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HomeMy WebLinkAbout2009 07 07 Beautification of Winter Springs Board Regular MinutesCITY OF WINTER SPRINGS, FLORIDA MINUTES BEAUTIFICATION OF WINTER SPRINGS BOARD REGULAR MEETING JULY 7, 2009 CALL TO ORDER The Beautification of Winter Springs Board Regular Meeting of Tuesday, July 7, 2009, was called to Order at 7:00 p.m. by Chairperson Kathryn Fairchild in the Commission Chambers of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). Roll Call: Chairperson Kathryn Fairchild, present Vice Chairperson Cara Lynn Roemer, arrived at 7:16 p.m. Board Member Roberto Carlos Acevedo, arrived at 7:01 p.m. Board Member Alice Bard, present Board Member Larry Chmura, present Board Member JoAnn Mattie, present Board Member Lorry Roero, present The Pledge of Allegiance was led by Chairperson Fairchild. Board Member Roberto Carolos Acevedo arrived at 7:Olp.m. INFORMATIONAL AGENDA INFORMATIONAL 100. Not Used. CONSENT AGENDA CONSENT 200. Office Of The City Clerk Approval Of The April 7, 2009 Regular Meeting Minutes. Vice Chairperson Fairchild asked, "Have you had a chance to review the Minutes from the Meeting of April 7t" [2009]? If I could get a Motion for Approval of those Minutes." ~~I MAKE A MOTION THAT WE APPROVE THE REGULAR MEETING MINUTES FROM THE APRIL 7TH, 2009 MEETING." MOTION BY COMMITTEE MEMBER BARD. SECONDED BY COMMITTEE MEMBER ROERO. DISCUSSION. CITY OF WINTER SPRINGS, FLORIDA MINUTES BEAUTIFICATION OF WINTER SPRINGS BOARD REGULAR MEETING -JULY 7, 2009 PAGE 2 OF 10 VOTE: CHAIRPERSON FAIRCHILD: AYE BOARD MEMBER CHMURA: AYE BOARD MEMBER MATTIE: AYE BOARD MEMBER ROERO: AYE BOARD MEMBER BARD: AYE BOARD MEMBER ACEVEDO: AYE MOTION CARRIED. CONSENT 201. Office Of The City Clerk Approval Of The May 12, 2009 Special Meeting Minutes. Chairperson Fairchild stated, "We also have the Consent Agenda, the approval of the May 12th [2009] Special Meeting Minutes. If I could get a Motion." "I WILL MAKE A MOTION THAT WE APPROVE THE SPECIAL MEETING MINUTES FROM THE MAY 12TH, 2009 MEETING." MOTION BY BOARD MEMBER BARD. SECONDED BY BOARD MEMBER MATTIE. DISCUSSION. VOTE: BOARD MEMBER CHMURA: AYE BOARD MEMBER MATTIE: AYE BOARD MEMBER ROERO: AYE BOARD MEMBER BARD: AYE CHAIRPERSON FAIRCHILD: AYE BOARD MEMBER ACEVEDO: AYE MOTION CARRIED. AWARDS AND PRESENTATIONS AWARDS AND PRESENTATIONS 300. Not Used. 400. REPORTS Mr. Mike Mingea, Arborist, Urban Beautification Services Division, Community Development Department spoke about Board Member Roberto Carlos Acevedo and the fact that he appeared on the `Digitial' at the International Society of Arboricultural State Conference as we were presenting for a program on difficult tree planting areas. Mr. Mingea further commented that Board Member Acevedo showed his planting skills to the many that attended. CITY OF WINTER SPRINGS, FLORIDA MINUTES BEAUTIFICATION OF WINTER SPRINGS BOARD REGULAR MEETING -JULY 7, 2009 PAGE 3 OF 10 PUBLIC INPUT No one spoke. PUBLIC HEARINGS AGENDA PUBLIC HEARINGS 500. Not Used. REGULAR AGENDA REGULAR 600. Community Development Department -Urban Beautification Services Division Discussion Of Holidav Decorations. Chairperson Fairchild asked Mr. Mingea, "I guess we really do not have any idea what the Budget is going to be yet; do we Mike [Mingea]?" Chairperson Fairchild added, "So, the discussion of Holiday Decorations is going to entail what?" Mr. Mingea commented, "We do need to talk about some of it. Just to get to the real issue matter here, presently there is no funding, but we are still looking. As you recall, the signage and stuff we have is stored with the Company that actually handles this for us and they will hopefully be placing those up this season and we will be back doing it for the Public. In addition to that though, we need to think ahead because we are looking now toward the following year; let's just call it maybe February in 2010. We may need some items for replacement; they may be at a point where they are not suitable for use after this season; so, that is one thing that we could take up at the January [Meeting] perhaps since we do not have a February Meeting. Mr. Mingea added, "So, that is one to look forward to, when we may better know in six (6) months what the Budgeting might be; our Funding." Continuing, Mr. Mingea noted, "We need to think about for this