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HomeMy WebLinkAbout1999 06 08 Tuscawilla lighting and Beautification District Advisory Committee Regular Minutes CITY OF WINTER SPRINGS MINUTES TUSCA WILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - JUNE 8, 1999 1. CALL TO ORDER The meeting was called to order at 7:06 p.m., Tuesday, June 8, 1999, by Chairman Donald A. Gilmore in the East Conference Room of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708) Roll Call Donald A. Gilmore, Chairman, present Gary Hillery, Vice Chairman, present Moti Khemlani, present Linda Tillis, present George Morris, present Also Present Mr. Kipton D. Lockcuff, P.E., Director, Public Works/Utility Department Ms. Kangee Graham, Landscape Management Consultant Mr. Bill Starmer, President, Starmer Ranaldi Planning and Architecture, Inc. (sri) Approval of the May 4, 1999 Regular Meeting Minutes (Tabled from the May 18, 1999 Regular Meeting) Chairman Gilmore recessed the Meeting at 7:09 Chairman Gilmore reconvened the Meeting at 7: 1 0 MOTION FOR APPROV AL BY VICE CHAIRMAN GARY HILLERY. There was discussion regarding the line on page 2 of these minutes that reads, "Manager McLemore stated that he will present the Board with further information from Florida Power Corporation at the May 11, 1999 Regular Meeting". Board Member George Morris felt that different wording should have been used; and stated that he will research this. (See Attachment "A"). Upon hearing Board Member Morris' comments, the Board agreed to table the minutes until the June 22, 1999 Regular Meeting. VICE CHAIRMAN HILLERY WITHDREW HIS MOTION. CITY OF WINTER SPRINGS MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - JUNE 8, 1999 Page 2 of4 Approval of the May 11, 1999 Regular Meeting Minutes There was much discussion about the last paragraph on page 2. In general, the Board agreed that the first two lines of that paragraph should read as follows: "Several Board Members, and others, presented numbers; and Board Members Tillis and Gilmore calculated the net present value. Further discussion ensued and the consensus was that owning the streetlighting would save the Property Owners around $1,700.00 a year". There was continued discussion about the accuracy of the numbers presented at the May 11, 1999 Meeting and how they pertained to the minutes. Board Member Morris asked that a particular sentence be added to these minutes. There was much discussion on this subject. The Board requested that the Clerk amend the May 11, 1999 Regular Meeting Minutes and add the sentence. (See Attachment "A"). CHAIRMAN GILMORE: "MAY I HAVE A MOTION THAT THE MINUTES BE APPROVED WITH THE CHANGES THAT ARE NOW AND AS PRESENTED". BOARD MEMBER MOTI KHEMLANI: "SO MOVED". SECONDED BY BOARD MEMBER LINDA TILLIS. DISCUSSION. VOTE: DONALD A. GILMORE: AYE; GARY HILLERY: AYE; LINDA TILLIS: AYE; MOTI KHEMLANI: AYE; GEORGE MORRIS: NAY. MOTION CARRIED. Note from the Clerk: The responsibility of the City Clerk's Office is to transcribe the minutes to reflect the actions that took place and to summarize general discussions. It is also the responsibility of the City Clerk's Office to judge which statements should be part ofthe minutes, and which should not. Thus, the minutes will not always include phrases, sentences, or statements that an individual may prefer to have included. No errors were made in transcribing the minutes. Therefore, the May 4, 1999 Regular Meeting Minutes stand as presented. The May 11, 1999 Regular Meeting Minutes also stand as presented with the addition of Attachment "A". It is the policy of the City not to change the original minutes from a meeting. Any corrections to the minutes will be reflected in the minutes of the meeting they are approved at. As a reminder, no portions of the minutes are transcribed verbatim, except in the rarest of circumstances. Copies of the tapes from any meeting are always available upon request. Approval of the May 18, 1999 Regular Meeting Minutes MOTION FOR APPROVAL BY BOARD MEMBER KHEMLANI. SECONDED BY BOARD MEMBER MORRIS. DISCUSSION. VOTE: DONALD A. GILMORE: AYE; GARY HILLERY: AYE; LINDA TILLIS: AYE; MOTI KHEMLANI: AYE; GEORGE MORRIS: AYE. MOTION CARRIED. Mr. John Gendall, 904 Kim Court, Winter Springs, Florida, President of Woodstream Homeowners Association: asked the Board questions regarding statements that were CITY OF WINTER SPRINGS MINUTES TUSCA WILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - JUNE 8. 