MINUTES
TOWN COMMISSION - SPECIAL MEETING
JANUARY 10, 2001
A special meeting of the Town Commission of the Town of Melbourne Beach, Florida was
called to order by Mayor Wille at 7:05 p.m. on Wednesday, January 10, 2001 in the Community Center.
Mayor Wille also led the Pledge of Allegiance to the Flag.
Present: Mayor Wille
Vice Mayor Remark
Commissioner Betten
Commissioner Smith
Commissioner Stacey
Others Present: Town Manager Ciummo
Sergeant Bailey
Jack Rood, Rood & Zwick
Town Clerk Masny
approximately 75 citizens
I. JACK ROOD, ROOD & ZWICK - AUTHORIZATION TO FINALIZE PLANS AND PREPARE BID
DOCUMENTS FOR MUNICIPAL COMPLEX
Jack Rood, Architects in Association, Rood & Zwick stated that this meeting is a follow up of the
December 6, 2000 workshop and for the benefit of the Town Commission and members of the public
reviewed the events of the December 6, 2000 workshop.
Mr. Rood presented a 30 to 40 percent design document and advised that this has been a two-step
process, step one was a study of existing facilities, which was presented to the Town Commission in
June of 1999. Mr. Rood advised that the existing facilities do not meet current standards or needs of
the Town departments. Mr. Rood advised that the second step was the proposal of a master plan for
the municipal complex.
Mr. Rood reviewed the master plan and discussed why the Town is required to have an on-site retention
area for stormwater. Mr. Rood advised that the retention area will be located in Ryckman Park, be a
depressed area, 7 inches over a large area, so that during a heavy rain, the water will be directed to the
retention area.
Mr. Rood and the Town Commission heard concerns and answered questions from citizens for approximately
1/2 hours regarding the municipal complex design. The major points of concern from the citizens were: the
addition of ingress/egress onto First Avenue, onto a residential street; Issues of standing water and health
risks to the public from the retention area in Ryckman Park; The concerns as to whether a porch can be
added to the Community Center as far as the building retaining historical structure status; and, The
encroachment into Ryckman Park for the construction of the Town Hall. A comment was made that Ruth
Ryckman gave the Town the park property under the stipulation that the park always remain a park for the
residents of the Town. (There is no designation as to the use of this property written in the life estate)
Mayor Wille clarified that for the Town Commission to authorize finalization of plans, it would be the plans
presented and discussed at the December 6th meeting, including cost items as options. Mr. Rood
indicated that this is correct. Mayor Wille stated that if any changes are made to the plans, it needs to
be done prior to finalization.
Mayor Wille stated that the Town Commission has heard a lot of comments and concerns regarding the
existing plan and it the responsibility of the Town Commission to address these concerns. Mayor Wille
asked for comments from the Town Commission.
Commissioner Smith stated that there have been a couple of new issues brought up regarding the parking
area and exits onto First Avenue and the Town Commission may need to look at this, discuss it and
possibly revise the plan. Commissioner Smith advised that she would not feel comfortable moving forward
with the existing plan. Mayor Wille stated that the Town Commission needs to advise what it would like
Town staff and Jack Rood to look at regarding these concerns.
Mayor Wille stated that with regard to First Avenue, Jack Rood will need to look at alternatives to the First
Avenue access, i.e., minimizing the number of curb cuts/entrances from three to possibly none or discourage
use of the parking lot by other than employees. Mayor Wille asked that sidewalks be considered in the
existing right-of-way on First Avenue. Mayor Wille asked for other comments regarding the plan.
Commissioner Remark requested that landscaping buffers be considered at the First Avenue area. Mayor
Wille asked that a discussion be held with the Fire Department regarding whether the drive-through building
is a standard for construction or an ideal plan. Mr. Rood advised that the Fire Department staff discuss
their equipment and how they would propose using it in the building and on the site.
Commissioner Betten requested access options to Ocean Avenue from the parking area on the south side
of the building. Mayor Wille advised that this would require a redesign of the building to create a driveway
between the buildings in some fashion. Mr. Rood advised that this parking area is required by the Town Code
and is essentially the same as the current informal parking area, it is just a formally laid out parking area,
nearly the same paved area, just reshaped and stripped, it is more of a perception. Mayor Wille commented
that by closing the driveway between the Fire Department and Town Hall, it is the Town vehicles (Police
and Public Works) which will be the increased impact of traffic. Commissioner Betten commented that he
would like Mr. Rood to create an option of creating a throughway between the Fire Department and Police
Department by squeezing the Fire Department back and possibly eliminating the sallyport, if necessary.
