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HomeMy WebLinkAbout2009 10 21 Consent 202 Requesting Approval of TLBD Special Meeting Minutes September 16, 2009 CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING SEPTEMBER 16, 2009 CALL TO ORDER The Tuscawilla Lighting and Beautification District Advisory Committee Regular Meeting of Wednesday, September 16, 2009 was called to Order by Vice Chairperson Mary Brook at 7:03 p.m. in the Commission Chambers of the Municipal Building (City C Hall, 1126 East State Road 434, Winter Springs, Florida 32708). Roll Call: ....f Vice Chairperson Mary Brook, present Committee Member Helen Baker, present Committee Member Luci Coker, present Committee Member Donald Gilmore, present Committee Member Lidya Gongage, arrived at 7:15 p.m. A moment of silence was followed by the Pledge of Allegiance. Mr. Steven Richart, Urban Beautification Services Division Manager, Community Development Department presented information on the Budget. Discussion. PUBLIC INPUT No one spoke at this time. d• AGENDA NOTE: THE FOLLOWING TWO (2) REGULAR AGENDA ITEMS WERE DISCUSSED SIMULTANEOUSLY, AS DOCUMENTED. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING SEPTEMBER 16, 2009 PAGE 2 OF 6 REGULAR AGENDA REGULAR 600. Community Development Department Urban Beautification Services Division Discussion Of Bid Package On The Irrigation Retro -Fit Project. REGULAR 601. Community Development Department Urban Beautification Services Division Update On Progress Of The Landscape Replacement Project. Mr. Richart introduced this Agenda Item and explained, "Originally I came to this Board with a suggestion that we change out the controllers to newer battery controllers that had two (2) batteries and the ability to put in a rain sensor device to comply with the State Law. We talked about it and we ended up deciding to go out to Bid to put in the wired system with one (1) controller instead of having battery timers everywhere scattered throughout the medians." Advisory Committee Member Lidya Gongage arrived at 7: S pm. Discussion followed on the options available for the Irrigation Retro -Fit project. Advisory Committee Member Donald Gilmore asked that Mr. Richart restate the problem. Mr. Richart replied, "The problem is that we have had a lot of issues with our irrigation systems on the Winter Springs Boulevard medians. When they were installed, they were installed with a battery timer to the valves in clusters." Mr. Richart added, "The timers have began to fail at an accelerated rate; a lot of them have gotten old; they are very expensive to continue to maintain and replace batteries and replace old timers." With further discussion, Mr. Richart noted that the problems which currently exist with the irrigation system and the battery system does not have the ability to work with a rain sensor. Mr. Richart summarized that the biggest concern at this time is due to the battery timer for the system which makes it difficult to control the water. Mr. Richart referenced Florida Statues 373.62 and added, "Essentially the problem is we are not in compliance; we need to get into compliance." Much discussion. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING SEPTEMBER 16, 2009 PAGE 3 OF 6 Advisory Committee Member Helen Baker asked the representatives present from LSP Nursery, Inc., "Are you still installing battery systems in new construction Mr. Clark Long, LSP Nursery, Inc, 521 Thor Drive, Palm Bay, Florida: replied, "Very seldom. Only whenever electric is not able at a site. It is a last resort." 4=1 ,one% Discussion followed on the wire system. 2 Advisory Committee Member Baker asked, "What would be the main advantage of us switching ur Mr. Long commented, "I think one of the big advantages is the versatility that it gives you over the battery valves and your watering." Mr. Long added, "You have different areas that may require a little more water than another area. Your battery timers are not reliable, you can set the time on them but they are very unreliable." Mr. Jason Cally, LSP Nursery, Inc, 521 Thor Drive, Palm Bay, Florida: commented on the different soil and plantings and said, "You have different planting material as we walked it; low, high, more water, less water so on and so forth." Further discussion. Advisory Committee Member Lidya Gongage asked, "How susceptible is this to lighting Mr. Long noted, "If it is grounded properly you will never have a problem with it." Discussion continued. Mr. Richart stated, "I do want to make a statement before we move on