1999 Page 3 of 4 made at the May 11, 1999 Regular Meeting; how the Board arrived at their decision on streetlighting; and why the Board is not recommending the streetlighting project go out to bid. The Board discussed these questions with Mr. Gendall. Ms. Terry Scarlata, 1006 Nancy Circle, Winter Springs, Florida: asked the Board about obtaining specifications for the lighting; how much money has been spent pertaining to the Tuscawilla Lighting and Beautification District; and who provided the funds. Mr. Kipton D. Lockcuff, P.E., Director, Public WorkslUtility Department, along with several Board Members, answered Ms. Scarlata's questions. Discussion. II. REGULAR AGENDA A. Discussion with Mr. Bill Starmer, President, Starmer Ranaldi Planning and Architecture, Inc. (sri), Regarding Status of the Bidding Process Mr. Starmer informed the Board of the number of companies that have requested plans and specifications; and explained how the individual companies would be related to the bid. Mr. Starmer and the Board then discussed advertising for the bid; what roles the prime or general contractors have in the bid; what happened at the pre-bid conference; the bid opening process; and the bid addendum. B. Other Business New conceptual drawings of the proposed improvements at the entrances were shown to the Board. Mr. Starmer adVIsed the Board that the depicted color of the bricks would not be the real color; the Tuscora Drive drawing was not to scale; and that a "center element" had been added to the Seneca Boulevard entrance. The Board discussed the drawings and their concerns about plant materials hiding the lettering on the signage; additional landscaping at the Shetland Avenue entrance; and changes to accommodate children at the Trotwood Boulevard entrance. The was discussion about pavers at the Seneca Boulevard entrance. The Board was in consensus to leave the pavers off of Seneca Boulevard, considering a unit price was requested in the bid and they can be added at a later date. Board Member Morris gave the Board, and Mr. Starmer, information about the electric service at the intersection of Winter Springs Boulevard and Tuskawilla Road. The Board reviewed the information provided by Board Member Morris and discussed voltage; electric loads; capacity of wire service; and utilizing this information for a bid addendum. Tape I/Side B CITY OF WINTER SPRINGS MINUTES TUSCA WILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - JUNE 8, 1999 Page 4 of4 The Board continued the previous discussions and the Board suggested that Mr. Starmer pass on the information from Board Member Morris to his engineer. Mr. Starmer said that he will do so and will ask the engineer to submit a written response. In addition, the Board discussed the pumps for the fountains; the motors; horsepower; water sources; and irrigation heads. Mr. Lockcuff presented the Board with a draft of the final report of the Tuscawilla Lighting and Beautification District Advisory Committee that is being presented to the City Commission on June 28, 1999. There was discussion regarding the cost of a completed design for the streetlighting. The Board next discussed their presentation of the final report to the City Commission. The Board agreed that the following Board Members will make these presentations: · Introduction - Vice Chairman Hillery . Overview - Board Member Tillis · Operations & Maintenance - Board Member Tillis . Budget - Board Member Tillis . Questions - Vice Chailman Hillery III. FUTURE AGENDA ITEMS · Discussion with Mr. Bill Starmer, President, Starmer Ranaldi Planning and Architecture, Inc. (sri), Regarding Status of the Bidding Process IV. ADJOURNMENT MOTION WAS MADE BY BOARD MEMBER KHEMLANI TO ADJOURN THE MEETING. SECONDED BY CHAIRMAN GILMORE. WITH CONSENSUS OF THE BOARD, THE MEETING WAS ADJOURNED AT 9:04 P.M. Respectfully Submitted by: Amy Lovingfoss, Interim Assistant City Clerk City of Winter Springs DOCSlboards/tuscawi Ila/arl/minu teslO608 99 .doc Attachment "A" CITY OF WINTER SPRINGS, FLORIDA Ronald W. McLemore City Manager 1126 EAST STATE ROAD 434 WINTER SPRINGS. FLORIDA 32708-2799 Telephone (407) 327-1800 MEMORANDUM To: From: Don Gilmore, Chairman Tuscawilla Lighting and Beautification District Ronald W. McLemore, City Manager ~ Date: June 18, 1999 Subj: Issue Raised by Mr. Morris in June 8, 1999 Meeting ... . This memo is in response to issues raised in your June 8, 1999 meeting by Mr. Morris. As I understand it, Mr. Morris alleges that I did not advise the committee that I would ask Florida Power Corporation for additional information relative to replacement cost. A review of the tape of the May 4, 1999 meeting reveals that Mr. Morris is incorrect. In the follow-up to my commitment to request additional information, I