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HomeMy WebLinkAbout2018 04 18 Consent 300 Unapproved Minutes from the Wednesday, January 17, 2018 Regular MeetingTUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE AGENDA ITEM ITEM 300 April 18, 2018 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, January 17, 2018 Tuscawilla Lighting And Beautification District Advisory Committee Regular Meeting Minutes. ATTACHMENT(S): A. Unapproved Copy Of The Wednesday, January 17, 2018 Tuscawilla Lighting And Beautification District Advisory Committee Regular Meeting Minutes (10 Pages) CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION, DISTRICT ADVISORY COMMITTEE REGULAR MEETING JANUARY 17, 2018 CALL TO ORDER The Regular Meeting of Wednesday, January 17, 2018 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 Elaine Johnson, present Committee Member Kevin McCann, present Committee Member Ellen Paul, present Assistant to the City Clerk Antonia DeJesus, present A moment of silence was followed by the Pledge of Allegiance. No changes were made to the Agenda. REGULAR AGENDA — PART I REGULAR 500. Office Of The City Clerk The Office Of The City Clerk Is Requesting The Tuscawilla Lighting And Beautification District Advisory Committee Hold An Election For The Position Of Chairperson For Calendar Year 2018. Referring to serving as Chairperson, Chairperson Greenberg indicated, "I am willing to do it another year happily if that is what the will is." "I WILL MAKE A MOTION." MOTION BY COMMITTEE MEMBER JOHNSON. SECONDED BY VICE -CHAIRPERSON VAGNINI. DISCUSSION. CITY OF WINTER SPRINGS, FLORIDA sm'a MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING -JANUARY 17, 2018 PAGE 2 OF 10 VOTE: VICE -CHAIRPERSON VAGNINI: AYE CHAIRPERSON GREENBERG: AYE COMMITTEE MEMBER JOHNSON: AYE COMMITTEE MEMBER McCANN: AYE COMMITTEE MEMBER PAUL: AYE MOTION CARRIED. REGULAR 501. Office Of The City Clerk The Office Of The City Clerk Is Requesting The Tuscawilla Lighting And Beautification District Advisory Committee Hold An Election For The Position Of Vice -Chairperson For Calendar Year 2018. "I NOMINATE TOM [VAGNINI]." MOTION BY CHAIRPERSON GREENBERG. SECONDED BY COMMITTEE MEMBER McCANN. DISCUSSION. VOTE: COMMITTEE MEMBER PAUL: AYE CHAIRPERSON GREENBERG: AYE COMMITTEE MEMBER JOHNSON: AYE VICE -CHAIRPERSON VAGNINI: AYE COMMITTEE MEMBER McCANN: AYE MOTION CARRIED. 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 -JANUARY 17, 2018 PAGE 3 OF 10 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, October 18, 2017 Tuscawilla Lighting And Beautification District Advisory Committee Regular Meeting Minutes. Related to the Minutes, Committee Member Kevin McCann commented on a discussion from the previous meeting and noted, "I saw some of that in there, but what I would like to do — moving forward that in the future we establish a long term plan. I didn't see that in those Minutes." Ms. Sara Miller, Urban Beautification Coordinator, Public Works Department indicated that landscape information would be discussed later in the meeting. Brief comments followed on formalizing the Committee's request and Assistant to the City Clerk Antonia DeJesus commented on how Minutes are written as well as the City's Minutes Policy. Further comments followed. "CAN YOU PUT IN AN AGENDA ITEM FOR THE NEXT MEETING TO — OUTLINE A MOVE FORWARD FUTURE PLAN? WOULD YOU PLEASE ASK MS. MONICA TO START TO PENCIL THAT OUT? I HAVE A LITTLE BIT OF IT HERE THAT SHE GAVE ME IN HER ABSENCE TONIGHT — WHEN I MET WITH HER LAST WEEK. BUT THIS WAY IF YOU MAKE IT AN ACTION ITEM FOR THE AGENDA — THE NUMBER DOESN'T MATTER, AND LET'S START TO FORMALIZE A LONG TERM PLAN, BUT THIS WILL GIVE HER BETWEEN NOW AND THE NEXT MEETING, AND STAFF, A CHANCE TO START TO PUT IT TOGETHER." MOTION BY CHAIRPERSON GREENBERG. ADDITIONAL REMARKS. SECONDED BY COMMITTEE MEMBER JOHNSON. DISCUSSION. �,.a.