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HomeMy WebLinkAbout2013 06 13 Consent 200 Approval of the May 17, 2012 Regular Meeting Minutes rT CITY OF WINTER SPRINGS, FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING MAY 17, 2012 (RESCHEDULED FROM MAY 10, 2012) 10WROPSMIk CALL TO ORDER The Regular Meeting of Thursday, May 17, 2012 (Rescheduled from May 10, 2012) of the Oak Forest Wall and Beautification District Advisory Committee was called to Order at 7:03 p.m. by Chairperson Judy Converso in the Commission Chambers of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). Roll Call: Chairperson Judy Converso, present Committee Member Robert Carril, present Committee Member Richard Lane, present Committee Member Brian Oliver, present City Clerk Andrea Lorenzo-Luaces, present Assistant to the City Clerk Sean Beaudet,present Advisory Committee Member Brian Oliver led the Pledge of Allegiance. Chairperson Converso welcomed new Advisory Committee Member Robert Carril. Brief comments followed on the Agenda for this Meeting. REGULAR AGENDA— PART I REGULAR 600. Office Of The City Clerk Requesting An Election Of Chairperson Be Held For 2012. "I NOMINATE JUDY (CONVERSO)." MOTION BY ADVISORY COMMITTEE MEMBER OLIVER. SECONDED BY ADVISORY COMMITTEE MEMBER LANE. DISCUSSION. CITY OF WINTER SPRINGS,FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE 6,"=� REGULAR MEETING-MAY 17,2012 (RESCHEDULED FROM MAY 10,2012 PAGE 2 OF]0 VOTE: CHAIRPERSON CONVERSO: AYE COMMITTEE MEMBER CARRIL: AYE ameZi COMMITTEE MEMBER OLIVER: AYE COMMITTEE MEMBER LANE: AYE MOTION CARRIED. REGULAR 601. Office Of The City Clerk Requesting An Election Of Vice Chairperson Be Held For 2012. MOTION TO NOMINATE BRIAN OLIVER FOR VICE CHAIRPERSON. MOTION. SECONDED BY CHAIRPERSON CONVERSO. DISCUSSION. VOTE: COMMITTEE MEMBER CARRIL: AYE COMMITTEE MEMBER LANE: AYE COMMITTEE MEMBER OLIVER: AYE CHAIRPERSON CONVERSO: AYE MOTION CARRIED. INFORMATIONAL AGENDA INFORMATIONAL 100. Not Used. CONSENT AGENDA CONSENT 200. Office Of The City Clerk Requesting Re-Approval Of The January 13, 2011 Oak Forest Wall And Beautification District Advisory Committee Regular Meeting Minutes That Were Approved At The April 14,2011 Regular Meeting. City Clerk Andrea Lorenzo-Luaces briefly explained to the Oak Forest Wall and Beautification District Advisory Committee what was being requested. Chairperson Converso requested a Motion to re-approve the January 13, 2011 Minutes with the correction. CITY OF WINTER SPRINGS,FLORIDA MINUTES r lia OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE ik REGULAR MEETING-MAY 17,2012 Mli (RESCHEDULED FROM MAY 10,2012 PAGE 3 OF 10 "I MAKE A MOTION TO ACCEPT IT." MOTION BY ADVISORY COMMITTEE MEMBER LANE. SECONDED BY VICE CHAIRPERSON OLIVER. DISCUSSION. , VOTE: VICE CHAIRPERSON OLIVER: AYE CHAIRPERSON CONVERSO: AYE COMMITTEE MEMBER CARRIL: AYE COMMITTEE MEMBER LANE: AYE MOTION CARRIED CONSENT 201. Office Of The City Clerk Requesting Approval Of The April 14, 2011 Oak Forest Wall And Beautification District Advisory Committee Regular Meeting Minutes. "I MAKE A MOTION TO APPROVE THOSE MINUTES." MOTION BY ADVISORY COMMITTTEE MEMBER LANE. SECONDED BY CHAIRPERSON CONVERSO. DISCUSSION. VOTE: CHAIRPERSON CONVERSO: AYE COMMITTEE MEMBER CARRIL: NAY VICE CHAIRPERSON OLIVER: AYE COMMITTEE MEMBER LANE: AYE MOTION CARRIED. AWARDS AND PRESENTATIONS AWARDS AND PRESENTATIONS 300. Not Used. 400. REPORTS City Clerk Lorenzo-Luaces mentioned to the Committee that the City Commission had requested to have input from their Advisory Boards/Committees with each Board/Committee making a presentation before the City Commission on their accomplishments, and/or any concerns or needs they may have. It was suggested that a June or July presentation date for the Oak Forest Wall and Beautification District Advisory Committee would work well for the City Commission's timeline. CITY OF WINTER SPRINGS,FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING-MAY 17,2012 (RESCHEDULED FROM MAY 10,2012 PAGE 4 OF 10 Discussion ensued on a previous presentation to the City Commission by the Oak Forest Wall and Beautification District Advisory Committee. Continuing, Chairperson Converso said that she would be glad to represent this Committee for the presentation to the City Commission and suggested, "The main thing is to reach a Consensus, from the Board, of the types of issues we want