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HomeMy WebLinkAbout2004 01 08 Oak Forest Wall Regular Meeting Minutes CITY OF WINTER SPRINGS MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMiTTEE REGULAR MEETING JANUARY 8, 2004 I. CALL TO ORDER Vice Chairperson Louise Allen called the Regular Meeting of the Oak Forest Wall and Beautification District Advisory Committee to order at 7:00 p.m., Thursday, January 8, 2004 in the Commission Chambers of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). Roll Call: Chairman Terry Patten, arrived at 7:02 p.m. Vice Chairperson Louise Allen, present Committee Member Brian Oliver, absent Committee Member Lorie Taylor, present Committee Member Ted Zeiher, present The Pledge of Allegiance was led by Vice Chairperson Allen. II. CONSENT CONSENT A. Approval Of The November 13,2003 Regular Meeting Minutes. "I WILL MOVE THAT WE APPROVE THEM AS PRESENTED." MOTION BY COMMITTEE MEMBER TAYLOR. SECONDED. WITH CONSENSUS OF THE COMMITTEE, THE MOTION WAS APPROVED. MOTION CARRIED. CONSENT B. Approval Of The December 11, 2003 Regular Meeting Minutes. "1 MOVE THAT WE APPROVE THEM AS PRESENTED." MOTION BY COMMITTEE MEMBER TAYLOR. SECONDED. WITH CONSENSUS OF THE COMMITTEE, THE MOTION WAS APPROVED. MOTION CARRIED. Chairman Terry Patten arrived at 7:02 p.m. CITY OF WINTER SPRINGS MINUTES OAK FOREST WALL AND BEAUTIFICA nON DISTRICT ADVISORY COMMITTEE REGULAR MEETING - JANUARY 8, 2004 PAGE 2 OF 8 Chairman Terry Patten stated, "Is there anyone that would like to introduce themselves for the record?" Ms. Joanne Krebs, 1002 Taproot Drive, Winter Springs, Florida: introduced herself for the record. Mr. Marshall Allen, 1065 Springs Boulevard, Winter Springs, Florida: announced himself for the record. Mr. Paul Krebs, 1002 Taproot Drive, Winter Springs, Florida: introduced himself for the record. III. REGULAR REGULAR A. Discussion With Mr. Kipton Lockcuff, P.E. Public Works/Utility Department Director. Mr. Kip Lockcuff, P.E., Public Works/Utility Department Director, addressed the Committee regarding the allocation of funds and budgetary issues. In discussing past and upcoming budgets, Mr. Lockcuff stated, "Next month - Steven [Richart, Urban Beautification Coordinator, Public Works Department] should be bringing you the next Budget to start - I know you are working on numbers - to start putting that in the Budget for next year." In discussing past budgetary actions, Vice Chairperson Allen stated, "To take funds out of the Capital Funds and put it somewhere else should have been discussed with this Committee and voted on, and then that request - if that is what we wanted done, that request made to the Commission." Chairman Patten asked, "What actual authority do we have as a Committee and whether or not the Budget is approved or not approved is not as I understand is the question here- the question real simply - if you or any entity can come along and just make that transfer of money without discussing it with the Committee, then explain to us what the procedure is that we need to take from this point forward to see that it does not happen again, or that we are involved at least in the discussion." Mr. Lockcuff responded "Fair question, and two parts to that". "One, as a Committee, you are going to get in maintenance mode. You are going to be finished with construction at some point. Sooner or later - you are going to be talking just maintenance, there is going to be no Capital money left." CITY OF WINTER SPRINGS MINUTES OAK FOREST WALL AND BEAUTIFICA nON DISTRICT ADVISORY COMMITTEE REGULAR MEETING - JANUARY S, 2004 PAGE30FS Furthermore, Mr. Lockcuff stated, "You do not have the authority - the Commission is the only one with the authority to move money." Mr. Lockcuff added, "You are an Advisory Committee - you make recommendations. We facilitate the recommendations; bring it to the Commission for approval." With further discussion on budgetary concerns, Mr. Lockcuff pointed out, "What Steven [Richart] needs to do is work with you to come up with what that Budget is. We will figure out how to pay for it." Committee Member Lorie Taylor asked Mr. Lockcuff, "If we do not have enough money to do the extension of the Wall, then where do come up with the money to do that, because if there is enough taken out of our Capital Funds that puts us short, the procedure to get that money