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HomeMy WebLinkAbout2012 09 06 Tuscawilla Unit 12/12A Wall Ad Hoc Advisory Committee Regular Meeting Minutes CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA UNIT 12/12A WALL AD HOC ADVISORY COMMITTEE REGULAR MEETING SEPTEMBER 6, 2012 CALL TO ORDER The Regular Meeting of Thursday, September 6, 2012 of the Tuseawilla Unit 12/12A Wall Ad Hoc Advisory Committee was called to Order by Chairperson Gary Brook at 6:00 p.m. in the East Training Room of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). Roll Call: Chairperson Gary Brook, present Vice Chairperson Ken Greenberg, present Committee Member David Boldt, present Committee Member Lee Lindsay, present Committee Member John Sundman, present (via telephone) Committee Member Jon Lee, present Committee Member Jack Rutherford, present The Pledge of Allegiance was led by Chairperson Brook. Next, Chairperson Brook reviewed some administrative details related to this Meeting. INFORMATIONAL AGENDA INFORMATIONAL 100. Not Used CONSENT AGENDA CONSENT 200. Not Used AWARDS AND PRESENTATIONS AWARDS AND PRESENTATIONS 300. Not Used CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA UNIT 12/12A WALL AD HOC ADVISORY CONINIITTEE REGULAR MEETING-SEPTEMBER 6,2012 PAGE 2 OF 9 400. REPORTS No Reports were given. PUBLIC INPUT Chairperson Brook opened "Public Input". Ms. Annabelle Frilen, 1602 White Dove Drive, Winter Springs, Florida: spoke about the Unit 12/12A entrances and expressed her hopes that the new entrances will all be made to look the same. Additionally, Ms. Frilen suggested that Unit 12/12A be given a name so that the residents can feel like they belong to Tuscawilla. City Attorney Anthony A. Garganese arrived at 6:OS p.m. Dr. Frilen, 1602 White Dove Drive, Winter Springs, Florida: expressed concern about the removal of a piece of the Wall near his house and said that the foundation remained and hoped this would be looked into, at Winter Springs Boulevard and Wood Duck Drive. Dr. Frilen also encouraged timeliness in resolving these issues. Chairperson Brook mentioned for the Record that the Site Inspection planned for this evening did not take place [Inclement weather] and that the Committee could re-schedule the Site Inspection or Committee Members could individually walk the Wall and take notes, and then any notes could be provided for the record and be further discussed amongst the Committee. Further comments ensued. "I WOULD LIKE TO MAKE A MOTION THAT WE TAKE IT UPON OURSELVES FOR THOSE WHO WANT TO AND MAY NOT KNOW THE WALL INTIMATELY, THAT WE TAKE IT UPON OURSELVES TO GO LOOK AT IT, AND THAT WE CONTINUE ON WITH THE MEETING AND COME UP WITH THE TWO (2) OR THREE (3) OR WHATEVER OPTIONS THERE ARE AND TRY TO GET THIS THING PUSHED TO A HEAD; SO, THAT WHATEVER CITY WORK IT IS GOING TO TAKE OR WHATEVER IT IS, THAT THIS THING GETS RESOLVED INSIDE OF A VERY SHORT PERIOD OF TIME." MOTION BY VICE CHAIRPERSON GREENBERG. SECONDED BY COMMITTEE MEMBER BOLDT. DISCUSSION. MOTION CARRIED UNANIMOUSLY WITH NO OBJECTIONS. Continuing, discussion followed on the condition of the Wall, what would occur if the wall was taken down and what size Easement might be needed. Mr. Brian Fields, P.E., City Engineer, Public Works Department mentioned, "I think ten foot (10') would be an absolute worst case scenario." CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA UNIT 12/12A WALL AD HOC ADVISORY COMMITTEE REGULAR MEETING-SEPTEMBER 6,2012 PAGE 3 OF 9 With further comments, Mr. Fields suggested that with the "Right crew, and the right plan, very delicately work around a lot of the existing trees and terrain it would minimize damage." Further discussion followed on the possibilities of repairs made to the Wall and the surrounding foliage. Mr. Fields pointed out, "I think you can access the Wall from both sides with minimal vegetation damage to do cosmetic type repairs." Additional comments. Next, Chairperson Brook stated, "We're going to go through a process of making a choice based on what we generate as far as the options." Chairperson Brook added that parameters should be included in their decision-making. PUBLIC HEARINGS AGENDA PUBLIC HEARINGS 500. Not Used REGULAR AGENDA REGULAR 600. Community Development Department — Urban Beautification Services Division Discussion Of Tuscawilla Unit 12/12A Wall. Related to this Agenda Item Chairperson Brook referred to the ideas he submitted to the Committee and said, "We need, as a Committee, to develop the potential options that are available to us." Discussion followed on Committee Member John Sundman's proposal to which Committee Member Sundman noted that related to