VICE MAYOR REMARK MOVED, SECOND COMMISSIONER BETTEN THAT STAFF AND JACK ROOD
REVIEW THE EXISTING PLAN AND ADDRESS CONCERNS AND PRESENT OPTIONS REGARDING
THE FIRST AVENUE ACCESS; ONE-WAY/TWO-WAY ROAD FROM OCEAN AVENUE TO THE SOUTH
PARKING AREA; AND, LOOK AT THE DEED AND IDENTIFY IF THE TOWN WOULD BE GOING AGAINST
THE INTENT OF WISHES REGARDING THE PARK; CHECK WITH THE HEALTH DEPARTMENT
REGARDING HEALTH ISSUES RAISED WITH THE RETENTION AREA; LOOK INTO THE HISTORIC
ASPECT OF ADDING A PORCH TO THE COMMUNITY CENTER.
VOTE: ALL AYES. MOTION CARRIED.
Mr. Rood advised that he could respond by the February meeting. Mr. Rood stated that the comments seem
to be primarily site-related except how the access to Ocean Avenue may affect the Police and Fire Departments.
Mr. Rood requested putting a hold on any further work on the buildings until the review is complete.
It was discussed that the Town Commission needs to hold a workshop with the Town staff and Jack Rood to
review the municipal complex space needs issues. Mr. Rood advised the Town Commission that the plans
are 40 percent complete and this may impact plans. Mayor Wille asked if there is a need to proceed with
this aspect of the facilities not knowing which direction we are going. Mayor Wille requested that the Town
wait to review the options presented by Jack Rood prior to reviewing the facilities because the layout may
be entirely different. Commissioner Betten commented that he is feels that the Town Commission has not
had much conversation with staff regarding the buildings and the room locations and how space can be cut out.
Town Manager Ciummo advised that staff has met with Jack Rood regarding the department space needs.
The Town Commission decided not to proceed with discussing the municipal complex space needs plan
until after Jack Rood brings back his responses from tonight's meeting. Jack Rood commented that if the
Town Commission wants to go through a room-by-room review, it be done in a workshop session with Town
Staff. Mayor Wille stated that the special meeting with Mr. Rood and staff in February will be tentative
based upon what Mr. Rood and staff's responses are to the Town Commission concerns.
VICE MAYOR REMARK MOVED, SECOND COMMISSIONER STACEY THAT STAFF BE RESPONSIBLE
TO RESPOND TO THE QUESTIONS PRESENTED THIS EVENING AND THAT A MEETING BE TENTATIVELY
SCHEDULED IN FEBRUARY WITH DEPARTMENT PERSONNEL TO RESPOND TO MR. ROOD'S
SUGGESTIONS TO THE MUNICIPAL COMPLEX PLANS.
VOTE: ALL AYES. MOTION CARRIED.
II. APPROVAL OF ADDITIONAL FEES FOR HOYMAN, DOBSON AND COMPANY
TO CONDUCT AN AUDIT OF APPROXIMATELY $406,818 IN FEDERAL AND
STATE GRANT FUNDS RECEIVED DURING FY 1999/2000 AS REQUIRED BY
FEDERAL AND STATE LAW
Mayor Wille advised that the Town has met the threshold in the grants that the Town has received and this
requires the Town to have an audit performed.
Mayor Wille requested that the audit fees not exceed the proposed $5,000 fee submitted by Hoyman,
Dobson & Company.
COMMISSIONER BETTEN MOVED, SECOND COMMISSIONER STACEY TO APPROVE THAT
HOYMAN, DOBSON AND COMPANY CONDUCT AN AUDIT OF FEDERAL AND STATE GRANT
FUNDS RECEIVED DURING FY 1999/2000, AS PROPOSED WITH A FEE NOT TO EXCEED $5,000.
VOTE: ALL AYES. MOTION CARRIED.
III. RESOLUTION NO. 674
A RESOLUTION OF THE TOWN OF MELBOURNE BEACH, BREVARD COUNTY,
FLORIDA REQUESTING THAT THE BREVARD COUNTY BOARD OF COUNTY
COMMISSIONERS DEFER ACTION REGARDING DEMOLITION OF THE
WILLIAMS BUILDING LOCATED AT HIGHWAY A1A AND OAK STREET FOR A
PERIOD OF ONE-HUNDRED EIGHTY DAYS TO ALLOW THE TOWN TO
CREATE AN HISTORIC COMMITTEE TO WORK WITH CITIZENS TO DEVELOP
A PLAN FOR THE PRESERVATION OF THE STRUCTURE;
PROVIDING FOR AN EFFECTIVE DATE. (Vice Mayor Remark)
Mayor Wille read Resolution No. 674 by title. Vice Mayor Remark stated that last month, residents brought
this item to the attention of the Town Commission. Vice Mayor Remark advised that herself, the Town
Manager, Sheryl Alberga, Betsy Baird, Jeanne Allen and Amy Adams met with County Commissioner
Nancy Higgs regarding the Williams Building and reported that the County will allow a time frame of
approximately 180 days for an opportunity to look at the possibility of obtaining grant funds to restore
the building.
