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HomeMy WebLinkAbout2012 10 11 Consent 200 Tuscawilla 12/12A Unapproved Minutes for September 19, 2012 CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA UNIT 12/12A WALL AD HOC ADVISORY COMMITTEE REGULAR MEETING Q•4A SEPTEMBER 19, 2012 CALL TO ORDER The Regular Meeting of Thursday, September 19, 2012 of the Tuscawilla Unit 12/12A Wall Ad Hoc Advisory Committee was called to Order by Chairperson Gary Brook at 6:02 p.m. in the East Training Room of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). Roll Call: Chairperson Gary Brook, present Vice Chairperson Ken Greenberg, present Committee Member David Boldt, present Committee Member Jon Lee, present Committee Member Lee Lindsay, present Committee Member Jack Rutherford , present Committee Member John Sundman, present (via telephone) Assistant to the City Clerk Cherilyn Taylor, present The Pledge of Allegiance was led by Chairperson Brook. Chairperson Brook briefed the Committee on a few administrative details. INFORMATIONAL AGENDA INFORMATIONAL 100. Not Used CONSENT AGENDA CONSENT 200. Office Of The City Clerk Requesting Approval Of The August 29, 2012 Tuscawilla Unit 12/12A Wall Ad Hoc Advisory Committee Orientation Meeting Minutes. Regarding the August 29, 2012 Tuscawilla Unit 12/12A Wall Ad Hoc Advisory Committee Orientation Meeting Minutes, Chairperson Brook inquired, "Do I hear a Motion to Approve?" CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA UNIT 12/12A WALL AD HOC ADVISORY COMMITTEE REGULAR MEETING-SEPTEMBER 19,2012 PAGE 2 OF 17 MOTION TO APPROVE. MOTION BY COMMITTEE MEMBER BOLDT. SECONDED BY COMMITTEE MEMBER LINDSAY. DISCUSSION. VOTE: COMMITTEE MEMBER LEE: AYE CHAIRPERSON BROOK: AYE COMMITTEE MEMBER LINDSAY: AYE COMMITTEE MEMBER SUNDMAN: AYE COMMITTEE MEMBER RUTHERFORD: AYE COMMITTEE MEMBER BOLDT: AYE VICE CHAIRPERSON GREENBERG: AYE MOTION CARRIED. CONSENT 201. Office Of The City Clerk Requesting Approval Of The September 6, 2012 Tuscawilla Unit 12/12A Wall Ad Hoc Advisory Committee Regular Meeting Minutes. On the September 6, 2012 Tuscawilla Unit 12/12A Wall Ad Hoc Advisory Committee Regular Meeting Minutes, Committee Member John Sundman stated, "Under the proposal that I presented on the repair of the tuckpointing of the walls, it didn't identify that it was only the interior section of the Wall which would be the responsibility of the homeowners." Continuing, Committee Member Sundman added, "As far as the discussion we had on the liability of the Wall for the City, was the discussion I asked Council about - if the City vacated the Wall that would then relieve them of that liability. And that isn't in there; so, I just wanted that in the Record." CHAIRPERSON BROOK NOTED, "THERE ARE TWO (2) POINTS THAT YOU WOULD LIKE TO ADDED TO THE MINUTES, IS THAT CORRECT?" COMMITTEE MEMBER SUNDMAN RESPONDED, "YES, THOSE TWO (2) POINTS." "HEARING NONE OTHER THAN THOSE TWO (2) POINTS, THAT WE CONSIDER APPROVING THEM WITH THOSE ADDITIONS." MOTION BY CHAIRPERSON BROOK. SECONDED. DISCUSSION. CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA UNIT 12/12A WALL AD HOC ADVISORY COMMITTEE REGULAR MEETING-SEPTEMBER 19,2012 PAGE 3 OF 17 VOTE: COMMITTEE MEMBER SUNDMAN: AYE C=O CHAIRPERSON GREENBERG: AYE COMMITTEE MEMBER LEE: AYE CHAIRPERSON BROOK: AYE COMMITTEE MEMBER LINDSAY: AYE COMMITTEE MEMBER BOLDT: AYE COMMITTEE MEMBER RUTHERFORD: AYE MOTION CARRIED. •• AGENDA NOTE: "PUBLIC INPUT" WAS HELD NEXT, FOLLOWED BY THE REST OF THE AGENDA,AS DOCUMENTED. •• PUBLIC INPUT Mr. Ted Johnson, 1107 Pheasant Circle, Winter Springs, Florida: encouraged the Committee to consider moving forward in adding signage to corner areas of the Wall as well as landscaping to enhance the area. Mr. Johnson also spoke of the "Tuscawilla Pride" initiative and thought that such additions would help maintain property values. Ms. Annabelle Frilen, 1602 White Dove Drive, Winter Springs, Florida: spoke about the five (5) entrances to this community and hoped the Committee would consider making all of them the same. Ms. Frilen also spoke about this community being identified like the other subdivisions in the area. AWARDS AND PRESENTATIONS AWARDS AND PRESENTATIONS 300. Not Used 400. REPORTS