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HomeMy WebLinkAbout2004 08 12 Oak Forest Wall Regular Meeting Minutes CITY OF WINTER SPRINGS MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETlNG AUGUST 12,2004 I. CALL TO ORDER Chairman Terry Patten called the Regular Meeting of the Oak Forest Wall and Beautification District Advisory Committee to order at 7:00 p.m., Thursday, August 12, 2004 in the Commission Chambers of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708), I Roll Call: Chairman Terry Patten, present Vice Chairperson Louise Allen, present Committee Member Brian Oliver, arrived at 7:03 p.m. Committee Member Dick Taylor, present Committee Member Ted Zeiher, present The Pledge of Allegiance waS led by Committee Member Ted Zeiher. Chairman Patten asked, "I would like to find out if we could have something put into the Agenda each week. In 'Section II' where it says 'Public Input' - it's talking about the amount of time, It states that three (3) minutes are given to individuals and that if someone is speaking for a group or Homeowners Association, that it will be five (5) minutes. Would it be possible to have it put in there, that if they are officially and on the record speaking for one of those groups? Because I could see where an individual might get up and say - 'I am speaking on behalf of Oak Forest Homeowner's Association' when in fact they don't have the official capacity to do so." Furthermore, Chairman Patten said, "So that someone doesn't just get up and say, 'I'm speaking on behalf of and because it's a group, 'I'm entitled to five (5) minutes'. Can we put that into there?" Ms, Joan Brown, Deputy City Clerk stated, "I will check with the Clerk's Office," II. PUBLIC INPUT Ms. Joanne Krebs, Chairperson, Planning And Zoning Board/Local Planning Agency, 1 002 Taproot Drive, Winter Springs, Florida: addressed the Committee regarding various issues pertaining to Oak Forest. CITY OF WINTER SPRINGS MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - AUGUST 12,2004 PAGE20F7 III. CONSENT AGENDA CONSENT A. Approval Of The July 8, 2004 Regular Meeting Minutes. Vice Chairperson Louise Allen said, "There should be a change on number 'VI'. Vice Chairperson Allen stated, "It says, 'Committee Member Zeiher questioned the Committee due to the conflict of interest on the extension of the Wall', and that should have been '[Committee Member] Brian Oliver'." "I MOVE THAT WE ACCEPT THE MINUTES WITH THE CHANGE MADE." MOTION BY VICE CHAIRPERSON ALLEN. SECONDED BY COMMITTEE MEMBER OLIVER. DISCUSSION. WITH CONSENSUS OF THE COMMITTEE THE MOTION WAS APPROVED. MOTION CARRIED. IV. REGULAR AGENDA REGULAR A. Budget. Mr. Steven Richart, Urban Beautification Coordinator, Public Works Department presented this Agenda Item, Discussion ensued regarding the Maintenance Budget. Chairman Patten said, "Just for clarification, because we do have some new Members - we cannot use Capital Funds for any Maintenance Programs," Mr. Richart said, "That's exactly right." REGULAR B. Maintenance Items And Progress Report. Mr. Richart presented this Agenda Item, With discussion on Insurance, Mr. Richart said, "Oak Forest Wall And Beautification District was not being charged - their part of the Insurance for the 'Wall'. The City has a group policy on this." Mr. Richart stated, "So, now this has to start being billed and that is twelve hundred forty dollars ($1,240,00) currently. It has not been billed to Oak Forest - up until now, Next year we think it's going to be about fourteen hundred [dollars] ($1,400.00)." CITY OF WINTER SPRINGS MINUTES OAK FOREST WALL AND BEAUTIFICA nON DISTRICT ADVISORY COMMITTEE REGULAR MEETING - AUGUST 12,2004 PAGE30F7 Vice Chairperson Allen asked, "What does that come out of?" Mr, Richart said, "Now it comes out of '59130 Maintenance'." Committee Member Zeiher said, "We never discussed Insurance before, We never discussed water metering before. And all of a sudden when a small majority of people spoke against the seventy percent (70%) increase, all these things are coming out of the woodwork." Mr, Richart said, "The water meters - I informed you about four (4) or five (5) months ago and we were installing them. The Insurance came up because, I believe, we have a new Finance Director [Michelle Greco] who - did an Internal Audit and it also came up for Tuscawilla [Lighting And Beautification District Advisory Committee]." Mr, Richart said, "Do you want to decrease coverage to