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HomeMy WebLinkAboutAgenda Council Agenda 120299All those wishing to address the City Council need to complete the necessary form (supply located in back of Council Chambers) and submit same to the City Clerk prior to the meeting being called to order. REVISED: 12/2/99 CITY OF PALM BEACH GARDENS CITY COUNCIL REGULAR MEETING DECEMBER 2,1999 7:00 P.M. I. PLEDGE OF ALLEGIANCE II. ROLL CALL: Mayor Joseph R. Russo, Vice Mayor Lauren Furtado, Councilman Eric Jablin Councilman David Clark and Councilman Carl Sabatello. III. ANNOUNCEMENTS: IV. PRESENTATIONS: 1. Presentation by Thursday Night Home Alone President 2. Employee Service Awards 3. Proclaiming December 14, 1999, as George Washington Day. 4. Beautification Award to The Shell Station, PGA Boulevard and Military Trail. 5. Chamber of Commerce Presentation of ArtiGras Posters 6. City Center Overlay - Linkages 7. Update on US Highway One Corridor Study / V. CITY MANAGER REPORT: 1. Announcements • Anniversary Party -Saturday, January 8, 6 -10 p.m. • Description of Seacoast Antenna Array 2. Construction Manager Report 3. Growth Management Report 4. Public Information Report VI. AWARDING OF BIDS: 1. Awarding of an RFP for Audio Visual Equipment and Installation 2. Awarding of Bid to Purchase 14 Vehicles for Police, Fire, City Hall, Public Works and Growth Management Departments. 3. Awarding of Bid for a Backhoe VII. COMMENTS FROM THE PUBLIC: (For Items Not on the Agenda) (Please submit request card to Clerk prior to this Item) VIII. CONSENT AGENDA: 1. Approval of Minutes of 11/4/99 Regular City Council Meeting 2. Resolution 145, 1999 - Consideration of Approval to Amend the Site Plan for the PGA of America Headquarters. 3. Resolution 151, 1999 - Consideration of Approval of the PGA Commons Plat No. 1. CITY COUNCIL REGULAR MEETING 12/2/99 Page 2 IX. PUBLIC HEARINGS: 1. Ordinance 45, 1999 - Providing for an Amendment to Ordinance 12, 1998, Approving a PUD to Amend Elevations and Signage for the Lone Pine Project. (Adv. 11/17/99; Consideration of Second Reading and Adoption) X. RESOLUTIONS: 1. Resolution 144, 1999 - Consideration of Approval of Amendment to Resolution 96, 1999, the Consolidated and amended Development of Regional Impact and Planned Community District Development Order for The Regional Center, Providing for Amendment of the Master Development Plan. 2. Resolution 150, 1999 - Consideration of Approval Appointing Nabar Martinez as City Manager and Authorizing the Mayor and City Clerk to execute on behalf of the City a written Employment Agreement pertaining to such employment. XI. ORDINANCES: (For Consideration of First Reading) 1. Ordinance 46, 1999 - Consideration of Approval of Nativity Lutheran Church and Preschool Conditional Use. XII. ITEMS FOR COUNCIL ACTION: 1. Communication and Marketing Plan XIII. ITEMS FOR DISCUSSION: 1. City Seal XIV. ITEMS & REPORTS BY MAYOR AND CITY COUNCIL: XV. CITY ATTORNEY REPORT: XVI. ADJOURNMENT In accordance with the Americans with Disabilities Act and Florida Statute 86.26, persons with disabilities needing special accommodations to participate in this proceeding should contact the Human Resources Department no later than 5 days prior to the proceeding at telephone number (561) 775 -8255 for assistance; if hearing impaired, telephone the Florida Relay Service Numbers (800) 955 -8771 (TDD) or (800) 955 -8700 (VOICE), for assistance. If a person decides to appeal any decision made by the Council, with respect to any matter considered at such meeting or hearing, they will need a record of the proceedings, and for such purpose, they may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based. All those wishing to address the City Council need to complete the necessary form (supply located in back of Council Chambers) and submit same to the City Clerk prior to the meeting being called to order. CITY OF PALM BEACH GARDENS CITY COUNCIL REGULAR MEETING DECEMBER 2,1999 7:00 P.M. I. PLEDGE OF ALLEGIANCE II. ROLL CALL: Mayor Joseph R. Russo, Vice Mayor Lauren Furtado, Councilman Eric Jablin Councilman David Clark and Councilman Carl Sabatello. III. ANNOUNCEMENTS: IV. PRESENTATIONS: 1. Employee Service Awards 2. Beautification Award to The Shell Station, PGA Boulevard and Military Trail. 3. Chamber of Commerce Presentation of ArtiGras Posters 4. City Center Overlay - Linkages 5. Update on US Highway One Corridor Study V. CITY MANAGER REPORT: 1. Announcements • Anniversary Party -Saturday, January 8, 6 -10 p.m. • Description of Seacoast Antenna Array 2. Construction Manager Report 3. Growth Management Report 4. Public Information Report VI. AWARDING OF BIDS: 1. Awarding of an RFP for Audio Visual Equipment and Installation 2. Awarding of Bid to Purchase 14 Vehicles for Police, Fire, City Hall, Public Works and Growth Management Departments. 3. Awarding of Bid for a Backhoe VII. COMMENTS FROM THE PUBLIC: (For Items Not on the Agenda) (Please submit request card to Clerk prior to this Item) VIII. CONSENT AGENDA: 1. Approval of Minutes of 11/4/99 Regular City Council Meeting 2. Proclaiming December 14, 1999, as George Washington Day. 3. Resolution 145, 1999 - Consideration of Approval to Amend the Site Plan for the PGA of America Headquarters. 4. Resolution 151, 1999 - Consideration of Approval of the PGA Commons Plat No. 1. CITY COUNCIL REGULAR MEETING 12/2/99 Page 2 IX. PUBLIC HEARINGS: Ordinance 45, 1999 - Providing for an Amendment to Ordinance 12, 1998, Approving a PUD to Amend Elevations and Signage for the Lone Pine Project. (Adv. 11/17/99; Consideration of Second Reading and Adoption) X. RESOLUTIONS: 1. Resolution 144, 1999 - Consideration of Approval of Amendment to Resolution 96, 1999, the Consolidated and amended Development of Regional Impact and Planned Community District Development Order for The Regional Center, Providing for Amendment of the Master Development Plan. 2. Resolution 150, 1999 - Consideration of Approval Appointing Nabar Martinez as City Manager and Authorizing the Mayor and City Clerk to execute on behalf of the City a written Employment Agreement pertaining to such employment. XI. ORDINANCES: (For Consideration of First Reading) 1. Ordinance 46, 1999 - Consideration of Approval of Nativity Lutheran Church and Preschool Conditional Use. XII. ITEMS FOR COUNCIL ACTION: 1. Communication and Marketing Plan XIII. ITEMS FOR DISCUSSION: 1. City Seal XIV. ITEMS & REPORTS BY MAYOR AND CITY COUNCIL• XV. CITY ATTORNEY REPORT: XVI. ADJOURNMENT In accordance with the Americans with Disabilities Act and Florida Statute 86.26, persons with disabilities needing special accommodations to participate in this proceeding should contact the Human Resources Department no later than 5 days prior to the proceeding at telephone number (561) 775 -8255 for assistance; if hearing impaired, telephone the Florida Relay Service Numbers (800) 955 -8771 (TDD) or (800) 955 -8700 (VOICE), for assistance. If a person decides to appeal any decision made by the Council, with respect to any matter considered at such meeting or hearing, they will need a record of the proceedings, and for such purpose, they may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based. CITY OF PALM BEACH GARDENS CITY COUNCIL Agenda Cover Memorandum Meeting Date: December 2, 1999 Subject/Agenda Item: Presentation - City Center Overlay Linkages Recommendation /Motion: Staff is recommending the proposed linkages and is seeking Council input before the connections are evaluated against the traffic model. Reviewed by: Originating Dept.: Costs: $_0 Council Action: City Attorney N/A Planning & Zoning Total [ ] Approved ACM Division 91�- $ 0 [ ] Approved w/ conditions Other N/A Current FY [ ] Denied Advertised: Funding Source: [ ] Continued to: Attachments: Date: [ ] Operating Paper: [ ] Other N/A Vehicular and Pedestrian /Bicycle [ ] Not Required Connections Submitted by: Growth gt. Director Affected parties [ ] Notified Budget Acct. #: [ ] None Approved by: City Manager [ ] Not required BACKGROUND: With the direction we received at the "Main Street Visioning Session," at the July 15th City Council meeting, staff has been working on standards for the "city center" area. These standards address land use, aesthetic quality and transportation. The transportation component has materialized into an overlay of "linkages" - both vehicular and pedestrian /bicycle. PROPOSAL: City Center Area: The study area generally consists of the Regional Center /Gardens Mall to the north, Prosperity Farms Road to the east, RCA Boulevard to the south and Military Trail to the west. Linkages: Vehicular linkages are categorized as primary (regional arterials), secondary (inter -city roads) and tertiary (local, neighborhood serving roads). Pedestrian /bicycle linkages are depicted as "existing ", "proposed" (foreseen as short-term improvements), "proposed changes to existing" (for locations where it is desirable to re- locate or meander the facility), and "potential future" (for long -term improvements). Both overlays identify "potential future" connections which are conceptual in nature, but desirable from a planning perspective and therefore should be encouraged in the future. The vehicular connections are proposed to further supplement the City's Conceptual Thoroughfare Plan (attached.) The proposed linkages were derived as achievable connections which were not too idealistic /visionary or long -term. Purpose: The addition of secondary and tertiary roadways, as well as pedestrian /bicycle facilities, to compliment the primary roadway network that will provide alternate routes for automobiles, pedestrians and bicyclists. Alternate routes will disperse traffic more evenly throughout the roadway network instead of concentrating traffic on a few roadways. Additional sidewalks and bicycle paths offer opportunities for "casual encounters" of neighbors and acquaintances. This type of unplanned interaction provides a means for communication and sharing of information which may not have normally occurred. These encounters lead to a sense of sharing and a sense of community among residents from different neighborhoods. City Center Overlay: The "linkages" would be adopted as a component of the zoning overlay and would be requirements of future development projects. RECOMMENDATION: Staff is proposing the conceptual linkages identified on the enclosed maps. The Planning & Zoning Commission reviewed the proposals and had few comments. A concern was expressed about the "future potential connections" impact on existing neighborhoods that don't currently connect to adjacent properties. Staff is seeking Council input on the proposed linkages. The next step in the effort will be the evaluation of the proposed linkages against the area traffic model. With the introduction of new connections on the roadway network, the traffic model can be run to assess how it foresees the use or diversion of traffic onto these roadways and how traffic volumes on adjacent roadways are affected. If ....... ... R, mv gtwi I - 0 '-' v Ae a� COY 7 vi m tc Mv pm Inar 4 x... K D CITY OF PALM BEACH GARDENS CONCEPTUAL THOROUGHFARE PLAN ROADS 1. Burma Road extension to Northlake Boulevard Reliever. 2. Fairchild extension from Northcorp Parkway /RCA Boulevard to Campus Drive. 3. Alternate AlA bypass (west of Alt. AlA) from RCA Boulevard to north of PGA Boulevard, connecting Military Trail turnout. 4. Gardens Boulevard from Alternate AlA to Prosperity Farms Road. 5. Flamingo Road from Prosperity Farms Road (Frenchman's Landing) to Hood Road/Alternate AlA. 6. Hood Road extension to Prosperity Farms Road. 7. Donald Ross Road extension from 69th Drive to Alexander Run/Jupiter Farms. 8. Alexander Run from Beeline Highway to future Donald Ross Road. 9. Coconut Boulevard extension from Northlake Boulevard to Beeline Highway. 10. Future 101st Street from Seminole Pratt Whitney Road to Coconut Boulevard. 11. Shady Lakes extension to 117th Court North. 12. 117th Court North from Florida's Turnpike to Shady Lakes. 13. Hood Road protected as six-lane ultimate section (Turnpike east to Prosperity Farms Road). 14. Florida Boulevard from Lone Pine extension to Central Boulevard. 15. New facility midpoint of Donald Ross Road and Hood Road from Alternate AIA to west of Central Boulevard and north to Donald Ross Road. 16. Elm Avenue extension to Hood Road. 17. Right -of -Way for I95 /Central Boulevard Interchange. 18. BallenIsles Drive extension north to 117th Court North extension. 19. Banyan Street extension north to Florida Boulevard extension. MEMO PARKS AND RECREATION TO: Carole Post, Interim City Manager FROM: Sue Miller, Director, Parks & Recreation 7t�(& DATE: November 23, 1999 RE: Millennium/anniversary party .................................................... ............................... As discussed at the council meeting on November 180', staff is preparing to host the millennium/anniversary party on Saturday, January 8`h, from 6 — IOpm at PGA park. As was previously planned, staff is making arrangements for entertainment, food, birthday cake, rides, etc., to make this a fun event for all. Staff is also planning on honoring the past council members and city managers during this event, by having the Mayor, Council and yourself present them with a small momento marking the 40`h anniversary of the City. If you have any questions, or would like to further discuss the event plans, please advise. CC: Richard Diamond, Assistant City Manager ,0 OFrom: Richard Bishop To: Richard Diamond Date: 11/23/99 Time: 2:58:44 PM SEACOAST UTILITY AUTHORITY 4200 HOOD ROAD PALM BEACH GARDENS, FLORIDA 33410 FAX COVER PAGE Page 1 of 1 To: Richard Diamond From: Richard Bishop Fax Number: 7768244 Company: Seacoast Utility Authority Date : 11/23/99 Time: 2:68:42 PM For Information Call: 627 -2900 Subject: Hood Road Elevated Storage Tank Fax Number: 1-661 -624 -2839 I will send you a sketch in a few minutes, but here is the Hood Road elevated storage tank antenna array: East side, Seacoast and Lake Park (Magi antenna not shown on sketch) West side, Pahn Beach County Fire Rescue North and south sides, City of Pahn Beach Gardens Dishes on the storage tank support legs are Pahn Beach County Sheriffs Department The tank is about 160 ft. tall, top to bottom. Please call if you need further information. Em \ Cover pages by Delrina 11/23/99 TIDE 15:06 FAX 1 407 624 2839 ;.7 EXHIBIT 'A' SEACOAST UTILITIES nnim rr-R� 800 HIZ CCUNTT VW A14r. 174' wha. COUNTY UHF—N4T, I S46 *M-4" MmL CMNTY P60v Di SH '"I � - - I I - 63ri-47M GIN% - WY CAILIE Rg= Piry callpt SKELM into&# 44800&049449 .1 j� ,'''r 111 1 1 i Palm rvpr+-, r-irrirn ISO, SMELTER — SOUTH ELEVATION I - THE ANTENNA TOWERS CURRENTLY EXI ST'ON THE WATER TANK 2. 'SIX FC313T DIAMETER MICROWAVE (M /W? DISHES ARE PROPOSED ADDITIONS. 3. THE DISH ON THE EAST LEG FACES SOUTH. THE Dr SH ON THE WEST LEG FACES NORTH. 4. CABLES ROUTE DOWN THE LEG TO THE HORIZONTAL BRACE OVER T13 THE CLIMBING LADDER DOWN THE LADDER RAILS TO THE LEVEL OF THE EMPMENT SHELTER. RE��l Sl DNS ii SEACOAST UTILITY AUTH. ELE VATED WATER TOWER City of Palm Beach Gardens SHEET !FI LE--WAT---RTVR. DwGDATE. -1 /08/98 1 1 0-F 0001 cc: cl� MEMORANDUM TO Carole W. Post, Interim City Manager FROM Kent R. Olson, Finance Director KM SUBJECT Response to Council Inquiries on Art Funds and Purchase of Art DATE November 29, 1999 This memorandum is in response to the three inquiries regarding the Art Impact Fund raised at the November 18 meeting: 1) are the impact fee monies in an interest bearing account, 2) may lighting and /or wall covers be purchased with art impact fee collections, and 3) the procedure for the procurement of art(specifically, the Double Rainbow). Below are the responses to each inquiry in the order outlined above. 1) The City has all its funds in interest bearing accounts, including those monies belonging to the Art Impact Fund. 2) After re- reading the Municipal Code Section 106 -29, 1 do not believe it would be appropriate to use the monies for lighting or wall covers or any other expenditure other than for the purchase of artwork. 3) State Statutes provide that artistic services are not subject to competitive sealed bidding, thus the City would simply negotiate a price with the artist for the purchase of the Double Rainbow or other artwork. Section 106 -29 of the Municipal Code provides that should an artist be commissioned to create a work of art, the art advisory committee will select the artist in accordance with APP Implementation Guidelines. The section also specifies that a written contract shall be executed between the artist and the City. Please let me know if you have any questions. C (-W MONTHLY CONSTRUCTION STATUS REPORT 2 DECEMBER 1999 SCHEDULE THE CONTRACTOR IS CONTINUING TO WORK ON HIS SCHEDULE AS PRESENTED IN NOVEMBER A DEFINITIVE REPORT ON THE SCHEDULE WILL BE PRESENTED AT THE DECEMBER 16TH MEETING. [01"I/ as ir.1 m CABINET WORK AND COUNTERS ARE BEING INSTALLED AND SHOULD BE FINISHED BY WEEKS END. INSTALLATION OF FLOOR TILE AND CARPET IS ON SCHEDULE AND WILL BE COMPLETED BY 10 DECEMBER FINISH PAINTING IS IN PROGRESS AND WILL BE COMPLETE BY 10 DECEMBER ON THE INTERIOR OF THE BUILDING. FIRE STATION ALL CARPET AND FLOOR TILE HAS BEEN INSTALLED AND FURNITURE HAS BEEN PLACED IN THE ROOMS. FINISH INTERIOR PAINTING IS IN PROGRESS ALONG WITH THE INSTALLATION OF THE SLEEPING BUNKS AND FINAL KITCHEN EQUIPMENT. POLICE STATION FLOOR TILE IS IN PLACE AND CARPET INSTALLATION IS APPROXIMATELY 80 PERCENT COMPLETE. FURNITURE INSTALLATION HAS BEEN STARTED AND WILL BE COMPLETE BY PG 2 2 DEC 99 8 DECEMBER 99. FINAL PAINT OF THE INTERIOR IS IN PROGRESS. SITE WORK GRADING FOR THE MAIN ENTRANCE OFF OF MILITARY TRAIL IS IN PROGRESS. GRADING FOR THE MAIL KIOSK WILL BE COMPLETE IN THE NEXT WEEK. THE PAVEMENT IN THE ENTRANCE FROM BURNS ROAD IS IN A POOR STATE OF REPAIR AND NEEDS REPLACED. THE CONTRACTOR HAS BEEN REQUESTED TO PROVIDE A PRICE FOR THIS WORK TO INCLUDE A DEFINED CROSSWALK FROM THE FIRE STATION TO THE PARKING AREA ALONG THE BALLFIELDS. RELOCATION OF TREES IS STILL IN PROGRESS. 1996 Capital Projects Fund 1997 Capital Projects Fund 1998 Capital Projects Fund 1999 Capital Projects Fund Total City of Palm Beach Gardens Bond Proceeds Flow of Funds Summary as of November 30, 1999 Bond Interest Total Total Remaining Proceeds Income Revenues Expenditures Balance $4,411,495 362,833 4,774,328 4,774,328 $0 $4,872,445 415,669 5,288,114 5,288,114 $0 $4,418,700 205,767 4,624,467 4,624,467 $0 $3,713,747 36,214 3,749,960 1,835,214 $1,914,746 $17,416,387 1,020,482 18,436,870 16,522,123 $1,914,747 City of Palm Beach Gardens Bond Proceeds Expenditure Summary Through November 30, 1999 Total 1,096,676 2,358,639 11,439,884 1,626,923 16,522,123 1,488,820 Inception 1996/1997 1997/1998 1998/1999 1999/2000 To Date Current Expenditures Expenditures Expenditures Expenditures Expended Month 1996 Capital Projects Fund Architectural services 397,530 407,281 31,710 836,521 0 Bond issuance costs 30,604 0 0 30,604 0 Construction costs 9,896 1,682,343 1,277,630 2,969,869 0 Land Acquisition 635,163 0 0 635,163 0 Construction Manager services 193,875 29,700 223,575 0 Other expenses 54,892 23,704 78,596 0 Total 1996 Capital Projects Fun 1,073,193 2,338,391 1,362,744 4,774,328 0 1997 Capital Projects Fund Architectural services 51,281 51,281 0 Bond issuance costs 23,484 0 23,484 0 Construction costs 5,137,471 5,137,471 0 Land Acquisition 0 0 0 Construction Manager services 39,886 39,886 0 Other expenses 35,992 35,992 0 Total 1997 Capital Projects Fun 23,484 0 5,264,630 5,288,114 0 1998 Capital Projects Fund Architectural services 0 132,576 132,576 0 Bond issuance costs 20,248 161 20,409 0 Construction costs 0 4,342,266 4,342,266 0 Land Acquisition 0 0 0 0 Construction Manager services 0 52,027 52,027 0 Other expenses 0 77,189 77,189 0 Total 1998 Capital Projects Fund 20,248 4,604,219 4,624,467 0 1999 Capital Projects Fund Architectural services 0 0 0 0 Bond issuance costs 19,156 141 19,297 141 Construction costs 188,920 1,471,696 1,660,616 1,430,400 Land Acquisition 0 0 0 0 Construction Manager services 215 34,380 34,595 19,380 Other expenses 0 120,706 120,706 38,899 Total 1999 Capital Projects Fund 0 208,291 1,626,923 1,835,214 1,488,820 Total 1,096,676 2,358,639 11,439,884 1,626,923 16,522,123 1,488,820 Suffolk Construction Contract as of November 30, 1999 Original Contract Amount $13,132,520.00 Change Order #1 - demolish light poles at ballfields $24,264.00 Change Order #2 - Increase irrigation line sizes for ballfields $58,134.00 Change Order #3 - Replace four drainage structures to run line deeper $12,544.00 Change Order #4 - Allowance and other credits, sod, Burns Rd, Hurricane glazing ($88,268.00) PCO #17(Change Order #5) - Add concrete cap to block wall at 16 dugouts $4,359.00 PCO #21 - Add waterproof membrane along backside of wood trusses on concession bl $3,262.50 PCO #24 - Install additional showers in Fire Department $6,602.00 PCO #25 - Add drainage structure as required by Seacoast $3,017.00 PCO #26 - Modify laundry room in Fire Station $5,659.00 PCO #27 - Remove existing two inch slab at Fire Station $2,081.00 PCO #28 - Delete access flooring in Fire Station ($7,775.00) PCO #29 - Install additional floor the in certain areas $3,499.00 PCO #31 - Change 95 ft. of PVC pipe to ductile iron $1,494.00 PCO #33 - Allowance deletion from contract to purchase site furnishings directly ($18,000.00) PCO #35 - Tax savings and direct payments to vendors ($691,886.41) PCO #36 - Add panel partition support at Police Station $3,192.00 PCO #39 - Extend batting cage netting height $2,750.00 PCO #40 - Change five overhead doors at Fire Station to meet hurricane standards $13,803.00 PCO #09 - Delay claim $38,566.00 PCO #22 - Additional concrete for wider sidewalks and bleachers $34,081.00 PCO #37 - Remove light concrete roof found at Fire Station $9,589.00 PCO #41 - Add three windows that meet hurricane standards $8,106.00 PCO #46 - Add Oil /water separator required by code $4,855.00 PCO #51 - Deduct audio visual and Council Seating allowance ($120,000.00) PCO #52 - Removal of footing ($195.00) PCO #53 - Framing in Fire Station - change in design ($680.00) PCO #55 - Chiller yard $24,770.00 PCO #57 - Deduct Allowance for display lighting in lobby ($10,000.00) PCO #42 - Fence around Transformer $9,203.00 PCO #30 - Add bottom tensions wire and barbs up $5,013.00 Change Order # 9 - PCO's 47,60,65,67,69,73,76,77,83,101 $34,005.00 PCO #74 - Tax savings and direct payments to vendors ($1,253,613.09) Change Order #10 - PCO's 52,53,82,93, 102,103,105,106,109,111,112,118 $14,932.00 Total Contract Amount with Change Orders $11,269,883.00 Total Payments to Suffolk through 11/30/99 $10,436,192.13 MUNICIPAL COMPLEX IMPROVEMENTS 11/30/99 5/29/98 PROJECTED COSTS 11/30199 6/27/96 11/30/99 BUDGETED PROJECTED COSTS Construction Costs REMAINING Contractor (includes Allowances) 14,514,404 Allowances - Contractor COSTS Porcelain Tile - City Hall 0 Porcelain Tile - Police 150,000 Hardware 0 Sepias(as -built drawings) 2,500 Completion & as -built photos (Architect/Owner) Net Change Orders 6,000 Direct Payments to Suppliers Sub -Total (Suffolk & Suppliers) 400,863 Allowances -City Signage, Kiosks /Sculpture 43,096 Audio Visual 12,810,520 Site furnishings(benches, etc.) 68,286 Council Seating 140,000 Wall graphic (City seal at lobby) 140,000 Lobby Display Lighting 75,000 Progress photos (Architect/Owner) Material testing (Supv. by CM) 75,000 Total Allowances 15,864 Permitting, Utilities 18,000 Total Construction Costs 14,514,404 Furnishings 45,000 Interior Design Consultant 150,000 Telephone System 60,000 Security System 127,380 MIS wiring & equipment 150,000 Move dispatch center 250,000 Furniture 184,000 Carpeting 130,000 Moving costs to City Hall, Police 20,000 Window Treatments 50,000 Concession stand equipment 25,000 Tot lot equipment 36,000 Appliances 5,000 Total Furnishings 1,187,380 Architectural /Engineering 1,138,513 Bond Issuance Costs 175,000 Art in Public Places 121,645 Construction Management 790,690 Miscellaneous /Contingency 608,223 Asbestos Abatement 23,214 Threshold Inspection 125,000 Groundbreaking ceremony 743,177 Contingency 1,064,637 Irrigation Pump for Complex 0 Relocate Annex 250,000 Fire Station Floor, Lockers 73,873 Westminster Church Purchase 635,000 Total Project Costs $19,170,855 Sales Tax Savings 100,000 Net Project Costs $19,170,855 5/29/98 PROJECTED COSTS 11/30199 11/30/99 11/30/99 EXPENDED PROJECTED FINAL TO DATE REMAINING PROJECTED COSTS COSTS COSTS 12,810,520 10,436,192 (375,672) 10,060,520 10,000 0 10,000 10,000 2,500 0 2,500 2,500 150,000 0 150,000 150,000 2,500 0 2,500 2,500 6,000 0 6,000 6,000 400,863 400,863 2,706,904 43,096 2,750,000 12,810,520 13,143,096 68,286 13,211,383 140,000 0 140,000 140,000 75,000 0 75,000 75,000 18,000 15,864 2,136 18,000 45,000 0 45,000 45,000 5,000 0 5,000 5,000 10,000 0 10,000 10,000 4,000 971 100 1,071 25,000 20,566 4,434 25,000 322,000 37,401 281,669 319,071 164,779 123,536 46,238 169,774 13,297,299 13,304,034 396,193 13,700,227 150,000 19,026 15,000 34,026 60,000 35,480 144,520 180,000 150,000 23,214 101,786 125,000 350,000 743,177 321,460 1,064,637 250,000 0 250,000 250,000 184,000 73,873 155,000 228,873 130,000 0 100,000 100,000 20,000 0 10,000 10,000 50,000 0 12,000 12,000 25,000 31,709 0 31,709 36,000 29,998 0 29,998 5,000 0 5,000 5,000 1,410,000 956,476 1,114,767 2,071,243 1,065,000 1,027,381 37,619 1,065,000 105,000 93,793 0 93,793 0 0 0 0 335,000 350,082 93,000 443,082 798,826 151,581 316,924 468,505 72,200 17,744 45,000 62,744 35,000 74,998 0 74,998 5,000 0 0 0 656,626 58,840 171,640 230,479 0 0 75,000 75,000 30,000 0 0 0 0 0 25,284 25,284 $635,000 635,163 0 $635,163 $17,646,125 $16,518,510 $1,958,503 $18,477,013 (110,123) (54,877) (165,000) $17,646,125 $16,408,388 $1,903,625 $18,312,013 Approved Change Orders as of November 30, 1999 #1 Demolish light poles at ballfields 24,264.00 #2 Increase irrigation line sizes for ballfields 58,134.00 #3 Replace four drainage structures to run line deeper 12,544.00 #4 Reduce cost for Water line @ Johnson Dairy vs. Jack & Bore (8,573.00) Delete hood fans in the Concession stands (1,367.00) Allowance transfer (170,000.00) Sod and irrigation on infields 10,069.00 Revisions to Water /Sewer drawings 10,769.00 Hurricane glazing for Fire Station 30,838.00 Furnish water service to dugouts 4,832.00 Asbestos removal of existing 14" pipe 936.00 Jack & Bore across Burns Rd 34,228.00 Total for Change order #4 (88,268.00) #5 PCO #17(Change Order #5) - Add concrete cap to block wall at 16 dugouts $4,359.00 #5 -II PCO #35 - Tax savings and direct payments to vendors ($691,886.41) #6 PCO #21 - Add waterproof membrane along backside of wood trusses on concession bld $3,262.50 PCO #24 - Install additional showers in Fire Department $6,602.00 PCO #25 - Add drainage structure as required by Seacoast $3,017.00 PCO #26 - Modify laundry room in Fire Station $5,659.00 PCO #27 - Remove existing two inch slab at Fire Station $2,081.00 PCO #28 - Delete access flooring in Fire Station ($7,775.00) PCO #29 - Install additional floor tile in certain areas $3,499.00 PCO #31 - Change 95 ft. of PVC pipe to ductile iron $1,494.00 PCO #33 - Allowance deletion from contract to purchase site furnishings directly ($18,000.00) PCO #36 - Add panel partition support at Police Station $3,192.00 PCO #39 - Extend batting cage netting height $2,750.00 PCO #40 - Change five overhead doors at Fire Station that meet hurricane standards $13,803.00 PCO #09 - Delay claim $38,566.00 PCO #22 - Additional concrete for wider sidewalks and bleachers $34,081.00 PCO #37 - Remove light concrete roof found at Fire Station $9,589.00 PCO #41 - Add three windows that meet hurricane standards $8,106.00 PCO #46 - Add Oil /water separator required by code $4,855.00 PCO #51 - Deduct audio visual and Council Seating allowance ($120,000.00) PCO #52 - Removal of footing ($195.00) PCO #53 - Framing in Fire Station - change in design ($680.00) PCO #55 - Chiller yard $24,770.00 PCO #57 - Deduct Allowance for display lighting in lobby ($10,000.00) #8 PCO #42 - Fence around Transformer $9,203.00 #8 PCO #30 - Add bottom tension wire and barbs up $5,013.00 #7 -11 PCO #74 - Tax savings and direct payments to vendors ($1,253,613.09) #9 PCO #47 - Rerouting of storm drain $6,265.00 PCO #60 - Attic protection in Fire Station $3,685.00 PCO #65 - Addition of two(2) Siamese connections $2,279.00 PCO #67 - Extend 2" rigid and Z- furring to tube steel $1,000.00 PCO #69 - Removal of Fire Station Parapet $2,014.00 PCO #73 - Change in Floor tile $9,576.00 PCO #76 - Change panel fabric $565.00 PCO #77 - Fire Station Parapet $5,348.00 PCO #83 - Fire Station Leader Pipe $3,053.00 PCO #101 - Install shower curb in locker rooms on 2nd floor PS $220.00 Total for Change order #9 $34,005.00 #10 PCOs 52,53,82,93, 102,103,105,106,109,111,112,118 $14,932.00 Total Change Orders (1,862,637.00) Direct Payments ($1,835,376.89) Sales Tax Savings ($110,122.61) Allowance deletions ($318,000.00) Net additional Change Orders $400,862.50 Original Contract Amount $13,132,520.00 Contract Amount after Change Orders $11,269,883.00 Growth Management Department Council Update December 2, 1999 1) Winn Dixie/ Gardens Park Plaza: Please see the attached memorandum. 2) Forbearance Agreement: Staff has prepared an update which will be distributed with the packet and discussed at the Council meeting. 3) Code Enforcement, Special Master: In February 1999, the City Council considered the issue of utilizing a Special Master for code enforcement actions. At that time, Council decided to retain the current Code Enforcement Board format. Code Enforcement staff was directed to bring the issue back to Council for additional consideration after new staff and management techniques were put into place and given time to work. After several months of working with the Board, staff finds that the present system is working effectively and recommends that Council retain the CBE with it's present structure and responsibilities. CITY OF PALM BEACH GARDENS Growth Management Department MEMORANDUM Date: November 15,1999 To: Carole Post, Interim City Manager From: Roxanne M. Manning, Growth Management Zv� Subject: Gardens Park Plaza, Northlake and Military Trail There have been several issues which have been addressed on the Winn Dixie/ Gardens Park Plaza site during the past year. Here is a brief update on each item 1) Walk -ways: After several meetings with Patrick Koenig, the property management company resurfaced the walkways at the shopping center. This action was based on commitments made during the development review process for a remodeling. The petitioner assured Council that the center would be brought up to minimum code standards and that the old sidewalk would be treated to remove the red paint stains present at the time. This action has since been completed. 2) Sod: The city required the center to replace sod which had died. This was completed. 3) Trimming of hedges: The city required the property owner to trim hedges and other landscape elements which were blocking visibility in the parking lot. Also completed. 4) Wall removal: The City required the property owner to remove a section of the wall on the rear property line which was blocking visibility to Military Trail. Completed. If you have any questions or comments, please contact me. Thank you. N U) W Z J WcE LC f I- Z rn W N W +� LU oI Q Q > 0. 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U) c CL ! v N 0) C ns N E E c0 _ U) U O 2 a) v .0 Mn X ° d O)I d ° N CD,- C O a) T cu C l tom- —4) —4) - — cu Q) 'v a) N y a) N o.. O IO- o E > o) 0 0 3 >. LL 0 75 N a) ,o O C -a i V) to a) cn N N m to U U U 2! C l N a ' t0 m E (D of c a c c c 0) v c a c0 () '0 V U U U O N a) -c 0) c c O O O a a)) N c �o E 6v Q U U U U w w ui I I I a1 I I N N N U `O CL N d f'4 M�•y V O v l N > N V W T O a N o C: `� �' a LL I-- � o c o U a) L ao V p `O U fa p •= N Q U C7 Q o U) F= U (7 0 v O a �C4 N b U w x� r N o ,o a) � w a R1 E J Forebearance Agreement Expenditures 11/12/99 (d) Cost of School study No longer required due to study completed by Palm Beach County School Board (e) Cost of preparation of agreement (including Legal) Attorney Fees (WHK) Grand Total $9,000.00 $0.00 $0.00 $0.00 $0.00 $40;208.73 $174,000.00 $20,372.50 $103,1568.73 Note: Items under (e) may only apply after (a), (b) and (d) have been completed and personnel under (c) have been hired 7/12/99 Projected Expended Remaining Costs Thru 10/31/99 Costs (a) Traffic study $48,000.00 Lindahl Browning (on- going) $5,102.50 Note: County did preliminary; now doing new study in connection with Transportation Task Force (b) Surface Water study $30,000.00 Lindahl Browning (on- going) $7,270.00 Discussions with NPBCID & SFWMD (c) Retaining staff and consultants for reviewing applications and to amend LDR's Impact Fee Study (Duncan & Associates) $17,000.00 $0.00 $21;860.00 Code Amendment Review(Duncan & Assoc) $35,000.00 $8,000.00 $41,500.00 Planning & Zoning Overtime $15,000.00 Development Review staff (temporary) $20,000.00 (d) Cost of School study No longer required due to study completed by Palm Beach County School Board (e) Cost of preparation of agreement (including Legal) Attorney Fees (WHK) Grand Total $9,000.00 $0.00 $0.00 $0.00 $0.00 $40;208.73 $174,000.00 $20,372.50 $103,1568.73 Note: Items under (e) may only apply after (a), (b) and (d) have been completed and personnel under (c) have been hired Dec' - 999 City of Pa Gardens Cou ting PUBLIC INFORMATION 0 Communication & Marketing Plan — Completed 0 Next City Line — December 0 Annual Report — December 0 Community Guide — January 0 Stormwater Assessment Education Effort — upcoming 0 Pictures (of Gateway sign and; MacArthur Banyan trees, etc.) provided to WPBF "Hometown Weather" project (different from "Hometown Countdown" Project, described in last month's report) to be aired on Channel 25's new morning show, beginning January 3, 2000. 0 Current Upcoming City articles: 0 Monthly PGA C.A.N. article D "Year in Review" Article in Weekday D Statistics provided to P.B. Post for Sunday history inserts 0 Future PIO Reports to include media coverage /staff interviews (which are not currently tracked, but will be if Council approves the Communication and Marketing Plan). CITIZEN SERVICES 0 Complaints/Requests for Service for the month of November 1999: 115. 0 Updates on Specific Complaints/Requests for Service: D Response to Plat 4 Resident regarding drainage and future development — in progress. D Response to PGA National Golf Club Estates resident regarding traffic issues —m progress. D Flags at MacArthur Blvd.: MIA Flag and U.S. Flag at MacArthur Boulevard — still waiting to receive flags from Legion; will be replaced by Public Works. 0 Current City Response Team Issues: 0 Plantings/Parking in Swales — in progress. 0 Tanglewood — in progress. NEIGHBORHOOD PROGRAM ■ Statistical Summary of the First Year of the City's Neighborhood Program attached. 0 Next Quarterly Neighborhood Program Meeting is scheduled for January 12, 1999. 0 Resident Meetings Attended: 0 First Annual Meeting of PGA National Golf Club Estates — 1 0 Meeting with residents of PGA Golf Club Estates —2 0 Gardens Neighborhood Association: One meeting in November that included representatives from Palm Beach Gardens Woman's Club 0 Continuing progress on D City History Project D Tee Shirt Contest Neighborhood Website: "Gardens Online." Future Projects: methods of resident notification/input; zip code issue; outreach to businesses. SPECIAL EVENTS 0 November Special Events in the City (requiring permit): Palm Beach Gardens High School Homecoming Parade PGA National "Stepping Out" Walkathon Community Christian Counseling Center Flea Market D St. Ignatius Flag Ceremony 0 Publix Christmas Tree Sales D ABC Unlimited Christmas Tree Sales (Garden Park Plaza) 0 Upcoming Special Events: December 3`a Boat Parade 0 North Pole Christmas Tree Sales VOLUNTEER PROGRAM 0 Current Number of Volunteers: 21 0 Current Number Referred to Departments for Interviews: 8 0 Information received from one department; seven still on hold EMPLOYEE COMMUNICATIONS 0 November City Hall Gazette to contain: Letter from Interim City Manager Update to employees of City Manager hiring status and update on progress on Municipal Complex 0 Other Employee- Related Activities: Informal Employee Gatherings with Interim City Manager held Employee Party Committee making preparations for Employee ra Holiday Party to be held December 3 STATISTICS ON NEIGHBORHOOD PROGRAM QUARTERLY MEETINGS DECEMBER 8,1998 MEETING • 85 RESIDENTS ATTENDED OUT OF 400 INVITTIONS SENT (21.28 %) • 43% OF ASSOCIATIONS AND NEIGHBORHOOD REPRESENTED • RECEIVED COVERAGE IN WEEKDAY, JUPITER COURIER, PGA C.A.N COMMUNITY NEWS AND "BILL'S BITS" MARCH 16, 1999 MEETING 0 125 RESIDENTS ATTENDED OUT OF 573 INVITED (21.8 %) 0 70% OF ALL NEIGHBORHOODS AND ASSOCIATIONS, REPRESENTED • COVERAGE IN WEEKDAY AND PGA C.A.N. COMMUNITY NEWS JUNE 8,1999 MEETING • 85 RESIDENTS ATTENDED OUT OF 580 INVITATIONS SENT (14.65 %) • 55% OF ALL ASSOCIATIONS REPRESENTED • 65% OF ALL NEIGHBORHOODS REPRESENTED • COVERAGE IN NEWS CHANNEL 25 AND WEEKDAY AND PGA C.A.N. COMMUNITY NEWS AUGUST 25,1999 MEETING • 106 RESIDENTS ATTENDED OUT OF 590 INVITATIONS SENT (17.9 %) • 56% OF ALL ASSOCIATIONS REPRESENTED • 71 % OF ALL NEIGHBORHOODS REPRESENTED • COVERAGE IN PGA C.A.N. COMMUNITY NEWS, JUPITER COURIER, WEEKDAY, AND LISTED AS A TOWN MEETING IN PALM BEACH POST. P CITY OF PALM BEACH GARDENS CITY.COUNCIL Agenda Cover Memorandum Date: 11 /23/99 Meeting Date: 12/02/99 Subject/Agenda Item Award of contract for the supply and installation of audio visual' equipment for the new City Hall Council Chambers. Recommendation /Motion: Staff recommends awarding a contract to Central Audio Video in the amount of $74,230.19 for the supply and installation of audio visual equipment for the Council Chambers. Reviewed by: Originating Dept.: Costs: $ 74,230.19 Council Action: (Total) City Attorney Finance ) A [ pproved $ 75,000 [ ] Approved w/ Finance Current FY conditions [ ]Denied Advertised: ACM Funding Source: [ ] Continued to: Attachments: Other Date: October 22, 1999 [ ] Operating Paper: Palm Beach Post [ X] Other - Bond Memorandum [ ] Not Required Proceeds Submitted by: Kent R. Olson Department Director Affected parties [ ] Notified Budget Acct. #: 23- 0900 - 519.6200 [ ] None Approved by: City Manager [ X ] Not required BACKGROUND: See attached memorandum. CITY OF PALM BEACH GARDENS CITY COUNCIL Agenda Cover Memorandum Date prepared: 11/23/99 Meeting date: 12/02/99 Subject/Agenda Item: Recommendation to purchase fourteen (14) City vehicles Recommendation /Motion: Staff recommends the purchase of 10- Police vehicles, 1- Fire vehicle, 2- sedans (one for Growth Management and one for City Hall Administration) and 1- Public Works Vehicle off the Sheriff's Office & Local Government Agencies Contract #99 -07 -0913 Reviewed by: Originating Dept.: Costs: $331,954 Council Action: City Attorney PUBLIC WORKS Total [ ] Approved Finance 00 $427,500 [ ] Approved wlconditions ACM VP Current FY [ ]Denied Advertised: Human Res. Funding Source: [ ] Continued to: Attachments: yes Other Date: [ X ] Operating Paper: [X] Not Required [ ] Other Memo & contract information Submitted by: Bob Pa Department Director Affected parties Budget Acct. #: 31- 3020 - 539.6410 Approved by: [ ] Notified [ ] None City Manager [ X ] Not required Background: See attached Memorandum. Telephone - 775 -8274 City of Palm Beach Gardens Fag- 775 -8279 Public Works Department MEMORANDUM To: Richard Diamond, Assistant City Manager From: Bob Patty, Director of Public Works Subject: Recommendation to Purchase 14 City Vehicles Date: November 22, 1999 The Public Works Department has budgeted $427,500 for FY 1999 -2000 in Capital Outlay Account # 31- 3020 - 539.6410 for the purchase of the following vehicles: Budgeted Total Police Department 11 - Patrol Sedans @ $27,500 $302,500 Sub Total $302,500 The Police Department recommends the following purchases: 8 — Patrol Sedans @ $19,509 + options $183,325 2 — Expeditions @ 1-$35,371 1-$33,083 $68,454 Sub Total $251,779 Budgeted Fire Department 1 — Sedan @ $25,000 $25,000 The Fire Department recommends the following purchase: 1 — Sedan @ $20,875 Sub Total $20,875 Budgeted Other City Vehicles 2 — Sedans @ $25,000 $50,000 1 — Sedan @ $20,000 $20,000 Sub Total $70,000 Fleet Management recommends the following purchases for Growth Management, Public Works and City Hall administration: 1 — 4dr Blazer @ $24,289 $24,289 1 — Sedan @ $17,887 $17,887 1 — Sedan @ $17,124 $17,124 Sub Total $59,300 Total Budgeted $427,500 Grand Total $331,954 Remaining Funds $95,546 The total cost of all fourteen (14) vehicles is $331,954. The remaining funds will be used to purchase two (2) patrol motorcycles (once the bid has been awarded) and equip the vehicles (light bars, graphics, radios etc.). The above listed purchase prices include the base price as shown on the Sheriff's Office & Local Government 'Agencies Contract plus the factory options as required. At this time the Public Works Department is requesting Council to consider a motion to purchase the above listed vehicles off the Sheriff's Office & Local Governmental Agencies Contract #99 -07 -0913. Should you have any questions, please feel free to contact me. Again, I will make myself available for the next Council Meeting to answer any questions. ' . , �. rte °rJ•. g 1Fv`,t'^t _ ` i _:`III 1 1 FLORIDA ASSOCIATION_ RE COUNTIES " ............................ _ . ............................... ......................... .............................. ........................ ........... _ ............... ......................... FLORIDA SHERIFFS ASSOCIATION & FLORIDA ASSOCIATION OF COUNTIES 2000 FORD CROWN VICTORIA Specification #03 (Administrative) The Ford Crown Victoria purchased through this contract comes with all the standard equipment as specified by the manufacturer for this model and FSA's base vehicle specification(s) requirements which are included and made a part of this contract's vehicle base price as awarded by manufacturer by specification by zone. ZONE: Western Northern Central Southern BASE PRICE: $19,027.00 $19,033.00 $18,998.00 $19,124.00 While the Florida Sheriffs Association and the Florida Association of Counties have at- tempted to identify and include those equipment items most often requested by participat- ing agencies for full size vehicles, we realize equipment needs and preferences are going to vary from agency to agency. In an effort to incorporate flexibility into our program, we have created specific add /delete options which allow the purchaser to tailor the vehicle to their particular wants or needs. The following equipment delete and add options and their related cost are provided here to assist you in approximating the total cost of the type vehicle(s) you wish to order through this program. Simply deduct the cost of any of the following equipment items you wish deleted from the base unit cost and /or add the cost of any equipment items you wish added to the base unit cost to determine the approximate cost of the type vehicle(s) you wish to order. NOTE: An official listing of all add /delete options and their prices should be obtained from the appropriate dealer in your zone when preparing your order. Additional add /delete options other than those listed here may be available through the dealers, however, those listed here must be honored by the dealers in your zone at the stated prices. Bid Award Announcement (99 -07 -0913) LEGEND FOR DELETE /ADD OPTIONS Every line will require a DOLLAR VALUE or one of the following abbreviations: Std. = manufacturers standard equip. Incl. = included with base specs. NC = no additional charge NA = not applicable to the vehicle — = option not bid by vendor "i� FLORIDA SHERIFFS ASSOCIATION & FLORIDA ASSOCIATION OF COUNTIES 2000 FORD EXPEDITION Specification #07 (Full Size Utility, 4 x 4) The Ford Expedition purchased through this contract comes with all the standard equip- ment as specified by the manufacturer for this model and FSA's base vehicle specification(s) requirements which are included and made a part of this contract's vehicle base price as awarded by manufacturer by specification by zone. ZONE: Western * Northern Central * Southern BASE PRICE: $27,022.00 $26,982.00 $27,012.00 $27,072.00 While the Florida Sheriffs Association and the Florida Association of Counties have at- tempted to identify and include those equipment items most often requested by participat- ing agencies for utility vehicles, we realize equipment needs and preferences are going to vary from agency to agency. In an effort to incorporate flexibility into our program, we have created specific add /delete options which allow the purchaser to tailor the vehicle to their particular wants or needs. The following equipment delete and add options and their related .cost are provided here to assist you in approximating the total cost of the type vehicle(s) you wish to order through this program. Simply deduct the cost of any of the following equipment items you wish deleted from the base unit cost and /or add the cost of any equipment items you wish added to the base unit cost to determine the approximate cost of the type vehicle(s) you wish to order. NOTE: An official listing of all add /delete options and their prices should be obtained from the appropriate dealer in your zone when preparing your order. Additional add /delete options other than those listed here may be available through the dealers, however, those listed here must be honored by the dealers in your zone at the stated prices. * = Specification Low Bid LEGEND FOR DELETE /ADD OPTIONS Every line will require a DOLLAR VALUE or one of the following abbreviations: Std. = manufacturers standard equip. Incl. = included with base specs. NC = no additional charge NA = not applicable to the vehicle - = option not bid by vendor Bid Award Announcement (99 -07 -0913) 117 FLORIDA SHERIFFS ASSOCIATION & FLORIDA ASSOCIATION OF COUNTIES 2000 CHEVROLET LUMINA Specification #04 (Administrative) The Chevrolet Lumina purchased through this contract comes with all the standard equip- ment as specified by the manufacturer for this model and FSA's base vehicle specification(s) requirements which are included and made a part of this contract's vehicle base price as awarded by manufacturer by specification by zone. ZONE: Western Northern Central Southern BASE PRICE: $16,394.00 $16,368.00 $16,394.00 $16,418.00 While the Florida Sheriffs Association and the Florida Association of Counties have at- tempted to identify and include those equipment items most often requested by participat- ing agencies for mid size vehicles, we realize equipment needs-and preferences are going to vary from agency to agency. In an effort to incorporate flexibility into our program, we have created specific add /delete options which allow the purchaser to tailor the vehicle to their particular wants or needs. The following equipment delete and add options and their related cost are provided here to assist you in approximating the total cost of the type vehicle(s) you wish to order through this program. Simply deduct the cost of any of the following equipment items you wish deleted from the base unit cost and /or add the cost of any equipment items you wish added to the base unit cost to determine the approximate cost of the type vehicle(s) you wish to order. NOTE: An official listing of all add /delete options and their prices should be obtained from the appropriate dealer in your zone when preparing your order. Additional add /delete options other than those listed here may be available through the dealers, however, those listed here must be honored by the dealers in your zone at the stated prices. LEGEND FOR DELETE /ADD OPTIONS )fiery line will require a DOLLAR VALUE or one of the following abbreviations: Std. = manufacturers standard equip. Incl. = included with base specs. NC = no additional charge NA = not applicable to the vehicle — = option not bid by vendor Bid. Award Announcement (99 -07 -0913) 55 FLORIDA ASSOCIATION_ 6 COUNTIES FLORIDA SHERIFFS ASSOCIATION & FLORIDA ASSOCIATION OF COUNTIES 2000 CHEVROLET BLAZER Specification #06 (Mid Size Utility, 4 x 4) The Chevrolet Blazer purchased through this contract comes with all the standard equip- ment as specified by the manufacturer for this model and FSA's base vehicle specification(s) requirements which are included and made a part of this contract's vehicle base price as awarded by manufacturer by specification by zone. ZONE: Western Northern Central Southern BASE PRICE: $23,885.00 $23,860.00 $23,743.58 $23,910.00 While the Florida Sheriffs Association and the Florida Association of Counties have at- tempted to identify and include those equipment items most often requested by participat- ing agencies for utility vehicles, we realize equipment needs and preferences are going to vary from agency to agency. In an effort to incorporate flexibility into our program, we have created specific add /delete options which allow the purchaser to tailor the vehicle to their particular wants or needs. The following equipment delete and add options and their related cost are provided here to assist you in approximating the total cost of the type vehicles) you wish to order through this program. Simply deduct the cost of any of the following equipment items you wish deleted from the base unit cost and /or add the cost of any equipment items you wish added to the base unit cost to determine the approximate cost of the type vehicle(s) you wish to order. NOTE: An official listing of all add /delete options and their prices should be obtained from the appropriate dealer in your zone when preparing your order. Additional add /delete options other than those listed here may be available through the dealers, however, those listed here must be honored by the dealers in your zone at the stated prices. LEGEND FOR DELETE /ADD OPTIONS Every line will require a DOLLAR VALUE or one of the following abbreviations: Std. = manufacturers standard equip. Inel. = included with base specs. NC = no additional charge NA = not applicable to the vehicle — = option not bid by vendor Bid. Award Announcement (99 -07- 0913) 99 i CITY OF PALM BEACH GARDENS CITY COUNCIL Agenda Cover Memorandum Date prepared: 11/19/99 Meeting date: 12/02/99 Subject/Agenda Item: Purchase of Caterpillar 416C Backhoe off of the State Contract from Kelly Tractor Co. Recommendation /Motion: Staff recommends piggybacking off of the State Contract to purchase a Caterpillar 416C Backhoe from Kelly Tractor Co. in the amount of $46,496. Reviewed by: Originating Dept.: Costs: $ 46,496 Council Action: PUBLIC WORKS Total City Attorney [ ] Approved Finance $ 60,000 ( ] Approved w/ conditions Current FY ACM [ ] Denied Advertised: Human Res. Funding Source: [ ] Continued to: Attachments: Yes Other Date: ( ] Operating Paper: [ X ] Other Gas Tax Quote from Kelly Tractor Co., copy of State Contract and picture of [ X] Not Required Backhoe. Submitted by: �� Bob Patty Department Director Affected parties Budget Acct #: 16- 3000 - 539.6420 Approved by: [ ] Notified [ ] None City Manager [ X ] Not required Background: See attached Memorandum. Telephone - 775 -8274 City of Palm Beach Gardens Fag - 775-8279 Public Works Department To: From: Subject: Date: MEMORANDUM Richard Diamond, Assistant City Manager Bob Patty, Director Public WorksAo�)A Purchase of Caterpillar 416C Backhoe/Loader November 18, 1999 During the 1998 -99 FY, the Public Works Department leased a Caterpillar 416C backhoe to begin to undertake all the swale and drainage work in the community to reduce the amount of flooding that the City has been experiencing. This is an ongoing project and the continued use of this machine is important to the accomplishment of the department's goal of reducing or eliminating flooding throughout the City. In the FY 1999 -2000 budget the Public Works Department budgeted $60,000 in Capital Outlay -Field Equipment account # 16- 3000 - 539.6420 to purchase a new backhoe for swale and drainage work. The Caterpillar 416C backhoe is available on the FY 1999- 2000 State Contract # 760 - 960 -110 from Ringhaver Equipment Co.. Kelly Tractor will honor Ringhaver Equipment Co. bid, as Kelly Tractor is the Caterpillar representative in our area. Public Works is recommending that Council consider a motion to piggyback off of the State Contract #760 - 960 -110 to purchase a Caterpillar 416C backhoe for the amount of $46,496.00 from Kelly Tractor Co. Funding is budgeted in account #16- 3000 - 539.6420. I have attached Kelly Tractor's proposal and a copy of the current State Contract approval for your review. As always, I will make myself available at the next Council meeting to answer any questions you may have. Cc: Carol Post, Interim City Manager File 416C /,416C it I � Baekhnn j9 3;; Wz ;Z;''Z.'.IG L xX' .!i F.F.3 ;u;�i+ • � � � �'� -` ; �J i st �f! - -.+yam _•-i- 1 Cat' 3054 Diesel Engine Gross power 78 HP 59 kW" Netpower, .'75.1­117' 56 kW Cross power.(turbo)' - -.84 HP : 63 kW Net- pawer (turbo) 80 HP. 60 kW Operating weight (std.): 13,8921bs. ,' .6300 kg Backhoe digging depth _ Standard stick. 14' V . 4420 mm Extendible. stick 18,2 5545 mm IKELLY[TRACTOR jc SERVING THE INDUSTRY SINCE 1933 www.kellytractor.com Miami c 15!n! I - 93 Z: : :: ;AX j; 03.; J71 -20-4 RR Pompano 6Ewh 1556 Mtli' 21 S;.-ee: Z-n, i:r,,, Sea& FL W.S., Palm Beach 544 CkE6..-n.,cee S%P'evard 1,V5 s, i;;.-- 9e2ct F-I 3.11' 745F c.fewi ton --T OiLTt 7vr Myers r) Pt;rta C 3 4ZO Gorda F-1.539W-4727 111 -75 FL,26,0-2207 c-gr;; q1 1 t� L—tcy—s -,.Y, 7. 566 - 770! c) z Vv P C— 8cf3 48 34 r1 G E!)Ac-v- 104 -3so<& <nv,�j Link-Bellt? � ' � - a). w Jicxm MaB3GV fEAGUn.TI SULLAIR- =E■ I TRACTOR CO. SERVING THE INDUSTRY SINCE 1933 Miami �55 iAll 58 smea., -92-5360 47-2024 ;C,nano seach (sst,"p vlkc-F--z ;L 33505- i69.- 19, 92 ;34 1; 693-8876 ;-.7ta 6crda uue _33950 -4727 Z'2- 777 6^7.9929 m FL 3f620-2207 -K5� 5,,C5-770! www.kellytr ictor Com i2 t -'r-p ,rt,-cxklq4 (r 10 F-�X;254:979-5001 Pies., Palm Beach - �.keeoob-e 32vie"'a'd tl/c , , O/C M,.;. P- 33d f7459- 123.7 -0 rl �/''7T y 34a, 5Z2 -81,77 ell ;L 33505- i69.- 19, 92 ;34 1; 693-8876 ;-.7ta 6crda uue _33950 -4727 Z'2- 777 6^7.9929 m FL 3f620-2207 -K5� 5,,C5-770! www.kellytr ictor Com i2 t -'r-p ,rt,-cxklq4 (r 10 VVC tl/c (40 JED73 O/C L CPm ow -::, *-- t !D0c5e) Lees 4&lc, ,&s pup- 6oyr:iA 7LO -C--Ir,,)rj— I <Ek,, vs-= ls&LlFvaLE .� su,-m &s) (� 9 ��S olp-rl o �Ljnk-Seltl ---T y "ZNJ46,r -Mmmc -WA CnR QMw SULLAIR. 111 Oil 77 1G; GJ MELL I I rM_ I UR l.0 - 10O1b0404p1 _15886 CITY OF PALM BEACH GARDENS 3704 BURNS RD PALM BEACH GARDENS FL Amount Financed: Billings TTD ( 9): Subtotal: Sales Tax: Interest Earned: Unpaid Invoices: Misc. Charges: Payoff Amount: As of Date: 33410 61, 24-1-).00 13,500.00 - 47,745.00 2,864.70 1,773.50 3,000.00 0.00 50.00 55,433.20 12j 09/99 TERPILLAR 416C -4 -E 04ZN16437 lip yJ.637 p @2 NOU -10 -1999 11 =32 PURCHASING 561 835 0028 P -01/12 r vv -ivv -a av a a\r\\. a va \- LVI- �l�Ll \'L!'i t.2\11VL., aa. a.iV V a � \Ir"1i�, rV 1LL 1 a6lz I VI I L 760 -960 -110 TRACTOR - LOADER- BACKHOE, INDUSTRIAL, 70 HP (66) NOTE: This detailed specification is not complete unless it is used in conjunction with specification SRCI -1, Special Requirements All Construction/Industrial Equipment. INTENDED USE USED IN A WIDE RANGE OF CONSTRUCTION AND UTILITY APPLICATIONS. TRACTOR INCLUDES A BACKHOE CAPABLE OF DIGGING 14 FEET AND A 1.0 CUBIC YARD BUCKET FOR LOADING EXCAVATED MATERIAL. 10, ENGINE: A. Diesel engine, minimum three cylinder, four cycle, liquid cooled, minimum 70 SAE Net the latest issue of SAE J 1349. B. Displacement, minimum 3.91- (239 CID). C- Minimum 12 -volt electrical system, with an electric starter and a transmission neutral sc- start device. D. Permanent anti -freeze and corrosion protection for liquid cooled engines. E_ Vertical exhaust with rain cap or curved exhaust pipe. F. Cold start aid. G. Dry type air cleaner with service (restriction) indicator. H. rand and foot throttle. 20. DRIVE TRAIN: A. Power shift or power reversing transmission, with at least four forward and four revers! speeds, with or without torque converter. B. Differential lock or torque proportioning differential on rear axle C. Standard rear wheel drive. D. Steering brakes. 30. FRONT AXLE. Heavy -duty, fixed tread width, industrial -type. 40. STEERING: Power assist or hydrostatic power steering, factory installed. 41. LOADER PERFORMANCE. hrtp-.//fcn.state.fl.us/st—contracts/76000199 I/pn'ce42.htm 11/10/99 NOV -18 -1999 11 33 PURCHASING wu- 7vu -11V 1tCt�l LVtC- LVKLLi� -ISKC tttlVt" -, 11VUUJ1KIAL, 10 HY 561 835 0028 P.b2i12 Page 2of12 A. Minimum lift capacity of 5250 lbs. to full height. CAPACITY: NEW HOLLAND 6765; CASE 5,2.93; CAT 5,780, JCB 6,750 B. Minimum SAE breakout force of 7500 lbs. BREAKOUT: NEW HOLLAND 13,250; CASE 7,811;_CAT 9,030; JCB 12x000 C. Minimum digging depth of 4 inches. DIGGING DEPTH: NEW_ HOLLAND 5 "—CASE 7.8"; CAT 4 ", JCB 2" D. Minimum dump angle of 42 degrees. DUMP ANGLE: NEW HOLLAND 450, CASE_ 46 °; CAT 43°; JCB­ 45° E. Minimum dump clearance height of 8 feet. DUMP CLEARANCE: NEW HOLLAND 9'1 "; CASE 8'81CAT._8'8 "; JCB 9'0" F. Minimum reach of 22 inches at 45 degree dump angle. DUMP ANGLE: NEW HOLLAND 30 ": CASE 25.9 " CAT 29''; JCB 32" G. Minimum bucket width of 82 inches_ BUCKET WIDTH: NEW HOLLAND.88 ", CASE 82' ; CAT 89 ", JCB 92" H. Maximum raise, dump and lower cycle time of 10.5 seconds. CYCLE TEAS: NEW HOLLAND 9.0; CASE 10:0; CAT 9:5; JCB 8.0 42. LOADER FEATURES: A. Minimum 1.0 cubic yard bucket capacity (SAE heaped), with teeth. CAPACITY: NEW HOLLAND 1.15; CASE 1.0; CAT, 1.0, JCB 1.4 B. Lift arm support device (refer to SAE J38). C. Single lever loader control, with either mechanical or hydraulic bucket self - leveling feat while lifting. D. Tractor- loader to be integral_ No add -on or agriculture type equipment. E. Automatic return-to -dig. 43. BACKHOE PERFORMANCE. A. Minimum SAE digging depth for 2 foot level bottom of 14 feet. DIGGING DEPTH: NEW HOLLAND 14'4", CASE 14'27 CAT 14'4 ": JCB 14'5 "_ 1i ttp. / /fcn. state. fl. us/st _contracts /76000199 l /price42. htm 11/10/99 NOU -10 -1999 11 =33 PURCHASING 5G1 835 0028 P.03i12 ..V V -7VV -1 IV l l V1 \ -L,JV �ti /Ll� -Ll >V L>.11V L, 1L✓VV a a�l • , v u a ubv . va ar B. Nfinimum reach from swing pivot of 17 feet 5 inches. REACH: NEW HOLLAND 18'6 "; CASE 17'10"; CAT 1'8'6 "; JCB 17'10" C. Minimum truck loading height of 10 feet. TRUCK LOADING HEIGHT: NEW HOLLAND 12'; CASE 11'2 ".� CAT 11'5 "; JCB I D. Minimum operating stabilizer spread of 9 feet 5 inches. STABILIZER SPREAD' NEW HOLLAND 10'7 "; CASE 9 °5_ ",. CAT 12'1 "; JCB 10'10' E. Minimum bucket digging force of 10,0001bs. BUCKET DIGGING FORCE: NEW HOLLAND 10,150; CASE 1 1,212; CAT 11,700jCB 11,600 F. Minimum dipper digging force of 7,000 lbs. DIPPER DIGGING FORCE: NEW HOLLAND 8,070; CASE 7,049 CAT 7,704; JCB 44. BACKHOE FEATURES: A. Minimum 24 inch aide heavy -duty trenching bucket, with teeth. BUCKET WIDTH: NEW HOLLAND 24 ": CASE 24", 24 "; JCB 24" B. Tractor - backhoe to be integral_ No 3 -point hitch type equipment. C. Backhoe to be center - mounted on rear of machine. 50. ROPS: A 4 -post ROPS (roll over protective structure) with canopy shall be provided. Must coi latest issue of SAE J1040c and SAE J1043 (FOPS). 60, ACCESSORIES: A_ Gauges/Indicators: Engine tachometer, engine hourmeter, fuel, engine coolant temperas converter oil temperature (if so equipped), engine oil pressure and charging system. Or, electronic monitoring system for the same functions. B. Working light(s), headlights, taillight(s), warning (flashing) lights/turn signals (may be 1 and installed by the dealer, if not available from the manufacturer), and instrument pane (s) C_ Rear fenders. D_ Tool box, lockable. http-//fcn-state.fl.us/st—contracts/76000199 I/pr1'ce42_htm 11/10/99 NOU -10 -1999 11:13 PURCHASING 5G1 835 0029 P.04 /12 E. Manual master battery disconnect switch. F. Safe access to machine and servicing points to be in accordance with the latest issue of J185. Safety signs per latest issue of SAE J115. G. Provisions to prevent unauthorized starting or movement of machines, per latest issue c J1083. H. Self- adjusting volume backup alarm, per the latest issue of SAE J994. I. SMV (slow moving vehicle) emblem mounted on rear of machine (may be provided an( installed by the dealer, if not available from the manufacturer) per the latest issue of SA J. Warning horn (may be provided and installed by the dealer, if not available from the manufacturer), per the latest issue of SAE J1105. K. Deluxe suspension seat with foam padding and a backrest_ L. Seat belt with metal -to -metal fasteners, per the latest issue of SAE J386. 70. TIRES: A. Front: 11L -15, F'3, 8 PR minimum, or larger. State manufacturer, size and designation. NEW HOLLAND - ARMSTRONG NEW HOLLAND -_ 11LX16, 10PR (F3) CASE - GOODYEAR OR GENERAL CASE - I ILX10, 0PR (F3) MANUFACTURER: CAT - GOODYEAR SIZE AND DESIGNATION: CAT- 11LXM, 10 JCB - ARMSTRONG JCB - 11LX16, 12PR (F3) B. Rear: 16.9 -24, R4, 8 PR minimum, or larger. State manufacturer, size and designation. NEW HOLLAND - ARMSTRONG CASE - GOODYEAR OR. GENERAL NEW HOLLAND - 16.9X28, 8PR (R4) CASE. - .17.5X24, 10PR (R!D MANUFACTURER: CAT - GOODYEAR SIZE AND DESIGNATION: CAT - 16.9X24, f JCB - ARMSTRONG JCB - 19.5X24, '40PR (R4) 80. PAINT: Manufacturer's standard paint and color, factory painted. 90. CONDITIONS: A. At a minimum, the manufacturer's standard warranty for state and municipalities shall b provided. A copy of the warranty shall be provided with the bid. B. Any and all non - specified features or components necessary in order to provide a comp shall be provided by the vendor. C_ See Special Requirements All Construction/Industrial Equipment (SRCI -1). http: / /fcn. state .fl.us /st_contracts/760001991 /price42_htm 11/10/99 NCU -10 -1999 11 =34 PURCHRSING 561 835 0029 P.05i12 1'JV - ?VV -1 IV li \riV LVl \- Ll/�1LLt� -u �t.au ava..� ia�✓vuaaua u✓� �v ♦u ubv va .r 760 -960 -110 MAKE: NEW HOLLAND STATE OF FLORIDA BASE UNIT The Discounted Bid Price for the Base Unit applies. The Percentage Discounts apply to Attachments/ Equipment only. F.O.B. DEALER `DISCOUNT MODEL DISCOUNTED BID PRICE BASE UNIT NEW HOLLAND 555E 0.00 34,199.00(22) 1. Percentage discount off current published retail prices for "Base Unit ". (The percentage discoui applied to the manufacturer's current published retail prices to determine the discounted price c "Base Unit ". This percentage discount must be the same percentage discount as was used to de the discounted bid price for the "Base Unit" shown above.) 40% "Base Unit" * *Date of current published retail price book: 10/ 2. Percentage discount off current published retail prices for Attachments/Equipment. (The percer discount applied to the manufacturer's current published retail prices for additional Attachments/Equipment for the "Base Unit ".) 40% Attachment/Equipment * *Date of current published retail price book: 10/ NOTE TO USER, The Percentage Discount indicated for Attachments/Equipment applies only to Attachments/Equipment supplied directly from the manufacturer of the brand unit bid and listed in manufacturer's current published retail price book. Attachments/Equipment supplied by the contract holder from a source other than the manufacturer of the brand unit bid may not have the same percentage discount_ On the following page(s) titled "Additional Models ", list other models of tractor - loader- backhoe units that can be provided for the same or greater percentage discounts off the current published retail prices as listed above for the State of Florida Base Unit and Attachments/ Equipment. Provide descriptive literature on all models offered. *Discount for pickup by ordering agency at contractor's place of business. "NOTE: ALL DATES MUST BE FOR THE CURRENT PUBLISHED RETAIL PRICE BOOK. Approximate delivery time required after receipt of order: 150 DAYS http-/ /fen. state .fl.us /st_contracts/76000199 I /price42_htm 11/10/99 NOU -10 -1999 11:34 PURCHASING 561 835 0028 P.06 /12 / *JV -7VV -1 1V 11\I1V 1 \� ► \- �/\�r►a�Ll \ -L( lVlu LV L, "I VV • — —I. v '_ a _Z'_ v —, •.... OPTION CODING: 760 -960- 111 - Option Number, Tractor- Loader- Backhoe, Industrial, 62 HP, Spec. 66 NOTE: The options listed bclor%, apply to the State of Florida Base Unit and any other models bid. If other models are offered by the bidder, option prices for these models may be different than net/discounted option prices for the State of Florida Base Urdt_ If option prices are different for other model(s) offered, enter the net/discounted option price(s) and model(s)/ number(s) for the additional model(s) by the appropriate option price blank- OPTIONS: (1) (2) 5002. Fully enclosed, sound controlled ROPS cab, factory installed, with heater, defro: front windshield wiper(s), rearview mirror(s), tinted safety glass and lockable do (BASE UNIT) NET DISCOUNTED PRICE: 2,956:00 Soo] 760 - 960 -110 EQUIVALENT OPTION FOR OTHER MODELS BID MODEL NET DISCOUNTED PRICE 575E 2,995.00 655E 2,995.00 675E 2,995:00 Special state color; DOT Yellow, Federal Yellow No. 13538, DuPont 4L9069A. No. 2712, Deere No. PT102, or approved equivalent, (may be dealer painted if f painting is not available). NOTE: The entire unit, including options and attachmc shall be painted the same color (BASE UNIT) NET DISCOUNTED PRICE: NO. AWARD EQUIVALENT OPTION FOR OTHER MODELS BID MODEL NET DISCOUNTED, PRICE 575E NO AWARD 655E NO AWARD 675E NO AWARD MAKE: CASE http. / /fcn.state.fl.us/st contracts /760001991iprice42.htm 11/10/99 NOU -10 -1999 11:34 PURCHASING 561 835 0028 P.07/12 ::V -7V V -t lV LL \ALr1 V1 \ -�.V t-ui Ll�- Lla \.LU VU, ♦.r v...a..�a- , ... --- _ __ _— -a - STATE OF FLORIDA BASE UNIT The Discounted Bid Price for the Base Unit applies. The Percentage Discounts apply to Attachments/ Equipment only. DISCOUNTED *DISCOUNT BID PRICE BIDDER F.O.B_ DEALER MODEL BASE UNIT COASTLINE.EQUIP. CO. 580L 75.00 34,463.00(22) Percentage discount off current published retail prices for "Base Unit ". (The percentage discow applied to the manufacturer's current published retail prices to determine the discounted price c "Base Unit ". This percentage discount must be the same percentage discount as was used to de the discounted bid price for the "Base Unit" shown above.) 40% "Base Unit" * *Date of current published retail price book: 1/1 Percentage discount off current published retail prices for Attachments/Equipment. (The percer discount applied to the manufacturer's current published retail prices for additional Attachments/Equipment for the "Base Unit ".) 35% Attachment/Equipment * *Date of current published retail price book: 1/1 NOTE TO USER: The Percentage Discount indicated for Attachments/Equipment applies only to Attachments/Equipment supplied directly from the manufacturer of the brand unit bid and listed in manufacturer's current published retail price book. Attachments/Equipment supplied by the contract holder from a source other than the manufacturer of the brand unit bid may not have the same percentage discount. On the following page(s) titled "Additional Models ", list other models of tractor - loader- backhoe units that can be provided for the same or greater percentage discounts off the current published retail prices as listed above for the State of Florida Base Unit and Attachments/ Equipment. Provide descriptive literature on all models offered. *Discount for pickup by ordering agency at contractor's place of business. * *NOTE: ALL DATES MUST BE FOR THE CURRENT PUBLISHED RETAIL PRICE BOOK. Approximate delivery time required after receipt of order: 60.90 DAYS OPTION CODING: 760 - 960 -111- Option Number, Tractor - Loader- Backhoe, Industrial, 62 HP, Spec. 66 NOTE: The options listed below apply- to the State of Florida Base Unit and any other models bid. If other modcls are http:Ufcn. state. fl. us /st_ contract s1760001991 /pnce42.him 11/10/99 NOU -10 -1999 11 =35 PURCHASING 561 835 0028 P.09/12 ! -JV -7V V —I l V 1 amt av a va�'a✓va ui ua� aia .v -- ---I - __ _� _ __ v Equipment only. DISCOUNTED *DISCOUNT BID PRICE BIDDER F.O.B. DEALER MODEL BASE UNIT RINGHAVER EQUIP. CO. 416C 400.00 36,586.00(22) (REV 01 JUN 99) I- Percentage discount off current published retail prices for "Base Unit ". (The percentage discoui applied to the manufacturer's current published retail prices to determine the discounted price c "Base Unit ". This percentage discount must be the same percentage discount as was used to de- the discounted bid price for the "Base Unit" shown above.) 48% "Base Unit" * *Date of current published retail price book: 03/ (REV 01 JUN 99) 2. Percentage discount off current published retail prices for Attaehments/Equipment. (The percer discount applied to the manufacturer's current published retail prices for additional Attachments/Equipment for the "Base Unit ".) 48% Attachment/Equipment * *Date of current published retail price book: 03/ (REV 01 JUN 99) NOTE TO USER: The Percentage Discount indicated for Attachments/Equipment applies only to Attachments /Equipment supplied directly from the manufacturer of the brand unit bid and listed in manufacturer's current published retail price book. Attachments/Equipment supplied by the contract holder from a source other than the manufacturer of the brand unit bid may not have the same percentage discount. On the following page(s) titled "Additional Models ", list other models of tractor - loader- backhoe units that can be provided for the same or greater percentage discounts off the current published retail prices as listed above for the State of Florida Base Unit and Attachments/ Equipment. Provide descriptive literature on all models offered. `Discount for pickup by ordering agency at contractor's place of business. "NOTE: ALL DATES MUST BE FOR THE CURRENT PUBLISHED RETAIL PRICE BOOK. Approximate delivery time required after receipt of order: 120 DAYS http: / /fcn.state.fl_us/st contracts /760001991 /price42.litm 11/10/99 NOU -10 -1999 11:3G PURCHASING 561 835 002e P.10 /12 OPTION CODING: 760 -960 -111- Option Number, Tractor - Loader- Backhoe, Industrial, 62 HP, Spec. 60 NOTE: The options listed below apply to the State of Florida Base Unit and any other models bid. If other models are offered by the bidder, option prices for these models may be different than net/discounted option prices for the State of Florida Base Unit. If option prices are different for other model(s) offered, enter the net/discounted option price(s) and model(s)/ number(s) for the additional model(s) by the appropriate option price blank. OPTIONS: (1) 5002. Fully enclosed, sound controlled RODS cab, factory installed, with heater, defro,, front windshield wiper(s), rearview mirror(s), tinted safety glass and lockable do (BASE UNIT) NET DISCOUNTED PRICE: 3,152.00 (REV 01 JUN 99) (2) 8001. Special state color; DOT Yellow, Federal Yellow No, 13538, DuPont #L9069A No. 2712, Deere No. PT 102, or approved equivalent, (may be dealer painted if f painting is not available). NOTE: The entire unit, including options and attachme shall be painted the same color. (BASE UNIT) NET DISCOUNTED PRICE: NO AWARD 760 -960 -•110 MAKE: JCB STATE OF FLORIDA BASE UNIT The Discounted Bid Price for the Base Unit applies. The Percentage Discounts apply to Attachments/ Equipment only_ It► � JCB, 1NC. F.O.B. DEALER 214 2tuD SERIES III http :Hfcn. state. tl.us/st—contracts/76000199 I /price42. htm DISCOUNTED *DISCOUNT BID PRICE MODEL BASE UNIT 0.00 3 7,155:90(22) 11/10/99 NOU -10 -1999 11 =36 PURCHASING 561 835 002e P.11/12 /VV-7VV -1 lv aiv —,v• -­"+ .- -- - _ _ 1. Percentage discount off current published retail prices for "Base. Unit ". (The percentage discow applied to the manufacturer's current published retail prices to determine the discounted price c "Base Unit ". This percentage discount must be the same percentage discount as was used to de� the discounted bid price for the "Base Unit" shown above.) 35.21% "Base Unit" * *Date of current published retail price book: 1/1 2. Percentage discount off current published retail prices for Attachments/Equipment. (The percer discount applied to the manufacturer's current published retail prices for additional Attachments/Equipment for the "Base Unit ".) 35.21% Attachment./Equipment * *Date of current published retail price book: 1/1 NOTE TO USER: The Percentage Discount indicated for Attachments/Equipment applies only to Attachments/Equipment supplied directly from the manufacturer of the brand unit bid and listed in manufacturer's current published retail price book_ Attachments/Equipment supplied by the contract holder from a source other than the manufacturer of the brand unit bid may not have the same percentage discount. On the following page(s) titled "Additional Models ", list other models of tractor- loader - backhoe units that can be provided for the same or greater percentage discounts off the current published retail prices as listed above for the State of Florida Base Unit and Attachments'/ Equipment. Provide descriptive literature on all models offered. *Discount for pickup by ordering agency at contractor's place of business. "NOTE: ALL DATES MUST BE FOR THE CURRENT PUBLISHED RETAIL PRICE BOOK. Approximate delivery time required after receipt of order: 90 -120 DAYS OPTION CODING 760- 960 -111- Option Number; Tractor - Loader - Backhoe, Industrial, 62 HP, Spec. 66 NOTE: The options listed below apply to the State of Florida Base Unit and any other models bid. If other models are offered by the bidder, option prices for these models may be different than net/discounted option prices for the State of Florida Base Unit. If option prices are difftA,.ia for other model(s) offered, enter the net/discounted option price(s) and model(s)/ numbers) for the additional model(s) by the appropriate option price blank. OPTIONS: (1) 5002. Fully enclosed, sound controlled ROPS cab, factory installed, with heater, defro: front windshield wiper(s), rearview mirror(s), tinted safety glass and lockable do (BASE UNIT) NET DISCOUNTED PRICE: 3,852.00 EQUIVALENT OPTION FOR OTHER MODELS BTD http _ / /fcn. state. fl. us/st_ contracts/760001991/pn'ce42.htm 11/10/99 NOU -10 -1999 11 =36 PURCHASING 561 835 0028 P.12i12 !,bv- you-! 1V lltlil.lVA- LV�u/1:1 \ -LC�� auavar, ....�. ........ - -- MODEL NET DISCOUNTED PRICE 215E 3,808.00 215 3,852.00 (2) 8001. Special state color; DOT Yellow, Federal Yellow No. 13538, DuPont #L9069A No. 2712, Deere No. PT102, or approved equivalent, (may be dealer painted if f painting is not available). NOTE: The entire unit, including options and attachmt shall be painted the same color. (BASE UNIT) NET DISCOUNTED PRICE: NO AWARD EQUIVALENT OPTION FOR OTHER MODELS BID MODEL NET DISCOUNTED PRICE 215E NO AWARD 215 NO AWARD hrtm / /fcn.state.fl.us/st contracts/760001991 /price42.htm 11/10/99 TOTAL P.12 NOU -10 -1999 11:35 PURCHASING 561 835 0028 P.08/12 1%)V-7VV -A AV --1-6 - .'+ova....u�. ar. .. --- -.- -- •------ - - - - -, -- v offered by the bidder, option prices for these models may be different than net/diswunted option prices for the State of Florida Base Unit. if option prices are different for other model(s) offered, enter the net/discounted option price(s) and model(s)/ number(s) for the additional model(s) by the appropriate option price blank OPTIONS: (1) 5002. Fully enclosed, sound controlled ROPS cab, factory installed, with heater, defro, front windshield, wiper(s), rearview mirror(s), tinted safety glass and lockable d( (BASE UNIT) NET DISCOUNTED PRICE: 3;467.00 EQUIVALENT OPTION FOR OTHER MODELS BID MODEL NET DISCOUNTED PRICE 580 SUPER L 3,467.00 590 SUPER L 3,467,00 (2) 8001. Special state color; DOT Yellow, Federal YellowNo. 