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HomeMy WebLinkAbout2009 07 15 Tuscawilla lighting and Beautification District Advisory Committee Regular Minutes CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING JULY 15, 2009 CALL TO ORDER The Tuscawilla Lighting and Beautification District Advisory Committee Regular Meeting of Wednesday, July 15, 2009 was called to Order by Chairman Rande Thompson at 7:00 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, present via telephone at 7:03 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. AGENDA NOTE: THE FOLLOWING TWO (2) CONSENT AGENDA ITEMS WERE DISCUSSED SIMULTANEOUSLY, AS DOCUMENTED, FOLLOWED BY THE REST OF THE AGENDA. CONSENT AGENDA CONSENT 200. Office Of The City Clerk Approval Of The April 15, 2009 Regular Meeting Minutes. CONSENT 201. Office Of The City Clerk Approval Of The June 3, 2009 Special Meeting Minutes. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING JULY 15, 2009 PAGE 2 OF 10 "I MOVE FOR THE APPROVAL OF THE MINUTES. BOTH THE 3 [JUNE 2009] AND THE 15 [APRIL 2009]." MOTION BY ADVISORY COMMITTEE MEMBER GILMORE. SECONDED BY ADVISORY COMMITTEE MEMBER COKER. DISCUSSION. VOTE: CHAIRMAN THOMPSON: AYE VICE CHAIRPERSON BROOK: AYE COMMITTEE MEMBER COKER: AYE COMMITTEE MEMBER GILMORE: AYE MOTION CARRIED. Advisory Committee Member Brenda Hayes Brown called in for the Meeting at 7:03 p.m. With discussion, Advisory Committee Member Brown commented that she wanted to address an issue on the June 3 2009 Minutes and stated, "Page 6 the third line down, it says `Two hundred seventy six thousand' but in parenthesis it says `($266,000.00)'." Mr. Steven Richart, Urban Beautification Division Services Manager, Community Development Department commented, "I do not have that information with me; I will have to research that." Chairman Thompson suggested this matter be reviewed and discussed at the next Meeting." Mr. Richart suggested the audio be reviewed. Assistant to the City Clerk Carol Lallathin stated, "Okay." AWARDS AND PRESENTATIONS AWARDS AND PRESENTATIONS 300. Not Used. 400. REPORTS No Reports were given. PUBLIC INPUT Ms. Pamela Carroll, 865 Dyson Drive, Winter Springs, Florida: spoke of concerns with the twenty -five thousand dollar ($25,000.00) donation to the Tuscawilla Lighting and Beautification District and how the donated money should be used; and thought the donated funds should not be spent on trees or City Parks. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING JULY 15, 2009 PAGE 3 OF 10 Mr. Tony Marasco, 1311 Deer Run, Winter Springs, Florida: mentioned he supported what Ms. Carroll suggested; and also mentioned that he thought the landscaping in the islands needed attention. Much discussion. Next, Mr. Richart commented, "One of the things that I want to bring up before we move on to the Board; just to remind everyone, we had seventeen thousand dollars ($17,000.00) programmed into the Landscape Maintenance Budget for these plants and we generally spend about twenty twenty -five thousand [dollars] ($20,000.00 $25,000.00) every year in replacing plants." Continuing, Mr. Richart noted, "This year we diverted seventeen thousand [dollars] ($17,000.00) roughly to the sign project so that we could get it done early." Mr. Richart added, "Basically we did not do any of these plant upgrades that we need to do that we need to talk about later; we were going to put that off until October. Now what we can do is divert this twelve thousand five hundred [dollars] ($12,500.00) from the donation immediately and this can be done in two (2) weeks." Further discussion. PUBLIC HEARINGS AGENDA PUBLIC HEARINGS 500. Not Used. REGULAR AGENDA REGULAR 600. Community Development Department Urban Beautification Services Division Review Of Budget. Mr. Richart presented this Agenda Item for discussion. Much discussion followed on the sprinkler