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HomeMy WebLinkAbout2016 10 19 Consent 300 Unapproved Minutes from the July 20,2016 Regular MeetingTUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE AGENDA ITEM ITEM 300 October 19, 2016 Regular Meeting REQUEST: Informational Consent X Public Hearings Regular The Office Of The City Clerk Is Requesting The Tuscawilla Lighting And Beautification District Advisory Committee To Review And Approve The Wednesday, July 20, 2016 Tuscawilla Lighting And Beautification District Advisory Committee Regular Meeting Minutes. ATTACHMENT(S): A. Unapproved Copy Of The July 20, 2016 Tuscawilla Lighting And Beautification District Advisory Committee Regular Meeting Minutes (8 Pages) CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING JULY 20, 2016 CALL TO ORDER The Regular Meeting of Wednesday, July 20, 2016 of the Tuscawilla Lighting and Beautification District Advisory Committee was called to Order by Chairperson Ken Greenberg at 5:15 p.m. in the Commission Chambers of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). Roll Call: Chairperson Ken Greenberg, present Vice - Chairperson Tom Vagnini, present Committee Member Donald Gilmore, present Committee Member Elaine Johnson, present Committee Member Ellen Paul, present Assistant to the City Clerk Antonia Della Donna, present A moment of silence was followed by the Pledge of Allegiance. No changes were made to the Agenda. AWARDS AND PRESENTATIONS AWARDS AND PRESENTATIONS 100. Not Used INFORMATIONAL AGENDA INFORMATIONAL 200. Not Used CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - JULY 20, 2016 PAGE 2 OF 8 PUBLIC INPUT CONSENT 300. Office Of The City Clerk The Office Of The City Clerk Is Requesting The Tuscawilla Lighting And Beautification District Advisory Committee To Review And Approve The Wednesday, April 20, 2016 Tuscawilla Lighting And Beautification District Advisory Committee Regular Meeting Minutes. IN REGARDS TO THE REQUEST TO APPROVE THE APRIL 20, 2016 TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING MINUTES, "MOTION." MOTION BY CHAIRPERSON GREENBERG. SECONDED BY VICE - CHAIRPERSON VAGNINI. DISCUSSION. VOTE: COMMITTEE MEMBER JOHNSON: AYE VICE - CHAIRPERSON VAGNINL• AYE COMMITTEE MEMBER PAUL: AYE COMMITTEE MEMBER GILMORE: AYE CHAIRPERSON GREENBERG: AYE MOTION CARRIED. PUBLIC HEARINGS AGENDA PUBLIC HEARINGS 400. Not Used REGULAR AGENDA CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - JULY 20, 2016 PAGE 3 OF 8 REGULAR 500. Public Works /Utility Departments — Urban Beautification Division The Public Works /Utility Departments — Urban Beautification Division Requests That The Tuscawilla Lighting And Beautification District Advisory Committee Receive A Year To Date Budget Review. Ms. Stephanie Monica, City Arborist and Water Conservation Coordinator, Public Works , Department introduced the Agenda Item, referred to "Attachment A ", the Year -to -Date � Budget Review and noted that listed items from May on are the new budget items. Brief discussion. Continuing, Ms. Monica expanded upon recommendations for the Tuscawilla Lighting and Beautification District including improvements such as an additional irrigation timer, and stated that the current timer has reached maximum capacity of watering zones and this could impact new plantings which require additional watering. Further remarks regarding costs ensued. Referencing the project south of the fountains, Ms. Monica noted that the clearing was almost complete and that a future discussion should be held regarding planting of the area. Much discussion about Budget funds, and the ownership and maintenance responsibilities of the area south of the fountain followed. Ms. Monica described the planned plantings for the area to include low maintenance cedar trees and some live oaks in a staggered pattern of two (2) rows. Comments included the watering needs of the trees and the Bahia grass growing in the area. Related to the costs and options of plantings previously noted, Ms. Monica stated, "If you do thirty (30) gallon size which is going to be about — seven (7) to eight feet (8) tall, fifty (50) thirty (30) gallon trees is going to be thirteen thousand dollars ($13,000.00), that includes mulch. If you did sixty -five (65) gallon trees, that's going to be twenty -five thousand, five hundred [dollars] ($25,500.00) for fifty (50) of them." Regarding the difference between the thirty (30) and sixty -five (65) gallon trees, Ms. Monica indicated, "I prefer thirty (30). They're easier to get established, they're cheaper, they're a decent size and in two (2) to three (3) years, they're probably going to be caught up to the size of the sixty -five (65) anyway." REGULAR 501. Public Works /Utility Departments — Urban Beautification Division CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - JULY 