13538, DuPont 41-9069A No. 2712, Deere No. PT 102, or approved equivalent, (may be dealer painted if f painting is not available). NOTE: The entire unit, including options and attachm( shall be painted the same color. (BASE UNIT) NET DISCOUNTED PRICE: NO AWARD EQUIVALENT OPTION FOR OTHER MODELS BID MODEL 580 SUPER L 590 SUPER L 760-960-110 MAKE' CATERPILLAR NET DISCOUNTED PRICE NO AWARD NO AWARD STATE OF FLORIDA BASE UNIT The Discounted Bid Price for the Base Unit applies. The Percentage Discounts apply to Attachments/ http: / /fcn.state.fl,us/st— contracts /760001991 /price42_htm 11/1 0/99 CITY OF PALM BEACH GARDENS CITY COUNCIL REGULAR MEETING NOVEMBER 4, 1999 The November 4, 1999, Regular Meeting of the City Council of the City of Palm Beach Gardens, Florida, was called to order at 7:00 P.M. in the Council Chambers of the Municipal Complex located at 10500 North Military Trail, Palm Beach Gardens, Florida; and opened with the Pledge of Allegiance to the Flag. ROLL CALL The Administrative Assistant to the City Manager called the roll and the following elected officials were found to be in attendance: Mayor Joseph R. Russo, Vice Mayor Lauren Furtado, Councilman David Clark, Councilman Eric Jablin, and Councilman Carl Sabatello. ANNOUNCEMENTS Mayor Russo stated the announcements were as posted and announced that those residents wishing to speak should place their names on the sign -up sheets provided. RE -ORDER AGENDA Councilman Jablin made a motion to re -order the agenda to hold the public hearing for Resolution 134, 1999 immediately following Presentation Item 7, PGA Flyover Design. Councilman Clark seconded the motion, which carried by unanimous 5 -0 vote. PRESENTATIONS Employee Service Awards Police Chief FitzGerald recognized Lieutenant David O'Neal for 15 years service, Meredith Gelinas for 10 years service, Officer Gary Carmack for 10 years service, Officer Ed Vistein for 10 years service. The following Fire Department personnel were recognized by Fire Chief Bergel: Johnny Gillins for 10 years service, Captain Scott Raynor for 10 years service, Captain Tom Murphy for 10 years service. Public Safety Educator of the Year Vicki Wade was honored as Public Safety Educator of the Year for the State of Florida. Promotions in the Police Dept of Lieutenant and Sergeant The following employees of the Police Department were promoted: Robert Artola promoted to Lieutenant; William Brandt, Richard CITY COUNCIL REGULAR MEETING, 11/4/99 Drainage Report - Gardens Woods, Plat 4 Drainage Report - Holly Drive/ Garden Glen/ St. Ignatius 2 Geist, Samuel Nasca, and Joseph Sheehan promoted to Sergeant. City Engineer Lindahl provided an overview report of Hurricane Irene, in which the City received 10 " -11" of rain, and explained that Public Works had opened gates in advance to lower canal levels and that 620 tons of debris had been removed by the City following the storm. The City Engineer reported that communication problems experienced during the storm were in the process of being resolved. The high level of water in the preserve was reported as having been due to debris in one of the structures, plus already saturated ground. Efforts to improve communications between the City, Northern Palm Beach County Water Improvement District and South Florida Water Management District were noted. The City Engineer reported that at a meeting on October 27 with Gardens Woods, Plat 4 residents, a joint presentation was made by Northern Palm Beach County Improvement District and the City which included completed and proposed improvements and maintenance for the Gardens Wood area. Mr. Lindahl reported the City had received a $450,000 grant for design/construction of a second outfall under the FEC and Alternate AIA going into the Cabana Colony canal. Mr. Lindahl reported the residents had been pleased with the results of completed improvements and maintenance during Hurricane Irene and had made positive suggestions. - Mayor Russo requested a future report on the Steeplechase /Cypress Hollow area and whether completion of Woodbine would provide a negative impact. Mr. Lindahl described the project for which the $450,000 grant would be used. Mr. Lindahl described the efforts of SFWMD to create a S -44 third gate east of Duffy's on Alternate AIA and an alternative for moving the water. City Engineer Lindahl reported a meeting with the residents had been held in which proposed improvements were discussed and residents had voiced their concerns. Mr. Lindahl reported that the result of the meeting was that the residents wanted the City to assist in solving the drainage problems at the west end of Holly Drive, the poor drainage in Gardens Glen, and the unsatisfactory outfall at St. Ignatius. The City Engineer reported that the City had begun work with SFWMD to develop improved drainage for the whole area with improved water quality, estimated to cost $480,000. St. Ignatius was currently in the process of reviewing a proposed plan. Mayor CITY COUNCIL REGULAR MEETING, 11/4/99 3 Russo requested information regarding why this area's drainage had not been improved prior to this time, to which the City Engineer responded that where new and old systems met there were conflicting boundary conditions. Mayor Russo insisted that boundary conditions never become an issue for the new developments to be built in the City. Vice Mayor Furtado expressed concern that new developments which were supposed to help drainage had in fact created drainage problems. John Elsner, 4651 Holly Drive, expressed concern that the wrong kind of structures were causing Holly Drive to flood, since debris collected and blocked the drains. City Engineer Lindahl agreed there were alternative types of structures which could solve that problem and reported that those were being studied. Thomas Klensing, representing St. Ignatius, reported that engineers working to improve the cathedral property were working with the City. David Levy, 4788 Holly Drive, stated he was a geologist and expressed his opinion that no system would work unless the level of the water table was lowered. Vice Mayor Furtado made a motion to authorize staff to proceed as rapidly as possible to improve the drainage in the Holly Drive /Gardens Glen/St. Ignatius area before the next rainy season. Councilman Jablin seconded the motion, which carried by unanimous 5 -0 vote. PGA Flyover Design Ed Oliver, Oliver & Glidden, reviewed a plan incorporating design features to aesthetically enhance FDOT's plan for the PGA Flyover. Design elements intended to minimize height and the amount of concrete that would be visible included addition of towers, pleasing lighting, planters to add landscaping, the City sign, and banners. Samples of materials were presented. The City Council members indicated their preference for a design incorporating Schemes No. 3 and 4. Comments from residents were very favorable. The firm of Oliver & Glidden was commended on doing a great job. PUBLIC HEARINGS Resolution 134, 1999 Mayor Russo declared the public hearing open, held on the intent of Resolution 134, 1999 - Consideration of Approval of Support of Hood Road Realignment. Principal Planner Kim Glas Castro presented the proposed realignment and connection to Flamingo Road, as well as a history of the area. Bob Benz, Land Design South, agent for the property owners, Toll Brothers, presented options for realignment of the roadway. Principal Planner Glas CITY COUNCIL REGULAR MEETING, 11/4/99 q. Castro presented the staff assessment. Members of the City Council requested more meetings with the residents, emergency vehicle access, not to impact the ecosite, and a meandering roadway. Steve Mathison, Attorney for Frenchmen's Creek Property Owners and Country Club, and for The Commons, spoke on behalf of the nearby residents. Mayor Russo advised that the Public Hearing would be continued to a time certain at which time the many residents wishing to speak would be heard. Mr. Benz stated he was available to meet with residents at any time. Councilman Clark made a motion to continue the Public Hearing for Resolution 134, 1999 to the December 9, 1999 Special Regular Meeting to be held in the Council Chambers at 7 p.m. Vice Mayor Furtado seconded the motion. Mayor Russo explained that the current City Hall building would not be available in December and that the City Council Chambers would be relocated and the location advertised. Motion carried by unanimous 5 -0 vote. CITY MANAGER REPORT Construction Manager Report Construction Manager Ray Casto provided an update on construction status of various items, status of the sign package, and moving plans to be in the new building the first part of December. Growth Management Report Growth Management Director Roxanne Manning reviewed highlights of the Growth Management Report included in the packets and stated that in addition the staff had also been working on the PGA Flyover design. Director Manning reported the first draft of code revision had been completed and was under review and that one person was working on this project full time. Mayor Russo stressed that the code revisions were top priority. It was explained that the Forbearance Agreement would be included in the future, as well as revisiting the Code Enforcement/Special Master issue. Public Information Report Public Information Officer Beth Ingold reported upcoming events, including a walk -a -thon and a neighborhood meeting with Old JDM North. Grand Opening/ Anniversary Report Parks and Recreation Director Sue Miller recommended a March, 2000 grand opening/anniversary celebration. Consensus of the City Council was to check with the Construction Manager regarding Saturday, February 12 as first choice and as an alternative Sunday, March 5, and to discuss this matter again at the next meeting. CITY COUNCIL REGULAR MEETING, 11/4/99 5 Y2K Status Report Ernie Carr reported activities of each department to be Y2K ready including extra staff to be working a couple of days before and after January 1, 2000. The new MIS Director was introduced. City Manager Interviews Interim City Manager Post announced interviews for City Manager would be held Friday, November 19, 1999. News Report Interim City Manager Post commented that Channel 12 had reported a news item regarding the City's efforts to remove large Australian Pines along the Thompson River Canal in the City's right -of -way. Assistant City Manager Richard Diamond reported various reasons for delay and a plan to remove the trees the second week in December. Interim City Manager Post announced that Channel 12 was to be on -site during removal of the trees. AWARDING OF BIDS Sale/Removal of City Annex City Annex Digital Voice Recording System for Dispatch COMMENTS FROM THE PUBLIC Interim City Manager Post reported one bidder had offered $1,000 to remove the annex; therefore, removal would cost the City nothing, and the annex would be gutted by the City before removal. Councilman Clark made a motion to approve the staff recommendation to accept the bid from Advanced Modular Systems to purchase and remove modular units for the sum of $1,000. Vice Mayor Furtado seconded the motion, which carried by unanimous 5 -0 vote. Vice Mayor Furtado made a motion to approve the staff recommendation to piggyback off the bid from the City of Lakeland, Florida to purchase a digital voice recording system for dispatch operations for the sum of $23,900. Councilman Clark seconded the motion, which carried by unanimous 5 -0 vote. There were no comments from the public. CONSENT AGENDA Councilman Clark moved approval of the Consent Agenda. Vice Mayor Furtado seconded the motion. The following items were approved on the Consent Agenda: 1. Approval of Minutes of 10/7/99 City Council Regular Meeting. 2 Approval of Minutes of 10/21/99 City Council Regular CITY COUNCIL REGULAR MEETING, 11/4/99 7 Fellowship Site Plan (South Campus). Councilman Sabatello seconded the motion, which carried by 3 -2 vote. Resolution 120, 1999 Resolution 120, 1999 - Consideration of Approval of a Contract with Lindahl, Browning, Ferrari & Hellstrom, Inc., for Engineering Services for the Fiscal Year 1999/2000. Interim City Manager explained that the contract was similar to past contracts with this firm with the addition of a provision that LBF &H would provide support to the City at such time as it decides to bring an in -house engineer on board and for as long as found necessary by the City, and a second provision that effective immediately LBF &H will provide at least one in -house engineering consultant to assist with the Growth Management application process for a minimum of 24 hours per week. Councilman Clark made a motion to approve Resolution 120, 1999. Councilman Jablin seconded the motion, which carried by unanimous 5 -0 vote. Resolution 136, 1999 Resolution 136, 1999 - Consideration of Approval of Enclave Annexation Interlocal Agreement for Properties at Military Trail and Northlake Boulevard. Norman Thomas, owner of Gibson's Market and Papa John's, expressed concern that because of the expense involved to bring his property into compliance with City Codes he should be grand fathered in and stated his opinion that when he made major renovations to his building that would be the proper time to ask him to comply with the City Codes. It was the consensus of the City Council to work with Mr. Thomas, and the City Attorney advised that research would be done regarding what had been done in this type of situation in other cities. Vice Mayor Furtado made a motion to approve Resolution 136, 1999. Councilman Jablin seconded the motion, which carried by unanimous 5 -0 vote. Resolution 137, 1999 Councilman Jablin made a motion to approve Resolution 137, 1999 - Consideration of Approval of Reappointment to the General Employees Pension Board, with the name Stephen F. Parella inserted in Section 1. Councilman Sabatello seconded the motion, which carried by unanimous 5 -0 vote. Resolution 139, 1999 Councilman Clark made a motion to approve Resolution 139, 1999 CITY COUNCIL REGULAR MEETING, 11/4/99 - Consideration of Approval of an Interlocal Agreement with Palm Beach County re: Hungryland Slough. Vice Mayor Furtado seconded the motion, which carried by unanimous 5 -0 vote. Resolution 143, 1999 Councilman Jablin made a motion to approve Resolution 143, 1999 - Consideration of Approval for Amendment to Engineering Services Agreement with Lindahl, Browning, Ferrari & Hellstrom, Inc., for the Proposed Howell Lane Fire Station. Councilman Clark seconded the motion, which carried by unanimous 5 -0 vote. ORDINANCES Ordinance 45, 1999 Following presentation by staff and comments by Bob Benz, representative for the petitioner, consensus of the City Council was that more discussion was needed for Ordinance 45, 1999 - Providing for Amendment to Ordinance 12, 1998, Approving a PUD to Amend Elevations and Signage for the Lone Pine Project, for consideration of First Reading. Mayor Russo advised the petitioner that after the remaining agenda items had been concluded that he would be granted additional time. ITEMS FOR COUNCIL ACTION Fire Truck Engine Councilman Clark made a motion to approve staff recommendation to purchase an engine for a fire truck. Vice Mayor Furtado seconded the motion, which carried by unanimous 5 -0 vote. ITEMS FOR DISCUSSION Stormwater Utility Notice of Intent Interim City Manager Post advised publication would take place so that requirements would have been met if the City later decided to impose a Stormwater Utility tax. Vice Mayor Furtado The Vice Mayor reported that the Burns Road bridge was not scheduled for widening for ten years; ,however, she was pursuing other options and would report back to the City Council. ORDINANCES Ordinance 45, 1999 Bob Benz, agent for the petitioner, reviewed the homes proposed for this project. Councilman Clark made a motion to place Ordinance 45, 1999 on First Reading by title only. Councilman Jablin seconded the motion, which carried by unanimous 5 -0 vote. The Administrative Assistant to the City Manager read Ordinance 45, 1999 on First Reading by title only. CITY COUNCIL REGULAR MEETING, 11/4/99 9 ADJOURNMENT There being no further business to discuss, upon motion by Councilman Jablin, seconded by Councilman Clark, carried 5 -0, the meeting was adjourned at 11:30 p.m. APPROVAL: MAYOR JOSEPH R. RUSSO VICE MAYOR LAUREN FURTADO CHAIRMAN PRO TEM ERIC JABLIN COUNCILMAN DAVID CLARK COUNCILMAN CARL SABATELLO ATTEST: CINDY HARVEY, ADMINISTRATIVE ASSISTANT TO THE CITY MANAGER PROCLAMATION WHEREAS, December 14, 1999, will be the 200"' anniversary of the death of George Washington, the father of our Nation and the protector of our liberties; WHEREAS, the standards established by George Washington's steadfast character and devotion to duty continue to inspire all men and women in the service of their country and in the conduct of their private lives; WHEREAS, the Mount Vernon Ladies' Association of the Union, which maintains the Mount Vernon estate and directs research and education programs relating to George Washington's contribution to our national life, has requested all Americans to participate in the observance of this anniversary; WHEREAS, the flag of the United States should be lowered to half staff on the 200' anniversary of the death of George Washington; and WHEREAS, the example set by George Washington is of the utmost importance to the future of the Nation, and it is the responsibility of private and government institutions to prepare for the observation of the 200' anniversary of the death of George Washington. NOW, THEREFORE, I, Joseph R. Russo, by virtue of the authority vested in me as Mayor of the City of Palm Beach Gardens, Florida, do hereby proclaim December 14, 1999, as REMEMBER GEORGE WASHINGTON DAY in the City of Palm Beach Gardens, Florida, and urge all citizens to remember the life of George Washington and his contributions to the Nation. IN WITNESS WHEREOF, I have hereunto set my hand and caused the Seal of the City of Palm Beach Gardens, Florida, to be affixed on this 2nd day of December, in the Year of our Lord, Nineteen Hundred and Ninety-nine. JOSEPH R. RUSSO, MAYOR ATTEST: LINDA V. KOSIER, CMC, CITY CLERK Agenda Cover Memorandum Page 1 of 10 December 2, 1999 CITY OF PALM BEACH GARDENS CITY COUNCIL Agenda Cover Memorandum Date: December 2, 1999 Date Prepared: November 22, 1999 Subject/Agenda Item Consideration of Approval: Resolution 145, 1999 — PGA of America Headquarters (SP- 99-10). Proposal to amend the existing site plan, to build an additional 60,000 s.f. office building and to remove the existing 5,495 s.f. sales center. Recommendation/Motion: Staff recommends approval of Resolution 145, 1999 subject to conditions Reviewed by: Originating Dept.: Costs: $ Council Action: Total City Attorney Growth Management [ ] Finance NA $ [ ] Approved w/ ACM Current FY conditions Human Res. NA [ ] Denied Advertised: Other NA Funding Source: [ ] Continued to: Attachments: Date: [ ] Operating Paper: [ ] Other November 18, 1999 POA conditions Construction sequence Site plan Aerial Waiver justifications Resolution 145, 1999 Engineer Letter Applicant letter POA letters [ X ] Not Required Buffer Elevations Q Submitted i6yr imglo� a meen Aff e cted arhes P Budget Acct. #:: g Director [ ] Notified [ ] None Approved by: City Manager [ ] Not required Agenda Cover Memorandum Page 2 of 10 REQUEST December 2, 1999 Alan Strassler, agent for PGA of America, is seeking to amend the existing site plan, to build an additional 60,000 square -foot office building and to remove an existing 5,495 square -foot sales center. The subject site is 10.11 acres and is located on the west side of Avenue of the Champions, approximately 1/4 mile south of its intersection with PGA Boulevard (10- 42S -42E). BACKGROUND In 1979, this parcel was developed as the PGA of America's Headquarters. It was one of the first sites to be developed in PGA National. PGA of America currently occupies the 44,000 square foot office building on the northern half of the property. A section of the southern half of the site is the PGA National Sales Center, which is 5,495 square feet. The Sales Center will be demolished in order to construct the 60,000 square foot building. Below is a listing of resolutions passed regarding this site: • Resolution 93, 1979 — Original approval for PGA of America Headquarters • Resolution 33, 1986 — Abandonment of PGA of America "Hall of Fame" (future site of Sales Center) • Resolution 67, 1989 — Approval for Sales Center PROCEDURE This is a request for an amendment to a site plan within a PCD. The site plan request is reviewed by the Development Review Committee, who forwards comments and recommendations to the Site Plan and Appearance Review Committee. Acting in an advisory role, the Committee makes a recommendation on the proposed request to the City Council. The City Council reviews the request for site plan approval for consideration of approval, approval with conditions, or denial. LAND USE AND ZONING The current land use designation for this site is Professional Office (PO). The subject property is zoned Planned Community District (PCD). For a complete list of adjacent existing uses, land use designations and zoning districts, please see Table 2. PROJECT DETAILS Site Location The subject site is 10.11 acres and is located on the west side of Avenue of the Champions, approximately %4 mile south of its intersection with PGA Boulevard. The site is surrounded by a lake tract which abuts PGA Boulevard to the north; Avenue of the Agenda Cover Memorandum December 2, 1999 Page 3 of 10 Champions traffic circle on the east; another lake tract to the west; and by a golf course to the south. Concurrency The applicant has submitted a traffic statement, which indicates the peak hour traffic volumes generated by the project. The City's Traffic Consultant has issued comments (see attached letter from Maria Palombo). Notice of Proposed Change (NOPC) On October 7, 1999, the PGA National DRI was given approval for an NOPC by City Council. The owners have increased the Office Use intensity in the DRI from 581,710 square feet to 602,890 square feet. There will be a corresponding decrease of 78,296 square feet in the Light Industrial Use category. (The NOPC included an increase in the Hotel Land Use category as well.) This change in use does not include medical office. Therefore, a condition of approval will be included in the authorizing resolution that will prohibit medical uses. The subject request is consistent with the land use changes in the NOPC. Proposed Building The new office building proposed will be a 2- story, 60,000 square foot building. Approximately half of the space in the new building will be. occupied by PGA of America with the balance made available to general commercial office tenants. The architecture proposed is similar to that of the existing PGA of America Office Building, with shared elements such as stucco finish, base building color and vertical fins. The walls will consist of Sherwin Williams Orange Blossom and off -white (color samples will be available at the meeting). All mechanical equipment will be rooftop mounted and screened by a 5'6" high parapet. The applicant is also proposing a sculpture at the entrance plaza of the new building. This site and sculpture must be reviewed by the Art Advisory Board, especially the proposed location, prior to final approval from City Council. In the rear of the proposed building, the applicant has designed a plaza area with trees and benches. A sample of the bench type is included in this report. Signs The applicant has shown two ground signs on the site plan. These will require approval from City Council at a later date since details are unknown at this time. Also, any signs on the proposed building will require separate approval from City Council. Details and sign locations for the building have not been provided. Landscaping The proposed landscape plan shows 66% of the landscape area as sod, which requires a waiver (40% is the limit). City Forester Mark Hendrickson recommends approval of the Agenda Cover Memorandum December 2, 1999 Page 4 of 10 sod waiver. Mr. Hendrickson has reviewed the revised plans and has offered three conditions of approval. These conditions involve obtaining approval of the landscaping plan from the POA before the first C.O., installing the berm and buffer landscaping prior to construction of the 2 -story building, and ensuring that the proposed sidewalk out to PGA Blvd is built in conformance with engineering and FDOT standards. Surrounding Neighbors Two citizens from the Thurston Homeowners Association were concerned with the proposed landscape buffer along the western boundary of the site. They have requested 100% screening of the proposed two -story building. The applicant believes that adequate screening has been provided. The berm is a 3:1 ratio and is continuous along the boundary. The proposed Oak trees in the buffer have also been increased in height from the 14' to 16' range to the 16' to 18' range. Engineering The Assistant City Engineer has reviewed the revised plans and has no further concerns (see LBF &H letter dated October 29, 1999) Parking Currently, the site has a parking shortage. There are 133 spaces on site while the code requires 165 spaces. The applicant is proposing to add 214 new spaces (for a total of 347) to coincide with the increase in square footage of the proposed 60,000 square foot building. The site will then meet the code requirements for parking spaces. The applicant is proposing to keep the existing offices open during construction. A narrative and detail plan has been provided to explain the parking phasing plan. Agenda Cover Memorandum Page 5 of 10 Review of Changes from Approved Site Plan TABLE 1 December 2,1999 Lot Area 10.11 acres 10.11 acres - -- Gross FloorXr' ea Headquarters: 44,000 s.f. 104,000 s.f. + 54,505 s.f. (52.4 %) Total Parking Sales Center: 5,495 s.£ 347 spaces + 124 spaces (32.9 %) x' Total: 49,495 s.f. 223 space s Building Lot 4? Headquarters: 21,914 s.f. 51,914 s.£ + 24,505 s.f. (46.2 %) Coverage Sales Center: 5,495 s.f. 18 +18 Total: 27,409 s.f. T�al Impervious ; 162,313 s.f. (37 %) 229,459 s.f. (52 %°) + 67,146 s.£ (22.9 %) Total Pervious " 278,107 s.f. (63 %) 210,960 s.f. (48 %) - 67,147 s.f. (- 24.1 %) Area Total Parking 133 spaces 347 spaces + 124 spaces (32.9 %) Spaces + 90 reserve spaces 223 space s F; -tog aces 2 4 + 2 ,Y x{ Bic cle S aces 0 18 +18 CODE COMPLIANCE The applicant is requesting three waivers from the Land Development Regulations. These include: 1. Waiver from the number of loading spaces required. The code requires three loading spaces for the proposed 60,000 square foot building, while the applicant is proposing two. Two other loading spaces exist at the current PGA Headquarters building (as required by code). Based on the applicant's experience with office complexes and observation of the existing building, the applicant feels that four loading spaces will be sufficient. 2. Waiver from the number of flags located on site. The code only allows three flags on any site. The applicant wishes to retain the five poles and the logo in their present configuration. They also would like to retain the Agenda Cover Memorandum Page 6 of 10 December 2, 1999 two flags located in front of the current Headquarters (these will be slightly relocated). The applicant points out that the letter from the PGA Property Owners Association expressed a strong interest in the flagpoles remaining where they are. (See attached letter dated 11/6/98) 3. Waiver from Section 153.07(A), which requires that no more than 40% of the landscapeable area of commercial projects remain in sod. The applicant has indicated that because they have provided more than three times the required open space and due to the "golf course type" design of the site, this waiver should be considered for approval. Please see the attached waiver requests. Staff recommends approval of these requested waivers. SITE PLAN & APPEARANCE REVIEW COMMITTEE September 28, 1999 At the September 28, 1999 meeting, the Committee members discussed the following items: - The landscape buffer along the western property boundary should be more continuous and the slope of the proposed berm should be increased. - Consider including directional signage in the Avenue of the Champions traffic circle. - A credible effort towards providing a 100% landscape buffer along the western boundary should be made. - Consider toning down the proposed color Majorca Melon - The proposed sidewalk on Avenue of the Champions should extend out to PGA Blvd. - More internal sidewalks should be provided - Neighbors discussed the impact of the proposed building - All roof top equipment shall be screened. The applicant responded positively to a number of these concerns such as providing a continuous landscape buffer along the western property line, providing the requesting sidewalk connections and agreeing to screen all roof top equipment. October 26, 1999 At this meeting, the Committee members recommended approval with the following conditions: Prior to scheduling this petition before City Council, the applicant shall revise the landscape plan to show the light pole at the eastern end of the landscape island located to the west of the circular island. (City Engineer) SATISFIED Agenda Cover Memorandum December 2, 1999 Page 7 of 10 2. Prior to scheduling this petition before City Council, the applicant needs to demonstrate how the open space /landscape area will be drained (near the existing flagpoles). (City Engineer) SATISFIED 3. Prior to scheduling this petition before City Council, the applicant shall revise the proposed color "Majorca Melon" (SW2323) to "Orange Blossom" (SW2324). (Planning & Zoning) SATISFIED 4. Prior to scheduling this petition before City Council, the applicant shall provide a graphic depicting the construction parking plan. The graphic shall illustrate how the site will accommodate adequate parking spaces throughout the construction process. (Planning & Zoning) SATISFIED 5. Prior to scheduling this petition before City Council, the applicant shall revise the landscape plan to show Oak trees within the proposed berm on the west side of the site at a height of 16' to 18'. (Planning & Zoning) SATISFIED 6. Prior to construction plan approval, the applicant shall submit a letter of authorization from the utility owner allowing landscaping and paving over existing utility easements. (City Engineer, City Forester) 7. Prior to construction of the vertical building structure, the berm and buffer landscaping associated with the western and southwestern perimeters shall be installed. (City Forester) 8. The applicant shall ensure that adequate parking will be available for all employees during construction of the proposed office building. (Code Enforcement) 9. All roof -top mounted equipment shall be fully screened from the view of all public rights -of -way. (Code Enforcement) 10. The sidewalk along the west side of the Avenue of the Champions shall be extended to PGA Boulevard in conformance with ,engineering and FDOT standards. (City Engineer) 11. Upon approval of the development order, the applicant, shall secure a "Seacoast Utility Authority Capacity Allocation Commitment for Public Water and/or Sewer Service," which shall be verified by the delivery- of a fully executed copy of the document to the Planning & Zoning Division within 30 days of granting of the development order. (Planning & Zoning) 12. No medical uses shall be permitted on this site (Planning & Zoning, Code Enforcement) Agenda Cover Memorandum Page 8 of 10 December 2, 1999 13. No exterior building lighting shall be used on the west side of the proposed building. (Code Enforcement) The Site Plan & Appearance Review Committee also recommended approval of the requested waivers. City Council Meeting The City Council reviewed this application at its November 18, 1999 meeting. Most of the discussion focused on the objections of the neighbors to the west (Thurston). The petitioner reviewed the building's architecture, and the project landscape architect provided details of his proposed buffering plan. At the meeting, the PGA Property Owners Association, Inc. introduced a new letter which detailed additional conditions which they would like to see on the project. The petitioner agreed to the new conditions. At the advice of the City Attorney, the project was placed on the,consent agenda for the December 2, 1999 Council meeting, with the understanding that the resolution will be revised to add the new conditions and the landscape plan will be revised and resubmitted to staff for review. IV. RECOMMENDATION Staff recommends approval with the following conditions: 1. Prior to construction plan approval, the applicant shall submit a letter of authorization from the utility owner allowing landscaping and paving over existing utility easements. (City Engineer, City Forester) 2. Prior to construction plan approval, the applicant shall revise the site plan to include 8 (eight) handicapped parking spaces. (Development Compliance Officer) 3. Prior to construction of the vertical building structure, the berm and buffer landscaping associated with the western and southwestern perimeters shall be installed. (City Forester) 4. The applicant shall ensure that adequate parking will be available for all employees during construction of the proposed office building. (Code Enforcement) 5. All roof -top mounted equipment shall be fully screened from the view of all public rights -of -way. (Code Enforcement) 6. The sidewalk along the west side of the Avenue of the Champions shall be extended to PGA Boulevard in conformance with engineering and FDOT standards. (City Engineer) Agenda Cover Memorandum December 2,1999 Page 9 of 10 7. Upon approval of the development order, the applicant shall secure a "Seacoast Utility Authority Capacity Allocation Commitment for Public Water and/or Sewer Service," which shall be verified by the delivery of a fully executed copy of the document to the Planning & Zoning Division within 30 days of granting of the development order. (Planning & Zoning) 8. No medical uses shall be permitted on this site (Planning & Zoning, Code Enforcement) 9. No exterior building lighting shall be used on the west side of the proposed building. (Code Enforcement) 10. The applicant shall utilize Sherwin - Williams `Orange Blossom' (SW 2324) or equal as the exterior color on that portion of the building which is not white. (Development Compliance Officer) 11. The berm on the west side of the building shall be built at a minimum height of 22' NGVD ans shall be continuous. (City Forester) 12. The berm on the west side of the building shall be inspected by City staff both upon installation and planting. (City Forester) 13. The applicant shall provide to the PGA Property Owners Association a separate grading plan, shrub planting plan, and tree planting plan prior to the issuance of a building permit. (City Forester) 14. Additional buffer plants a minimum of 24" high at planting shall be added to the area between the berms near the southeast corner of the site. (City Forester) 15. If required by the property owners association, the applicant shall reduce the patio size by up to 20' to allow for an increase in the height of the berm on the west. (City Forester) 16. Any gaps in the shrub plantings near the southwest corner of the site shall be blocked by additional shrub plantings. (City Forester) 17. The applicant's landscape plans shall be modified to reflect the changes referenced herein and to increase the spacing on the crotons to 2' o.c. and on the ilex to 18" o.c. (City Forester) Agenda Cover Memorandum December 2, 1999 Page 10 of 10 TABLE 2 EXISTING ZONING AND LAND USE DESIGNATIONS AND SITE ANALYSIS - PETITION SP -99 -10 EXISTING USE ZONING LAND USE Subject Property : PGA of America Headquarers & PGA National Sales Center Planned Community District (PCD) Professional Office (PO) North : Lake tract abutting PGA Blvd Planned Community District (PCD) Golf (G) South : Golf Course Planned Community District (PCD) Golf G East : Avenue of the Champions Traffic Circle Planned Community District (PCD) Commercial (C) West: Lake tract & Golf Course Planned Community District (PCD) Golf (G) CONSISTENCY WITH TAE CODE & DEVELOPMENT ORDER Proposed Plan Code Requirement Consistent? Professional Office Professional Office Yes Front Setback: 140' Front Setback: 25' Yes Side Setback: 143' Side Setback: 15' Yes Rear Setback: 58' Rear Setback: 10' Yes Parking Spaces: 347 spaces Parking Spaces: 1 per 300 s.f. 104,000 s.f. / 300 s.f. = 347 spaces Yes Parking Dimensions: 10' x 18.5' Parking Dimensions: 10'x 18.5' Min. Yes Handicap Parking Req.: 8 Handicap Parking Provided: 7 No, applicant needs to revise site plan Building Height: 29'3" Building Height: 36' Max. Yes Building Lot Coverage: 20% Building Lot Coverage: 35% Max. Yes Open Space: 47.8% Open Space Required: 15% Yes Loading Spaces: 4 spaces Loading Spaces Required: 5 spaces Waiver requested Flags: 7 flags Limited to 3 flags per site Waiver requested 66% of landscaping is sod Landscaping limited to max 40% sod Waiver requested 11/12/99 RESOLUTION 145, 1999 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM BEACH GARDENS, FLORIDA, PROVIDING FOR AN AMENDMENT TO RESOLUTION 93; 1979 BY AMENDING THE SITE PLAN TO ALLOW FOR THE ADDITION OF A 60,000 SQUARE FOOT OFFICE BUILDING AND THE DEMOLITION OF THE 5,495 SQUARE FOOT SALES CENTER, GENERALLY LOCATED WITHIN PGA NATIONAL ON THE WEST SIDE OF AVENUE OF THE CHAMPIONS, APPROXIMATELY'/, MILE SOUTH OF ITS INTERSECTION WITH PGA BOULEVARD; PROVIDING FOR CONDITIONS OF APPROVAL; PROVIDING FOR WAIVERS; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, PGA Headquarters was originally approved pursuant to Resolution 93, 1979 as a Planned Unit Development; and WHEREAS, PGA Headquarters was subsequently amended by Resolution 67, 1989 and Resolution 33, 1986 which approved the sales center and abandoned the requirement for a PGA Hall of Fame; and WHEREAS, the City has received a petition from PGA of'America to approve a site plan amendment to allow for the addition of a 60,000 square foot office building and the demolition of the existing sales center; and WHEREAS, the City's Growth Management Department has determined that approval of said application is consistent with the City's Land Development Regulations and consistent with the City's Comprehensive Plan; and WHEREAS, the City's Site Plan Appearance and Review Committee has recommended approval of the PGA Headquarters site plan amendment with several conditions. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PALM BEACH GARDENS, FLORIDA: SECTION 1. The City Council of the City of Palm Beach Gardens, Florida, hereby approves an amendment to Resolution 93, 1979 amending the site plan for the addition of a 60,000 square foot office building at the PGA of America Headquarters Resolution 145, 1999 Page 2 of 5 located within PGA National on the west side of Avenue of the Champions, approximately'/ mile south of its intersection with PGA Boulevard. SECTION 2. Approval of the site plan amendment is based upon compliance with the following conditions of approval: 1. Prior to construction plan approval, the applicant shall submit a letter of authorization from the utility owner allowing landscaping and paving over existing utility easements. (City Engineer, City Forester) 2. Prior to construction plan approval, the applicant shall revise the site plan to include 8 (eight) handicapped parking spaces. (Development Compliance Officer) 3. Prior to issuance of first building permit, the berm and buffer landscaping associated with the western and southwestern perimeters shall be installed. (City Forester) 4. The applicant shall submit a parking phasing schedule for staff approval, to ensure that adequate parking will be available for all employees during construction of the proposed office building. (Code Enforcement) 5. All roof -top mounted equipment shall be fully screened from the view of all public rights -of -way. (Code Enforcement) 6. The sidewalk along the west side of the Avenue of the Champions shall be extended to PGA Boulevard in conformance with engineering and FDOT standards. (City Engineer) 7. Upon approval of the development order, the applicant shall secure a "Seacoast Utility Authority Capacity Allocation Commitment for Public Water and /or Sewer Service," which shall be verified by the delivery of a fully executed copy of the document to the Planning & Zoning Division within 30 days of granting of the development order. (Planning & Zoning) 8. No medical uses shall be permitted on this site (Planning & Zoning, Code Enforcement) 9. No exterior building lighting shall be used on the west side of the proposed building. (Code Enforcement) Resolution 145, 1999 Page 3 of 5 10. The applicant shall utilize Sherwin- Williams `Orange Blossom' (SW 2324) or equal as the exterior color on that portion of the building which is not white. (Development Compliance Officer) 11. The berm on the west side of the building shall be built at a minimum height of 22' NGVD ans shall be continuous. (City Forester) 12. The berm on the west side of the building shall be inspected by City staff both upon installation and planting. (City Forester) 13. The applicant shall provide to the PGA Property Owners Association a separate grading plan, shrub planting plan, and tree planting plan prior to the issuance of a building permit. (City Forester) 14. Additional buffer plants a minimum of 24" high at planting shall be added to the area between the berms near the southeast corner of the site. (City Forester) 15. If required by the property owners association, the applicant shall reduce the patio size by up to 20' to allow for an increase in the height of the berm on the west. (City Forester) 16. Any gaps in the shrub plantings near the southwest corner of the site shall be blocked by additional shrub plantings. (City Forester) 17. The applicant's landscape plans shall be modified to reflect the changes referenced herein and to increase the spacing on the crotons to 2' o.c. and on the ilex'to 18" o.c. (City Forester) SECTION 3. The following waivers are approved: 1. Waiver from Section 118 -569 "Number of loading spaces required ", which requires 3 loading spaces for businesses between 50,000 s.f. and 100,000, to allow 2 loading spaces for the proposed 60,000 s.f. building. 2. Waiver from Section 110 -2 "General regulations and restrictions and prohibitions ", which limits the number of flags and flag poles to three per site, to allow a total of seven flags. 3. Waiver from Section 98 -66 "Non- residential districts ", which limits the amount of sod in nonresidential districts to no more than 40% of the landscape area, to permit 66% of the landscape larea to be sod. Resolution 145, 1999 Page 4 of 5 SECTION 4. Said approval shall be consistent with plans filed with the City's Growth Management Department as follows: 1. November 1, 1999 Site Plan by Alan Strassler Architects, Inc. and Ronald D. Schwab Design Architect, Sheet 2.1. 2. November 1, 1999 Site Lighting Plan by Alan Strassler Architects, Inc. and Ronald D. Schwab Design Architect, Sheet 2.2. 3. November 1, 1999 Phasing Plan by Alan Strassler Architects, Inc. and Ronald D. Schwab Design Architect, Sheet 2.3. 4. November 1, 1999 First and Second Floor Plan by Alan Strassler Architects, Inc. and Ronald D. Schwab Design Architect, Sheet 3.1, 3.2. 5. November 1, 1999 Exterior Elevations by Alan Strassler Architects, Inc. and Ronald D. Schwab Design Architect, Sheet 4.1. 6. November 1, 1999 Roof Plan by by Alan Strassler Architects, Inc. and Ronald D. Schwab Design Architect, Sheet 3.1, 3.2. 7. May 25, 1999 Boundary Survey by Messler & Associates, Sheet 1. 8. November 22, 1999 Landscape Plan by Cotleur & Hearing, Sheets 1 & 2. SECTION 5. This Resolution shall be effective upon adoption. Resolution 145, 1999 Page 5 of 5 INTRODUCED, PASSED AND ADOPTED THIS 18" DAY OF NOVEMBER 1999. ATTESTED BY: LINDA V. KOSIER, CITY CLERK VOTE: MAYOR RUSSO VICE MAYOR FURTADO COUNCILMAN SABATELLO COUNCILMAN JABLIN COUNCILMAN CLARK gAshort rangelsp9910.re2.doc awl JOSEPH RUSSO, MAYOR APPROVED AS TO LEGAL FORM AND SUFFICIENCY: ANDREW PINEIRO, CITY ATTORNEY AYE NAY ABSENT LOCATION MAP ALAN STRASSLER ARCHITECTS;- INC. NW13ER AAD002432 8895 NORTH MILITARY TRAIL, SUITE 201 -D PALM BEACH GARDENS, FLORIDA 33410 561 - 627 -0336 FAX #561 - 624 -0720 PGA National Headquarters Waiver Requests August 25, 1999 The applicant wishes to request waivers for the following items: 1. Loading spaces: Code requires three (3) loading spaces for the proposed building. Two (2) have been provided. The existing building has two (2) loading spaces and is in compliance with code. Based on our experience with office complexes and observation of the existing building we believe that the four (4) loading spaces, evenly distributed between the buildings, will be sufficient. 2. Flagpoles: Currently on site there are five (5) flagpoles adjacent to the PGA logo and two (2) flagpoles. adjacent to the existing PGA Headquarters Building. These poles have been in place for approximately twenty (20) years. The applicant wishes to retain the five poles and logo in their present configuration. The two (2) poles at the Headquarters Building will remain substanta!i_ly in their present position but will be slightly relocated to accommodate the new parking and vehicular circulation .layout No new flagpoles are requested. Attached is the conceptual approval letter from the PGA Property Owners Association dated November 6,1998. Please note that item 5 expresses a strong interest in the PGA logo and flagpoles remaining undisturbed. We believe that granting these waivers will not in any way compromise the high aesthetic standards of PGA and the City of Palm Beach Gardens. 9040825.,02 PGA National Headquarters Waiver Request The applicant is request consideration for a waiver from Section 153.07 (A.) of the Land Development Regulations (LDR's). This provision of the "Landscape Code" Requires that no more than 40% of the landscapeable area of commercial projectsxemain in sod. The applicant believes that a waiver request is justified for the subject project based on the following factors. 1. Increased Open Space: The proposed project provides 47.8% open space, which is more than 3 times the minimum requirement of the code (15 %). The code would require a minimum of 1.5 acres of open space while the proposed plan supports 4.8 acres. The proposed plan provides more than 1100% of the required opens pace in planting area. 2. Design Intent: The original design intent for the PGA Headquarters Building was for the to be building integrated into the site. The existing building was designed integral with the earth forms of the site creating a wonderful vista of the building, which represents the image "PGA ". The building from PGA Boulevard is viewed across a lake body and large expanse of lawn, which slopes gently up to the vertical architecture expression. Likewise in the front, along the Avenue of the Masters a large lawn area, back dropped with landscaping, sets the stage for the project signage, which is expressed in the form of landscaping. In conclusion we believe that allowing the applicant to provide greater than 40% sod results in a superior project consistent with the vision of the City of Palm Beach Gardens. of 4�• gardens aU� ��N999 pEPARTMEtn LINDAHL, BROWNING, FERRARI & HELLSTROM, INC. CONSULTING ENGINEERS. SURVEYORS & MAPPERS MEMORANDUM �- �3 19 Cit-i Of P.B.G. TO: Angela Csinsi _ P 1 1999 F'i_ANNING FROM: Sean C. Donahuebc.✓-'� to!�IrfG DATE: October 29, 1999 SUBJECT: PGA National Office Center LBFH File No. 994074 PBG File No. SP -99 -10 We have reviewed the 8.5 "x11" revisions to the Site Plan and Elevations sheet by Alan Strassler Architects, Inc., and the revisions to the Landscape Plans by Cotleur & Hearing received October 27, 1999. We offer the following comments: 1. Previously Satisfied. 2. Previously Satisfied. 3. Previously Satisfied. 4. Conditionally Satisfied. A waiver to allow two loading spaces instead of three has been submitted to the City by the applicant for approval. 5. Previously Satisfied. 6. Previously Satisfied. 7. Previously Satisfied. 8. Previously Satisfied. 9. Previously Satisfied. 10. Satisfied. A light pole was added to the eastern end of the landscape island located to the west of the circular island on the landscape plan. 11. Previously Satisfied. 12. Previously Satisfied. 3550 S.W. CORPORATE PARKWAY • PALM CITY, FLORIDA 34990 • (561) 286 -3883 • FAX: (561) 286 -3925 http: / /www,lbfh.com • e -mail: info®Ibfh.com PALM CITY WEST PALM BEACH FORT PIERCE OKEECHOBEE PGA National Office Center Page 2 13. Previously Satisfied. 14. Previously Satisfied. 15. Previously Satisfied. 16. Satisfied. The applicant has shown how the open space /landscape area will be drained (near the existing flagpoles): 17. Previously Satisfied. 18. Satisfied. Per telephone conversations, the Seacoast Utility Authority will issue the letter of authorization prior to the Certificate of Occupancy. 19. Previously Satisfied. 20. Previously Satisfied. 21. Previously Satisfied. We have no further engineering concerns. SCD /sl cc: Jack Hanson Roxanne Manning Bahareh Keshavarz P:\PROJEC-rS\PBGMEMO\4074\4074i.doe cotleur& 1 �earhg tond Pkuvws Emluonmental Consullanb October 14, 1999 Mr. Andrew Dietz Ecclestone Organi7.ation Suite 1100 155 Palm Beach Lakes Boulevard West Palm Beach, FL 33401 Re: PGA Property Owners Association Architectural Review 4 N City Petition 999 -10 PGA Headquarters C"Y of PB CH Project 999 -0205 Gardens >• OCT 18 1999 Dear Andrew: MANAGEMENT DEPARTMENT Pursuant to your request I have provided draft responses to the lands ated comments as stated in the POA's September 23, 1999 letter in connection referenced project Please find below our response to each of the landscape ar itectura items. Architectural and Site Plan: 5b) Additional landscape screening around the dumpster area has been provided. Landscape Plans: 1) As requested, the landscape development plans have been revised to provide a continuous bean along the west and southwest property boundary. The berm has been designed at a 3:1 slope to achieve the maximum sustainable height The contour elevations as referenced to NGVD has been provided on the landscape plant. The landscaping plan has been coordinated with the project engineers to ensure that the appropriate drainage can be accommodated'. 2) As requested, the landscape plans have been revised to provide additional canopy trees, subcanopy trees and upperstory palms trees to buffer the residents to the west and southwest Additionally, the understory plantings have been modified to Maplewood.: Piok;i�o!+olCeafer 1934 Co`mnicc�,:lo�+c - 5vily i Jop ,W, F orido 33458 Uc.A' MC000230 561.7A7.6336 FAX 561.7A7 1377 Mr. Andrew Dietz PGA National Headquarters October 14, 1999 Page 2 ensure that the appropriate density is installed at the initial planting to substantially screen out the first floor elevation of the building within one growing season. 3) As requested, the gaps in the planting area and berm have been modified to provide a continuous berm and planting area along the west and southwestern perimeter of the property. The density of the landscaping will meet and exceed the density of plantings at the existing PGA of America temporary parking lot. 4) Andrew Dietz to respond. S) As requested, a cross section of the northeast corner of the parking lot along the Avenue of the Masters has been provided. The cross section clearly depicts that no cars within the parking lot will be visible from the Avenue of the Champions an PGA Boulevard. 6) The applicant appreciates the Property Owners Association support in opposing the sidewalk along the Avenue of the Champions extending to PGA Boulevard. Due to the emphasis currently being placed on completing the pedestrian conductivity and the cornments of the Planning and Zoning Board, the applicant has agreed to provide additional sidewalks throughout the project and extending to PGA Boulevard along the Avenue of the Masters. 7) As requested, additional shade trees have b--en provided within the parking area at the southeast comer of the site. 8) As requested, the height of the Cocoplutn hedgc serving as a backdrop to the existing PGA landscape sign and flags has been increased'to a minimum of 36 inches at the time of planting. 9) The building footprint for the proposed building has been modified to be consistent with the site, architectural and engineering plans. in ly s, Atz 10 XY onalds caring °� DH�t Q� City of P.B. Gardens OCT 18 1999 1` GRUYdiH MANAGEMENT DEPARTMENT PGA PROPERTY OWNERS ASSOCIATION, INC. Shoppes On The Green 7100 Fairway Drive, Suite 29 Palm Beach Gardens, Florida 33418 TELEPHONE (561) 627 -2800 November 18, 1999 Mr. Andrew Deitz Ecclestone Corporation Via Fax: 686 -5553 Re: PGA of America Landscape Plan As a follow up to our telephone conversations and your letter of October 1, 1999, the POA Architectural Committee reviewed the proposed landscape plan. With regard to your October 1St letter: 1. The ARC feels that "Majorca Melon" is too intense and does not confirm with other buildings in Commerce Park. 2. Show how area at berm will drain. Your letter says the plan will be coordinated with project engineers to ensure appropriate drainage can be accommodated; please provide details. FACSIMILE (561) 622 -6324 3. To screen the first floor of the building in one year, the berm must be at least at a 22' ^V A elevation (5' berm). There are still gaps along the berm. 4. Two inspections will be required: one upon completion of berm installation and one upon completion of planting. We enlarged the plan from 30 scale to 20 and 10 scale and by using a combination of color marker so we could read the plan. The following are needed for future reviews and inspections: a separate grading plan, a separate shrub planting plan and a separate tree planting plan are need for the berm only. The following items, as noted by the ARC, must be addressed before any landscape approval can be considered: SE Corner - Can't determine shrub planting of Philodendron, Viburnum & Cocoplum. Area between berms needs additional buffer plants taller than 24" such as Fan Palms and Wax Myrtle. Explain the relocated items in detail (ie. where are they, will they be preserved in a nursery during construction, what are their sizes, etc.) The Sabals are not on the plant list. SW Corner - The plants (not labeled) appear to extend into the lake -? Explain. The berm should be a minimum of 22" height -? Do you extend into lake? Label the following: top of bank, edge of water & the elevation. SW Area - Suggest reducing the patio 20' to increase height of berm. All of the shrubs on the berm are Viburnum... suggest additional varieties of plants on the berm (also I can't determine quantity). There appears to be a 20' open view through the buffer planting due east of the patio — there should be no gaps. Also an opening NW of the new parking lot of about (30' open). Plant List - Need height, spread & caliper for: Chinese Fan Palms All Crape Myrtles Coconuts & Live Oak (caliper only) Increase spacing on Croton to 2'o.c. (change plan) Increase spacing on Ilex to 18 "o.c. (change plan) If you have any questions, please feel free to call me. Thank you for your cooperation. Sincerely LJ hn Metten, Director Architectural Review and Compliance JM:ls Cc: E. Dicker — Thurston Siro DeGasperis City of Palm Beach Gardens PGA PROPERTY OWNERS ASSOCIATION, INC. Shoppes On The Green 7100 Fairway Drive, Suite 29 Palm Beach Gardens, Florida 33418 TELEPHONE (561)627.2800 October 26, 1999 Roxanne Manning, Growth Management Director City Of Palm Beach Gardens 10500 N. Military Trail Palm Beach Gardens, FL 33410 Re: City #99 -10 PGA of American Headquarters Dear Ms. Manning: In my absence for tonight's Planning and Zoning Meeting, I offer the following comments regarding the above referenced development application. FACSIMILE (561) 622 -6324 The PGA National Architectural Review Committee has met with the agent, Mr. Andrew Dietz, regarding the proposed site for PGA of America. While we are still 'reviewing their plans, it appears that they are attempting to meet our stated requirements. With emphasis on the Landscaping plan, it is our concern that these plans address to the highest extent engineeringly possible, the berm which will buffer the residents to the West and Southwest from the property line. This berm and related plantings should be constructed to the absolute maximum designable height. I've enclosed a copy of our letter dated September 23, 1999, to Mr. Andrew Dietz for your review. Please also review item #6 of that letter which references our desire not to have a sidewalk on the West side of Avenue of the Champions. A sidewalk would seriously disturb already existing landscaping. I Woul& appreciate-your sharing this letter with-members-bf°the- Planning and Zoning Commission. Respectfully, Siro DeGasperis, President PGA Property Owners Association, Inc. Board of Governors SDG:las Enclosure Thurston Homeowners Association, Inc.. 300 Avenue of the Champions Palm Beach Gardens, Fl. 33418 (561)625 -8588 October 24, 1999 Palm Beach Gardens Planning & Zoning Commission Re: P.G.A. of American/P.G.A. National Office Center' Dear Commission Members: We have reviewed the revised proposed Landscaping Plan in connection with the P.G.A. National Office Center. Although we appreciate your concern for our residents, we feel that due to the impact of this project on our community, the proposed plan does not go far enough. We request that the height of the berm be increased and that more extensive landscaping be required in order to screen the view of the upper half of the proposed building. Thank you for your consideration. Very truly yours, Joseph Carbone,President Board of Directors TELEPHONE (561) 627 -2800 PGA PROPERTY OWNERS ASSOCIATION, INC. Shoppes On The Green 7100 Fairway Drive, Suite 29 Palm Beach Gardens, Florida 33418 FACSIAI (561) 622. September 23, 1999 Mr. Andrew Dietz 1555 Palm Beach Lakes Blvd #1100 West Palm Beach, FL 33401 RE: PGA'POA ARCHITECTURAL REVIEW CITY #99 -10 PGA HEADQUARTERS Dear Mr. Dietz: The Architectural Review Committee of PGA Property Owners Association reviewed the above referenced Architectural plans on September 13, 1999 and have given conditional approval of the ARCHITECTURAL AND SITE'PLAN submittal, provided that the following items are addressed: v j 1. Provide sample of "Majorca Yellow and Off White" colors specified for building I exterior_ It should be understood that colors are not approved until the ARC has reviewed the color chips. 2. Application to City indicates a 4'6" parapet and the drawing shows 6' parapet wall. The POA ARC has requested that the parapet be Six Feet (69 or as necessary to screen all equipment from roads, golf courses and surrounding residences, primarily those to the west of the building. Upon construction of the building, if any roof top equipment is visible from these areas, the developer will be required to increase the parapet height to screen all equipment. 3. Please explain where personnel from the existing PGA National building will park during construction and how the view of the temporary parking areas will be screened from other residences and roads. 4. Easement to PGA POA for PGA Logo on berm and :flagpoles to be prepared, granted and shown on Civil plans. 5. Dumpster Enclosure must be eight feet (8') tall and no chain link with slats is permitted. Chain Link fencing may be used, but must be camouflaged (with cedar or other planks). Landscaping to buffer dumpster is required. The ARC then met on September 23, 1999 to review the LANDSCAPE PLANS and have provided Conditional Performance Based Approval subject'to the following: 1. Revise plans to show berm along western and southwestern boundary at maximum designable and maintainable height. 2. Plants on top of berm must include substantial number of "canopy" trees, in addition to specified palms, to adequately screen the upper portions of the building from residences to the west and southwest. Understory plantings shall be planted with enough density that within six (6) months of planting, building will be screened from view. 3. All "gaps" in planting along western perimeter must be filled in so that there are no voids or gaps in the landscaping along the berm. Final design of the western perimeter must reflect the style and density at PGA of America's 'temporary parking lot' (ie: where no cars can be seen behind'the landscaping). 4. PGA POA ARC must be contacted for approval upon completion of installation of the berm before commencement of any planting. Before refund of Landscape Deposit, POA ARC has the right for final inspection and approval of landscaping to ensure that the building is adequately screened from view along the western and southwestern perimeters, both upper and lower portions of the building. POA ARC shall have the right to require additional; plantings along the west and southwest parts of the site, after all designed landscaping is installed, in order to provide thorough overall screening of the building and parking. 5. For the retaining wall at the northeast comer, provide one cross section at the narrowest point to insure. that no cars in parking lot are visible from Avenue of the Champions and PGA Blvd —6. POA ARC is opposed to sidewalks along Avenue of the Champions, both north and south of the entry to PGA Headquarters. 7. Add one additional tree per island (for a total of six trees in each separating island) to each of the three longitudinal parking islands at the parking lot in the southeast comer of the site. 8. Increase height of corn plums to a minimum height,of thirty six inches (36 ") to screen the view of cars in the parking lots. 9. Redraw correct building footprint size on landscape plan. Presently, footprint appears to be eight feet (8') too small along some walls. It is understood that the above approvals are conditional and subject to PGA ARC's approval of the berm installation, adequate planting along the western and southwestern boundaries to obscure the building, as well as landscaping, to hide cars in the northeast comer of the parking lot with the grade for the retaining wall in this area to be even with the top of the wall. Note: No signs have been reviewed or approved as part of this project. Any signage planned must be submitted to PGA ARC for approval of both location and style. Si re , J hn Metten, Director of Architectural Review and Compliance PGA Property Owners Association, Inc. JM/dl Cc: E. Uwyd Ecclestone Don Hearing, Cotleur & Hearing Angela Csini, City Planner Mark Hendrickson, City Forester David Porter, PGA POA AIA Consultant Buzz Jaskela, PGA POA Architectural Consultant FILE: PGAHdgtApprvl PGA Muk -ERTY OWNERS ASSOCIM tuN, INC. Shoppes On The Gran - 7100 Fairway Drive, Suite 29 Palm Beach Gardens, Florida 33418 TaEPHONB (561) 627 -M November 6, 1998 Mr. Ronald Schwab ; 225 Southern Blvd., Suite 102 West Palm Beach, FL 33405 Re: Architectural Review — PGA Office Center Dear Mr. Schwab: FACSMMX (561) 621.6324 The PGA Architectural Review Committee, at its meeting of November 5, 1998, reviewed the referenced request. It is the decision of the Committee to conceptually approve the request with the following conditions: 1. The existing landscaping that buffers the parking lots from Avenue of the Champion must remain. 2. In the area where existing landscaping is to be remove to make PGA of America building more visible, continue the berm and add a low hedge in order to screen the parking lot, (see marked up drawings returned to you). 3. Need clarification of proposed parking area in the north east, corner of the existing PGA of America building. Committee recommends cutft into existing grade and instAlhng a retaining wall (see drawings returned to you). 4. Committee will require a wall of vegetation on the western perimeter of the property to screen the building and parking from Thurston homes. 5. Developer will need to provide an easement to the PGA POA where PGA logo and flagpoles are located so they remain intact- Sincerely, Hat Beard Director of Architectural Review & Compliance ALAN STRASSLER ARCHITECTS, INC. LICENSE NUMBER AA0002432 8895 NORTH MILITARY TRAIL, SUITE 201 -D PALM BEACH GARDENS, FLORIDA 33410 561 - 627 -0336 FAX #561 - 624 -0720 CONSTRUCTION SEQUENCE SP -99 -10 -PGA HEADQUARTERS October 26, 1999 Construct majority of berm and install landscaping along western and southwestern perimeter of the site. 2. Locate construction trailers in existing temporary gravel surface parking area. Approximately 12 employee spaces will be displaced and relocated to locations noted in paragraphs 3 and 4 below. Contractor parking will be confined to this area and to area adjacent to new building construction site noted in paragraph 5 below. On busiest days this area is never more than half full. 3. Construct 10 temporary employee spaces at northeast comer of site. Retaining wall will be required. 4. Construct 35 temporary employee spaces around existing Sales Center Building. Including existing 42 spaces currently serving Sales Center, 77 spaces will be located in this area. 5. Build new 60,000 square foot building. 6. Relocate tenants from Sales Center to new building and demolish Sales Center. 7. Build new parking areas to the east, north and northwest of the new building in several phases maintaining a minimum of 77 spaces in operation at aUtimes. 189 spaces will result. At this stage, new building is occupied only by tenants ,of the former Sales Center. 8. Relocate all employee parking from existing spaces to 189 new spaces. 9. Construct remainder of 347 proposed spaces. 10. Occupy new building. 9041026.N01 SEP - &8 -1999 08;56 LBF &H - STUART To: 561 286 3925 P.06/10 -1 `7 `t- 40--14- M7"P Group, Inc. 72798 Forest Hill boulevard, Suite 303 Wcat Palm Basch, R. 3$414 Phone: (501) ;VS -0878 TeJefa (551) 70"230 u � yff ER r MEMORANDUM '' c.7p Sean Donahue Lindahl, Browning, Ferrari & Hellstrom, Inc. From: Maria T. Palombo, P.E. Date: September 3, 1999 Subj6 ;t: PGA Headquarters Office Building LBEH 'PALM. CITY Pinder Troutman Consulting, Inc, has prepared a letter dated July 19, 1999 in response to comments raised by the City of Palm Beach Gardens when reviewing the project mentioned above for site plan approval. PGA I leadquarters Office Building is proposing to add approximately 60,0.00 square -feet of onset space for a t,,tal area of 104,000 square feet. The development is located on the west side of Avenue of the Chang ,iows within the PGA National Resort Community. The fo lowing information is provided in the letter: a) Location map showing roadways and their existing level ofservice within Close proudmity to the site. • All roadways operate within the adopted level of service. b) Peak hour traffic volumes for Avenue of the Champions (the link ngrth pf_FairWy Drive_ ) at buildout of the proposed expansion. • The roadway )ink included in the. study operates within the adopted level of service. However, Avenue of the Champions gouth of Fairwav Drive has not been analyzed and will also rxperienoe traffic incrrasc due to the proposed expansion. it may be useful to get information from the applicant about existing traffic volumes on tW9 link of Avo nue of die Champions. Please give us a call at (561) 795-0678 should you have any questions or need additional information about this pr )jcct. Notc: We did not coordinate the revirw of this study with Palm Beach County since the study was responding to Wmmtmts raised by the City for Site Plan Approval_ Al Fedenco (Palm Beach County Senior Traffic Engineer) indicated this increase in office space was part of a simultaneous increase and decrease for PGA National which he had already reviewed. Copy: Jim Norquest (PBG) c:�tt[r t�ri�;v��+�•�.+�...r cue �. oQa Memo to File From: Mark Hendrickson, City Forester Subject: SP- 99 -10, PGA Headquarters Office Building Date: October 21, 1999 I have reviewed the revised plans submitted October 13, 1999, based on the comments from the pervious SP &ARC meeting, and have the following comments for the October 26 1999 SP &ARC meeting: • All of the SP &ARC landscape issues have addressed. It is my opinion that the new building will substantially be screened from the western residential community, but will not be 100% screen at planting. Based on the September 23, 1999 PGA POA letter from Mr. John Metten, I recommend the following condition of approval: 1. The City shall require of the petitioner additional plantings, if necessary, along the western and southwestern perimeters, with the cooperation of the PGA POA ARC, in order to provide thorough overall screening of the building and parking from the residential homes. 2. Prior to construction of the vertical building structure, the berm and buffer landscaping associated with the western and southwestern perimeters shall be installed. 3. The sidewalk along west side of the Avenue of the Champions shall be extended to PGA Boulevard acceptable to the City. The wide, coated bands of the rib pattern with the overall contour shape make sitting pleasant. This fashionable design is sure to satisfy those looking for both comfort and We in the same ten dh. Add to that to vutuaily maintenance--free use of ft cast aluminum frames (legs are both portable and surface mountable. Sthorvcasing our new cast afumt w frames is eaa Nng. These castings provide not only an eftne level of corrosion resistance but also the strength to endure VV type of use. All sizes are available with or without backs and with add-on lengths. The colors on page 158 enhance the appearance of ihls belch. .Model Description Wgt, Price E 84520 4' Bench 140 Ila $480.00 6MO 4' A,dd -On Bench 120 t& 360.00 . 014522 4' Bench w/o bade 117 lbs. ' 435.00 M4523 4' Add-On Bench w/o bade' 102 Ibs. 328.00 When connnecing add-on tenches you cannot use tenches with track and connect to tenches without backs. k"In jw: NI'm Ow.", City of P.B. Gardens aue G2Ksgs OKp�TklEtti Model Description Wgt, Price 014525 6' Bench 186 lbs. X89.00 U 526 6' Add-On Bench 166 lbs. 469.00 -);-9 7 6' Beach w/o back 157 I m 535.00 ER4528 6' Add-On Bench w/o bade' 142 ft 427.00 When connecting add-on benches you cannot use benches with back and conned to benches without.bacla r -itwr r -15w -f- llddaa r -aur r•t9ur r•u f (` r -nIts- - �` 111111 far& fwa -us rii i tit a a I - is t2' IL L U Ur sr (R'TfR} CD m 0 z � 4 m s o m m tt M r s 0 z/r� co yArrq. Ni 'v � r n 2 „A 016-51. t& I p 5�1$ I ;jI !I I -\ lo \ It 4 „A fl cn U l n co s� m JIL a Z _ - j� /10 fa II ch v) d N Q co Z o0 9 n N VIA Zo I7 8. e 0 0 M. 03 co �. ZZ Q Q❑ ¢a Z 0� w M fa (1) U) n �17L Z ae: 'C 4 -41 41 .:No; CITY OF PALM BEACH GARDENS CITY COUNCIL Agenda Cover Memorandum Meeting Date: December 2, 1999 Date Prepared: November 19, 1999 Approving the PGA Commons Plat No. 1 Subject /Agenda Item Consider a motion to approve Resolution 151, 1999 Recommendation/Motion: Reviewed by: Originating Dept.: Costs: N/A Council Action: City Attorney Administration Total [ ] Approved Finance $ [ ] Approved w/ ACM z-- Current FY conditions [ ] Denied Advertised: Human Res. Funding Source: [ ] Continued to: Attachments: Other Date: [ ] Operating Resolution 151, 1999 [ ] Other Paper: [ X ] Not Required Affected parties [ ] Notified Budget Acct. #:: N/A [ ] None Submitted by: �/'� t%�C'0.16 �y AZt"m Asst to 44 Approved by: City Manager [ X ] Not required BACKGROUND: The City Engineer had reviewed and signed off on the PGA Commons Plat No. 1. The proposed plat meets all of the technical requirements of the City's Land Development Regulations and Chapter 177, F.S., and is consistent with the City's Comprehensive Plan. Staff recommends that the Council approve the PGA Commons Plat No. 1 and authorize the Mayor and City Clerk to execute the Mylar. November 19, 1999 RESOLUTION 151, 1999 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM BEACH GARDENS, FLORIDA, APPROVING THE PGA COMMONS PLAT NO. 1. WHEREAS, the City Engineer has reviewed the PGA Commons Plat No. 1; and WHEREAS, the City Engineer has determined that the proposed plat meets all of the technical requirements of the City's Land Development Regulations and Chapter 177, F.S. and recommends the approval of the plat; and WHEREAS, the Plat is consistent with the City's Comprehensive Plan and LDRs. NOW, THEREFORE, BE IT RESOLVED BY THE CITY CO: UNCIL OF THE CITY OF PALM BEACH GARDENS, FLORIDA: Section 1. The Mayor and City Clerk are hereby directed and authorized to execute the Mylar of the PGA Commons Plat No. 1, consisting of two (2) sheets dated November, 1999, prepared by Lidberg Land Surveying, Inc. attached hereto as Exhibit "A". Section 2. This Resolution shall be effective upon adoption. INTRODUCED, PASSED AND ADOPTED THIS DAY OF DECEMBER 1999. ATTEST: LINDA V. KOSIER, CMC, CITY CLERK VOTE: MAYOR RUSSO VICE MAYOR FURTADO COUNCILMAN JABLIN COUNCILMAN CLARK COUNCILMAN SABATELLO JOSEPH RUSSO, MAYOR APPROVED AS TO LEGAL FORM AND SUFFICIENCY CITY ATTORNEY AYE NAY ABSENT NOU -23 -1999 16:36 LBFBH — STUART 561 286 3925 P.02i02 kbmf LINDAHL, BROWNING, FERRARI & HELLSTROM, INC. CONSULTING ENGINCERS. SURVEYORS 3 MAPPERS MEMORANDUM TO: Cindy Harvey FROM: Sean C. Donahue, P.E. GC-0 DATE: November 23, 1999 SUBJECT: PGA Cominons No. l LBFH File No. 984)005 On Monday, November 23, 1999 we delivered the plat for the referenced project. The plat was signed and approved liby Lennart E. Lindahl, P.E. and Pat Volpe of our Firm. This memorandum is written to document our review of the final plat. Based on our review, we recommend the approval of this plat. SCD/ cc: Roxanne Manning Bahareh Keshavarz Jack Hanson P:%PR0JECTWBGKF.MOt000510005zg I 355q S.W. CORPORATE PARKWAY • PAI.M CITY. FLORIDA 34990 • (561) 286 -3883 • FAX: (561) Z86 -3925 http: / /www.lbfll.C'A)nl • e-mail: info @Ibfh,COn+ PAI M CITY WEST PALM EIEACI I KIRI PIERCE UKtf(,H0AEE TOTAL P.02 CITY OF PALM BEACH GARDENS CITY COUNCIL Agenda Cover Memorandum Meeting Date: December 2, 1999 Date Prepared: November 15, 1999 SUBJECT /AGENDA ITEM: Second Reading of Ordinance 45, 1999 (Petition MISC- 99 -30), a request for an amendment to the elevations of the models and the identification sign approved for the Lone Pine development through the adoption of Ordinance 12, 1998 (see attachment). (32- 41S-43E) RECOMMENDATION /MOTION: Staff recommends approval of Ordinance 45, 1999 with one condition. Reviewed by: Originating Dept.: Costs: $ 0 Council Action: City Attorney CIO Growth Management Total [ ]Approved Finance N/A $ 0 [ ] Approved ./conditions Current FY ACM `� [ ]Denied ` Human Res. N/A Funding Source: ( J Continued to: Advertised: Attachments: Other N/A Date: November 17, [ ] Operating 1999 [ ] Other N/A Ordinance 12, 1998 Paper: Palm Beach Post Approved Elevations Proposed Elevations Submitted by: p [ ]Not Required Department Director d parties Budget Acct. #: Approved Sign Elevations 4/ 9 1K !Approved [ x ] Notified Proposed Sign Elevations [ ] None by: City Manager [ ] Not required BACKGROUND: Robert Bentz, agent for M/I Homes Inc. is requesting an amendment to the approved elevations and the entry sign for the Lone Pine project. The project was originally approved on January 7, 1999 by Ordinance 12, 1998. The approval was for a rezoning from PDA, Planned Development Area to PUD, Planned Unit Development for the 1 Mayor and City Council Petition Misc -99 -30 Date: November 15, 1999 Page 2 construction of 43 single - family homes on 14.47 -acres of land located at the northeast corner of Lone Pine Road and Easterly Avenue. The site is bounded to the north by vacant land zoned PDA, Planned Development Area with a land use designation of RL, Residential Low. To the south is D.D. Eisenhower School located in unincorporated Palm Beach County. To the east is vacant land located in the unincorporated Palm Beach County, and to the west is a residential subdivision called Cabana Colony, also located in unincorporated Palm Beach County. REVIEW PROCESS: This request has been classified as a Miscellaneous petition since the development review processes outlined in Section 118 are not applicable. The changes are greater than can be approved administratively and less than what would be considered as a major amendment to the Planned Unit Development. The City Council has the authority to approve the request, approve with conditions, or deny the request. PROJECT DETAILS: The original proposal was for 43 one and two story, four (4) bedroom homes with two typical models ranging from 3,005 square feet to 4,065 square feet. With this petition, the applicant is requesting the approval of eight one and two story, three (3), four (4), five (5) bedroom models ranging from 2,534 square feet to 4,588 square feet (see table). The elevations and colors are very similar to the "Bent Tree" project, also developed by M/I Homes. There are twelve (12) color combinations proposed With this petition. The colors are pastels consisting of gray, beige, peach, yellow, and white (see table). In addition, the petitioner is proposing to amend the project identification sign. The message of the sign is proposed to be amended from "Lone Pine" to "Prosperity Pines ". The overall elevations and location are similar to the approved sign. In addition, the applicant is requesting that they be found in compliance with condition # 4 of Ordinance 12, 1998. Condition # 4 states: "Prior to construction plan approval, the applicant shall secure an approved permit from Palm Beach County Traffic Division for the signalization and signage of the proposed school crossing at Lone Pine Road." 2 Mayor and City Council Petition Misc -99 -30 Date: November 15, 1999 Page 3 It turns out that there is an existing manned school crossing at Lone Pine Road and Easterly Avenue, less than 300 feet west of the school crossingi proposed for this project. Both the Sheriff's Office and the School Board are satisfied that the existing crosswalk is sufficient. Therefore, staff does not object to this request. The petitioner is not proposing any changes to the lots, buffers, 'streets, amenities, or any other aspects of the project. Elevations 2 typical 1&2 story Models 8 specific1 &2 story models Unit Size 3,005 s.f. — 4,065 s.f. 2,534 s.f. — 4,588 s.f. Number of Bedrooms 3 and 4 bedroom units 3,4, and 5 bedroom units Colors Gray, Peach, Yellow, Cream Gray, Ivory, Cream, Khaki CITY COUNCIL FIRST READING: On November 4, 1999, City Council reviewed this project and passed it on first reading. The Council requested that staff examine the approved landscape plan to be sure that it works with the new elevations. They also requested that ,the petitioner make a full presentation of the project at second reading. STAFF COMMENTS: Staff has no objections to the proposed amendments. Also, per Council's direction, City Forester Mark Hendrickson has examined the landscape plans and the elevations and has indicated that the approved landscape plan works with the new elevations. STAFF RECOMMENDATION: Staff recommends approval of Ordinance 45, 1999 with the following condition: All of the conditions of approval for Ordinance 12,1998 shall be applicable to Ordinance 45,1999_ LOCATION MAP 1 C C Ir Zl --G r� rn� wr-, j f� t3� O rn ' 3 -a <1 m z � • K rn O 0 P 3 M 2 V 1 v z Ch T :u 1 u i• "t7 �d v z Ch T :u 1 u i• Rill : 1 I.