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HomeMy WebLinkAbout2006 01 18 Consent 200 Requesting Approval of TLBD Regular Meeting Minutes October 19, 2005 CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCA WILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING NOVEMBER 16, 2005 CALL TO ORDER Vice Chairman Rande Thompson called the Regular Meeting of the Tuscawilla Lighting and Beautification District Advisory Committee to order at 7:03 p.m., Wednesday, November 16, 2005 in the Commission Chambers of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). Roll Call: Chairman Gary Hillery, arrived at 7:09 p.m. Vice Chairman Rande Thompson, present Committee Member Moti Khemlani, arrived at 7:05 p.m. Committee Member Helen Baker, present Committee Member Brantley Tillis, present Vice Chairman Thompson led the Pledge of Allegiance. PUBLIC INPUT No one spoke. CONSENT AGENDA CONSENT 200. Office Of The City Clerk Approval Of The October 19, 2005 Regular Meeting Minutes. Committee Member Mati Khemlani arrived at 7:05 pm. Discussion ensured regarding the approval of the Minutes from last month's Meeting. "I MAKE A MOTION THAT WE APPROVE." MOTION BY COMMITTEE MEMBER BAKER. SECONDED BY COMMITTEE MEMBER TILLIS. DISCUSSION. WITH CONSENSUS OF THE COMMITTEE THE MOTION WAS APPROVED. MOTION CARRIED. IlL aJ--: ~ ; ;=- I ...J · ...J ~'-' -- ~ ~ L~.J l -.l CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCA WILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMIITEE REGULAR MEETING - NOVEMBER 16, 2005 PAGE 2 OF 7 Mr. Steven Richart, Urban Beautification Manager, Community Development Department, stated, "Before I go to the Budget though, I would just like to say that the Phase II Program did pass and it was approved by the Commission. I want to thank everybody for the hard work. We are very proud that it went through with such a large approval rating from the Citizens. Over a thousand people said 'Yes', that is almost two (2) to one (1). So, we are excited about getting started and we are going to mail out the 'Pre-payment Coupons' to the Residents within a week or two (2)." Mr. Richart added, "Weare going to try to encourage the Residents to pre-pay their capital portion. And if we can get enough response in doing that, we think that we may not have to go out for the financing. So if we can get seventy five percent (75%) of the people to pre-pay - we may not have to finance this." Vice Chairman Thompson said, "When will they have to pre-pay by?" Mr. Richart said, "Weare going to need to set a date for that. Probably March somewhere in there. We have to think about it. The thing is, if we do not get enough money up front and we have to finance, it is probably best to have that in place by May, the financing." Vice Chairman Thompson said, "The reason for my question is, we have some people on that Newspaper that might be able to put some articles in place - plus mailing from us..." Mr. Richart said, "...And like I say, 'We are out of money' almost, we are pretty much at the end of being able to finance this campaign until we start getting some of the revenues in, so it is going to be hard for us to do additional mailings, besides this one. But I think definitely we can get some pre-payments. November 1 st is actually when we will start collecting the assessments from the taxes of 2006 - November 1 st. Other than the pre- payment revenue, that is all we would have until after November 1st [2006]." Chairman Gary Hillery arrived at 7:09 p.m. Discussion ensued. Committee Member Brantley Tillis asked, "Do you think that there is a way that we could have an approval - I guess right now it means that I would have to write a check and mail it into the City - is there a way they could say 'Please add this to my bill'." Vice Chairman Thompson said, "The water bill." Mr. Richart said, "No, that would not work." Mr. Richart continued, "It may be a possibility. My concern would be that they would have a hard time tracking it. Mr. Richart further added, "It is a good idea, maybe we can offer it - I think the City takes Credit Cards now for their utility - we can offer that, I do not know, maybe. But that is a good point and I will mention it to the Director. " . I . ; ;=r I ...J · ....J ~ -- ~ ~ L-'-l l --1 CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCA WILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - NOVEMBER 16, 2005 PAGE30F7 Vice Chairman Thompson said, "How much is the pre-payment, dollar amount?" Mr. Richart said, "What went out in the flyer was one twenty-six seventy-two ($126.72) 1 believe. Then the pre-payment after financing was in the one fifty [dollars] ($150.00) range." Discussion. Committee Member Khemlani said, "My recommendation is 'Let the City go ahead with advising the Homeowners in a City Documentation' and then the Homeowners Association should have a schedule of three (3) announcements or advisements because the first time, they do not really understand; the second time, it starts to sink in because of repetition; the third time, is the since of urgency that you bring to them and say 'Here it is - the Deadline is so and so' and it works." Mr. Richart said, "I think that is great if the HOA (Homeowners Association) would be willing to help us out with that and publish something repetitiously. Our mail outs for the coupon - will go out in a couple of weeks and that coupon - tells them where to make their payment; how much." Mr. Richart said, "Maybe we wait and maybe we do two (2) publishings through the HOA (Homeowners Association) Newsletter and then we do the mail out." Committee Member Khemlani said, "That is what my recommendation was." Mr. Richart said, "And we can." Mr. Richart continued, "This next mail out is just a courtesy to give them a coupon to help them out - to remind them." Discussion. Mr. Richart said, "My urgency is, 1 have to sign contracts with Progress Energy. They are going to want some - an up front down payment on the first project. And 1 would like to have some of that in place prior to us getting down to the wire." Mr. Richart continued, "Progress Energy at this point is not even scheduled if we sign the contracts which 1 need to do, they will want some sort of deposit, 1 think that they will probably be starting by May to June, July." Mr. Richart added, "I think that this Board needs to decide which street we want to be first and in what order. That is probably a priority for us. And 1 think that we need to have that information relatively soon. 1 would say by the December Meeting, we need to know what order we want to go in." Discussion. . = !...-; ?,-, · ..;;J ~ ~ ~ Ll--...J I -.l CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - NOVEMBER 16,2005 PAGE40F7 Mr. Richart added, "If we do not have them signed by December 31 st [2005] we will lose that pricing. It will go up about twenty five percent (25%)." Mr. Richart further stated, "So that is going to happen within a few days, I am going to sign it which is all we need, and express - that we have had a Commission Vote and everything is good to go. That was my urgency on the pre-payment if we could get it out, and start getting some revenues in. I would like to have some money set aside for the first phase of that project." Discussion. Mr. Richart explained that there are street signs and mail boxes to match the Washington and Flagler combination and stated, "It is gorgeous." Mr. Richart added, "We could really promote this thing because if we can get the quantities in the discounts that I think we can get; we can also go in and offer residents these mail boxes. If they want to come in and upgrade to match the street lighting; could be a - big promotion." Discussion. Mr. Richart remarked, "If we can work a deal; maybe we could get down into a reasonable - that the people may want to do that. And it would fit within our budget. It is a local distributor - Progress Energy [of Florida, Inc] is local." Committee Member Brantley Tillis stated, "There might be a Web Link for what you are talking about Steven [Richart]." Mr. Richart added, "I could email the site. But there is a link and you can download the PDF files to it. I was thinking about bringing that to the next Meeting." REGULAR AGENDA REGULAR 500. Community Development Department - Urban Beautification Division Review Of Budget. Mr. Richart presented this Agenda Item. Committee Member Tillis asked, "Where is our current debt on page one (l )?" Mr. Richart said, "I could certainly find that out for next Meeting." Discussion. $~ ~ :T-: ~a 11"-0 ~d - ~ ~ U-.J I --' CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - NOVEMBER 16, 2005 PAGE 5 OF 7 REGULAR 501. Community