20, 2016 PAGE 4 OF 8 The Public Works /Utility Departments — Urban Beautification Division Requests --3 That The Tuscawilla Lighting And Beautification District Advisory Committee Receive Information On The Status Of Landscaping And Irrigation Systems Throughout The Tuscawilla Lighting And Beautification District. Beginning the discussion on this Agenda Item, Ms. Monica commented on the Eastwood Tuff Turf contract and said that their Contract "Is set to expire July 31St. So, your two (2) 3 "l cmrl options would be to renew their Contract or continue on a month -to -month basis with them while we put it out to Bid." On Eastwood Tuff Turf s current performance versus cost. Ms. Monica pointed out, "I think it's taking a very long time to complete additional work. We authorized them back in May to do about nine thousand dollars ($9,000.00) worth additional plantings, where they had just ripped out large sections of dead plant material — that's still not complete. Their thought process is they have irrigation repairs to make and they don't want to plant the new plant material until irrigation system is completely squared away; but, we've been working on the irrigation for three (3) months." Chairperson Greenberg asked if that was a legitimate answer. Ms. Monica stated, "Yes — right now we have a mainline break at Fox Glen in the median of Winter Springs Boulevard. We just repaired a mainline break a month and a half ago." Further comments about repairing a mainline break followed. Discussion regarding maintenance along the roads ensued. As to whether Ms. Monica thought that Eastwood Tuff Turf was overtaxed in personnel with the current maintenance and irrigation issues, Ms. Monica said, "It would appear so to me, yes - all I know is that I've tried to hold them to a two (2) to three (3) week time frame for additional service and - it misses that mark by many weeks." Additional comments followed on the quality of services provided. Committee Member Elaine Johnson suggested, "I think we need to put it out to Bid." Chairperson Greenberg agreed. Committee Member Don Gilmore inquired about the City's readiness to put forth a Bid and the specifications to be included in the Bid. Ms. Monica referenced Vice - Chairperson Vagnini as the Committee's liaison to landscaping issues and offered to involve him in the process. Further discussion. Mr. Brian Fields, P.E., City Engineer, Public Works Department commented, "What we've used in some other contracts is issuing a Request for Proposal (RFP) rather than a straight request for Bids. That proposal would contain price as one (1) component of our Selection Committee's review." Additional comments about Request for Proposals (RFP) followed. REFERRING TO THE LANDSCAPING CONTRACT, "I MAKE A MOTION TO PUT IT OUT TO BID." MOTION BY COMMITTEE MEMBER JOHNSON. SECONDED BY VICE - CHAIRPERSON VAGNINI. DISCUSSION. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - JULY 20, 2016 PAGE 5 OF 8 VOTE: COMMITTEE MEMBER PAUL: AYE CHAIRPERSON GREENBERG: AYE COMMITTEE MEMBER JOHNSON: AYE VICE - CHAIRPERSON VAGNINI: AYE COMMITTEE MEMBER GILMORE: AYE ar", MOTION CARRIED. := Comments and discussion about length of time and Bid processes followed including this Committee's review and selection, as well as the City Commission's approval. Ms. Monica then requested the Committee make a formal decision on the replanting along Tuscawilla Road. Committee Member Johnson asked if it would be put out to Bid to which Ms. Monica explained, "We'll get three (3) quotes just to compare prices but, the quote that I based this off of was from Annan Landscape [Company]." "I MOVE THAT WE DO THE THIRTY (30) GALLON." MOTION BY COMMITTEE MEMBER PAUL. SECONDED BY COMMITTEE MEMBER JOHNSON. DISCUSSION. VOTE: CHAIRPERSON GREENBERG: AYE COMMITTEE MEMBER JOHNSON: AYE VICE - CHAIRPERSON VAGNINI: AYE COMMITTEE MEMBER GILMORE: AYE COMMITTEE MEMBER PAUL: AYE MOTION CARRIED. Committee Member Gilmore and Committee Member Paul mentioned sight distance issues around Gazelle Trail. Mr. Fields addressed the sight distance and said, "I did review, very recently, identified seven (7) locations — we review this periodically, but, this review identified seven (7) locations including Gazelle [Trail] coming south bound looking at that — that definitely needs some work to trim, remove, or adjust the vegetation to improve sight distance. What we look for, what engineering looks for, is when you're approaching an intersection, you're on a side street approaching Winter Springs Boulevard and you're making a left turn out, and as you're looking to the right, about the first 250' that we are looking for gaps in that area, not one hundred percent (100 %) clear — there can be trees, CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - JULY 20, 2016 PAGE 6 OF 8 but enough gaps