to put into any kind of presentation. One of the things that I would like to put in there—is to have Public Input, at least on the- Annual Budget." Mr. Steve Richart, Urban Beautification Division Services Manager, Community Development Department explained, "One of the things that's happening is — in 2017, your capital debt will be retired. You'll be paid off. So, all the original debt that was incurred as part of the project will be gone. So, then you could look at things like potentially doing street lights and decorative street signs — but obviously right now, isn't the time to say, `Well, let's add to your Assessment'; but it is time to plan and to decide if that is something that's in the future." Chairperson Converso noted that "Maybe before we adjourn tonight, we can come up with some items or some bullets that we could present." Discussion followed on possible dates for the Committee's presentation to the City Commission and Chairperson Converso said she would review her schedule and then let Staff know. Discussion ensued on pending Ordinance Number 2012-08, and issues related to attendance; that this Committee was set up by Ordinance 98-704 with a membership size of five(5) Members, and a quorum of three(3). PUBLIC INPUT No one spoke. PUBLIC HEARINGS AGENDA PUBLIC HEARINGS 500. Not Used. CITY OF WINTER SPRINGS,FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE r i REGULAR MEETING-MAY 17,2012 - (RESCHEDULED FROM MAY 10,2012 PAGE 5 OF 10 c REGULAR AGENDA- PART II ems- REGULAR -_ 602. Community Development Department — Urban Beautification Services Division Budget Review. Mr. Richart presented this Agenda Item and reviewed assessment and budget numbers and remarked that "We've collected ninety-five percent (95%) of the Assessment already and generally the rest of it will trickle in over the next few months." Discussion followed on the collection of Assessments Fees, and Mr. Richart commented, "I think we're on track to probably put a little money towards the Fund balance; so, that means that we're collecting a little more than we're spending." Mr. Richart briefly explained the differences between Operating Budget and the Debt Service Budget; and addressed meetings and related costs and briefly reviewed email correspondence in regards to the Sunshine Laws. Further comments followed on this Committee and meeting(s), and Office of the City Clerk staffing. Next, Committee Member Carril referenced the "overtime rate" note to which Staff explained staffing costs. City Clerk Lorenzo-Luaces added, "That is just the hours it takes to do the meeting. So, maybe that should be changed — the wording." Mr. Richart agreed and stated "Probably should, that wording is like three (3), four (4) years old." City Clerk Lorenzo-Luaces briefly commented on scheduling and said, "We'll definitely take care of it." Further remarks followed on recent Office of the City Clerk project staffing changes. With continued discussion on the Budget, Mr. Richart stated, "When we're done reviewing each one of these, and we've discussed everything, I'm going to ask you to vote and recommend approval to send this to the Commission — that says `Okay, we've seen it, we generally agree with what's on it.' It is subject to being updated though - I will tell you ahead of time, in case some small variables change." Furthermore, Mr. Richart added, "If it changed by five hundred dollars ($500.00) or a thousand [dollars] ($1,000.00), I'd probably let you know." Further related to the Budget, Mr. Richart addressed individual Assessments; that he was increasing the landscaping funding; signage was being touched up rather than replaced; the insurance number could possibly change; and that less meetings means less staff support and funding. Mr. Richart concluded his comments on the Maintenance Fund and pointed out, "We're actually in the black and we remain that way; and we'll be in the black this year, unless something major happens." CITY OF WINTER SPRINGS,FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING—MAY 17,2012 �� (RESCHEDULED FROM MAY 10,2012 PAGE 6 OF 10 Committee Member Richard Lane asked, "What happens to the surplus at the end of the year?" Mr. Richart replied, "It stays in the Fund Balance. We have a threshold — it's supposed to be twenty-five percent (25%) roughly of your expenditures. That's what you asteti should carry in your Fund