No Reports were given. PUBLIC HEARINGS AGENDA PUBLIC HEARINGS 500. Not Used CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA UNIT 12/12A WALL AD HOC ADVISORY COMMITTEE REGULAR MEETING-SEPTEMBER 19,2012 PAGE 4 OF 17 REGULAR AGENDA CZt REGULAR 600. Community Development Department — Urban Beautification Services Division Discussion Of The Replacement Of Corner Sections. Mr. Brian Fields, P.E., City Engineer, Public Works Department introduced this Agenda Item and stated, "The Committee asked for pricing information for four (4) areas: that was Wall replacement both for the five (5) corners that already had some demolition done as well as the three (3) corners where no demolition had been done. Second item was cosmetic repairs on the straight sections of the Wall. Third was some pricing on signage, at least a range of pricing of what was available. And then the fourth area was the possible addition of landscaping at the entrances." Regarding Wall replacement, Mr. Fields remarked, "We contacted several companies for pricing information." Continuing, Mr. Fields stated, "I'm going to focus tonight on the Seminole Masonry price. Number one (1) it's the lowest, and second, I felt like it was the most thorough and complete price." With further comments, Mr. Fields said, "The five (5) demolished locations, to replace those would be thirty-three thousand six hundred and eighty-five dollars ($33,685.00) and to add three (3) more would be twenty-thousand nine hundred eighty-two dollars ($20,982.00). Staff has put in a Restoration Allowance - so we felt like five thousand dollars ($5,000.00) was a good basis for covering all that restoration work." Mr. Fields then stated, "It brings the total for Seminole Masonry just under sixty thousand dollars ($60,000.00)." Further discussion ensued on the details of the Seminole Masonry price. An inquiry was made as to whether the quotes included the remaining demolition that is needed to be completed, to which Mr. Fields responded, "Yes — complete removal of the footer, and all the remaining bricks that were there." Next, the Committee Members discussed the possibility of eliminating the wing walls. Mr. Steven Richart, Urban Beautification Services Division Manager, Community Development Department mentioned, "One thing I'd like to say about keeping the three (3), at some point in the near future I believe those three (3) will need to be demolished because of their condition. From an Assessment standpoint, you might want to consider that down the road it will be more expensive to go back out and ask for more money." CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA UNIT 12/12A WALL AD HOC ADVISORY COMMITTEE REGULAR MEETING-SEPTEMBER 19,2012 PAGE 5 OF 17 REGULAR 601. Community Development Department — Urban Beautification Services Division C=O Discussion Of The Repair Of Straight Segments. Mr. Richart presented this Agenda Item and stated, "We went out and we got several proposals from local companies, the cheapest being a company called Alternative Wall Systems." Continuing, Mr. Richart added, "Their price was six thousand twenty-five dollars ($6,025.00) to completely come in and tuckpoint the entire length of the Wall, both sides, as well as repair the columns." With further comments, Mr. Richart said, "We also had a quote from Mr. Patricelli for eleven thousand four hundred fifty dollars ($11,450.00) to do the same. And then we had a couple of quotes, Seminole Masonry and Old World Masonry. They weren't complete quotes, they were based on a time and material type format." Discussion ensued about licensing, and about how these repairs would be cosmetic only. Mr. Richart clarified, "Just so you know, this is a cosmetic repair only, it will not strengthen the Wall." Deputy Mayor Joanne M. Krebs asked if a copy of the chart could be provided, and Mr. Richart said it could be provided. Next, Committee Member Sundman asked, "Could someone email me tomorrow— could the Clerk email me the reports and quotes that you are looking at?" Ms. Taylor said, "Yes, I will do that for you." Mr. Richart added, "We could email the entire Committee." Chairperson Brook agreed this would be helpful and Mr. Richart further noted, "This is for informational