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HomeMy WebLinkAbout2005 04 14 Oak Forest Wall Regular Meeting Minutes CITY OF WINTER SPRINGS, FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING APRIL 14, 2005 CALL TO ORDER Chairman Terry Patten called the Regular Meeting of the Oak Forest Wall and Beautification District Advisory Committee to order at 7:01 p.m., Thursday, April 14, 2005 in the Commission Chambers of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). Roll Call: Chairman Terry Patten, present Vice Chairman John Rickards, present Committee Member Brian Oliver, present Committee Member Louise Allen, present Vice Chairman John Rickards led the Pledge of Allegiance. PUBLIC INPUT No one spoke. CONSENT AGENDA CONSENT 200. Office Of The City Clerk Approval Of The March 10,2005 Regular Meeting Minutes. Chairman Patten stated, "Has everyone had an opportunity to read the Minutes of the Meeting last month? I will entertain a Motion to approve those." "I MOTION THAT WE APPROVE THE MINUTES FROM LAST MONTH'S MEETING." MOTION BY VICE CHAIRMAN RICKARDS. SECONDED BY COMMITTEE MEMBER OLIVER. DISCUSSION. CITY OF WINTER SPRINGS, FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITIEE REGULAR MEETING - APRIL 14, 2005 PAGE 2 OF 10 VOTE: CHAIRMAN PATTEN : ABSTAINED VICE CHAIRMAN RICKARDS: AYE COMMITTEE MEMBER OLIVER: AYE COMMITTEEMEMBERALLEN: AYE MOTION CARRIED. REGULAR REGULAR 500. Public Works Department - Urban Beautification Division Budget. Mr. Richart, Urban Beautification Coordinator, Public Works Department presented this Agenda Item. Discussion. REGULAR 501. Public Works Department - Urban Beautification Division Maintenance Items And Progress Report. Mr. Richart discussed this Agenda Item. REGULAR 502. Public Works Department - Urban Beautification Division Discussion Of Addendum To The Oak Forest Landscaping And Irrigation Expansion Project Bid Proposal From Ken-Lin Landscaping. Mr. Richart presented this Agenda Item and stated, "As you can see, the last page of this packet, Ken-Lin [Landscaping Incorporated] has submitted a price, which is much higher than I thought it would be, of twenty three thousand seven hundred five dollars ($23,705.00) for the addendum." Vice Chairman Rickards said, "As promised, I had spent some time with some of the people in my neighborhood and made a presentation, with my thoughts on the program as I understood the contract." Vice Chairman Rickards added, "Something that I thought we were going to try to do was through this beautification program, somehow tie the total neighborhood together with this landscaping program and have some type of continuity over the whole program - from one end of the wall to the other end." CITY OF WINTER SPRINGS, FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - APRIL 14, 2005 PAGE 3 OF 10 Mr. Richart said, "It was an addendum to the scope of the proposal to come in and basically the areas we had originally decided to leave that were full and lush with the 'Holly's' - basically to come and match that to the rest of the project." Discussion. Mr. Richart further stated, "This board still wants to pursue the wall expansion. If we do this additional cost, we can do it, we just won't do the wall expansion." Vice Chairman Rickards said, "I think that we discussed that last month, that we may need to revisit that wall expansion. The fence that is there now and the issues that you brought forward, maybe needs another consideration. 