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HomeMy WebLinkAbout2010 10 05 Beautification Of Winter Springs Regular Meeting Minutes CITY OF WINTER SPRINGS, FLORIDA MINUTES BEAUTIFICATION OF WINTER SPRINGS BOARD REGULAR MEETING OCTOBER 5, 2010 CALL TO ORDER The Regular Meeting of Tuesday, October 5, 2010 of the Beautification of Winter Springs Board was called to Order by Board Member Alice Bard at 7:07 p.m. in the Commission Chambers of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). Roll Call: Board Member Roberto Carlos Acevedo, arrived at 7:11 p.m. Board Member Alice Bard, present Board Member Larry Chmura, arrived at 7:16 p.m. Board Member JoAnn Mattie, present Board Member Lorry Roero, present The Pledge of Allegiance was led by Board Member Bard. Board Member Bard suggested that Agenda Items `600' and `601' be discussed when the other Board Members arrive. There were no objections. ❖ ❖ AGENDA NOTE: THE FOLLOWING AGENDA ITEMS WERE DISCUSSED IN THE ORDER DOCUMENTED. ❖ ❖ INFORMATIONAL AGENDA INFORMATIONAL 100. Not Used. CONSENT AGENDA CONSENT 200. Office Of The City Clerk Requesting Approval Of The July 6, 2010 Beautification Of Winter Springs Board Regular Meeting Minutes. Board Member Bard asked the Board, "Do we have a Motion to Approve the Minutes ?" "I APPROVE." MOTION BY BOARD MEMBER MATTIE. SECONDED BY BOARD MEMBER ROERO. DISCUSSION. CITY OF WINTER SPRINGS, FLORIDA MINUTES BEAUTIFICATION OF WLN'TER SPRINGS BOARD REGULAR MEETING - OCTOBER 5, 2010 PAGE 2 OF 10 VOTE: BOARD MEMBER ROERO: AYE BOARD MEMBER MATTIE: AYE BOARD MEMBER BARD: AYE MOTION CARRIED. AWARDS AND PRESENTATIONS AWARDS AND PRESENTATIONS 300. Not Used. 400. REPORTS There were no Reports given at this time. PUBLIC INPUT No one spoke. PUBLIC HEARINGS AGENDA PUBLIC HEARINGS 500. Not Used. ❖ ❖ AGENDA NOTE: THE FOLLOWING REGULAR AGENDA ITEMS (PART II) WERE DISCUSSED NEXT, IN THE ORDER DOCUMENTED. ❖ ❖ REGULAR AGENDA - PART II REGULAR 602. Community Development Department — Urban Beautification Services Division Discussion Of The Memorial Tree Planting Program. Mr. Steven Richart, Urban Beautification Services Division Manager, Community Development Department stated, "I would just like to recognize Mr. Charles Lacey, our next Mayor. I want to thank him for appearing here and seeing what we do." CITY OF WINTER SPRINGS, FLORIDA MINUTES BEAUTIFICATION OF WINTER SPRINGS BOARD REGULAR MEETING - OCTOBER 5, 2010 PAGE 3 OF 10 Mr. Richart then provided a review of this Agenda Item and informed the Board about a recent sponsor for this program. Next, Mr. Richart referred to the "Memorial Tree Planting Program" and addressed concerns with costs associated with this program. Board Member Roberto Carlos Acevedo arrived at 7.• 11 p.m. Mr. Richart shared Mr. Larry Singletary's Memorial Plaque and the reason his friends and family provided the donation. Further discussion ensued on the planting and warranty of the trees and Mr. Richart noted, "Somebody passes away, you plant a tree in their memory and it dies, you are losing it twice. You lose that connection. So that was the reason for the ten (10) year warranty." Discussion. Mr. Richart then mentioned to the Board, "I think the main thing we have to do is cover the cost of acquisition and installation and the cost of that first year." Board Member Chmura arrived at 7: 16 p. m. Next, there was discussion of memorial plaque locations. Mr. Richart explained to the Board, "The concern is they want the plaque to be at the tree. They don't want it to be at City Hall, they want it to be at the tree." Further discussion followed on the memorial plaques being theft proof, the variation of cost factors, and ideas for tagging the tree. Mr. Chris Carson, Recreation Supervisor/Programs; Parks and Recreation Department was recognized. Board Member Bard summarized options for this program and reminded the Board that any recommendations made, will be brought forward to the City Commission. Next, a tier approach was suggested by