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HomeMy WebLinkAbout2011 05 23 Consent 202 Oak Forest Wall And Beautification District Advisory Board Meeting Reduction COMMISSION AGENDA X CONSENT INFORMATIONAL ITEM 202 PUBLIC HEARING REGULAR May 23, 2011 Mgr. /Dept._________ Meeting Authorization REQUEST: The Community Development Department, Urban Beautification Division, is requesting that the City Commission approve a recommendation of the Oak Forest Wall and Beautification District Advisory Board at a regular meeting on April 14, 2011 to reduce their meeting frequency from quarterly to once annually, with the option of an additional emergency meeting at any time. SYNOPSIS: In an effort to reduce costs to the assessment district and to reduce staff time, the Oak Forest Wall and Beautification District (OFWBD) Advisory Board voted at a regular meeting on April 14, 2011 to reduce their meeting frequency to once annually with the option of calling an additional emergency meeting at any other time throughout the year, if necessary. The Advisory Board currently meets four (4) times per year, as the assessment area is in ‘maintenance only’ mode with no capital projects under construction or planned. Staff fully supports the recent decision of the OFWBD Advisory Board to reduce their regular meetings to once annually. CONSIDERATIONS: In March 2008 the scope of work for the Oak Forest Wall Project was completed and accepted by the City. On June 12, 2008, the OFWBD Advisory Board voted unanimously to reduce their meeting frequency from twelve (12) meetings per year to four (4) meetings per year in an effort to reduce costs and due to a lack of content for the monthly meetings. The new quarterly meeting schedule became effective for the months of January, April, July and October of each year. Oak Forest Advisory Board Meeting Reduction May 23, 2011 Commission Consent Item 202 Page 2 of 3 Board member attendance for regular meetings of the OFWBD has dropped to the extent of only having a quorum for one (1) regular meeting and one (1) special meeting during last year (2010). Due to the lack of regular attendance and the desire to further reduce expenditures, the Board recently voted on April 14, 2011 to have only one (1) meeting annually with the potential of calling an emergency meeting should an issue arise that requires the Board to convene. It was also decided that holding the meeting in May of each year would allow for adequate operational input while also having the ability for oversight during the budgeting process for the upcoming fiscal year. FISCAL IMPACT: The reduction of OFWBD Advisory Board Meetings from four (4) per year to one (1) annually, with the option of an emergency meeting, will reduce costs to the Oak Forest Wall and Beautification District Maintenance Budget (191-58130) by up to $750 per year, depending upon if a special meeting is called in addition to the regularly scheduled meeting. COMMUNICATION EFFORTS: This Agenda Item Has Been Electronically Forwarded To The Mayor And City Commission, City Manager, City Attorney/Staff, And All eAlert/eCitizen Recipients; And Is Available On The City’s Website, LaserFiche, And The City’s Server. Additionally, Portions Of This Agenda Item Are Typed Verbatim On The Respective Meeting Agenda Which Has Also Been Electronically Forwarded To The Individuals Noted Above; And Which Is Also Available On The City’s Website, LaserFiche, And The City’s Server; Has Been Sent To City Staff, Media/Press Representatives Who Have Requested Agendas/Agenda Item Information, Homeowner’s Associations/Representatives On File With The City, And All Individuals Who Have Requested Such Information; And Has Been Posted Outside City Hall; Posted Inside City Hall With Additional Copies Available For The General Public; And Posted At Five (5) Different Locations Around The City. This Agenda Item Is Also Available To Any New Individual Requestors. City Staff Is Always Willing To Discuss This Or Any Agenda