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HomeMy WebLinkAbout2001 10 11 Oak Forest Wall Regular Meeting Minutes CITY OF WINTER SPRINGS MINUTES OAK FOREST WALL AND BEAUTIFICATION :DISTRICT ADVISORY COMMITTEE REGULAR MEETING OCTOBER 1 1,2001 I. CALL TO ORDER Chairman Thomas Helgeson called the Regular Meeting to order at 6:55 p.m., Thursday, October 11, 2001 in the East Conference Room of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). Roll Call: Chairman Thomas Helgeson, present Committee Member Louise Allen, present Committee Member Paul Krebs, present Committee Mike Masters, present Committee Member Lorie Taylor, present II. CONSENT CONSENT A. Approval Of The September 13, 2001 Regular Meeting Minutes. Chairman Thomas Helgeson stated, "Under Regular Item B, 'Rod Iron' should be 'Wrought Iron'." MOTION BY COMMITTEE MEMBER KREBS. "I'LL MAKE A MOTION TO ACCEPT THE SEPTEMBER 13TH, 2001 REGULAR MEETING MINUTES." SECONDED BY COMMITTEE MEMBER ALLEN. DISCUSSION. WITH CONSENSUS OF THE COMMITTEE, THE MOTION WAS APPROVED. MOTION CARRIED. III. REGULAR AGENDA REGULAR A.Elections Of Officers. MOTION BY COMMJ[TTEE MEMBER ALLEN. "I'LL MAKE A MOTION, I'LL NOMINATE YOU [TOM HELGESON] FOR CHAIRMAN." SECONDED BY COMMITTEE MEMB;ER KREBS. DISCUSSION. CITY OF WINTER SPRINGS MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - OCTOBER 11,2001 PAGE20F6 VOTE: COMMITTEE MEMltJER ALLEN : AYE COMMITTEE MEMltJER KREBS: AYE COMMITTEE MEMltJER MASTERS: AYE COMMITTEE MEMltJER T AYLOR: AYE CHAIRMAN HELGESON: AYE Chairman Helgeson asked, "Do we have any Motions or - nominations for Vice Chair, or volunteers?" MOTION BY COMIVIITTEE MEMBER KREBS. "I'D LIKE TO NOMINATE LOUISE ALLEN." COMMITTEE MEMBER ALLEN DECLINED THE NOMINATION. MOTION BY COMI\HTTEE MEMBER TAYLOR. "I WAS IN THE PROCESS OF NOMINATING PAUL [KREBS]." COMM][TTEE MEMBER KREBS STATED, "SURE, I'LL ACCEPT THE NOMINATION." SECONDED. DISCUSSION. VOTE: VICE CHAIRMAN KREBS: AYE COMMITTEE MEMJtJER MASTERS: AYE COMMITTEE MEMJtJER T AYLOR: AYE CHAIRMAN HELGESON: AYE COMMITTEE MEMJtJER ALLEN: AYE REGULAR B. Budget. Brief discussion. Mr. Alan Hill, Superintendent, Public Works Department arrived at 7:00p.m. Chairman Helgeson spoke of utilizing a portion of the Capital Budget monies to landscape the second island on Winter Springs Boulevard and asked, "So if there are contingency funds left for less than what was set aside in the Capitol Budget, then we can use that money? We've got an interpretation from Staff that said we could use some of those funds, the landscaping, finish running the irrigation in the second island on Winter Springs Boulevard." Mr. Hill distributed the "City of Winter Springs Expenditure Transaction Analysis" to the Committee Members for FYOO/Ol. CITY OF WINTER SPRINGS MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - OCTOBER 11,2001 PAGE30F6 Chairman Helgeson asked Mr. Hill, "The Administrative Fees on page fifty-three (53), as far as we know is that going to be the same amount next year?" Mr. Hill said, "No, it will not." Discussion followed. Chairman Helgeson stated, "Capital Budget for the year just closed was $352,852.00 that's the total on page 67?" Mr. Hill stated, "Yes." Chairman Helgeson said, "The bid from the Contractor for the wall is a little bit shy of $600,000.00 dollars, and the balance of that money reflected in the upcoming Budget Year or is it?" Mr. Hill stated, "There will be a carry over." Chairman Helgeson said, "Okay, so there would be more to it, we're only seeing the one (1) year expenditures." Mr. Hill responded, "I believe these are the monies that the City put out up front, before they collect the monies from you all and that's the monies that they put in the Budget to get the work done." Discussion continued. Chairman Helgeson summarized, "So in other words they budgeted about $353,000.00 dollars this last year and spent $247,000.00 of it." Mr. Hill agreed. Discussion followed on the issuance of bonds. Chairman Helgeson asked, "Do we have any idea what the timing of that is going to be?" Mr. Hill said, "I do not, no. I would have to get that information for you." Chairman Helgeson spoke of scheduling a Special Meeting, as part of the substantial completion walk through. Discussion. Mr. Hill suggested to the Committee, "What you could do - do it on your own. Make recommendation to, make your punch list up, give it to Staff. Then Staff will in turn represent you to Parsons Brinkerhoff [Construction Engineer Inspector, Seminole County] and present a punch list through transmittal that these are your concerns. And then they will have to address them." Chairman Helgeson stated, "I see that there's two (2) ways to go about this. We could anoint someone on the Committee to take a good detailed walk and then present a list to Alan [Hill] or Kip [Lockcuff] to pass on to Parsons Brinkerhoff. Or we could kind of go out there individually and there's actually a third