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Home My WebLink About2011 09 12 Consent 202 Highlands HOA Street Lights Shepard RoadCOMMISSION AGENDA ITEM 202 September 12, 2011 Meeting REQUEST: CONSENT X INFORMATIONAL PUBLIC HEARING REGULAR MGR / DEPT Authorization The Community Development Department, Urban Beautification Division, Is Presenting A Request For Approval From The Highlands Homeowners Association For The Upgrade Of Sixteen Basic Street Lights To Decorative Street Lights And For The Installation Of Ten New Decorative Street Lights On Shepard Road Within The Highlands Subdivision. SYNOPSIS: This agenda item is needed for the City Commission to review and approve a request for the upgrade of sixteen (16) basic street lights to decorative street lights in addition to the installation of ten (10) new decorative street lights in the right of way along Shepard Road, as an addendum to the Neighborhood Street Sign and Light Improvement Agreement (NSSLIA) for Highlands Homeowners Association (HHA). The NSSLIA for HHA was approved by the City Commission on January 11, 2010 as part of Item C -200. HHA maintains that the ten (10) additional street lights being requested are necessary for public safety and would also help to deter crime along Shepard Road and near the HHA Community Clubhouse. CONSIDERATIONS: On January 11, 2010, the City Commission approved Agenda Item C -200, authorizing the City to enter into a NSSLIA with HHA for the upgrading of sixty -two (62) street lights located along Sheoah Boulevard within The Highlands Subdivision. On July 12, 2010, the City Commission approved two (2) additional lights, bringing the total number of decorative street lights under their NSSLIA to sixty -four (64). The new decorative street lights not only add to the curb appeal but also dramatically increased night -time visibility by going from 50 watt to 100 watt fixtures. As part of their Upgrade Letter (Attachment B') to the City on August 18, 2011, HHA is requesting that twenty -six (26) additional street lights be added to their existing NSSLIA. It is also requested that the City share equally in the capital cost of adding ten (10) new decorative Highlands HOA Street Light Request — Shepard Road September 12, 2011 Commission Consent Item 202 Page 2 of 3 street lights in the amount of $3,900; however, the City's precedence has been not to subsidize construction costs for decorative street lights as part of a community street light upgrade. FISCAL IMPACT: NSSLIA requires the City to be responsible for reimbursement of the `base rate' for each decorative street light, payable quarterly to the participating Neighborhood Group. If approved HHA would have ninety (90) decorative street lights in the program; a total reimbursement of $14,893.20 from the City annually (at the current base rate of $13.79), with an increased cost to Street Lighting Line Code (1526 - 54321) in the amount of $2,200. This increased cost is not included in the FY `2011/12 Street Lighting Budget and would need to be added if the request from HHA is approved. COMMUNICATION EFFORTS: This Agenda Item Has Been Electronically Forwarded To The Mayor And City Commission, City Manager, City Attorney /Staff, And Is Available On The City's Website, LaserFiche, And The City's Server. Additionally, Portions Of This Agenda Item Are Typed Verbatim On The Respective Meeting Agenda Which Has Also Been Electronically Forwarded To The Individuals Noted Above, And Which Is Also Available On The City's Website, LaserFiche, And The City's Server; Has Been Sent To Applicable City Staff, eAlert/eCitizen Recipients, Media/Press Representatives Who Have Requested Agendas /Agenda Item Information, Homeowner's Associations/Representatives On File With The City, And All Individuals Who Have Requested Such Information. This Information Has Also Been Posted Outside City Hall, Posted Inside City Hall With Additional Copies Available For The General Public, And Posted At Five (5) Different Locations Around The City. Furthermore, This Information Is Also Available To Any Individual Requestors. City Staff Is Always Willing To Discuss This Agenda Item Or Any Agenda Item With Any Interested Individuals. RECOMMENDATION: Staff recommends that the City Commission take the following actions related to the street light request of The Highlands Homeowners Association: 1. Approve an addendum to the existing NSSLIA for the upgrade of sixteen (16) basic street lights to decorative street lights and the installation of ten (10) new decorative street lights along Shepard Road, based upon the public safety benefit achieved as a result of the project. ON Highlands HOA Street Light Request — Shepard Road September 12, 2011 Commission Consent Item 202 Page 3 of 3 2. Approve $2,200 in additional budget for the FY `2011/12 Proposed Budget, Street Lighting (Line Code 1526 - 54321). 