Development Department - Urban Beautification Division Maintenance Items And Progress Report. Mr. Richart discussed this Agenda Item. Discusssion. Tape l/Side B In regards to the cleaning that has been done by Waterworks, Chairman Hillery said, "Are they going to do the bridges also?" Mr. Richart said, "I can find out for you - if you would like to know tomorrow. I can email you and let you know when." Chairman Hillery said, "Would you please?" REGULAR 502. Community Development Department - Urban Beautification Division Update On Street Lighting And Decorative Sign Project. With regards to the Street Lighting and Sign Project, Mr. Richart presented this Agenda Item and stated, "We have already talked about it. You know that the City Commission did Vote and passed it. And we talked about the pre-payment. Are there any questions about the Phase 2 Project we have not answered, that any of you may have." Mr. Richart continued, "I would like to say by next Meeting we need to know - we can put it on the Agenda to discuss which streets we want to do and in what order. Have a Plan A and maybe a Plan B." Discussion. REGULAR 503. Community Development Department - Urban Beautification Division Update On The Proposed Trotwood Wall Extension. Mr. Richart presented this Agenda Item. Discussion. II[" . I ; p- I ....J · V :.A.J .. ~ L~.J l J CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCA WILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITIEE REGULAR MEETING - NOVEMBER 16, 2005 PAGE60F7 600. REPORTS ~~ ~ ~~ · ...J ~ --- .... ~ L-.l I .J Committee Member Helen Baker stated, "I met with a company called Holiday Lighting and he proposed a way of decorating the front entry that would be quite spectacular, mainly with white lights." Committee Member Baker continued, "The way they work is that they would buy all material which becomes ours; all the timers, all the power cords, whatever is needed there and all of the labor, and storage. For the first decorating job, it would cost sixty eight ninety ($6,890.00). And then next year it would cost two thousand [dollars] ($2,000.00) for the set up - they would store the stuff and - would put it up and take it down." Discussion. Committee Member Baker said, "Why don't 1 call him and ask him to fax the proposal to you. And then you can just deal with him direct." More Discussion. Tape 2/Side A Discussion continues regarding the Holiday Decorating. "I MAKE A MOTION [TO] HAVE STEVEN [RICHART] START WITH THIRTY FIVE HUNDRED DOLLARS ($3,500.00), SEE WHAT HE CAN NEGOTIATE AND PUT A CAP ON IT OF FIVE THOUSAND [DOLLARS] ($5,000.00)." MOTION BY CHAIRMAN HILLERY. SECONDED BY COMMITTEE MEMBER KHEMLANI. DISCUSSION. VOTE: COMMITTEE MEMBER TILLIS: AYE CHAIRMAN HILLERY : AYE VICE CHAIRMAN THOMPSON: AYE COMMITTEE MEMBER KHEMLANI: AYE COMMITTEE MEMBER BAKER: AYE MOTION CARRIED. Mr. Richart stated, "What you need to do is Appoint a person from this Board to accompany me to meet with him." Chairman Hillery said, "I think 'Helen' [Baker]. Committee Member Baker said, "I can do it." Mr. Richart said, "Any of you can call me and have conversations with me; you just can not call each other and discuss Board business outside of a Meeting." CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCA WILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - NOVEMBER 16,2005 PAGE70F7 Ms. Carol Lallathin, Assistant to the City Clerk, will verify whether or not the Board Members can discuss anything outside of the scheduled Meeting, Vice Chairman Thompson inquired about a scheduled Meeting regarding the Sunshine Law. Ms. Carol Lallathin will let Vice Chairman Thompson know about this. Regarding an inquiry about the date of December 21 st for the Next Meeting, Mr. Richart said, "Let me see if there are earlier options on that - I will send you an email." FUTURE AGENDA ITEMS N one were noted. ADJOURNMENT "I MAKE A MOTION THAT WE ADJOURN." MOTION BY COMMITTEE MEMBER BAKER. SECONDED. DISCUSSION. WITH CONSENSUS OF THE COMMITTEE THE MOTION WAS APPROVED. MOTION CARRIED. Chairman Hillery adjourned the Meeting at approximately 8: 47 p.m. RESPECTFULLY SUBMITTED: CAROL A. LALLATHIN ASSISTANT TO THE CITY CLERK NOTE: These Minutes were approved at the Advisory Committee Meeting. , 2005 Tuscawilla Lighting and Beautification District ~ 1 ~~ P · ....J . ~ ~.u .... ~ ~ Ll-.J I ~