the document he submitted for consideration, "Basically, as far as the existing Wall, this would be for the homeowners that are on the Wall - tuckpoint their sections of the Wall." Mr. Fields remarked, "There's a concern with this plan of if you have a Wall that's owned and maintained by the City in an Assessment area that's also being worked on by the individual homeowners." Vice Chairperson Ken Greenberg inquired about the costs to repair both sides of the Wall for tuckpointing. Committee Member Sundman commented, "I would say my estimate would be in the neighborhood of three thousand ($3,000.00) dollars or so." CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA UNIT 12/12A WALL AD HOC ADVISORY COMMITTEE REGULAR MEETING—SEPTEMBER 6,2012 PAGE 4 OF 9 Further discussion on the costs of tuckpointing and other maintenance costs ensued. Mr. Fields stated, "I think what this is, I would classify it as a cosmetic type repair." Continuing, Mr. Fields added, "The scope of that is something that would have to be discussed - we can get a scope and get prices on it from qualified Contractors and get the best price possible." The Committee Members then discussed the possibilities of setting up a Special Assessment District to address repair and maintenance along the outside of the Wall related to Committee Member Sundman's proposal. Related to this proposal, City Attorney Garganese stated, "I think that hybrid approach creates a lot of practical as well as legal concerns for the City. Reliability of maintaining the Wall, responsibility if something goes wrong with the Wall." Further discussion ensued on repairs to the Wall including possible liability issues for the City for repairs and maintenance. "I MAKE A MOTION THAT WE VOTE ON WHETHER TO REPLACE OR RESTORE THE EXISTING WALL AND ELIMINATE THE CONCEPT OF REPLACING IT AND TEARING IT DOWN." MOTION BY VICE CHAIRPERSON GREENBERG. SECONDED BY COMMITTEE MEMBER LEE. DISCUSSION FOLLOWED ON THE COMMITTEE UNDERSTANDING THE RANGE OF OPTIONS AND COMMITTEE MEMBER LEE SHARED A LETTER FROM A RESIDENT RELATED TO THE WALL. VOTE: COMMITTEE MEMBER LINDSAY: AYE COMMITTEE MEMBER SUNDMAN: AYE COMMITTEE MEMBER BOLDT: AYE CHAIRPERSON BROOK: NAY COMMITTEE MEMBER LEE: AYE VICE CHAIRPERSON GREENBERG: AYE COMMITTEE MEMBER RUTHERFORD: AYE MOTION CARRIED. Chairperson Brook said, "So my understanding is that replacing the Wall with a new Wall is off the table." This was agreed to by the Committee Members. Further discussion followed next on Committee Member Jon Lee's suggestion who pointed out that there appears to be some concern over costs related to the setting up of a Special Assessment District." Tape 1/Side B CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA UNIT 12/12A WALL AD HOC ADVISORY COMMITTEE REGULAR MEETING-SEPTEMBER 6,2012 PAGE 5 OF 9 Discussion ensued on speeding up the process, reviewing the timeline in reaching a recommendation for the Wali, costs of work that Staff has already provided towards this effort, repair options pricing and Committee Member Sundman's proposal. Mr. Fields suggested, "What I would recommend is try and develop a scope of work, and we can take that and go out and get Bids or get prices and bring them back from this Contractor and others and get the best price available and give that to you." With further comments, Mr. Fields stated, "We'd be glad to go chase down prices on any concepts, and this is very helpful, it does help though to have specifics on what's in that price." Next, Mr. Fields stated, "We can come back with some specific prices on putting in all eight (8) corners of a certain height and scope. That is something we can come back with, with some quotes to give us some guidance on size and whether you do really want to do all eight (8)." Discussion followed on the details of Committee Member David Boldt's recommendations for the Wall which involved three (3) separate sections. With comments on this proposal, Mr. Fields pointed out, "The corners are your most critical areas. I would recommend you spend a lot of time considering what to do there." Further discussion ensued on the structure of the corners. Committee Member Lee Lindsay inquired, "If the City is going to take ownership of the Wall and maintain it, wouldn't it be smart to get that off of the private property, so that they don't have to gain access to maintain the Wall?" Mr. Fields stated, "We would have to get an Easement over where the Wall is on private property." Discussion ensued on the removal of certain parts of the Wall, costs, what to do with the entrances, and if the Committee was at a point to ask Staff to offer some assistance. Committee Member