Item With Any Interested Individuals. RECOMMENDATION : OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY BOARD: At a meeting on April 14, 2011, the Advisory Board voted unanimously to recommend the reduction of their meeting frequency from quarterly to once annually, with the option of an additional emergency meeting at anytime. Oak Forest Advisory Board Meeting Reduction May 23, 2011 Commission Consent Item 202 Page 3 of 3 STAFF: Staff recommends that the Commission approve reducing the meeting frequency of the Oak Forest Wall and Beautification Advisory Board from quarterly to once annually, with the option of an additional emergency meeting at any time. ATTACHMENTS : A. Oak Forest Wall and Beautification District Advisory Board Minutes- April 14, 2011 ATTACHMENT A CITY OF WINTER SPRINGS, FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING APRIL 14, 2011 CALL TO ORDER The Regular Meeting of Thursday, April 14, 2011 of the Oak Forest Wall and Beautification District Advisory Committee was called to Order by Chairperson Judy Converso at 7:03 p.m., in the Commission Chambers of the Municipal Building (City Hall, 1126 East State Road 434, and Winter Springs, Florida 32708). Roll Call: Chairperson Judy Converso, present Vice Chairman Terry Patten, present Committee Member Richard Lane, present Committee Member Brian Oliver, absent Advisory Committee Member Richard Lane led the Pledge of Allegiance. INFORMATIONALAGENDA INFORMATIONAL 100. Not Used. CONSENT AGENDA CONSENT 200.Office Of The City Clerk Requesting Approval Of The January 13, 2011 Oak Forest Wall And Beautification District Advisory Committee Regular Meeting Minutes. “I MAKE A MOTION THAT WE ACCEPT THEM (JANUARY 13, 2011 MINUTES).” MOTION BY ADVISORY COMMITTEE MEMBER LANE. SECONDED BY CHAIRPERSON CONVERSO. DISCUSSION. VOTE: COMMITTEE MEMBER LANE: AYE CHAIRPERSON CONVERSO: AYE VICE CHAIRMAN PATTEN: AYE MOTION CARRIED. CITY OF WINTER SPRINGS, FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING – APRIL 14, 2011 PAGE 2 OF 7 AWARDS AND PRESENTATIONS AWARDS AND PRESENTATIONS 300. Not Used. REPORTS 400. Chairperson Converso explained to the Committee Members Ordinance 2011-05 Amending the Uniform Requirements for City Boards and Committees that was Approved by the City Commission, on February 28, 2011. PUBLIC INPUT No one spoke. PUBLIC HEARINGS AGENDA PUBLIC HEARINGS 500. Not Used. REGULAR AGENDA REGULAR 600. Community Development Department – Urban Beautification Services Division Review Of Budget. Mr. Steven Richart, Urban Beautification Services Division Manager, Community Development Department introduced this Agenda Item and discussed the Maintenance Budget. Mr. Richart noted, “This is the Maintenance Budget ‘191’ Fund and it – captures what we have spent and what we are going to spend; and brings us up-to-date as to where we are at financially in the Maintenance Budget.” Further discussion ensued regarding the Budget review. Mr. Richart distributed a document to the Committee Members entitled ‘Proposed Fiscal Year 2011-2012’ which is ‘What is being proposed for the Budgets’. CITY OF WINTER SPRINGS, FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING – APRIL 14, 2011 PAGE 3 OF 7 Continuing, Mr. Richart added, “The Debt Service Fund pays the loan that we have for building the project years ago. The Debt Service amount was refinanced for a lower rate.” st Then, Mr. Richart explained, “The Fiscal Year starts October 1, of every year and it th ends September 30, so this is for Fiscal Year 2012. We expect to collect the fifty-two thousand nine hundred forty dollars ($52,940.00). There is a little interest – twenty-five dollars ($25.00) for the year. That gives us fifty-two thousand nine hundred sixty-five dollars ($52,965.00) that we expect to have in revenues for next year.” Chairperson Converso asked, “Now the only thing that adjusts that would be like ‘Foreclosures’ because we are not collecting taxes from them?” Mr. Richart replied, “The way this works is that