1 for one would have to agree with you." Mr. Richart said, "I want you to know the facts, we can go ahead and accept this addendum and pay the price and not do the expansion; we can go back out to bid which would probably extend this project another three months realistically or we can go ahead and proceed as planned and accept the bid without the addendum." Discussion. Tape 1/Side B Further discussion. "I WOULD LIKE TO MAKE A MOTION THAT WE REQUEST THE CITY TO GO BACK AND TRY TO RECONFIGURE THE BID TO MAKE SURE THAT IT YIELDS A UNIFORM AND CONSISTENT APPEARANCE OF THE PROJECT IN THE TOTAL WALL AREA OF OAK FOREST [SUBDIVISION]. MOTION BY VICE CHAIRMAN RICKARDS. DISCUSSION. "I WILL SECOND IT." SECONDED BY COMMITTEE MEMBER OLIVER. DISCUSSION. COMMITTEE MEMBER OLIVER STATED, "THE THING THAT I WAS UNDER THE IMPRESSION OF, THAT I MUST OF MISUNDERSTOOD FROM THE PRESENTATION, I THOUGHT THAT WE WERE GOING TO HAVE THE CREEPING FIG EVERYWHERE. I DIDN'T KNOW THAT THERE WERE GOING TO BE SECTIONS THAT WOULDN'T BE THERE AND THAT THEY WERE GOING TO LEAVE THOSE BIG HUNKS OF THE HOLLY. THAT IS WHAT I DON'T WANT. I DON'T WANT THE HOLLY LEFT THERE. BUT I AM ALSO IN FAVOR THAT WE HAVE THE CREEPING FIG ON EVERY OTHER ONE AND AGAIN IF WE HAVE TO CUT BACK A FEW PLANTINGS TO MAKE IT LOOK BETTER TO COME INTO BUDGET." CITY OF WINTER SPRINGS, FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - APRIL 14, 2005 PAGE 4 OF 10 COMMITTEE MEMBER OLIVER CONTINUED, "I AM IN FAVOR WITH THAT. BUT I AM ALSO IN FAVOR WITH 'YOU CAN'T MAKE IT TOTALLY ONE HUNDRED PERCENT (100%) UNIFORM'. BUT IF WE CAN GET IT CLOSE TO LOOKING UNIFORM, I WOULD BE MORE IN FAVOR OF THAT." MR. RICHART SAID, "THE ONL Y VARIABLE WOULD BE TO SKIP TWO (2) SPACES INSTEAD OF ONE SPACE." COMMITTEE MEMBER ALLEN SAID, "THE CREEPING FIG? I DON'T LIKE THAT." DISCUSSION. CHAIRMAN PATTEN SAID, "ANY OTHER DISCUSSION BEFORE WE VOTE? HEARING NO FURTHER COMMENTS, SUGGESTIONS OR DISCUSSION, WE WILL VOTE ON - THE MOTION IS THAT WE SET FORTH THIS EVENING PRECISELY WHAT WE WANT THE CHANGES IN THE ADDENDUM AND HAVE MR. RICHART APPROACH KEN-LIN LANDSCAPING [INCORPORATED] IN ORDER TO FIND OUT WHAT THE ESTIMATE WOULD BE WITH THE PROPOSALS THAT WE ARE GOING TO MAKE AND HAVE YET TO COME UP WITH THIS EVENING. IS THAT CORRECT?" VICE CHAIRMAN RICKARDS SAID, "THAT IS CORRECT." CHAIRMAN PATTEN SAID, "ALL THOSE IN FAVOR OF THIS MOTION SAY 'AYE'. COMMITTEE MEMBER OLIVER SAID, "REPEAT THAT MOTION ONE MORE TIME." CHAIRMAN PATTEN STATED, "THE MOTION IS THAT WE WILL ESTABLISH THIS EVENING BEFORE LEAVING HERE, A NEW PLAN THAT WE WISH FOR MR. RICHART TO TAKE TO KEN-LIN LANDSCAPING [INCORPORATED] IN ORDER TO GET A NEW ESTIMATE ON WHAT WE WILL SET FORTH THIS EVENING AS A MORE UNIFORM WAY OF LANDSCAPING AND BEAUTIFYING THE WALL." DISCUSSION. MR. RICHART SAID, "KEEP IN MIND THAT A CHANGE TO THIS PLAN, IF YOU RESP ACE IT OR ANYTHING WILL REQUIRE A NEW SET OF PLANS TO BE PUT TOGETHER AT A COST OF ABOUT EIGHT OR NINE HUNDRED DOLLARS ($800.00 OR $900.00). CHANGING THE PLANT PLACEMENT WILL ALSO CHANGE THE IRRIGATION SYSTEM. THE WAY IT IS SET UP NOW, THE IRRIGATION SYSTEM IS SPECIFICALL Y TARGETED FOR THE AREAS WHERE WE ARE PLANTING, IT DOES NOT WATER THE BLANK SECTION." CITY OF WINTER SPRINGS, FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - APRIL 14, 2005 PAGE 5 OF 10 MR. RICHART CONTINUED, "WE WILL HAVE TO GO TO THE LANDSCAPE ARCHITECT, REDESIGN THOSE AND THEN WE WILL HAVE