purposes, giving you these quotes. It's not the Committee's charge to select the Vendors that we use." REGULAR 602. Community Development Department — Urban Beautification Services Division Discussion Of The Range Of Prices For Possible Signage/Entrance Features. Mr. Richart introduced this Agenda Item and said, "We went out to a couple of companies that responded, one of them was Fast Signs and they gave us two (2) different programs and one of them was Seminole Masonry." Continuing, Mr. Richart stated, "Fast Signs gave us a quote for a three by five foot (3' x 5') aluminum sign with a full color print." Further discussion ensued on different signage materials, dimensions, and costs. CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA UNIT 12/12A WALL AD HOC ADVISORY COMMITTEE REGULAR MEETING-SEPTEMBER 19,2012 PAGE 6 OF 17 The Committee Members then discussed estimates for how long the signage would last. Mr. Richart explained, "I told them it was going to be outside and that I'd like to have a five (5) to seven (7) year sign minimum." Regarding the Fast Signs quote, Mr. Richart mentioned, "Cost on that is - they were at gn..4 two hundred seventy-seven dollars and fifteen cents ($277.15) a sign; times there would be eight (8) of them, unless you only wanted to do one (1) sign per entrance." With further comments, Mr. Richart stated, "And then we step up to their (Fast Signs) second quote which is a six inch (6') tall cast metal lettering with brushed aluminum finish, quite similar to what we have at the Town Center." Mr. Richart said, "That's going to be seven hundred eighty-seven dollars and ten cents ($787.10) a set." Next, Mr. Richart remarked, "And then Seminole Masonry was between two thousand five hundred dollars ($2,500.00) and three thousand five hundred dollars ($3,500.00) each a sign." REGULAR 603. Community Development Department — Urban Beautification Services Division Discussion Of The Landscaping At The Entrances. Mr. Richart presented this Agenda Item and stated, "For all four (4) entrances a budget of eight thousand dollars ($8,000.00) for a simple drought tolerant landscape. It can be scaled up or down eight thousand [dollars] ($8,000.00) - is a starting point. But that is going to give us a pleasant but simple low-maintenance type design. Again, you can decide not to do any of it." Continuing, Mr. Richart said he would get the Committee Members a copy of the draft Report when agreed to. Discussion for the cost of the entire Wall repair ensued. Details included landscaping, establishment cost for the Assessment area, the possible removal of some trees, contingency and other related costs. Next, Committee Members discussed maintenance costs such as Staff, Administrative, and Consulting Fees along with Maintenance Assessment for statutory reserves. Mr. Richart explained, "We're going to set aside twenty-five hundred dollars ($2,500.00) a year to maintain the Wall. Every year it will be inspected, we'll probably inspect it quarterly." Additionally, Mr. Richart remarked, "We'll have an annual maintenance program in place so that it'll be addressed. The Wall will be kept in the best shape that it can be kept in." CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA UNIT 12/12A WALL AD HOC ADVISORY COMMITTEE REGULAR MEETING—SEPTEMBER 19,2012 PAGE 7OF 17 With further comments, Mr. Richart said, "I'm calculating this, that everybody that is not on the Wall will pay a one (1) multiplier. Everybody that's on the Wall will pay a one point five (1.5) multiplier. Now, that will change probably when the Consultants come in and do their due diligence, when they figure out how to properly apportion this Assessment. But for our purposes, that's what it's going to be today. Our total Capital and Maintenance Assessment with - there's a four percent (4%) pre- payment discount from the Tax Collector that we have to think about; there's also a billing services fee that they charge to collect this, on the tax bill; so, that's in this number. Keep that in mind - it's eighteen thousand two hundred and forty-four dollars ($18,244.00) annually to have this whole program that we just talked about. Which means if you live away from the Wall, it's one hundred ninety-four ($194.00) dollars a year or sixteen dollars ($16.00) monthly. If you live on the Wall, it's two hundred ninety-one dollars ($291.00) a year or twenty-four dollars ($24.00) monthly." Further discussion ensued on the Assessment and estimated costs of repairing the Wall, a Homeowner's Association, landscaping and irrigation options. Tape 1/Side B The Committee Members then discussed landscaping options along the Wall including entry points and who would maintain them, and whether the Tuscawilla Lighting and Beautification District would be involved. With further comments, Deputy Mayor Krebs inquired, "Whatever the maintenance cost is that you are figuring in, can't you figure in some kind of maintenance for entrances as well; and if so, how much would that be?" Mr. Richart replied, "Yes, Ma'am I can do that. It wouldn't be a lot of money, it really wouldn't. But based on the information I had, I didn't want to assume that we were doing that and add another cost." Deputy Mayor Krebs suggested, "I would definitely recommend having something figured in your maintenance to take care of the entrances, if you so choose to have entrance landscaping." Discussion ensued on the costs of the entrances; and a tiered structure. Mr. Richart stated, "The process is when we hire the Consultants, they go out and they get three (3) local professionals, they call them expert witnesses." Continuing, Mr. Richart said, "They will give a testimony as to what the benefits the Wall would provide to the properties, in respect to their location." CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA UNIT 12/12A WALL AD HOC ADVISORY COMMITTEE REGULAR MEETING-SEPTEMBER 19,2012 PAGE 8 OF 17 Further comments followed on the structure and benefits of the Wall, associated costs to the residents, Assessment related issues, repairs to the Wall, and what was included in some quotes related to this Wall. "I WOULD MAKE A MOTION THAT WE VOTE TO REPLACE ALL EIGHT (8) CORNERS." MOTION BY CHAIRPERSON BROOK. SECONDED BY COMMITTEE MEMBER LINDSAY. DISCUSSION ENSUED ON THE COSTS OF REPLACING ALL EIGHT (8) CORNERS, THE TIMEFRAME FOR FINANCING THE COSTS, AND THE COSTS FOR WING WALLS. VOTE: VICE CHAIRPERSON GREENBERG: AYE COMMITTEE MEMBER RUTHERFORD: AYE COMMITTEE MEMBER SUNDMAN: AYE COMMITTEE MEMBER BOLDT: AYE COMMITTEE MEMBER LINDSAY: AYE COMMITTEE MEMBER LEE: AYE CHAIRPERSON BROOK: AYE MOTION CARRIED. "I WOULD LIKE TO MAKE A MOTION THAT WE NOT PUT WING WALLS AND EXPERIENCE A SAVINGS OF AT LEAST SEVEN THOUSAND DOLLARS ($7,000.00) PLUS MAINTENANCE THEREOF." MOTION BY VICE CHAIRPERSON GREENBERG. MR. FIELDS CLARIFIED, "SIX THOUSAND [DOLLARS] ($6,000.00) JUST TO CLARIFY, FOR ELIMINATION OF ALL WING WALLS. SECONDED BY COMMITTEE MEMBER LINDSAY. THE COMMITTEE MEMBERS DISCUSSED THE PURPOSE AND APPEARANCE OF INCLUDING WING WALLS. A POSSIBLE ISSUE WITH A RESIDENT WHO IS PUTTING UP A FENCE WAS NOTED, TO WHICH MR. RICHART SAID, "WE MAY HAVE TO TALK TO HIM, IF WE DECIDE TO DO THE WING WALLS." FURTHER COMMENTS FOLLOWED ON THE COST OF REMOVING THE EXISTING WING WALLS AND WHETHER THIS COST IS REFLECTED IN THE ESTIMATED SAVINGS. MR. FIELDS THEN STATED, "WE CAN GET THAT FOR YOU. I DON'T THINK THAT'S A BIG NUMBER TO DEMOLISH THE EXISTING WING WALLS. WE DEMOLISHED - ALMOST FIVE (5) SECTIONS FOR THREE THOUSAND DOLLARS ($3,000.00)." CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA UNIT 12/12A WALL AD HOC ADVISORY COMMITTEE REGULAR MEETING-SEPTEMBER 19,2012 PAGE 9 OF 17 RELATED TO DEMOLISHING THE EXISTING WING WALLS, MR. RICHART ADDED, "BASED ON WHAT WE PAID BEFORE AND WHAT'S = LEFT THERE NOW, IT WOULD BE SOMEWHERE AROUND A THOUSAND ($1,000.00) TO ONE THOUSAND TWO HUNDRED DOLLARS ($1,200.00)." MR. RICHART CONTINUED, "NOW YOUR SAVINGS DROPS DOWN TO FOUR THOUSAND EIGHT HUNDRED DOLLARS ($4,800.00)." Chairperson Brook opened "Public Input". Dr. Frilen, 1602 White Dove Drive, Winter Springs, Florida: said his property was on the wall and his preference was to have the wing wall put back. "I WILL MAKE A MOTION THAT WE WITHDRAW BOTH (PREVIOUS MOTIONS) AND WE START AGAIN WITH A NEW MOTION - MY MOTION WOULD BE THAT WE KEEP THE WING WALLS WITH THE EIGHT (8) NEW SECTIONS." MOTION BY COMMITTEE MEMBER RUTHERFORD. SECONDED BY COMMITTEE