system; tree guidelines; and the planting of trees. Next, Mr. Richart discussed the Fiscal Year 2010 Budget and stated, "It is going to be on pages 12 and 13." CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING JULY 15, 2009 PAGE 4 OF 10 Mr. Richart commented, "Our revenues this year are projected at five forty -nine, six fifty five [dollars] ($549,655.00). As a result of the action taken by this board we are recommending the decrease of the Assessments by six dollars ($6.00) per E.R.U. (Equivalent Resident Unit) so, for 2010 it will be four ninety -eight [thousand], one hundred [dollars] ($498,100.00)." Much discussion. MOTION "TO ACCEPT THIS BUDGET WITH THE SIX DOLLAR ($6.00) PER E.R.U. (EQUIVALENT RESIDENT UNIT) REDUCTION FOR FISCAL YEAR 2009 2010 BUDGET." MOTION BY ADVISORY COMMITTEE MEMBER BROWN. SECONDED BY CHAIRMAN THOMPSON. DISCUSSION. Tape 1 Side B VOTE: COMMITTEE MEMBER COKER: AYE COMMITTEE MEMBER BROWN: AYE VICE CHAIRPERSON BROOK: AYE CHAIRMAN THOMPSON: AYE COMMITTEE MEMBER GILMORE: AYE MOTION CARRIED. REGULAR 601. Community Development Department Urban Beautification Services Division Review Of Maintenance Items And Progress Report. This Agenda Item was introduced by Mr. Richart. Discussion. REGULAR 602. Community Development Department Urban Beautification Services Division Update On The Sign Refurbishment Project. Mr. Richart addressed the Committee on this Agenda Item and stated that the signs have been refurbished; the sealant still needs to be done for the signs; and the inspection of the signs will hopefully be done next week. Discussion. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING JULY 15, 2009 PAGE 5 OF 10 603. Community Development Department Urban Beautification Services Division Update On The Irrigation Retro -Fit Project Bids. Mr. Richart introduced this Agenda Item and commented, "I emailed everybody a link to download this package." Continuing, Mr. Richart added, "It took us a little longer than I had hoped to do. We made some changes based on input; we are now having a Landscape Architect do the design, so it is going to be what they call a `Design Build'." Discussion. Furthermore, Mr. Richart stated, "The other good news about this Project, when we were meeting with the Manufacturer, which is Hunter Industries we asked them if they would be willing to sponsor the event Mr. Richart explained that Hunter Industries agreed to donate approximately eighteen hundred dollars ($1,800.00) worth of free products which includes the irrigation controller and four (4) modules; and noted, "That was a great donation by Hunter." Further discussion. Next, Mr. Richart stated, "If any of you would like to come in for the [Bid] Opening, it is July 23, 2009 at 3:00 p.m." With further discussion, Mr. Richart noted, "It may be prudent to say that we need to meet next month and review it [Bid] as a group." There were no objections to having a Special Meeting next month. Discussion continued. Committee Member Brown noted, "Steven [Richart], I am actually looking at your Bid right now as we are talking and I think that you did do an excellent job on it. I am pleased to see that you included the Landscape Architect in on it." Committee Member Brown added, "I appreciate all your work on this." 604. Community Development Department Urban Beautification Services Division Update Potential Landscape Projects That Could Be Funded With The Project Donation Money. Vice Chairperson Brook addressed the Committee regarding this Agenda Item and commented, "Some of the things that I have planned to say, I already talked about earlier but what I did the last time that I brought up the suggestion that our [Winter Springs] Boulevard needed work and we needed to consider our twenty -five thousand [dollars] ($25,000.00) to revamp that." Vice Chairperson Brook added, "I was told that I could go out and