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Home My WebLink About2014 04 16 Consent 300 Unapproved Minutes from the January 15, 2014 Regular Meeting �=�� P;,a�fl�d zF!.i4�.!9'.:.�.`<i1 CITY OF WINTER SPRINGS, FLORIDA MINUTES ��{��,� �,�� TUSCAWILLA LIGHTING AND BEAUTIFICATION =.�"�,R°, ,;.r DISTRICT ADVISORY COMMITTEE REGULAR MEETING JANUARY 15, 2014 CALL TO ORDER The Regular Meeting of Wednesday, January 15, 2014 of the Tuscawilla Lighting and Beautification District Advisory Committee was called to Order by Chairperson Mary Brook at 5:30 p.m. in the Commission Chambers of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). Chairperson Mary Brook recognized Commissioner Pam Carroll and Tuscawilla Home Owners Association President Ted Johnson as being present in the audience. Roll Call: Chairperson Mary Brook, present Vice Chairperson Helen Baker, present Committee Member Luci Coker, absent Committee Member ponald Gilmore, arrived at 5:42 p.m. Committee Member Carolyn Wolf, present Assistant to the City Clerk Sarah Hart, present A moment of silence was followed by the Pledge of Allegiance. No agenda changes were noted. REGULAR AGENDA- PART I REGULAR 600. Office Of The City Clerk Requesting The Tuscawilla Lighting And Beautification District Advisory Committee Hold An Election For The Position Of Chairperson For Calendar Year 2014. Chairperson Brook said, "Do we have any nominations for the position of Chairman?" Board Member Carolyn Wolf nominated Chairperson Brook for Chairperson. "I MAKE A MOTION THAT WE ACCEPT THE NOMINATION." MOTION BY BOARD MEMBER WOLF. SECONDED BY BOARD MEMBER BAKER. DISCUSSION. CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING-JANUARY 15,2014 PAGE 2 OF 8 -��; �� .� �,.��r��:'.��,� �sr:tY111'F',z7 aR,'sS::";•W,.r VOTE: �`�.TS ..L�� CHAIRPERSON BROOK: AYE �\'Vt R � VICE CHAIRPERSON BAKER: AYE � COMMITTEE MEMBER WOLF: AYE MOTION CARRIED. REGULAR 601. Office Of The City Clerk Requesting The Tuscawilla Lighting And Beautification District Advisory Committee Hold An Election For The Position Of Vice-Chairperson For Calendar Year 2014. Board Member Wolf said, "I nominated Helen Baker." Chairperson Brook seconded the nomination. "WE HAVE A MOTION FOR A VOTE (FOR BOARD MEMBER BAKER) FOR VICE-CHAIRPERSON." MOTION BY CHAIRPERSON BROOK. SECONDED BY BOARD MEMBER WOLF. DISCUSSION. VOTE: VICE CHAIRPERSON BAKER: AYE COMMITTEE MEMBER WOLF: AYE CHAIRPERSON BROOK: AYE MOTION CARRIED. AWARDS AND PRESENTATIONS AWARDS AND PRESENTATIONS 100. Not Used INFORMATIONAL AGENDA INFORMATIONAL 200. Not Used CITY OF WINTER SPRINGS,FLORIDA �.;,„� �.. MINUTES ��Y�.Y . TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE `�m�� REGULAR MEETING—JANUARY 15,2014 ��""�' PAGE 3 OF 8 ^��`�'�� s:�r, ��"�rx xx;'ar�d ;�`rw_�y'�2'� ;:;.,a:� �;:�:.�4;. PUBLIC INPUT z��'=y'�� - r:� � .u,...� ;;��-, Chairperson Brook opened "Public Input". >�_��'°y' No one spoke. Chairperson Brook closed "Public Input". CONSENT AGENDA CONSENT 300. Office Of The City Clerk Requesting The Tuscawilla Lighting And Beautification District Advisory Committee Review And Approve The Wednesday, October 16, 2013 Tuscawilla Lighting And Beautification District Advisory Committee Regular Meeting Minutes. "I MAKE A MOTION THAT WE ACCEPT THE LAST MEETING MINUTES." MOTION BY VICE-CHAIRPERSON BAKER. SECONDED BY CHAIRPERSON BROOK. DISCUSSION. VOTE: COMMITTEE MEMBER WOLF: AYE CHAIRPERSON BROOK: AYE VICE-CHAIRPERSON BAKER: AYE MOTION CARRIED. 