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HomeMy WebLinkAbout2011 06 22 Tuscawilla Lighting and Beautification District Advisory Board Special Meeting MinutesCITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING JUNE 22, 2011 CALL TO ORDER The Special Meeting of Wednesday, June 22, 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 A moment of silence was followed by the Pledge of Allegiance. PUBLIC INPUT No one spoke. REGULAR AGENDA REGULAR 600. Community Development Department — Urban Beautification Services Division Review Of Tuscawilla Lighting And Beautification District Landscape Maintenance Bid ITB 004/11/SR. Mr. Steven Richart, Urban Beautification Services Division Manager, Community Development Department presented this Agenda Item and explained the Bid Analysis to the Members and how the process of reviewing the Bid documents will be accomplished. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING - JUNE 22, 2011 PAGE 2 OF 6 Mr. Richart added, "There were nine (9) bids that came in and only three (3) of them ended up qualifying." Mr. Richart reviewed the reasons why some Bids did not qualify and then stated, "The ones that did qualify was Annan Landscaping (Company); it is seventy-eight thousand three hundred and sixty dollars ($78,360.00); Eastwood Tuff Turf (Of Central Florida, Inc.) is sixty-four thousand four hundred forty dollars ($64,440.00); and CFL (Central Florida Landscaping & Maintenance, Inc.) at sixty-nine thousand six hundred dollars ($69,600.00). The rest either failed to qualify or their Bid was beyond budget." Next, Mr. Richart suggested how the Members should go through the packets that they have and the Bids and rank the Bids by number, from zero (0) to five (5), five (5) being the highest, as specified by category. With further discussion, Mr. Richart explained that Staff goes through the Bids but there is a preference that the Committee also should have input as to who is hired, which is why the Committee is reviewing the Bids. Discussion followed as the Committee Members reviewed the Bids. Then, after the tabulations were completed by the Committee Members, Mr. Richart read the result of each Vote and noted that Eastwood Tuff Turf of Central Florida received a unanimous Vote based on price and qualifications. Mr. Richart further stated, "We will take this to the Commission and let them know what you Voted and they will have the final say." REGULAR 601. Community Development Department — Urban Beautification Services Division Presentation About Tuscawilla Unit 12/12A Wall And Proposed Tuscawilla Lighting And Beautification District Phase 3. Mr. Richart introduced this Agenda Item and commented, "As many of you know, we have a wall in Tuscawilla along Winter Springs Boulevard and Northern Way. It belongs to Unit 12 and 12A. The HOA (Homeowners Association) never happened, so for thirty (30) years, it is essentially falling down — the area across the street from Glen Eagle." At this time, Mr. Richart presented a PowerPoint presentation and identified for the Committee Members the parts of the wall which are in disrepair. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING — JUNE 22, 2011 PAGE 3 OF 6 Mr. Richart added, "Here are some facts — it is neaxly three thousand (3,000) foot long; there are ninety (90) homes in (Unit) 12 and 12A; we are still determining which ones this would apply to; it is approximately thirty (30) years old; it is located on private property within a ten foot (10') Utility Easement; the walls and entrances are a common element to the whole community; there is no HOA (Homeowners Association) to collect funds for repair and maintenance; it is in a state of disrepair; it is a safety issue. The whole community really has a vested interest in this wall because it is a component which covers many aspects and it will fall if nothing is done." Advisory Committee Member ponald Gilmore remarked, "When you say the whole community do you refer to..." Mr. Richart stated. "...The whole Tuscawilla (Tuscawilla Lighting and Beautification District) community. It is going to affect this whole community even though it directly services these ninety (90) homes. The reason the TLBD (Tuscawilla Lighting and Beautification District) [Advisory Committee] is hearing this tonight is because just as the homeowners voted to assess themselves for the TLBD (Tuscawilla Lighting and Beautification District) and the enhancements and the beautifications, this is also something that affects the whole community. It is within the boundaries and it is something to discuss `how we can address getting this fixed." Tape 1/Side B Discussion. Next, Mr. Richart offered some options and noted, "How do we solve the problem of fixing the wall? Each homeowner that has the wall on their property can pay to fix it; from five hundred [dollars] ($500.00) to twenty thousand dollars ($20,000.00) per lot. There are roughly about twenty (20) lots