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HomeMy WebLinkAbout2017 01 18 Consent 300 Unapproved Minutes from the October 19, 2016 Regular MeetingTUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE AGENDA ITEM ITEM 300 January 18, 2017 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, October 19, 2016 Tuscawilla Lighting And Beautification District Advisory Committee Regular Meeting Minutes. ATTACHMENT(S): A. Unapproved Copy Of The Wednesday, October 19, 2016 Tuscawilla Lighting And Beautification District Advisory Committee Regular Meeting Minutes (8 Pages) �1 CITY OF WINTER SPRINGS, FLORIDA MINUTES " TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE"° REGULAR MEETING OCTOBER 19, 2016 CALL TO ORDER The Regular Meeting of Wednesday, October 19, 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, absent 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 - OCTOBER 19, 2016 PAGE 2 OF 8 PUBLIC INPUT Chairperson Greenberg opened "Public Input ". No one spoke. Chairperson Greenberg closed "Public Input ". CONSENT 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, July 20, 2016 Tuscawilla Lighting And Beautification District Advisory Committee Regular Meeting Minutes. REFERRING TO THE JULY 20, 2016 TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING MINUTES, "I MOVE WE APPROVE THE MINUTES." MOTION BY COMMITTEE MEMBER PAUL. SECONDED BY COMMITTEE MEMBER JOHNSON. DISCUSSION. VOTE: VICE - CHAIRPERSON VAGNINI: AYE COMMITTEE MEMBER PAUL: AYE COMMITTEE MEMBER JOHNSON: AYE CHAIRPERSEON GREENBERG: AYE MOTION CARRIED. PUBLIC HEARINGS AGENDA PUBLIC HEARINGS 400. Not Used CITY OF WINTER SPRINGS, FLORIDA' MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - OCTOBER 19, 2016 PAGE 3 OF 8 REGULAR AGENDA REGULAR 500. Public Works /Utility Departments — Urban Beautification Division f 5-11 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 And The Fiscal Year 2017 Budget. Ms. Stephanie Monica, City Arborist and Water Conservation Coordinator, Public Works Department introduced this Agenda Item and went over a year -to -date Budget review focusing on the last quarter of Fiscal Year 2016. Discussion followed on end balances for each Line Code. Continuing, Ms. Monica referenced a document depicting budgeted amounts for Fiscal Year 2017 and discussed several encumbrances including the proposed landscape contract with BrightView Landscapes, LLC. Much discussion followed on proposed expenditures for Fiscal Year 2017. Chairperson Greenberg commented on remaining balances from Fiscal Year 2016. Mr. Kip Lockcuff, P.E., Director, Public Works /Utility Department indicated, "Whatever is leftover in the overall goes in the Fund Balance; you can always supplement it back in." Additional comments followed on Fund Balance. On a related note, Chairperson Greenberg inquired if a portion of the Fund Balance could be used to offset incurred debt. Mr. Lockcuff commented briefly on the Tuscawilla Lighting and Beautification District Debt Service Funds and stated, "We can ask Finance [and Administrative Services Department] about that." Further comments ensued on interest rates, refinancing options, and Fund Balance. REGULAR 501. 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 The Request For Proposals For Landscape Maintenance Contract. Ms. Monica presented the Agenda Item, briefly outlined the selection process and noted, "We all chose BrightView as our first pick." Ms. Monica reviewed the proposed services including weekly service all year, twice weekly service April 1 through November 30, and two (2) annual mulchings. Ms. Monica noted that historically the mulch was replaced only once a year and mentioned, "The consensus seemed to be that the mulch looked tired halfway through the year, so let's budget for an additional one." Additional comments followed on other bids received. CITY OF WINTER SPRINGS, FLORIDA k MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE " REGULAR MEETING - OCTOBER 19, 2016 PAGE 4 OF 8 Continuing, Ms. Monica reviewed the BrightView proposal and offered, "We had discussed and wanted to suggest that you approve the contract at a hundred and twenty - two [thousand and] seventy -nine [dollars] ($122,079.00) which is basically less one (1) mulching. So, you're approving the contract with just one (1) annual mulching. If you decide - halfway through the year that you do move forward with the other one, you always can." Much discussion followed on previous landscape contracts and services in comparison to the proposed contract with BrightView, the associated impact of the proposed contract on the Fiscal Year 2017 Budget, and maintaining a sustainable balance in the budget. On another note, Chairperson Greenberg mentioned various locations throughout the Tuscawilla Lighting and Beautification District that had been landscaped by previous contractors and inquired about adding additional locations. Mr. Lockcuff mentioned, "That's the slippery slope area; you as a Board could make that decision." Mr. Lockcuff cautioned against going beyond the medians and setting a precedent. Further discussion ensued. Mr. Tom Enright, Associate Branch Manager, BrightView, 4777 Old Winter Garden Road, Orlando, Florida: introduced himself, his associate Mr. Josh Knox, the Account Manager for this region, and gave a background of the BrightView organization. Furthermore, Mr. Enright went through information gathered during a preliminary inspection of the Tuscawilla Lighting and Beautification District that was completed earlier that day. The inspection included notes on weeds, yellowing, and chinch bug activity, improvements that could be made to various plant materials, and proper shearing techniques. Mr. Enright noted, "These are just suggestions that we would come to the table with. And, obviously — if you want it to look a certain way, and you want stuff really sheared and tight, we would do that; if you were okay with the approach that we had, obviously we think that would be a horticulturally more sound thing to do — we would do that. And there's no additional charge for this stuff." Continuing, Mr. Enright discussed several tree types on Winter Springs Boulevard, BrightView's trimming and shearing practices, appropriate tree canopy levels, and various flowers and plant material. Vice - Chairperson Tom Vagnini commented on frequent gaps in flower beds when plant material was being replaced. With comments on quarterly plant exchanges, Mr. Enright responded, "Typically we will not pull the plants until the new ones are going in. So, typically, same day." Additional remarks followed. Mr. Enright then commented on the tree canopies and spoke in detail regarding the three (3) reports that would be provided within thirty (30) days. Mr. Enright explained, "One of those will be an Arborist report. Chairperson Greenberg inquired about the proposed start date. Ms. Monica replied, "If you accept today, we go to Commission November 21St and they start December l si " Vice - Chairperson Vagnini commented on the work schedule of BrightView employees as a four (4) ten (10) hour work days leaving the Friday for any issues or additional detail work. Mr. Enright indicated, "I don't know what the current contractor's manpower is — the way the we looked at the job and what we feel it will need to do the job, is a four (4) to five (5) man crew two (2) days a week, in the summer, as you guys had specified, and then one (1) day in the winter." Ms. Monica commented on the lagging period of time between authorization and the actual commencement of the task. Ms. Monica emphasized, "We kind of hammered home to them that we wanted them to be able to install and repair things quickly upon authorization." Discussion followed. Chairperson Greenberg asked if BrightView was publically or privately owned. Mr. Enright stated that BrightView was owned by an investment company and added, "We are not publically traded as BrightView at this point and I do not know if that will happen in the near future or not." Additional discussion. Moving on, Mr. Enright discussed growth regular products and various safety precautions taken by BrightView staff. Committee Member Ellen Paul commented on Asiatic Jasmine plants. Chairperson Greenberg elaborated on sight distance issues related to Asiatic Jasmine plants. Much discussion followed on Asiatic Jasmine plants, possible strategies to lower the plant, and the effects of trimming. Much discussion followed on mulching and its related pricing and other received landscape bids. "I MOTION WE APPROVE THE CONTRACT WITH BRIGHTVIEW." MOTION BY VICE - CHAIRPERSON VAGNINI. CHAIRPERSON GREENBERG ASKED, "WOULD YOU HAVE YOUR MOTION WITH ONE (1) MULCH AND LOOK AT IT AFTER THAT ?" VICE - CHAIRPERSON VAGNINI CONFIRMED, "ONE (1) MULCH." SECONDED BY COMMITTEE MEMBER JOHNSON. DISCUSSION. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE' REGULAR MEETING — OCTOBER 19, 2016 PAGE 5 OF 8 So, our Certified Arborist will come out and do an assessment of all the trees within our service area and give you a detailed assessment of any — basically a three (3) year plan, what needs to happen for the next three (3) years, and if there's any issues with any trees declining, any trees that need to be removed." Mr. Enright spoke further on the Robellini Palm tree, reports to be provided, and the irrigation report as well as tiered repair and upgrade recommendations. Chairperson Greenberg inquired about the proposed start date. Ms. Monica replied, "If you accept today, we go to Commission November 21St and they start December l si " Vice - Chairperson Vagnini commented on the work schedule of BrightView employees as a four (4) ten (10) hour work days leaving the Friday for any issues or additional detail work. Mr. Enright indicated, "I don't know what the current contractor's manpower is — the way the we looked at the job and what we feel it will need to do the job, is a four (4) to five (5) man crew two (2) days a week, in the summer, as you guys had specified, and then one (1) day in the winter." Ms. Monica commented on the lagging period of time between authorization and the actual commencement of the task. Ms. Monica emphasized, "We kind of hammered home to them that we wanted them to be able to install and repair things quickly upon authorization." Discussion followed. Chairperson Greenberg asked if BrightView was publically or privately owned. Mr. Enright