MEMBER BOLDT. DISCUSSION. VOTE: COMMITTEE MEMBER BOLDT: AYE COMMITTEE MEMBER LEE: AYE COMMITTEE MEMBER SUNDMAN: AYE COMMITTEE MEMBER RUTHERFORD: AYE COMMITTEE MEMBER LINDSAY: AYE VICE CHAIRPERSON GREENBERG: AYE CHAIRPERSON BROOK: AYE MOTION CARRIED. The Ad Hoc Advisory Committee then discussed the topic of signage to which Mr. Fields suggested the following options - "No signage at all, signage on four (4) of the entrances, or all eight(8) of the entrance corners." Discussion followed on the possibilities for signage including suggested materials, costs, and how long the signage will last once installed, to which Mr. Richart suggested that would be a"Seven (7) to ten (10) year life cycle." Next, Members of the Committee discussed how much costs would go up if signage was added to the Assessment. Mr. Richart stated, "The number I have now is five hundred four dollars ($504.00) to your annual payment." Further comments ensued on the cost of different signage options. CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA UNIT 12/12A WALL AD HOC ADVISORY COMMITTEE REGULAR MEETING—SEPTEMBER 19,2012 PAGE 10 OF 17 Mr. Fields pointed out, "Keep in mind, on the diagonal sections at the corners, that in all eight (8), we will need an Easement from the property owner before that Wall can be built. Now that we have some direction that the Committee is looking to go there, we can start that discussion." Came Tape 2/Side A Discussion ensued on the number of sig ns required for the entrances, signage sizes, appropriate letter sizes, and establishing a budget for signage. "I WOULD MAKE A MOTION THAT WE ESTABLISH A BUDGET FOR THE MID-COST." MOTION BY CHAIRPERSON BROOK. MR. RICHART NOTED, "THAT'S SIXTY THREE HUNDRED DOLLARS ($6,300.00). WE'RE GOING TO DO A TEN PERCENT (10%) CONTINGENCY IN CASE THERE IS A PROBLEM AND THAT'S FOR EIGHT (8) COMPLETE SIGNS, SIX INCH (6") 3D BRUSHED METAL." CONTINUING, MR. RICHART SAID THE "TOTAL COST IS SIX THOUSAND NINE HUNDRED THIRTY DOLLARS ($6,930.00) - AND THAT'S FIVE HUNDRED AND FOUR DOLLARS ($504.00) A YEAR FOR TWENTY (20) YEARS IN THE ASSESSMENT." MR. RICHART ADDED, "THAT IS GOING TO BE SIX DOLLARS AND EIGHTY-EIGHT CENTS ($6.88) PER YEAR, IF IT WERE FLAT, IF EVERYBODY PAID THE SAME FOR TWENTY (20) YEARS." CHAIRPERSON BROOK REITERATED HIS MOTION BY SAYING, "MY MOTION IS THAT WE ESTABLISH A BUDGET OF SEVEN THOUSAND DOLLARS ($7,000.00) FOR SIGNS FOR SECTION 12/12A." SECONDED BY COMMITTEE MEMBER BOLDT. THE COMMITTEE MEMBERS FURTHER DISCUSSED THAT THIS WAS JUST SETTING THE BUDGET SHOULD SIGNAGE BE AGREED TO, WHETHER THE LETTERING SIZE WOULD BE ACCEPTABLE, AND MATERIALS FOR THE SIGNAGE, CHAIRPERSON BROOK NOTED, "I WAS JUST TRYING TO COME UP WITH - ESTABLISH A BUDGET BECAUSE I WAS THINKING THAT OUR TASK RIGHT NOW IS TO NOT CHOOSE A SIGN BUT TO ESTABLISH A BUDGET; SO, THAT IF IN FACT WE CHOOSE TO HAVE A SIGN, WE WOULD HAVE THE BUDGET TO DO IT." SIGNAGE COSTS AND NEEDS WERE FURTHER ADDRESSED. CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA UNIT 12/12A WALL AD HOC ADVISORY COMMITTEE REGULAR MEETING-SEPTEMBER 19,2012 PAGE 11 OF 17 VOTE: C=3 CHAIRPERSON BROOK: AYE COMMITTEE MEMBER LINDSAY: AYE En.* VICE CHAIRPERSON GREENBERG: NAY COMMITTEE MEMBER BOLDT: AYE COMMITTEE MEMBER SUNDMAN: AYE COMMITTEE MEMBER RUTHERFORD: AYE COMMITTEE MEMBER LEE: AYE MOTION CARRIED. Chairperson Brook pointed out, "We have a Budget for signs." Next, the Committee discussed the repair of the Wall, to which Mr. Richart stated, "We have the Alternative Wall Systems quote of six thousand twenty-five [dollars] ($6,025.00). With that, we also have the miscellaneous tree and landscape remediation that may come up as he's doing the repair with the ten percent (10%) contingency, that's eighty-two seventy-eight [dollars] ($8,278.00)." Mr. Richart continued, "The danger is if this draws out six (6) to eight (8) to twelve (12) months from now, is his quote still good." With further comments, Mr. Richart stated, "Part of your request might ought to be, can we go ahead and engage this guy and maybe the City front-load the cost to get this started, because there are several months to set up the Assessment area." Further discussion ensued on the cost effectiveness of this quote, moving quickly