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HomeMy WebLinkAbout2016 03 10 Oak Forest Wall and Beautification DAC Regular Meeting Minutes CITY OF WINTER SPRINGS, FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING MARCH 10, 2016 (RESCHEDULED FROM MAY 12, 2016) CALL TO ORDER The Regular Meeting of Thursday, March 10, 2016 (Rescheduled from Thursday, May 12, 2016) of the Oak Forest Wall and Beautification District Advisory Committee was called to Order at 5:30 p.m. by Chairperson Judy Converso in the Commission Chambers of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). Roll Call: Chairperson Judy Converso, present Vice-Chairperson Bill Hogaboom, present Committee Member Robert Carril, present Assistant to the City Clerk Antonia Della Donna, present A moment of silence was followed by the Pledge of Allegiance. There were no Agenda changes and there was a short discussion that concluded with a brief recess to research when each member of the board's term ended. Chairperson Converso called a Recess at 5:37p.m. The Meeting reconvened at 5:40 p.m. REGULAR AGENDA- PART I REGULAR 500. Office Of The City Clerk The Office Of The City Clerk Is Requesting The Oak Forest Wall And Beautification District Advisory Committee Hold An Election For The Position Of Chairperson For Calendar Year 2016. "I NOMINATE JUDY [CONVERSO] FOR CHAIR." MOTION BY COMMITTEE MEMBER CARRIL. SECONDED BY VICE-CHAIRPERSON HOGABOOM. DISCUSSION. CITY OF WINTER SPRINGS,FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING-MARCH 10,2016 (RESCHEDULED FROM MAY 12,2016) PAGE 2 OF 8 VOTE: CHAIRPERSON CONVERSO: AYE COMMITTEE MEMBER CARRIL: AYE VICE-CHAIRPERSON HOGABOOM: AYE MOTION CARRIED. REGULAR 501. Office Of The City Clerk The Office Of The City Clerk Is Requesting The Oak Forest Wall And Beautification District Advisory Committee Hold An Election For The Position Of Vice-Chairperson For Calendar Year 2016. "I MAKE A MOTION THAT BILL [HOGABOOM] BE NAMED THE VICE- CHAIR." MOTION BY CHAIRPERSON CONVERSO. SECONDED BY COMMITTEE MEMBER CARRIL. DISCUSSION. VOTE: VICE-CHAIRPERSON HOGABOOM: AYE COMMITTEE MEMBER CARRIL: AYE CHAIRPERSON CONVERSO: AYE MOTION CARRIED. AWARDS AND PRESENTATIONS AWARDS AND PRESENTATIONS 100. Not Used INFORMATIONAL AGENDA INFORMATIONAL 200. Not Used PUBLIC INPUT Chairperson Converso opened Public Input. No one spoke. Chairperson Converso closed Public Input. CITY OF WINTER SPRINGS,FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING-MARCH 10,2016 (RESCHEDULED FROM MAY 12,2016) PAGE 3 OF 8 CONSENT AGENDA CONSENT 300. Office Of The City Clerk The Office Of The City Clerk Is Requesting The Oak Forest Wall And Beautification District Advisory Committee To Review And Approve The Wednesday, May 20, 2015 (Rescheduled From Thursday, May 12, 2015) Oak Forest Wall And Beautification District Advisory Committee Regular Meeting Minutes. REGARDING THE WEDNESDAY, MAY 20, 2015 OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING MINUTES, "I MOVE TO APPROVE." MOTION BY COMMITTEE MEMBER CARRIL. SECONDED BY VICE-CHAIRPERSON HOGABOOM. DISCUSSION. VOTE: COMMITTEE MEMBER CARRIL: AYE CHAIRPERSON CONVERSO: AYE VICE-CHAIRPERSON HOGABOOM: AYE MOTION CARRIED. PUBLIC HEARINGS AGENDA PUBLIC HEARINGS 400. Not Used REGULAR AGENDA- PART II REGULAR 502. Public Works/Utility Departments—Urban Beautification Division The Public Works/Utility Department — Urban Beautification Division Is Requesting The Oak Forest Wall And Beautification District Advisory Committee To Receive Information And Discuss The Fiscal Year 2015-2016 Budget. Ms. Kelly Balagia, Budget Analysis, Finance and Administrative Services Department presented this Agenda Item and reviewed the Maintenance Assessment Fund. Ms. Balagia concluded by saying, "So, you can see we have a very healthy margin here, typically the City likes to maintain a good coverage—we have a nice margin going here." Next, Ms. Balagia commented on the Debt Service Fund, "So, sixty four dollars ($64.00) is the Assessment for this Fund and you can