TO GET KEN- LIN [LANDSCAPING INCORPORATED], ACTUALLY WE HAVE TO GO BACK OUT TO PUBLIC BID IF WE RE-DO THE PROGRAM BECAUSE IT OVER TWELVE THOUSAND FIVE HUNDRED [DOLLARS] ($12,500.00). SO THE WHOLE PROCESS STARTS OVER." FURTHERMORE, MR. RICHART ADDED, "ANOTHER CONSIDERATION IS, IF WE DON'T START PLANTING IN THE NEXT MONTH OR TWO THEN WE HAVE TO WAIT UNTIL WE START TO GO DORMANT BECAUSE IT IS GOING TO BE TOO HOT TO PLANT. YOU DO NOT WANT TO PUT A PROJECT IN AFTER JUNE. YOU COULD PROBABLY START PLANTING IN OCTOBER AGAIN." COMMITTEE MEMBER OLIVER SAID, "SO IF THE PROJECT WENT THROUGH THE WAY THAT IT WAS PROPOSED FOR THE SIXTY FIVE THOUSAND ($65,000.00) WHEN IT IS ALL DONE YOU ARE GOING TO HAVE SECTIONS OF THE WALL LIKE WE HAVE SEEN BUT YOU STILL ARE GOING TO HAVE ALL THAT WHOLE SECTION FULL OF THOSE 'HOLLY'S' ARE GOING TO REMAIN." MR. RICHART SAID, "MY ORIGINAL PLAN WAS TO COME BACK IN AFTER WE HAD DONE THIS PROJECT AND CLEAN UP THAT AREA. WE HAD SOME ADDITIONAL FUNDS, LIKE I SAID, THERE IS ABOUT TEN THOUSAND [DOLLARS] ($10,000.00) THERE AND WE WERE GOING TO PATCH IN THE ONES THAT WERE DEAD AND TRY TO CLEAN THAT UP AND GET RID OF THE DRAKE ELMS AND THAT TYPE OF THING. YOU WOULD STILL 'YES' HAVE THAT THERE." COMMITTEE MEMBER OLIVER SAID, "THEN I THINK YOU WOULD HAVE PEOPLE COMPLAINING AGAIN. LIKE I SAID THE MOST COMPLAINING THAT I HAVE HEARD - IS THAT SECTION." MR. RICHART SAID, "WE CAN TAKE THE TEN THOUSAND [DOLLARS] ($10,000.00) AND RIP THEM ALL OUT AND OVER THE NEXT FEW YEARS GO AHEAD AND TAKE SOME OF OUR MAINTENANCE FUNDING AND UPDATE THOSE AREAS. I DON'T THINK THAT KEN-LIN [LANDSCAPING INCORPORATED] IS GOING TO BE ABLE TO COME DOWN ON ANY OF HIS PRICING. I THINK THAT THE STEP IS TO RE-BID IT." DISCUSSION. CITY OF WINTER SPRINGS, FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - APRIL 14, 2005 PAGE 6 OF 10 CHAIRMAN PATTEN SAID, "THOSE WHO ARE IN FAVOR OF THE MOTION TO PUT FORTH THE INFORMATION THAT WE WOULD LIKE MR. RICHART TO TAKE TO KEN-LIN [LANDSCAPING INCORPORATED] AND GET THE ESTIMATE FOR THAT WHICH WE STILL HAVE YET TO DECIDE THIS EVENING, ALL THOSE IN FAVOR SAY 'AYE'. VICE CHAIRMAN RICKARDS AND COMMITTEE MEMBER OLIVER SAID, "AYE". CHAIRMAN PATTEN SAID, "ALL THOSE OPPOSED." COMMITTEE MEMBER ALLEN SAID, "NO." MOTION DID NOT CARRY. Discussion. Committee Member Allen said, "I don't want to do every third one, I want every other one." Chairman Patten said, "I would agree." Committee Member Oliver said, "The every other one needs to be done." Committee Member Allen added, "That is what we worked on, that is what we budgeted for." Further discussion. Chairman Patten called a recess at 8:27 p.m. The Meeting was called back to order at 8:33 p.m. Tape 2/Side A With further discussion, Chairman Patten said, "I would entertain a Motion to give Mr. Richart the authority to acquire bids on removing the 'Holly' and making the various changes that we talked about that would have otherwise been covered by the addendum." "I MAKE THE MOTION." MOTION BY COMMITTEE MEMBER ALLEN. SECONDED BY VICE CHAIRMAN RICKARDS. DISCUSSION. VICE CHAIRMAN RICKARDS SAID, "MR. CHAIRMAN, CAN I JUST GET ONE STATEMENT OF CLARIFICATION? WHEN WE TALK ABOUT THIS CLEANING OF THINGS - NOT ONLY ALONG SECTION SIX (6) DO WE HAVE 'HOLLY'S' PLANTED, BUT RIGHT BEHIND YOUR HOUSE, WE HAVE A NUMBER OF 'HOLLY'S' PLANTED, ARE WE ALSO TALKING ABOUT THOSE REMOVALS?" CITY OF WINTER SPRINGS, FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - APRIL 