year, as far as Holiday Decor, where we put up the Holiday Tree; I think historically we have been using Market Place Square and we need to think about that area and the [Holiday] Tree itself as far as some decoration, perhaps garland, bows, some ornaments, things of this sort. That is something that we could probably find some minor funding for, just a few dollar kind of things." Discussion ensued regarding the Holiday Decorations and Mr. Mingea stated, "And one other thing that was requested -and this would be kind of scheduling ahead for those that might want to step up and be the responsible lead person on this particular issue but it is involving taking charge of the area toward the end of November because historically we set this in total gear by about the first week of December." CITY OF WINTER SPRINGS, FLORIDA MINUTES BEAUTIFICATION OF WINTER SPRINGS BOARD REGULAR MEETING -JULY 7, 2009 PAGE 4 OF 10 Mr. Mingea added, "And what we are thinking about is like towards somebody that could help decorate and also to wrap some of these boxes. If you recall from last year we had a lot of boxes that looked like presents so what we typically have to do; we will get some various boxes of size from groceries and other locations and we will just put wrapping paper around them." Board Member Acevedo inquired, "Are you looking for Volunteers or for someone to head that whole thing?" Chairperson Fairchild stated, "Both." Mr. Mingea suggested, "It should not take lots of people but it should take a leader and perhaps someone to assist." Board Member Acevedo replied, "I am fine with volunteering doing that; decorating the tree and wrapping." Board Member Larry Chruma stated, "I will put my name in the hat too; I would like to volunteer for that." Mr. Mingea acknowledged, "Fine, thank you." Board Member Acevedo asked, "You will let us know what to do and when to do it?" Mr. Mingea responded, "Yes sir. Mr. Richart [Steven, Urban Beautification Services Division Manager, Community Development Department] will be on board with that and can even look at some selections of wrap." Chairperson Fairchild commented, "I have an idea too. You can actually spray them with hairspray. That would repel some of the water too." Further discussion. Board Member Alice Bard stated, "I would be willing to help." Chairperson Fairchild stated, "I will help too of course." Chairperson Fairchild remarked, "As volunteers for a special City event, would you get with us and tell us the dates and what we need to bring?" Mr. Mingea stated, "We can do that, but I do have one precaution -since there are Sunshine Laws." Discussion. Chairperson Fairchild noted, "Should we discuss the exact decorations that we want to use; will they be there; will we have to go get them?" Mr. Mingea stated, "They are not there; they do not exist." Board Member Bard asked, "But they will by that time?" Mr. Mingea remarked, "Here's where you are really going to have to think about this a little bit. I don't think you are going to run down to a certain box store and find them. This is most likely going to be through something like what I call a custom supply catalog thing -may want to consider that sort of thing to order." Board Member Bard, "Would Steven [Richart] have that information; is that something that he could bring to us at the October Meeting?" Mr. Mingea stated, "I believe if you requested that." CITY OF WINTER SPRINGS, FLORIDA MINUTES BEAUTIFICATION OF WINTER SPRINGS BOARD REGULAR MEETING -JULY 7, 2009 PAGE 5 OF 10 Further discussion ensued regarding the Holiday Decorations. Board Member Acevedo remarked, "We can also make decorations can't we?" Mr. Mingea replied, "Should." Board Member Acevedo stated, "We could have also the Boy Scouts do that kind of stuff like that. Maybe we could ask them. I know you are familiar with some of the Den leaders in the area." Chairperson Fairchild commented, "That could be a Scout project; we could ask Mr. [Bill] Poe if he could assist us with that." Discussion. Board Member Acevedo stated, "I can help with making also -the decorations if that is something we decide to do." Much discussion. Chairperson Fairchild asked Mr. Mingea, "Would you speak to Mr. Poe about the Boy Scouts or do one of us need to approach him with that?" Mr. Mingea replied, "Probably be best if one of you do." Vice Chairperson Cara Lynn Roesner arrived at 7.