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HomeMy WebLinkAbout2009 06 03 Tuscawilla lighting and Beautification District Advisory Committee Special Minutes CITY OF WINTER SPRINGS, FLORIDA OFFICIAL MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING JUNE 3, 2009 CALL TO ORDER The Tuscawilla Lighting and Beautification District Advisory Committee Special Meeting of Wednesday, June 3, 2009 was called to Order by Chairman Rande Thompson at 7:02 p.m. in the East Conference Room 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, present Committee Member Luci Coker, absent Committee Member Donald Gilmore, present A moment of silence was followed by the Pledge of Allegiance. PUBLIC INPUT No one spoke. REGULAR AGENDA REGULAR 600. Community Development Department Urban Beautification Services Division Discussion Of The Use Of The $25,000.00 Donation Funding. Mr. Steven Richart, Urban Beautification Services Division Manager, Community Development Department presented this Agenda Item and stated, "We are talking about the twenty -five thousand dollars ($25,000.00) in Funding that was kindly donated that you [Anthony A. Garganese, City Attorney] negotiated from the Country Club group. We want to be sensitive as to how it is spent; you shared some things with me about Landscaping that we could do. I also had a project that came to light for installing rain sensors on the irrigation systems medians." CITY OF WINTER SPRINGS, FLORIDA OFFICIAL MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING JUNE 3, 2009 PAGE 2 OF 8 Continuing, Mr. Richart noted, "In my package I have a budget of what I think it would cost to upgrade the sensors on the medians. But most importantly, I wanted to hear from you to share with the Board as to what you feel about how it would be received if we spent the money on the rain sensors and what other beautification might be a respectable way to spend the funding. I was under the impression originally that it had to be spent specifically in the areas that we maintain but apparently that it is within the whole TLBD (Tuscawilla Lighting and Beautification District), we could spend it anywhere." Mr. Richart added, "I guess the issue is, if it were spent on Landscaping in an area that was not being currently maintained by the TLBD [Tuscawilla Lighting and Beautification District] maintenance area, then it may be something that the City would have to maintain with other funding. My question would be `how would that be maintained There is an area along Northern Way that is a borrow pit and that is something that could probably use masking or..." Chairman Thompson remarked, "...Anthony Garganese] and I spoke and obviously I wanted to be sensitive too and again thank you on behalf of all of us here because that was very generous and we appreciate that greatly. We spoke about this and I am very convinced that it is a great idea to do the sensors. But I am sensitive to the fact that we need to make sure that there is recognition to the folks that donated the money and make sure they know that we appreciate that. We talked about the borrow pit and I do not see why we cannot do both. And one of the ideas that I floated at Anthony [Garganese] and I think that you thought it might be workable is to do the sensors, but then also where the borrow pit is, put some nice foliage and create some kind of a signage that would be more permanent that `thanks' the folks for donating the monies and you could help us pen that." Vice Chairperson Mary Brook asked, "Now are you talking about the borrow pits that they are building for the Greens Chairman Thompson replied, "Correct." Attorney Garganese commented, "There is a Landscape plan though for that for the borrow pits. We will have to see what that looks like once they complete the project. There will be landscape put around it. Not sure what it is going to look like at the end of the day." Committee Member Donald A. Gilmore stated, "My question is why should the TLBD [Tuscawilla Lighting and Beautification District Advisory Committee] pay for landscaping the borrow pit Mr. Richart noted, "There is twenty -five thousand [dollars] ($25,000.00) that is being donated by the ownership of the Tuscawilla Country Club and it is in response to the building of the cell tower and the Tuscawilla Greens Project, if I am not mistaken." Attorney Garganese stated, "You are not going to put this on private property. The twenty -five thousand dollars ($25,000.00) was donated and just