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HomeMy WebLinkAbout2009 04 15 Tuscawilla lighting and Beautification District Advisory Committee Regular MinutesCITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING APRIL 15, 2009 CALL TO ORDER The Tuscawilla Lighting and Beautification District Advisory Committee Regular Meeting of Wednesday, April 15, 2009 was called to Order by Chairman Rande Thompson at 7:01 p.m. in the Commission Chambers of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). Roll Call: Chairman Rande Thompson, present Vice Chairperson Mary Brook, present Committee Member Brenda Hayes Brown, arrived at 7:05 p.m. Committee Member Luci Coker, present Committee Member Donald Gilmore, present A moment of silence was followed by the Pledge of Allegiance. INFORMATIONAL AGENDA INFORMATIONAL 100. Not Used. CONSENT AGENDA CONSENT 200. Office Of The City Clerk Approval Of The January 21, 2009 Regular Meeting Minutes. "I MOVE THAT WE APPROVE THE MINUTES" [CONSENT AGENDA]. MOTION BY CHAIRMAN THOMPSON. SECONDED BY COMMITTEE MEMBER COKER. DISCUSSION. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING -APRIL 15, 2009 PAGE 2 OF 7 VOTE: VICE CHAIRPERSON BROOK: AYE CHAIRMAN THOMPSON: AYE COMMITTEE MEMBER COKER: AYE COMMITTEE MEMBER GILMORE: AYE MOTION CARRIED. AWARDS AND PRESENTATIONS AWARDS AND PRESENTATIONS 300. Not Used. 400. REPORTS No Reports were given. PUBLIC INPUT No one spoke. PUBLIC HEARINGS AGENDA PUBLIC HEARINGS 500. Not Used. REGULAR AGENDA REGULAR 600. Community Development Department - Urban Beautification Services Division Review Of Budget. Mr. Steven Richart, Urban Beautification Services Division Manager, Community Development Department presented this Agenda Item and stated, "Are we still good with the electronic - everybody still wanting to do that? The electronic distribution through the email?" Advisory Committee Member Luci Coker replied, "Yes, thank you." Chairman Thompson stated, "Yes." Advisory Committee Member Brenda Hayes Brown arrived at 7:05 p.m. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - APRIL 15, 2009 PAGE 3 OF 7 Reviewing the Budget with the Advisory Committee Members, Mr. Richart noted, "Our current Fund Balance is six hundred forty-seven thousand, nine hundred and ninety eight dollars and thirty eight ($647,998.38) and - we are receiving twenty-five thousand dollars ($25,000.00) as a donation from the cell tower project for landscaping and beautification. So, we received half of that amount already. We just deposited that. We will be receiving the other half, I believe September [2009]. We have to spend that money for upgrades for the beautification. That is what it was given for. We need to identify projects. They do not have to be this year. But, we need to identify what we want to do in upgrading our landscaping. The good thing is, that money could be used for any upgrades we wanted to do that we were going to pay for out of our normal Repairs and Maintenance Budget which would in fact lower our obligations for the future." Advisory Committee Member Brown suggested that, "We had that twenty thousand dollars ($20,000.00) that we put into the other fund. Correct?" Mr. Richart replied, "The thirty thousand dollars ($30,000.00) that was remaining from the sign refurbishment project? That is the one that we were going to put into the Line Code." Advisory Committee Member Brown then said, "My suggestion is that we take part of that thirty [thousand] ($30,000.00) now and pay down the debt..." Mr. Richart commented, "...Okay..." Advisory Committee Member Brown added, "...Since we got this extra twenty-five thousand dollars ($25,000.00)." Mr. Richart then added, "There would have to be a recommendation of the Board [Committee]. The only issue with that - from what I am told, that is a Maintenance Funded - out of [Line Code] 184, the debt is a Capital thing." Continuing, Mr. Richart stated, "I would have to talk to the Finance Director." Chairman Thompson commented, "Why don't you do that first?" Mr. Richart replied, "I will take that to the Finance Director and the City Manager and I think that is a good idea. If the Board wishes to proceed with that. If we get a clear direction, yes, it could be done. Then we would come back and this Board would have to Vote on it then we would probably, I am guessing, would have to go to the Commission and with the Board's recommendation, I am sure that would be a good plus." Discussion. Advisory Committee Member Brown noted, "The Community that pays the Assessment would appreciate us paying down the debt and just keeping it where it is as opposed to giving them some money back right now. I think they would appreciate the debt being paid down." Mr. Richart replied, "Absolutely agree. The only issue - the only problem may be if there is some issue with comingling it because it is legally purposed for maintenance; that is a Capital. Is there a problem? I do not know." Chairman Thompson stated, "Let's get that answered and then next Meeting we can make a Recommendation." Mr. Richart added, "Absolutely." CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - APRIL 15, 2009 PAGE 4 OF 7 With further discussion on the Budget, Mr. Richart explained, "I am coming back in July with the Budget for next year anyway to show you and basically it is pretty much; we did a five (5) year plan, sent it to the Commission; they approved it." Discussion ensued on Progress Energy. Chairman Thompson stated, "That is a great plan. So, in July you will come back to us and let us know what was said, and we will make a Motion at that time." Mr. Richart responded, "In fact, give me a couple of weeks. I may just send you an email." Mr. Richart then added, "Let me go to Michelle [Greco, Director, Finance Department] and Kevin [Smith, City Manager] and maybe GSG [Government Services Group, Inc.] make sure everybody - what is the answer and everybody agrees. I will send you an email. Let's not wait until the next Meeting - I do not know when the payment is due, but if it were plausible to do we got approval to do it, the payment goes towards the debt at a certain time each year. There