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Home My WebLink About2023 10 11 Oak Forest Wall Advisory Committee Special Meeting Agenda PacketOAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING AGENDA WEDNESDAY, OCTOBER 11, 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, July 26, 2023 Oak Forest Wall and Beautification District Advisory Committee Special Meeting Minutes 2023 07 26 OWBDAC Special Meeting Minutes.pdf PUBLIC HEARINGS AGENDA 400. Not Used REGULAR AGENDA 500. Quarterly Fiscal Year-To-Date Expenditure Details Oak Forest 2022 - 2023(4).pdf 501. Update on Oak Forest Wall and Landscaping Projects 502. Discussion on Meeting Schedule for Calendar Year 2024 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 | OCTOBER 11, 2023 SPECIAL MEETING TITLE Approval of the Wednesday, July 26, 2023 Oak Forest Wall and Beautification District Advisory Committee Special Meeting Minutes SUMMARY FUNDING SOURCE RECOMMENDATION Staff recommends the Board approve the meeting minutes from the July 26, 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 July 26, 2023 CALL TO ORDER Chairperson Deby Panke called the Wednesday, July 26, 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: Chairperson Debi Panke, present Vice-Chairperson Brandon Morrisey, present Committee Member Lisa Ely, present Committee Member Dan Finley, absent Assistant City Clerk Tristin Motter Also present: Mrs. Donna Bruno, Interim Finance Department Mr. Kevin Maddox, Landscape Manager, Parks and Recreation Department A moment of silence was held and was followed by the Pledge of Allegiance. AWARDS AND PRESENTATIONS 100) Not Used INFORMATIONAL AGENDA 200) Not Used PUBLIC INPUT Chairperson Panke opened “Public Input”. Mr. Robert Elliott, 925 Chokecherry Court, Winter Springs asked about the wall landscape replacement, some missing bricks at the Southeast entrance and some graffiti on the wall closer to State Road 434. Chairperson Panke closed “Public Input”. CONSENT AGENDA 300) Approval of the Wednesday, May 10, 2023 Oak Forest Wall and Beautification District Advisory Committee Special Meeting Minutes. 5 CITY OF WINTER SPRINGS, FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING –JULY 26, 2023 PAGE 2 OF 3 "MOTION TO APPROVE THE MAY 10, 2023 OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY MEETING MINUTES." MOTION BY CHAIRPERSON PANKE. SECONDED BY VICE-CHAIRPERSON MORRISEY. DISCUSSION. MOTION PASSED WITH UNANIMOUS CONSENT. PUBLIC HEARINGS AGENDA 400) Not Used REGULAR AGENDA 500) Tentative Fiscal Year 2024 Budget Ms. Donna Bruno, Interim Finance Director opened the item and explained the provided tentative Fiscal Year 2024 budget was presented to the Commission and asked if the board had any questions for Staff. Questions regarding the budget for landscaping and fixing of the wall ensue. Staff relayed the insurance claim was still being processed. Quotes for the wall landscaping are coming in higher than expected and may need to be done in parts stretched out into several fiscal years. 501) Quarterly Fiscal Year-To-Date Expenditure Details Ms. Bruno opened the item relaying the irrigation and entrance lighting line items are on target. Discussion relating to the irrigation ensued between Staff and the Committee. A brief discussion and review of the encumbrances also ensued due to questions asked at the last Committee meeting. 502) Update on Oak Forest Wall and Landscaping Projects Mr. Maddox opened the update by relaying the progress and projects that have already been to fix improve and fix the wall. The “Creeping Fig” needed to be fully killed off before new landscaping can be put in. As discussed in the last meeting staff are ready to move forward but the initial contractor has backed out and the additional quotas are coming in higher than expected. Staff suggested segmenting the project into stages, doing the entrances first and then working out to the wall. Discussion began on budget and the reasoning for the high quotes was explained by staff with the supply and demand being high. Further discussion ensued stabilizing the portion of the wall that was hit, the reclaim discussion from the last meeting, and pressure washing. PUBLIC INPUT Chairperson Panke opened “Public Input”. No one addressed the Committee. Chairperson Panke closed “Public Input”. REPORTS Assistant City Clerk Motter opened discussion on possible dates for the next Special quarterly meeting in October for the Committee. 