see down here it shows what the balance on the internal loan is for that Wall. CITY OF WINTER SPRINGS,FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING-MARCH 10,2016 (RESCHEDULED FROM MAY 12,2016) PAGE 4 OF 8 So, back in FY (Fiscal Year) [20]'14 at 9/30/14 the internal loan balance was at a hundred thirty-six thousand [dollars] ($136,000.00) and it's been steadily declining. You can see that right here in this next Fiscal Year, this debt service will be completely retired and the instrument will no longer exist; and the sixty-four dollars ($64.00) will not be assessed anymore. The Fiscal Year [20]'l 7 will be the last year for that Assessment. It will show up in November of 2016 and so —the Wall will be owned free and clear and the job to maintain it will be the only one that's left." Additional comments followed on which Fiscal Year the expenses would be incurred. REGULAR 503. Public Works/Utility Departments—Urban Beautification Division The Public Works/Utility Department — Urban Beautification Division Is Requesting The Oak Forest Wall And Beautification District Advisory Committee To Receive Information And Discuss The Condition Of The Wall. This Agenda Item was introduced by Ms. Stephanie Monica, Water Conservation Coordinator/Arborist, Public Works Department who remarked, "This is just kind of a general update of the status of the wall. It's in good shape. Since we met last time, we did some pressure washing on the entrance feature." Ms. Monica added, "Since last May, we had the lights at each entrance converted to LED (light-emitting diode); I don't know if you happened to notice a difference." Referencing suggested improvements from Mr. Mike Masters, Alternative Wall Systems, Inc, Ms. Monica indicated, "He identified forty (40) brick columns to just — create expansion joints on both sides where the wall cap meets the column and then tuckpoint any loose or missing mortar. So, there's forty (40) he identified there, for a total cost of twenty-eight hundred dollars ($2,800.00). So, that's something we'll suggest we do for the upcoming year." Discussion ensued on the wall along Cheoy Lee Circle. Mr. Brian Fields, P.E., City Engineer, Public Works Department stated, "Just to review, following up on last year's meeting, I did go out and do an inspection. The wall is owned by the Tuskawilla Office Park and it abuts the properties on Cheoy Lee [Circle]. We looked at both sides of it, as much as we could. Overall it was in good condition, was showing sign of deterioration, nothing really that would warrant a Code Enforcement action. We did send that report to the Tuskawilla Office Park, didn't hear anything back from them. I have to go back and look and see if something happened on the spacing between then and now that was not observed in that initial report; so, that'll be an action item for us." CITY OF WINTER SPRINGS,FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING-MARCH 10,2016 (RESCHEDULED FROM MAY 12,2016) PAGE 5 OF 8 As to who was responsible for the wall along Cheoy Lee Circle, Mr. Fields advised, "Tuskawilla Office Park is responsible for the entire wall, both sides." Mr. Fields explained, "I would consider it similar to if somebody has a tree limb that's hanging on your property; whatever's over your property you have the right to cut, maintain, trim - your property line basically." Further discussion followed. Mr. Fields then commented, "Any concerns about trimming on the Oak Forest Wall, landscaping wise, you can direct those to Stephanie [Monica] at any time, or Sara [Miller, Urban Beautification Manager, Public Works/Utilities Department]." REGULAR 504. Public Works/Utility Departments—Urban Beautification Division The Public Works/Utility Department — Urban Beautification Division Is Requesting The Oak Forest Wall And Beautification District Advisory Committee To Receive A Video Presentation And Discuss The Condition Of The Wall. Ms. Monica introduced this next Agenda Item and video footage of the wall was presented, including