maybe two fifty [hundred thousand dollars] ($250,000.00) or less or do you want to leave it at five [hundred thousand dollars] ($500,000,OO)?" Discussion, Mr. Richart stated, "Do you want to decrease coverage - to maybe one hundred and fifty thousand [dollars] ($150,000,00) or two [hundred thousand dollars] ($200,000.00) or do we want to leave it at half a million [dollars] ($500,000.00)?" Chairman Patten asked, "Is that per occurrence, is that per year, or is that per life of the policy?" Mr. Richart said, "There is a twenty-five thousand dollar ($25,000.00) deductible - it's the City's blanket policy." Mr, Richart stated, "Your portion of that is the five hundred thousand [dollars] ($500,000.00)," Committee Member Brian Oliver asked, "What is the Policy for?" Mr. Richart said, "This is for damage to the 'Wall'." Chairman Patten asked, "Is there a way of getting a Policy that could help to offset the deductible if Oak Forest Wall and Beautification District could pick up - a Policy like that to cover the deductible?" Mr, Richart said, "I'm sure they have them." Mr. Richart said, "We would probably have to have a Risk Manager come in - Fire Chief, Tim [Lallathin). We could invite him to a Meeting because he handles that Policy," Discussion, Committee Member Dick Taylor asked, "Of those thirty (30) cases you handled, what percentage would you say were uninsured?" Mr, Richart said, "I think we had one (1) or two (2) that we had to pay," Committee Member Taylor said, "That needs to be factored into the decision," With discussion on the Insurance, Mr. Richart said, "Let me check into it." Mr. Richart added, "I was directed to come to you with this." CITY OF WINTER SPRINGS MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - AUGUST 12,2004 PAGE40F7 Chairman Patten asked, "Do you want us to make a Motion to actually go forth with that or will you just have them come to the next Meeting?" Mr, Richart said, "What I would like to do is talk to Kip [Lockcuff, P ,E, Public W orks/Utility Department Director] and the Finance Director [Michelle Greco] and find out all the specifics," Mr. Richart added, "If I feel you are going to have a question, then I'll invite him [Tim Lallathin, Fire Chief] to come - Risk Manager and speak about it." Vice Chairperson Allen said, "This is the first I have heard of it." Mr, Richart said, "This twenty-five thousand dollar ($25,000.00) deductible - it's on all our policies," Vice Chairperson Allen said, "It was always the City's and not ours and we don't think that's right. If the City owns the 'Wall' and I remember Kip [Lockcuff] saying that specifically, 'The City owns the 'Wall'. So, therefore, if the City owns the 'Wall' it's up to them to pay the Insurance on it." Mr. Richart said, "I'll verify that." Committee Member Zeiher asked, "Since you did not require us to make a Motion on having this Risk Manager come in - but would you make - an Agenda Item - or have it maybe in your Monthly Report?" Mr. Richart said, "Yes. I'll report on it or I'll have him [ChiefLallathin] come and resolve it." Chairman Patten asked, "Could you research and find what has initiated the change?" Chairman Patten added, "Perhaps we should have been paying it all along," Mr. Richart said, "It's likely the case," Chairman Patten said, "And if that is the case, it has been our responsibility. Is there a possibility you can go ahead and get something in writing, the documents that it is, in fact, our responsibility?" Mr. Richart stated, "Maybe a letter from the Finance Director [Michelle Greco]," Chairman Patten stated, "I was thinking more of a Policy, or a Statute or something that is official in nature." Mr, Richart stated, "Okay." Ms, Joanne Krebs spoke regarding her concerns with the "Wall". Discussion, .:. .:. AGENDA NOTE: THE FOLLOWING REGULAR AGENDA ITEMS WERE DISCUSSED IN THE ORDER AS DOCUMENT}:D. .:..:. IV. REGULAR AGENDA REGULAR D. Update On The Oak Forest Landscaping And Irrigation Expansion Project. Mr, Richart presented this Agenda Item, CITY OF WINTER SPRINGS MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - AUGUST 12, 2004 PAGE50F7 Mr. Richart said, "Our 'Notice' that went out, our 'Straw Ballot', It's a 'Non-Binding Ballot', You have a letter from our City Manager [Ronald W, McLemore], a fax sheet and then the 'Straw Ballot' ," Vice Chairperson Allen asked, "Has this gone out yet?" Mr. Richart said, "I think it will be Monday morning." Vice Chairperson Allen said, "Okay," Mr, Richart