back without maybe paying more interest - but, somehow or other that has got to be worked out." Mr. Lockcuff responded, "That is correct, that will be worked out. Your money coming in is your Assessments, and obviously you have - more Assessment collections coming in than just the interest on the money you owe the Bank." Discussion. Next, Vice Chairperson Allen suggested, "What I would like to ask is that the audience be allowed to speak, because they are all residents of Oak Forest and if you need a Motion for it, I will make a Motion that the members of the audience be allowed to speak and address this group." Chairman Patten said, "I am open for that, except that there will be a time limit for each person." Brief discussion ensued on time limits. Mr. Lockcuff then explained to the Committee, "As you proceed with developing these additional areas of landscape irrigation, you need to be within your Maintenance Budget. You are already at your max. If you exceed that max, then you have to go through the notification process for that. Further discussion. Discussion followed on the original intent of the Committee, and Commissioner David W. McLeod suggested, "Have the City Clerk's Office get the proper information and bring it back to the Board Members so it is defined as to what it is. It is also defined what their job was - what they are supposed to be doing. And I think that is the information that seems to be lacking up here - is understanding, the true understanding of what is the function of the Board; how does the Board operate; how does the City help facilitate that; and how do you get the information to the Commission." Discussion continued regarding budgetary actions; communications; and keeping the Committee better informed. Tape l/Side B Further discussion ensued on staffing responsibilities. CITY OF WINTER SPRINGS MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - JANUARY 8,2004 PAGE 4 OF 8 Committee Member Taylor stated, "We as a Committee need to be more specific - when we make Motions, and when we discuss what we want done and directives to our City- to do exactly what we are asking for and then keep a closer eye on what we have asked to have done." "I MAKE A MOTION THAT WE LET THE MEMBERS OF THE AUDIENCE SPEAK." MOTION MADE BY VICE CHAIRPERSON ALLEN. SECONDED BY COMMITTEE MEMBER T AYLOR. CHAIRMAN PATTEN STATED, "WE NEED TO LIMIT THE DISCUSSION INPUT FROM THE AUDIENCE FOR THREE (3) MINUTES MAXIMUM PER INDIVIDUAL" DISCUSSION. Mr. LockcufJ departed the Meeting at 7:50 p.m. CHAIRMAN PATTEN SAID, "I STILL I THINK WE SHOULD LIMIT IT TO THREE (3) MINUTES." CHAIRPERSON PATTEN THEN SAID, "DO WE WANT TO VOTE ON THAT, ALL IN FAVOR SAY 'AYE'. WITH CONSENSUS OF THE COMMITTEE, THE MOTION WAS APPROVED. MOTION CARRIED. Ms. Joanne Krebs, 1002 Taproot Drive, Winter Springs, Florida: commented on a letter sent to her from City Manager, Ronald W. McLemore; suggested the Committee look into some issues related to Manager McLemore's letter; remarked that some of the Minutes of the Committee are not on the Website, and spoke for the record that some of the "PDF" versions of the Minutes could not be accessed. Ms. Krebs suggested that the Committee check into the letter from Manager McLemore and said she would provide a copy of her original email which resulted in the letter from Manager McLemore. Mr. Marshall Allen, 1065 Winter Springs Boulevard, Winter Springs, Florida: provided a document for the record and asked that answers to his questions be provided to him. Chairman Patten stated, "It is my understanding from our discussion here that what we will do is find out what the original intent or goal of fonnulating the Committee is and what our purpose, and how we function - those two (2) things as I understand have come from our discussion here this evening. Is that correct? Is there a consensus on that?" Chairman Patten then spoke of receiving a large binder of Minutes; and was asked about Bylaws, to which Chairman Patten stated, "I will pull that out and research that." REGULAR B. Budget. Mr. Richart provided the "Year-To-Date Maintenance Budget Report" to the Committee Members. CITY OF WINTER SPRINGS MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - JANUARY 8, 2004 PAGE 5 OF 8 Discussion. REGULAR C. Update From Staff. Mr. Richart presented the "Monthly Report n. Next, Mr. Richart said to those