Balance." Tape 1/Side B Further discussion. Vice Chairperson Brian Oliver inquired about the cost of upgrading the sprinkler system and adding more sprinkler heads along the Oak Forest Wall. Mr. Richart gave some rough figures of the cost and how the District would go about paying for the project. Chairperson Converso noted, "I think that would be a vote for the community and I think that is easy to get; let them decide." Mr. Richart asked the Committee Members, "Is that something you want do in this economy?" Vice Chairperson Oliver mentioned that the sprinkler system upgrade could be a future project. Discussion continued. Chairperson Converso pointed out, "What we are voting on, is to send this to the Commission for approval - to approve the Operating Budget?" Mr. Richart stated, "Yes - with the knowledge that it could slightly change." The "overtime rate" note was again mentioned that it needed to be changed. Discussion. MOTION TO APPROVE THE BUDGET. MOTION. SECONDED BY VICE CHAIRPERSON OLIVER. DISCUSSION. COMMITTEE MEMBER LANE ADDED, "SINCE IT COULD BE MODIFIED, I WOULD LIKE TO SEE THAT WE HAVE SOME LIMIT ON THE MOTION FOR THE MODIFICATIONS—AND THEN IT WOULD COME BACK TO US." MR. RICHART REMARKED, "WE ACTUALLY DID THAT LAST TIME IF I'M NOT MISTAKEN,YOU ALL PUT A LIMIT ON IT." COMMITTEE MEMBER LANE THEN SAID, "THREE HUNDRED DOLLARS ($300.00) WOULD SEEM REASONABLE." MR. RICHART STATED, "IF IT WENT DOWN, YOU WOULDN'T CARE?" COMMITTEE MEMBER LANE RESPONDED, "NO". CITY OF WINTER SPRINGS,FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE rT. REGULAR MEETING-MAY 17,2012 F+�� (RESCHEDULED FROM MAY 10,2012 !� PAGE 7 OF 10 MR. RICHART THEN COMMENTED, "IF IT CAME BACK TO YOU, WE'D HAVE TO CALL A SPECIAL MEETING. WHAT I COULD DO IS EMAIL YOU, IF IT CHANGES AT ALL; EMAIL EACH OF YOU AND THEN THE CHAIR inetl COULD DECIDE TO CALL OR ANYBODY COULD ASK — BUT THE CHAIR WOULD REALLY HAVE TO REQUEST IT; AND WE COULD CALL A SPECIAL MEETING." FURTHERMORE, MR. RICHART SAID, "I'LL JUST EMAIL YOU THE FINAL ONE WE'RE GOING TO PROPOSE. IF ANYBODY HAS A PROBLEM WITH IT THEN WE CAN TALK ABOUT IT. BUT, WE COULD CALL ANOTHER MEETING IF IT WERE AN ISSUE." CHAIRPERSON CONVERSO NOTED, "WE COULD SET A LIMIT HERE AND IF IT FALLS WITHIN THAT..." MR. RICHART REMARKED, "...I'LL STILL EMAIL YOU THOUGH." COMMITTEE MEMBER LANE THEN REMARKED, "I WOULD MAKE THAT MOTION OF THREE HUNDRED DOLLARS ($300.00). SECONDED BY VICE CHAIRPERSON OLIVER. DISCUSSION. CHAIRPERSON CONVERSO CLARIFIED THE MOTION AND STATED, "SO, NOW WE HAVE THE VOTE TO SEND TO THE COMMISSION FOR APPROVAL OF THE OPERATIONAL BUDGET WITH THE LIMIT OF THREE HUNDRED [DOLLARS] ($300.00) IN ANY MODIFICATION." VICE CHAIRPERSON OLIVER AND COMMITTEE MEMBER LANE COMMENTED THAT THEY WERE IN AGREEMENT. VOTE: COMMITTEE MEMBER CARRIL: AYE COMMITTEE MEMBER LANE: AYE CHAIRPERSON CONVERSO: AYE VICE CHAIRPERSON OLIVER: AYE MOTION CARRIED. Mr. Richart then presented the Debt Service Fund and pointed out "This Fund pays your note." With further comments, Mr. Richart stated, "It shows that we're going to have this paid off in June of 2017. So, that's a huge step forward." Discussion. CITY OF WINTER SPRINGS,FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE 1:::= REGULAR MEETING-MAY 17,2012 ir.W. (RESCHEDULED FROM MAY 10,2012 PAGE 8 OF 10 Following, Mr. Richart explained, "Once we free that up, we have seventy-two dollars ($72.00)per benefit unit that could be used for another project if we wanted; or, we could just say `No, we're done with Capital. We are just doing Maintenance. And, then your taxes go down, even though it's an Assessment, your costs go down. You can decide at " that time and the Commission will have to approve it." Chairperson Converso added, "Like you said, we have to work at least three (3) - four (4) years in advance to get the community to decide, these are your options—you can do this or you can do that. And then, when that happens we have a plan; instead of not doing anything." In agreement, Mr. Richart noted, "That is one of the other important missions this Board needs to work on, as we go on is we may need to have another meeting this year - to say `Okay, we want to plan this out five (5) or ten (10) years ahead of time, here is what we're going to do'." Discussion. Regarding when the Assessment is paid off, would the residents be informed, Mr. Richart said that something could be