�znnasa, FURTHER COMMENTS ON PLANNING THE ASSOCIATED FUNDS AND DETAILS. CHAIRPERSON GREENBERG SUMMARIZED, "MOTION TO ADDRESS — SHORT AND LONG TERM PLANS FOR THE TLBD [TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT] VEGETATION AND TREES." VOTE: COMMITTEE MEMBER JOHNSON: AYE COMMITTEE MEMBER McCANN: AYE CHAIRPERSON GREENBERG: AYE COMMITTEE MEMBER PAUL: AYE VICE -CHAIRPERSON VAGNINI: AYE MOTION CARRIED. REFERRING BACK TO THE REQUEST TO APPROVE THE WEDNESDAY, OCTOBER 18, 2017 TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING MINUTES, "APPROVE THE MINUTES FROM THE MEETING IN OCTOBER." MOTION BY CHAIRPERSON GREENBERG. SECONDED BY COMMITTEE MEMBER PAUL. DISCUSSION. VOTE: VICE -CHAIRPERSON VAGNINI: AYE COMMITTEE MEMBER PAUL: AYE COMMITTEE MEMBER JOHNSON: AYE COMMITTEE MEMBER McCANN: AYE CHAIRPERSON 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 -JANUARY 17, 2018 PAGE 4 OF 10 CHAIRPERSON GREENBERG CONTINUED, "LET'S TAKE A VOTE SO WE DO FORMALIZE IT THAT WE HAVE A GOAL ESTABLISHED, WHETHER IT IS A ONE (1), THREE (3), OR FIVE YEAR (5) — AT LEAST GO OUT A COUPLE YEARS — BEGINNING TO LAY DOWN THE DIRECTION OF WHAT IS AND WHAT WE CAN CHANGE." FURTHER COMMENTS ON PLANNING THE ASSOCIATED FUNDS AND DETAILS. CHAIRPERSON GREENBERG SUMMARIZED, "MOTION TO ADDRESS — SHORT AND LONG TERM PLANS FOR THE TLBD [TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT] VEGETATION AND TREES." VOTE: COMMITTEE MEMBER JOHNSON: AYE COMMITTEE MEMBER McCANN: AYE CHAIRPERSON GREENBERG: AYE COMMITTEE MEMBER PAUL: AYE VICE -CHAIRPERSON VAGNINI: AYE MOTION CARRIED. REFERRING BACK TO THE REQUEST TO APPROVE THE WEDNESDAY, OCTOBER 18, 2017 TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING MINUTES, "APPROVE THE MINUTES FROM THE MEETING IN OCTOBER." MOTION BY CHAIRPERSON GREENBERG. SECONDED BY COMMITTEE MEMBER PAUL. DISCUSSION. VOTE: VICE -CHAIRPERSON VAGNINI: AYE COMMITTEE MEMBER PAUL: AYE COMMITTEE MEMBER JOHNSON: AYE COMMITTEE MEMBER McCANN: AYE CHAIRPERSON 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 -JANUARY 17, 2018 PAGE 5 OF 10 REGULAR AGENDA - PART II 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 A Year To Date Budget Review And Enter Into A Discussion. Ms. Miller introduced the Agenda Item and reviewed the year-to-date expenditures. It was noted that the City's Fiscal Year begins on October 1. Ms. Miller remarked further on expenditures over the past few months. Discussion followed on damage from Hurricane Irma and improvements outlined in the City's Master Plan. Additional comments. 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 And Discuss Information Regarding Landscaping Throughout The Tuscawilla Lighting And Beautification District. The Agenda Item began with an introduction by Ms. Miller who then commented on the improved landscaping in front of the entrance fountains. Continuing, Ms. Miller referenced a chain link fence on Tuskawilla Road and the landscape surrounding it. Chairperson Greenberg asked if the City intended to replace the chain link fence. Ms. Miller replied, "No — what was proposed was to come up with an idea on how to block that chain link fence. So, the idea of Podocarpus was brought up." Ms. Miller then reviewed cost estimates for plant material and irrigation. Discussion followed on vinyl fencing. Committee Member McCann commented on various attempts to alter the appearance of the area leading up to and surrounding the fountains. With further comments, Committee Member McCann stated, "From where that Utility Easement is — all the way up to the fountains, that whole long stretch, that hundred (100) yard stretch, if we could come up with a game plan." Committee Member Elaine Johnson emphasized that the result should be aesthetically pleasing. Further discussion. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING-JANUARY 17, 2018 PAGE 6 OF 10 Mr. Tom Enright, Associate Branch Manager, BrightView Landscape Development, Inc., 4777 Old Winter Garden Road, Orlando, Florida: indicated, "We have not done the 9=2=.Q cleanup on that south side yet." Mr. George Ochoa, BrightView Foreman, BrightView Landscape Development, Inc., 4777 ioarll Old Winter Garden Road, Orlando, Florida: mentioned that he sent a proposal for the cleanup and reviewed it briefly. Mr. Ochoa also commented on the suggested Podocarpus. Chairperson Greenberg remarked on the aesthetic of the Podocarpus and stated, "We really need to come up with a consistent look." Additional comments followed and Vice - Chairperson Tom Vagnini expressed his agreement. Mr. Enright commented on BrightView's delays due to hurricane cleanup, but noted, "I couldn't agree more that you all need to have consistency going down through there." Mr. Enright mentioned that BrightView's landscape designer was out of the country and