we collect our assessments which are not taxes; through the Tax Bill.” Mr. Richart added that we have to include the discount if we pay early as noted on the Tax Bill. Mr. Richart stated, “With foreclosures, we get our money. Our collection rate is really good.” Further discussion. Mr. Richart commented that tonight, the Committee Members need to Vote on this proposed Budget before it goes to the City Commission. Discussion on expenditures ensued. Vice Chairman Terry Patten stated, “I feel comfortable with the numbers that you have shown to us and my recommendation to the Chairperson would be that we go ahead and make a Motion to give you (Mr. Richart) the authority to propose this.” “I MAKE A MOTION TO ACCEPT THE BUDGET AS READ.” MOTION BY ADVISORY COMMITTEE MEMBER LANE. MOTION DIED FOR LACK OF A SECOND. “I MAKE A MOTION THAT WE ACCEPT THE PROPOSED BUDGET WITH EXCEPTION AS MR. RICHART HAS INDICATED, WITHIN A RANGE OF TWO TO THREE HUNDRED DOLLARS ($200.00 TO $300.00); THAT HE HAVE THE AUTHORITY TO GO AHEAD MOVE FORWARD WITH IT AND IF IT BE MORE THAN APPROXIMATELY THREE HUNDRED DOLLARS ($300.00) THAT HE WOULD COME BACK AND LET US KNOW WHAT THOSE CHANGES ARE.” MOTION BY VICE CHAIRMAN PATTEN. SECONDED BY ADVISORY COMMITTEE MEMBER LANE. DISCUSSION. CITY OF WINTER SPRINGS, FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING – APRIL 14, 2011 PAGE 4 OF 7 VOTE: VICE CHAIRMAN PATTEN: AYE COMMITTEE MEMBER LANE: AYE CHAIRPERSON CONVERSO: AYE MOTION CARRIED. REGULAR 601. Community Development Department – Urban Beautification Services Division Maintenance Items And Progress Report. Mr. Richart introduced this Agenda Item and discussed the progress of the Maintenance Items. Discussion. Advisory Committee Member Lane inquired, “The main entrance to Oak Forest, that wooded area on the North side…” Mr. Richart asked, “…Which street?” Advisory Committee Member Lane replied, “Winter Springs Boulevard – is there a spring there?” Mr. Richart commented, “I do not know if there is a spring there or not. I will ask.” Discussion ensued about the property and whether it could be used maybe as a small park. Mr. Richart added, “I know that there is a network of drainage Easements through there. I will check into it. I will let you know.” REGULAR 602. Community Development Department – Urban Beautification Services Division Discussion Of Recommending To The City Commission A Reduction In The Oak ForestWall And Beautification District Advisory Board Meetings To One Time Per Year. Mr. Richart stated, “Right now we have four (4) meetings per year with the option of having an Emergency Meeting. We are budgeted at four (4) meetings. One of the things that brought this on is that we barely had a quorum for two (2) meetings last year.” Next, Mr. Richart noted, “The question is – we are trying to reduce costs and trying to be more efficient. So, is it more efficient to have an annual meeting – one meeting a year with the option of an Emergency meeting as a second meeting.” CITY OF WINTER SPRINGS, FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING – APRIL 14, 2011 PAGE 5 OF 7 Tape 1/Side B Mr. Richart added, “My thoughts are, if we have a problem, we can call a meeting. What are your thoughts? What is important to you because you represent the people.” Chairperson Converso added, “You definitely need a meeting to accept a proposed Budget. It may be this time of the year that is best to do that. It is hard to say that you are going to have a second Emergency meeting; I think Emergency meetings are Emergency meetings; we have three (3), we may have two (2), we may have none. So, I do not know if you can put a number to Emergency meeting. Other than it is an Emergency meeting at the discretion of you and the Chair.” Mr. Richart commented, “It would be the Chair’s sole discretion. In other words, if I wanted to have a meeting, I would call the Chair and say ‘we should probably call one’.” Chairperson Converso stated, “I would be comfortable with an annual meeting