3. Deny the request for the City to share equally in the capital cost of adding ten (10) new decorative street lights in the amount of $3,900, due to the City's precedence of not subsidizing the construction costs for new decorative street lights as part of a community upgrade. 4. Authorize the City Manager and the City Attorney to prepare and execute any and all applicable documents related to this issue. ATTACHMENTS: A. First Addendum To The Highlands Homeowners Association Neighborhood Street Sign and Light Improvement Agreement (NSSLIA) B. Street Light Upgrade Request Letter From The Highlands Homeowners Association - Dated August 18, 2011 C. Lighting Survey From WSPD Professional Services Bureau — Dated February 10, 2011 D. Progress Energy Lighting Proposal (WR# 22496) — Dated August 5, 2011 FIRST ADDENDUM TO NEIGHBORHOOD STREET SIGN AND LIGHT IMPROVEMENT AGREEMENT THIS FIRST ADDENDUM to Neighborhood Street Sign and Light Improvement Agreement ( "First Addendum ") is made this day of , 2011, by and between the CITY OF WINTER SPRINGS, FLORIDA, a Florida municipal corporation, whose address is 1126 East State Road 434, Winter Springs, Florida ( "City "), and HIGHLANDS HOMEOWNERS ASSOCIATION, INC., a Florida corporation whose address is 2200 Shepard Road, Winter Springs, Florida, 32708 ( "Association "). RECITALS WHEREAS, the City and Association entered into the Neighborhood Street Sign and Light Improvement Agreement, dated February 12, 2010; ( "Agreement "); and WHEREAS, the City Commission approved the addition of (2) decorative streetlights at the July 12, 2010 City Commission meeting, for a total of 64 decorative street lights; and WHEREAS, the Association desires to amend the Agreement to allow for an additional twenty -six (26) decorative street lights, for a total of ninety (90) decorative street lights; and WHEREAS, the City Commission approved the addition of twenty -six (26) additional decorative street lights at the September 12, 2011 City Commission meeting. NOW, THEREFORE, in consideration of the mutual covenants and conditions contained herein, the parties agree as follows: 1.0 Paragraph 4.2 of the Agreement entitled "Decorative Street Lights" shall be amended to allow for a total of ninety (90) decorative street lights. 2.0 All other provisions of the Agreement not modified by this Second Addendum and not in conflict herewith, shall remain in full force and effect. IN WITNESS WHEREOF, the parties have executed this First Addendum to Neighborhood Street Sign and Light Improvement Agreement on this day of , 2011. CITY: CITY OF WINTER SPRINGS, FLORIDA Witnesses: IM Kevin Smith, City Manager Print Name Date: Print Name STATE OF FLORIDA COUNTY OF The foregoing instrument was acknowledged before me this day of , 2010, by Kevin Smith, City Manager, who executed the foregoing instrument and acknowledged before me that he executed the same for the uses and purposes therein expressed and ❑ who is personally known to me or ❑ who has produced as identification and who did not take an oath. (NOTARY SEAL) Typed or Printed Notary Name ASSOCIATION: HIGHLANDS HOMEOWNERS ASSOCIATION, INC. By: Print Name: Title: Date: STATE OF FLORIDA COUNTY OF Notary Public Signature Witnesses: Print Name Print Name The foregoing instrument was acknowledged before me this day of , 2010, by , who executed the foregoing instrument and acknowledged before me that he executed the same for the uses and purposes therein expressed and ❑ who is personally known to me or ❑ who has produced as identification and who did not take an oath. (NOTARY SEAL) Notary Public Signature Typed or Printed Notary Name qk4eLWands Homeowners' Association August 18, 2011 City of Winter Springs Steven T. Richart Urban Beautification Coordinator 1126 E. SR #434 Winter Springs, Florida 32708 Re: Street Lighting Dear Steven, The Board of Directors of the Highlands Homeowners' Association, Inc. met at its regular Board Meeting on August 11, 2011 and discussed the street lighting proposals regarding the upgrade of street poles, with the addition of ten (10) new street light poles along Shepard Road in the