• 16 p. m. Chairperson Fairchild said to Board Member Acevedo, "Do you know Mr. Poe?" Board Member Acevedo remarked, "What do you need me to do? Do you need me to contact him?" Mr. Mingea commented, "I have a contact number for him." Chairperson Fairchild noted, "So, Roberto [Acevedo], then if you could contact the Boy Scouts; he [Mr. Mingea] will get you the number for Mr. Poe and talk to them about doing `Ornaments' ." Discussion. Next, Chairman Fairchild asked about a theme and perhaps using different colors. Chairperson Fairchild stated, "Purple and gold; the [Winter Springs High School] Bears are purple and gold." Mr. Mingea noted, "High School colors." The Consensus of the Board was to go with the colors of purple and gold as the decoration color scheme. Mr. Acevedo inquired, "Could you possibly provide us with shades of gold and purple that you have in mind or pick something out?" Chairperson Fairchild stated, "My kids have all that stuff" Discussion. Mr. Mingea stated, "You would probably want to set the standard." Chairperson Fairchild commented, "I know that they use the Vegas Gold, so I will get that for you tomorrow and it is a darker purple. So, I will get that for you, no problem." Chairperson Fairchild asked, "Are we going to have any Budget at all for this?" Mr. Mingea replied, "Let's just say that it is just dollars that come from very limited sources." Discussion. CITY OF WINTER SPRINGS, FLORIDA MINUTES BEAUTIFICATION OF WINTER SPRINGS BOARD REGULAR MEETING -JULY 7, 2009 PAGE 6 OF 10 Chairperson Fairchild inquired, "Does Steven [Richart] have any particular items he wants us to order or should we consider obviously the boxes - we can come back to this in October; are we going to have enough time to order everything and have it in by then. Or if we start finding stuff, we can make sure that we can go get this stuff." Mr. Mingea stated, "All of what you mentioned doesn't sound like order type items that would be a great expense." Much discussion. Board Member Cara Lynn Roesner stated, "I know for Arbor Day, the City Manager in the past has provided me with a letter so that I could ask companies for donations, would I be able to get a similar letter from the City Manager but for the Holiday and then I could possibly go to JoAnn's or Michaels' and ask for donations of spools of gold ribbon." Mr. Mingea said, "I believe that you could make that as a direct request to the [City] Manager Kevin Smith and state it." Board Member Roesner stated that she would go ahead and communicate with the Office of the City Manager." Mr. Acevedo inquired, "If we decided to actually buy the paper, will we need a Tax Exempt Form?" Mr. Mingea answered, "Depending on the Vendor, if they are willing to accept it, we can provide you with a Form." Chairperson Fairchild commented, "And please guys, anything that we do as far as Sponsors or Vendors or anything like that make sure that you coordinate everything with Carlos [Roberto Acevedo] since he has agreed to be the Chairperson for this particular function, so that we are not duplicating work." Chairperson Fairchild added, "He will be our main point of communication for this Event." Board Member Acevedo remarked, "I guess I am now; I was volunteering but not to be the leader." Board Member Acevedo added, "I said the Chairperson and I, which I was referring to you and myself" Chairperson Fairchild stated, "I just want to make sure that there is one point of contact." Chairperson Fairchild added, "Alright, `CC' me." Discussion. Next, Chairperson Fairchild stated, "I will be the Chairperson; Roberto [Board Member Acevedo] will be the Co-Chairperson and then we will all Volunteer." CITY OF WINTER SPRINGS, FLORIDA MINUTES BEAUTIFICATION OF WINTER SPRINGS BOARD REGULAR MEETING -JULY 7, 2009 PAGE 7 OF ] 0 REGULAR 601. Community Development Department -Urban Beautification Services Division Discussion Of Village Walk Banners And Design Contest. Mr. Mingea presented this Agenda Item and commented, "There appears to be some need in the Village Walk area; I am going to say from Moss Road down to Sheoah [Boulevard] somewhere in that general range for Special Banners. The idea has come forth that maybe these need to be something that depicts the area." Mr. Mingea added, "So, this now becomes in addition to