in attendance, "The Wall inspection was done on January 2nd [2004] - I found no problems. I did find that we do need to clean specific areas that are shaded." Mr. Richart added, "I think that is something we need to do once a year - just take a look at it and make sure that it is in good shape." Furthermore, Mr. Richart said, "At some point, I think what we would like to probably look at doing is sealing it - sealing the wall, they have some nice products to do that. I would recommend that at the five (5) year mark, that be looked at. Maybe have an analysis done on what that would cost. " Chairman Patten spoke of his concern and inquired, "Is it really a wise thing to wait five (5) years?" Furthermore, Chairman Patten said, "Is there any kind of study - some source that we could go to and just find out related to Florida conditions. Mr. Richart responded by saying, "I could call the manufacturer of the brick. I have their phone number and could ask them and see what they suggest." Mr. Richart added, "Let me call them -let me come back next Meeting and tell you what they say." With further discussion, Mr. Richart added, "What I could do is go back in the documents and see who the Contractor was and maybe find out - where they got the mix, and that kind of thing. The brick manufacturer is going to have an idea of - the care program for the brickwork." Mr. Richart further stated, "I will see what I can come up with on it." Discussion. Mr. Richart then remarked, "On the Entrance Lighting Project, I talked about it with Mr. Lockcuff and he suggested in light of - what we were going to discuss tonight that we go ahead and possibly do the lighting upgrades now out of the monies that we have." Furthermore, Mr. Richart explained that Mr. Lockcuff had suggested that, "Since we have the $15,000.00 set aside for the Wall and then this is going to cost $3,380.00 - approximately for the lighting; he [Mr. Lockcuff] suggested we go ahead and do this." Mr. Richart then said, "I would like to ask you to consider that and if you would like to go ahead and do it, I would need a Vote." CITY OF WINTER SPRINGS MINUTES OAK FOREST WALL AND BEAUTIFICA nON DISTRICT ADVISORY COMMITTEE REGULAR MEETING - JANUARY 8, 2004 PAGE 6 OF 8 "I MAKE A MOTION THAT WE GO AHEAD WITH THE LIGHTING PROJECT." MOTION MADE BY VICE CHAIRPERSON ALLEN. SECONDED BY COMMITTEE MEMBER ZEIHER. DISCUSSION. WITH CONSENSUS OF THE COMMITTEE, CHAIRMAN PATTEN SAID, "MOTION CARRIED UNANIMOUSLY TO GO AHEAD AND HAVE THE LIGHTING PUT IN AT ALL THE ENTRANCEW A YS." MOTION CARRIED. REGULAR D. Oak Forest Landscaping And Irrigation Expansion Project. Discussion. Mr. Richart then addressed the planned "Fig" vines and stated, "The quotes I am taking are two foot (2') on center." Mr. Richart added, "I just want to make sure going forward - that you are on board with the idea of the spacing - we do one (1) wall, then we skip a section - I want to make sure you are on board with the columns and how that is going to look." Committee Member Taylor stated, "That is good, I think." Mr. Richart then pointed out, "I also want to make sure we are clear that the areas that are heavily installed with "Holly" - there is no need to do those areas." Mr. Richart added, "So basically, we have got four (4) large sections that we want to do, minus the areas that are thick with the Holly. " REGULAR E. Homeowner's Communication. There were no Homeowner's communications noted. REGULAR F. Elections Of Officers. CHAIRMAN PATTEN STATED, "I OPEN THE FLOOR FOR NOMINATIONS FOR CHAIRPERSON." "I NOMINATE TERRY PATTEN FOR CHAIRPERSON." MOTION BY VICE CHAIRPERSON ALLEN. SECONDED BY COMMITTEE MEMBER TAYLOR. DISCUSSION. CHAIRMAN PATTEN STATED, "I ACCEPT THE NOMINATION." WITH CONSENSUS OF THE COMMITTEE, THE MOTION WAS APPROVED. MOTION CARRIED. CITY OF WINTER SPRINGS MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - JANUARY 8, 2004 PAGE 8 OF 8 VI. ADJOURNMENT "I MOVE WE ADJOURN." MOTION BY COMMITTEE MEMBER TAYLOR. SECONDED BY VICE CHAIRPERSON ALLEN. DISCUSSION. CHAIRMAN PATTEN ADJOURNED THE MEETING. MOTION CARRIED. Chairman Patten adjourned the Meeting at approximately 8:40 p.m. RESPECTFULLY SUBMITTED BY: ;q;~JJ::iUACES' CMC CITYCLERKAND I GIBBS AS 1ST ANT TO THE CITY CLERK NOTE: These Minutes were approved at the February 12,2004 Oak Forest Wall and Beautification District Advisory Committee Meeting.