ear- marked for beautification purposes within the TLBD [Tuscawilla Lighting and Beautification District]." CITY OF WINTER SPRINGS, FLORIDA OFFICIAL MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING JUNE 3, 2009 PAGE 3 OF 8 Attorney Garganese continued, "Unlike, all the other funds that the TLBD [Tuscawilla Lighting and Beautification District Advisory Committee] has, there is really no restriction other than the fact that it has to be for beautification purposes. I can tell you because I negotiated the intent was just to provide some sort of visible beautification out there in the District, and I also talked to Steve [Richart] and to Rande [Thompson] as well. We have the first half of the first installment of twelve five [thousand dollars] ($12,500.00); there is another twelve thousand five hundred dollars ($12,500.00) that will be forthcoming sometime around September. I felt it would be a very good gesture on the City's part to at least recognize the donor when all those funds are done and tell the donor what the money was expended for. There really are not a lot of restrictions on the money other than just beautification purposes and the intention being that the Community can see that there is some value for that donation that was given." Vice Chairperson Brook asked, "Is there a time limit; does this money have to be used immediately Attorney Garganese stated, "No, it can be used when the City deems it appropriate." Much discussion followed with Mr. Richart, Attorney Garganese, and the Committee Members on how the rain sensors currently operate and what actually causes the problems with the sensors that being that they are on battery operation; and the programmer actually had a virus at one point; and the options available for the solution to the rain sensors problem was explained by Mr. Richart. Further discussion followed on replacing the sensors, where the sensors would be located, complaints being received and the canopy of trees on Winter Springs Boulevard. Discussion. Chairman Thompson inquired of Attorney Garganese, "Since you are part of this negotiation, do you think that Tuscawilla Country Club would have a problem with something like this taking place Attorney Garganese responded, "You just have to spend the money for beautification purposes. You have the discretion to do it either way. The intent was to create something that was going to be visible. If you want to do this, I am sure that it would not be a problem for them. Keep in mind that they owe another twelve five [thousand dollars] ($12,500.00). Do something of value to the District." Much discussion. Mr. Richart suggested, "What we could do, we have done in other areas of the City, that whole run along the Golf course on Northern Way could use some canopy." Mr. Richart added, "Maybe a project where we actually put nice canopy trees that are sustainable along that right of way." CITY OF WINTER SPRINGS, FLORIDA OFFICIAL MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING JUNE 3, 2009 PAGE 4 OF 8 Discussion. Advisory Committee Member Brenda Hayes Brown remarked, "I would be all for letting you go out for bid because we have the funds to be able to do it the correct way if it comes within that scope. And it would solve it for a more long term period." Chairman Thompson noted, "That is what I want to do, we need to look at something that is a long term fix." Continuing, Mr. Richart commented, "For the short term it is more cost effective but the other side of this is, for the long term if would did go to a centralized timer with wiring, we are going to have less failures because these little battery timers have been failing quite frequently; that is going to go away. If a timer fails it is going to be one (1) timer and it is an couple hundred dollar ($200.00) cost and you are done." Discussion. "WHY DON'T WE PUT A MOTION OUT HERE FOR STEVEN [RICHART] TO TAKE A LOOK AT GETTING A BID ON THE WIRE TIMERS, UPGRADING TO THE WIRE TIMERS. WHY DON'T WE GO AHEAD AND MOVE FORWARD ON THAT." MOTION BY CHAIRMAN THOMPSON. SECONDED BY VICE CHAIRPERSON BROOK. DISCUSSION. VOTE: CHAIRMAN THOMPSON: AYE COMMITTEE MEMBER BROWN: AYE VICE CHAIRPERSON BROOK: AYE COMMITTEE MEMBER GILMORE: AYE MOTION CARRIED. Next, Mr. Richart commented, "I will have to construct a bid project manual from the ground up so it will take me a few weeks to do that. I can probably be out to bid by the end of July; if that is okay. And then I will get it on the Street." Discussion. Chairman Thompson