� m i l ir,- � m � m v 'p D Z m . m n m 0 v n D .D m -n O u c � CFO,-) =O o-n C/) h mn n . 0n = �v ' c n � o n I.� m i l ir,- � m � m v 'p D Z m . m n m 0 v n D .D m -n O u c � CFO,-) =O o-n C/) h mn n . 0n = �v ORDINANCE 45, 1999 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF PALM BEACH GARDENS, FLORIDA, PROVIDING FOR AN AMENDMENT TO ORDINANCE 12, 1998 APPROVING A PUD TO AMEND THE ELEVATIONS AND SIGNAGE FOR THE LONE PINE PROJECT LOCATED AT THE NORTHEAST CORNER OF LONE PINE ROAD AND EASTERLY AVENUE, '/Z MILE WEST OF PROSPERITY FARMS ROAD; PROVIDING FOR A CONDITION OF APPROVAL; AND, PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, Ordinance 12, 1998 approved the original request for Planned Unit Development consisting of 14.47 acres; and WHEREAS, the City of Palm Beach Gardens received a petition from M/I Homes Inc. for an amendment to the approved elevations and entry sign for the Lone Pine project containing 14.47 acres, located at the northeast corner of Lone Pine Road and Easterly Avenue; WHEREAS, the 14.47 acres of land involved is presently zoned as Planned Unit Development (PUD) with a land use designation of Residential Low (RL); WHEREAS, the Growth Management Department has reviewed said petition and determined that it is sufficient; and WHEREAS, the amendment is consistent with the City's Comprehensive Plan and Land Development Regulations. NOW, THEREFORE, BE IT ORDAINED, BY THE CITY COUNCIL OF THE CITY OF PALM BEACH GARDENS, FLORIDA: SECTION 1. The City Council of the City of Palm Beach Gardens, Florida hereby approves an amendment to Ordinance 12, 1998 approving a PUD to amend the elevations and signage for the Lone Pine project located at the northeast corner of Lone Pine Road and Easterly Avenue, `/z mile west of Prosperity Farms Road. SECTION 2. Said Planned Unit Development is approved subject to the following condition which shall be the responsibility of the applicant, its successors and /or assigns: All of the conditions of approval for Ordinance 12, 1998 shall be applicable to Ordinance 45, 1999. SECTION 3. The City Council hereby finds that the existing school crossing at the intersection of Easterly Avenue and Lone Pine Road satisfies condition # 4 of Ordinance 12, 1998. SECTION 4. Construction of the Planned Unit Development shall be in compliance with the following plans on file with the City's Growth Management Department: 1. June 30, 1997 Model Bordeaux by M/I Homes, Sheet I AR of 5, 1 Brof 5, 1 CR of 52R of 5, 3R of 5. 2. June 27, 1996 Model Bordeaux by M/I Homes, Sheets IAL of 5, 1 B of 5, 1 C of 5, 2L of 5, 3L of 5. 3. October 10, 1996 Model Game room Bordeaux by M/I Homes, Sheets IAGL of 5, 1BGL of 5, 1CGL of 5, 2L of 5, 3L of 5. 4. February 10, 1997 Model Pinehurst by M/I Homes Sheets IAR of 5, 1 B of 5, 2R of 5, 3R of 5. 5. February 10, 1997 Model Pinehurst by M/I Homes Sheets 1AL of 5, 1 B of 5, 2L of 5, 3L of 5. 6. August 18, 1999 Model Pinehurst 11 by M/I Homes Sheets 1 of 4 (3 sheets), 2 of 4, 4 of 4. 7. December 15, 1997 Model San Marino by M/I Homes, Sheets I AR of 6. 8. November 15, 1996 Model San Marino by M/I Homes, IBR of 5. 9. November 30, 1994 Model San Marino by M/I Homes 1 CR of 6. 10. March 20, 1996 Model San Marino by M/I Homes, 3 R of 6. 11. December 30, 1996 Model San Marino by M/I Homes, 4 R of 6. 12. December 15, 1997 Model San Marino by M/I Homes, Sheet 1 AL of 6. 13. November 15, 1996, Model San Marino by M/I Homes, Sheet 1BL of 5. 14. December 15, 1997, Model San Marino by M/I Homes, Sheets 1 CL of 6, 3 L of 6. 15. November 30, 1994, Model San Marino by M/I Homes, Sheet 4 L of 6. 16. June 17, 1997, Model Madrid by M/I Homes, Sheet I AL of 4. 17. January 27, 1997, Model Madrid by M/I Homes, Sheets 1 BL of 4, 1 CL of 4. 18. December 23, 1998, Model Madrid by M/I Homes, Sheet 2L of 4. 19. June 17, 1997, Model Madrid by M/I Homes, Sheet !1 AR of 4. 20. January 27, 1997 Model Madrid by M/I Homes, Sheet 1 BR of 4, 1 CR of 4, 2R of 4. 21. January 15, 1997, Model Seaside by M/I Homes, Sheets 1 AL of 4, 1 BL of 4, 2L of 4. 22. January 15, 1997, Model Seaside by M/I Homes, Sheets IAR of 4, 1 B of 4, 2R of 4. 23. April 22, 1998, Model Stanford by M/I Homes, Sheets 1 AL of 5, 1 BL of 5, 1 CL of 5, 2L of 5, 3L of 5. 24. April 22, 1998, Model Stanford by M/I Homes, Sheets IAR of 5, 1 B of 5, 25. March 25, 1998, Model Stanford by M/I Homes, Sheet 1 CR of 5. 26. March 26, 1998, Model Stanford by M/I Homes, Sheet 2R of 5. 27. June 18, 1998 Model Stanford by M/I Homes, Sheet 3R of 5. 28. March 25, 1998, Model Stanford by M/I Homes, Sheet 1 CL of 5. 29. March 26, 1998, Model Stanford by M/I Homes, Sheet 2L of 5. 30. May 18, 1998, Model Stanford by M/I Homes, Sheet 3L of 5. 31. August 3, 1999, Signage Elevation by Land Design South, 1 Sheet. 32. New Homes Custom Color Selections by M/I Homes. SECTION 4. This Ordinance shall be effective upon adoption. PLACED ON FIRST READING THIS DAY OF PLACED ON SECOND READING THIS DAY OF PASSED AND ADOPTED THIS DAY OF MAYOR JOSEPH R. RUSSO VICE MAYOR LAUREN FURTADO ATTEST: LINDA V. KOSIER, CMC, CITY CLERK BY: VOTE: MAYOR RUSSO VICE MAYOR FURTADO COUNCILMAN SABATELLO COUNCILMAN JABLIN COUNCILMAN CLARK 51999. '1999. 1999. COUNCILMAN CARL SABATELLO COUNCILMAN ERIC JABLIN COUNCILMAN DAVID CLARK APPROVED AS TO LEGAL FORM AND SUFFICIENCY. CITY ATTORNEY AYE NAY ABSENT November 25, 1998 ORDINANCE 12, 1998 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF PALM BEACH GARDENS, FLORIDA, PROVIDING FOR REZONING OF 14.47 -ACRES OF LAND LOCATED AT THE NORTHEAST CORNER OF LONE PINE ROAD AND EASTERLY AVENUE, '/2 MILE WEST OF PROSPERITY FARMS ROAD TO A PLANNED UNIT DEVELOPMENT, IN ORDER TO CONSTRUCT 43 SINGLE FANM Y HOMES; PROVIDING FOR CONDITIONS OF APPROVAL; AND, PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City of Palm Beach Gardens received an application from Pulte Home Corporation for rezoning of 14.47 acres of land located at the northeast corner of Lone Pine Road and Easterly Avenue to a Planned Unit Development; WHEREAS, the 14.47 acres of land involved is presently zoned as Planned Development Area (PDA) with a land use designation of Residential Low (RL); WHEREAS, the Growth Management Department has reviewed said application and determined that it is sufficient; and WHEREAS, the rezoning is consistent with the City's Comprehensive Plan and Land Development Regulations. NOW, THEREFORE, BE IT ORDAINED, BY THE CITY COUNCIL OF THE CITY OF PALM BEACH GARDENS, FLORIDA: SECTION 1. The City Council of the City of Palm Beach Gardens, Florida hereby approves the rezoning of 14.47 acres located at the northeast corner of Lone Pine Road and Easterly Avenue, '/z mile west of Prosperity Farms Road from Planned Development Area to Planned Unit Development, in order to construct 43 single family homes, to be known as Lone Pine. SECTION 2. Said Planned Unit Development is approved subject to the following conditions which shall be the responsibility of the applicant, its successors and/or assigns: 1. Prior to construction plan approval, the applicant shall provide grading/swale details and water quantity /quality calculations to the satisfaction of the City Engineer. (City Engineer) 2. Prior to the issuance of the first Building Permit and at all times until final Certificate of Ordinance 12, 1998 Occupancy is issued, and I "x 17" sign provided by the School District shall be posted in a clear and visible location in all sales offices and models with the following: "School age children in this development may not be assigned to the public school closest to their residence. School District policies regarding overcrowding, racial balancing or other boundary policy decisions affect school boundaries. Please contact the Palm Beach County School District Boundary Office at (561)434 -8100 to verify the most current school assignment(s) for the house addresses in this development. "(School Board) 3. Identical models, elevations, and color packages shall not be, constructed next to or directly across the street from each other.(Planning &Zoning) 4. Prior to construction plan approval, the applicant shall secure an approved permit from Palm Beach County Traffic Division for the signalization and signage of the proposed school crossing at Lone Pine Road.(City Engineer) 5. Prior to construction plan approval, the applicant shall submit for review and approval a detail of the retaining wall and supporting calculations certified by a structural engineer.(City Engineer) 6. The applicant shall remove all exotic invasive vegetation within the canal easement north of their property line to the water's edge and east to west to�their project's terminus. The applicant shall be responsible for obtaining any Palm Beach County permits for said work. The removal work shall be completed prior to issuance of the Certificate of Occupancy for the first house adjacent to the northern property line.(City Forester) Prior to construction plan approval, the applicant shall provide a detail and elevation of the lift station showing the proposed landscaping buffer and ;fence enclosure. (City Engineer) 8. Prior to the construction plan approval, the applicant shall provide a copy of documentation properly recorded in the public record abandoning the existing 20 -foot drainage easement and dedicating the new /relocated 20 -foot drainage easement. Also, the applicant shall provide a letter of authorization from the appropriate entity allowing the applicant to pave and landscape within the 20 -foot drainage; easement. (City Engineer) 9. In the event the temporary sales trailer is in service for more than three years from the adoption of this Ordinance, the parking lot designated for the sales trailer, shall be paved in accordance with LDR Section 114 -206 of the City's Code. (City Engineer) 10. Prior to the construction plan approval, the applicant shall revise the lift station utility easement from 20' to 30' on the Drainage Plan to be consistent with the Site Plan Ordinance 12, 1998 2 i 11. Prior to construction plan approval, the applicant shall provide verification that the overhead utilities have been removed.(City Engineer) 12. Prior to construction plan approval, the applicant shall provide a copy of the recorded documentation of the access easement at the southwest corner of the property encompassing a portion of Easterly Avenue per the Site Plan.(City Engineer) 13. Prior to construction plan approval, the applicant will need to provide verification that the Adelphia cable TV box has been removed.(City Engineer) 14. Prior to the Issuance of the first Building Permit, the applicant shall convey to the County or the City an access easement over the 33 -foot open space strip on the western end of the project for the purpose of a pedestrian greenway connection from Eisenhower Elementary School to Frenchman's Forest natural area.(Planning & Zoning) 15. The total recreational impact fee for the project is $64,343.05, the sum of $34,792.22 is required to be payed prior to the issuance of the first Building, Permit, the remaining amount of $29,550.83 shall be payed in installments of $1,477.55 prior to the issuance of Building Permit for each unit starting the 23rd unit. SECTION 3. Construction of the Planned Unit Development shall be in compliance with the following plans on file with the City's Growth Management Department: 1. November 20, 1998 Site Plan by Land Design South, 1 Sheet. 2. November 20, 1998 Landscape Plan by Land Design South, Sheets 1 of 3 and 2 of 3.. 3. November 20, 1998 Landscape Details by Land Design South, Sheet 3 of 3. 4. November 20, 1998 Signage Elevation by Land Design South, 1 Sheet. 5. September 15, 1998 Photometric Lighting Plan by Lighting Dynamics, Sheet 4,5,6,7 of 7. 6. September 18, 1998 Irrigation Plan by Land Design South, 1 Sheet. 7. March 15, 1998 and December 10, 1997 Elevations by Troy Ammons Architect and Pulte Master Builder, Sheets A101, A201, A2022 A203, A3, A4, A7.1, A7.2, A7.3. 8. October 7, 1998 Lone Pine Exterior Colors samples. SECTION 4. This Ordinance shall be effective upon adoption. PLACED ON FIRST READING THIS DAY OF _ PLACED ON SECOND READING THIS '!DAY OF PASSED AND ADOPTED THIS DAY OF (�J Ordinance 12, 1998 1998. 1999. '1999 R JOSEPH W'kUSSO VICE MAYOR LAUREN FURTADO COUNCI6M ERI�IN COUNCILMAN DAVID CLARK ATTEST: APPROVED AS TO LEGAL FORM LINDA V. KOSIER, CMC, CITY CLE AND SUFFICIENCY. ✓, - r _ IICITY ATTORNEY VOTE: AYE MAYOR RUSSO VICE MAYOR FURTADO COUNCILMAN SABATELLO COUNCILMAN JABLIN -� COUNCILMAN CLARK Ordinance 12, 1998 NAY ABSENT 4 CITY OF PALM BEACH GARDENS CITY COUNCIL Agenda Cover Memorandum Meeting Date: December 2, 1999 Subject/Agenda Item: Resolution 144, 1999: Proposed Amendment to the Regional Center Development of Regional Impact (Conversion of Office /Research to Commercial Use) Recommendation /Motion: Staff recommends approval of Resolution 144, 1999. (The Planning & Zoning Commission recommends denial (4 -2 vote) unless /until a site plan can be reviewed concurrently which remedies concerns.) Reviewed b Originating Dept.: Costs: $ 0 Council Action: Total City Attorney ACM Planning Div. $ 0 [ ]Approved [ ] Approved ./conditions Current FY [ ] Denied Advertised: Funding Source: [ ] Continued to: Attachments: Date: [ ] Operating staff report [ 1 Other N/A location map revised DRI /PCD Master Plan (Exhibit H) table from Exhibit H Paper: [x ] Not Required Submitted by: Gro . irec or Affected parties [ x ] Notified: Budget Acct. #: [ ] None Approved by: surrounding property owners City Manager [ ] Not required I. BACKGROUND This was scheduled for the November 18 " meeting, but was postponed at the request of the petitioner. On November 18" the City Council determined that the proposal does not constitute a substantial deviation to the Development of Regional Impact. This agenda item is the consideration of the proposed amendment to the development order for the Regional Center DRI/PCD. The prior determination for the substantial deviation does not have any bearing on the decisions for this agenda item. This is primarily a local matter - the State and Region have no comments on the proposed amendment. II. REQUEST Hank Skokowski, agent for Mall Properties, Ltd, is requesting an amendment to the Regional Center Development of Regional Impact Development Order (and PCD) to convert approved office use to commercial use. The project is located north of PGA Boulevard, east of Alternate AIA, and west of Prosperity Farms Road. (5, 6- 42S -43E) III. PROPOSED CHANGE The petitioner has acquired vacant parcels as a result of the Foundation land sales and desires to construct/locate additional commercial uses within the project. Currently, the Gardens Mall has utilized the entire 1,390,000 s.f. of commercial use approved by the development order. The applicant is proposing to convert 164,800 s.f. of approved office /research use to 50,000 s.f. of commercial use, thereby increasing the total amount of regional commercial use within the project from 1,390,000 to 1,440,000 s.f. and reducing the total amount of office /research use from 400,000 to 235,200 s.f. Further, the master plan is being revised to depict the specific parcels which may be considered for commercial use. These parcels are generally located along the PGA Boulevard corridor. The applicant is also clarifying the master plan by denoting the, approved neighborhood commercial and cultural arts uses within the tabular data. IV. STAFF CONSIDERATIONS Staff is concerned that new commercial uses will change the character of the Regional Center. The City has made an effort over the years to keep the Regional Center from becoming similar to other malls in the area which are lined with outparcels containing restaurants and "big box" or discount retailers. While the provisions of the PGA Overlay will apply, (this amendment to the DRI makes the code applicable to the project,) staff is not confident that those provisions alone will maintain the integrity of the Regional Center project and keep it consistent with the City's vision for PGA Boulevard. One consideration to help alleviate this concern is a proposed condition for the Regional Center development order which will require that new commercial uses be located in a building of no less than 20,000 square feet. This would prevent a string of individual small retail uses but still provide for some small retail operations to be incorporated into an office or hotel building. V. RECOMMENDATIONS Staff recommends approval of the amendment with the addition of three new conditions to the development order: Commercial use(s) shall be located in buildings of not less than 20,000 square feet. All utility lines, adjacent and/or internal to this Planned Community District, shall be located or relocated underground. Maintenance of adjacent public roadway landscaping for PGA Boulevard, Alternate AIA, Prosperity Farms Road, and all internal roadways requiring landscape maintenance within the right -of -way shall be the responsibility of the Master Property Owners Association, until other provisions for maintenance are established by the City. The Planning & Zoning Commission recommended denial in a 4 -2 vote. The Commission indicated that their concerns may be able to be remedied through the site design process. Review of the site plan is the only means for them to determine this however. The Commission indicated that if the City Council withheld a final decision on the proposal until the site plan has been reviewed, that they may be in a position to reverse their recommendation. In an earlier meeting, the Planning & Zoning Commission admonished staff for raising a concern (regarding changing the character of the project by the introduction of new commercial parcels) and then not carrying that concern forward in its recommendation. The Commission expressed strong concern about the potential for commercial outparcels which would change the character of the PGA Corridor. The consensus of the Commission was that the proposal is not consistent with the City's Vision, nor the Comprehensive Plan's "main street" concept for PGA Boulevard. (Information is attached, identified as Exhibit B, which indicates the !size of popular commercial uses.) Z 0 0 EXHIBIT THE R;E GENERAt LOCATION A OATS FEB. HIGI lim- � �- . -- .., - ."'V IjEv THEOANKERSMOMPARY VLOR PA" tia -iO pper o u o O�d25 o N OD O a m a m ci .0 o N 0 $ r 69 N ,p W M O N N .- N O O M^ N M N N O O N N N W W U O1 ,°• `'• N m N ui o O V co N 0 .2 Q 8 °0 2 W Z a a (L e S x W V1 O K¢ A < m« 4 U O W 2 4 � 1 as o 1 n ' O ea J z a . O W mU K Oa Q 2:1 W N E p ? o g $ m LL " S LL N a z o F a o z O W (1) Z d u cY) KC 0 0 0 C F �aaaF1 9oa IH It K Ua O7 i m itO W K OU cc (0) W O „ 'O + � O O O (.,k 6 'sl d - tl I 0 OVOS SWOYd A1JH3dSOUd I I I y� �Qw Ow�m O oga ou. $ N� arc g1' Q da a W � W J LL f 9 Y w \ _ � 9 9 •19 xg9 lit, ; t WN z w G J �. QI Z� 0 w C� m w� CL at; � c _� .- ..:. •,.:ei.� . � ;;c.,ir..�;.a= .1�.1- ���,::i:;.. :rya - ._::��f;=..�si�;___:;C '. �= r w ^i 7 N 6 W �- Z n 0 o� = --� a :.w U. v v) w uwi 0 .-w . ;o �V Z , U) =y V (n CD cra o O U) (.fl O{._. w O tt! v)- to c J Z w a O Q� m n� o j Z _• p Q_, w �W-•� a o� w w w u- u.. . 0 .m w p CL oC O O M. N = 2 o ti� C �4 c c T rn Irl T T Z a� Nun- X d C) o C) C) o h o 0 C=) 0 0 .. o C) CL C=) b. C) C) p N o Q ;-It o t.n to v� (o N M -u� 1n M O N N co O w � ui 0 o� = --� a :.w U. v v) w uwi 0 .-w . ;o �V Z , U) =y V (n CD cra o O U) (.fl O{._. w O tt! v)- to c J Z w a O Q� m n� o j Z _• p Q_, w �W-•� a o� w w w u- u.. . 0 .m w p CL oC O O M. N = 2 o ti� C �4 c c T rn Irl T T Z a� Nun- X w O 0 N r • a • on EXHIBIT B Prospective Tenants for New Rochelle Center and Proposed Lawton - Huguenot Street Development Anchor Bradlees 125,000 Caidor = 125,000 JC Penney 125,000 • Kmart 118,000 Sears 150,000 Target 120,000 4luhiplex Blockbuster Loew's /Sony 65,000 Cineplex Odeon 50,000 Crown 40,000 National Amuse. 60,000 United Artists 60,000 i 1Drug CVS Revro yvaiaip-,e(1s uenovese Office Supply l Office Max Office Depot Staples Entertainment . Blockbuster 10,_91} Z3lscovery one ; 15,060 Tower Records 25,000 HMV Records 25,000 Sam Goody 50,000 Trans World 25,000 I Books _games & Noble Borders EnC;ore Fabric JoAnn's Fabric Bonanza Cloth World l 35,000, 25,000 15,000 15,000 10,000 1(1,000 Electronics 12,000 circuit City 5,000 12,Qo0 Ir - re;0e0 12.u00 incredible Univ. 160,000 10,000 Media Play 50,000 Homebase Tops Appliance 60,000 . I I 1 1 25,000 25,000 20,000 Home Furnishings y0,000 Bed Bath Beyond 60,000' t ±nens'N Things 25,000 . tier i. _ OT Im Lechters_ 40T000 Seivlc erch. 50,000 Homebase 5x;000 Children's To s- -� Noodle Kidoodle Kay Bee Toys Zany Brainy . ISports_ Ithi3dty Sports Unlimited Oshman's Modells 45,000 15,000 10,000 7,500 10,000 45,000 45,01M 40,000 20,000 Computer Cep USA 30,000 .Computer City '23;t36t7 Apparel Bob's y0,000 hitarshaiirs T.J Maxx .�i'T;�iJ' �3 They lmitdd : 1,000 Fashion Bug 15,000 Annie Sez 1,000 tyiandees it 1 n0W iO,OD. �apivap -i da. Ottt. navy 15,000 Sym's 50,000 Today's Man 30,000 Filene's Basement 35,000 Saks Clearance 40,000 Nordstrom Rack 40,000 Petrie 10,000 Shoes Parade of Shoes 10,000 Foot Locker 10,000 Nine West 7,500 Nike 29,000 Restaurants l l TGIF 1 10,000 Oilve Garden 1 10,000 Red Lobster 1 10,000 Bennigans 1 10,000 Legal Seafood 1 10,000 'Caul Pizza Kitchen 10,000 i,'•�� ` ' CENTER SERVICES. INC - 30GlcnnStreet . White Plainx.NewYork 10603 • (914)949 -5196 • Fax(914)949 -886! November 1, 1999 RESOLUTION 144, 1999 A RESOLUTION OF THE CITY OF PALM BEACH GARDENS, FLORIDA, PROVIDING FOR AMENDMENT OF RESOLUTION 96, 1999, THE CONSOLIDATED AND AMENDED DEVELOPMENT OF REGIONAL IMPACT AND PLANNED COMMUNITY DISTRICT DEVELOPMENT ORDER FOR THE REGIONAL CENTER; PROVIDING FOR AMENDMENT OF THE MASTER DEVELOPMENT PLAN TO CONVERT OFFICE/RESEARCH TO COMMERCIAL USE TO DEPICT THE PARCELS WHICH ARE ELIGIBLE FOR COMMERCIAL USE AND TO CLARIFY THE MASTER PLAN BY DENOTING THE APPROVED NEIGHBORHOOD COMMERCIAL AND CULTURAL ARTS USES WITHIN THE TABULAR DATA; PROVIDING FOR IMMEDIATE TRANSMITTAL OF THIS ORDINANCE TO THE FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS, TREASURE COAST REGIONAL PLANNING COUNCIL, PALM BEACH COUNTY, COMMUNITIES FINANCE COMPANY, A DELAWARE CORPORATION AND A WHOLLY OWNED SUBSIDIARY OF WATERMARK COMMUNTIES, INC., A DELAWARE CORPORATION AND MALL PROPERTIES, LTD.; PROVIDING FOR REPEAL OF ORDINANCES AND RESOLUTIONS IN CONFLICT; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, on August 5, 1999, the City Council adopted Resolution 96, 1999 thereby approving an amended and consolidated development order for the Regional Center Development of Regional Impact ( "DRI ") and Planned Community District ( "PCD "); and WHEREAS, the City Council has received an application from Mall Properties, Ltd. to adopt an amended Master Plan for the Regional Center; and WHEREAS, the City Council has reviewed and considered the Development Application, the Proposed DRI Development Order, the proposed Master Plan, the recommendation of the Planning and Zoning Commission, and such other information and testimony presented to it with regard to this Application; and WHEREAS, the City Council has held a public hearing on this matter and makes the following findings of fact and conclusions of law, based upon substantial, competent evidence: • that these proposed amendments to the PCD, Development Order and Master Plan are consistent with the Comprehensive Plan of the State of Florida; • that these proposed amendments and additions to the PCD, Development Order and Master Plan do not unreasonably interfere with achievement of the objectives of the adopted Land Development Plan of the State of Florida; • that these proposed amendments to the Development Order and the Master Plan do not, either individually or cumulatively, constitute "substantial deviations" from the terms of the Development Order, as provided in Section 380.06(19), Florida Statutes; and that therefore, this application does Resolution 144, 1999 Page 1 The Regional Center DRI /PCD Development Order not require further development of regional impact review; and that the amendment to the PCD, Development Order and the Master Plan are consistent with the Comprehensive Plan and the Land Development Regulations of the City of Palm Beach Gardens. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PALM BEACH GARDENS, FLORIDA, AS FOLLOWS: SECTION 1. AMENDED PCD and DRI DEVELOPMENT ORDER. A. Resolution 96, 1999 is hereby amended to reflect the conversion of 164,800 s.£ of approved office /research use to 50,000 s.f. of commercial use, thereby increasing the total amount of regional commercial use within the project from 1,390,000 to 1,440,000 s.f. and reducing the total amount of office /research use from 400,000 to 235,20:0 's.f. Further, the master plan is being revised to depict the specific parcels which may be considered for commercial use. These parcels are generally located along the PGA Boulevard corridor. The master plan is also amended by denoting the approved neighborhood commercial and cultural arts uses within the tabular data. B. Conditions #I and #30 of Exhibit 1 (Resolution 96, 1999) are :hereby amended as follows: 1. The Regional Center Application for Development Approval is incorporated herein by reference and relied upon by the Parties in discharging their statutory duties under, Chapter 380, Florida Statutes. Substantial compliance with the representations contained in the Application for Development Approval is a condition for approval unless waived or modified by agreement among the Parties, as defined in Subsection 380.07(2), Florida Statutes. For purposes of this condition, the Application for Development Approval (ADA) shall include the following items: ADA, consisting of Volumes I and Il and Appendixes A, B, and C, dated September 1983, revised and submitted October 14, 1983; Exhibit "H" as revised and dated Tune 290ctober 12, 1999 is incorporated hereto and made a part of this Development Order. Notwithstanding anything to the contrary in the Application for Development Approval ( "ADA ") including but not limited to, Exhibit H and the tabulations, notations, labels and designations thereon, nothing in the ADA shall be interpreted to constitute a constraint on the physical location(s) within the boundaries of the DRI of uses in any of the areas designated on Exhibit H for Retail /Office /Hotel (1), Office/Hotel /Community uses (2), or Researcl-dOffice /Service Community uses (3); provided the total square footages for uses in the Maximum Floor Space allocations on Exhibit H are not exceeded and; provided that such uses do not intrude into any areas designated on Exhibit H as open space and; further provided that no changes are made to the location(s) of the Major Road Systems as shown on Exhibit H. Commercial use(s) along the PGA Corridor shall be located within buildings of no less than 20,000 square feet in size. Resolution 144, 1999 Page 2 The Regional Center DRI /PCD Development Order 30. All major streets shown on the Master Plan (Exhibit "H" of the ADA) shall be public streets dedicated to the City of Palm Beach Gardens. Any private streets within individual Plamled Unit Developments shall be subject to approval by the City Council. Maintenance of adjacent public roadway landscaping for PGA Boulevard, Alternate AIA, Prosperity Farms Road, and all internal roadways requiring landscape maintenance within the right -of -way shall be the responsibility of the Master Property Owners Association, until other provisions for maintenance are established by the City. All utility lines, adjacent and /or internal to this project, shall be located or relocated underground. C. The revised Master Plan contained in the City's Planning & Zoning Division files is adopted as the official Master Plan for the Regional Center: October 12, 1999 Exhibit H - The Regional Center, Urban Design Studio, 1 Sheet. SECTION 2. TRANSMITTAL TO FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS, TREASURE COAST REGIONAL PLANNING COUNCIL, PALM BEACH COUNTY, COMMUNITIES FINANCE COMPANY, A DELEWARE CORPORATION AND A WHOLLY OWNED SUBSIDIARY OF WATERMARK COMMUNTIES, INC., A DELAWARE CORPORATION AND MALL PROPERTIES, LTD. Certified copies of this Development Order shall be transmitted immediately by certified mail to Florida Department of Community Affairs, the Treasure Coast Regional Planning Council, Palm Beach County, Communities Finance Company, a Delaware Corporation and a wholly owned subsidiary of Watermark Communities, Inc., a Delaware Corporation, and Mall Properties, Ltd. SECTION 3. REPEALER All Ordinances or Resolutions in conflict herewith are hereby repealed. SECTION 4. EFFECTIVE DATE. This Resolution shall become effective upon adoption. Resolution 144, 1999 Page 3 The Regional Center DRI /PCD Development Order PASSED AND ADOPTED THIS DAY OF ATTEST: LINDA V. KOSIER, CMC, CITY CLERK BY: VOTE: MAYOR RUSSO VICE MAYOR FURTADO COUNCILMEMBER JABLIN COUNCILMEMBER CLARK COUNCILMEMBER SABATELLO , 1999. MAYOR JOSEPH R. RUSSO APPROVED AS TO LEGAL FORM AND SUFFICIENCY. CITY ATTORNEY AYE NAY ABSENT Resolution 144, 1999 Page 4 The Regional Center DRI/PCD Development Order EXHIBIT 1. November 2, 1999 CONSOLIDATED DEVELOPMENT ORDER FOR THE REGIONAL CENTER DEVELOPMENT OF REGIONAL IMPACT AND PLANNED COMMUNITY DISTRICT The following shall constitute the Development Order for the Regional Center Development of Regional Impact and Planned Community 'District This Development Order consolidates and restates the terms of the following Resolutions of the City of Palm Beach Gardens, Florida. All terms and conditions of these resolutions and ordinances which remain effective on this date shall remain in full force and effect, and are incorporated into this consolidated and restated Development Order as provided below: Resolution 9, 1984 (February 16, 1984); Ordinance 5, 1984 (February 16, 1984); Resolution 23, 1984 (March 15, 1984); Ordinance 9, 1984 (March 15, 1984); Resolution 16, 1986 (May 15, 1986); Ordinance 10, 1986 (May 15, 1986); Resolution 96, 1994 (July 21, 1994); Resolution 36, 1999 (August 5, 1999); Resolution 144, 1999 (November 4, 1999) LEGAL DESCRIPTION OF THE PROPERTY. This Development Order shall apply to the real property described in Exhibit La.. CONDITIONS OF APPROVAL Application for Development Approval: The Regional Center Application for Development Approval is incorporated herein by reference and relied upon by the Parties in discharging their statutory duties under Chapter 380, Florida Statutes. Substantial compliance with the representations contained in the Application for Development Approval is a condition for approval unless waived or modified by agreement among Resolution 144, 1999 Page 5 The Regional Center DRI /PCD Development Order the Parties, as defined in Subsection 380.07(2), Florida Statutes.' For purposes of this condition, the Application for Development Approval (ADA) shall include the following items: ADA, consisting of Volumes I and II and Appendixes A, B, and C, dated September 198' ), revised and submitted October 14, 1983; Exhibit "H" as revised and dated October 12, 1999 is incorporated hereto and made a part of this Development Order. Notwithstanding anything to the contrary in the Application for Development Approval ( "ADA ") including but not limited to, Exhibit H and the tabulations, notations, labels and designations thereon, nothing in the ADA shall be interpreted to constitute a constraint on the physical location(s) within the boundaries of the DRI of uses in any of the areas designated on Exhibit H for Retail /Office /Hotel (1), Office /Hotel /Community uses (2), or Research/Office /Service Community uses (3); provided the total square footages for uses in the Maximum Floor Space allocations on Exhibit H are not exceeded and; provided that such uses do not intrude into any areas designated on Exhibit H as open space and; further provided that no changes are made to the location(s) of the Major Road Systems as shown on Exhibit H. Commercial use(s) along the PGA Corridor shall be located within buildings of no less than 20,000 square feet in size. Commencement of Development: 2. In the event the Developer fails to commence significant physical development within three (3) years from the effective date of the Development Order, development approval shall terminate and the Development shall be subject to further consideration pursuant to 3380.06, Florida Statutes. Significant physical development shall mean site preparation work for any portion of the Project. Historic and Archaeological Sites: In the event of discovery of archaeological artifacts during project'construction, the Applicant shall stop construction in that area and notify the Bureau of Historic Sites and Properties in the Florida Department of State. Proper protection, to the satisfaction of the Bureau, shall be provided by the Applicant. Vegetation Applicant shall preserve, remove and locate vegetation on site of the Regional Center subject to the following terms and conditions: 4. A minimum of twenty -five percent (25 %) (8 acres) of all Oak Harrunock that occurs on the property shall be preserved with intact canopy, understory and ground cover. 5. During construction, all Melaleuca, Brazilian Pepper and Australian Pines which occur in the Resolution 144, 1999 Page 6 The Regional Center DRI /PCD Development Order construction area or any adjacent preserve areas shall be removed. Removal shall be in a manner that avoids seed dispersal by any of these species. Within each phase, complete removal of each of these species shall be accomplished by the completion of development of the phase. 6. The Applicant shall provide and maintain a buffer zone of native upland edge vegetation around all wetland and deep water habitats (e.g. the Surface Water Management System) whichate preserved or constructed on -site. The buffer zone may consist of preserved or planted vegetation but shall include canopy, understory and ground cover which consist of species of native origin only. The edge habit, shall begin at the upland limit of any wetland or deepwater habitat and shall include a total area of at least ten (10) square feet per linear foot of wetland or deepwater habitat perimeter. This upland edge habitat shall be located such that no less than fifty percent (50 %) of the total shoreline is buffered by a minimum width of ten (10) feet of this habitat type. Wildlife: The Applicant shall provide protection to the wildlife found on site of the Regional Center as follows: 7. The Applicant shall provide protection of the Gopher Tortoise population that occurs on the site. Protection may be by preservation of existing on -site habitat, by transfer of individuals to a suitable preserve area offsite, or by combination of these techniques. If any portion of the Gopher Tortoise population is to be moved, the Developer shall prepare; prior to commencement of any clearing or land preparation activities, a plan for the safe transfer to an appropriate preservation area of the tortoises, aswell as any populations of the following species: Florida Mouse (Peromyscus floridanus), Gopher Frog (Rana areolata), and Eastern Indigo Snake (Drymarchon corais). The plan shall include: (1) a description of the area proposed to receive these species and the reasons the area is appropriate for such a purpose; (2) a description of methods to be used to locate, capture and transfer individuals; and (3) a description of methods to be used in monitoring the success ,of the transfer; relocation effort. Monitoring shall be carried out and reported for a minimum of two (2) years after the transfer is complete. The plan shall be approved by the City of Palm Beach Gardens in consultation with the Florida Game and Freshwater Fish Commission and the Treasure Coast Regional Planning Council. Any transfer of animals proposed shall occur within eighteen (18) months after commencement of development and shall be carried out in the manner specified in the approved plan. Drainage: The Applicant shall design and construct a drainage system in compliance with the Palm Beach Gardens Resolution 144, 1999 Page 7 The Regional Center DRI/PCD Development Order Code, the requirements of other required permitting agencies and the following requirements: 8. The Applicant shall establish a planted littoral zone as part of the Surface Water Management System. Prior to construction of Surface Water Management System, the Applicant shall prepare a design and management plan for a wetland/ littoral zone that shall be a part of this system. The plan shall: (1) include a topographic map of the zone showing the control elevation contour and the -3 foot contour; (2) specify how vegetation is to be established, including the extent, method, type and timing of any planting provided; and (3) provide a description of any water management procedures to be followed in order to assure the continued viability and health of the littoral zone. The established littoral zone shall consist entirely of native vegetation and shall be maintained permanently as part of the water management system. As a minimum, a total of twelve (12) square feet of vegetated littoral zone shall be established for each linear foot of shoreline occurring within the Development. The plan for the littoral zone shall be subject to approval by the City of Palm Beach Gardens in consultation with the Treasure Coast Regional Planning Council prior to beginning any excavation activity. The plan shall be implemented and work inspected no later than eighteen (18) months after the beginning of each phase of construction. 