affected. Some of them have little to no repairs needed; some of them need the whole wall replaced. The problem with that is if we say, `Okay you fix your section of the wall' well, they may not do it for one, because they have not in thirty (30) years. The second thing is the repairs will not be consistent. And the entry features which affects six (6) or eight (8) of the lots; they have a bigger section. Option number one (1) is not a great answer for the main reason that nothing has been done thus far." With further discussion, Mr. Richart continued, "Number two (2); let us create an HOA (Homeowners Association) for this area; you have to have a hundred percent (100%) participation. Number three (3), utilize the TLBD (Tuscawilla Lighting and Beautification District) Assessment program; make a Phase 3 and collect Assessments through our TLBD (Tuscawilla Lighting and Beautification District) only for those ninety (90) homes. But we use our Assessment District as a way to collect those Assessments and do the program." CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING - JUNE 22, 2011 PAGE 4 OF 6 Mr. Richart added, "We have the ability to collect the Assessments through the tax bills without an HOA (Homeowners Association); we already have Phase 1 and 2 in place. We can collect it with existing assessments; and we can have a tiered E.R.U. (Equivalent Resident Unit) which is basically, you are charged based on your distance from the wall, or we do nothing. The wall is going to fail. Property values will go down." Further discussion ensued regarding the costs to repair the wall and Mr. Richart stated, "Estimated costs to do it is between a hundred thirty thousand [dollars] ($130,000.00) and a hundred fifty thousand dollars ($150,000.00); one time cost to repair it. And the Assessment would be two hundred [dollars] ($200.00) to three hundred dollars ($300.00) per year for each homeowner in that subdivision. The bulk of the cost would be financed for about twenty (20) years at five percent (5%) (that is just a rough number); there would be a maintenance component that would go on indefinitely and that would probably be about half that maybe." Discussion. Mr. Richart commented, "The first step is this Board saying, `Okay, we want to support this'; you all would have to Vote that you would support going forward with this option for TLBD (Tuscawilla Lighting and Beautification District) Phase 3; and Vote to send someone forward to the Commission in an upcoming meeting to discuss with the Commission the problem and that the TLBD (Tuscawilla Lighting and Beautification District) [Advisory Committee] might be willing to move forward." Then Mr. Richart continued, "If the Commission agrees that we can move forward, then we would have at least two (2) public meetings with all the residents of this subdivision and obviously all the TLBD (Tuscawilla Lighting and Beautification District) and HOA (Homeowners Association) would be invited. And then we would do a non-binding Straw Ballot like we did for Phase 2 for the Street Lighting that would go out to all the ninety (90) units of this subdivision. And then if it went forward from there, the Commission would have to Approve moving forward with the setting up the Phase 3 area. Then it would be on next year's Tax Bill." Further discussion. "I WOULD LIKE TO MAKE A MOTION THAT WE TABLE THIS DISCUSSION TO THE NEXT MEETING IN JULY." MOTION BY ADVISORY COMMITTEE MEMBER COKER. SECONDED BY VICE CHAIRPERSON BAKER. DISCUSSION. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING - JLTNE 22, 2011 PAGE 5 OF 6 VOTE: VICE CHAIRPERSON BAKER: AYE COMMITTEE MEMBER COKER: AYE COMMITTEE MEMBER GILMORE: AYE CHAIRPERSON BROOK: AYE MOTION CARRIED. At this time, Mr. Richart pointed out that there was not a Vote taken on Agenda Item `600' after the Bids were reviewed. The Vote was taken at this time. ❖❖ AGENDA NOTE: THE FOLLOWING REGULAR AGENDA ITEM `600' WAS AGAIN ADDRESSED WITH A VOTE AS DOCUMENTED, FOLLOWED BY THE REST OF THE AGENDA. ❖❖ REGULAR AGENDA REGULAR 600. Community Development Department — Urban Beautification Services Division Review Of Tuscawilla Lighting And Beautification District Landscape Maintenance Bid ITB 004/11/SR. "I WOULD LIKE TO MAKE A MOTION THAT MR. RICHART TAKES THE RESULTS OF THE BID REQUESTS TO THE COMMISSION FOR APPROVAL." MOTION BY ADVISORY COMMITTEE MEMBER COKER. SECONDED BY CHAIRPERSON BROOK. DISCUSSION. FOR THE RECORD MR. RICHART STATED, "THE LANDSCAPE BID FOR TLBD (TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT) NUMBER ITV-004/11/SR." VOTE: CHAIRPERSON BROOK: AYE VICE CHAIRPERSON BAKER: AYE COMMITTEE MEMBER COKER: AYE COMMITTEE MEMBER GILMORE: AYE MOTION CARRIED. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING — JLJNE 22, 2011 PAGE 6 OF 6 ADJOURNMENT Chairperson Brook adjourned the Special Meeting at 8:27 p.m. RESPECTFULLY SUBMITTED: ���i�`G,�-� � . 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.