said, "Once he gets back — we can get him started on something and using the same type of plant material that you guys have for the fountains, on the boulevard." Mr. Enright suggested phasing the project. Discussion followed on previous and proposed cleanup solutions, debris, and fences. Committee Member McCann referenced past projects and emphasized the need for a master plan. On a related note, Committee Member Johnson stated, "I don't think we should do any more cleanup until we get some kind of plan in place for what is already exposed right there because that is the problem." Continuing, Chairperson Greenberg inquired about a source for irrigation. Mr. Brian Fields, Director, Community Development Department indicated that water could be provided from the fountains. Further remarks. Mr. Fields stated, "I think we're hearing you loud and clear; you want a master plan of the whole area. I think what would help us would be — give us your guidance and input on the type of look that you would be seeking and then we would be glad, as Staff, to work with our contractor to craft up a plan with some options and costs — what is the ultimate vision?" Brief discussion. Chairperson Greenberg asked how long it would take to formulate a plan. Mr. Enright replied, "By next meeting, of course, that wouldn't be an issue." Chairperson Greenberg suggested holding a Special Meeting to expedite the process. Mr. Enright stated, "The part we might struggle with — just what you guys ultimately want to see." With brief comments, Mr. Enright asked, "So, we're looking for more of a minimalist screening?" No objections were noted. CITY OF WINTER SPRINGS, FLORIDA MINUTES FYs3'�'73@Y63y�' TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE , REGULAR MEETING -JANUARY 17,2018 PAGE 7 OF 10 Mr. Fields suggested giving Staff some time to work with BrightView to create a plan that ;�,. would be provided by the next meeting. As for a plan, Mr. Enright stated, "We can get it to you within the next month. But we can do some images; we'll do an aerial kind of overlay - where the bed lines are going to be; put together the master irrigation, what it's G going to take to get water all the way to that other end, and to — establish the material that were putting in so there's no warranty issues."" Much discussion followed on the logistics of disseminating information and providing feedback as to avoid violating Florida's Sunshine Law as well as planning and funding for the project. Next, Chairperson Greenberg mentioned Perennial Peanut on Tuscora Drive. Ms. Miller explained, "We were going to propose that we would rip out the [Perennial] Peanut; it's frost damaged pretty badly, and if we don't take care of it or we don't remove it, the weeds would be too hard to control. So, we recommend just ripping out the Perennial Peanut and replacing it with the Aztec/Liriope grass combo. " Chairperson Greenberg noted other plant material that had been damaged by frost. Mr. Enright stated, "At this point, we're not recommending doing any cutbacks on any of the woody or tropical plants at this point." Additional remarks. Furthermore, Chairperson Greenberg noted that cost for replacing the Perennial Peanut was approximately five thousand four hundred dollars ($5,400.00) to five thousand five hundred dollars ($5,500.00) and stated, "I think the consensus — is we don't spend anything on that right now." No objections were noted. Mr. Enright added, "It's not the ideal time to plant." Much discussion followed on Aztec grass, Perennial Peanut, and other plant material. Referring collectively to Staff, Chairperson Greenberg stated, "The one action step that you can put in the Minutes is that you're going to come back with a proposal within the next thirty (30) days for our review." No objections were voiced. Brief comments followed on the possibility of a Special Meeting if warranted. 