EAST STATE ROAD 434 WINTER SPRINGS, FLORIDA 32708.2799 Telephone (407) 327.1800 Community Development I. APPROVAL OF THE JUNE 17TH PLANNING & ZONING BOARD / LOCAL PLANNING AGENCY MINUTES Submitted by: Andrea Lorenzo-Luaces Deputy City Clerk MINUTES PLANNING AND ZONING BOARDILOCAL PLANNING AGENCY JUNE 17, 1998 - REGULAR MEETING I. CALL TO ORDER Pledge Of Allegiance The Planning and Zoning Board/Local Planning Agency meeting was called to order Wednesday, June 17, 1998 at 7:00 p.m. by Chairman Bill Fernandez in the Commission Chambers of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). The Pledge of Allegiance followed. Roll Call Bill Fernandez, Chairman, present Tom Brown, Vice Chairman, present Gene Lein, present Carl Stephens, Jr., present Rosanne Karr, present Also Present Tom Grimms, A1CJ>, Comprehensive Planning/Zoning Coordinator Brook Seall, Parks and Recreation Director Approval Of The May 27, 1998 Planning & Zoning BoardlLPA Regular Meeting Minutes Board Member Carl Stephens, Jr. stated that he was in attendance at the May 27, 1998 meeting, and that this was incorrectly noted in the "Roll Call" portion of the May 27, 1998 minutes. Motion by Gene Lein. Seconded by Tom Brown, It was agreed that with the above notation to the minutes, that the motion to adopt the minutes of May 27, 1998 was approved by consensus of the Board. Motion passed, II. REGULAR AGENDA A. Discussion of Parks and Recreatiou with Brook SealI, Parks and Recreation Director Mr. Tom Grimms, AlCP, Comprehensive Planning/Zoning Coordinator addressed the Board and explained that Mr. Brook Seall, Parks and Recreation Director was here in attendance, as the Board had requested his attendance to discuss the Parks and Recreation portion of the Evaluation and Appraisal Report (EAR). MINUTES PLANNING & ZONING BOARDILOCAL PLANNING AGENCY REGULARMEETlNG-JUNE 17, 1998 PAGE 2 OF 6 There was brief discussion about the status of the parks program, with emphasis on some rehabilitation plans for the City's parks. There was brief discussion as to a section that noted "tennis courts" instead of "basketball courts", as per II-lO, paragraph E. Board Member Carl Stephens, Jr. asked about the location of Grizzly Park. Mr. Seal explained that it was near a City's pond - off of Bahama Road - east of Shore Road - and to the west of a field. (It was noted that this area is not visible from the street). Mr. Grimms passed out and reviewed with the Board, a document entitled "Executive Summary of the Evaluation and Appraisal Report". Chairman Bill Femandez asked Mr. Seal! to check into any necessary changes regarding the reference to "tennis courts" instead of "basketball courts". There was brief discussion with Mr. Seall about the proposed swimming pool, including approval, locations, and related funding of this project. In addition, there was discussion about the Commission wanting to study concession sales at City events, as Board Member Stephens was concerned with a local school booster club being able to sell items at such events. Also, briefly discussed was whether the upcoming fireworks would still be held, in light of the drought conditions. B. Board Appointments The Board briefly discussed this topic, as it applied to upcoming appointments, Board Member Lein added that if he is not reappointed to this Board, that this might be his last meeting. He addressed the Chairman of the Board, the Staff Members, and the Board Members, and said "1 have enjoyed the time spent here and have appreciated working with you". Chairman Fernandez responded by saying, "On behalf of the Board Member's and Staff, and the citizens of this community - we certainly thank you for the cOmIDitment of your time, and your efforts, and your energies. You've been a very good Board Member, and we will see whether you will continue to be a Board Member after Monday" . III. UNFINISHED BUSINESS A, Bylaws/Rules of Procedure for the P&Z BoardlLPA. Mr. Grimms mentioned that Attorney Robert Guthrie was unable to attend tonight's meeting, due to a prior commitment, however, he would try to be at the July I, 1998 Planning & Zoning BoardlLP A meeting. MINUTES PLANNING & ZONING BOARDfLOCAL PLANNING AGENCY REGULARMEETING-JUNE 17.1998 PAGEJOF6 Chairman Bill Fernandez stated it had been determined that this Board was able to "determine its' own rules and procedures". Chairman Fernandez asked that page numbers be added to pages of this document. Board Member Rosanne Karr and Vice Chairman Brown asked that another fmancial disclosure form be mailed to them, There was discussion reflecting that Attorney Guthrie had not reviewed the previous changes that had recently been approved by the Planning & Zoning/Local Planning Agency: Board Members asked that any changes be added to the draft Bylaws/Rules of Procedure, so that we can "close it out and approve what we do have, so we can carry it to the next year". Board Members then asked that the following revisions be added to the recently approved revisions to the draft Bylaws/Rules of Procedure for the Planning & Zoning/Local Planning Agency: Draft Bylaws, page 5, 3.2: Remove the word "alternates" in the first sentence. Draft Bylaws, page 5, 3.2 (a): There was discussion as to the amount of meetings that a Board Member could miss. Chairman Fernandez referenced Ordinance 20-53; the Board then said that "unexcused by the chairperson" should be deleted. Draft Bylaws, page 5, 3.4: There was discussion as to what type of "year" (as in this case, Mr. Grimms said that this is considered to be a "rolling" calendar year). Draft Bylaws, page 6, 4.1.1: Instead