Mr. Richart including a tree, plaque, and different warranties. Board Member Acevedo asked Mr. Richart for clarification on warranty and maintenance. Mr. Richart explained, "The maintenance will always continue, but to a much, much lesser degree; but the ten (10) year is the warranty that says, if your tree should die within ten (10) years of planting it, the City is going to come out and put a new one in and we're not going to charge you." Following, there was discussion of time and cost related to the actual tree installation. Mr. Richart remarked, "What we are looking at doing; is potentially refunding any difference. If it was two [hundred] fifty [dollars] ($250.00) out the door, then we would be giving them some of their money back." CITY OF WINTER SPRINGS, FLORIDA MINUTES BEAUTIFICATION OF WINTER SPRINGS BOARD REGULAR MEETING - OCTOBER 5, 2010 PAGE 4 OF 10 Fees and variations were again discussed along with vendor selections for the plaques. Mr. Richart stated, "I'm happy to get three (3) prices. We usually always do." Board Member Acevedo mentioned, "The marker is not an issue in terms of cost. So, the only thing we would be able to reduce is the contribution amount, right ?" Mr. Richart replied, "Yes." Board Member Bard summarized "Our recommendation would be that City Staff consider a tiered approach to the `Memorial Tree Planting Program' whereby there would be — where people could opt for a range; for example between buying a tree at the cost to the City and minimal maintenance, but the regular maintenance the City would provide for all the other trees it waters, up to various levels, to include an option that to purchase a tree and have up to ten (10) years worth of maintenance. The second part of that Motion would deal with the plaque part of this, which would be that again similarly there would be, there is no additional cost to the person purchasing it, should they choose to; it is a volunteered program. Should they choose to purchase a plaque, they could work with City Staff to determine a plaque which best suits their needs and desires per cost basis." Mr. Richart asked if he could simplify the recommendation and stated, "The maximum would be four [hundred] fifty [dollars] ($450.00). That would be what they come in with and then we would refund the balance." Continuing Mr. Richart stated, "I think we need to define the tiers based on cost. Let's say we have a top tier, six hundred dollars ($600.00), ten (10) year warranty, mid tier..." Board Member Bard noted, "...I was going to have that and maybe this is the time to say, you know, market prices are going to fluctuate. Have it be dependent on market prices and in consultation of the people who want to do in consultation...." Mr. Richart mentioned, "...That is a little more difficult. I think we need to round this one. I don't think there needs to be a variable. I think it needs to be fixed so we - define exactly what that is. The plaque's a little different because — they charge for how much lettering is on there. Some people may want to say `Rest In Peace John' and then we may have four (4) lines and that is going to add and take. So we can't really lock that in, but with the trees we can. And what I would like to propose and just think about it, — the deduction won't seem equal, but it's the easiest way. Six hundred dollars ($600.00), ten (10) year warranty; four hundred dollars ($400.00), one (1) year warranty; three hundred dollars ($300.00), no warranty. Because we pay two [hundred] fifty [dollars] ($250.00) for the tree — fifty dollars ($50.00) is nothing. And at the one (1) year, that gives us some money to put into our fund for the warranty. The first year is usually the worst, anyway." Further comments from Mr. Richart followed. CITY OF WINTER SPRINGS, FLORIDA MINUTES BEAUTIFICATION OF WINTER SPRINGS BOARD REGULAR MEETING - OCTOBER 5, 2010 PAGE 5 OF 10 "THE MOTION IS GOING TO REFLECT THAT THIS TIERED SYSTEM AS DESCRIBED BY MR. RICHART. SO THAT IS THE