knowing that we can have ‘emergency’ meetings as they arise.” Mr. Richart added, “If we had more than one (1) we would just have to reallocate some money to be able to cover the cost. Because we just Budget for two (2).” Mr. Richart suggested, “You all will Vote tonight on what you want to do; and we could actually do the date. Then I would send in an (Agenda) Item to the Commission to get them to Approve it.” Chairperson Converso asked, “How would it carry out for the rest of the year, because our next meeting is in three (3) months?” Mr. Richart replied, “What I would advise us to do is to – think about it; I think May, because we do have the complete Budget ready.” Then, Mr. Richart added, “I can email you the quarterly Budgets and anything that happens. I could keep you in touch by email.” Continuing, Chairperson Converso inquired, “If we set our annual meeting, May 2012 to commence, what do we do between now and 2012?” Mr. Richart responded, “It will have to be Approved by Commission providing that they Approve it before the next meeting, then I would assume that our next meeting would be – in May.” Chairperson Converso noted, “So, we would just by-pass the next couple ones?” Mr. Richart stated, “Yes – because we would have an immediate savings or we could say effective – maybe we could have one (1) more meeting in July and that could be it. If you want, this is up to you.” Vice Chairman Patten stated, “If we budgeted for two (2), one (1) scheduled meeting and one (1) ‘emergency’ Meeting, if we do not have the ‘emergency’ meeting, we would just simply save that two hundred fifty [dollars] ($250.00) and vice versa.” CITY OF WINTER SPRINGS, FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING – APRIL 14, 2011 PAGE 6 OF 7 “I AM COMFORTABLE MAKING A MOTION THAT WE GO TO AN ANNUAL MEETING; STARTING WITH MAY 2012 WOULD BE THE NEXT MEETING. WE BUDGET FOR TWO (2) MEETINGS. THE SECOND ONE WOULD BE THE EMERGENCY MEETING. I WOULD SAY BETWEEN NOW AND NEXT MAY, ONLY CALL A MEETING IF IT IS AN EMERGENCY MEETING.” MOTION BY CHAIRPERSON CONVERSO. SECONDED BY VICE CHAIRMAN PATTEN. DISCUSSION. MR. RICHART MENTIONED, “DO NOT FEEL – THAT YOUR POSITION ON THIS COMMITTEE IS ANY LESS IMPORTANT BECAUSE WE ARE NOT MEETING AS MANY TIMES. YOUR INVOLVEMENT WITH THIS BOARD IS VITAL, YOU ARE THE VOICE OF THE PEOPLE, YOU ARE THE OVERSIGHT TO THE FINANCIALS – VERY IMPORTANT TO HAVE YOUR SERVICES. DO NOT FEEL LIKE THIS IS GOING AWAY BECAUSE IT IS NOT.” VOTE: CHAIRPERSON CONVERSO: AYE VICE CHAIRMAN PATTEN: AYE COMMITTEE MEMBER LANE: AYE MOTION CARRIED. Chairperson Converso asked, “Are we losing any Seats of folks before next May?” Assistant to the City Clerk Carol Lallathin replied, “I believe that Terry [Patten] is up sometime in 2012.” Chairperson Converso then remarked, “So, we have a full Board four (4) Members or do we need a fifth person?” Assistant to the City Clerk Lallathin noted, “We are still needing a fifth person.” Mr. Richart inquired, “Can we ask to re-do the number of members on the Board; do we need to have that many?” Assistant to the City Clerk Lallathin commented, “I am not sure what we have to have for an annual meeting; that is something we will have to check into.” th Mr. Richart mentioned that Arbor Day is April 30, [2011] at the Central Winds Park and stated that each Winter Springs resident will be able to get a free tree. Mr. Richart noted, “We are going to have a neat format this year; you are going to be able to drive off of (State Road) 434 into the Park; drive to the pick-up area and get your tree.” CITY OF WINTER SPRINGS, FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING – APRIL 14, 2011 PAGE 7 OF 7 ADJOURNMENT Chairperson Converso adjourned the Regular Meeting at 8:06 p.m. RESPECTFULLY SUBMITTED: ________________________________ CAROL A. LALLATHIN ASSISTANT TO THE CITY CLERK NOTE: These Minutes were approved at the ___________________, 2011 Oak Forest Wall and Beautification District Advisory Committee Regular Meeting.