look it over and come back. I did look it over." CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING JULY 15, 2009 PAGE 6 OF 10 Vice Chairperson Brook submitted a presentation with photographs of areas that need improvement. Next, Vice Chairperson Brook stated, "Now, I went through all the monuments also; I have noted all that in there. I would suggest that you at least look at the fountains area." Vice Chairperson Brook added, "There is the one [monument] with the sign missing." Mr. Richart stated, "That looks like Howell Creek." Mr. Richart agreed to check into the missing sign. Further discussion followed. Vice Chairperson Brook then remarked, "I was going to recommend that we get a professional to do the landscaping /irrigation and I see that Steven [Richart] has already done that. Now, if we do the irrigation, we are probably going to have plant damage, so, we will not be able to replace these plants until after irrigation without again losing them. We end up having to clean out the beds of debris and bad plant material and weeds and etc. and wait until the irrigation is done." Mr. Richart stated, "It depends on which route we take to run the wiring." Vice Chairperson Brook suggested, "Another thing that I wanted to recommend that we consider doing would be to hire a Horticultural professional to consult with us on plant material." Continuing, Vice Chairperson Brook added, "My third suggestion was going to be that we do have Meetings more often because we do have a lot going on and we are going to have more going on and three (3) months is just too far." Mr. Richart stated, "I think that if we use the twenty -five thousand [dollars] ($25,000.00) for this purpose completely with the money that is already planned in the Budget, I think that we will have more than enough." "I AM MAKING A MOTION THAT THE TWENTY FIVE THOUSAND [DOLLARS] ($25,000.00) THAT IS BEING GIVEN TO TLBD (TUSCAWILLA LIGHTING AND BEAUTIFICATION) BY THE TUSCAWILLA COUNTRY CLUB FOR USE IN BEAUTIFYING TUSCAWILLA BE USED FOR BEAUTIFICATION OF THE TLBD (TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT) AREAS THAT WE HAVE JUST VIEWED." MOTION BY VICE CHAIRPERSON BROOK. SECONDED BY CHAIRMAN THOMPSON. DISCUSSION. Tape 2 /Side A CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING JULY 15, 2009 PAGE 7 OF 10 VOTE: COMMITTEE MEMBER BROWN: AYE COMMITTEE MEMBER COKER: AYE CHAIRMAN THOMPSON: AYE VICE CHAIRPERSON BROOK: AYE COMMITTEE MEMBER GILMORE: AYE MOTION CARRIED. Discussion followed regarding the Budget and the twenty -five thousand dollar ($25,000.00) donation. Mr. Richart stated, "I would like to ask you, with the twelve thousand five hundred [dollars] ($12,500.00) that we currently have, I would like to get started with that in areas that will not be impacted by the irrigation which would be the front entrance area and use Mary's [Brook] examples are areas that we would want to start." Vice Chairperson Brook stated, "Let me help you with that with ideas. And I do think that we are going to need a Consultant." Mr. Richart stated, "If this Board would want to hire in an independent person and pay them for it, that certainly is an option." Mr. Richart commented, "What we need to do because of our Meeting schedule; I know we probably need to meet again soon to review the bids and we probably need to set that date; but if we could authorize that Mary [Brook] and I can move quickly and get some of this done up to a certain dollar amount to hire this Consultant." "I MOVE THAT WE AUTHORIZE UP TO A THOUSAND DOLLARS ($1,000.00) FOR EMPLOYING THE APPROPRIATE LANDSCAPE PEOPLE TO MAKE RECOMMENDATIONS FOR ADDITIONAL PLANTINGS." MOTION BY ADVISORY COMMITTEE MEMBER GILMORE. SECONDED BY ADVISORY COMMITTEE MEMBER COKER. DISCUSSION. VOTE: COMMITTEE MEMBER GILMORE: AYE COMMITTEE MEMBER BROWN: AYE COMMITTEE MEMBER COKER: AYE CHAIRMAN THOMPSON: AYE