stated that BrightView was owned by an investment company and added, "We are not publically traded as BrightView at this point and I do not know if that will happen in the near future or not." Additional discussion. Moving on, Mr. Enright discussed growth regular products and various safety precautions taken by BrightView staff. Committee Member Ellen Paul commented on Asiatic Jasmine plants. Chairperson Greenberg elaborated on sight distance issues related to Asiatic Jasmine plants. Much discussion followed on Asiatic Jasmine plants, possible strategies to lower the plant, and the effects of trimming. Much discussion followed on mulching and its related pricing and other received landscape bids. "I MOTION WE APPROVE THE CONTRACT WITH BRIGHTVIEW." MOTION BY VICE - CHAIRPERSON VAGNINI. CHAIRPERSON GREENBERG ASKED, "WOULD YOU HAVE YOUR MOTION WITH ONE (1) MULCH AND LOOK AT IT AFTER THAT ?" VICE - CHAIRPERSON VAGNINI CONFIRMED, "ONE (1) MULCH." SECONDED BY COMMITTEE MEMBER JOHNSON. DISCUSSION. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - OCTOBER 19, 2016 PAGE 6 OF 8 VOTE: CHAIRPERSON GREENBERG: AYE COMMITTEE MEMBER PAUL: AYE COMMITTEE MEMBER JOHNSON: AYE VICE- CHAIRPERSON VAGNINI: AYE MOTION CARRIED. 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 The Status Of Landscaping And Irrigation Systems Throughout The Tuscawilla Lighting And Beautification District. Ms. Monica briefly discussed the Agenda Item, the proposed landscape contract, what it entailed and added, "I mentioned to you, just going through and looking at what I think we still need to do, came up to be about fifteen thousand [dollars] ($15,000.00) in new plant material. I think that's pretty much going to seal us up for the foreseeable future." Next, Ms. Monica discussed changes made to certain underperforming plant material. Additional comments on the bid process followed. "MOTION FOR A FIFTEEN THOUSAND DOLLAR ($15,000.00) THRESHOLD TO CLEAN UP AND GET RID OF AND REPLACE OLD, TORN, WORN OUT — SHRUBS." MOTION BY CHAIRPERSON GREENBERG. SECONDED BY VICE - CHAIRPERSON VAGNINI. DISCUSSION. VOTE: VICE - CHAIRPERSON VAGNINI: AYE COMMITTEE MEMBER PAUL: AYE CHAIRPERSEON GREENBERG: AYE COMMITTEE MEMBER JOHNSON: AYE MOTION CARRIED. 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 Receive Information On Streetlights Within The Tuscawilla Lighting And Beautification District. This Agenda Item was introduced by Ms. Sara Miller, Urban Beautification Coordinator, Public Works Department, who gave an update on the streetlights. Ms. Miller indicated that Duke Energy had sent samples of the grime found in the streetlight to the University of Florida for testing and noted, "It's actually a fungus." t CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING — OCTOBER 19, 2016 PAGE 7 OF 8 Continuing, Ms. Miller explained Duke Energy's efforts to find a permanent cleaning solution to the fungus. Further discussion. REGULAR 504. 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 The Widening Of The Turn Lane On State Road 434 At Tuscora Drive. Mr. Brian Fields, P.E., City Engineer, Public Works Department commented on this Agenda Item and discussed the upcoming project. Mr. Fields indicated that construction th of the right turn deceleration lane at Tuscora Drive will begin on November 7. Continuing, Mr. Fields addressed landscaping and lighting in and around the area of construction. Mr. Fields pointed out, "The road will be open during construction; we think it's a much needed safety improvement and with very minimal impact to the beautification of the wall itself." Mr. Fields commented that construction should take about three (3) months. Additional comments followed on site distance. 600. REPORTS Mr. Lockcuff thanked Vice - Chairperson Vagnini for his involvement during the bid selection process for the proposed landscape contract and stated, "I really appreciate your input, time spent, your flexibility, your schedule. So, thank you very much, we appreciate it." Referring to Vice - Chairperson Vagnini, Chairperson Greenberg added, "The board thanks you, as well." Discussion followed on the proposed landscape contract and BrightView as a company. Mr. Lockcuff ensured the progress reports provided by BrightView will be forwarded to the Committee. Additional discussion. PUBLIC INPUT Chairperson Greenberg opened "Public Input ". Mr. Ted Johnson, 1107 Pheasant Circle, Winter Springs, Florida: commented on some landscape areas near the Tuscawilla fountains as well as various medians along Winter Springs Boulevard and the Tuscawilla Country Club. Mr. Johnson also commented on the Tuscora Drive construction. s CITY OF WINTER SPRINGS, FLORIDA MINUTES L `s TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE M. t REGULAR MEETING — OCTOBER 19, 2016 3 °< .; PAGE 8 OF 8 Discussion followed on Perennial Peanut plants and median landscaping. Chairperson Greenberg closed "Public Input". 3 ADJOURNMENT ti Chairperson Greenberg adjourned the Regular Meeting at 6:35 p.m. RESPECTFULLY SUBMITTED: ANTONIA DELLA DONNA ASSISTANT TO THE CITY CLERK NOTE: These Minutes were approved at the 2017 Tuscawilla Lighting and Beautification District Advisory Committee Regular Meeting.