particular areas of interest along the Wall. Much discussion followed on the properties lining the wall. Committee Member Robert Carril suggested that Permits along the wall be researched. Ms. Monica stated, "We'll get that information." Regarding the significance of the video footage, Mr. Fields concluded, "It is valuable information. You can see the wall is in good condition, there's a few things we probably need to take a look at make sure it's not a problem, doesn't look like anything major, and we are in good shape overall." Additional comments. REGULAR 505. Public Works/Utility Departments—Urban Beautification Division The Public Works/Utility Department — Urban Beautification Division Is Requesting The Oak Forest Wall And Beautification District Advisory Committee To Receive Information And Discuss The Wall Landscaping. This Agenda Item was presented by Ms. Monica who also displayed photographs of various landscaping along the Wall including the Ficus Pumila (Creeping Fig Vine) and addressed some maintenance issues. Ms. Monica suggested, "It would look clean and nice with just the fig, no landscaping. Maybe you could keep the landscaping from the office park down to Trotwood [Boulevard] — but in those very narrow areas where the wall is almost right up to the sidewalk, to maybe just keep the fig panels." Discussion continued about the effect Ficus Pumila (Creeping Fig Vine) has on the landscaping and shrubbery along the wall. CITY OF WINTER SPRINGS,FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING-MARCH 10,2016 (RESCHEDULED FROM MAY 12,2016) PAGE 6 OF 8 Mr. Scott Annan, Annan Landscape Co., 991 Explorer Cove Suite 133, Altamonte Springs, Florida: stated, "I've been involved for several years and her predecessor, Mr. [Steven] Richart, we've replaced probably hundreds of shrubs in front of the fig panes. Fig vine is probably one of the most invasive and most aggressive plants you can have and much like you mentioned about the growth at the top, literally, it grows daily. Especially during the heat and we fertilize and do all that; so, now it's come to the point where it's gotten so aggressive that the way it attaches, it attaches to mortar, it attaches to anything. As you can see from those photographs and that GoPro, it's grown up and over and back and around and you name it — so now, it's now become such an issue, it's competing heavily with everything up front and much like Stephanie [Monica] said, it's one thing when you have a large area where it can compete, but some of those areas, especially as you go towards the New Covenant Church, matter of fact, there's no plant because it's maybe only six inches (6") wide." A photograph was shown next and additional comments ensued including soil conditions and associated costs. Ms. Monica then presented three (3) options, "Option one (1), which is really no cost, is to simply remove the landscaping as it dies and one downfall is that as you're going to have a somewhat `hodge-podgey' look as you're accomplishing that. Option two (2) would be to keep the panels from the office park to Trotwood [Boulevard] and then just remove the landscaping from the remaining panels south of Trotwood [Boulevard]. We would take what is in good shape, the newer, younger landscaping, and relocate it to the entrances, other areas where we already have some stuff that needs replacing and that cost to do that would be seven thousand two hundred [dollars] ($7,200.00). And then the third option would be to remove it from all the panels, relocate what's good and that would be ten thousand six hundred and fifty [dollars] ($10,650.00). It's basically a hundred and fifty dollars a panel ($150.00) and you have seventy-one (71) panels total." Discussion followed on aesthetics and nearby locations that had only panels of Ficus Pumila (Creeping Fig Vine). Chairperson Converso confirmed, "All agree on not replacing ones that die off and we will revisit it in May and make a decision, as long as we have the monies in there to