14,2005 PAGE 7 OF 10 MR. RICHART STATED, "THIS SPECIFIC MOTION THAT IS ON THE TABLE IS FOR THE 'HOLLY'S' BETWEEN FOREST CREEK [DRIVE] AND TROTWOOD [BOULEVARD]. NOW THE 'HOLL Y'S', DEPENDING ON WHERE YOU LIVE TERRY [PATTEN], I'M NOT SURE WHAT STREET." CHAIRMAN PATTEN SAID, "RIGHT THERE AT FOREST CREEK [DRIVE] ENTRANCE, JUST DlRECTL Y ACROSS FROM SAINT STEPHEN'S [CATHOLIC] CHURCH." MR. RICHART CONTINUED, "FOREST CREEK [DRIVE] GOING NORTH, THIS IS THE AREA IN QUESTION." VICE CHAIRMAN RICKARDS SAID, "MR. CHAIRMAN, GETTING BACK TO OUR ORIGINAL VISION, WHEN WE DO THIS, I THINK WE HAVE COME UP WITH A VERY AMICABLE SOLUTION THAT WORKS FOR ALL OF US. WE ACHIEVE THE STAYING WITH THE CURRENT BUDGET FROM KEN-LIN [LANDSCAPING INCORPORATED]; WE DEAL WITH THE PROBLEM AREA AND WE WILL IN FACT YIELD, WHEN THE NEW PROJECT IS FINISHED, A UNIFORM PLANNING THROUGHOUT THE NEIGHBORHOOD AND THEN WE WILL HAVE ONE (1) OR TWO (2) SMALL SECTIONS THAT WON'T HAVE ANY PLANTING THAT WE THEN CAN COME BACK AND WE CAN TELL OUR CONSTITUANTS OR OUR MEMBERS THAT IN FUTURE TIMES BECAUSE OF BUDGETS WE WILL BE PLANTING IN THE SAME SCOPING." CHAIRMAN PATTEN SAID, "WE HAVE A MOTION ON THE TABLE. DO WE HAVE A SECOND?" SECONDED BY VICE CHAIRMAN RICKARDS. DISCUSSION. WITH CONSENSUS OF THE COMMITTEE THE MOTION WAS APPROVED. MOTION CARRIED. Chairman Patten said, "So, just for clarity, let me just make sure because I am going to put this in the newsletter. At this point, the Addendum for Ken-Lin [Landscaping Incorporated] has been tabled. We are going to have Mr. Richart, on our behalf, to approach tree removal services, get some competitive bids that he will bring to us next month at our Meeting." Mr. Richart said, "If! can get them all. I should be able to." Chairman Patten continued, "And at that particular point, we will hear from you as far as the longevity, the bonds and everything that is required by those individuals and you will give us your recommendation as to which ones that you would recommend that we use to remove the 'Holly's' from Forest Creek [Drive] North up to Trotwood [Boulevard]. Then we will make the additional plantings and things a matter of maintenance in future Maintenance Plans. Correct?" CITY OF WINTER SPRINGS, FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICA nON DISTRICT ADVISORY COMMITTEE REGULAR MEETING - APRIL 14, 2005 PAGE 8 OF 10 Mr. Richart said, "Correct. This phase is now independent of our other issue. The actual plan we have that we also Vote on. This could actually move forward at a different speed than the other project. I will add that if we can get the prices back for next month and get it done, we can actually start planting with the budget that we have available in the maintenance - that brings us to the other issue, now we need to authorize us to move forward to the Commission to get Ken-Lin's [Landscaping Incorporated] plan approved to start that project." Discussion. Chairman Patten said, "I will entertain a Motion from the Committee to have Mr. Richart approach the Commission with the Bid from Ken-Lin [Landscaping Incorporated] for fifty-nine thousand four hundred eighty nine dollars and seventeen cents ($59,489.17)." "I MAKE THAT MOTION." MOTION BY VICE CHAIRMAN RICKARDS. SECONDED BY COMMITTEE MEMBER OLIVER. DISCUSSION. WITH CONSENSUS OF THE COMMITTEE THE MOTION WAS APPROVED. MOTION CARRIED. REGULAR 503. Public Works Department - Urban Beautification Division Update On The