with plans to repair the Wall, and when the City Commission could consider such matters - to which Chairperson Brook suggested, "What we've got to do, is we've got to make the decision first, then we're going to pass it down to the Staff and the Staff will then carry it to the Commission as requested." Mr. Richart mentioned, "There is no cleaning of the Wall in this quotation. Now let me check with him and see, and it would be chemical cleaning." Mr. Richart was asked to check to see how long the quote is good for. Mr. Richart responded, "I will. I can do that." Regarding setting up the Assessment program, Mr. Richart mentioned, "In order for this to be done, the City would have to front-load, not only the request that we're talking about now, but the City would have to front-load the cost to hire the Assessment people, the twenty nine [thousand] five [hundred dollars] ($29,500.00) would definitely have to be front-loaded. If we didn't, we wouldn't be able to proceed." Further discussion ensued on taking advantage of this low bid and having the City front- load the cost. CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA UNIT 12/12A WALL AD HOC ADVISORY COMMITTEE ,t=1 REGULAR MEETING-SEPTEMBER 19,2012 PAGE 12 OF 17 City Attorney Anthony A. Garganese said, "You have a Contractor that apparently is giving you a low bid. One way to address that particular issue while you are working this out and finalizing your recommendation for the Commission, is the Staff could work and 036 really firm up that particular quote and all the details. Number one (1), get it in writing, signed by the Contractor and have the City Manager, write it in a way that the Manager can sign it to lock in that quote subject to the City Commission's final approval, and maybe perhaps with an open quote or an open contract like a sixty (60), ninety (90) day period that he would honor." Furthermore, City Manager Kevin L. Smith stated, "That gives myself and the Commission some sense of security that we'd get your Bid in place and then during that process, we would get the Assessment program considered by the Commission. And we can ascertain if we get approval or not and then we'd still be able to procure the Bid." Chairperson Brook remarked, "We haven't had a motion yet to accept the Alternative Wall Systems quote, I believe." "I MOTION WE ACCEPT THEIR SIX THOUSAND TWENTY-FIVE DOLLAR ($6,025.00) BID WITH THE EXPRESSED REQUEST THAT THEY ALSO CLEAN THE WALL AT THE SAME TIME." MOTION BY VICE CHAIRPERSON GREENBERG. MR. RICHART POINTED OUT, "WE HAVE THE CONTINGENCY AND THE LANDSCAPE AND TREE REMEDIATION IN THAT NUMBER, IT'S A TOTAL OF EIGHTY-TWO [HUNDRED] SEVENTY-EIGHT [DOLLARS] ($8,278.00)." MR. FIELDS CLARIFIED, "YOU'RE NOT ACCEPTING A BID. YOU'RE ACCEPTING A COST THAT IS BASED ON A QUOTE BY ALTERNATIVE WALL SYSTEMS." SECONDED BY COMMITTEE MEMBER BOLDT. DISCUSSION FOLLOWED ON THE FREQUENCY OF CLEANING THE WALL, AND THAT CITY STAFF REVIEW THE CONTRACTOR'S MATERIALS THAT WOULD BE USED FOR THE TUCKPOINTING TO ENSURE A GOOD FINAL PRODUCT. MR. RICHART NOTED, "WHEN WE PUT IN THE NEW PARTS OF THE WALL, THEY WILL LOOK DIFFERENT IN COLOR TO THE OLD PARTS OF THE WALL. IT MAY NOT BE AS NOTICEABLE." CHAIRPERSON BROOK CLARIFIED, "I UNDERSTAND THAT OUR MOTION IS THAT WE ARE GOING TO ACCEPT THE COSMETIC REPAIR IN THE STRAIGHT SECTIONS AS PROPOSED BY THE STAFF" — IN TERMS OF THE ALTERNATIVE WALL SYSTEMS QUOTE. CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA UNIT 12/12A WALL AD HOC ADVISORY COMMITTEE REGULAR MEETING-SEPTEMBER 19,2012 PAGE 13 OF 17 VOTE: COMMITTEE MEMBER SUNDMAN: AYE COMMITTEE MEMBER LINDSAY: AYE Q CHAIRPERSON BROOK: AYE VICE CHAIRPERSON GREENBERG: AYE COMMITTEE MEMBER RUTHERFORD: AYE COMMITTEE MEMBER LEE: AYE COMMITTEE MEMBER BOLDT: AYE MOTION CARRIED. Brief comments. Chairperson Brook called a Recess at 8:09 p.m. Chairperson Brook reconvened the Meeting at 8:19 p.m. Discussion continued. "THAT IS A MOTION THAT WE ALSO HAVE BUDGETED NUMBERS AVAILABLE TO US BESIDES A TWENTY (20) YEAR." MOTION BY COMMITTEE MEMBER RUTHERFORD. SECONDED BY VICE CHAIRPERSON GREENBERG. MR. RICHART REMARKED, "INTERNALLY WE ARE GOING TO HAVE TO WORK OUT THE FINANCING AND ALL THE TERMS." ADDITIONALLY, MR. RICHART