where you can see the headlights of the oncoming vehicle. Gazelle [Trail] is a situation where you cannot. It's just too thick, it's blocked there. Now, it is what we would call a two (2) step maneuver. For example, if you're coming out of City Hall here at night, you've got the four (4) lane road and the median. You pull out to the median, you stop, and then you look to your right to see if it's clear and proceed. Winter Springs Boulevard is wide enough that it's also considered a two (2) step maneuver. So, you're not expected as you pull up to see clear the entire way. Having said that, you do have the risk of vehicles making a left into that same side street that you're coming out where you could have a conflict. On the first step of the two (2) step maneuver, we do want to keep clear." With additional comments, Mr. Fields concluded his remarks and noted, "We try and balance the two (2), between the beauty and maintaining safe sight distance." Further discussion ensued. Discussion followed on maintenance of the medians, the current contractor, median numbers, and the need for painting roadways around Tuskawilla Road. REGULAR 502. Public Works /Utility Departments — Urban Beautification Division The Public Works/Utility Departments — Urban Beautification Division Requests That The Tuscawilla Lighting And Beautification District Advisory Committee Receive Information On Low Voltage Lighting At The Tuscawflla Lighting And Beautification District Entrance Monuments. Discussion on this Agenda Item commenced with a review of the actions completed since the last meeting including necessary electrical repairs on the entrance Monuments, the replacement of non - working lights, and researching the cost savings for energy for the Low Emitting Diode (LED) lights. Further remarks followed on the replacement of Low Voltage Halogen lights with Low Emitting Diode (LED) lights. It was noted that Staff was not arbitrarily replacing lights, just lights that had broken or needed replacing. REGULAR 503. Public Works/Utility Departments — Urban Beautification Division The Public Works /Utility Departments — Urban Beautification Division Requests That The Tuscawilla Lighting And Beautification District Advisory Committee i L CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - JULY 20, 2016 PAGE 7 OF 8 Receive Information On Streetlights Within The Tuscawilla Lighting And Beautification District. Ms. Sara Miller, Urban Beautification Coordinator, Public Works Department, introduced the Agenda Item and referenced some photographs. Ms. Miller noted that, "Seven (7) were cleaned since then - about two (2) weeks ago we had them cleaned. We had them stopped because Duke Energy didn't really realize this was a huge issue; they haven't seen this anywhere else." Board Member Gilmore inquired as to what the cause of the dirt may be. Ms. Miller responded by saying, "They think it's the band around the bulb that is letting dirt in. We're not quite sure, they're still looking into it." With discussion, Ms. Miller indicated that she would be meeting with a representative from Duke Energy and encouraged Committee Members to discuss this with City Staff in the future. Ms. Miller continued, "Right now, they're only cleaning them with water and a small brush — I asked them if the contractor that cleans them could report back to us the findings that he's finding; if it's dirt, if it's mold, if it's something else and — I'm working with them on a schedule. I had given them a list of about thirty (30) or so lights on the Boulevard — that need to be cleaned and I think that we should do all of Winter Springs Boulevard, Northern Way, and then from there, work on the side streets." Next, Ms. Miller read an email from Duke Energy regarding the issue and commented further. Discussion on how to report outages, aesthetics of the poles, and the location of the dirt in the fixtures ensued. 600. REPORTS No Reports were given. PUBLIC INPUT Chairperson Greenberg opened "Public Input ". Mr. Kevin McCan, 1109 Pheasant Circle, Winter Springs, Florida: commented on reporting outages and electrical tape he observed on some lights. Chairperson Greenberg closed "Public Input". k CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING — JULY 20, 2016 PAGE 8 OF 8 "MOVE TO ADJOURN." MOTION BY COMMITTEE MEMBER GILMORE. SECONDED BY VICE - CHAIRPERSON VAGNINI. DISCUSSION. VOTE: VICE - CHAIRPERSON VAGNINI: AYE COMMITTEE MEMBER GILMORE: AYE COMMITTEE MEMBER PAUL: AYE CHAIRPERSON GREENBERG: AYE COMMITTEE MEMBER JOHNSON: AYE MOTION CARRIED. ADJOURNMENT Chairperson Greenberg adjourned the Regular Meeting at 6:21 p.m. RESPECTFULLY SUBMITTED: ANTONIA DELLA DONNA ASSISTANT TO THE CITY CLERK NOTE: These Minutes were Approved at the 2016 Tuscawilla Lighting and Beautification District Advisory Committee Regular Meeting.