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Home My WebLink About2005 07 11 Regular Item 508- Request to Revise Schedule for Phase II T.L. B.D. Street Lighting and Signage Impvts 071105_ COMM _Regular _508_ TLBD _Revised_Implementation_Schedule Page I of2 COMMISSION AGENDA ITEM 508 Consent Informational Public Hearin Re ular x July 11. 2005 Regular Meeting Mgrr; Dept. Authorization REQUEST: City Manager requesting the City Commission to revise the Implementation Schedule for Phase II T.L.D.D. Street Lighting and Signage Improvements. PURPOSE: This agenda item is needed to get Commission approval to reVIse the T.L.B.D. Implementation Schedule approved at the June 27, 2005 meeting. CONSIDERATIONS: At the June 27, 2005 meeting the Commission approved Regular Agenda Item 506 setting an Implementation Schedule for T.L.B.D. Phase II Improvements, including the mailing of a straw ballot. Considerable concern has been expressed regarding the short time frame allowed for the mailing and return of the straw ballot, and the likelihood of a flawed ballot due to the lack of time for proper education prior to the residents actually deciding their vote. Staffhas reviewed the matter with G.S.G., the City's Assessment District Consultant, and decided that we can delay the ballot by approximately 60-days and still meet our critical dates, giving the City and the T.L.B.D. additional60-days for public education. Under the revised Implementation Schedule ballots will be mailed September 9, 2005, and due at City Hall no later than September 23,2005. FUNDING: N/ A 071105_ COMM_Regular _508_ TLBD _Revised_Implementation_Schedule Page 2 of2 RECOMMENDATION: It is recommended that the City Commission approve the revised Implementation Schedule for implementation of Phase II Lighting and signage Improvements. ATTACHMENTS: 1. Revised Implementation Schedule. 2. June 27,2005 Regular Agenda Item 506. COMMISSION ACTION: 071105_COMM_Regular_508_Attachment_1_Schedule Page 1 of 2 CITY OF WINTER SPRINGS, FLORIDA TUSCAWILLA NEW CAPITAL PROJECT CRITICAL EVENTS SCHEDULE FISCAL YEAR 2005-06 (GSG & NG&N) (2nd & 4th Monday, 6:30 PM) EVENT DATE Phase I Notice to Proceed April 28, 2005 Project Initiation/Field Work By May 20, 2005 Prepare draft Memorandum By June 10, 2005 Prepare and Mail Ballots By September 9, 2005 Ballots Due By September 23, 2005 Prepare final Memorandum By September 26, 2005 Phase II (to be decided following completion of Phase I) NG&N provides draft assessment resolution to GSG & City for review September 28, 2005 GSG & City provide comments on draft assessment resolution to NG&N September 30, 2005 NG&N provides assessment resolution to City for agenda October 3, 2005 City adopts Initial Annual Resolution October 10, 2005 GSG Provides City with publication reminder letter October 11, 2005 City advertises pUblic hearing & notice of intent October 24, 2005 GSG mail out of public notices October 24, 2005 NG&N provides draft final assessment resolution to GSG & City for review October 31, 2005 GSG & City provide comments on draft final assessment resolution to NG&N November 3, 2005 NG&N provides final assessment resolution to City for agenda November 7, 2005 Conduct Public Hearing & Adopt Final Annual Assessment Resolution and Notice of Intent November 14, 2005 GSG obtains Data from Property Appraiser July 2006 ** EVENT DATE Reconcile Subdivisions and Combinations with Property Appraiser's Office July 2006 GSG provides test tape of Non-Ad valorem assessment roll to County Tax Collector August 14, 2006 City Certifies Assessment Roll to Tax Collector By September 15, 2006 GSG Computes Prepayment Amounts September-October 2006 Tax Bills Mailed November 1, 2006 CITY COMMISSION AGENDA June 27,2005 Meeting Consent Information Public Hearin2 Re2ular X ITEM 506 MGR. r-- /Dept.~ REQUEST: The Community Development Department, Urban Beautification Services Division, requests the City Commission allow the Tuscawilla Lighting And Beautification District Advisory Board and City Staff to move forward with public notification for the Phase Two Street Lighting And Street Sign Installation. PURPOSE: The purpose of this agenda item is to request permission from the City Commission to proceed with public notification, public meetings, and mailing of a non-binding straw ballot to the residents of Tuscawilla to determine support for the Phase Two Improvement Project. CONSIDERATIONS: The Tuscawilla Lighting And Beautification District was originally conceived as a Two Phase program of beautification improvements with capital, maintenance, and debt service components affecting the yearly district tax assessment. · Phase One consisted ofhardscape and landscape upgrades to (9) Tuscawilla entrances and the Winter Springs Boulevard medians. Included in this program is decorative street lighting