400. REPORTS Mr. Steve Richart, Urban Beautification Division Services, Community Development Department reported that, "The streetlight costs have been raised as of January lst (2014). The City Commission voted to up the reimbursement that the City gives to the members who participate in the decorative streetlight program. But, Duke Energy raised their prices on the 1 St (January 2014) so the City Commission matched the rate increase for the reimbursement." Committee Member pon Gilmore arrived at S:42 p.m. PUBLIC HEARINGS AGENDA PUBLIC HEARINGS 500. Not Used CITY OF WINTER SPRINGS,FLORIDA MINUTES �g�.�•�i TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE �',-s,;�°�� REGULAR MEETING—JANUARY 15,2014 �s,,.,� PAGE 4 OF 8 ��`� �.��Ti�NY3"Y:.. v..'.M.'F'T_'P".�y x.•,q �' Y�'yy.:?..5� �4,"�n�%iv�?s REGULAR AGENDA- PART II ��V"�'4�,�� ,.; �.,,_.. :�� .�, .:.., , ,. . ; REGULAR 602. Community Development Department — Urban Beautification Services Division Requesting The Tuscawilla Lighting And Beautification District Advisory Committee To Receive A Review Of The Maintenance Fund Budget. Mr. Richart outlined the Budget handout entitled "Tuscawilla Lighting and Beautification District — January 15, 2014 — Executive Summary" that he distributed to Committee Members. There was lengthy discussion about the fountain repairs at the entrance to Tuscawilla including available options; that the fountains• were originally built according to specifications even though the pool basins were not reinforced which allows for cracks; that three thousand gallons of water are lost each day because of leaks, whether or not propane or gas run generators are better; installing a permanent de-watering rig; the possibility of raising the vault; and how best to cover the cost of renovations including the suggestion to raise the assessment. Mr. Richart stated, "So to fix all of these things, my guess is about fifty three thousand dollars ($53,000.00) and I think it will buy us another ten(10)to twelve (12) maybe fifteen (15) years." Discussion. Regarding financing this project, Mr. Richart explained, "Our Phase I Capital we are doing very well with. We've been able to re-finance it. We have a balance there too. There is a potential of doing a one-time capital shot from the capital assessment." In terms of the Assessment, Chairperson Brook suggested, "Why don't we propose raising the Assessment to where it should be?" Mr. Richart said that, "Right now we have a hundred and twenty dollar ($120.00) per year assessment. We were at a hundred and twenty-six ($126.00) when it was lowered and our maximum is a hundred and twenty-eight ($128.00)." Tape 1/5ide B Mr. Richart then commenced discussion on landscaping and landscape contract bids; that a new landscaping contract will increase by approximately ten to fifteen thousand dollars ($10,000.00 - $15,000.00) annually; street lighting cost increases; repairs to entry wall and to irrigation system at main entrance; quality concerns with present landscape company, Eastwood Tuff Turf of Central Florida Incorporated; and separating the cost of mulch into a lump sum as opposed to spreading costs out monthly. Discussion. Chairperson Brook speaking to Mr. Richart said, "I think you have done an outstanding job and it's through no fault of yours that it (fountain) has not been repaired. Discussion. CITY OF WINTER SPRINGS,FLORIDA MINUTES ��+`�� ' TLISCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE "�''-�`"'�""_°� REGULAR MEETING—JANUARY 15,2014 ��?'�' PAGE 5 OF 8 .�'a,'�"y".