VICE CHAIRPERSON BROOK: AYE MOTION CARRIED. Chairman Thompson stated, "Let's see if we can keep it lower than that. As Steven (Richart) said, I would rather see it go towards the plant material." CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING JULY 15, 2009 PAGE 8 OF 10 Continuing, Chairman Thompson commented, "Let us address the twelve five [thousand dollars] ($12,500.00) that we currently have. Do we want to go ahead once we have our recommendations from our expert, move with the twelve five [thousand dollars] ($12,500.00) to start replacing plants in the areas that will not be impacted by the irrigation project "I WOULD MAKE A MOTION THAT WE GIVE STEVEN [RICHART] THE GO AHEAD WITH THE TWELVE FIVE [THOUSAND DOLLARS] ($12,500.00) TO GO AHEAD AND PROCEED WITH THE ITEMS THAT MARY [BROOK] RECOMMENDED IN THE ENTRANCE WAY THAT WOULD NOT BE IMPACTED BY THE IRRIGATION PROJECT." MOTION BY ADVISORY COMMITTEE MEMBER BROWN. SECONDED BY ADVISORY COMMITTEE MEMBER COKER. DISCUSSION. VOTE: COMMITTEE MEMBER GILMORE: AYE COMMITTEE MEMBER BROWN: AYE COMMITTEE MEMBER COKER: AYE CHAIRMAN THOMPSON: AYE VICE CHAIRPERSON BROOK: AYE MOTION CARRIED. Discussion ensued regarding a date for a Special Meeting. "I MAKE A MOTION THAT WE MEET ON OR BEFORE THE END OF JULY SO THAT RANDE [THOMPSON] AND BRENDA [HAYES BROWN] WILL BE ON THE BOARD STILL AND ASSIST US WITH THIS ON JULY 30 [2009]." MOTION BY VICE CHAIRPERSON BROOK. SECONDED BY ADVISORY COMMITTEE MEMBER GILMORE. DISCUSSION. VOTE: COMMITTEE MEMBER BROWN: AYE COMMITTEE MEMBER COKER: NAY CHAIRMAN THOMPSON: NAY VICE CHAIRPERSON BROOK: AYE COMMITTEE MEMBER GILMORE: NAY MOTION DID NOT CARRY. Much discussion. "I WILL MAKE A MOTION THAT A SPECIAL MEETING BE HELD ON AUGUST 12, [2009] TO FOLLOW UP ON THE BID PROJECTS AND THE LANDSCAPE SPECIALIST." MOTION BY CHAIRMAN THOMPSON. SECONDED BY ADVISORY COMMITTEE MEMBER COKER. DISCUSSION. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING JULY 15, 2009 PAGE 9 OF 10 VOTE: COMMITTEE MEMBER COKER: AYE CHAIRMAN THOMPSON: AYE VICE CHAIRPERSON BROOK: AYE COMMITTEE MEMBER GILMORE: AYE COMMITTEE MEMBER BROWN: NAY MOTION CARRIED. Chairman Thompson stated, "Mary [Brook], thank you very much for the work that you did on the presentation that you did. It was compelling." Advisory Committee Member Brown remarked, "I want to thank everybody for the opportunity to contribute to this Committee. Committee Member Brown added, "I fully intend to be there with you as a resident member of the group." Committee Member Coker stated, "Thank you, Brenda [Brown]. Thank you, Rande [Thompson]. It has been a pleasure." Vice Chairperson Brook commented, "I am going to miss both Rande [Thompson] and Brenda [Hayes Brown] but I am hoping that they will come back and we will see them in the audience often. They both have added so much." Vice Chairperson Brook added, "It has been wonderful to work with both of you. Thank you for everything you gave." AGENDA NOTE: PUBLIC INPUT WAS AGAIN OPENED. PUBLIC INPUT Ms. Pamela Carroll, 865 Dyson Drive, Winter Springs, Florida: stated, "I just wanted to thank both you [Rande Thompson] and Brenda [Hayes Brown] for watching out for all of the residents that are a part of the Tuscawilla Lighting And Beautification District. You have done an excellent job." Chairman Thompson said, "Thank you" and added, "Carol [Lallathin], thank you. Brenda [Hayes Brown], thank you. Steven [Richart], thank you. Board, you have been wonderful. It has been an opportunity. I have never done anything with this board other than to want to serve the community. I thank you for that opportunity. It has been fun. Thank you." CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING JULY 15, 2009 PAGE 10 OF 10 ADJOURNMENT Chairman Thompson adjourned the Regular Meeting at 9:06 p.m. RESPECTFULLY SUBMITTED: 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.