and decorative street signage along Winter Springs Boulevard. This Phase has been complete for several years with positive results for Tuscawilla Residents and the Winter Springs Community being obvious. The maximum 'cap' on yearly assessments was originally set at $110.00 per unit; the current total assessment is only $93.36 per year. · Phase Two consists of decorative street lighting and decorative street signage along the following Tuscawilla residential roadways: Northern Way, Seneca, Vistawilla, Trotwood, Tuscora, Greenbrier, Howell Creek, Deer Run, and Dyson. The annual total assessment increase for Phase Two, which consists of installation and maintenance of 535 decorative street lights and 170 decorative street signs, will be $57.53 per year per unit. June 27, 2005 Regular Item 506 Page 2 FUNDING: Funding for notification ofthe Phase Two Improvement Project to the Tuscawilla Lighting and Beautification District Residents shall come from Capital Fund Line Code (308- 63000) in the amount of$ll,285.00, as per recommendation from Government Services Group. RECOMMENDATION: It is recommended the City Commission approve City Staff and the Tuscawilla Lighting And Beautification District Advisory Board to proceed with public notification, public meetings, and the mailing of a non- binding straw ballot to residents in the Tuscawilla Lighting and Beautification Taxing District in an effort to gather public input regarding moving forward with the Phase Two Improvement Proj ect. ATTACHMENTS: A. Government Services Group (G.S.G.) - Tuscawilla Phase 2 Status Report B. Proposed Improvements Fact Sheet C. Important Notice Of Proposed Increase D. Non-Binding Straw Ballot E. Map - Phase Two Project Area CITY COMMISSION ACTION: G s G pUbJ:ic sector (uncliY13 0( service solutions GOVERNMENT SERVICES GROUP. INC. June 6, 2005 VIA E-MAIL TRANSMISSION Mr. Ronald W. McLemore City Manager City of Winter Springs 1126 East State Road 434 Winter Springs, Florida 32708-2799 Re: City of Winter Springs (City): Tuscawilla Phase II Improvement and Beautification Project Status Report Dear Ron: The purpose of this letter is to provide the City with the preliminary findings and conclusions of Government Services Group, Inc. (GSG) and Nabors, Giblin & Nickerson, P.A. (NGN), regarding the Tuscawilla Phase II Improvement and Beautification Project, so the City Commission may decide whether or not to proceed with the preparation and mailing of ballots to property owners in the project benefit area. The project consists of two primary components: a capital component and a maintenance component. In addition, as with all assessment programs, there is an additional cost component, the assessment program cost component. The capital component of the project consists of the removal of existing street signage and streetlights and installation of new decorative street lampposts and signage along the collector roads1 (excluding Winter Springs Blvd., which received similar street lampposts and signage in the Phase I Project) in the existing Tuscawilla benefit area. The projected cost of the capital component, including a standard ten percent contingency amount for increases in the cost of the project (the "Phase II Improvements) is approximately $525,0002. The maintenance component consists of operating and maintaining of the new street lampposts and signage. The projected cost of the maintenance component is approximately $190,000 annually. The assessment program cost component consists of the annual cost for the City to: 1) maintain the Phase II capital and maintenance assessment program and prepare and submit an assessment roll to the County Tax Collector for collection of the assessments on the tax bill; 2) pay the statutorily established fee to the County Tax Collector for collecting the assessments and providing the revenues to the City; and 3) provide funding 1 These roads consist of the following: Northern Way. Seneca, Vistawilla, Trotwood, Tuscora, Greenbrier, Howell Creek. Deer Run. and Dyson. 2 Financing arrangements have not been established. therefore. a 5 percent loan issuance amount has been assumed. 