do it." No objections were voiced. Discussion continued on the aesthetics of not replacing the shrubs and letting the Ficus Pumila (Creeping Fig Vine) grow. CITY OF WINTER SPRINGS,FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING-MARCH 10,2016 (RESCHEDULED FROM MAY 12,2016) PAGE 7 OF 8 Next, Ms. Monica provided an update on the landscaping projects that Annan Landscaping, Co. had completed since last May which included the replacement of the sprinkler timer that controls the irrigation for the wall, the installation of more plants in the median of Winter Springs Boulevard, the installation of new sod in the right of way of Oak Forest Drive, the trimming of the Sylvester Palms (Phoenix sylvestris) at the entrance and the Crape Myrtles along the wall, they removed small Crape Myrtles that were in poor health at entrances, and the annual mulching that was completed in January. Discussion continued about the long term savings of the LED (light-emitting diode) lights, the different heights of different plants in the boxes at the front entrances, the preference for the background paint on the entrance signs, and the possibility of adding a third light to each of the entrance signs. In regards to adding a third light to each entrance sign, Chairperson Converso suggested, "Look into it." No objections were noted. Ms. Monica stated, "Yes." Mr. Kip Lockcuff, P.E., Director, Public Works/Utility Departments mentioned that Annan Landscaping Co's contract is up for renewal in September and asked if there were any objections to renewing it now. No objections were voiced. REGULAR 506. Public Works/Utility Departments—Urban Beautification Division The Public Works/Utility Department — Urban Beautification Division Is Requesting The Oak Forest Wall And Beautification District Advisory Committee To Receive An Update And Discuss Projects Completed Since The May 20th, 2015 Oak Forest Wall And Beautification District Advisory Committee Meeting. Ms. Monica began the discussion on the Agenda Item and addressed additional completed landscaping projects, that the breaker panel on the north side of the Oak Forest subdivision entrance had been replaced, the photo cell mechanism that turns the lights off and on at the Oak Forest Drive subdivision entrance had been replaced, and that some additional general,minor repairs were completed. REGULAR 507. Public Works/Utility Departments—Urban Beautification Division The Office Of The City Clerk Is Requesting The Oak Forest Wall and Beautification District Advisory Committee Discuss Rescheduling Their Annual Meeting Beginning In 2017 To An Earlier Date To Coincide Better With Seasonal Matters. The Agenda Item was introduced by Ms. Monica who proposed that the annual meeting of this Committee be rescheduled from May to March, as it would help Staff benefit from additional time to prepare for the busy growing season, as well as being closer to budget time. Discussion. CITY OF WINTER SPRINGS,FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING—MARCH 10,2016 (RESCHEDULED FROM MAY 12,2016) PAGE 8 OF 8 "I SO MOVE THAT WE MOVE OUR OAK FOREST MEETING, BY THREE (3) COUNCIL, TO THE FIRST THURSDAY OF APRIL STARTING WITH 2017." MOTION BY CHAIRPERSON CONVERSO. SECONDED BY VICE- CHAIRPERSON HOGABOOM. DISCUSSION. VOTE: CHAIRPERSON CONVERSO: AYE VICE-CHAIRPERSON HOGABOOM: AYE COMMITTEE MEMBER CARRIL: AYE MOTION CARRIED. Ms. Monica provided an updated fact sheet for the current year and indicated that a copy will be provided to the committee via email. 600. REPORTS No Reports were given. PUBLIC INPUT Chairperson Converso opened Public Input. No one addressed the Oak Forest Wall and Beautification District Advisory Committee. Chairperson Converso closed Public Input. ADJOURNMENT Chairperson Converso adjourned the Regular Meeting at 6:49 p.m. RESPECTFULLY SUBMITTED: Cz ANTONIA DE " A DONNA ASSISTANT TO THE CITY CLERK NOTE: These Minutes were approved at the April 6,2017 Oak Forest Wall and Beautification District Advisory Committee Regular Meeting.