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Home My WebLink About2011 04 20 Tuscawilla Lighting and Beautification District Advisory Board Regular Meeting MinutesCITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING APRIL 20, 2011 CALL TO ORDER The Regular Meeting of Wednesday, April 20, 2011 of the Tuscawilla Lighting and Beautification District Advisory Committee was called to Order by Chairperson Mary Brook at 7:00 p.m. in the Commission Chambers of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). Roll Call: Chairperson Mary Brook, present Vice Chairperson Helen Baker, present Committee Member Luci Coker, present Committee Member ponald Gilmore, present Committee Member Lidya Gongage, absent A moment of silence was followed by the Pledge of Allegiance. INFORMATIONAL AGENDA INFORMATIONAL 100. Not Used. CONSENT AGENDA CONSENT 200. Office Of The City Clerk Requesting Approval. Of The January 19, 2011 Tuscawilla Lighting And Beautification District Advisory Committee Regular Meeting Minutes. "I MOVE FOR APPROVAL (JANUARY 19, 2011 MINUTES)." MOTION BY ADVISORY COMMITTEE MEMBER GILMORE. SECONDED BY ADVISORY COMMITTEE MEMBER COKER. DISCUSSION. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - APRIL 20, 2011 PAGE 2 OF 5 VOTE: CHAIRPERSON BROOK: AYE VICE CHAIRPERSON BAKER: AYE COMMITTEE MEMBER COKER: AYE COMMITTEE MEMBER GILMORE: AYE MOTION CARRIED. AWARDS AND PRESENTATIONS AWARDS AND PRESENTATIONS 300. Not Used. 400. REPORTS Chairperson Brook explained Ordinance 2011-OS Amending the Uniform Requirements for City Boards and Committees that was Approved by the City Commission on February 28, 2011 to the Committee Members. Assistant to the City Clerk Carol Lallathin reported about the Board Appreciation Dinner scheduled for Saturday, May 14, 2011 at 6:30 p.m. at `Senor Tequila' Mexican Restaurant. Assistant to the City Clerk Lallathin stated, "If you will get with me after the meeting today, I would like to find out if you are attending, if you have not already let me know." PUBLIC INPUT No one spoke. PUBLIC HEARINGS AGENDA PUBLIC HEARINGS 500. Not Used. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - APRIL 20, 20ll PAGE 3 OF 5 REGULAR AGENDA REGULAR 600. Community Development Department — Urban Beautification Services Division Review Of The Budgets. Mr. Steven Richart, Urban Beautification Services Division Manager, Community Development Department presented this Agenda Item and commented, "We have a couple of Budget issues to go over tonight." Then, Mr. Richart reviewed the TLBD (Tuscawilla Lighting And Beautification District) Maintenance Fund with the Committee Members and noted, "As of today the main concern that I want to bring to your attention; you may have noticed that we have done a lot of landscaping — we have two thousand one hundred fifty-eight dollars and ninety-five cents ($2,158.95) in our Landscape Budget right now. We have spent a lot of money to deal with the freezes, the weather, the plants dying and the sod. We still have more money to spend." Continuing, Mr. Richart reviewed the Budget. Mr. Richart remarked, "I wanted to make you aware of what we are spending to keep the place nice." Mr. Richart added, "On this Budget, I think we are doing good; we are pretty much on target." Chairperson Brook expressed, "There was one thing I wanted to ask you to make sure that you touched on tonight, is that some of our invoices may have other names on it other than ours." Mr. Richart explained, "We put Oak Forest (Wall and Beautification District) and TLBD (Tuscawilla Lighting and Beautification District) on the Purchase Order and this only prints a certain amount. If you would like to see the Purchase Orders, I will be glad to send them to you tomorrow. We are not paying the bill for Oak Forest (Wall and Beautification District). But when you group the Purchase Orders by Vendor, sometimes you have multiple transactions on one (1) Purchase Order." Further discussion of the Budget followed. Mr. Richart remarked, "We Bid everything out to make sure that we have the most current thing out there." Then, the proposed Budgets were brought forward to discuss. Mr. Richart explained, "This is at least a close estimation of what we want to take to the City Commission. There axe a couple of changes that may happen. I would like to run this by you and get your Approval by Vote tonight so that we can take this forward to Commission understanding that there is going to be a little variation on a couple things and I will explain what they are." � CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING — APRIL 20, 2011 PAGE 4 OF 5 Continuing, the review of the proposed Budgets was explained by Mr. Richart who noted that the Seminole County Tax Collector collects our Assessment amount. Mr. Richart commented, "We show a Fund Balance of October 1 St this year of two hundred fifteen thousand five hundred ninety-four dollars ($215,594.00) in Fund Balance; September 30 of next year we show two hundred twenty-three thousand four hundred sixteen dollars ($223,416.00), however next year — we will be able to make a pre-payment. It looks like we can make it on October of 2012 without a penalty. We are going to try to send in a hundred thousand dollars ($100,000.00)." Further discussion continued on the proposed Budgets. Tape 1/Side B Continuing the discussion, Mr. Richart stated, "On the `184' TLBD (Tuscawilla Lighting and Beautification District) Maintenance Fund, by the end of the 2012 Budget there will be one hundred fifty thousand [dollars] ($150,000.00) in the Fund Balance. I would not want to go any lower than that amount." Mr. Richaxt noted, "These Assessments are based on something that was done eleven (11) years ago. My plan for 2012 is to plant aggressively, re-evaluate for 2013 then cut back and maintain. We have plants out there that are eleven (11) years old." The `213' Debt Service Fund was the next topic of conversation related to the review of the proposed Budget. "I MAKE A MOTION THAT WE RECOGNIZE AND APPROVE THE PROPOSED BUDGET FOR FISCAL YEAR 2011-2012." MOTION BY ADVISORY COMMITTEE MEMBER GILMORE. SECONDED BY VICE CHAIRPERSON BAKER. DISCUSSION. VOTE: COMMITTEE MEMBER GILMORE: AYE VICE CHAIRPERSON BAKER: AYE CHAIRPERSON BROOK: AYE COMMITTEE MEMBER COKER: AYE MOTION CARRIED. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING — APRIL 20, 2011 PAGE 5 OF 5 REGULAR 601. Community Development Department — Urban Beautification Services Division Review Of Maintenance Items And Progress Report. Mr. Richart introduced this Agenda Item and stated, "My intent is to have you all grade the Bids that come in; we will bring them to this Board. You will decide who we hire." Then, Mr. Richart commented that if Chairperson Brook is agreeable there may be the need to plan on a Special meeting to review the Bids. Discussion ensued on the Maintenance Items and Progress Report. With further discussion on a Special meeting date to review Bids, Advisory Committee Member Coker inquired, "How about the 22" (June 2011)?" Mr. Richart noted, "The 22 (June 2011) would be good. Is that okay with you Mary (Chairperson Brook)? Is that okay Board?" The Committee Members all nodded in agreement. Mr. Richart noted, "That is the best time then, June 22 (2011)." Mr. Richart noted, "I will get everything ready — and get you the packages before the meeting so that you can review them on your own. ADJOURNMENT Chairperson Brook adjourned the Regular Meeting at 8:27 p.m. RESPECTFULLY SUBMITTED: � ' CAROL A. LALLA HIN ASSISTANT TO THE CITY CLERK NOTE: These Minutes were approved at the July 20, 2011 Tuscawilla Lighting and Beautification District Advisory Committee Regular Meeting.