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Home My WebLink About2023 07 26 Oak Forest Wall Advisory Committee Special Meeting Agenda PacketOAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING AGENDA WEDNESDAY, JULY 26, 2023 - 5:30 PM CITY HALL - COMMISSION CHAMBERS 1126 EAST STATE ROAD 434, WINTER SPRINGS, FLORIDA 1 CALL TO ORDER Roll Call Invocation Pledge of Allegiance Agenda Changes AWARDS AND PRESENTATIONS 100. Not Used INFORMATIONAL AGENDA 200. Not Used PUBLIC INPUT Anyone who wishes to speak during Public Input on any Agenda Item or subject matter will need to fill out a “Public Input” form. Individuals will limit their comments to three (3) minutes, and representatives of groups or homeowners' associations shall limit their comments to five (5) minutes, unless otherwise determined by the City Commission. CONSENT AGENDA 300. Approval of the Wednesday, May 10, 2023 Oak Forest Wall and Beautification District Advisory Committee Special Meeting Minutes 2023 05 10 OWBDAC Special Meeting Minutes.pdf PUBLIC HEARINGS AGENDA 400. Not Used REGULAR AGENDA 500. Tentative Fiscal Year 2024 Budget Tentative Oak Forest Maintenance FY 2024 Budget 501. Quarterly Fiscal Year-To-Date Expenditure Details Oak Forest 2022 - 2023.pdf 502. Update on Oak Forest Wall and Landscaping Projects PUBLIC INPUT Anyone who wishes to speak during Public Input on any Agenda Item or subject matter will need to fill out a “Public Input” form. Individuals will limit their comments to three (3) minutes, and representatives of groups or homeowners' associations shall limit their comments to five (5) minutes, unless otherwise determined by the City Commission. ADJOURNMENT 2 PUBLIC NOTICE This is a Public Meeting, and the public is invited to attend and this Agenda is subject to change. Please be advised that one (1) or more Members of any of the City's Advisory Boards and Committees may be in attendance at this Meeting, and may participate in discussions. Persons with disabilities needing assistance to participate in any of these proceedings should contact the City of Winter Springs at (407) 327-1800 "at least 48 hours prior to meeting, a written request by a physically handicapped person to attend the meeting, directed to the chairperson or director of such board, commission, agency, or authority" - per Section 286.26 Florida Statutes. "If a person decides to appeal any decision made by the board, agency, or commission with respect to any matter considered at such meeting or hearing, he or she will need a record of the proceedings, and that, for such purpose, he or she may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based" - per Section 286.0105 Florida Statutes. 3 CONSENT AGENDA ITEM 300 OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE AGENDA | JULY 26, 2023 SPECIAL MEETING TITLE Approval of the Wednesday, May 10, 2023 Oak Forest Wall and Beautification District Advisory Committee Special Meeting Minutes SUMMARY RECOMMENDATION Staff recommends the Board approved the Minutes from the May 10, 2023 Oak Forest Wall and Beautification District Advisory Committee Special Meeting as presented. 4 CITY OF WINTER SPRINGS, FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING MAY 10, 2023 CALL TO ORDER Assistant City Clerk Tristin Motter called the Wednesday, May 10, 2023 Oak Forest Wall and Beautification District Advisory Committee Special Meeting to order at 5:30 p.m. in the Commission Chambers of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). Roll Call: Committee Member Lisa Ely, present Committee Member Dan Finley, present Committee Member Brandon Morrisey, present Committee Member Debi Panke, present Assistant City Clerk Tristin Motter Also present: Donna Bruno, Controller, Finance Department Kevin Maddox, Landscape Manager A moment of silence was held and was followed by the Pledge of Allegiance. REGULAR AGENDA – PART I 500) Election for Chairperson of the Oak Forest Wall and Beautification District Advisory Committee for Calendar Year 2023 Committee Member Dan Finely nominated