from these gentlemen; they did submit a nice Bid, they were the lowest Bid, however, they did not give us everything that we ask for in the package." Mr. Richart further noted, "They came later and gave us all the additional information. It is not fair for us to examine what we received afterwards from them because the other Bidders complied completely." Mr. Richart added, "I think that they are a fine company but I wanted you to know that some of this was not there but it is in my notes." AGENDA NOTE: PUBLIC INPUT WAS AGAIN OPENED. PUBLIC INPUT Ms. Brenda Hayes Brown, 211 Nandina Terrace, Winter Springs, Florida: spoke about the irrigation issue and agreed with going with the wired system. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING SEPTEMBER 16, 2009 PAGE 4 OF 6 Ms. Pamela Carroll, 865 Dyson Drive, Winter Springs, Florida: also thought the wired system was a good idea however she felt it should be tabled until the whole landscaping matter is completed. Further discussion. r.-CV Mr. Richart commented, "We do in fact have enough money to do this and the landscaping. It is fully budgeted as soon as October 1 [2009] hits. We have the money to do it." vst Ej Vice Chairperson Brook noted, "That concerns me because we do not have estimates for all of the [Winter Springs] Boulevard. I am not sure where we do stand on the landscaping of the [Winter Springs] Boulevard. And I think I would feel better if I knew what our requirements were there before we obligated to this." Mr. Richart stated, "We are in no hurry to do this. The only thing that I will remind you of is that we have the ninety (90) days to make a decision and contract with somebody, if not, they can withdraw. Now, whoever we choose could decide to give us more time. But I want you to be aware, I have to return some of the checks that we have in a reasonable amount of time. But there is certainly no hurry to do this. I wanted you to know, the funding in my experience I feel like we are funded to do it. Again, it would be probably prudent to get a little further along but based on the pricing we are getting on the plants right now, we are more than funded." Much discussion ensued about the Retro -Fit Irrigation System and the landscaping which is being done in phases. Tape 1 /Side B Continued discussion. "I WOULD LIKE TO MAKE A MOTION THAT WE PROCEED WITH REPLACEMENT OF THE IRRIGATION SYSTEM WITH THE WIRE SYSTEM." MOTION BY ADVISORY COMMITTEE MEMBER GILMORE. SECONDED BY ADVISORY COMMITTEE MEMBER COKER. DISCUSSION. VOTE: COMMITTEE MEMBER GILMORE: AYE COMMITTEE MEMBER BAKER: NAY COMMITTEE MEMBER GONGAGE: AYE VICE CHAIRPERSON BROOK: NAY COMMITTEE MEMBER COKER: AYE MOTION CARRIED. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING SEPTEMBER 16, 2009 PAGE 5 OF 6 Discussion followed on the Bids and Mr. Richart commented, "Generally what we do is go through each Bid and we grade them. You should have a sheet on the front of the handout that I gave you. I have given an example." Discussion. "I WOULD LIKE TO MAKE A MOTION THAT WE TAKE TIME TO READ THROUGH ALL THE BIDS; ASK FOR AN EXTENSION WITH EACH OF THE 111" COMPANIES TO MAINTAIN THE PRICE IN ORDER FOR US TO MAKE SURE WE CHOOSE THE CORRECT COMPANY, SO THAT IT CAN GO _."a BEFORE THE COMMISSION AND BE VOTED ON; BY THE NEXT L"Wil MEETING." MOTION BY ADVISORY COMMITTEE MEMBER COKER. SECONDED BY ADVISORY COMMITTEE MEMBER GONGAGE. DISCUSSION. VOTE: COMMITTEE MEMBER COKER: AYE COMMITTEE MEMBER BAKER: AYE COMMITTEE MEMBER GILMORE: AYE COMMITTEE MEMBER GONGAGE: AYE VICE CHAIRPERSON BROOK: AYE MOTION CARRIED. Advisory Committee Member Luci Coker requested of Mr. Richart, "As our next Meeting is October 21, [2009], would you need to contact these companies prior to then Mr. Richart commented, "What I will do is tomorrow I will call each of them. Let's just do them all. That way we do not have to decide who it is yet. And if somebody says `No, I cannot hold it' and then I will have to email everybody and let you know." REGULAR 601. Community Development Department Urban Beautification Services Division Update On Progress Of The Landscape Replacement Project. This was discussed throughout Agenda Item 600. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING SEPTEMBER 16, 2009 PAGE 6 OF 6 ADJOURNMENT Vice Chairperson Brook adjourned the Regular Meeting at 8:29 p.m. RESPECTFULLY SUBMITTED: a" IF"W as t ="i CAROL A. LALLATHIN ASSISTANT TO THE CITY CLERK NOTE: These Minutes were approved at the 2009 Tuscawilla Lighting and Beautification District Advisory Committee Regular Meeting.