MOTION." MOTION BY BOARD MEMBER BARD. SECONDED BY BOARD MEMBER ACEVEDO. DISCUSSION. VOTE: BOARD MEMBER BARD: AYE BOARD MEMBER ACEVEDO: AYE BOARD MEMBER ROERO: AYE BOARD MEMBER CHMURA: AYE BOARD MEMBER MATTIE: AYE MOTION CARRIED. Board Member Acevedo inquired, "Could those amounts change later on ?" Mr. Richart responded, "If we want to review them on an annual basis, we see that it's working, not working, we can come back whenever you want and re- evaluate." Board Member Bard stated, "Just as a point of reference, since we have no sitting Chair(person), we are going to Elections a little bit later on in the Agenda, but since I was the previous Chair(person), I am just assuming those duties until we Elect a new Chair(person) and Vice Chair(person)." REGULAR 604. Community Development Department — Urban Beautification Services Division Discussion Of Plans For The Christmas Tree Lighting Event. Mr. Carson began with a brief history on the Event stating, "The Holiday Parade is the longest running Event that the City of Winter Springs currently offers." Continuing Mr. Carson mentioned, "The (Christmas) Tree Lighting itself is an element that follows the (Holiday) Parade in the Town Center." Mr. Richart then added, "This year we have sponsorships and donations. If any of you are willing to consider taking on the task of helping us get some funding for the Christmas Tree Lighting Event, we would welcome that." Mr. Richart also mentioned that the City would also need help with the wrapping of presents for under the Christmas Tree. Next, Mr. Carson advised those in attendance that there was an Application for Volunteers and a Parks and Recreation Advisory Committee was being established. CITY OF WINTER SPRINGS, FLORIDA MINUTES BEAUTIFICATION OF WINTER SPRINGS BOARD REGULAR MEETING — OCTOBER 5, 2010 PAGE 6 OF 10 Mr. Richart then mentioned that the City has purchased the bows from Marge's Specialties, Inc. and mentioned the Christmas Tree needs refurbishing. Mr. Richart stated, "I think we bought it for twelve grand ($12,000.00) and that same tree now is like twenty grand ($20,000.00)." The Event date and times of December 11 2010 at 5:00 p.m. for the Holiday Parade and 6:00 p.m. for the Christmas Tree Lighting were mentioned. Discussion of volunteer times and dates ensued. Board Member Acevedo stated, "I will help you with some empty boxes and wrapping as well." Additional comments about fundraising and Event flyers were discussed. Mr. Richart asked Mr. Carson, "Could we get them — like a sponsorship package ?" Mr. Carson replied, "I do have that as well. Absolutely." Following, sponsorship ideas were further discussed. Board Member Acevedo inquired, "Are you guys going to advertise this Event through the utility bill ?" Mr. Richart replied, "We will do that." Other forms of advertising were addressed. Tape 1 /Side B Fee level sponsorships were next discussed. Mr. Richart suggested to the Board, "If you all want to call me and if you have any ideas on what you want to do, certainly we can do that, but we don't have a lot of time at this point." Board Member Acevedo asked, "Do you have an amount that you want to — raise in sponsorships ?" Mr. Carson responded, "There is a lot of public safety involved. So, to pull off a safe and successful Event with the (Holiday) Parade and (Christmas) Tree Lighting, you are looking at anywhere from eighty -five hundred [dollars] ($8,500.00) to twelve thousand dollars ($12,000.00) total." Mr. Richart commented, "What I would like to see for the whole weekend is eighteen thousand dollars ($18,000.00) raised." Previous sponsors for this Event and ideas for future Event sponsor contacts were noted. Board Member Acevedo then asked, "When should we expect that email regarding the sponsorship level packets ?" Mr. Carson replied, "Tomorrow." REGULAR 605. Community Development Department — Urban Beautification Services Division Discussion Of The State Road 434 Christmas Decorations Program. Mr. Richart introduced this Agenda Item and explained, "The Christmas decorations that you have seen on (State Road) 434, the Commission has decided to let us go ahead and sell those to Clark Sales (Displays, Inc.)