1500 Mahan Drive, Suite 250 I Tallahassee FL 32308 I T 850.681.3717 I F 850.224.7206 280 Wekiva Springs Rd. I Protegrity Plaza. Suite 203 I LongwQod FL 32779 I T 407.629.6900 I F 407.629.6963 June 6,2005 Page 2 necessary to fund the program in the event that all tax payers take advantage of the statutorily provided early payment discount. The projected assessment program costs are $ 19,875 annually. TUSCAWILLA PHASE II IMPROVEMENT AND BEAUTIFICATION PROJECT BENEFIT AREA A substantial majority of the parcels within the Tuscawilla Beautification Improvement Area are residential properties or capable of supporting residential dwelling units. Presently, there are 4,515 parcels in the Tuscawilla benefit area. All parcels within the Tuscawilla Phase II Beautification Improvement Area benefit from the construction of the Phase II improvements based on the following components: · Beautification or aesthetics . Enhanced safety The benefit area for the Phase II project is exactly the same as for the existing Phase I program. There are no additions or deletions from the benefit area. APPORTIONMENT METHODOLOGY For the Tuscawilla Phase I Improvement and Beautification Project, an Orlando based real estate appraisal firm was engaged to provide an analysis of the benefits derived from the proposed improvements. GSG and NGN staff have concluded that, by completing the Phase II Improvements on the remainder of the collector roads in the benefit area, the Phase II project is a logical expansion of the initial project and the identified benefit and apportionment methodology is valid for allocating the cost of the Phase II improvements. Our comments to city staff regarding the location of the Phase II Improvements should help to reinforce this logic. As such, each residential parcel was assigned one equivalent residential unit for each improved dwelling unit located thereon. All unimproved, platted lots with a vacant residential property use, were also assigned one equivalent dwelling unit. Unimproved, unplatted parcels, with a vacant residential property use, were initially assigned one equivalent dwelling unit and will be subject to a prorated assessment based upon the actual number of dwelling units subsequently developed or platted thereon. Non-residential property uses were assigned equivalent dwelling units based on the analysis of their building size compared to that of an average residential dwelling. Accordingly, the assessable costs of the Tuscawilla Phase II Improvement and Beautification Project are proposed to be apportioned based on the number of residential dwelling units or their equivalent contained or able to be built on each parcel of property. Each resultant residential unit or its equivalent within the Tuscawilla Phase II Beautification Improvement Area is expected to benefit equally based on the beautification and safety components. An assessment for any given parcel will be calculated by multiplying the number of equivalent residential units assigned to the parcel by the rate per equivalent dwelling unit to determine the total assessment amount. Presently, there are 4,301 Equivalent Residential Units (ERU) in the Tuscawilla Phase II Beautification Improvement Area. PRELIMINARY ESTIMATED ANNUAL ASSESSMENT RATES All of the information regarding the costs of constructing and financing the Phase II Improvements have been provided by the City. The capital component costs include the projected costs of financing issuance. Based on the assessable costs of the Phase II Improvements and the application of the recommended June 6,2005 Page 3 apportionment methodology, Table 1 provides the preliminary annual assessment rate per equivalent residential unit (ERU) for capital, operating and assessment program costs. Table 1 Tuscawilla Phase II Improvement and Beautification Project Preliminary Estimated Annual Assessment Rates Expense Annual Debt Service Amount Annual Maintenance Amount Assessment Program Costs Assessment Program Requirement Annual Assessment Amount per ERU Amount $ 37,560 $ $ 190,000 $ $ 19,875 $ $ 247,435 $ 8.73 44.18 4.62 57.53 Notes: 1) Principal loan amount $551,250 Capital Costs $525,000 Financing Costs 5% of Capital Costs ($26,250) Loan Terms (30 year, 5.5%) 2) Current Year assessment study costs ($20,000) are funded from existing fund balance. 3) Notification costs ($11,285) to be funded from existing fund balance. 4) Assessment Program Cost Components Annual Assessment Program Costs (additional) $5,600 Statutory Discount $9,326 Tax Collector Costs $4,949 If you have any questions or require any additional information at this time, please contact me. Sincerely, 54~ Skip Burnside Senior Project Manager cc: Camille Tharpe Chris Traber Kipton Lockcuff Michelle Greco Steven Richart PROPOSED IMPROVEMENTS FACT SHEET The Tuscawilla Lighting And Beautification District Advisory Board is proposing additional improvements that will result in an increase of the yearly assessments. FREQUENTLY ASKED QUESTIONS Q: What improvements are being proposed? A: As part of the Tuscawilla Lighting and Beautification District's improvement plan, the Advisory Board is proposing a project to install new street lighting and signage along the following streets: Northern Way, Seneca Boulevard, Vistawilla Drive, Tuscora Drive, Trotwood Boulevard, Deer Run, Howell Creek Drive, Dyson Drive, Greenbriar Lane, and Shetland Avenue. Q: Why are the improvements being proposed? A: These improvements are being proposed to finish the Advisory Board's two phase