�;� 6.n ;q�i '�:f Chairperson Brook opened "Public Input". ": v�,�,, Mr. Gary Brook, 1631 Wood Duck Drive, Winter Springs, Florida: spoke in favor of addressing the fountain repairs and asked the Committee Members to consider making a motion to increase the assessment to one hundred and twenty eight dollars ($128.00). Mr. Ted Johnson, 1107 Pheasant Circle, Winter Springs, Florida: asked Mr. Richart to advise the order in which items for repair needed to be addressed. Mr. Richart responded by saying, "Immediately we need to obviously address the issue with the check valves. That is something we need to do right away. It really shouldn't wait." Continuing, Mr. Richart suggested that generators, resurfacing and repair of the suction boxes also needed to be addressed immediately. Mr. Richart said, "We probably need to spend at least twenty, twenty five thousand ($20,000.00 - $25,000.00) right away, immediately." Commenting, Mr. Richart said, "If you look at all the things added together, it's eight seven thousand five hundred dollars ($87,500.00). There's twenty eight thousand dollars ($28,000.00) of residual annual costs that's going to continue to happen from this you know the things that I've talked about. The one-time cost is fifty nine five ($59,500.00) which includes the irrigation stuff. So, let me tell you how that will look on the budget. If the assessment were to stay the same which is what's approve and what we're under now, that would be about a hundred and twenty nine thousand four hundred and thirty one dollars ($129,431.00) - - that we're pulling out of fund balance for let's say next year. If the assessment went up to one twenty eight ($128.00) that would be ninety five thousand five hundred dollars ($95,500.00) that we'd be pulling out of fund balance. —If you went to one twenty eight ($128.00) it still doesn't stop the bleeding." Discussion. Mr. Richart concluded, "I think the best vote you could do is to instruct us to do just that. To get with Kevin (Smith, City Manager) and the Finance Department and come up with a plan." "I WILL DROP MY FIRST MOTION AND I WILL MAKE A MOTION THAT STEVE (RICHART) GETS WITH THE FINANCIAL DEPARTMENT AND OTHERS IN THE CITY THAT HE NEEDS TO AND DETERMINES WHAT WE HAVE TO DO OR WHAT WE CAN DO TO GET THIS WHOLE PROJECT DONE LUMP SUM AND BE DONE WITH IT." CONTINUING, CHAIRPERSON BROOK ASKED, ��CAN WE ADD —ON TO THAT DON (GILMORE)?" TO WHICH BOARD MEMBER GILMORE REPLIED, "TO DO WHAT?" AND CHAIRPERSON BROOK SAID, "TO RAISE CITY OF WINTER SPRINGS,FLORIDA MINUTES - TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE �'`"'� REGULAR MEETING-JANUARY 15,2014 �� PAGE 6 OF 8 ��,�,"'�+ � �� : � THE ASSESSMENT TO ONE TWENTY EIGHT ($128.00). CONTINUING, ��;,�,� BOARD MEMBER GILMORE SAID, "DO YOU THINK IT'S WISE TO RAISE �'�'�"� ,�msnrm..:M. THE ASSESSMENT TO ONE TWENTY EIGHT ($128.00) - BEFORE WE HAVE ��;v�� =- , THIS MEETING WHERE THE FINANCE PEOPLE COME BACK AND SAY ��;::'�� `HEY THIS IS WHAT WE CAN DO'?" CHAIRPERSON BROOK RESPONDED, "DID YOU HEAR STEVE (RICHART) JUST SAY THAT WE ARE OPERATING IN THE RED ANYWAY?" BOARD MEMBER GILMORE THEN SAID, "WELL IF YOU WANT, I WILL ADD TO THE MOTION THAT WE INCREASE THE ASSESSMENT TO THE ONE TWENTY EIGHT ($128.00) NUMBER OK." COMMITTEE MEMBER WOLF SAID, "THEN I WILL SECOND THAT IF I HAVE IT STRAIGHT. YOU ARE GOING TO GET TOGETHER (WITH THE FINANCE DEPARTMENT) AND YOU ARE GOING TO ADD THE HUNDRED AND TWENTY EIGHT ($128.00)?" COMMITTEE MEMBER GILMORE CONFIRMED, "COMING BACK WITH A FULL FINANCIAL REPORT ON HOW WE CAN DO ALL THIS WORK AND PAY FOR IT AND WHAT IT WILL COST AND IN ADDITION TO THAT WE ARE RAISING THE ASSESSMENT TO ONE TWENTY EIGHT ($128.00). SECONDED BY COMMITTEE MEMBER WOLF. MR. RICHART ASKED, "WOULD YOU WANT THAT PART OF THE MOTION TO SAY WHEN YOU REQUIRE THE REPORT TO BE PRESENTED TO YOU?" COMMITTEE MEMBER GILMORE ASKED, "WHEN COULD YOU DO IT? LET'S PUT IT THAT WAY. WHEN COULD YOU AND THE STAFF DO THIS? WE DON'T WANT TO PUT SOMETHING OUT THAT IS UNREALISTIC." RESPONDING, MR. RICHART SAID, "I THINK THIRTY (30) DAYS IS A REALISTIC TIME PERIOD." BOARD MEMBER GILMORE STATED, "THEN I ADD TO MY MOTION THAT THIS REPORT BACK TO US WITHIN THIRTY (30) DAYS, BY OUR NEXT MEETING." DISCUSSION. VOTE: COMMITTEE MEMBER GILMORE: AYE COMMITTEE MEMBER WOLF: AYE CHAIRPERSON BROOK: AYE VICE CHAIRPERSON BAKER: AYE MOTION CARRIED. CITY OF WINTER SPRINGS,FLORIDA MINUTES �-.., TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE ��`�-' $�-:�.