sent to the residents. Further comments. Chairperson Converso stated, "The vote before us will be to accept the Debt Service Fund, as proposed - that we approve the fact that it will be towards the principal payment..." Mr. Richart added, "...Yes, if it's available..." Chairperson Converso continued, "...Do we want to also do the modification if there is any modification beyond a ten dollar ($10.00) limit, that we are notified?" Mr. Richart stated, "Sure." Chairperson Converso then noted, "That would be the vote that we are potentially voting on." "I MAKE A MOTION TO ACCEPT". MOTION BY VICE CHAIRPERSON OLIVER. SECONDED BY COMMITTEE MEMBER CONVERSO. DISCUSSION. VOTE: CHAIRPERSON CONVERSO: AYE VICE CHAIRPERSON OLIVER: AYE COMMITTEE MEMBER LANE: AYE COMMITTEE MEMBER CARRIL: AYE MOTION CARRIED. Discussion ensued on possible future projects and how to proceed, and would the Oak Forest community be notified. Mr. Richart noted that three (3) possible projects that could be considered were "Continuing to enhance the Wall, that's one (1); decorative street signs is another; and decorative street lights." Further comments followed on how to proceed; possible straw ballots; what the City Commission could move on; and more specific details related to the three(3)potential projects. CITY OF WINTER SPRINGS,FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING-MAY 17,2012 Ima �i 1 (RESCHEDULED FROM MAY 10,2012 PAGE 9 OF 10 Mr. Richart then suggested, "Let's identify the top projects that are important to the Board; let's formulate a rough guesstimate as to what it might cost to do it; and then let's talk about maybe having a focus meeting where we have a board meeting and we invite the residents of Oak Forest to come meet with us,before we go to the Commission-meet with us and talk about it and see if there is an interest. And then we move forward." Further discussion continued on delinquency, collections, and Assessments. REGULAR 603. Community Development Department — Urban Beautification Services Division Maintenance Items And Progress Report. Mr. Richart began the discussion on this Agenda Item and noted that a new landscaper had been hired and this has saved over eight hundred dollars ($800.00) a year; and that there had been some replacements of flowers made. Discussion followed on the sprinkler system and could the timers be adjusted to save money, to which Mr. Richart pointed out, "If you ever see a sprinkler on when it's during the day and no one's around, or the weekend, call us please." Mr. Richart then commented on the City's Assessment Consultants. Chairperson Converso stated that they were appreciative of Mr. Richart's assistance. Discussion then followed on what the Committee might want to discuss in their presentation before the City Commission. Summarizing, Chairperson Converso noted the opportunity for public input; possible enhancements after the date of 2017 that may include streetlights, street signs, and landscaping the entire Wall; along with a request for Unit 8 representation." Tape 2/Side A Further comments continued on potential topics and Mr. Richart remarked about a possible PowerPoint presentation and added, "I can help in any way you need for a presentation." City Clerk Lorenzo-Luaces mentioned that the City has been running an article in the monthly Newsletter advertising the open seat on this Committee to which Chairperson Converso suggested, "We need to talk to section 8." With discussion on the Oak Forest Wall and Beautification District Advisory Committee, previous issues, showing up as a team, and that a possible date for the presentation to the City Commission could be July 9t', 2012. City Clerk Lorenzo-Luaces mentioned that we would send out a reminder along with a copy of the Agenda Item to the Committee Members, prior to their presentation. CITY OF WINTER SPRINGS,FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING—MAY 17,2012 CW141 (RESCHEDULED FROM MAY 10,2012 PAGE 10 OF 10 PUBLIC INPUT Chairperson Converso opened Public Input. No one spoke. Chairperson Converso closed Public Input. ADJOURNMENT Chairperson Converso adjourned the Regular Meeting at 8:47 p.m. RESPECTFULLY SUBMITTED: CITY CLERK ANDREA LORENZO-L UACES, MMC AND SEAN BEAUDET ASSISTANT TO THE CITY CLERK NOTE: These Minutes were approved at the ,2013 Oak Forest Wall and Beautification District Advisory Committee Regular Meeting.