said, "At a cost of nineteen hundred - dollars ($1,900.00)," Vice Chairperson Allen said, "That we had to payout of our Capital Funds?" Mr. Richart said, "Yes." Discussion, Tape I/Side 8 Brief discussion ensued on support from the City Commission, REGULAR E. Discussion Of The Lorie Taylor Memorial Garden. Mr. Richart discussed this Agenda Item. With discussion about the "Brick" program and receiving "Certificates", Mr. Richart suggested, "Maybe - give out these 'Certificates' as people sign up and then in a year we place our order and do the project." Mr. Richart added, "But, we probably need to go door to door. Maybe we can get some help on the 'Oak Forest Website' and the 'Oak Forest Newsletter' to do this," Chairman Patten called a recess at 7:58 p,m. The Meeting was called back to order at 8:02 p.m. Discussion. Mr. Richart presented a sample of the "Brick" for the Committee Members, With further discussion, Chairman Patten stated, "We are looking at eighteen [thousand], three, fifteen [dollars] ($18,315,00) for the total. Because we don't want to encumber any monies from the District itself, what we're talking about is going out and actually doing fund raising, making this available to homeowners, to businesses in the area and try to get those sponsorships prior to and getting the commitment prior to moving forward with any kind of contract for the job at all, Right?" Mr, Richart stated, "Absolutely - We may want to - borrow from ourselves - and get the 'Certificates' or we can do it and then send the 'Certificates' later," CITY OF WINTER SPRINGS MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - AUGUST 12, 2004 PAGE 6 OF 7 Committee Member Taylor said, "I'll do the 'Certificates', I'll donate them." Mr, Richart said, "Okay. So, we don't - have to purchase those," With discussion regarding the "Memorial Garden", Chairman Patten asked, "Because this is actually in the District would this actually be covered with the Insurance?" Mr. Richart said, "The Insurance states the 'Wall', Let me make sure that all.of this is - insured in that." Mr. Richart added, "Let me verify that it's not everything, It may very well be everything." Chairman Patten said, "Okay." Mr. Richart said, "I can go next week and download the information for the fund raising. We - probably decide to go with the most - affordable service. Download their fund raising kit and talk to them on the phone and see what they suggest. They do this all the time and I can get back to you, I can send you an email on it and let you know where we are at." Chairman Patten said, "It is not coming out of any kind of taxes or funds - and that is why we need to have the fund raising ahead oftime," Vice Chairperson Allen stated to Mr. Richart, "I have to give you a new email address," Mr. Richart asked, "Have any of your emails changed?" With discussion, the Committee Members forwarded their current email addresses to Mr, Richart, Discussion ensued with Mr. Richart regarding the Company supplying the bricks. Chairman Patten reiterated, "So, as it stands right now, you are going to go ahead and check with the 'Brick Company' and email us - and we will discuss it - further at next month's Meeting. Correct?" Mr. Richart said, "Absolutely," REGULAR C. Update On The Entrance Lighting At Trotwood. Mr. Richart briefly discussed this Agenda Item. Mr. Richart said, "Make sure that you - check out the 'Trotwood' light. The left side is brighter than the right. See which one you like - if you like the brighter one, we can have them all changed out to the brighter bulb, Just let me know, You can email me." REGULAR F. Homeowner's Communication. There was no discussion on this Agenda Item, CITY OF WINTER SPRINGS MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - AUGUST 12, 2004 PAGE70F7 V. FUTURE AGENDA ITEMS No discussion. VI. REPORTS With discussion regarding the Advisory Board and Committee Appreciation Dinner for Saturday, August 14, 2004, Deputy City Clerk Brown said, "We are calling everyone if it is called off." VII. ADJOURNMENT "I MAKE A MOTION WE ADJOURN." MOTION BY VICE CHAIRPERSON ALLEN. SECONDED BY COMMITTEE MEMBER TAYLOR. DISCUSSION. WITH CONSENSUS OF THE COMMITTEE THE MOTION WAS APPROVED. MOTION CARRIED. Chairman Patten adjourned the Meeting at approx'imately 8:19 p,m. RESPECTFULLY SUBMITTED BY: NOTE: These Minutes were approved at the October 14,2004 Oak Forest Wall and Beautification District Advisory Committee Meeting