alternative where we can do it as a Special Meeting and walk up and down the wall. Now I am open to ideas or suggestions on that." Chairman Helgeson said, "I'll go ahead an entertain if we want to make a Motion to have a Special Meeting and set a date for that." The Committee discussed and agreed on Saturday, October 20, 2001 at 4:00 p.m., meeting at the Indian Trails Middle School parking lot. Chairman Helgeson asked, "On the Budget, do we have the number for the upcoming year?" Mr. Hill stated, "No I don't have that available. I could check." CITY OF WINTER SPRINGS MINUTES OAK FOREST WALL AND BEAUTJFICA TJON DISTRICT ADVISORY COMMITTEE REGULAR MEETING - OCTOBER 11,2001 PAGE 4 OF 6 Mr. Hill distributed a copy of the "Oak Forest Maintenance Fund Revenues and Expenditures" for FYOI/02 to all Committee Members. REGULAR C. Maintenance Specifications. Mr. Hill distributed a copy of the "Technical Specifications" for Fertilization and Pest Control and stated, "There will be some slight minor changes.. .it's a pretty good indicator for the what's going to be in the contract." The Committee discussed the City issuing one Bid for both Oak Forest and Tuscawilla, and on landscape maintenance and irrigation. Tape] /Side B Committee Member Allen asked, "On the annuals, says they're to be changed four (4) times per year, and that is done by the Contractor." Mr. Hill stated, "Yes." Committee Member Allen asked, "There was an article in the Homeowners Owners Association where someone is saying that they plan to plant flowers and maintain them and decorate the Entrances - and they can't do that can they?" Mr. Hill stated, "I don't have any problem with it. The wall ultimately belongs to every Resident in Oak Forest and by through osmosis or Democracy or vote or whatever, it's a majority thing. If everybody's in agreement that they want to do it, it is certainly going to cost the Oak Forest Maintenance District less money. I don't know who is going to pay for it?" Committee Member Allen asked, "Who do they talk to, to do it? They can't just walk up there, throw stuff out and stati putting their stuff in." Chairman Helgeson stated, "It's a City right-of-way. Presumably they have to ask the City's permission to do that. What I would recommend, and one other we we've got is to discuss later on here, a letter from the Homeowners Owner's Association itself. And it would be a very good time for one (1) of us, and I'll be happy to do that, sit down with the Manager of the Association. And we can get information out in the Newsletter that says if you want to plant yourself, let's just make sure we're all pulling towards the same objective here instead of..." Mr. Hill agreed to contact Traffic Engineering in reference to painting the Traffic Signal Control Box at the Winter Springs Boulevard Entrance. Discussion followed on the Medallions and the gates. Mr. Frank Witty, 843 Big Buck Circle, Winter Springs, Florida: spoke of incorrectly constructed columns along the Wall, between Keeth Elementary School and Indian Trails Middle School and distributed a copy of an email he sent to City Manager Ronald W. McLemore. CITY OF WINTER SPRINGS MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - OCTOBER 11,2001 PAGE 5 OF6 Chairman Helgeson stated, "Certainly this will be something we will look at as we do the walk through. I wouldn't see any reason why it wouldn't be part of the list that we give to the Contractor. Again we'll take a look at the areas where Kip [Lockcuff] is expressing some thoughts about the geometry of the Wall and see..." The Committee thanked Mr. Witty for attending the Meeting and bringing this issue to their attention. IV. FUTURE AGENDA ITEMS . Construction Progress. . Budget. . Discussion Of The W all Walk Through. . Homeowner's Communication. V. REPORTS Chairman Helgeson spoke of the trees along Tuskawilla Road. Discussion developed. Regarding the letter sent to the Committee by the Homeowner's Association, Chairman Helgeson offered to telephone the Homeowners Association and address their questions. The Committee agreed. Committee Member Allen asked, "I would like to know when the entry way - is going to be stamped?" Mr. Hill stated, "Friday, October 26th is when it is scheduled to start." Discussion. VI. ADJOURNl\1[ENT Chairman Helgeson stated, "So I will entertain a Motion to adjourn." MOTION BY COMM:ITTEE MEMBER TAYLOR. "I SO MOVE." SECONDED BY VICE CHAIRMAN KREBS. DISCUSSION. WITH CONSENSUS OF THE COMMITTEE, THE MOTION WAS APPROVED. MOTION CARRIED. Chairman Helgeson adjourned the Meeting at 8:25 p.m. CITY OF WINTER SPRINGS MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - OCTOBER] 1, 200] PAGE 6 OF 6 RESPECTFULLY SUB.MITTED: HOLLY PIERSTORFF ASSISTANT TO THE CITY CLERK Docs\Word\BOARDS\Oak Forest\ALLL\MINUTES\2001\101 ]01 REGULAR.doc NOTE: These Minutes were approved at the Committee Meeting. ,2001 Oak Forest Wall and Beautification District Advisory