9. The Applicant shall design and construct the Surface Water Management System to retain or detain with filtration, as a minimum, the first one -inch of stormwater runoff. The first one -inch of stormwater runoff from all parking areas and roads must be retained or detained with filtration within the vicinity of the parking area or roads and separate from the Surface Water Management System. In order to assure that all necessary management procedures are incorporated within the storm and Surface Water Management Systems, the final plans and designs for these systems must be approved by the City of Palm Beach Gardens in consultation with South Florida Water Management District and the Treasure Coast Regional Planning Council. Water Supply: 10. In an effort to limit irrigation water demand, the Applicant shall implement either of the two following procedures: (1) The Applicant shall use treated wastewater effluent or a gray water system as the source of all irrigation water; or (2) The Applicant shall minimize potential demand on surficial aquifer water by designing the Surface Water Management System to fully provide for irrigation demand in average rainfall Resolution 144, 1999 Page 8 The Regional Center DRI /PCD Development Order years. If this alternative is elected, the design must provide for irrigation demand without lowering the water table below seasonal levels existing prior to development. In no case shall irrigation water be withdrawn from the Surface Water Management System to the extent that seasonal water tables are lowered below predevelopment levels. 11. The Applicant shall use treated wastewater effluent for irrigation purposes at such time as the dispersal line becomes available within the vicinity of the site. 12. In an effort to decrease potable water supply demand, the Applicant shall require the installation of the following water saving fixtures except where prohibited by any code or Ordinance: three gallon toilets, shower head flow restrictors, and water tap aerators. Transportation: 13. The Applicant shall be responsible for providing the following roadway improvements or contributions for improvements according to the timetable specified: (A) Within eighteen (18) months of issuance of any building permit that would result in total development exceeding 300,000 square feet, the Developer shall: (1) Widen PGA Boulevard to six lanes between SR 811 (Alternate AIA) and Prosperity Farms Road; (2) Construct a fourth lane westbound on PGA Boulevard from driveway intersection 4 (as indicated on Exhibits J -3 through J -6 in The Regional Center Application for Development Approval) to the 1 -95 flyover ramp serving the west to south movement. If construction of the 1 -95 ramp has not commenced by the time specified above, the fourth westbound lane west of SR 811 shall be constructed and opened to traffic at the time the 1 -95 ramp is opened to traffic; and. (3) Construct the intersection of PGA Boulevard and SR 811 to the following configuration: (a) Eastbound — one right -turn, two left -turn ad three through lanes; (b) Westbound — one right -turn, one left -turn, and four through lanes with transition to three lanes west of SR 811 if the I -95 flyover ramp is not under construction); (c) Northbound - one right -turn, two left -turn, and two through lanes; (d) Southbound - two right -turn, two left -turn, and two through lanes. (B) Within 12 months of issuance of any building permit that would result in total development Resolution 144, 1999 Page 9 The Regional Center DRI /PCD Development Order exceeding 300,000 square feet, the Developer shall construct the intersection of PGA Boulevard and Military Trail to the following configuration (Stage I): (1) Eastbound - one left -turn, one right -turn, and three through lanes; (2) Westbound - one left -turn, one right -turn, and two through lanes; (3) Southbound - two left -turn, and two through lanes; (4) Northbound - one left -turn, one right -turn and two through lanes. (C) Upon issuance of any building permit that would result in total development in excess of 300,000 square feet, the Developer shall be responsible to provide all improvements, up to the configuration specified, which are necessary to provide Level of Service C operation at the following intersections. Unless otherwise specified below, the improvements shall be completed within twelve (12) months of the identification of the need for them by the traffic monitoring program: (1) Construct the intersection of PGA Boulevard and Military Trail to the following configuration (Stage II). This condition shall not become effective until 1 -95 has been opened for travel between Indiantown Road and PGA Boulevard. In conjunction with these improvements, the landscaping within associated medians will be preserved. (a) Eastbound - one right -turn, one left -turn, and three through lanes; (b) Westbound - one right -turn, two left -turn, and three through lanes; (c) Northbound - one right -turn, one left -turn, and three through lanes; (d) Southbound - one right - turn/through lane, two left -turn lanes, and one through lane. (2) Construct the intersection of PGA Boulevard and SR 811 to the following configuration: (a) Eastbound - one right -turn, two left -turn and three through lanes; (b) Westbound - one right -turn, two left -turn and four through lanes; (c) Northbound - one right -turn, two left -turn, and three through lanes; (d) Southbound - two right -turn, two left -turn and two through lanes. (3) Construct the third southbound through lane at the intersection of PGA Boulevard and SR 811 Resolution 144, 1999 Page 10 The Regional Center DRI /PCD Development Order within eighteen (18) months of the time that the intersection is identified in the Traffic Moni- toring Program to be below Level of Service C and after all other PGA Boulevard and SR 811 improvements described herein have been completed. (4) Improve the intersection of RCA Boulevard and Prosperity Farms Road with a separate left -turn lane northbound, a separate right -turn lane eastbound, and signalization. The separate turn lanes shall be installed when the intersection is signalized if they have not been previously provided. (5) Improve the intersection of RCA Boulevard and Campus Drive with a westbound right -turn lane and signalization. The separate turn lane shall be installed at the time of signalization if it has not been previously provided. (D) Upon issuance of any building permit, that would result in more than 300,000 square feet of any single use, except retail, or more than 300,000 square feet of any combination of uses, or more than 1.2 million square feet of retail, whichever occurs first, the developer shall be responsible to: (1). Widen SR 811 to six (6) lanes between PGA Boulevard and Hood Road within eighteen (18) months of the determination in the annual traffic monitoring program that the average daily traffic volume for that section of roadway exceeds 30,700. (2) Widen SR 811 to six (6) lanes between Hood Road and Donald Ross Road within eighteen (18) months of the determination in the annual traffic monitoring program that the average daily volume for that section of roadway exceeds 30,700. (3) Construct the intersection of PGA Boulevard and Prosperity Farms Road to the following configurations: Improvements will be constructed to provide this, configuration as needed to provide Level of Service C. (a) Eastbound - two left-turn, one right -turn, and three through lanes; (b) Westbound - two left -turn, one right -turn, and three through lanes; (c) Southbound - one right -turn, two left- turns, and one through lane; (d) Northbound - one right -turn, one left -turn and one ;through lane. (E) The Developer shall widen Prosperity Farms Road to four through lanes between PGA Boulevard and the project entrance in conjunction with the construction of the project entrance (driveway intersection number 10). No Certificates of Occupancy shall be issued when peak hour trips for the Development exceed 5,800 unless this entrance is open. Resolution 144, 1999 Page 11 The Regional Center DRI /PCD Development Order (F) All driveway intersections shall initially be constructed to a minimum of single separate left and right -turn inbound lanes and separate left and right turn outbound lanes with traffic separators. Each driveway intersection shall be improved with additional lanes up to the configuration described below and with signalization as needed to provide Level of Service C operations: SR 811 Driveways: Y Northbound single right -turn lane. ➢ Southbound double left -turn lanes. Westbound double left -turn lanes and double right -turn lanes PGA Boulevard Driveways (from west to east as identified on Exhibit J -3 of the Regional Center Application for Development Approval) .M Eastbound double left -turn lane. Westbound single right -turn lane. r Southbound double left -turn lanes, single through/right -lane and single right -turn lane. #5 #6 Eastbound double left -turn lane. Westbound single right -tuns lane. Southbound single left -turn, single through lane, double right -turn lanes. Eastbound double left -turn lane. Westbound single right -turn lane. Y Southbound single through/left -turn lane and double right =turn lanes. #7 Resolution 144, 1999 Page 12 The Regional Center DRI /PCD Development Order ➢ Eastbound double left -turn lane. %, Westbound single right -turn lane. >' Southbound double left -turn lanes, single through lane and double right -turn lanes. #8 y Eastbound single left -turn Westbound single right -turn lane. Southbound single through/left -turn land and single right -turn lane. Prosperity Farms Road Driveway: #10 := Northbound single left -turn lane. - Southbound single right -turn lane. .> Eastbound single left -turn lane and single right -turn lane. (G) Provide a $200,000 clean irrevocable Letter of Credit to the City of Palm Beach Gardens providing therein contribution for roadway improvements. The Letter of Credit shall be obtained by Applicant and delivered to the City at the time of approval of the first Planned Unit Development contained within the Regional Center Project. Funds may be drawn down under said Letter of Credit no sooner than the issuance by the City of its approval of the second Planned Unit Development to be contained within the Regional Center Project. Said draw down shall be with the joint approval of the City of Palm Beach Garden and the County of Palm Beach. After issuance, the Letter of Credit shall be adjusted on an annual basis by the change in the Engineering News Record Construction Cost Index as promulgated by the Engineering News Record from the base period which shall begin upon issuance, by the City of final approval for the first Planned Unit Development to be contained within the Regional Center Project. In the event said Index shall be discontinued and there shall be no successor thereto, then the Consumer Price Index (all items, U.S. City Average (1967 = 100) for all urban consumers are promulgated by the U.S. Department of Labor). The funds drawn may only be used for roadway related improvements available to and substantially benefiting property owners and occupants of property within the Regional Center. Developer may, at any time, in lieu of said Letter of Credit, deposit the sum of $200,000 or the sum remaining under the Letter of Credit together with the accrued additional sum resulting from the annual adjustment in a joint account in the names of Resolution 144, 1999 Page 13 The Regional Center DRI /PCD Development Order the City of Palm Beach Gardens and Palm Beach County. 14. In the event that any of the improvements specified in Condition 13 above are provided by another public or private entity prior to the Developer meeting the obligations therein, the Developer shall provide a monetary contribution in lieu of the actual improvement. The amount of the contribution shall be based on the cost estimates set forth below as adjusted by the change in the Engineering News Record Construction Cost Index from the base period of October 1983 to the index value current at the time of the contribution. All contributions shall be made in cash to the City of Palm Beach Gardens and Palm Beach County jointly at the time a determination is made through the annual traffic monitoring program that the Developer would be required to make the respective improvements according to the requirements of Condition 13 above. PGA Boulevard Improvements Driveway intersection #5 to 1 -95 $600,000 Driveway intersection #5 to west of Prosperity Farms Road $550,000 SR 811 PGA Boulevard to Hood Road $694,000 Hood Road to Donald Ross Road $586,000 Prosperity Farms Road $175,000 PGA Boulevard and Prosperity Farms Road $123,000 PGA Boulevard and Military Trail Stage 1 $ 50,000 Stage II $ 70,000 PGA Boulevard and SR 811 (Third southbound through lane) $120,000 RCA Boulevard and Prosperity Farms Road $ 80,000 RCA Boulevard and Campus Drive $ 35,000 Conveyance of Right -of -Ways: 15. Prior to the issuance of final approval for the first Planned Unit Development to be contained within the Regional Center Project, or within eighteen (18) months after the effective date of the Development Order, whichever comes first, the Developer shall convey to the applicable governmental entity all rights -of -way which are needed for the improvements specified in Condition No. 13 other than the rights -of -way related to the improvement of the intersection of Prosperity Farms Road and PGA Boule- Resolution 144, 1999 Page 14 The Regional Center DRI /PCD Development Order vard. The rights -of -way shall be conveyed free and clear of all liens and encumbrances and shall not be subject to any restrictions or limitations which would interfere with their intended use as public road right -of -way. Further, the Developer shall also provide a contribution equivalent to the fair market value of right -of -ways which are necessary for the improvement specified above, for the intersection of Prosperity Farms Road and PGA Boulevard. This contribution shall be made in sufficient time so that the improvements for which it is being required can be made at the time the improvements are required under Condition No. 13. This contribution shall be made to the applicable governmental authority. The funds shall be held in escrow and expended for the purpose of acquiring the rights -of -way necessary for the improvement of the intersection of Prosperity Farms Road and PGA Boulevard. 16. All improvements shall be designed and built to meet appropriate Florida Department of Transportation, Palm Beach County and City of Palm Beach Gardens standards. The Developer shall provide all improvements such as signal installation, signal upgrading, signal progression, lane marking, signing (including overhead signs) and lighting needed in conjunction with the required improvements. Lighting, as used herein, refers to any modifications to existing street lighting required by roadway improvements as specified in Condition No. 13. All roadway widenings shall be constructed to join with existing comparable cross - sections or shall be carried a sufficient distance through and beyond the intersections to allow for safe and efficient transition to smaller cross- sections. 17. The specific improvements required in Condition 13 above may be modified based on the results of the armual traffic monitoring program. However, in no case shall the Developer be liable for improvements more extensive than those specified above, except as provided in Condition 19 below. 18. All improvements specified in Condition 13, except 13(C)(3) shall be completed prior to issuance of the last Planned Unit Development, plat, or site plan approval for the Development. 19. In the event that the peak hour traffic produced by The Regional Center exceeds 8,900 trips and Certificates of occupancy have been issued for less than ninety -five percent (95 %) of the maximum floor space listed in Exhibit "H" of the Regional Center Application for Development Approval, the City shall impose, in consultation with the Treasure Coast Regional Planning Council, any additional traffic requirements, including, but not limited to, intersection improvements, roadway widenings, or transportation system management measures that may be necessary to mitigate the impact of the additional traffic which is in excess of that originally projected for the Development. Further, the City of Palm Beach Gardens shall review the transportation system in the area of the Regional Center during each Planned Unit Development application. At each Planned Unit Development application, a review of non - municipal public transportation improvements assumed in the ADA will be completed and a traffic impact report shall be prepared. Based on these reports, the City of Palm Beach Gardens shall report annually to the Metropolitan Planning Organization regarding the Regional Center's progress in relation to needed non - municipal transportation improvements assumed in the ADA. Resolution 144, 1999 Page 15 The Regional Center DRI /PCD Development Order Additionally, every five (5) years after the effective date of the Development Order, the City of Palm Beach Gardens shall review the transportation system outlined in the ADA and issue a report to the Treasure Coast Regional Planning Council regarding needed non - municipal public transportation improvements assumed in the ADA. If it is determined that the needed transportation improvements have not been constructed and that provision has not been made for funding the needed improvements in the Palm Beach County Five Year Transportation Improvement Plan or by a commitment from private or public sources, the City of Palm Beach Gardens in consultation with the Treasure Coast Regional Planning Council shall modify the traffic requirements as necessary to minimize adverse impacts on traffic conditions. The Developer shall have the option of accepting the modified traffic requirements or delaying further development of the Regional Center until funding of the needed improvements has been provided as set forth above. "Except as otherwise provided in this paragraph, the Developer shall not be subject to obligations, regulations, or restrictions which are not generally imposed on other developments in the area." Further, issuance of building permits and Certificates of Occupancy for a Planned Unit Development in the Regional Center shall not be suspended or withheld as a result of additional traffic conditions after the City of Palm Beach Gardens has approved that Planned Unit Development. The Regional Center shall not be developed in one Plalined Unit Development, but shall be developed in not less than four (4) Planned Unit Developments and the City of Palm Beach Gardens shall establish reasonable completion times for each Planned Unit Development, depending upon the size of each such Planned Unit Development. 20. In the event that any impact fee is imposed by any governmental authority upon the Development for the purpose of funding non -site related roadway improvements, the Developer shall receive a credit against such fee for any sums expended pursuant to Condition 13 above or the Developer's obligations contained in Condition 13 above shall be reduced by an amount equivalent to the fee paid. Non -site related improvements are defined as everything offsite except turn lanes, signalization, and driveway construction at points of access. 21. Commencing the first winter season (January- March) after issuanceof the first Certificate of Occupancy, and continuing each winter season thereafter, the Developer shall ; undertake a traffic monitoring program. The traffic monitoring program shall be conducted by a' traffic engineering firm that is qualified by the Florida Department of Transportation in 3.05 - Traffic Operation Studies and 3.06 - Traffic Operation Design or an equivalent. The program shall consist of the following activities: (A) Conduct a two -day, mid -week, twenty -four hour (hourly recording) cow-it at all Regional Center driveways and on the following roadway segments: PGA Boulevard east of SR 811; SR 811 between the northernmost development entrance, and Hood Road; and Y SR 811 between Hood Road and Donald Ross Road. Resolution 144, 1999 Page 16 The Regional Center DRI /PCD Development Order (B) Conduct AM and PM peak hour turning movement counts for';or hundred twenty (120) minutes to capture the maximum sixty (60) minutes at all Regional Center driveways and at the following intersections: SR 811 and PGA Boulevard. i PGA Boulevard and Military Trail. PGA Boulevard and Prosperity Farms Road. ➢ RCA Boulevard and Prosperity Farms Road. RCA Boulevard and Campus Drive. (C) Perform critical movement capacity analysis unsignalized and signalized using the AM and PM peak hour traffic counts and using existing lane configuration at the intersections noted in 21(B) above. The analysis shall be based upon criteria relating to Operations and Design as set forth in Transportation Research Circular No. 212, "Interim Materials on Highway Capacity" January 1980 (or its successor). Signal warrant studies shall also be conducted at all driveway intersections and unsignalized intersections as required. (D) Determine current level of service for each Regional Center driveway and the intersections identified in 21(B) above and identify any intersection improvements needed to provide Level of Service C. Also, determine current twenty -four hour traffic volume relative to threshold volumes set in Conditions 13(13)(1) and 13(D)(2)above (E) Prepare a report presenting existing counts and traffic conditions, including all analysis, specifying any improvements necessary to provide Level of Service C operation, and outlining the schedule for construction of the improvements identified. This report shall be submitted to the City of Palm Beach Gardens, the Treasure Coast Regional Planning Council, Palm Beach County Traffic Engineering, and the Florida Department of Transportation on or before May 1 st of each year. (F) Monitoring of each roadway segment and intersection specified in 21(A) and 21(B) above may cease whenever all related improvements have been completed as outlined in Condition 13 above. 22. Prior to the issuance of Certificates of Occupancy for each Planned Unit Development, Applicant shall submit and implement a directional signage plan for vehicles and pedestrians. Housing: 23. The Applicant shall, on or before January 1, 1989, developor cause to be developed, within five miles Resolution 144, 1999 Page 17 The Regional Center DRI /PCD Development Order of The Regional Center, a minimum of five hundred (500) housing units priced at or below $60,000.00 per unit, such price to be subject to change based on the housing element of the Consumer Price Index, Bureau of Labor Statistics, Southeastern Region. The Applicant shall receive credit towards the satisfaction of this condition equal to the number of housing units constructed by the Applicant or any other entity wffh nfiw miles of The Regional Center between January 1, 1984 and January 1, 1989 at or below the price specified above. Energy: 24. In the Final Site Plans, the Developer shall incorporate those energy conservation measures identified on Pages 25 -9 through 25 -16 of The Regional Center Application for Development Approval and, to the extent feasible, measures identified in the Treasure Coast Regional Planning Council's Regional Energy Plan. 25. The Property Owners Association Architectural Review Board (hereafter referred to as the "Board ") shall develop and implement, with the assistance of its energy consultants, an energy plan for each project phase, covering all aspects of the Development (e.g., site planning, building design, equipment selection and operational procedures). The energy plans shall be submitted to the Treasure Coast Regional Planning Council and the City of Palm Beach Gardens for their review and comment. Copies of the energy plans should also be provided to Florida Power & Light Company and the Seacoast Gas Corporation. The Treasure Coast Regional Plaruiing council and the City shall have a maximum of sixty (60) days to review the plans and comment before any final Board action and Site Plan approval are made concerning the particular development phase. The Board shall consider those comments in making its development decisions. If the Board is unable to comply with this condition, it shall be the responsibility of the Developer to have the energy plans approved and submitted in accordance with the procedures set out above. 26. Heated swimming pools built on -site shall only be heated by a renewable energy source (e.g., solar energy, waste heat recovery). 27. The Applicant shall consult with Florida Power & Light Company representatives and other energy experts in designing, operating, and maintaining an energy- efficient street lighting system for streets and parking lots. Additionally, the Applicant shall consult with Florida Power & Light Company and Seacoast Gas Corporation representatives to consider the installation of a full line of energy - efficient appliances and equipment, including, but not limited to, energy - efficient heat pumps, waste heat recovery systems, and domestic solar water heaters. Provisions shall be made to offer such energy- efficient appliances and devices (including heating and cooling systems) as options to prospective homebuyers. Atlantic Boulevard /Screening and Right -of -Way 28. The Applicant shall provide screening of and additional right -of -way for Atlantic Boulevard under the following terms and conditions: Resolution 144, 1999 Page 18 The Regional Center DRI /PCD Development Order (A) Within two (2) months from the date that Applicant receives the first Certificate of Occupancy, for any phase of a PUD adjacent to Atlantic Boulevard, a meandering and undulating berm, an average of three (3) feet in height above the crown of Atlantic Boulevard and a six foot (6') high chain link fence will be constructed along Atlantic Boulevard right -of -way in such portion of the PUD. Additional visual screening will be provided by a hedge and trees. Applicant or the Property Owners Association shall maintain the fence and landscaping located on Applicant's Property. (B) If Palm Beach County provides funding for the widening of Atlantic Boulevard prior to Applicant filing a plat adjacent to Atlantic Boulevard, then Applicant shall provide, to Palm Beach County without charge, a right -of -way of up to forty feet (40') in width at such time as Applicant files the first plat adjacent to Atlantic Boulevard. Public Safety Building: 29. Within 2-1/2 years after final approval of the Development Order and after exhaustion of all administrative appeals provided by law, Applicant shall provide the City, without charge, a 5 -1/2 acre site, located on Campus Drive, and a public safety building located on that site. The Applicant's obligation shall be to provide to the City of Palm Beach Gardens a public safety building containing 3,900 square feet which shall be a "turnkey" fire station facility. Prior to construction thereof, plans and specifications therefor shall be delivered and approved by the City manager, which approval shall not be unreasonably withheld. The Deed of Conveyance shall contain 'a restriction providing that the property shall be used by the City for public purposes only. Major Streets: 30. All major streets shown on the Master Plan (Exhibit "H" of the ADA) ,shall be public streets dedicated to the City of Palm Beach Gardens. Any private streets within individual Planned Unit Developments shall be subject to approval by the City Council. Maintenance of adjacent public roadway landscaping for PGA Boulevard, Alternate AIA, Prosperity Farms Road, and all internal roadways requiring landscape maintenance within right -of -way shall be the responsibility of the Master Property Owners Association, until other provisions for maintenance are established by the City. All utility lines, adjacent and /or internal to this project, shall be located or relocated underground. Drainage: 31. The maintenance and operation of all drainage facilities shall be the responsibility of a property owners Resolution 144, 1999 Page 19 The Regional Center DRI /PCD Development Order associations, taxing district, or water control district. However, this shall not preclude the jurisdiction of the City of Palm Beach Gardens in the event of default or inaction, by any of the above entities. Parks: 32. The Applicant shall provide adequate neighborhood park sites and equipment for same to serve residents of Residential Plamled Unit Developments, especially children. These requirements shall be determined by the City in its approval of Residential Planned Unit Developments. 33. Parks in the Development shall be operated and maintained by a property owners association or other entity and the City of Palm Beach Gardens shall have no responsibility for the operation or maintenance of the parks. The requirements of the Ordinances of the City of Palm Beach Gardens, providing that the City may require the dedication of public parks, shall be satisfied by such parks even in the event they are not dedicated to the City of Palm Beach Gardens. 34. The 20 -acre park and lake depicted in Exhibit "H" of the ADA shall be improved as required by the South Florida Water Management District (SFWMD) during the permitting process. Initial improvements may include the excavation of portions of the lake and planting of attendant littoral and upland buffer zones. The 20 -acre park site shall be completed as the major roadways depicted on Exhibit "H" of the ADA, abutting the park on the west and south side are constructed. Local Considerations 35.That this Resolution shall constitute the Development Order of this City Council issued in response to the Development of Regional Impact Application for Development Approval filed by BANKERS LAND COMPANY. 36. That the definitions found in Chapter 380, Florida Statutes, shall apply to this Development Order. 37. That the following are hereby incorporated by reference and made a part of this Development Order: Application for Development Approval (ADA) consisting of Volumes I and 11, and appendixes A, B, and C, dated September, 1983 revised and submitted to Treasure Coast Regional Planning Council on October 14, 1983. 38. That the following is hereby incorporated into this Development Order for purposes of legislative reference: All materials contained in the assessment report of Treasure Coast Regional Planning Council. 39. That this Development Order shall be binding upon the Developer and its assignees or successors in Resolution 144, 1999 Page 20 The Regional Center DRI /PCD Development Order interest; and, the term "Developer" and "Applicant" as used interchangeably herein shall mean Communities Finance Company, a Delaware Corporation. It is understood that any reference herein to any governmental agency shall be construed to mean any future instrumentality which may be created and designated as successor in interest to, or which otherwise possesses any of the powers and duties of any referenced governmental agency in existence on the effective date of this Development Order. 40. That in the event that any portion or section of this Development Order is determined to be invalid, illegal or unconstitutional by a court of competent jurisdiction, such decision shall in no manner affect the remaining portions or sections of this Development Order, which shall remain in full force and effect. 41. That the approval granted by this Development Order is conditional; and, such approval shall not be construed to obviate the duty of the Developer to comply with all other applicable local or state permitting procedures. 42. That subsequent requests for development permits shall not require further review pursuant to §380.06, Florida Statutes, unless it is found by the City Council, after due notice and hearing, that one or more of the following is present: (a) A substantial deviation from the terms or conditions of this Development Order, or other changes to the approved Development Plans which create a reasonable likelihood of adverse regional impacts or other regional impacts which were not evaluated in the review by the Treasure Coast Regional Planning Council, or (b) An expiration of the period of effectiveness of this Development Order as provided herein. Substantial deviation shall be as defined in Chapter 380, Florida Statutes. Upon a finding that any of the above is present, the City Council shall order termination of all development activity until further review in accordance with §380.06(17)(a), Florida Statutes, 43. That this Development Order shall remain in effect for a period of twenty (20) years from the date of its rendition (February 16, 1984), provided that this effective period may be extended by this City Council upon a finding of excusable delay in any proposed development activity and that conditions have not changed sufficiently to warrant further consideration of the Development. 44. During the period of effectiveness of this Development Order, the Developer shall annually provide the City of Palm Beach Gardens, the Treasure Coast Regional Planning Council, and Department of Community Affairs with a summary of completed construction and a schedule of proposed construction over the remaining life of the Development Order. This summary shall be in the form designated by the Treasure Coast Regional Planning Council. 45. The Developer shall, six (6) months from the date of this Order (February 16, 1984) and every six (6) months thereafter, meet with the City Manager and any other goverrunental agency so designated by the City Council, for the purpose of informing the City of the present status and updated growth Resolution 144, 1999 Page 21 The Regional Center DRI /PCD Development Order projections of the Development. GALong Range \res 144.wpd Resolution 144, 1999 Page 22 CITY OF PALM BEACH GARDENS CITY COUNCIL Agenda Cover Memorandum Meeting Date: December 2, 1999 Date Prepared: November 18, 1999 Appointing a City Manager and Authorizing Mayor and 'City Clerk to Execute an Employment Agreement Subject /Agenda Item Consider a motion to approve Resolution 150, 1999 Recommendation/Motion: Reviewed by: Originating Dept.: City Attorney Administration Finance ACM Human Res. Advertised: Other Date: Paper: Submitted by: [ X ] Not Required Affected parties Approved by: [ ] Notified City Manager [ X ] Not required BACKGROUND: Costs: S Total Current FY Council Action: [ ] Approved [ ] Approved w/ conditions [ ] Denied Funding Source: [ ] Continued to: [ ] Operating Attachments: Resolution 150, 1999 [ ] Other Budget Acct. #:: [ ] None November 22, 1999 RESOLUTION 150, 1999 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM BEACH GARDENS, FLORIDA, APPOINTING NABAR E. MARTINEZ AS CITY MANAGER, AND AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE ON BEHALF OF THE CITY A WRITTEN EMPLOYMENT CONTRACT PERTAINING TO SUCH EMPLOYMENT ATTACHED HERETO AS EXHIBIT "A "; PROVIDING FOR THE REPEAL OF ALL RESOLUTIONS AND PARTS THEREOF IN i CONFLICT HEREWITH; AND, PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City Council of the City of Palm Beach Gardens desires to employ Nabar E. Martinez as City Manager of the City of Palm Beach Gardens, as provided by the Charter and Ordinances of the City, WHEREAS, the City Council desires to provide certain compensation and benefits; establish certain conditions of employment; and to establish the duties, responsibilities and services of said City Manager, all of which will be memorialized in an Employment Contract and WHEREAS, Nabar E. Martinez desires to accept employment as City Manager of the City of Palm Beach Gardens pursuant to the conditions of the Employment Contract. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PALM BEACH GARDENS, FLORIDA. Section 1. Nabar E. Martinez is hereby appointed as City Manager of the City of Palm Beach Gardens, Florida; and the Mayor and City Clerk are hereby authorized to execute on behalf of the City a written Employment Agreement pertaining to such employment attached hereto as Exhibit "A." Section 2. All Resolutions or parts of Resolutions in conflict herewith are hereby repealed. Section 3. This Resolution shall be effective as of , 1999. INTRODUCED, PASSED AND ADOPTED THIS OF DECEMBER 1999. JOSEPH R. RUSSO, MAYOR RESOLUTION 150, 1999 PAGE 2 ATTEST: LINDA V. KOSIER, CMC, CITY CLERK VOTE: MAYOR RUSSO VICE MAYOR FURTADO COUNCILMAN JABLIN COUNCILMAN CLARK COUNCILMAN SABATELLO APPROVED ASI TO FORM AND LEGAL SUFFICIENCY CITY ATTORNEY AYE NAY ABSENT CITY OF PALM BEACH GARDENS CITY COUNCIL Agenda Cover Memorandum Meeting Date: December 2, 1999 Date Prepared: November 16, 1999 SUBJECT /AGENDA ITEM: First Reading of Ordinance 46, 1999: an amendment to Conditional Use Approval for Petition CU -99 -01 Nativity Lutheran Church & School Expansion. RECOMMENDATION /MOTION: Staff recommends that Ordinance 46, 1999 be approved with 2 conditions. Reviewed by: Originating Dept.: Costs: $ Council Action: City Attorney ty y � Growth Management Total [ ]Approved Finan NA ACM c k $ Current FY [ ] Approved Wicondia«,5 [ ] Denied Human Res. NA Other NA Advertised: Funding Source: [ ] Continued to: Attachments: Date: [ ] Operating Paper: [ ] Other *Ordinance 46, 1999 *Letter from Seacoast Utility dated 10/26/99 *Crime prevention matrix *Master Site Plan *Phase 1 Site Plan *Phasing Plan of Required ♦Aerial Photograph Skub�itt,� by �K�%1% JGro' wth an. gerhentDirye�c�tor Affected parties ( ] Notified Budget Acct. #: [ ] None Approved by: City Manager [ x ] Not required REQUEST: A request by Anthony E. Oliver, agent for Nativity Lutheran Church, Inc., for conditional use approval for a new fellowship hall (8,250 square feet), a future sanctuary (11,230 square feet), and the expansion of their educational and administrative facilities (18,645 square feet). The site is located at the northwest corner of Holly Drive and Plant Drive. (12 -42S- 42E) BACKGROUND: The church and preschool are located on a 5 -acre site, which was first given conditional use approval in May 1962. The site was originally approved for a fellowship hall, offices, classrooms, a sanctuary, and a parish hall. However, the parish hall (2,964 square feet), the sanctuary (5,500 square feet), and some of the classroom (2,142 square feet) and office space (648 square feet) were never constructed. Currently on the site, there is a 3,069 square -foot church building, a 2,585 square -foot private elementary school (72 students), and a 2,000 square -foot center for autistic children (The Renaissance Learning Center). These uses are contained in three separate buildings. LAND USE AND ZONING: The subject site is zoned as Residential - Medium Density (RM) ,with a conditional use overlay for a church and school, and has a future land fuse designation of Residential — Medium Density (RM). See Table 1 for a complete! listing of adjacent uses, land use designations and zoning districts, and consistency with the City's Codes. CONCURRENCY: The proposed project received concurrency certification on August 18, 1999, which included concurrency for traffic, drainage, solid waste, sewer and water. PROCEDURE: This is a request for conditional use approval; therefore, it is considered a major review. The conditional use request is reviewed by the Development Review Committee, who forwards comments and recommendations to the Planning and Zoning Commission. The Planning and Zoning Commission reviews the conditional use. The Commission acts in an advisory role, and makes recommendations regarding the proposed requests to the City Council. The City Council reviews the request for conditional use approval for consideration of approval, approval with conditions, or denial. Please note that this petition, the expansion of the church and school use will be reviewed by the City Council as an amendment to the conditional use as CU- 99 -01. 