Vice Mayor Remark reported that if grants are obtained, they would go through the Town, but, the Town
would not hire a person to write the grant, the Committee will do that. Vice Mayor Remark advised that
the Town will be asking the County Commission to hold off the demolition for 180 days to see if there are
grants available. Vice Mayor Remark advised that the Town will give the Committee technical support
such as use of a fax machine, copy machine, paper, and so forth.
Commissioner Smith asked if this would have to be a formal committee set up by ordinance? Vice Mayor
Remark replied that it could be set up like the last historical committee, by resolution.
Mayor Wille stated that he envisioned a historical committee to work toward the enhancement of the
heritage and other issue for the Town in general, and this sounds like an ad-hoc committee or task force,
a single purpose committee, which will be dissolved. Mayor Wille stated that the resolution says the
Committee will develop a plan to fund, restore, operate and maintain the Williams Building and asked if
they will be able to do this? Town Manager Ciummo advised that the Committee will develop the plan to
do these items, they may recommend that the County do these items. Mayor Wille clarified that the
Committee is not tasking the Town of Melbourne Beach to do these things.
COMMISSIONER STACEY MOVED, SECOND VICE MAYOR REMARKS TO APPROVE RESOLUTION
NO. 674 A RESOLUTION OF THE TOWN OF MELBOURNE BEACH, BREVARD COUNTY, FLORIDA
REQUESTING THAT THE BREVARD COUNTY BOARD OF COUNTY COMMISSIONERS DEFER
ACTION REGARDING DEMOLITION OF THE WILLIAMS BUILDING LOCATED AT HIGHWAY A1A
AND OAK STREET FOR A PERIOD OF ONE-HUNDRED EIGHTY DAYS TO ALLOW THE TOWN TO
CREATE AN HISTORIC COMMITTEE TO WORK WITH CITIZENS TO DEVELOP A PLAN FOR THE
PRESERVATION OF THE STRUCTURE; PROVIDING FOR AN EFFECTIVE DATE AS AMENDED
TO REPLACE THE WORD, 'COMMITTEE' IN THE RESOLUTION TO 'AD-HOC COMMITTEE'
VOTE: ALL AYES. MOTION CARRIED.
Vice Mayor Remark advised Sheryl Alberga that they had talked about this being a committee of 5 or 7
and requested Ms. Alberga to get the names of those interested in serving on the Committee to the Town
and requested that the Town Clerk forward a copy of the resolution to the County Commission.
IV. DISCUSSION AND POSSIBLE ACTION REGARDING THE INTERIM TOWN
MANAGER POSITION
Mayor Wille reported that at the last meeting, the Town Commission accepted the Town Manager's
resignation and that he was instructed to contact Dick Simmons from the ?Range Riders? with regard to
finding an Interim Manager while applications were being solicited for a permanent Town Manager.
Mayor Wille stated that he has received resumes for the Interim Town Manager position from the following
people: Henry Dunn, James Huff, Susan Boyer, Bill Law and Robert Burt. The Town Commission reviewed
the resumes for the Interim Town Manager position. Commissioner Smith advised that she is still interested
in the Interim Town Manager position if the Town Commission would appoint her.
COMMISSIONER STACEY MOVED, SECOND COMMISSIONER BETTEN TO REQUEST INTERVIEWS
OF SUSAN BOYER AND BILL LAW ON WEDNESDAY, JANUARY 17, 2001 BEGINNING AT 6:30,
ALLOWING A 15 MINUTE INTERVIEW EACH.
VOTE: ALL AYES. MOTION CARRIED
V. ADJOURNMENT
COMMISSIONER STACEY MOVED, SECOND VICE MAYOR REMARK TO ADJOURN.
VOTE: ALL AYES. MOTION CARRIED.
The special meeting of the Town Commission of the Town of Melbourne Beach, Florida adjourned at 11:12 p.m.
________________________________________
ROBERT D. WILLE, MAYOR
________________________________________
CYNTHIA E. MASNY, CMC
TOWN CLERK
NOTE: A mechanical recording has been made of the foregoing procedures of which these minutes are a part and
is on file in the office of the Town Clerk.
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