is a month they send it. I do not know when it is. We may have to meet again sooner to get you to Vote and then for me to get it to the Commission." Chairman Thompson replied, "We can do that. I do not think anybody would have a problem with that." REGULAR 601. Community Development Department - Urban Beautification Services Division Update On The Sign Refurbishment Project. Mr. Richart introduced this Agenda Item and noted that this was one of the first signs that they refinished. A sample `Tuscawilla' sign was then displayed for the Committee Members. Chairman Thompson commented, "I am pleased with the work they have done." Regarding the sprinklers, Mr. Richart added, "The only thing I am not liking - the sprinklers are hitting the signs and it is leaving a hard calcium build up on some of them." Continuing, Mr. Richart stated, "When he is done, he is going to go back, clean them, wax them - and put the protective - coating on it - and that will be done every year." With further discussion, Mr. Richart stated, "P&L [P&L Lawn Maintenance Incorporated] has destroyed some of our letters on the Shetland [Avenue] sign and they are going to pay for that. Or I am going to deduct it from their bill, but we are now getting prices to replace the letters." CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - APRIL 15, 2009 PAGE 5 OF 7 REGULAR 602. Community Development Department - Urban Beautification Services Division Review Of Maintenance Items And Progress Report. Mr. Richart presented this Agenda Item. Discussion followed on the maintenance and plantings in the Tuscawilla area. Mr. Richart stated, "Again, that twenty-five thousand ($25,000.00) maybe a few thousand could go to replace stuff that has died. I think the twenty-five thousand ($25,000.00) could last us three (3) or four (4) years - so that could be quite a savings." Discussion. Mr. Richart mentioned, "The Attorney sent me an answer that it said it only had to be for the upgrades of beautification. It did not have a specific area other than it had to be in the TLBD (Tuscawilla Lighting and Beautification District) and I did not see a timeframe." Advisory Committee Member Coker commented, "I would suggest that you look at all options and consider more freeze hardy - plants in the right place." Chairman Thompson asked, "Do you have anything in mind?" Advisory Committee Member Coker said, "Not specifically." Discussion ensued on the Florida Yards and Neighborhoods Workshop to be held tomorrow Thursday, April 16th, 2009. Next, discussion ensued on the City's Arbor Day Event, set for Saturday, April 251h, 2009. Regarding irrigation, Mr. Richart stated, "We put in a moisture sensor up at the main entrance of Tuscawilla on the irrigation. Now that services over twelve (12) zones - all that area up front and this will actually tell the controller when the grass needs water. We are testing this all over the City, where we can put them, but this is a conservation tool. On a residential lawn, you can save over twenty (20) to ninety percent (20-90%) on your water bill." Mr. Richart then added, "It is reclaimed water, but I wanted you to know that is something we are doing. It is a pilot project." As to Insurance coverage on the signs, Mr. Richart stated, "We have a million dollar limit on the entire project for all - in Tuscawilla." Mr. Richart then added, "We have a thousand dollar ($1,000.00) deductible on what is insured. Now, landscaping and irrigation is not insured. We have a rider that insures our walls and all - but, our signs are limited to ten thousand dollars ($10,000.00) for the signs that are not attached to a building. So, if a sign is attached to a wall and a tree falls on it, we have a thousand dollar ($1,000.00) deductible with ten thousand dollars ($10,000.00) of coverage." CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - APRIL 15, 2009 PAGE 6 OF 7 Mr. Richart asked the Advisory Committee Members, "If you want to tell me where we can spend some of this twenty-five thousand [dollars] ($25,000.00), we can talk about that now or we can wait until later." Mr. Richart then asked, "I think we should probably next time talk about replacing some of the plants that may have died from the freeze, if there are any minimal costs." Chairman Thompson remarked, "You have already said that it will probably be August before we really determine what has gone anyway right?" Mr. Richart replied, "I think in a month or two (2) we will be pretty sure." Discussion. Advisory Committee Member Brown stated, "If we had another month and we were talking about this, you were going to look into the other money. We should possibly have an answer back by then I would think that if we called a Meeting before July to handle specifically those items, then we could probably take care of it." Mr. Richart replied, "Absolutely." Regarding the lights on Vistawilla [Road], Mr. Richart stated, "I want to clarify something for this Board [Committee], there is only five (5) not seven (7). The boundaries of the TLBD (Tuscawilla Lighting and Beautification District) as we define them would be exactly as you have a brick feature that crosses the road. Now that is going to be located on the east side at the Eagle's Watch entrance. There is actually one (1) light that is right at that band that is within the TLBD (Tuscawilla Lighting and Beautification District). Anything north of that is outside. So, there are two (2) singles and three (3) doubles. Tape 1/Side B Discussion followed on the lights at Vistawilla Drive. Mr. Richart stated, "To fund all of those five (5) lights, two hundred and thirty [dollars] ($230.00) a month." Mr. Richart added, "And that includes the City paying the base rate." Discussion continued on contributions and/or donations for lighting. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - APRIL 15, 2009 PAGE 7 OF 7 ADJOURNMENT Chairman Thompson adjourned the Regular Meeting at 8:07 p.m. RESPECTFULLY SUBMITTED: J J AN 422 -" &a'r'? L. BROWN EPUTY CITY CLERK NOTE: These Minutes were approved at the July 15, 2009 Tuscawilla Lighting and Beautification District Advisory Committee Regular Meeting.