selecting some kind of a Banner, the thought came forward that it might be good to have something like a Contest, since we have lots of time for this. This does not have to appear immediately. What we were thinking about was maybe -like High School; people that are art driven or community culture driven. And for their wonderful participation, we would have some grand prize and maybe an alternate prize." Much discussion. Vice Chairperson Roemer asked, "On this design contest, then is it this Board's job to judge the Contest or is that being done through City?" Mr. Mingea replied, "Probably it would need to be the Board." Ms. Roesner continued, "As far as coming up with the prize, is that something that the City is going to do, or the Board, or are we going to ask the Businesses in the Village Walk area to support us?" Mr. Mingea remarked, "I think that we can come up with an acceptable financial incentive." Chairperson Fairchild asked, "How would we get this information out to the High School or to the..." Mr. Mingea responded, "...I am glad that you asked. We could do this through communication directly with the School or perhaps even their Art Department or perhaps the [Winter Springs] Insider, which has already gone out now from the cycle I would guess that it would be about time that school starts back before we would have the next cycle of those occurring." Chairperson Fairchild asked, "We would create an entry form?" Vice Chairperson Roesner remarked, "Like a City Press Release -Form that would go out to the Schools?" Chairperson Fairchild inquired, "And would we have any criteria at all?" Mr. Mingea commented, "You might want to come up with that criteria." Discussion ensued about the prizes and the value of the prizes and the Contest criteria. Vice Chairperson Roesner stated, "I have a thought; I know from the State level down to the Municipal level a lot of Agencies participate in "Drop Savers" which is a water contest that they do; and it is a design contest; it is geared towards Elementary School, perhaps if we could take a look at one of their Entry forms that would probably have all the language that we were talking about as far as obscenity and political. And I could get a copy of that." CITY OF WINTER SPRINGS, FLORIDA MINUTES BEAUTIFICATION OF WINTER SPRINGS BOARD REGULAR MEETING -JULY 7, 2009 PAGE 8 OF 10 Continuing, Vice Chairperson Roesner noted, "I would think that if it were a High School student, it would probably be significant if they were recognized at the Commission Meeting." Mr. Mingea stated, "You would also want to maybe shrink it down that it was a `Winter Springs' High School certain level; so, that really does -then bring your audience down to the point where it is not going to be somebody that would be outside of the municipality." Chairperson Fairchild stated, "A Winter Springs High School Student." Further discussion. Chairperson Fairchild stated, "Should we email it to Carol [Lallathin, Assistant to the City Clerk] and have her email it to us?" Ms. Lallathin commented, "You can email to it me and I can send it out individually." Chairperson Fairchild commented, "And then we can comment to you and you can save it for our October Meeting." Next, Chairperson Fairchild commented, "We will get an entry form created; limit it to Winter Springs High School Students; grand prize two hundred dollars ($200.00), second place would be seventy-five [dollars] ($75.00); we will throw in a third place for twenty- five [dollars] ($25.00). We are going to limit it to a three (3) color banner. Commission recognition." Mr. Mingea stated, "And they will be presented the item at the Commission." Chairperson Fairchild inquired, "Any other discussion of the Village Walk Banners and Design Contest?" Mr. Mingea stated, "I am very limited in trying to draw resources [from] business people that are already going through economic and bad times but if they had anything that they may want to sweeten the deal, we certainly should not set it aside." Chairperson Fairchild commented, "I think the Village Walk businesses would be interested in this. A lot of them have been there for a long time." Vice Chairperson Roesner inquired, "Do we want to let the businesses know that we are doing the Banner and ask them if they would like to do to be involved in the Contest." Tape 1 Side