4 The amendment to the elevations, setbacks, signage, and other physical site plan changes will apply to SP- 99 -02, which is a separate petition (on a future agenda). It should be noted that public hearings must be held before the Planning and Zoning Commission and City Council for conditional use approval for;all future phases. PROJECT DETAILS: General Details The proposed 33,475 square -foot net expansion would provide additional classrooms, a sanctuary with 450 seats, and a future multi -use building. These structures would be used for church services, an elementary school with a maximum of 240 students, an autistic learning center, and administrative offices. Phasing The applicant is proposing a four (4) phased plan. Currently„ 9,261 square feet exist, of which approximately 4,611 square feet will be removed. The existing sanctuary currently has 186 seats, and the existing school has 72 students. In Phase 1, a 7,000 square -foot multi - purpose building will be constructed, and the number of parking spaces will increase from 90 to 155 (expected completion is July 2000). In Phase 2, a two -story classroom building will be completed, and approximately 2,000 square feet of the original structures will be removed (expected completion is July 2002). In Phase 3, a 5,375 square -foot classroom building will be constructed (expected completion is February 2004). In Phase 4, a 9,000 square -foot sanctuary building with a large circle drive will be completed, and approximately 2,611 square feet of the original structures, and 5 parking spaces, will be removed (expected completion is December 2006). Landscaping There are a large number of trees on the site, and the applicant is proposing to preserve 90 of the 97 trees. Seven of the preserved trees will be relocated on site. STAFF COMMENTS: Building Division No comments. Engineering No comments. Seacoast Utility Authority No comments. Planning & Zoning Division No comments. Fire No comments. Police No comments. Parks & Recreation No comments. Legal No comments. PLANNING & ZONING COMMISSION WORKSHOP: At its September 28, 1999 meeting, the Planning and Zoning Commission reviewed this petition. The Commission only voiced concerns regarding some of site plan issues. STAFF RECOMMENDATION: Staff recommends approval of petition CU -99 -01 with the following 2 conditions: 1. This approval applies only to the Master Site Plan and the Phase 1 Site Plan. Future phases shall require separate reviews and approval by the Planning and Zoning Commission and the City Council (including public hearings). 2. The total capacity for this site, throughout each .of the four phases and at completion, shall be limited to a maximum of 450 seats and 150 parking spaces. PLANNING & ZONING COMMISSION RECOMMENDATION: At its October 26, 1999 meeting, the Planning and Zoning Commission voted 6 - 0 to recommend approval of petition CU -99 -01 with the conditions stated above. g /short: cu9901.cc.doc /jl 4 '01 .31 �.'. EXISTING ZONING AND LAND USE DESIGNATIONS' &'SITE ANALYSIS R h EXISTING USE ZONING LAND USE Subject Property Residential — Med. Density Residential - Medium Church /School (RM) (RM) North Public /Institutional Recreation — Open Space Park (P /I) (ROS) South Residential — Low Density Residential — Low Single Family Residences 3 (RL) (Plat 6) (RL -3) East Residential — Med. Density Residential — Medium Plant Drive Duplexes (RM) (RM) West Public /Institutional Public Palm Beach Gardens (P /I) (P) High School CONSISTENCY WITH THE CODE `. Consistent Code Requirement Proposed Plan (at buildout) Yes (conditionally) RM Church & School Residential Medium Density Yes Building Lot Coverage: 14.73 Percent Maximum of 35 Percent Yes Minimum Parking: 113 150 spaces (1 parking space per 4 seats) Yes Maximum Number Of 1 ground sign Ground Signs: 1 5 Yes Maximum Building Height: < 36 feet 36 feet Yes Minimum Front Setback: 30 feet 30 feet Yes Minimum Side Setback: 10 feet 10 feet Minimum Side Facing 27 feet Yes Street Setback: 20 feet Yes Minimum Rear Setback: 96 feet 20 feet Yes Minimum Amount of Open 49.26 Percent Space: 15 Percent October 26, 1999 Ordinance 46, 1999 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF PALM BEACH GARDENS, FLORIDA, PROVIDING FOR APPROVAL OF A CONDITIONAL USE (FOR THE EXPANSION OF A CHURCH AND SCHOOL, INCLUDING THE CONSTRUCTION OF A NEW FELLOWSHIP HALL (8,250 SQUARE FEET), A FUTURE SANCTUARY (11,230 SQUARE FEET), AND THE EXPANSION OF THE EDUCATIONAL AND ADMINISTRATIVE FACILITIES (18,645 SQUARE FEET), TO BE LOCATED ON A 5 -ACRE SITE AT THE NORTHWEST CORNER OF HOLLY DRIVE AND PLANT DRIVE; PROVIDING FOR CONDITIONS OF APPROVAL; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City has received an application from Nativity Lutheran Church, Inc., to approve a Conditional Use for the construction of a new fellowship hall (8,250 square feet), a future sanctuary (11,230 square feet), and the expansion of the educational and administrative facilities (18,645 square feet); and WHEREAS, this approval is only for the Master Site Plan and Phase 1 of the project, and all future phase site plan approval will be required to be reviewed by the Planning and Zoning Commission and the City Council (public (hearing required); and WHEREAS, the City's Growth Management Department has determined that approval of said application is consistent with the City's Comprehensive Plan; and WHEREAS, the Planning and Zoning Commission recommended approval of petition CU -99 -01 with conditions. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF PALM BEACH GARDENS, FLORIDA: Section 1. The City Council of the City of Palm Beach Gardens, Florida, approves a conditional use for the construction of a new fellowship hall (8,250 square feet), a future sanctuary with 450 seats (11,230 square feet), and the expansion of the educational and administrative facilities (18,645 square feet). Section 2. Said approval shall be consistent with plans filed with the City's Growth Management Department as follows: Ordinance 46, 1999 Page 2 (1) October 15, 1999 Site Plan (SP1), Oliver • Glidden & Partners, 1 sheet total. (2) September 20, 1999 Phase Site Plan (SPH), Oliver • Glidden & Partners, 1 sheet total. Section 3. Said conditional use approval shall comply with the following conditions which shall be applicable to the applicant, its successors, and assigns: 1. This approval applies only to the Master Site Plan and the Phase 1 Site Plan. Future phases shall require separate reviews and approval by the Planning and Zoning Commission and the City Council (including public hearings). 2. The total capacity for this site, throughout each of the four phases and at completion, shall be limited to a maximum of 450 seats and 150 parking spaces. Section 4. This Ordinance shall be effective upon adoption. PLACED ON FIRST READING THIS 2nd DAY OF DECEMBER 1999. PLACED ON SECOND READING THIS 6T" DAY OF JANUARY 2000. PASSED AND ADOPTED THIS 6T" DAY OF JANUARY 2000. SIGNED: MAYOR JOSEPH R. RUSSO COUNCILMAN CARL SABATELLO VICE MAYOR LAUREN FURTADO COUNCILMAN ERIC JABLIN COUNCILMAN DAVID CLARK APPROVED AS TO LEGAL FORM ATTESTED BY: LINDA V. KOSIER, CMC, CITY CLERK VOTE: MAYOR RUSSO VICE MAYOR FURTADO COUNCILMAN SABATELLO COUNCILMAN JABLIN COUNCILMAN CLARK g\short: cu9901.or.doc ri Ordinance 46, 1999 Page 3 AND SUFFICIENCY: CITY ATTORNEY AYE NAY ABSENT EKE?CVTM OFnCE: Seacoast Utility Authority March 24, 1999 Mr. John C. Lindgren, 1:1 City of Palm Beach Gardens 10500 North Military Trail Palm Beach Gardens, FL 33410 RE: Nativity Lutheran Church and Preschool Dear Mr. Lindgren: r�aaa warns: • °P,Q tfox tOQ602 Pall6kach Gaidons, FiotlQa 13s10.OG02 M b d] `o Llj2� " � O V VIA FAX 775 -1014 We offer the following comment on your transmittals dated March 22, 1999 concerning the referenced project. Seacoast has been planning to locate a public water supply well in this general area. It appears that an area along the north property near the center of the property would The an ideal well site. Please call if you require additional information. Sincerely, SEACOAST UTIL AUTHORITY Bruce Gregg Director of Operations ad cc: Rim Bishop Jim Lance Scott Scrra 4= Hood Road, Palm Beach Gardens, Fioridn 33410 -2196 Phony: Customer Servl00 (561) 627.2920 1 EMMW 01rice (561) 627 -M I FAX (581) 624.2839 4ft EXECUTIVE OFFICE: ce " Seacoast- Utility Authority �PO 8 z109s,2 Palm Beach Ga dins. Florida 33410.9602 October 26, 1999 VIA FAX: 775 -1014 Mr. John C. Lindgren 11 City of Palm Beach Gardens 10500 North Military 'Trail Pahn Beach Gardens, FL 33410 RE: Nativity Lutheran Church and Preschool Dear Mr. -1 indgren: We offer the following comments on your transmittal dated October 20, 1999 concerning the referenced project. 1. The applicant needs to depict a public water supply well site and easement for a raw water main along the, north property line. 2. All sanitary sewer lines and services proposed;to be constructed for this project must meet the requirements of Palm Beach. County's Wellfield Protection Ordinance. Please call if you require additional information. Sincerely, COrp�4R SEACOAST UTIL) Tx AUTHORITY city ze Bruce Gregg Director of Operations ad cc: R. Bishop J. Lance S. Serra 4200 Hood.Aoad, Palm Beach ahrcJens;�o4!� �1$8 Phone: Cubtomcr Sarv{ca (561),627 -2920 1 Exemil" (7MM. 7�1'96b FAX (561) 624.2839 PALM (BEACH GARDENS POLICE DEPARTMENT CRIME PREVENTION MATRIX CHART PROJECT NAME: Nativity Lutheran Church & Preschool REVIEWED BY: Officer E. Lovejoy -1 Y5 Z 0 DATE: August 25, 1999 Problems /Concerns Needs /Suggestions Lighting locations should not conflict with landscaping (to include long term tree canopy growth). Make sure lighting does not conflict with. landscaping, especially long term tree canopy growth. Building lighting should be Provide adequate lighting around perimeter of all sides around building and pedestrian and on pedestrian walkways walkways. Metal Halide surrounding the buildings. should be used in all parking lot areas. Lighting around loading area and dumpster areas not indicated. Provide adequate lighting. Solutions Good lighting serves as an excellent deterrent to potential criminal activity. Will also provide visibility for officers patrolling the area on the night shift. Purpose of drop off area not Provide information detailing indicated. the purpose of the drop off area. Unknown if circular drive is Circular drive needs to be one' Will allow better traffic one way. way with signage stating same. flow of vehicular traffic entering and leaving the property and prevent potential traffic hazards. r. Dumpster enclosure should Dumpster enclosure should be To help eliminate not allow for easy constructed as to allow natural concealment of potential concealment. surveillance through the offenders and allow enclosure. observation of them. Stairways in second story Stairways should be designed To provide clear and buildings should provide in such a way that there are no unobstructed view of all open views. concealment areas. stairways, and eliminate potential concealment for would be offenders. Building security device. Buildings should be pre - wired Alarms serve as an excellent for alarm systems. detection and deterrent to forcible entry. Details of commercial Provide visible numbering Visible numbering system numbering system not system which is easy to read will assist emergency indicated. and not obstructed. services and others to locate the business in a timely and efficient manner. aot ars 11i.wi 101t .a..Wd t UQvveo•"Nto y► g r [a H8 r ►.►► Q a (all ilil S a AIM , ul'1 1$11H vaao-U slaaava lovae KTvd dit•' .1.,a ° "' 1MOq _G. Tw =yt slap N311Y33 Al(Al1YN Q NYId 11318Y1r (� E �� uas In p(o.t Hountio NVa3HJLnl AMAUMN �b k6, „�„ =.:: N N. I. L7 , .iV ■ ■ ■I� ■ ■■ w L`. k Zq 1 k� 1 � RI F Ra w L`. 1 Ra , 1 � 1 1 I I ' w L`. 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' � •� t f i..: ayt d�' .. ! ♦M PI t 2 �"'✓ y a. i r 'af .�+•s�' s. t - r a fp+ � ♦ � �+ 2S t � i t of M• t -•' w � d { att �, s i, ; '� .. J it'`n� St �� 7�T►• ay� ••!yy�:w'�'rist7 ...! -e ._ ... :, •t ^..��: _,— _ --__; i:�.. ;,.�. .�'•'•t�s"r'�a.v"'n.°u '�'frs� Y!!".'eiit�'p�9�M� b1�Y -j t`!'��,��i�yl t•�y.� "^�.�T"p'- r��v""�.nyy. �..rywf �r�ey���, �•�i ���5�^jr: -A 4.7!•'1J,i ;L71•i+A . �/ �•M 1°' �a,�rij �T.•�+; 4 j�A� i•S: Ly: ti�'� /• - i , v�'.-i T•.' xpis 1 + .i- 'a• __.. .__ - •. e .. ..s .. ... ..w•s �'t YlFg4R�a" CITY MANAGER'S OFFICE MEMORANDUM TO: Mayor and City Council FROM: Carole Post, Interim City Manager SUBJECT: City's Seal DATE: November 17, 1999 At the October 7, 1999 City Council meeting, Council directed staff to put together an RFP to have the City's seal enlarged to fit into the space allocated in the new council chambers and to have it modernized. While staff was in the process of the completing the RFP, the topic was brought up at the October 21, 1999 Council meeting by members from the Palm Beach Gardens Women's Club. The members discussed the historical value of the seal and felt that no changes should be made to the seal. After the discussion at the October 21, 1999 Council meeting, Council directed staff to seek an RFP to have the seal enlarged only. After further research and discussion with Sue Bardin, staff has learned that the size of the current seal is large enough to fit in the space allocated in the new Chambers. Therefore, staff is recommending that, unless the Council would like changes made to the seal, that the existing seal should be cleaned, re- framed and re- matted for: the new Council Chambers. c: Cindy Harvey, Adm Asst to CM Beth Ingold -Love, PIO Susan Bardin CITY OF PALM BEACH GARDENS CITY COUNCIL Agenda Cover Memorandum Communication and Marketing Plan Subject/Agenda Item November 19, 1999 DATE Recommendation /Motion: Staff recommends approval of the following plan as the City's strategic plan for communications and marketing. Reviewed by: Originating Dept.: Costs: $ Council Action: Total City Attorney tY Y [ ]Approved Finance n _ $ ( ] Approved w/ conditions ACM \�/�� Current FY ` [ ]Denied Human Res. Other Advertised: NA Funding Source: [ ] Continued to: Attachments: Date: [ ] Operating Paper: [ ] Not Required [ ] Other I Submitted by: Beth Ingold -Love 1-) Affected parties [ ] Notified Budget Acct. #:: [ ] None Approved by: [ ] Not required BACKGROUND: Following is a proposed strategic plan for the communication and marketing of the City. The plan is comprehensive in that it covers the following areas:' • Acquiring a base of reliable survey information • The City's Image • Public Participation and Input • Communicating with Employees • The City's Relation with the Media The purpose of the plan to is to assess the City's current efforts at communication and make suggestions for a more consistent and comprehensive approach in all communication efforts. Also attached is an "At a Glance" sheet which provides a summary of the Goals and Strategies of the proposed program. :. 1 SUMMARY OUTLINE OF PROGRAM GOALS AND STRATEGIES_.. 1STRA J- Y- GUIES -z ■ Develop a communications research program (qualitative and quantitative) that identifies the needs of target publics and documents progress. ■ Conduct planning workshop with staff, officials and select publics to discuss survey findings and plan marketing strategies. Dl) I,6 �111RSH111 1LV.illll:. S: ■ Employ a variety of methods, tools and techniques in support of promoting a positive image of the City. ■ Foster favorable opinions also with external publics such as surrounding area residents, prospective residents, other governmental agencies, businesses, organizations such as schools and churches, and the media, including print and broadcast. 1@0 C k 1: or1 J v 1_Z � < r ■ Integrate the communication function within the structure of government. (To be effective, the communication function must be a factor very early in all government processes. It must be a pervasive element in all phases of government operation, not after - the - fact.) ■ Develop methods and processes (such as standard operating procedures, etc.) for integrating the communication function into the structure of government (such as in, seeking input of target publics and providing information on a timely basis). ., JI 0'1CRATE(Gff ES; ■ Employ a multi -level variety of communication tools and methods in support of developing an employee communication program that emphasizes upward, downward, and lateral communications. ■ Build pride among employees and positive identification with the City as a whole, thereby improving customer service and employee morale. OM �l. -�J� � 7 \V °\ V � � P i _UJ✓J ��. � � � l,k� ��/J �� � ��J VDU U3� c ..�\ AX ` / °\ ,R tl f J (J - - vI�us- sdt.��z'Ei,,..y�'�,e' ■ Develop a consistent and comprehensive approach to media interactions, including policy and procedures, methods for preparation, tracking and monitoring of all interactions with the media. ■ Maintain a strong relationship with the media to garner fair and balanced coverage. DENS COMMUNICA`ION AHD I I ' I Prepared by Beth Ingold -Love, Ph.D. © City of Palm Beach Gardens INTRODUCTION The purpose of this document is to propose a comprehensive communication and public information program for the City of Palm Beach Gardens. A comprehensive communication plan is a necessity for every community. For the City of Palm Beach Gardens however, as it stands on the precipice of a major growth period, the need for the establishment of such a plan is even greater. The benefits of establishing a planned, comprehensive and consistent program are simultaneously direct and indirect; immediate and far- reaching; concrete and intangible. The City will benefit directly, immediately, and concretely through improved communication with and feedback from all publics — citizens, !tle business community, organizations and agencies, the media, and employees. At the same time, indirect, far - reaching and intangible benefits include an improved image, the ability to track performance, increased trust and a greater sense of community. It must be noted at the outset that this proposed plan takes the following basic assumptions as guiding principles for any effective communication program: • The function of communication and public information cannot be accomplished without the full participation and cooperation of all Public Relation Agents of the City, i.e., each and every employee. Everyone who represents the City in any official capacity is a communicator for the City. Additionally, informed employees have the capacity for better performance because they understand how their efforts contribute to the overall success of the City. The communication process must be a two -way exchange of information for it to be effective and a two -way exchange cannot occur without active listening of all target audiences (publics). Genuine dialogue between the City and its publics is a critical component in promoting citizen support of and participation in government and in developing a sense of ownership in the community. • An effective public information program is, by its nature, both centralized and decentralized. Whereas centralization is required for consistency, planning and evaluation, decentralization is required for cooperation and participation of all parties. • Any communication plan will certainly fail without follow through. In fact, it will do more harm than good, if input is sought, then ignored. • The currency of any communication effort or public sector marketing plan is information. Contrary to popular belief, the value of the currency increases when it is given to others. The power of information comes from sharing it, not hoarding it. That means information must be shared internally as well as throughout the community. An effective communication system is marked by openness and inclusiveness. ' • Marketing is not "selling." Marketing is a process that uses communication to determine the needs of the target publics, meet those needs, and build continuing relations that benefit the City in its primary business of community building. • An effective communication program must be comprehensive, as opposed to piece meal. Communication must be a consideration of all facets of City government — planning, decision making, and the provision and evaluation of City services. The communication program must reflect the City's goals, policies, mission and vision. Every facet of government, especially the communication program, should underscore the common purpose — building and maintainingithe community. The proposed plan is intended to serve as a review of existing conditions as well as a strategic plan to achieve the communication goals of the City over the next three to five years. The document is divided into sections based on the City's target audiences, goals, ' strategies and tactics. The work program section describes the methods, tools and techniques to be used in support of the strategies and is designed as an action plan to achieve the goals of the plan. The work program includes an loverview of the City's current public information and marketing efforts, followed by an analysis of additional efforts needed as well as suggested options for future funding consideration. TWO CAVEATS Before proceeding to the Work Program, two caveats are in order:, A. The communication plan presented in this document cannot be accomplished with existing staff and resources. Since additional staff and resources are not expected at this time, the plan suggests two options to augment existing resources: 1. Creative Deployment of Resources. The plan proposes convening a Communication Team, comprised of employees whose task it will be to assist in the implementation of parts of the work program. This team will not be "just another committee," but wilLconstitute a working task force whose functioning will be instrumental to the success of the communication plan. The group would be comprised of one representative from each department. Since the departments of Police and Fire currently have staff who fulfill the responsibilities of Public Information Officer for their departments, these staff members would seem the likely choices to serve on the team. For the remaining departments, the selection of the representatives should be made on the basis of the following criteria: • Ability to communicate well both orally and in writing. • Authority to speak for and represent their department. • Ability to receive training in Communications and to assist in providing that training to all employees. • Access to information. • Ability to take on the responsibilities to implement the Work Program outlined below. This group will function at several different levels simultaneously: ' • to facilitate communication internally within the City by bringing knowledge of department needs and services to the table; • to play a vital role in communicating externally with citizens, the news ' media and others; • to assist in developing a system for resident and employee communications that is marked by openness and decentralization; and • to periodically evaluate and update the City's communication plan and the success of its various components. 1 4 2. Outsourcing of Specific Tasks. Some tasks proposed in the Work Program may be more efficiently accomplished through contracting with outside consulting services. Outsourcing is suggested primarily to accomplish some training and surveying. Notations are made in the document where outsourcing is a suggested option. B. The following caveat is a qualification regarding the goals of improving image. There are only two ways to improve any organization's image: 1. Improve the organization's identity. 2. Improve the organization's communications. "2" can succeed only if "1" already has. To explain this statement, the distinction between "identity" and "image" must be understood. "Identity" is the reality, whereas "image" is perception. • The "identity" of an organization is the aggregate of all the elements that make up the organization — every employee, interaction, sign, vehicle, quality of services, attitude and demeanor. • "Image" is the public's perception of the identity. • No amount of communication can improve an organization's "image," if the problem exists with the organization's "identity." In other words, .an organization must be service driven first, before it can be customer driven. A successful public relations program requires the acknowledgement of the role of a service driven organization. 5 TARGET PUBLICS The following list identifies target publics as well as a suggested prioritization of those groups for the communication plan. 1. Residents The City of Palm Beach Gardens currently has approximately 35,000 residents with an additional approximate 6,000 in season. This group holds the highest priority as a target public. The make up of this group will vary, depending on issues. Overall, the goal is to reach all residents with positive information about ,the City. However, in many cases the target public will be more narrowly defined, based on specific issues that affect segments of the City. 2. Employees The City of Palm Beach Gardens currently employs approximately 425 full- and part- time employees. As previously noted, every employee is an�ambassador for the City. This group, therefore, constitutes another priority "public" of the City. Effective communication with this group is as important as effective communication with residents. Not only should this group be extremely well informed about the City, this "public" also contributes to the identify and, therefore, the image of the City held by all other "publics." 3. News Media The news media are the third target public because the coverage they provide may significantly impact the image of the City as perceived by residents, employees, and additional target publics. 4. Additional Target Publics Additional target publics include those segments of the public internal and external to the City that may, depending on the issue and their involvement, influence the City's identity or be influenced by the City's image. This group may' include the business community, schools, churches, organizations, prospective residents, advisory boards and other public institutions. SUMMARY OUTLINE :OF PROGRAM GOALS AND STRATEGIES GOAL #1 TO ACQUIRE BASELINE INFORMATION ABOUT TARGET PUBLICS FROM WHICH INFORMATIVE MARKETING PLANS CAN BE MADE. STRATEGIES: • Develop a communications research program (qualitative and quantitative) that identifies the needs of target publics and documents progress. • Conduct planning workshop with staff, officials and select publics to discuss survey findings and plan marketing strategies. GOAL #2 TO MAINTAINAMPROVE THE IMAGE OF THE CITY WITH TARGET PUBLICS. STRATEGIES: • Employ a variety of methods, tools and techniques in support of promoting a positive image of the City. • Foster favorable opinions also with external publics such as surrounding area residents, prospective residents, other governmental agencies, businesses, organizations such as schools and churches, and the media, including print and broadcast. GOAL #3 TO IMPROVE THE PROCESSES BY WHICH THE CITY COMMUNICATES WITH RESIDENTS, INCREASING THE FREQUENCY AND THE MEANS BY WHICH INPUT AND PARTICIPATION OF TARGET PUBLICS IS OBTAINED. STRATEGIES: • Integrate the communication function within the structure of government. (To be effective, the communication function must be a factor very early in all government processes. It must be a pervasive element in all phases of government operation, not after - the - fact.) • Develop methods and processes (such as standard operating procedures, etc.) for integrating the communication function into the structure of government (such as in seeking input of target publics and providing information on a timely basis). GOAL #4 TO IMPROVE COMMUNICATIONS WITH EMPLOYEES. STRATEGIES: • Employ a multi -level variety of communication tools and methods in support of developing an employee communication program that emphasizes upward, downward, and lateral communications. • Build pride among employees and positive identification with the City as a whole, thereby improving customer service and employee morale.' GOAL #5 TO MAINTAIN AND ENHANCE MEDIA RELATIONS AND MEDIA COVERAGE OF THE CITY IN AN EFFORT TO OBTAIN A FAIR AND BALANCED PRESENTATION OF THE CITY. STRATEGIES: • Develop a consistent and comprehensive approach to media interactions, including policy and procedures, methods for preparation, tracking and monitoring of all interactions with the media. • Maintain a strong relationship with the media to garner fair and balanced coverage. 8 IMPLEMENTATION THE WORK PROGRAM (TACTICS, TOOLS & TECHNIQUES) This section describes the specific tasks to be implemented in support of the program goals and strategies. Since this is a three- to five -year plan, the attempt will be made to provide a timeline and to indicate additional future options for consideration. The program first assesses the current inventory of activities, then proposes additional elements for a comprehensive plan. GOAL #1 TO ACQUIRE A BASE OF INFORMATION ABOUT TARGET PUBLICS FROM WHICH INFORMATIVE MARKETING PLANS CAN BE MADE. STRATEGIES: • Develop a communications research program (qualitative and quantitative) that identifies the needs of target publics and documents progress. • Conduct planning workshop with staff, officials and select publics to discuss survey findings and plan marketing strategies. PLAN OF ACTION A. ACQUIRE INFORMATION BASE Conduct Baseline Survey of residents. • A quantitative, statistically valid, random sample survey of the City's residents will provide a baseline for further development and refinement of the City's communication plan. • The purpose of the survey will be to obtain information regarding the City's image, to determine the sources of citizen information as well as information needs, and to measure the perceived effectiveness of City activities and services. • Conduct workshops with officials and staff to share survey findings and to assess any needed changes in the communication plan.''. • Additional surveys would be conducted every year or every other year thereafter. TIMELINE AND FUNDING Year 1: Conduct baseline survey during FY 1999 -2000. Funding: $2,000 budgeted. Years 3 & 5: Conduct follow -up surveys (obtain results in advance of budget planning). Funding: Every other year. B. ISSUE - SPECIFIC SURVEYS Conduct Issue Specific Surveys of target segments, as needed. • Issue specific surveys of residents affected by capital! improvement projects, current issues or new development may be conducted' on an as- needed basis, depending on the issue or project. 10 TIMELINE AND FUNDING: Year 1: Develop template for issue - specific survey. Years 2 -5: ongoing, as needed. Funding: Staff time; Produce surveys in- house; no additional funding required. Additional funding for postage may be required. C. ISSUE TRACKING Centralize Complaint/Issue Tracking. An additional source of information that can be compiled,, tracked and assessed as a means of research includes the City's one -stop shop complaint system. Although the primary purpose of the centralized complaint I system is to ensure responsiveness to residents, this system may also be utilized as a passive means of monitoring and measuring resident opinion. • Centralized one -stop shop complaint system will compile quantitative and qualitative data on residents' concerns. • Letters of complaint received in any department throughout the City should also be entered in the complaint software for accurate tracking and reporting. • The centralized complaint software also has the ability to "proactively" survey, track, and produce reports on resident opinion on specific issues. TIMELINE AND FUNDING: Year 1: Start up of centralized software system; training to be provided by Public Information & "Citizen Services once system is up and running; additional use of system for ongoing' analysis of issues. Year 2 -5: Expand the use of the system to include proactive issue tracking. Funding: Staff time for training and system administration; software and necessary licenses already purchased. 11 D. MEDIA DATA Compile, Track, and Analyze Media Data. • Tracking and monitoring of media requests and reporting (described more fully later in this document) will also provide data on issues reported to the public and on factors influencing the City's image. • Broadcast reporting, press coverage, editorials and letters to the editor all provide quantitative and qualitative research. TIMELINE AND FUNDING: Year 1: Years 2 -5: Funding: Start up of centralizing media tracking through Public Information Office. Ongoing tracking and reporting of media coverage. Staff time; no additional funding needed. E. FUTURE OPTIONS /SUGGESTIONS • Focus Groups • Delphi Groups • Internet Surveys via City Web Site • Interactive Information Kiosk (with surveys /input as options) • Additional surveys or above methods for obtaining information regarding the perception of the City held by "Additional Target Publics." GOAL #2 TO MAINTAINAMPROVE THE IMAGE OF THE CITY WITH TARGET PUBLICS. STRATEGIES: ■ Employ a variety of methods, tools and techniques, that when properly employed, combine to create a positive image and to foster favorable opinions about the City. • Foster favorable opinions also with external publics such as surrounding area residents, prospective residents, other governmental agencies, businesses, organizations such as schools and churches, and the media, including print and broadcast. • Improve Customer Service (described more fully 'under GOAL #4 — Communicating with Employees — but will also support the achievement of this Goal). 13 PLAN OF ACTION A. ASSET INVENTORY Conduct an inventory of assets - known positive attributes that contribute to the positive image of the City, such as, Assets and Strengths City services and amenities Quality development and planning Attention to preserving the City's beauty and natural features -� Location, Location, Location Recreation amenities and programs -� Leisure and sports attractions, such as golf, tennis and croquet -� High property values and quality housing Safe, quality neighborhoods Attention to environment and green space Strategic location in Palm Beach County (accessibility) Relatively low tax rate Nationally accredited Police Department Award - winning Fire Department Department national awards Tree City USA award -� Strength of leadership -� Quality residents TIMELINE AND FUNDING Year 1: Augment above list with input from Communication Team 14 Years 2 -5: Ongoing and adjusted periodically, based on survey results Funding: Staff resources and time B. PROMOTIONAL EFFORTS Continue current efforts at promoting the City, augmenting additional components, based on identified assets and strengths' (above). Promotioi Additional Efforts nal Efforts — Publications City Information / Community Guide Community Map (published through business support) Guide to City Council Meetings handbook Video promoting Palm Beach Gardens (to prospective businesses, community groups, and other governmental entities) Articles available for HOA publications Information Kiosk (placed at City Hall; Gardens Mall) — multi -media program to provide information and to be, ultimately, interactive Vision Document "Report Cards" — to update progress of Vision Official City Web site for Palm Beach Gardens Articles placed on Neighborhood Web site — Gardens Online Comprehensive City Sign Program City Calendar of City events, schedule of meetings, budget process, etc. Topical Publications: issue - specific brochures on such topics as "Frequently Asked Code Enforcement Questions," "Citizen Services One - Stop Shop," "Traffic Signs," etc. i Annual Report — wider circulation in a condensed version Department Brochures — to be developed on issues of relevance to the publics they serve tPromotional Efforts — Events —� "State of City" or "State of Palm Beach Gardens" address (Grand Opening of Municipal Complex could be the kickoff of a yearly City event at which the Mayor and/or Council members would deliver a "State of the City" address) ' Speaker's Bureau program — with brochure to publicize the topics on which City staff are available to give presentations Yearly City event, such as "Art on the Plaza" or "PBG Expo" to be held in ' the plaza area of the Municipal Complex Partnership with local radio station for 5 minutes of prime time per week for the purpose of highlighting City news, initiatives, or new programs 1 15 TIMELINE AND FUNDING Year 1: Phased schedule should be developed for items chosen for implementation (from list of Additional Efforts and Events). Years 2 -5: Planning, direction, and capital improvement budgeting (for some items) will need to be determined for future options. Funding: Dependent on additional projects chosen. C. SURVEY DATA Analyze survey data (from baseline survey) and' additional qualitative data compiled to identify any perceived problems associated with the City's image. • Develop specific marketing strategies and tactics to address perceived issues with image. TIMELINE AND FUNDING Year 1: Conduct analysis after completion of survey; Develop specific strategies for following years. Years 2 -5: Conduct similar analysis after each follow up survey. Funding: Dependent on strategies needed to address perceived issues. I D. CORPORATE GRAPHICS PROGRAM Develop consistent use of City's Logo and consistent use of City Mission Statement. • Develop Standard Operating Procedure for consistent use, specifications, and applications of City Seal in publications, services, vehicles, buildings, forms, letterhead, etc. • Condense City's Mission statement for ease of remembering, ease of publication, and ease of identification by target publics, including employees, for example: "...Existing to preserve and Enhance the',Quality of Life Unique to our Community." 