talked with representatives of the Power Company the next day, May 5, 1999. That same day the Power Company faxed me a letter responding to my request. I provided you with a copy of the May 5, 1999 Florida Power Corporation letter at your May 11, 1999 meeting. Additionally, I requested that representatives of the Power Company be available at your meeting of May 11, 1999. As requested the Power Company sent 5 representatives to the meeting to try to answer your questions. Also it is my understanding that Mr. Morris desires to have the minutes of the May 11, 1999 meeting amended to reflect the following statement made by myself: "We need YOU to make a decision. if it's not made. we will make it for you." I would suggest the fairer thing to do would be to have the minutes reflect my complete statement so that it can be presented in its complete context. The complete statement was as follows: "We need YOU to make a decision. if its not made we (meaninQ the city. not me personally) will make it for you. I hate to put it that way. but we're QoinQ to the Commission the next meetinQ to Qet a decision made. We'd like to. obviously. to have the decision made here toniaht and be with YOU if we can. We are now two weeks late in our schedule with G.S.G. to Qet the iob completed. If Related to this statement I would like to remind you that I have on several occasions advised the committee that the Commission had given me specific directions to complete the assessment decision making process as provided in the critical events schedule approved by the Commission. This schedule is very tight and leaves little room for slippage due to certain deadlines that have to be met. My statement reflected my commitment to the Commission to complete my assignment. Also, I feel I need to make you aware of the fact that I had made the Commission aware of your extended debate over the issue of street lights, and that I advised the Commission that I would bring the issue to the Commission for resolution if the committee was unable to come to a conclusion within the schedule. This is exactly what I intended to do and exactly what I was communicating to you in the above statement. In consideration of the importance of this matter, I would like to request that this memorandum be made part of record of the minutes of the June 8, 1999 meeting, and that the minutes reflect my complete statement rather than the segment recommended by Mr. Morris. Ijp I cc: Mayor and Commission Kip Lockcuff UNIJ ordfM emol Jun e99/DonGUmore May 4, 1999, Tuscawilla Lighting and Beautification District Advisory Committee Meeting. Chairman Gilmore to Manager McLemore: "All I'm saying, I would like you to go back to your accounting people, find out if you have to maintain a cash reserve for the replacement of what we buy. Manager McLemore: "No, there's no law that requires us to do that-" Chairman Gilmore: "Then why are we are we doing it here"? Manager McLemore: "Because I'm trying to compare one company against another-" Chairman Gilmore: "I'm saying to you that Florida Power does not have a cash reserve-" Manager McLemore: "I think we need to find that out". Chairman Gilmore: "Ok. If you can come here and say Florida Power has a cash reserve for this, replacement of these figures at the end of seven years, than I would say to you you're comparing apples and apples. But if Florida Power says 'Hell no, we have no cash reserve' than we shouldn't have it in here either". Manager McLemore: "Well if they have a capital cost recovery item that is approved by the Public Service Commission and they're not doing it, then they're in trouble". Discussion. Manager McLemore: "And I suspect what the Power Company does-well, we'll ask them". Continued discussion. Chairman Gilmore: "Find the retained earnings or cash reserve-(unintelligible)". Continued discussion. ......................................................................... May 11, 1999, Tuscawilla Lighting and Beautification District Advisory Committee Meeting. Chairman Gilmore: "Financials is an issue. It would be my goal to walk out of here tonight with a decision on this thing. I, frankly, think it's fish or cut bait time. Do you tend to agree with that Mr. Manager"? Manager McLemore: "We need you to make a decision, if it's not made we'll make it for you. I hate to put it that way, but we're going to the Commission the next meeting to get a decision made. We'd like to, obviously, to have that decision made here tonight and be with you if we can. Weare now two weeks late in our schedule with GSG to get this job completed. We have to get it done.