plan of beautification for the Tuscawilla Community. The first phase of the plan has been recently completed, improving nine entrances and Winter Springs Boulevard by upgrading fountains, hard- scaping, signage, and landscaping. Q: How does this project benefit Tuscawilla Property Owners? A: Based upon results of the first phase of the enhancement project, your Advisory Board believes the second phase will provide additional value to Tuscawilla by way of increased appeal to potential home buyers and additional safety for current home owners. Street Lighting Street Signage Q: How does this project benefit my family? A: The main benefit you and your family will notice is additional street lighting spaced strategically to provide greater visibility and safety during the evening on main roadways throughout Tuscawilla. Q: How long will the project take to complete? A: The project will take at least two years to complete. Q: Will this cause my annual assessments to increase? A: The proposed improvements will increase your current annual assessment an estimated $55 to $65 per year. Q: Are there currently any other projects being considered that will increase my annual assessments? A: Not at this time. The Advisory Board's goal is to do an excellent job at maintaining the Tuscawilla Lighting and Beautification District while protecting your home investment. All at an affordable cost. The District's operational costs continue to be one of the most affordable and well managed in Central Florida, however, an additional increase in the maintenance assessment may eventually be required as costs of contracted services escalate. Q: Will I have input into this decision before it is made? A: The Tuscawilla Lighting and Beautification District will hold meetings to gather public opinion regarding the Phase 2 project. An advisory referendum in the form of a 'straw ballot' will be sent to each affected homeowner allowing for written feedback to the Commission. Finally, the project will be presented to the City Commission for approval where public input will also be considered before a decision is rendered. If you have additional questions, please call the City Urban Beautification Division Manager at: (407) 327-5976. IMPORTANT NOTICE REGARDING PROPOSED INCREASE IN BEAUTIFICATION ASSESSMENT Dear Tuscawilla Resident: On August 22, 2005, the City Commission will make a decision regarding proposed increases of yearly assessments to fund proposed improvements to the Tuscawilla Lighting And Beautification District. The Commission desires to acquire a good understanding of Tuscawilla property owners' support for these improvements. To accomplish this, the Commission has authorized a non-binding advisory vote of the property owners of the Tuscawilla Lighting and Beautification District on the proposal. One vote per property will be allowed. To let your City Commissioners know your wishes regarding your support of the proposed improvements, please take the following action: 1) Review the enclosed fact sheet. 2) Following your review of the fact sheet please indicate your vote on the enclosed ballot, as instructed. 3) Return your ballot in the enclosed envelope no later than July 20th 2005 to: City Clerk, T.L.B.D. Straw Ballot, 1126 E. SR 434, Winter Springs, FL 32708. If you need any additional information please contact the Urban Beautification Division Manager at (407) 327-5976. Sincerely, Ronald W. McLemore City Manager RWM/sr City of Winter Springs 1126 E. State Road 434 Winter Springs, Florida 32708 SAMPLE NON-BINDING STRA W BALLOT Name Address Tax Parcel Number: Benefit Units: Sequence Number. BALLOT CITY OF WINTER SPRINGS . SEMINOLE COUNTY, FLORIDA. Tuscawilla Lighting And Beautification District PROPOSED INCREASE IN CAPITAL & MAINTENANCE ASSESSMENT . INSTRUCTIONS: TO VOTE, COMPLETELY FILL IN THE SQUARE NEXT TO YOUR CHOICE. . Use a permanentmarking device such as an ink pen. If you make a mistake, a new ballot may be picked up at City Hall. If you erase or make other marks, your vote may not count. Ballot must be received at City Hall no later than July 20, 2005. RELATIVE TO THE PROPOSED IMPROVEMENTS TO THE TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT PHASE 2 PROGRAM, IT IS MY WISH THAT THE CITY COMMISSION o APPROVE o REJECT THE PROPOSED IMPROVEMENTS AND RELATED INCREASE IN MAINTENANCE ASSESSMENTS TO MAINTAIN THESE IMPROVEMENTS. Parcel Owner Tax Parcel Number: Benefit Units: Printed Name Date Signature Of Property Owner r- 'nn_ ...... 1=-7: -:"BV ."""'..... / /:tnm:n ''/1 i ! ;''t1~' ~_;'n! i , ~~~' '" :~III -_; i-j:" ~ , ~ - , \ " ~ .1- ---'" , ~<~~o;/~,~{ !f~ i:I;-- "~'\'" , le17 lib"" l~" " ~ """,' ,rJI"" OUT ceff~ .::>.:. I a ::jlt-~ ~~ " ," h :; I "\".... ,- " ,,' ~~.j ft, ~~\?\ mt(\N7 .- ,)' .,~~ ,',....... 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