16 TIMELINE AND FUNDING: Year 1: Write SOP and communicate internally Years 2 -3: Implement graphics program. Funding: Staff resources; limited funding. E. ECONOMIC DEVELOPMENT STRATEGY Begin planning, communication and marketing support for the development and implementation of an Economic Development and Business Retention Program. • Develop packet of information to support a future Economic Development and Business Retention Effort. • Identify target audience and marketing strategy in support of City's economic development plan. • Depending on the goals of the City's economic plan, seek the assistance of consultants in securing national media coverage of the City. • Establish a forum for City businesses to interact with one another and the City to gain knowledge, share information, and receive feedback regarding the City's relationship with existing businesses. • Maintain and expand the City's presence in the North County Economic Development Advisory group, by establishing a City -staff member as coordinator for meetings and to provide follow up to group decisions, requests for information, etc. TIMELINE AND FUNDING: Year 1 and beyond: Develop marketing plan once economic development program is developed. Funding: Consulting services recommended. F. DEPARTMENTS' INVOLVEMENT Involve the participation of all City Departments in,the promotion of the City's positive image. 17 • Request that each department/division provide to the Public Information Office the text for the development of a brochure on a topic of interest to the TIMELINE AND FUNDING Year 1: Immediate participation of departments in Communication Team, sharing publications with Public Information Office; Start up of Speaker's Bureau. Years 2 -3: Require information for Department brochures in Years 2- 3, with publications to be produced by Public Information Office. ' Funding: Staff time; Department funding for printing, copying and postage for Department brochures. 18 public. ' Examples of Department/Division Information Brochures -� Administration City Services, ' Building Permitting Process, Sign Code City Clerk's Office Council Meetings Code Enforcement Frequently Asked Questions Finance Occupation Licensing -� Fire Hurricane Information House Number Brochure ' Planning & Zoning Development, Review Process -� Police Community Policing Juvenile Services Public Info. & Citizen Svcs. "Request for Service" System Public Works Infrastructure', Improvements ' Mosquito Spraying program • Require that departments submit topics and suggested staff for inclusion in the ' City's Speaker's Bureau. • Require that Departments submit to the Public Information Office any ' brochures, publications, newsletters, etc. that are developed by the departments and distributed publicly (in order to develop a comprehensive list of available City publications). ' • Require that each Department is represented on the City Communication Team. TIMELINE AND FUNDING Year 1: Immediate participation of departments in Communication Team, sharing publications with Public Information Office; Start up of Speaker's Bureau. Years 2 -3: Require information for Department brochures in Years 2- 3, with publications to be produced by Public Information Office. ' Funding: Staff time; Department funding for printing, copying and postage for Department brochures. 18 G. EXTERNAL TARGET PUBLICS Continue City's presence in and representation on intergovernmental efforts and external governmental efforts. • Continue City's participation in existing intergovernmental efforts, such as: Northlake Boulevard Task Force North Palm Beach Chamber of Commerce Governmental Affairs Subcommittee PGA Corridor Association -4 Municipal League North County Economic Advisory Group Equestrian Task Force Metropolitan Planning Organization Seacoast Utility Authority Eastward Ho Treasure Coast Regional Planning Council Loxahatchee River Management Coordinating Council • Seek greater representation on additional committees' and work groups, such as: City HOA Meetings -� North Palm Beach Chamber Meetings Other Nonprofit Organizations • Continue and augment City participation in business and agency /organization events, such as: Yearly Chamber of Commerce Municipality Breakfast Ground Breakings and Grand Openings of City 'Businesses and Organizations -� Ribbon Cutting Ceremonies • Continue to support local school events, such as: Project Graduation Advertisement to congratulate graduating high school students Student Advisory Committees -� High School Parades Gator Jam -� Local "Government in Schools" program (week -long effort) 19 TIMELINE AND FUNDING: Year 1 and beyond: Ongoing; continued participation. Funding: Staff time. H. FUTURE OPTIONS, SUGGESTIONS, AND IDEAS FOR IMAGE PROMOTION • Community Leader Publication — a more targeted newsletter sent to target segments of the City such as the business community, community leaders, etc. in a Kiplinger -style format, with emphasis on issues and content. • Information Line — for updates, information, etc. provided to residents while on "hold" (Note: this plan does not recommend an automated phone system; the suggestion here is for recorded information to be provided to callers while on hold.) • Participation in Government Access Cable Channel — for local programming as well as televised Council meetings. • Green Market in new Municipal Complex Plaza (seasonal). • Bimonthly (every other month) "coffee meetings" with, residents and community leaders. • Establishment of a North County Public Sector Communication Association. • Establishment of a Neighborhood Award Program — facilitated through the City's Neighborhood Program or the Gardens Neighborhood Association. • Development of a "Did You Know" fact sheet with interesting or unique facts on the City of Palm Beach Gardens. • City promotional advertisement in Yellow Pages /White Pages and national directories. 20 GOAL #3 TO IMPROVE THE PROCESSES BY WHICH THE CITY COMMUNICATES WITH RESIDENTS, INCREASING THE FREQUENCY AND THE MEANS BY WHICH INPUT AND PARTICIPATION OF TARGET PUBLICS IS OBTAINED. STRATEGIES: ■ Integrate the communication function within the structure of government. To be effective, the communication function must be a factor very early in all government processes. It must be a pervasive element in all phases of government operation, not after - the -fact. ■ Develop methods and processes for integrating the communication function into the structure of government (such as procedures for seeking input of target publics and for providing information on a timely basis). 21 PLAN OF ACTION A. CITIZEN PARTICIPATION PLAN Develop procedures for incorporating the communication function into planning, program design and issue analysis. A genuine two -way exchange, in the form of a public participation plan is necessary in order to make public participation a routine way for the City to do business. Such an effort contains two parts: information must be provided; input must be sought. Asking citizens to participate effectively in decision making requires that they first be adequately informed of the issue, alternatives, and consequences. Public information is, therefore, a central element of any public participation effort. The purpose of creating a public participation ,plan is to create a framework for communicating with residents on issues that may affect them and to proactively create the channels of communication and the communication tools necessary to successfully achieving stated goals or consensus on City plans or activities. • Develop procedures, such as in the form of SOPs, to provide direction to staff on issue analysis and the communication planning function to provide planned opportunities for input and planned, proactive communication with target publics. The SOP can serve as a working tool, a "how to" guide for public participation. ELEMENTS OF AN SOP ON CITIZEN PARTICIPATION 1. Guidelines and criteria explaining when 'a participation plan is required. Criteria Examples: ' ➢ The issue will have a substantial impact on 'residents in terms of taxes, fees, uses, regulations, or residents'. homes. ➢ The issue will significantly affect some groups or neighborhoods ' in the City more than others. ➢ The issue involves a subject that is already or will become controversial. ' ➢ The issue impacts residents who may, out, of a sense of ownership and concern for the community, wish to have their opinions heard. ' 22 ➢ Broad -based community support is needed to implement the program. 2. Responsibilities for implementation. 3. Techniques for obtaining public participation. 4. Techniques for obtaining public participation. 5. The desired goals and objectives to be gained from following the plan for resident input and/or participation. • Reiterate the offer of assistance to all departments in developing communication strategy on specific actions. The intention is to provide assistance to each department in analyzing a particular decision or project and developing a public participation approach appropriate to that decision or proj ect. TIMELINE AND FUNDING: Year 1: Develop SOPs. Years 2 -5: Develop training for staff on the importance of the communication function (can be accomplished in conjunction with the Communication Training recommended in Goal #4 — Employee Communications). Funding: Staff time; no funding needed if training is provided by staff. B. CITIZEN SERVICES ONE -STOP SHOP "REQUEST FOR SERVICE" SYSTEM Incorporate the One -Stop Shop into the structure of the City. • Centralize the complaint system, provide staff training, and require that all ' departments make use of the system, no matter where complaints or issues originate. Not only will centralization of the system provide essential data on resident concerns and the ability to track responsiveness, centralization will also establish a structured process for ensuring input, allowing for monitoring and measuring one form of feedback. ' • Require that the 48 -hour response time be followed. • Rename the complaint system to "Request For Service" system, which will ' create a more positive context for handling citizen issues. City staff needs to adopt the view that citizen issues are not negative and can be viewed more ' 23 positively when incorporated in a complete public information program. The perception of responsiveness to residents (usually communicated by word of mouth) is also an important ingredient for creating a positive image of the City. • Provide periodic progress reports on the "Request For Service" system to be shared with all staff which will demonstrate progress in responsiveness and will also serve as interdepartmental communication to inform all staff of current outstanding and resolved issues. • Utilize the system to its full potential by conducting periodic analyses of the data as one form of feedback and as an "early- warning system," which will alert the City to potential negative issues to which it can respond appropriately and proactively. TIMELINE AND FUNDING: Year 1: Ensure that the centralized system is fully operational and utilized; provide staff training on the system and software. Years 2 -5: Conduct analysis of system and procedures and adjust as necessary. Funding: System software already purchased, :needs to be installed on computers; staff resources. C. CITY RESPONSE TEAM Develop further the use of the City Response Team (CRT) as means of improved responsiveness and to encourage the two -way exchange of information between the City and interested publics. • Employ the concept of the City Response Team as it was intended — to ensure that issues of a complex nature or issues involving more than one department do not "slip through the cracks." • Formalize the use of the CRT through a standard operating procedure. TIMELINE AND FUNDING: Year 1: ongoing with attempts at greater use. Years 2 -5: ongoing with evaluative assessment,of the procedure from the Communication Team. Funding: existing staff resources and staff time. 24 D. NEIGHBORHOOD PROGRAM & GARDENS NEIGHBORHOOD ASSOCIATION Continue development of the City's Neighborhood Program and Gardens Neighborhood Association (GNA) as a means of encouraging citizen input and participation. The development of the Neighborhood Program rests on the foundational belief that by providing opportunities for citizen involvement, the City will enjoy the benefits of an inclusive, community -based model of government. Establishing a communication network with residents through association and neighborhood representatives is one means of enhancing City -wide communications. • Bring to the Neighborhood Program meetings discussion of topics early in the planning phase of an issue to allow for input. • Centralize the input staff receives from residents at the Neighborhood Program meetings into the centralized citizen issue database for tracking and reporting. • Utilize the Gardens Neighborhood Association as a .clearinghouse for City plans and recognize the GNA members as representatives of neighborhoods and neighborhood associations. • Employ the GNA's Website as means to communicate and receive information from neighborhoods and associations. ' • Maintain an up -to -date City database of all HOA/Neighborhood representatives to ensure an accurate and appropriate; bank of City contacts for information distribution. TIMELINE AND FUNDING: Year 1: Continued operation ' Years 2 -5: Continuation based on assessment.of progress Funding: Current funding is very limited funding, additional City support of this program may be needed in the future. 25 E. CREATIVE MEANS OF NOTIFICATION Increase means of resident notification by using more "humble," but effective, forms of resident notification beyond the standard and /or required means of notification currently used. • Make use of newsletters of associations and community organizations. • Develop "Early Information Lines" to inform the public and employees of the status of upcoming development in the City. • Following budget approval, publish "Budget Highlights" including upcoming capital improvement projects for the next year for earlier notification. • Utilize Gardens Neighborhood Association's Neighborhood Web site: Gardens Online. • Combine a variety of creative locations: church lobbies, convenience stores, neighborhood postings, postings at HOA clubhouses, select mailings or surveys, and free publications and town newspapers. TIMELINE AND FUNDING: Year 1 and beyond: Should be implemented immediately. Funding: Staff resources; no additional funding necessary. F. FUTURE OPTIONS — FOR GREATER NOTIFICATION AND INPUT • Consider means of increasing the participatory, inclusive elements of the City's Neighborhood Program. • Additional notice of issues before the Planning and Zoning Commission, beyond the current methods of notification and more stringent requirements for notification by developers (and concomitant changes to policy, procedure and City Codes). • Interactive components (complaints and citizen emaiIs) via the City's Web site. 26 • Utilize "Citizen Service Evaluation" cards, asking the public to evaluate a particular service; place at strategic locations throughout the City. • Assistance to neighborhoods in developing associations for more structured involvement and input into City decisions and actions, such as in the form of a "How -To -Kit" for neighborhood organization. • Matching grants (small sums) to neighborhood coordinated projects that result in improvements to the City. GOAL #4 TO IMPROVE COMMUNICATIONS WITH EMPLOYEES. STRATEGIES: • Employ a multi -level variety of communication tools and methods in support of developing an employee communication program that emphasizes upward, downward, and lateral communications. • Build pride among employees and positive identification with the City as a whole, thereby improving customer service and employee morale.; 28 PLAN OF ACTION A. UPWARD, LATERAL, DOWNWARD COMMUNICATIONS Incorporate specific tactics into the operations of the, City structure and organization to ensure that greater emphasis is placed on the role of communication. The basic assumption at operation is: Informed employees are high performing employees. • Conduct a "Communication Audit" of the City through one or more methods, such as: Employee Questionnaire /Survey Employee Focus Groups Employee Feedback Groups -� Nominal Group Technique • Regardless of method(s) used, the Communication Audit should obtain employees' opinion on the following: -� How well the City communicates with its internal "customers" How well the City communicates with its external customers" What do employees rely on as a source of information about the City -� How well the City practices customer service How well the City engages the public in deliberating about important issues -4 What suggestions employees have for how the City can communicate better • Based on the findings of the Communication Audit, develop a plan to ensure improved communications. Examples of plan elements would include: To Improve Upward Communications -� Re- initiate City Manager Breakfasts - as a means of obtaining employee input. Utilize Employee Suggestion Boxes - where items are actually read and responses are provided to employees via the employee newsletter or written response. -� Treat suggestions made by employees, or employee teams, with respect and respond to accordingly. -� Suggested Additional Option: Brown Bag Lunches with City Manager/Department Heads to share ideas on City operations, services, and effectiveness. 29 To Improve Lateral Communications —> Employ self - directed teams made up of representatives from all departments to address issues and improve communications between departments. Ensure that recommendations made by self - directed teams are implemented or provide explanation when suggested changes cannot be implemented. Implement Customer Service Training (discussed more fully below) — which emphasizes communication to internal - customers, i.e., other employees as well as external customers. Reduce territoriality of departments by highlighting and rewarding examples of interdepartmental cooperation and addressing directly examples of territoriality. To Improve Downward Communications —> Require that each department hold (at minimum) monthly staff meetings to share information about the City with employees. Utilize the employee newsletter, City Hall Gazette, as a vehicle for communicating information about the City to all employees by including important City information, such as information about Council decisions, upcoming development, and changes in City codes that affect the way employees do their job, etc. Publish a yearly "Budget At A Glance," to ;provide employees with general information on the City's budget and expected capital improvement projects over the next year. Communicate to all employees the yearly Goals & Objectives of all departments. Include "Communications Competencies" as ;part of all supervisors' performance evaluations. Ensure that all information about important, controversial, significant issues to be released to the media, is distributed internally first and is shared with employees. Suggested Additional Option: Monthly or Quarterly Employee Briefing Sessions — could be held from 8:00 to 9:00 a.m. as an opportunity for employees to get an update on City information and news. Clearly communicate to employees (and engage them in the discussion of) the expectations of them once the program of improved communications is initiated, namely: Employees are Public Relations officers of the City and as such are expected to be familiar with the basic functions of all City departments and services, City news and events, including information provided in employee newsletter. (Being informed about the City should be made a function of every job description and a criterion of every performance review.) 30 —� Employees are empowered to seek answers to' resolve problems for residents even if seeking such a solution requires additional effort. Employees are expected to take the initiative in communicating information to others (co- workers and other departments). Employees should be familiar with issues and answers contained in the "Frequently Asked Questions" booklet (to be developed in conjunction with Customer Service Training). TIMELINE AND FUNDING: Year 1: Implement ASAP as many work tools a possible to improve upward, downward, and lateral communications, such as City Manager Breakfasts, department staff meetings, "Budget At a Glance," Conduct Employee Communication Audit. Year 2: Adjust plans and strategies in employee communication program, based on the findings of the Communication Audit. Years 2 -5: Implement Employee Briefing Sessions. Funding: Funding needed to tabulate audit :findings, if questionnaire method is used; minimal funding required for additional improvements in employee communications; primarily staff resources. B. EMPLOYEE COMMUNICATION TRAINING Develop employee communication training and customer service training to educate employees on the plans for improved communications and customer service expectations. Note: In the interest of time and efficiency, Communication Training and Customer Training could be combined, however the ideal plan would entail separate training to more fully cover both topics. Additional Note: It is duly noted here that Customer Service Training may have been more appropriate under Goal #2, "To Maintain/Improve the Image of the City with Target Publics," because successful customer service is a critical element of any public relations program designed to present a positive image. However, the case can also be made for its placement under this goal since improved customer service is an inherent partner and by- product of improved communication with employees. Communicating with employees and Customer Service are intimately tied in that the commitment to customer service must also focus inward to ensure the organization treats emnlovees as customers. and therebv improves morale. • Communication Training would constitute an educational process on the changes in procedure to ensure improved communication with employees and on the role (expectations and responsibility) of employees in the communication processes. 31 • Customer Service Training would entail an education process concerning the guidelines and methods for the provision of services to residents and internal customers. Employees must be educated to understand ,their role in citizens' perception of trust and confidence in local government and that it is directly dependent on responsiveness to requests for service or to concerns that residents may raise with the City. Customer Service Training should emphasize the following characteristics: -4 Establishing clear guidelines as to what constitutes customer service and inviting employees to contribute to that meaning. -4 Obtaining employee input regarding guidelines and,procedures for improved customer service. -� Obtaining agreement that customer service means ;providing service that is fair, courteous, accurate, prompt, helpful, knowledgeable, pleasant, well done, and most important, reliable and consistent. -� Providing training in active listening skills and nonverbal communication as well as techniques for communicating with emotional or irate customers. • Develop and publish Customer Service Manual for distribution in training and for ongoing distribution to new employees. TIMELINE AND FUNDING: Year 1: Conduct Customer Service Training'; develop manual. Year 2: Conduct Communication Training (unless it is combined with Customer Service Training). Years 3 -5: Incorporate training material into new Employee Orientations and re -train as necessary. Funding: Staff resources if training is conducted in- house; funding for Consultant/Trainer if obtained from outside sources. C. EMPLOYEE MORALE Attempt to address the issue of employee morale with the full realization that changes in morale in any organization come about only as individual choices. While every effort can be made to communicate changes in the way the City communicates with employees, the issue of morale is one that occurs, only as a result of individuals deciding to become engaged in the process and overall goals of an organization. Improving employee morale will never succeed if attempts are seen as controlling, manipulative, or insincere. 32 • Incorporate opportunities for genuine employee participation through staff teams, self - directed teams and voluntary teams. Example of Employee Participation Opportunity Following Customer Service Training, each department should be encouraged to invite a self - directed team(s) to conduct a review of their services to a target audience and make recommendations for improved service or responsiveness to their "customers." • Ensure that suggested changes by teams are implemented or responded to. Example: Implement the Employee Orientation Program previously developed by a self - directed team of employees. • Empower employees in the true sense of the word, not as it is currently overused. Employees must be viewed as individuals who are the City's most valuable resource. Employees are the "front line" of service delivery and should' be accorded the power of thinking and decision making. True empowerment not only improves morale, it is also the driving force behind excellence in service. Ownership is essential for the success of any initiative. ' • Replace or augment the current teamwork award with Service Improvement Awards that recognize employees for suggested improvements adopted by the City (suggestions tested over a six -month period). Example of Suggested Criteria for Service Improvement Awards -� Suggested procedure that is more efficient, less timely or better. -� Suggested procedure that combines services and eliminates duplication. -� Suggested procedure that streamlines operations. -� Suggested changes in timing or sequence for more effective or efficient services. • The following list, which goes beyond the purview of a communication plan, is included as an advisory that any communication effort designed to improve morale will not succeed unless accompanied by the following management/HR practices of "employee entitlements ": An up -to -date, comprehensive, relevant job description for each position. Clear, understandable, worthwhile, challenging, but attainable goals adopted jointly with the supervisor. Clearly defined priorities for each goal. Specific target dates, along with an approved plan for attaining each goal. -� The necessary authority and freedom to do the job. Sufficient time, resources, training, and assistance to do a good job. Standards that allow performance to measured fairly and objectively. 33 TIMELINE AND FUNDING: Year 1: Begin implementation of self - directed teams following Communication and Customer Service training. Year 2: Conduct periodic assessment (with the assistance of the Communication Team or outside consulting services) of efforts undertaken to improve employee morale. Funding: Staff resources; minimal additional funding, unless consultant services are utilized for assessment. D. FUTURE OPTIONS FOR EMPLOYEE COMMUNICATIONS, CUSTOMER SERVICE AND EMPLOYEE MORALE • Customer Service Video that explains the service commitment to new employees during the new employee orientation. • Greater use of technology: Publish a "This Week at City Hall" newsletter once the City's Intranet/Email System connects all City departments. 34 GOAL # 5 TO MAINTAIN AND ENHANCE MEDIA RELATIONS AND MEDIA COVERAGE OF THE CITY IN AN EFFORT TO OBTAIN A FAIR AND BALANCED PRESENTATION OF THE CITY. STRATEGIES: ■ Develop a consistent and comprehensive approach to media interactions, including policy and procedures, methods for preparation, tracking and monitoring of all interactions with the media. ■ Maintain a strong relationship with the media to garner fair and balanced coverage. 35 PLAN OF ACTION ' A. MEDIA POLICY ' Develop a Citywide Media Policy to address all issues surrounding interactions between the City and the media. • Develop a comprehensive policy, providing for standards and consistency for all dealings with the media. Media Policy to Cover: —� Procedures for interactions with all media. Information relevant from communications law such as defamation, privacy, copyright laws and public records request. Procedures for tracking of interviews. —� Delineate spokespersons for factual questions from spokespersons who will respond to questions of policy or questions on controversial issues. • Communicate the policy internally to ensure staff knows who should respond to media requests for information. • Centralize the tracking of all staff/media interactions and interviews. • Require centralized tracking of all press releases, PSAs, or fact sheets released to the media. • Revise and maintain an up -to -date, comprehensive media list of editors, news directors, assignment editors and deadlines to be available and shared Citywide. • Inform the PIO following media interviews, media requests for information, etc. for the purpose of centralized tracking. • Keep PIO and designated department media contacts informed of potential issues, events, community activities, etc. to ensure staff familiarity with issues when contacted by the media (a factor in developing media credibility). • Conduct periodic analysis (minimum yearly) of media coverage of the City and determine strategies for improving coverage, if needed. 36 • Develop a "quick reference" kit on dealing with the media for (distribution to staff as a supplement to the Media Policy. • Distribute copies of all press releases to Council Members, Department Heads and designated department spokespersons as part of keeping key staff informed of media issues. TIMELINE AND FUNDING: Year 1: Media Policy (draft) already written; to be completed by end of year. Utilize communication team in accomplishing remaining above tasks. Years 2 -5: Conduct periodic analysis, revise where needed. Funding: Staff Resources. B. MEDIA TRAINING Provide media training to all staff who may be in a position to deal with the media. • Develop Media Handbook with information on media interactions, including "tips on dealing with the media," "guidelines for interviews," "crisis communications," developing "key messages," "issue management," and "press conferences." • Provide training (or obtain services of training consultant) to deliver training to designated staff. • Include presentation from City Attorneys regarding public information and disclosure issues under state statutes. • Include Q & A segment with representatives from the local media to provide information from their perspective concerning media coverage of the City. • Provide periodic updates of training based on periodic assessment of media coverage. TIMELINE AND FUNDING: Year 1: Develop Media Handbook and begin to develop training modules. Year 2: Deliver training or contract for training services. Years 3 — 5: Retrain as needed. 37 Funding: Depending on chosen method of training; printing costs for manual; staff time and resources. C. FAIR, BALANCED COVERAGE Foster a positive relationship with all media in an effort to co -exist and obtain balanced coverage. ' • Foster the relationship with those elements of the media, such ;as the Weekday and the Jupiter Courier, that provide overall consistent and positive coverage of the City. ' Assist with providing information for articles and make information as readily available as possible. (Weekly or twice - weekly newspapers offer an effective and direct means of reaching certain target public, often those who are sources of grass ' roots opinion. Studies have found that weekly newspapers often have a far greater impact on opinions than daily newspapers.) ' • Ensure consistency in all dealings with the media, whether Ithe news is "good" or "bad." i• Be available to media requests for information (designated department spokespersons) by returning all calls prompty to assist the media in meeting deadlines (failure to return phone calls is the most frequent complaint among reporters of local ' government). ' • Identify one or two primary contacts for the media and ensure availability around the clock by providing media with the names, office and home phone numbers, cell phone and beeper of primary contacts. ' • Prepare "Council Highlights" following each Council meeting and distribute to media the next day. • FAX City Council agenda to all media in advance of Council meetings. • Prepare and distribute background information on Council meeting issues likely to be covered by the media (would require coordination between departments and PIO). ' • Create and periodically update a "Media Fact Sheet" containing information on the City, such as demographics, statistics, and suggested stories. Also distribute to newly assigned reporters. ' • Offer orientation programs to new reporters assigned to cover the City. 1 38 • Assist television media coverage (on major issues or Council action) by calling television stations before Council meetings (to assist in meeting deadlines) and offering visuals for pretaping. TIMELINE AND FUNDING: Year 1: Implement immediately all suggested practices to assist in obtaining better media coverage. Years 2 -5: Assess and revise as needed. Funding: Staff resources and time. D. FUTURE SUGGESTED OPTIONS • Develop a quick reference "To Do List for Emergency Media Relations." • Promote Council articles in local newspapers. • Prepare and distribute monthly a suggested story list. • Develop a "Media Fact Sheet" or yearly calendar with information on the next year's City events. • Coordinate yearly meetings between City Manager and/or Mayor with local newspaper editors and broadcast news directors regarding local coverage and to determine how the City can provide greater assistance to media. • Develop a "City Hot Line" for the media that provides up -to -date information on news as it develops, which can be particularly valuable in an emergency. • Conduct Council Agenda Briefing Sessions (media availability sessions) to be held prior to Council meetings. Council Members, City Manager or designated staff, for a designated time period, are available to answer any questions the media may have regarding upcoming meetings or issues. This technique is also very useful for controversial issues that do not warrant a press conference. 39 CONCLUSION A. communication and marketing plan seeks to answer the question, "How should we organize the communication function ?" A communication plan should also address the level of importance an organization intends to assign to the communication and marketing function. The foregoing analysis attempts to suggest answers not only to the question of the level of importance the City should assign toi the function, but also suggests a plan for how that function should be organized. The foregoing analysis suggest that Public Relations in government, when properly conceived and supported internally, is the most effect tool available to help policymakers and constituents cooperatively formulate and achieve common goals. It is a basic management function relevant to all of the City's activities. A marketing plan is not an end in itself and the end of promoting a positive image of the City is not a sufficient goal. A successful communication and marketing program is directly tied to the success and evaluation of the services the City provides. Even beyond the provision of services is the goal of community building and trust. Promoting a 1 successful image is, as noted in the Introduction, directly tied to the achievement of a successful identity. How will we measure our success? A number of methods are available for gauging the success of the program. A few examples include: . Surveys subsequent to the baseline surve ❑ Y q Y ❑ Subsequent communication audits of employees. ❑ Citizen comments via the One -Stop Shop, neighborhood meetings and interactions with residents and activist - citizens. ❑ Turnaround time in response to Requests for Service. ❑ Media coverage. These and many other indicators can become hallmarks of a community with a high level of trust in local government and a low level of cynicism. Furthermore, the success of the program should bring with it a citizenry more willing to participate in future problem- solving a opposed to looking to government to solve every problem. A successful communication and marketing effort holds far - reaching benefits: ❑ A positive image and identity. ❑ An involved citizenry. ❑ Improved morale. ❑ Improved relations with citizens. ❑ An attractive community to businesses or citizens seeking to relocate. ' ❑ A plan for continuing efforts to maintain a sense of community. The preceding plan suggests a work program that will assist in the achievement of these ' goals. 40 CITY OF PALM BEACH GARDENS 10500 N. MILITARY TRAIL, PALM BEACH GARDENS, FLORIDA 33410 -4698 Office: (561) 775 -8252 FROM THE DESK OF LINDA V.'' KOSIER, CMC City Clerk J/ �I