MENTIONED, "I THINK WHAT WE NEED TO LOOK AT IS TRYING TO STAY WITHIN A COST CONSTRAINT." FURTHER DISCUSSION ENSUED ON BONDS, COSTS, AND AFFORDABILITY FOR THE RESIDENTS. Committee Members then discussed moving forward to finalize details for the Wall and having at least one (1) more meeting. Mr. Richart stated, "What we'll do is come back with a final Report and then have one (1) more meeting. We can review the final Report at that time and make any clarifications." Further discussion ensued on preparing the final Report and the timeframe for preparation. Attorney Garganese noted, if three (3) people have a different point of view (in the minority), you can have that minority view put in the Report for the Commission to consider as well." Additional comments followed. CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA UNIT 12/12A WALL AD HOC ADVISORY COMMITTEE REGULAR MEETING—SEPTEMBER 19,2012 PAGE 14 OF 17 COMMITTEE MEMBER RUTHERFORD ADDED. "I PUT FORTH A MOTION THAT WE VOTE TO HAVE SIGNS INCLUDED ON THE WALLS." C=t SECONDED BY COMMITTEE MEMBER BOLDT. Clog DISCUSSION ENSUED ABOUT CONCERNS WITH COSTS FOR SIGNAGE AND WHETHER THE COMMUNITY PREFERRED SIGNAGE OR NOT. Tape 2/Side B CONCERNS WITH WHETHER THERE WAS SUFFICIENT LIGHTING FOR ANY SIGNAGE AND WHETHER LANDSCAPING WOULD GROW AND OBSCURE THE SIGNS WAS MENTIONED NEXT. VOTE: COMMITTEE MEMBER SUNDMAN: NAY CHAIRPERSON BROOK: AYE COMMITTEE MEMBER LEE: NAY VICE CHAIRPERSON GREENBERG: NAY COMMITTEE MEMBER BOLDT: AYE COMMITTEE MEMBER RUTHERFORD: AYE COMMITTEE MEMBER LINDSAY: NAY MOTION DID NOT CARRY. Chairperson Brook added, "We can have a Minority Report, if we choose." Deputy Mayor Krebs noted, `Since you will be an Assessment District at some future time, if you decide to have signs, you can still do that." Next, Mr. Richart addressed Wall maintenance and said, "At some point in time, something might have to be replaced; some part of the Wall may have to be replaced. So, keep in mind that down the road there could be a cost associated with some replacement." Discussion ensued on contingency costs and if the Tuscawilla Lighting and Beautification District would become involved. Mr. Richart pointed out, "This would be like a Phase III for the TLBD (Tuscawilla Lighting and Beautification District). It would be that Advisory Committee that would oversee the Assessment area." Further comments ensued on the logistics of an Assessment District, caps on costs, if they wanted their own Assessment District related Advisory Committee, and whether someone from Units 12/12A should serve on the Tuscawilla Lighting and Beautification District Advisory Committee. CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA UNIT 12/12A WALL AD HOC ADVISORY COMMITTEE REGULAR MEETING-SEPTEMBER 19,2012 a PAGE 15 OF 17 The Committee returned its attention to landscaping which would take a minimalistic approach and Mr. Richart noted that related to maintenance, "About one thousand ($1,000.00) dollars a year is what I'm thinking, maybe twelve hundred ($1,200.00) dollars." Mr. Richart summarized these costs by saying, "A one (1) time cost of the eighty-eight hundred [dollars] ($8,800.00) plus the maintenance and then if anything dies down the road, you'd have to replace it." Further remarks followed on issues related to landscaping replacements and irrigation. "I PUT FORTH A MOTION THAT WE VOTE TO HAVE LANDSCAPING AT THE ENTRANCES." MOTION BY COMMITTEE MEMBER RUTHERFORD. SECONDED BY COMMITTEE MEMBER LEE. DISCUSSION. THE COMMITTEE MEMBERS ACKNOWLEDGED THE HELP OF RESIDENTS WHO CURRENTLY CARE FOR THE LANDSCAPING AT THE ENTRANCES. ALSO SUGGESTED WAS THE IMPORTANCE OF PLANTING LOW-COST, DROUGHT RESISTANT LANDSCAPING. VOTE: COMMITTEE MEMBER RUTHERFORD: AYE COMMITTEE MEMBER LINDSAY: AYE CHAIRPERSON BROOK: AYE COMMITTEE MEMBER LEE: AYE COMMITTEE MEMBER SUNDMAN: AYE VICE CHAIRPERSON GREENBERG: AYE COMMITTEE MEMBER BOLDT: AYE MOTION CARRIED. Chairperson Brook then spoke on behalf of the Committee and recognized Mr. Richart, Mr. Fields, and Manager Smith and stated, "The Staff has delivered a comprehensive response to everything that the Committee has asked for and they have done it in just two (2) weeks; and I believe that you all have to be commended for