of the word "last" (on the first line of this section), it should say ''first ". Draft Bylaws, page 6, 4.1.2: Instead of the comma at the conclusion of this section, it should be a period. Draft Bylaws, page 7, 4.2.2: There was discussion as to deleting the words, "on approval by majority of the Board" (which begins on the seventh line). Draft Bylaws, page 7, 4,2.3: There was discussion as to changing the word "supervise" to "oversee" (which is located on the second line). Draft Bylaws, page 8, 4.3,3: There was discussion as to the reference to excusing an absence. The Board felt that the following words should be deleted: "with indications as to whether absences were excused or unexcused by the chairman ". There were also comments that every members' vote should be documented, unless a vote is unanimous. MINUTES PLANNING & ZONING BOARDILOCAL PLANNING AGENCY REGULAR MEETING - JUNE 17, 1998 PAGE40F6 Draft Bylaws, page 9, 4.5: The board felt that the word "should" should replace the word "shalf', (as in the second sentence of this section). There was further discussion as to the status of legal advice being provided to this Board. Draft Bylaws, page 9, 5.3: The board discussed including this, and felt that the City Attorney should comment on this. Chainnan Fernandez suggested that this should also include a sub-section (a) and (b). Draft Bylaws, page 10, 5.4: The Board suggested that this section should reference "listening to a tape of a meeting". Draft Bylaws, page 10, 6.2: The Board questioned the statement that they were to approve submitted forms. Draft Bylaws, page 11, 6.3: The Board thought that the following words "by City Staff" should be inserted after ..., the applicant shall be notified... - and to also add the following words at the end of the sentence, such as "deficiency and given a reasonable time to resubmit". There was discussion as to whether this Board should or should not be reviewing applications. Draft Bylaws, page 11, 6.4,1: Chairman Fernandez felt that the Board had previously been advised that a meeting could be continued, should the Board need additional information, and that based on this, the "thirty-six (36) days ", should be "ninety (90) days". Draft Bylaws, page 11, 7.1: The Board felt that the third Wednesday meeting of the month should be a "special" meeting. Draft Bylaws, page 16, 11.3: Chairman Fernandez asked if the minutes should be signed (as noted in this section) by the Chairman. Board Members agreed and discussed signing revised minutes, when necessary. Draft Bylaws, page 22, Appendix B, a,: There was discussion of this section, especially as it related to discussions with City Commissioners. The Board suggested deferring this until they could speak with the City Attorney. Draft Bylaws, page 24, Appendix C, 1.: Chairman Fernandez felt that the words "above mentioned" should be replaced by "foregoing". ~ . .. MINUTES PLANNING & ZONING BOARD/LOCAL PLANNING AGENCY REGULAR MEETING-JUNE 17, '998 PAGE 5 OF 6 Draft Bylaws, page 26, Appendix C, 3. d. ii: Chairman Fernandez felt that the Chair should decide whether the witness is an expert, subject to the Board voting to possibly overrule the Chair's decision. This would then affect items 3.d. iii and 3.d.iv. Board Member Stephens spoke on the matter of missing meetings, and the "subject to removal" clause. Chairman Fernandez then said "I think it's really going to depend on our "Secretary" (City Clerk) to keep attendance records, and when she sees three, I would think that our procedure (and I'm discussing this - I don't know if we need to make it formal in here, or want to keep it as an informal policy), but I think the procedure ought to be that she either alerts Mr. Grimms, who brings it to my attention, or the Chair's attention. or she brings it directly to the Chair's attention". He further said that he would not like this done on the public record. There was further discussion as to the "rolling" calendar as it applies to absentees. B. Further Discussion of the Evaluation and Appraisal Report Mr. Grimms advised the Board that the "revised" pages should be inserted into each Board Members' individual copy of the Evaluation and Appraisal Report (EAR). Vice Chairman Brown reviewed the revisions that had been done. He asked about a "one million gallon storage tank that the City had added to the water system", and should this be removed; he also questioned the 2,000 gpm reference on page II, item 10. Mr. Grimms said that he would check on these items. Vice Chairman Brown also asked about the change of 1997 to 1998, on page 11, item 18, (the second line from the top). rn. FUTURE AGENDA ITEMS · Discussion of the Draft BylawslRules of Procedure for the P&Z BoardlLPA with Attorney Robert Guthrie, preferably on July 1, 1998. In other business, there was much discussion as to the Planning and Zoning BoardlLP A holding one or two meetings every month. It was decided that the Board would hold their Regular Meeting on the first Wednesday of each month, and if an additional meeting was needed, then a "special" meeting would be called (for the third Wednesday of the month). This would be added to the Board's Bylaws. . , '"ll MINUTES PLANNING & ZONING BOARDILOCAL PLANNING AGENCY REGULAR MEETING-JUNE 17, 1998 PAGE 6 OF 6 IV. ADJOURNMENT Chairman Fernandez adjourned the meeting at 8:27 p.m. Minutes respectfully submitted by: Andrea Lorenzo-Luaces, Deputy City Clerk City of Winter Springs. Florida APPROVED: WILLIAM F, FERNA1"IDEZ, CHAIRMAN PLANNING & ZONING BOARDILOCAL PLANNING AGENCY DOCSlboardslplanninglfy9798/minutesl061798.doc