Committee Member Debi Panke for Chairperson. “I NOMINATE DEBI PANKE” NOMINATION BY COMMITTEE MEMBER FINLEY. COMMITTEE MEMBER PANKE ACCEPETED THE NOMINATION. NO OBJECTION TO THE NOMINATION WERE GIVEN. NO OTHER NOMINATIONS WERE GIVEN. MOTION PASSED WITH UNANIMOUS CONSENT. DEBI PANKE WAS ELECTED THE CHAIRPERSON 501) Election for Vice-Chairperson of the Oak Forest Wall and Beautification District Advisory Committee for Calendar Year 2023 Committee Member Brandon Morrisey nominated himself for Vice-Chairperson “I WOULD LIKE TO NOMINATE MYSELF.” NOMINATION BY COMMITTEE MEMBER MORRISERY. SECONED BY COMMITTEE MEMBER FINELY. THE NOMINATION WAS 5 CITY OF WINTER SPRINGS, FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING –MAY 10, 2023 PAGE 2 OF 4 ACCEPTED. NO OBJECTION TO THE NOMINATION WERE GIVEN. NO OTHER NOMINATIONS WERE GIVEN. MOTION PASSED WITH UNANIMOUS CONSENT. BRANDON MORRISEY WAS ELECTED THE VICE-CHAIRPERSON AWARDS AND PRESENTATIONS 100) Not Used INFORMATIONAL AGENDA 200) Not Used PUBLIC INPUT Assistant City Clerk Motter opened “Public Input”. Mr. Howard Parsons, 1049 Chokecherry Drive, Winter Springs gave his opinion about increasing the amount of time the Committee meets during the year. Assistant City Clerk Motter closed “Public Input”. CONSENT AGENDA 300) Approval of the Wednesday, April 6, 2022 Oak Forest Wall and Beautification District Advisory Committee Regular Meeting Minutes. "I MOTION TO APPROVE THE MINUTES FROM THE APRIL 6, 2022." MOTION BY CHAIRPERSON PANKE. SECONDED BY VICE-CHAIRPERSON MORRISEY. DISCUSSION. MOTION PASSED WITH UNANIMOUS CONSENT. PUBLIC HEARINGS AGENDA 400) Not Used REGULAR AGENDA – PART II 502) Fiscal Year 2023 Financials YTD Mrs. Donna Bruno, Interim Finance Director, opened the item and referenced the Budget given to you Committee in the agenda packet. Discussion ensued on the encumbrances stated on the budget and getting more detail in relation to those. As well as the irrigation cost increase. Mr. Kevin Maddox, Landscape Manager, Parks and Recreation relayed the reason for the increase was the cause of two things there was a line break and the weather getting hotter. Mrs. Bruno continued by shared the current budget for the Committee and advised an increase was not needed for the assessment district. 6 CITY OF WINTER SPRINGS, FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING –MAY 10, 2023 PAGE 3 OF 4 Additionally, Mr. Bruno provided a “Preliminary Working Fiscal Year 2024 budget” for the Committee to review and was available for questions. VOTE: FINLEY (AYE); MORRISEY (AYE); ELY (AYE); PANKE (AYE) MOTION CARRIED. 503) Median Landscape Improvements for Winter Springs BLVD and Trotwood BLVD Discussion Mr. Kevin Maddox, Landscape Manager, Parks and Recreation opened the item and relayed the improvements that have been completed. As well as the current or in the near future projects that will be underway. The Committee relayed an overgrowth hazard on Oak Forest drive to staff. Additionally, Staff relayed about the landscape refresh, irrigation updates and continued improvements being made to the wall to the Committee. Discussion ensued on replacement landscaping for the wall, ways residents can report issues, and preventative maintenance for the wall. 504) Pressure Washing and Sealing Quote Discussion **No additional discussion ensued on this item** PUBLIC INPUT Assistant City Clerk Motter opened “Public Input”. Mr. Howard Parsons, 1049 Chokecherry Drive, Winter Springs relayed concerns with where the landscapers are currently parking and blocking a portion of an entrance into the neighborhood. Additionally, Mr. Parsons asked about plans to switch irrigation over to reclaim and asked about obtaining a copy of the preliminary fiscal year 2024 budget. Assistant City Clerk Motter closed “Public Input”. REPORTS The Committee began a discussion on the meeting frequency. The Clerk provided brief background but relayed more research would need to be conducted to understand the full scope of the decrease in meeting numbers. "I MAKE A MOTION TO MEET QUARTERLY." MOTION BY VICE-CHAIRPERSON MORRISEY. SECONDED BY COMMITTEE MEMBER FINLEY. DISCUSSION. VOTE: MORRISEY (AYE); ELY (AYE); FINLEY (AYE); PANKE (AYE) MOTION CARRIED 4-0. Continuing, discussion on when the quarterly meeting would take place ensued and the Committee came to the consensus for them to be held January, April, July, and October the fourth Wednesday of the month. 