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 And Discuss Information Regarding The Entrance Fountains For The Tuscawilla Lighting And Beautification District. Mr. Fields introduced the Agenda Item and informed the Committee of the flooding and then failure of the South Fountain motor that afternoon. CITY OF WINTER SPRINGS, FLORIDA MINUTES ;;sw TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE s REGULAR MEETING —JANUARY 17, 2018 PAGE 8 OF 10f X�f7-113et'':?44�A'ag� Continuing, Mr. Fields referred to the North Fountain and stated, "That flooded; the vendor said they will not honor the warranty. I would like us to pursue that further; they said acid ., got spilled on it at some point." �, W Following brief discussion, Mr. Fields stated, "Something got spilled is what the claim was; there was evidence of acid in the box. It's in an underground vault." Chairperson Greenberg commented on the recent renovations made to the underground vault. Discussion followed on the motors including the warranty on the North Fountain motor and further investigation on the South Fountain motor. Mr. Fields reviewed features of a new motor and noted, "That cost is one thousand nine hundred and forty-nine dollars ($1,949.00) for each. So, right now we have a temporary in the North Fountain." Chairperson Greenberg wondered if the same thing would happen with the replacements given the failure of both motors. Mr. Fields pointed out, "They're vulnerable the way they are and the type of motor, as I understand it, so I think going to this will hopefully be enough to protect them more long term." Referring to the broken motors, Mr. Fields explained, "It does not have the protect casing that it really should have had, and I don't know why. The motors that we would purchase would have that on it." Comments followed on the motors and liability. Mr. Fields stated, "I don't think we're going to accept what we've been told so far. I think we do need to investigate both fountains, what happened, why it happened, and what we're putting back. This won't happen again, that's where we are today." Concluding, Mr. Fields stated, "The cost for a motor that does work, that is more durable, is one thousand nine hundred and forty-nine dollars ($1,949.00) each. Just given the time between meetings, I would recommend to go ahead and authorize purchasing two (2) of those, understanding that we're going to pursue both the warranty and the `what happened and why' before we go ahead and do that." Further discussion followed on the motors and underground vault. "WE HAVE NO CHOICE BUT TO PUT A MOTION OUT TO REPLACE THE MOTORS WITH MOTORS THAT COME WITH A WARRANTY THAT ARE WITHIN WHATEVER STANDARDS OR GUIDELINES WE WOULD NEED IN ORDER TO ENSURE THAT THIS DID NOT HAPPEN." MOTION BY CHAIRPERSON GREENBERG. SECONDED BY VICE -CHAIRPERSON VAGNINI. CITY OF WINTER SPRINGS, FLORIDA MINUTESzl TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING —JANUARY 17, 2018 a PAGE 9 OF 10 " CHAIRPERSON GREENBERG CONTINUED, "AND TO DETERMINE THE CULPABLE LIABILITY OF WHOEVER — WHATEVER VENDOR DEALT WITH EITHER THE VAULT OR WITH THE MOTOR ITSELF OR WITH THE -- MAINTENANCE OF IT." ADDITIONAL REMARKS. tz,y�,.a, MR. FIELDS STATED, "YOUR FRUSTRATION IS UNDERSTOOD. I THINK WE NEED TO EXAMINE IT AND PURSUE WHOEVER IS RESPONSIBLE." MR. FIELDS BRIEFLY COMMENTED ON AN AT -GRADE VAULT ENCLOSURE. FURTHERMORE, MR. FIELDS CLARIFIED, "WE WOULD REQUEST JUST IN YOUR MOTION, JUST TO BE CLEAR, FOR TWO (2) FOR A TOTAL OF THREE THOUSAND EIGHT HUNDRED AND NINETY-EIGHT DOLLARS ($3,898.00)." CHAIRPERSON GREENBERG AGREED, "YES." NO OBJECTIONS WERE NOTED. COMMITTEE MEMBER McCANN CONFIRMED, "ENCLOSED?" MR. FIELDS REPLIED, "IN THE ENCLOSURE, YES." VOTE: COMMITTEE MEMBER McCANN: AYE CHAIRPERSON GREENBERG: AYE COMMITTEE MEMBER PAUL: AYE COMMITTEE MEMBER JOHNSON: AYE VICE -CHAIRPERSON VAGNINL• AYE MOTION CARRIED. 600. REPORTS No Reports were given. PUBLIC INPUT Chairperson Greenberg opened "Public Input ". No one addressed the Tuscawilla Lighting and Beautification District Advisory Committee. Chairperson Greenberg closed "Public Input ". CITY OF WINTER SPRINGS, FLORIDA as a MINUTES,"" -y =r TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING—JANUARY 17, 2018 PAGE 10 OF 10Y. It was noted that the next Regular Meeting was scheduled for Wednesday, April 18, 2018. F4 With brief comments, Assistant to the City Clerk DeJesus reviewed attendance information with the Board Members and passed out an updated Member List. LL° ADJOURNMENT Chairperson Greenberg adjourned the Regular Meeting at 6:11 p.m. RESPECTFULLY SUBMITTED: ANTONIA DEJESUS ASSISTANT TO THE CITY CLERK NOTE: These Minutes were approved at the 2018 Tuscawilla Lighting and Beautification District Advisory Committee Regular Meeting.