�° .� REGULAR MEETING—JANUARY 15,2014 :,��;�..,;_,;: PAGE 7 OF 8 �°';°�,.°�- :,. �:=a:�.�.;:;:> �,...;��,�,;;�, �'�;:.,, �,.� REGULAR ��a,�M� 603. Community Development Department — Urban Beautification Services �� :`.; .. Division Requesting The Tuscawilla Lighting And Beautification District Advisory �,�,�� Committee To Receive A Review Of Maintenance Items And Progress Report. �"z-_,�„�; �•� Mr. Richart presented this Agenda Item to the members of the Committee and asked them with regards to Eastwood Tuff Turf of Central Florida Incorporated, "Do we want to wait until the contract expires to do a bid ar do we want to do a bid now and see where we're at?" Chairperson Brook responded, "See if you can work with them and that will give us time enough to get ready to go to bid." Board Member Gilmore replied, "I agree with that." The other members of the Committee nodded in agreement. Continuing, Mr. Richart shared that the Power Exterminators contract was renewed; Light Scapes is doing well; a couple of the Christmas wreaths were stolen and reported to the Police Department; Fountain Doctors is doing wonderful; continuing work on landscape replacements on the Boulevard at the entrances; four dying trees have been removed; that the City has paid through the Arbor Fund for two of the trees on the median to be replaced and the Tuscawilla Lighting and Beautification District will cover the costs in replacing the other two dying tree; the site distance issue at Arrowhead was corrected; and that Hawks Reserve wall came in on budget because of Mr. Mike Masters gracious donation and landscaping will be completed in two weeks time. Mr. Richart said, "Mike Masters can't be thanked enough for his contribution to the people." REGULAR 604. Community Development Department — Urban Beautification Services Division Requesting The Tuscawilla Lighting And Beautification District Advisory Committee To Receive A Critical Events Schedule Review. Mr. Richart presented this Agenda Item drawing attention to the "City of Winter Springs Tuscawilla(Phase I & II). Oak Forest,and Units 12/12A Annual Critical Events Schedule Fiscal Year 2014-2015" which he handed out to the Committee Members detailing the timeline for managing the Assessment. Mr. Richart communicated with the Committee Members that NBS is the group that processes the tax rolls and do the calculations. Mr. Richart said, "At some point, I'd like to try and takeover what NBS is doing in-house because I know how to do it. It would save the City almost thirty grand ($30,000.00). We have to get the software in place to do it." Tape 2/Side A CITY OF WINTER SPRINGS,FLORIDA MINUTES - TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE �"'��"'';`' REGULAR MEETING—JANUARY I5,2014 �•��_��;� PAGE 8 OF 8 �`""";'",-s � , . �,�. .,:��:� �`,a.i:,ss`:+� �`u_r,w>:�� In other City business, Mr. Richart explained to the Committee that he will meet with the �:a�:;,�:�:� City Manager and Finance Department and communicate back to each of the Committee ��+'�� Members any decisions that are made within the thirty (30) day time period that was "�`'�� , �� -=�'� agreed upon. �� PUBLIC INPUT Chairperson Brook opened "Public Input". No one spoke. Chairperson Brook closed "Public Input". ADJOURNMENT Chairperson Brook adjourned the Regular Meeting at 7:10 p.m. RESPECTFULLY SUBMITTED: SARAH HART DEPUTY CITY CLERK NOTE: These Minutes were approved at the ,2014 Tuscawilla Lighting and Beautification District Advisory Committee Regular Meeting.