your diligence and your speed. You exceeded my expectations and I had high expectations." Chairperson Brook added, "I was just proud of how well you guys supported us, and you heard us when we said we need to get this done quickly and so thank you for that." Continuing, Chairperson Brook addressed one of the cost estimates previously submitted to the Ad Hoc Committee and stated, "The Staff asked that there was a reimbursement request for the outlay of the initial Wall Assessment evaluation, and then a follow-on survey to determine the Wall's location, and then the subsequent Wall removal of the five (5) hazardous locations. Now, that reimbursement request that is in your matrix totals up to be eight thousand one hundred twenty-five dollars ($8,125.00)." CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA UNIT 12/12A WALL AD HOC ADVISORY COMMITTEE REGULAR MEETING-SEPTEMBER 19,2012 PAGE 16 OF 17 "BECAUSE ALL THREE (3) OF THESE EVENTS OCCURRED PRIOR TO THE CREATION OF THIS ASSESSMENT DISTRICT THAT WE ARE NOW EMBARKING ON, I WOULD LIKE TO MAKE A MOTION THAT THE AD HOC COMMITTEE RESPECTFULLY REQUESTS THE CITY COMMISSION TO CONSIDER FORGIVING THIS PROPOSED EIGHT THOUSAND ONE HUNDRED AND TWENTY-FIVE DOLLARS ($8,125.00) ADDITION TO OUR ASSESSMENT DISTRICT." MOTION BY CHAIRPERSON BROOK. SECONDED BY COMMITTEE MEMBER LEE. DISCUSSION. VOTE: COMMITTEE MEMBER LEE: AYE COMMITTEE MEMBER BOLDT: AYE COMMITTEE MEMBER SUNDMAN: AYE COMMITTEE MEMBER RUTHERFORD: AYE COMMITTEE MEMBER LINDSAY: AYE CHAIRPERSON BROOK: AYE VICE CHAIRPERSON GREENBERG: AYE MOTION CARRIED. Next, Chairperson Brook stated, "Because the creation of the Assessment District and the awarding of contracts and the actual repairs will take even more time, I would propose a possible shortcut to minimize these avoidable delays." "I MAKE A MOTION THAT THE AD HOC COMMITTEE REQUEST THAT THE CITY COMMISSION AUTHORIZE THE CITY TO FRONT-LOAD THE FUNDING OF THE QUOTED BID FOR THE ALTERNATIVE WALL SYSTEMS PROPOSAL ON FUNDING THE COMPLETE STRAIGHT WALL REPAIR RESTORATION. AS SOON AS THE ASSESSMENT DISTRICT IS ACTIVATED, THE CITY THEN WOULD IMMEDIATELY BE REFUNDED, REIMBURSE THE FRONTLOADED AUTHORIZED FRONT-LOADED FUNDING." MOTION BY CHAIRPERSON BROOK. SECONDED BY VICE CHAIRPERSON GREENBERG. DISCUSSION. VOTE: COMMITTEE MEMBER RUTHERFORD: AYE COMMITTEE MEMBER LEE: AYE COMMITTEE MEMBER SUNDMAN: AYE VICE CHAIRPERSON GREENBERG: AYE COMMITTEE MEMBER BOLDT: AYE COMMITTEE MEMBER LINDSAY: AYE CHAIRPERSON BROOK: AYE MOTION CARRIED. CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA UNIT 12/12A WALL AD HOC ADVISORY COMMITTEE REGULAR MEETING—SEPTEMBER 19,2012 PAGE 17 OF 17 The Committee Members discussed the logistics of having language added to the final Report for the City Commission to consider having the City bear some financial a responsibility for the Wall, that a public purpose is needed for spending City funds, how the City Commission voted in the past on related matters, what the City Commission could be asked to financially assist with, and could it be added as an Addendum to the final Report. Tape 3/Side A Further comments followed on a possible Motion related to the previous discussion and how much progress the Committee has made. Discussion ensued on a possible date for the next Tuscawilla Unit 12/12A Wall Ad Hoc Advisory Committee Meeting. Related to a suggestion of Thursday, October 11, 2012 at 6:00 p.m., Chairperson Brook asked if the Committee Members could all attend? No objections were voiced and Staff agreed that that would give Staff enough time to get this matter on the October 22nd, 2012 City Commission Regular Meeting Agenda. Vice Chairperson Greenberg suggested that Staff note that this would go to the City Commission on October 22, 2012. Chairperson Brook thanked the Ad Hoc Committee Members for their contributions. PUBLIC INPUT Chairperson Brook opened "Public Input". No one addressed the Committee at this time. ADJOURNMENT Chairperson Brook adjourned the Regular Meeting at 9:34 p.m. RESPECTFULLY SUBMITTED: ANDREA LORENZO-L UACES, MMC, CITY CLERK AND CHERILYN TAYLOR, ASSISTANT TO THE CITY CLERK NOTE: These Minutes were Approved at the ,2012 Tuscawilla Unit 12/12A Wall Ad Hoc Advisory Committee Regular Meeting.