Highlands. After careful review of the submitted proposals, the board voted to commit to this project and proceed with Proposal WR 22496 and begin the approval process with the City of Winter Springs and Progress Energy. The scope of the work request is: 1.) to upgrade the 16 existing 14'fiberglass poles with 50 watt Sebring lights to 16' Black Victorian poles with 100 watt Biscayne lights, and 2.) to add ten (10) #16 Black Victorian poles with 100 watt Biscayne lights. The addition of 10 new lights is based on safety issues and for crime prevention. This has been confirmed by a survey that was performed by the Winter Springs Police Department on February 10, 2011 (copy attached). This letter is to request that the construction costs of these 10 additional new lights be shared equally between the City of Winter Springs and the Highlands Homeowners' Association, Inc. Progress Energy has advised this cost would be $3,900 for each entity. The Highlands HOA is looking forward to working with the City of Winter Springs in this process.. Please advise us as to the process of moving this project through the Commission. Thank you for your support in this endeavor. Cordially, Marla Sullivan, President Board of Directors Professional services Bureau Lighting Survey Shepard Road from Sheoah Boulevard to Marni Drive Completed: Febuary 10, 2011 Conducted by: Corporal David R. Smith A lighting survey was conducted on Shepard Road from Sheoah Boulevard to Marni Drive at the request of Highlands Home Owners Association. This survey is for the purpose of the safety and security of the residents. Shepard Road and Jeffery Court There is no street light located at this location. Shepard Road and Marni Drive There is no street light located at this location. Shepard Road and the Bridge There is no street light located at this location. Shepard Road and the Nature Trail east of Sheoah Boulevard There is no street light located at this location. Security Suggestions: • Place additional lighting on the the road at the above locations. • Replace current street lights with higher wattage bulbs. Overall Evaluation: There are several areas listed where there is insufficient lighting. It is also recommended that the existing street light bulbs on Shepard Road be replaced with ones of higher wattage. Installing lighting in those areas and increasing the intensity of the current lights will help in the efforts to make the residents feel safer. The National Institute of Justice Research Paper titled Solving Crime Problems in Residential Neighborhoods recommends additional street lighting to help reduce crime. If you have any questions or comments please feel free to contact me at 407 -327 -7956 or via email at dsmith winters rin sfl.or . 06�i� EA2k Prepared by: Corporal Dave Smith Crime Prevention Practitioner cam PE Contact: STEFANO CARNIO Phone: 407 - 359 -4479 Customer: CITY OF WINTER SPRINGS Site: SHEPARD RD IN THE HIGHLANDS Contact: STEVEN RICHART Phone: 407 - 327 -5976 August 5, 2011 REMOVING 16 FIBERGLASS POLES AND 16 SEBRING 50W LIGHTS INSTALLING 26 CONCRETE VICTORIAN POLES WITH 26 BISCAYNE 100 W DECORATIVE LIGHTS EXISTING INVENTORY Per ''Unit >Sub-Total Quantity ss Product Description Fixtures and Poles ! Rental Maint. Fuel & Energy ;Unit Total 16 50W SEBRING POST TOP L40 (No New Inst) $5.04 $2.04 $1.48 $8.56 $136.96 16 14' FIBERGLASS PLBF14 $2.51 $0.00 $0.00 $2.51 $40.16 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Rental, Maintenance, F &E Totals: $120.80 $32.64 $23.68 Existing Estimated Monthly Rental $177.12 PROPOSED INVENTORY Per Unit >'Sub-Total Quantity ',! Product Description Fixtures and Poles Rental! Maint. Fuel & Energy 'Unit Total 26 10OW HPS BISCAYNE L95 $14.17 $1.72 $3.45 $19.34 $502.84 26 16' VICTORIAN II SNGL BLK PLBC16VB $13.07 $0.00 $0.00 $13.07 $339.82 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Rental, Maintenance, F &E Totals: Estimates valid for 30 days and subject to change. y 1 9 $708.24 $44.72 $89.70 Project Summary Totals Proposed Estimated Monthly Rental $842.66 t Deposit $1,685.32 O CIAC $13,674.75 Estimated Monthly Rentals excludes applicable taxes, franchise fees and any customer charges. t Deposit - DO NOT pay the deposit until you receive your bill. The deposit amount equals approximately two months of the monthly rental and will be billed to you separately on your Progress Energy bill. O CIAC - Contribution of Aid in Construction is due BEFORE the Work Request can be released to construction and is