Lorie Taylor Memorial Garden. Mr. Richart presented this Agenda Item. Mr. Richart said, "We have the Monument picked out. We got it arranged. He (Mr. Dick Taylor) went and paid fifty percent (50%) deposit. He is going to pay the rest for the Monument. It should be done in mid-May. We would like to have the Ceremony on the Anniversary, around the 15th or 16th, of her passing. That would mean that we need to get the plantings done before then, so, that when we do the dedication we can actually just put the Monument in and say a few words. We would need to start pretty quick. We really need to have it in probably before the 10th of May." Discussion. Mr. Richart said, "Next Monday [April 18, 2005] or Tuesday [April 19, 2005] I can get my Maintenance jerson - to spray it out and get it ready." Mr. Richart added, "Let's just say that May 7 [2005] would be a good time to plant. So, we would need the volunteers, May 7th [2005]." Discussion. CITY OF WINTER SPRINGS, FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - APRIL 14, 2005 PAGE 9 OF 10 Chairman Patten said, "So, we are looking at 8:00 a.m. on Saturday, May the 7th [2005]." Mr. Richart said, "Correct." Chairman Patten said, "What about the bench?" Mr. Richart said, "The best option is at Home Depot - you put it together. And the kit is about fifty dollars ($50.00)." Vice Chairman Rickards said, "I can volunteer to do that." Chairman Patten said, "What about attaching that [bench] so it does not walk away?" Vice Chairman Rickards said, "I will address that." Mr. Richart added, "If Mr. Rickards (Vice Chairman) is going to be kind enough to do that then we'll meet; you and I can go down and pick out the bench and work together on it at your leisure. I wouldn't mind helping." Discussion. Chairman Patten said, "The Lorie Taylor Memorial Garden, any more discussion on that? You are going to have that area sprayed approximately the 18th or 19th of April [2005]. Then May 7th [2005] which is a Saturday, we are going to go out there about 8:00 a.m. on Saturday morning and work at getting that all taken care of with the plants. And Mr. Rickards is going to meet with you to pick up the bench and assemble that ahead of time and we will put that out there as well." Mr. Richart said regarding the Dedication day, "We will have to find out and we will know at our Meeting and we will be able to discuss it and decide which exact day it will be. Unfortunately, we would not have time to announce it at that point. Technically, I think the City would actually consider that a Public Meeting - we may have to actually advertise that." REGULAR 504. Public Works Department - Urban Beautification Division Homeowner's Communication. No issues were brought up. 600. REPORTS No Reports were given. FUTURE AGENDA ITEMS Chairman Patten said, "Everything - should pretty much remain the same." CITY OF WINTER SPRINGS, FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - APRIL 14,2005 PAGE 10 OF 10 ADJOURNMENT "I MAKE A MOTION THAT WE ADJOURN." MOTION BY COMMITTEE MEMBER ALLEN. SECONDED BY COMMITTEE MEMBER OLIVER. DISCUSSION. WITH CONSENSUS OF THE COMMITTEE THE MOTION WAS APPROVED. MOTION CARRIED. Chairman Patten adjourned the Meeting at approximately 8:59 p.m. RESPECTFULLY SUBMITTED: 7 . .. .~. ~!l({!~:f)/4L/ C OL A. LA LA THIN ASSISTANT TO THE CITY CLERK NOTE: These Minutes were approved at the May 12, 2005 Oak Forest Wall and Beautification District Advisory Committee Meeting.