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HomeMy WebLinkAbout2004 03 08 Informational 306 . . . COMMISSION AGENDA ITEM 306 CONSENT INFORMATIONAL X PUBLIC HEARING REGULAR March 8. 2004 Meeting MGR /~EPT J~ Authorization REQUEST: Public Works Department wishes to inform the Commission of the recommendation of the Oak Forest Wall and Beautification Committee to provide additional landscaping and irrigation along the Oak Forest Wall:' PURPOSE: This agenda item is needed to inform the Commission regarding recomnl;endations for additional landscaping and irrigation by the Oak Forest Wall and B,~utification Committee that the City Commission will be considering during upcoming budget meetings and adoptions and also resolutions for increasing the maintenance assessment. CONSIDERATIONS: The Oak Forest Capital Improvement Construction Fund Program was designed to provide wall and landscaping improvements for the Oak Forest community. This program ,provided three primary benefits: Noise Abatement, Light Abatement, and Beautification. After the original scope of the project was completed, there were considerable savings on construction costs and fees. The Advisory Committee is recommending additional improvements to further enhaw~e the overall project which include more landscaping and irrigation installations along the Oak Forest Wall at an estimated cost of$80,000. The current Capital Assessment fees will not increase due to this additional work but the maintenance assessment would if these improvemfnts are approved. It is estimated that the Annual Maintenance Assessment would be increased frQlU $26.00 to $42.00 per B.u. (benefit unit), which is needed to fund the maintenance of new landscaping and irrigation installations. Staff will presenting the details ofthe capital improvement budget during the upcoming budget workshops. .~.; . . . March 8, 2004 Regular Agenda 306 Page 2 of6 Proiected Cost Schedule CaDital Costs Landscaping Irrigation Design and Plans Bid Advert. NG&N Cert. Mailings Contingency (10%) $35,500.00 $29,450.00 $950.00 $200.00 $5,000.00 $1,168.75 $7,226.88 $79.495.63 Total Additional Maintenance Costs Annual Landscape and Irrigation Fertilization and Pest Water Billing Water Billing New Existing Total Maint. Additional $4,500.00 $1,950.00 $650.00 $900.00 $8.000.00 RECOMMENDATION: No recommendation for action at this time. IMPLEMENTATION SCHEDULE: Government Services Group (GSG) is currently calculating the impact to the maintenance assessment. The City Commission will have the opportunity to consider this project during the budget workshop and Public Hearing regarding the Amended Final Resolution and Adoption of the New Assessment Roll. Construction of the project could begin first quarter of 2005. ATTACHMENTS: 1. GSG - Improvements program revision of maintenance costs letter. 2. Conceptual photo oflandscaping enhancements. COMMISSION ACTION: No action required at this time. . . . March 8, 2004 Regular Agenda 306 Page 3 of6 Attachment No.1 GSG Government Services Group, Inc. Dedicated to solving fundJ1tQ and UNlee delivery Issues In "'8 pub/Ie sector ," .. I ...... . I..... ,l I ~.'. I, t Jll f', 1500 Mahan Drive, Sv~o 250 . Tallahassee, FL 32308. Phone (850) 681-3717. Fax (850) 224-7206. E-mail: gsgCgovserv.com January 15, 2004 Kipton D. Lockcuff, P.E. Director of Public Works City of Winter Springs 1126 East S.R. 434 Winter Springs. FL 32708 Re: Oak Forest Wall Neighborhood Improvements Assessment Program Revision of Maintenance Costs for Fiscal Year 2004- 05 Mr. Lockcuff: Winter Springs has completed its fourth year of the annual assessment program for the Oak Forest Wall initiated in Fiscal Year 1999-2000. Govemment Services Group, Inc. ("GSG") and Nabors, Giblin & Nickerson, P .A. rNG&N") are pleased to have assisted Winter Springs in undertaking and successfully implementing this recurring revenue source. It is GSG and NG&N's understanding that the City wants to revise the maintenance Ibudget associated with this project. It is our further understanding that this revision will not result in a change in the service area nor any change in the capital budget associated with the wall's construction. As we have previously discussed, this revision will not cause the City to have to revisit the Notice of Intent process. To move forward with this change in the project and to reviSE! the rates GSG witt need a revised copy of the maintenance budget at your earliest convenience. Once we have that information, we can calculate an assessment budget and recalculate the rates for the maintenance portion of this project. Once the rates have been recalculated GSG can prepare first class notices to inform the property owners within this service area of the rate change, We would recommend 81 public hearing date sometime in mid to late July or August. This . . . March 8, 2004 Regular Agenda 306 Page 4 of6 Mr. Kipton D. Lockcuff, P.E. January 15, 2004 Page Two will enable the City to adopt an amended resolution to reflect the rate change at the same time the City certifies the non-ad valorem assessment roll to the Tax Collector for the Oak Forest Wall service area. Per our earlier discussion the costs (in addition to our current agreement with the City for continuing annual services related to the Oak Forest Wall project) to the City to revise tine rates, write an amended resolution. attend the public hearing and send out first class notices to the property owners are: $5,000 for NG&N to review the existing documentation, review rates. prepare an amended resolution and attend the public hearing; and, $1.25 per first class notice to GSG to create and send out the notices. The cost of calculating the revised rate and certifying the roll to the Tax Collector is covered in GSG's original agreement with the City. The execution of this letter agreement indicates acceptance of this proposal and Notice to Proceed. Upon execution of this agreement, please provide us with one signed copy for our files. We look fOJWard to working with the City of Winter Springs on this important project. If you have any questions or need further information, please feel free to call me. Sincerely. ~ Imlm Attachments Cc: Chris Traber. Nabors, Giblin & Nickerson, P.A. Judy Cooper. Controllerllnterim Finance Director. City of Winter Springs . . . March 8, 2004 Regular Agenda 306 Page 5 of6 Mr. Kipton D. Lockcuff, P.E. January 15, 2004 Page Four ANNUAL ASSESSMENT PROGRAM Critical Events Sehedule (revised Jan. 14, 2004) Event Schedule JanuarylFeb. 2004 Notice to Proceed Revision of Maintenance Budget Feb. - May 2004 Calculate Revised Maintenance Rates Feb. - May 2004 Send First Class Notices (at least 20 days prior to date of Public Hearing) May - June 2004 Hold Public Hearing fOf Amended Final Resolution August 2004 and Adopt the Assessment Roll Certify Annual Assessment Roll August-September 2004 . . . March 8, 2004 Regular Agenda 306 Page 6 of6 Attachment No.2 -- Conceptual rendering of sectional landscape design along Oak Forest Wall- Tuskawilla Road.