detailed on the enclosed invoice if applicable. In order for us to proceed with the above proposed lighting design it is necessary that all enclosed documents have an authorized signature and are returned in the enclosed envelope along with the CIAC payment made out to Progress Energy Florida. Inc The CIA C charge is subject to change after 30 days or in the event you request or cause any changes to this proposal Progress Energy will call for locate of all public facilities. Any customer owned utilites would need to be located and marked at your expense. If any or all of these lighting facilities will eventually be submitted to a governmental agency for inclusion into a MSTU or MSBU special assessment program, please verify that these facilities meet the requirements within that jurisdiction. Should the agency not accept these facilities into their program, the entity who signs the Lighting Service Contract will remain responsible for payment. Thank you for your lighting request. We look forward to working with you on this project. Authorized Signature Date Lighting Proposal WR 22496 (Please sign and date to approve this proposal and return in the enclosed envelope) FIRST ADDENDUM TO NEIGHBORHOOD STREET SIGN AND LIGHT IMPROVEMENT AGREEMENT THIS FIRST ADDENDUM to Neighborhood Street Sign and Light Improvement Agreement ( "First Addendum ") is made this 14 day ofSept 2011, by and between the CITY OF WINTER SPRINGS, FLORIDA, a Florida municipal corporation, whose address is 1126 East State Road 434, Winter Springs, Florida ( "City "), and HIGHLANDS HOMEOWNERS ASSOCIATION, INC., a Florida corporation whose address is 2200 Shepard Road, Winter Springs, Florida, 32708 ( "Association "). RECITALS: WHEREAS, the City and Association entered into the Neighborhood Street Sign and Light Improvement Agreement, dated February 12, 2010; ( "Agreement "); and WHEREAS, the City Commission approved the addition of (2) decorative street lights at the July 12, 2010 City Commission meeting, for a total of 64 decorative street lights; and WHEREAS, the Association desires to amend the Agreement to allow for an additional twenty -six (26) decorative street lights, for a total of ninety (90) decorative street lights; and WHEREAS, the City Commission approved the addition of twenty -six (26) additional decorative street lights at the September 12, 2011 City Commission meeting. NOW, THEREFORE, in consideration of the mutual covenants and conditions contained herein, the parties agree as follows: 1.0 Paragraph 4.2 of the Agreement entitled "Decorative Street Lights" shall be amended to allow for a total of ninety (90) decorative street lights. 2.0 All other provisions of the Agreement not modified by this Second Addendum and not in conflict herewith, shall remain in full force and effect. IN WITNESS WHEREOF, the parties have executed this First Addendum to Neighborhood Street Sign and Light Improvement Agreement on this 14tlalay of September , 2011. CITY: CITY OF WINTER SPRINGS, FLORIDA Witnesses: By: Shin 3a tC- Ke • Smith, P7 Manager Print N Date: September 14, 2011 /1 �. [. Print Name STATE OF FLORIDA COUNTY OF ;��(,1t The foregoing instrument was acknowledged before me this �"�day of �.� 2010, by Kevin Smith, City Manager, who executed the foregoing instrument and acknowledged before me that he executed the same for the uses and purposes therein expressed an�ho is personally known to me or � who has produced as identification and who did not take an oath. R ,� (NOTARY � c ►��,cary auaic sro�e a �oria. ` , . Antlteb Lcxenzo-Luac:es �, = w ,( My ComMb�bn EE087574 otary `c ` ignature � �' �X�fl��6�/Z��S �-��...� �� t=-�� Typed or Printed Notary Name ASSOCIATION: HIGHLANDS HOMEOWNERS ASSOCIATION, INC. By. `� `'�-�� `".""'�.'�' Witnesses: Print Name: � �` � �.. �'� � �t 0 4 r� Print Name Title: ' f -C. S i �'�-�'" o . T B,�/' �� e i i�'J �ca �� (/S ! 1i1 Datc: ?/� � � i/ Print Name STATE OF FLORIDA COUNTY OF �� m� k�. � The fore,�oing instrument was acknowledged before me this 2 day of �� c.,, 6o y �- 2010, by �,�.�- r(c� �/ j� v�, who executed the foregoing instrument and acknowl dged before m e t h a t h e e x e c u t e d t he same for t he uses an d purposes therein expressed and B vho is personally known to me or ❑ who has produced � ----- as identification and who did not take an oath. �... (NOTARY SEAL) � otary Publ Signat Typed or Printed Notary Name � �, MARG,4RE7' J. RE,qR[)ON =X �atimissian # DD 933603 Ca ��f« , ` � �0� 18 2013 14u 7�oyFeh bp� gp�-7019