Jack Rutherford mentioned, "I think maybe we need to have this discussion and maybe a decision now, do we want something to do with the entrances and articulate what we want that to be and then maybe give that to the Staff." Further discussion ensued. Next, Committee Member Sundman noted, "If we go back with the walls and the location where they were originally, I think the City can move faster on the design to put it back." Mr. Fields added, "We would be glad to - come back with some recommendations and costs, some specific things for your area." With further comments, Mr. Fields pointed out that in Winter Springs and around Central Florida, there are many different types of walls, and suggested that perhaps the Committee Members might like to take a look around and "If you see something that you like that is attractive, bring it back. If you like it exactly the way it is, we can price that." CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA UNIT 12/12A WALL AD HOC ADVISORY COMMITTEE REGULAR MEETING-SEPTEMBER 6,2012 PAGE 6 OF 9 The exact location in consideration of utilities was then mentioned and Mr. Fields noted, "You will cause less damage if you leave it (the Wall) in its current location." "I MAKE A MOTION THAT WE PUT THE NEW WALLS, THE REPLACEMENT WALLS, BACK IN THE SAME LOCATIONS WHERE THE OLD ONES WERE AND THEN WE WILL HAVE A DISCUSSION ABOUT WHAT THEY WILL LOOK LIKE SECONDARILY." MOTION BY COMMITTEE MEMBER RUTHERFORD. SECONDED BY COMMITTEE MEMBER LEE. DISCUSSION. MOTION CARRIED UNANIMOUSLY WITH NO OBJECTIONS. THE COMMITTEE MEMBERS THEN DISCUSSED POSSIBLE ELECTRIC AND WATER COSTS ASSOCIATED WITH MOVING THE WALLS OUT. ATTORNEY GARGANESE NOTED, "IT HAS WORKED FOR ALL THESE YEARS AT THE CURRENT LOCATION. IF THEY DON'T WANT TO PUT IT THERE AND WE HAVE TO PUT IT SOMEWHERE ELSE, WE EITHER HAVE TO GET ANOTHER EASEMENT SOMEWHERE OR WE HAVE TO PUT IT IN ON THE EXISTING RIGHT-OF-WAY OR WITHIN THE PUBLIC TEN FOOT (10') EASEMENT." COMMITTEE MEMBER SUNDMAN MENTIONED, "IF THE PRIVATE PROPERTY LOCATION CHANGES AND THERE'S ANY UTILITIES THERE, THE UTILITY COMPANY WOULD NOT GENERALLY MOVE THAT AT THEIR COST." MOTION CARRIED UNANIMOUSLY WITH NO OBJECTIONS. At this point, Chairperson Brook inquired whether the Committee should provide ideas to Staff or whether the Committee would prefer to receive suggestions from Staff. Addressing Staff, Chairperson Brook stated, "We could go out and take pictures and then email them to you." Mr. Fields responded, "That would be helpful." Further comments. Chairperson Brook inquired of Mr. Fields, "Would you clarify for us what you consider to be your charge right now when we come back and what you will present to us?" Mr. Fields answered, "We're going to get pricing on replacing up to eight (8) corners in their entirety. We'll come back with a price for five (5) and a price for eight (8) and the design intent will be to match as closely as possible the existing location, height, configuration, and look so it will blend in with the existing Wall with some possible slight variations such as removing the center column." CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA UNIT 12/12A WALL AD HOC ADVISORY COMMITTEE REGULAR MEETING—SEPTEMBER 6,2012 PAGE 7 OF 9 Continuing, Mr. Fields added, "And maybe come back with working with various entities on specific recommendations that we find - which would save costs or type of brick and things like that. So, we will come back with a price quote or quotes and any other considerations." Chairperson Brook stated, "Okay." Committee Member Boldt inquired if they could also receive a price on the straight section of Wall for tuckpointing and repairs? Mr. Fields replied, "Yes." Further discussion ensued on the repair of the straight wall and associated costs, possible signage and getting some idea as to such costs for signage, and landscaping options/costs for the Wall. Deputy Mayor Joanne M. Krebs thought that the Committee was offering good ideas and on the subject of landscaping, Deputy Mayor Krebs mentioned, "We actually had an emblem made for Oak Forest." Continuing, Deputy Mayor Krebs added, "I want to help you." With further comments, Deputy Mayor Krebs mentioned, "I wouldn't worry too much about the Election." Additionally, Deputy Mayor Krebs suggested the Committee not feel rushed and thought the Commission understood the issues at hand. Further discussion ensued on the timeframe and concerns with costs for the residents related to the Wall. Tape 2/Side A Chairperson Brook sought clarification from City Manager Kevin L. Smith on the charge and process of presenting to the City Commission a recommendation by the