reminded the Committee, "Then the next question is we have twelve thousand five hundred [dollars] ($12,500.00), are there any areas that you folks would like to see where the it sounds like plantings is the way people want to go with that." Subsequently, Mr. Richart stated, "If you all want me to come up with a couple of suggestions for projects, there is no hurry to do anything, we have plenty of time or you could tell me your suggestions and I can see if it is feasible." CITY OF WINTER SPRINGS, FLORIDA OFFICIAL MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING JUNE 3, 2009 PAGE 5 OF 8 Mr. Richart added, "Let's come up with a few projects and start working on it." Chairman Thompson instructed the Committee, "If anybody has any suggestions email them to Steven [Richart]." Much discussion followed regarding the possibility of making improvements to some of the Parks, in particular to Sam Smith Park. Tape 1 /Side B Mr. Garganese stated, "It is consistent with the donation that was given and I think that the City needs to honor the donation and the donor's generosity." Advisory Committee Member Brown commented, "I definitely think if you want to do that, if we did some plantings in Sam Smith Park then a small sign could go in there attributing some of it and giving them credit to it. And that would probably be perfect place for something like where a lot more people would see it." Chairman Thompson noted, "And along with a letter and we had talked about some kind of signage and I think that is important. And that will be long lasting and it is going to highlight it." Next, Mr. Richart requested that Vice Chairperson Brook meet with him and the Parks and Recreation Director Chuck Pula to discuss the potential of plantings and improvements to the park. Mr. Richart stated, "I will set up a Meeting to meet." REGULAR 601. Community Development Department Urban Beautification Services Division Discussion Of The Funding Remaining From The Sign Refurbishment Project. Mr. Richart introduced this Agenda Item and stated, "This item has developed; and we are talking about the sign refurbishment project and the thirty thousand ($30,000.00) that was left over from the seventy -five thousand dollar ($75,000.00) budget." Discussion. Continuing with discussion on the Fund Balance, Mr. Richart commented, "We are running between five and five -sixty thousand [dollars] on this five (5) year forecast here and with the economy the way it is, probably around twenty percent (20 Continuing, Mr. Richart added, "But that is going to be a policy decision of this Board at this time; we are going to ask you tonight to decide what is comfortable for the Board as far as what we should be carrying in Fund Balance. There are three options here: `A', `B', and `C'." CITY OF WINTER SPRINGS, FLORIDA OFFICIAL MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING JUNE 3, 2009 PAGE 6 OF 8 Further discussion ensued, and Mr. Richart added, 'A' is leave it the way it is; in other words our revenues; our assessments; we vary by a couple thousand [dollars] $(2,000.00) but it is roughly two hundred and seventy six thousand [dollars] ($276,000.00) by [year] 2012. If we reduce the rate, which I think would be advisable right now, by nine dollars ($9.00) for the rest of the time, in other words, the next three (3) years. It will deplete our Fund Balance into the mid one forties which to me is very comfortable. Advisory Board Member Brown stated, "I am sure that Steven [Richart] knows that I had a discussion with Kelly [Balagia, Budget Analyst) today, too and that is exactly where I was going to go. What came out of it is, the fifteen to twenty percent (15 20 mark was a good guideline for the reserve and that somewhere right in between one fifteen to one forty eight was a good comfortable position and would allow for any increases that would allow for the whole Progress Energy that is unknown and actually Steven's [Richart] proposal of nine dollars ($9.00) was far more generous than I was going to be. I was going to say at least six dollars ($6.00) is what we need to reduce the assessment Y• Discussion. Mr. Richart remarked, "The first question to this Board is where does this Board want to be as far as what percentage we carry? What percentage expenditure would we want to carry? Is it fifteen (15), twenty (20) or twenty -seven percent (27 Vice Chairperson Brook stated, "We have a lot of unknowns of what is going to come about and where we will need money. I agree with Don [Gilmore], in that it is always difficult to go back and ask for more." Attorney Garganese suggested, "Do it in multiple budget, multiple years as a graduated approach just if you want to be more cautious. You can reduce two (2) years in a row rather than one (1)." Mr. Richart stated, "The numbers I am talking about are for the next three (3) years. So whatever you say, unless we change it and graduate it like Anthony [Garganese] is saying we are talking about three (3) years at of that rate here on this sheet." Discussion. "I WOULD MAKE THE MOTION TO DECREASE THE ASSESSMENT BY SIX DOLLARS ($6.00) A YEAR." MOTION BY ADVISORY COMMITTEE MEMBER BROWN. SECONDED BY ADVISORY COMMITTEE MEMBER GILMORE. DISCUSSION. CITY OF WINTER SPRINGS, FLORIDA OFFICIAL MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING JUNE 3, 2009 PAGE 7 OF 8 VOTE: CHAIRMAN THOMPSON: AYE COMMITTEE MEMBER GILMORE: AYE COMMITTEE MEMBER BROWN: AYE VICE CHAIRPERSON BROOK: AYE MOTION CARRIED. Chairman Thompson stated, "Everybody is going to look at possible projects within..." Mr. Richart asked, "...For July Chairman Thompson stated, "Right. Email them to Steven [Richart] and let's do that separately and not to the group." Continuing, Chairman Thompson commented, "Let's pick a few places, that way, Steven Richart] can take a look at it and Mary [Brook] if you would be so kind to and then that way when we come back in July, so that we can decide and that is in regards to the twelve five [thousand dollars] ($12,500.00) now but the twenty -five thousand [dollars] ($25,000.00). And I agree with Anthony Garganese], as we spend some of these monies, this City or this Board needs to write a letter thanking them for it, and if would could create some kind of a signage." Mr. Richart stated, "I would also like to recognize them in front of the Commission." Chairman Thompson reiterated, "And secondly, looks like six dollars ($6.00) is what were going to reduce that by." Further Discussion. Next, Chairman Thompson asked, "You think you should be able to have those bids by July Mr. Richart replied, "It will be near the end of July. It will not be for the Meeting." Chairman Thompson stated, "I would like it to be with this Board." Mr. Richart commented, "I will try to rush it up." Discussion. Attorney Garganese addressed the Sunshine Law and noted, "Two (2) members of the same Board cannot communicate outside of the advertised Public Meeting; that would include communicating by email. The Attorney General has advised that Board Members can send information to other Board Members but the Board Members that received that information cannot respond; there cannot be any dialogue. I have always cautioned my clients, when you are sending information you want your other Board Members to see, send it to the Clerk's office; have the Clerk's Office disseminate it. Do not send it directly out to other Board Members, because people inadvertently hit that reply all and you have a technical little issue that you have to deal with under the Sunshine Law; so, it is always better to like tonight you directed that everybody provide their wish list for the twelve thousand five [dollars] ($12,500.00)." CITY OF WINTER SPRINGS, FLORIDA OFFICIAL MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING JUNE 3, 2009 PAGE 8 OF 8 Chairman Thompson responded, "I appreciate that." Next, Mr. Richart spoke regarding Line Codes and the need for a separate Line Code for Street Light Maintenance and Street Sign Maintenance and commented, `But anything that is not specifically broken out goes into Landscape." Vice Chairperson Brook inquired, "How do we go about getting the trees trimmed away from the street lights Mr. Richart answered, "We just did that last year. We have a cycle that we go through to do that. I can request it of the Public Works Department. If we want it done sooner, of course, we would have to do it but I can request them to do it as soon as they can." Mr. Richart added, "Let me see what I can do to get that done. What road specifically again Vice Chairperson Brook stated, "Winter Springs [Boulevard] down around Glen Eagle [Subdivision] along in that area, there is several that just as you go on towards Oviedo." ADJOURNMENT Chairman Thompson adjourned the Special Meeting at 8:34 p.m. RESPECTFULLY SUBMITTED: Syr CAROL A. LALLATHIN ASSISTANT TO THE CITY CLERK NOTE: These Minutes were approved at the October 21, 2009 Tuscawilla Lighting and Beautification District Advisory Committee Regular Meeting.