." CITY OF WINTER SPRINGS, FLORIDA MINUTES BEAUTIFICATION OF WINTER SPRINGS BOARD REGULAR MEETING - OCTOBER 5, 2010 PAGE 7 OF 10 Continuing, Mr. Richart mentioned that instead of the City paying eighteen - thousand, five hundred, twenty -five dollars ($18,525.00) to "Have them refurbished and then go invest in our Banner program for our Christmas decorations." Board Member Bard asked, "So in lieu of having the decorations we have been used to, there would be banners up in the spots instead ?" Mr. Richart responded, "Not in those spots. On all the mast arms at every intersection where there's Banner locations now." Mr. Richart provided costs for maintaining the decorations, the cost to repair them and a summary of the Agenda Item that was presented to the City Commission. Next, discussion ensued on problems and funding associated with the lighted Christmas decorations and Mr. Richart added, "Over thirty thousand dollars ($30,000.00) would have come out of the General Fund just so we could have lights this Christmas and it's just not sustainable. They didn't look good, it was too cost intensive, too many problems. So, the Banners offer us an easy solution. These Banners can last us five (5) to seven (7) seasons, maybe more." The Board then discussed the Banners that were selected. Mr. Richart addressed the Board and stated, "I will bring it to the City Manager your concern." Further discussion ensued on the Boards desire for lighted decorations, the complications evolving with these types of fixtures and additional fundraising suggestions. Mr. Richart then suggested, "Let's focus on maybe raising money for LED's (light - emitting diode) to refurbish our Christmas Tree, to put LED's (light- emitting diode) on that. I think that would be a good idea, if you want to help me." Board Member Chmura commented, "Okay." No objections were voiced. Discussion ensued on the Budget. REGULAR 603. Community Development Department — Urban Beautification Services Division Review Of A City Banner Program. Mr. Richart presented this Agenda Item and noted, "What we've done now is we've come up with a self funding Banner program through sponsorships and advertisements." Mr. Richart then referred to the package he provided the Board at this Meeting and explained how this Program will operate. Further, Mr. Richart then remarked, "Now that we have this, we can also do that design contest we talked about with the school if we want to move forward with that; where the kids could help design one (1) of our banners." Board Member Chmura commented, "Great job." Board Member Bard agreed. CITY OF WINTER SPRINGS, FLORIDA MINUTES BEAUTIFICATION OF WINTER SPRINGS BOARD REGULAR MEETING — OCTOBER 5, 2010 PAGE 8 OF 10 ❖ ❖ AGENDA NOTE: THE FOLLOWING REGULAR AGENDA ITEMS (PART I) WERE DISCUSSED NEXT, IN THE ORDER DOCUMENTED. ❖ • REGULAR AGENDA - PART I REGULAR 600. Office Of The City Clerk Requesting An Election Of Chairperson Be Held For The Remainder Of 2010. Board Member Bard asked if anyone would like to be in the Chairperson position. Board Member Acevedo commented to Board Member Bard, "You have done such a phenomenal job." Board Member JoAnn Mattie agreed and stated, "You are good at it." "I PERSONALLY WOULD LIKE TO ELECT ALICE (BARD) AS NAMED CHAIR(PERSON) AND MAYBE ONE OF THE GUYS WOULD LIKE TO BE VICE (CHAIRPERSON)." MOTION BY BOARD MEMBER MATTIE. BOARD MEMBER BARD MENTIONED, "WE ONLY MEET FOUR (4) TIMES A YEAR. IF NEITHER OF THE GENTS WANT TO DO IT, I WOULD BE WILLING TO BE CHAIRPERSON IF ONE (1) OF THE TWO (2) GENTS WOULD WILLING TO BE VICE CHAIR(PERSON)." BOARD MEMBER ACEVEDO STATED, "I WILL BE THE VICE CHAIR(PERSON) IF YOU ARE GOING TO CHAIR." SECONDED BY BOARD MEMBER ACEVEDO. DISCUSSION. VOTE: BOARD MEMBER ROERO: AYE BOARD MEMBER MATTIE: AYE BOARD MEMBER CHMURA: AYE BOARD MEMBER