B With further comments on a letter related to the Banner and possible donations for the contest, Vice Chairperson Roesner asked, "Then would it be possible to go through Kevin Smith's office again to get a letter?" Vice Chairperson Roesner added, "I feel like when I have a letter from Kevin Smith legitimizing what I am asking for, it helps." Mr. Mingea asked, "Is there any other method of communication other than just the grasp of the voice in the hand." Chairperson Fairchild commented, "Once we get the entry form done..." Vice Chairperson Roesner stated, "...I did not know if they would want to be on the entry form..." Chairperson Fairchild remarked, "...That is what I am saying, we take a draft of the entry form and say `Hey, this is what we are doing; would you be interested in participating'; then tell them that we will put them as a participating sponsor on the entry form. Can we do that Mike [Mingea]?" _ _ n CITY OF WINTER SPRINGS, FLORIDA MINUTES BEAUTIFICATION OF WINTER SPRINGS BOARD REGULAR MEETING -JULY 7, 2009 PAGE 9 OF 10 Mr. Mingea stated, "I think they could. I am reluctant to take dollars from any business." Chairperson Fairchild said, "Like you said if they wanted to do a `Free appetizer' or something we could still maybe put them on the form." Mr. Mingea stated, "I was trying to expand it to one more level. I am geared toward what helps the business person. In addition to the monies or goods that go to the first, second and third person that wins this wonderful award design; what about some of the costs that there is going to be to produce these special items -for that section... " Vice Chairperson asked, "...What is the timeline that we are looking at doing all these - and we are going to need to make up the registration form and get it to the School." Chairperson Fairchild stated, "It doesn't start until the end of August, so if we met - we could finalize this at our October Meeting." Vice Chairperson Roesner stated, "So, we will have the draft at the October Meeting, then off that [the form draft] be able to set everything in motion." Discussion. REGULAR 602. Community Development Department -Urban Beautification Services Division Discussion Of Historic Tree Program. Chairperson Fairchild stated, "Mike [Mingea] passed out a document to you; we have been asking for an Application so we could take a look at it and see." Continuing, Chairperson Fairchild stated, "Winter Springs did create an Ordinance for this. So, where can this Application be found?" Mr. Mingea stated, "I would think with all of our other material on the City's homepage." Discussion. Vice Chairperson Roesner asked, "My only question - is on the `Please return your complete application to:' -would we want to also include an e-mail address, so the person could just electronically submit their tree request?" Mr. Mingea stated, "I suppose." Much discussion. With further discussion, Mr. Mingea stated that there is a Live Oak tree located in Bentley Green subdivision and he believes that it is on City Property. Chairman Fairchild inquired, "Would somebody like to take on that Project?" Board Member Bard responded, "Yes, I can work with Mike on that." CITY OF WINTER SPRINGS, FLORIDA MINUTES BEAUTIFICATION OF WINTER SPRINGS BOARD REGULAR MEETING -JULY 7, 2009 PAGE 10 OF 10 Chairperson Fairchild commented, "Are we suppose to actually approve this form or just discuss it?" Mr. Mingea replied, "It was my understanding that we were going to discuss it. So, if you had changes or something that you wish to -then we can submit that and get on with it." Discussion. Chairperson Fairchild stated, "The Board's recommendation is to simply add an email address for submission of the form." Chairperson Fairchild commented, "Carol [Lallathin], we have some future Agenda Items that we need to put on the next Agenda. Number one will be `Holiday Decorations and Finalization of the Plans for the Holiday Tree'; we will be also be possibly looking at `Future 2010 Replacement Holiday Decorations'. Then we will finalize our discussion of Further discussion. ADJOURNMENT Chairperson Fairchild adjourned the Regular Meeting at 8:15 p.m. RESPECTFULLY SUBMITTED: .~ CAROL A. LALLA HIN ASSISTANT TO THE CITY CLERK NOTE: These Minutes were approved at the October 6 ,2009 Regular Beautification of Winter Springs Boazd Meeting.