6 CITY OF WINTER SPRINGS, FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING –JULY 26, 2023 PAGE 3 OF 3 "I WILL MOTION FOR THE NEXT MEETING TO BE OCOTBER 11TH, 2023 AT 5:30PM." MOTION BY CHAIRPERSON PANKE. SECONDED BY VICE-CHAIRPERSON MORRISEY. DISCUSSION. MOTION PASSED WITH UNANIMOUS CONSENT. ADJOURNMENT Chairperson Panke adjourned the Regular Meeting at 5:55 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. 7 REGULAR AGENDA ITEM 500 OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE AGENDA | OCTOBER 11, 2023 SPECIAL MEETING TITLE Quarterly Fiscal Year-To-Date Expenditure Details SUMMARY FUNDING SOURCE RECOMMENDATION Staff recommends the Committee review and discuss Quarterly Fiscal Year-To-Date Expenditure Details. 8 Oak Forest Maintenance Fund Quarterly Meeting - October 11, 2023 Select Expense Accounts FY2023 - 07.01.2023 thru 09.30.2023 Account / Vendor Date Amount Description Utilities 540430 Budget 8,620.00$ City of Winter Springs 10.21.2022 458.14 irrigation 12.21.2022 345.65 irrigation 01.21.2023 269.67 irrigation 02.21.2023 622.11 irrigation 03.21.2023 2,453.29 irrigation 04.21.2023 ‐438.94 irrigation 06.23.2023 1,046.02 irrigation 07.18.2023 1,552.28 irrigation 08.15.2023 1,179.17 irrigation 9/19/2023 1,034.72 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 01.31.2023 162.19 low voltage entrance lighting 02.28.2023 163.43 low voltage entrance lighting 03.31.2023 162.01 low voltage entrance lighting 04.17.2023 163.71 low voltage entrance lighting 06.06.2023 163.73 low voltage entrance lighting 07.05.2023 163.74 low voltage entrance lighting 08.07.2023 163.73 low voltage entrance lighting 08.30.2023 163.73 low voltage entrance lighting 09.18.2023 163.74 low voltage entrance lighting YTD Expense Total $10,477.94 Encumbered $0.00 End Balance ‐$1,857.94 Grounds 545270 Budget 42,220.00$ Nelson Outdoors 11.02.2022 1,010.00 Nov Landscape 11.08.2022 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 07.21.2023 1,010.00 Aug Landscape 09.05.2023 1,040.30 Sept 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 YTD Expense Total 36,599.41$ Encumbered ‐$ End Balance 5,620.59$ Grounds ‐ Signs/Walls 545270‐004 Budget 5,600.00$ McDonald's Brick & Block Masonry 5,600.00 YTD Expense Total 5,600.00 Encumbered 0.00 End Balance ‐$ 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 09.29.2023 1,284.24 Special Assessment Services YTD Expense Total 5,136.96$ Encumbered ‐$ End Balance 3.04$ 9 REGULAR AGENDA ITEM 502 OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE AGENDA | OCTOBER 11, 2023 SPECIAL MEETING TITLE Discussion on Meeting Schedule for Calendar Year 2024 SUMMARY At the May 10, 2023 meeting the Committee voted on increasing the frequency of meeting dates for the Oak Forest Wall and Beautification District Advisory Committee. With this increase, a meeting schedule needs to be established of tentative dates for the 2024 calendar year. Staff is recommending the Committee choose one of two options for the 2024 meeting schedule Option 1: Quarterly meetings held the third Wednesday of January, April, July, and October starting at 6:30pm or soon thereafter, following the Tuscawilla Lighting and Beautfication District Advisory Committee Meeting. Meeting dates would be: January 17, 2024 April 17, 2024 July 17, 2024 October 16, 2024 Option 2: Meeting three times a year on the second Wednesday of February, June, and October at 5:30pm. Meeting dates would be: February 14, 2024 June 12, 2024 October 9, 2024 FUNDING SOURCE RECOMMENDATION Staff recommends the Committee discuss and provide direction to establish the 2024 meeting dates. 10