BARD: AYE BOARD MEMBER ACEVEDO: AYE MOTION CARRIED. Tape 2JSide A REGULAR 601. Office Of The City Clerk Requesting An Election Of Vice Chairperson Be Held For The Remainder Of 2010. "SINCE ROBERTO CAROLOS (ACEVEDO) HAS GRACIOUSLY VOLUNTEERED THEN I WILL GO AHEAD AND NOMINATE HIM TO BE VICE CHAIR(PERSON)." MOTION BY CHAIRPERSON BARD. SECONDED BY BOARD MEMBER CHMURA. DISCUSSION. CITY OF WINTER SPRINGS, FLORIDA MINUTES BEAUTIFICATION OF WINTER SPRINGS BOARD REGULAR MEETING - OCTOBER 5, 2010 PAGE 9 OF 10 VOTE: BOARD MEMBER MATTIE: AYE BOARD MEMBER ACEVEDO: AYE BOARD MEMBER ROERO: AYE CHAIRPERSON BARD: AYE BOARD MEMBER CHMURA: AYE MOTION CARRIED. 00 AGENDA NOTE: THE FOLLOWING REPORT WAS DISCUSSED NEXT, AS DOCUMENTED. 00 400. REPORTS Chairperson Bard asked Vice Chairperson Acevedo and Board Member Chmura, "Did either of you two have anything under Reports to offer ?" No Reports were given by these Members. Mr. Richart announced he had a Report and explained, "We are getting a five hundred and forty thousand dollar ($540,000.00) contribution from the (State Road) 17 -92 CRA (Community Redevelopment Agency) for the Shepard Road Streetscaping Project. It's not going to cost us anything. They are going to re -do from (State Road) 17 -92 to the Wildwood entrance on Shepard Road. That includes new roadway, sidewalks, landscaping, street lights, all the fixings; it's going to be gorgeous." Chairperson Bard inquired about the timing of the project in which Mr. Richart responded, "Seminole County Commission which is the CRA Community Redevelopment Agency) Board is supposed to Approve it on November 9 (2010), if you want to come to the Commission Chambers we will have that Meeting; and then construction would start probably within three (3) or four (4) months." Mr. Richart went on to provide an explanation of the Community Redevelopment Agency, funding, and added, "They are putting in two (2) years of maintenance." Chairperson Bard inquired, "Will there be any signage that goes up ?" Mr. Richart responded, "Sure." Mr. Richart continued by saying, "In addition to signage, there's going to be a huge gateway feature there. So you will be able to know when you come into Winter Springs, this is a very distinct area." Mr. Richart then mentioned, "I am going to email you plans if you all want to see it." Chairperson Bard responded, "Sure." Board Member Chmura said, "Yes, we would." No objections were noted. CITY OF WINTER SPRINGS, FLORIDA MINUTES BEAUTIFICATION OF WINTER SPRINGS BOARD REGULAR MEETING — OCTOBER 5, 2010 PAGE 10 OF 10 Board Member Mattie inquired about the installation of sidewalks in this area and remarked, "The kids walk to school and that is why..." Mr. Richart noted, "...To go all the way down ?" You know, you've got a good point. Right now we are going to actually put in a sidewalk on that side of the road, on the Dittmer (Architectural Aluminum) side where there is none. But I would like to see it go down to the school, too. Let me see if there is something that can be done with that." Discussion ensued on the Highlands School requesting donations for their electronic sign and the half penny sales tax in Seminole County. In other business, Chairperson Bard mentioned the January 2011 Meeting Agenda Items should include: Update for Memorial Tree Planting; Update on the City Banner Program, Holiday Parade, Christmas Tree Lighting Event Update, and State Road 434 Christmas Decorations. Then Chairperson Bard asked, "Does anybody else have any other Agenda Items that they would like to see added to January?" Mr. Richart noted, "Arbor Day." Continuing, Chairperson Bard also mentioned Election of Chairperson and Vice Chairperson should be included on the January 4, 2011 Meeting Agenda. ADJOURNMENT Chairperson Bard adjourned the Regular Meeting at 8:53 p.m. RESPECTFULLY SUBMITTED: a A'YtE C9UTANT _ ; •:SgISTAI -T TO THE CITY CLERK NOTE: These Minutes were approved at the January 4, 2011 Beautification of Winter Springs Board Regular Meeting.