7 CITY OF WINTER SPRINGS, FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING –MAY 10, 2023 PAGE 4 OF 4 "I WILL MOTION FOR THE NEXT MEETING TO BE JULY 26TH, 2023 [AT 5:30PM]." MOTION BY CHAIRPERSON PANKE. SECONDED BY VICE-CHAIRPERSON MORRISEY. DISCUSSION. VOTE: ELY (AYE); MORRISEY (AYE); FINLEY (AYE); PANKE (AYE) MOTION CARRIED 4-0. Staff relayed reverification on the meeting frequency will be brought as an item to the next meeting. The Committee also requested a status update on the Wall, Landscaping of the Wall and an update on the contractor progress be brought back as items. Further discussion on the contractor Bids and the use a reclaim for landscaping ensued. ADJOURNMENT Assistant City Clerk Motter adjourned the Regular Meeting at 6:39 pm RESPECTFULLY SUBMITTED: _____________________________ TRISTIN MOTTER ASSISTANT CITY CLERK NOTE: These Minutes were approved at the _________________________, 2023 Oak Forest Wall and Beautification District Advisory Committee Regular Meeting. 8 9 Oak Forest Maintenance Fund First Quarter Meeting - June 26, 2023 Select Expense Accounts FY2023 - 04.01.2023 thru 06.30.2023 Account / Vendor Date Amount Description Utilities 540430 Budget 8,620.00$ City of Winter Springs 10.21.2022 458.14 irrigation zone 4 12.21.2022 345.65 irrigation 1.21.2023 269.67 irrigation 2.21.2023 622.11 irrigation 3.21.2023 2,453.29 irrigation 4.21.2023 ‐438.94 irrigation 06.23.2023 1,046.02 irrigation Duke Energy 10.28.2022 161.95 low voltage entrance lighting 11.30.2022 161.95 low voltage entrance lighting 12.31.2022 161.92 low voltage entrance lighting 1.31.2023 162.19 low voltage entrance lighting 2.28.2023 163.43 low voltage entrance lighting 3.31.2023 162.01 low voltage entrance lighting 4.17.2023 163.71 low voltage entrance lighting 06.06.2023 163.73 low voltage entrance lighting YTD Expense Total $6,056.83 Encumbered $0.00 End Balance $2,563.17 Grounds 545270 Budget 47,220.00$ Nelson Outdoors 11.2.2022 1,010.00 Nov Landscape 11.8.2022 2,475.00 annuals 11.15.2022 1,010.00 Oct Landscape 12.06.2022 1,010.00 Dec Landscape 01.04.2023 1,010.00 Jan Landscape 01.27.2023 1,010.00 Feb Landscape 02.13.2023 2,475.00 annuals 02.20.2023 1,010.00 Mar Landscape 03.27.2023 1,010.00 Apr Landscape 04.25.2023 1,010.00 May Landscape 05.24.2023 2,475.00 annuals 06.13.2023 1,010.00 Jun Landscape 06.27.2023 1,010.00 July Landscape Siteone 11.08.2022 126.61 irrigation supplies 01.04.2023 348.94 irrigation supplies 03.08.2023 238.49 irrigation supplies 06.14.2023 106.07 irrigation supplies County Line Ornamental 12.20.2022 14,510.00 plants for medians 1 & 2 on WSB Mulch for You 01.09.2023 210.00 potting soil 03.08.2023 1,484.00 mulch encumbrance balance YTD Expense Total 34,549.11$ $1,010.00 MONTHLY LANDSCAPE (Nelson) Encumbered 1,189.89$ $179.89 IRRIGATION SUPPLIES (Siteone) End Balance 11,481.00$ $1,189.89 Grounds ‐ Signs/Walls 545270‐004 Budget 600.00$ YTD Expense Total 0.00 Encumbered 0.00 End Balance 600.00$ Contract Admin 530341 Budget 5,140.00$ NBS GOVERNMENT FINANCE GROUP 01.18.2023 1,284.24 Special Assessment Services 05.05.2023 1,284.24 Special Assessment Services 06.14.2023 1,284.24 Special Assessment Services YTD Expense Total 3,852.72$ Encumbered 1,284.24$ End Balance 3.04$ 10 REGULAR AGENDA ITEM 502 OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE AGENDA | JULY 26, 2023 SPECIAL MEETING TITLE Update on Oak Forest Wall and Landscaping Projects SUMMARY During the May 10, 2023 Special Meeting for the Oak Forest Committee, members asked to receive an update at the July 26th meeting on the status of the wall project, landscaping of the wall and the contractor's progress. RECOMMENDATION 11