Tuscawilla Unit 12/12A Wall Ad Hoc Advisory Committee. Manager Smith outlined the process and believed the Committee was headed in the right direction. Furthermore, Manager Smith asked if the Committee agreed with the information that Staff was going to compile. Chairperson Brook asked, "Is all the Committee in sync with what Brian (Fields) had talked about — giving us an eight (8) corners, five (5) and eight (8) design; and also giving us some preliminary quotes on the straight line?" No objections were voiced, and Vice Chairperson Greenberg hoped he could get the Committee some real quotes. Discussion ensued on the extent of the work to be done and how price quotes would be obtained. Mr. Fields explained, "We're going to come back on the straight section - come back with costs, quotes, more specifics on pricing for that; and there are several ways that can be done." CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA UNIT 12/12A WALL AD HOC ADVISORY COMMITTEE REGULAR MEETING-SEPTEMBER 6,2012 PAGE 8 OF 9 Continuing, Mr. Fields noted, "We need to further define that so it is specific and can be handed to anybody; so, that you know exactly what you are getting; or we move toward a time and material type contract." Discussion Vice Chairperson Greenberg asked, "Can we have that conversation right now, so that you can do it and we can have a productive week?" Vice Chairperson Greenberg also suggested a possible Motion going forward, "That we - fix the wall to how it looks now— tuckpointing - replacing the brick on top, the piers that need to be done; and cleaning the wall, whether it is pressure cleaning or chemical cleaning, whichever is most appropriate." Mr. Fields responded, "I am hesitant, because there is a lot of judgment calls as far as whether something needs to be repaired or not. That is why you really need a certain number of column caps, etc." Discussion. Deputy Mayor Krebs inquired of Staff, "We had a report done. In that report, was there a recommendation of what needed to be done?" Mr. Fields answered, "Not this specific for the repair." Further comments. Manager Smith addressed the previous discussion on adding landscaping and signage to the Wall, and said to the Committee Members, "Would you like us to add that to our charge or do you want to stop at the core for now?" Committee Member Rutherford said, "I would like to request while they are going out for Bids now, that we get that. It's not the main decision point to make at this point; but once we make the decision on the Wall, then that will be the next step. It might save us a little time going down the road." Next, there was discussion as to when the compilation of the figures could be completed. Mr. Fields stated, "I am comfortable with two (2) weeks. I am comfortable we can get a price on the replacements in fairly short order." Also addressed was when the Committee Members, plus Staff, would be available for the next Tuscawilla Unit 12/12A Wall Ad Hoc Advisory Committee Regular Meeting. After much discussion, Chairperson Brook asked the Committee Members if they were agreeable to next meeting on Wednesday, September 19, 2012 at 6:00 p.m. No objections were heard. PUBLIC INPUT Mr. Tim Jones, 1600 White Cloud Court, Winter Springs, Florida: asked if after they reach a recommendation, will a Straw Ballot be extended to the residents. CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA UNIT 12/12A WALL AD HOC ADVISORY COMMITTEE REGULAR MEETING—SEPTEMBER 6,2012 PAGE 9 OF 9 The Committee Members felt the public has had ample time to give feedback, as the issue has been discussed the past few months in great detail. Manager Smith stated, "There is no legal requirement to poll. We have used polling in the past. However, we haven't had Committees like this to my knowledge of the past. So, it's perfectly appropriate for this Committee to serve as that advisory purpose — which is what it was put together for." Discussion ensued on Committee Members informing their neighbors of the Committee's progress and recommendations. Deputy Mayor Krebs added that she and the City Manager thought that Tuscawilla Unit 12/12A Wall Ad Hoc Advisory Committee documents and progress information could be added to the City's website. Ms. Ellen Johnston, 989 Sleeping Rock Court, Winter Springs, Florida: was happy the Committee was making progress. ADJOURNMENT Chairperson Brook adjourned the meeting at 7:54 p.m. RESPECTFULLY SUBMITTED: ANDREA LORENZO-L UACES, MMC, CITY CLERK AND CHERILYN TAYLOR ASSISTANT TO THE CITY CLERK NOTE: These Minutes were Approved at the September 19, 2012 Tuscawilla Unit 12/12A Wall Ad Hoc Advisoty Committee Regular Meeting.