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HomeMy WebLinkAbout2013 06 13 Oak Forest Wall and Beautification DAC Regular Meeting Minutes CITY OF WINTER SPRINGS, FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING JUNE 13, 2013 (RESCHEDULED FROM MAY 9, 2013) CALL TO ORDER The Regular Meeting of Thursday, June 13, 2013 (Rescheduled from May 9, 2013) of the Oak Forest Wall and Beautification District Advisory Committee was called to Order at 7:00 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 Vice-Chairperson Brian Oliver,present Committee Member Robert Carril, present Committee Member Richard Lane,present Assistant to the City Clerk Sean Beaudet,present The Pledge of Allegiance was led by Vice-Chairperson Brian Oliver. No Agenda Changes were noted. REGULAR AGENDA- PART I REGULAR 600. Office Of The City Clerk Requesting An Election Of Chairperson Be Held For 2013. Chairperson Converso asked, "Do we have any Nominations?" FOR THE POSITION OF COMMITTEE CHAIRPERSON, "I NOMINATE JUDITH (CONVERSO)." MOTION BY VICE-CHAIRPERSON OLIVER. SECONDED BY COMMITTEE MEMBER LANE. DISCUSSION CHAIRPERSON CONVERSO SAID, "I WILL ACCEPT IT.". CITY OF WINTER SPRINGS,FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING-JUNE 13,2013 (RESCHEDULED FROM MAY 9,2013) PAGE 2 OF 9 VOTE: CHAIRPERSON CONVERSO: AYE VICE CHAIRPERSON OLIVER: AYE COMMITTEE MEMBER CARRIL: AYE COMMITTEE MEMBER LANE: AYE MOTION CARRIED. REGULAR 601. Office Of The City Clerk Requesting An Election Of Vice Chairperson Be Held For 2013. Chairperson Converso stated, "Now we need a Nomination for the Vice-Chairperson." Discussion followed. "I NOMINATE ROBERT (CARRIL) TO BE OUR VICE-CHAIRPERSON." MOTION BY CHAIRPERSON CONVERSO. SECONDED BY VICE- CHAIRPERSON OLIVER. DISCUSSION. VOTE: VICE-CHAIRPERSON OLIVER: AYE COMMITTEE MEMBER CARRIL: AYE COMMITTEE MEMBER LANE: AYE CHAIRPERSON CONVERSO: AYE MOTION CARRIED. INFORMATIONAL AGENDA INFORMATIONAL 100. Not Used. CONSENT AGENDA CONSENT 200. Office Of The City Clerk Requesting Approval Of The May 17, 2012 Oak Forest Wall And Beautification District Advisory Committee Regular Meeting Minutes (Rescheduled from May 10, 2012). Chairperson Converso asked, "Approval to accept(the May 17, 2012 Minutes)?" MOTION TO "ACCEPT". MOTION BY COMMITTEE MEMBER OLIVER. SECONDED BY COMMITTEE MEMBER LANE. DISCUSSION. CITY OF WINTER SPRINGS,FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING-JUNE 13,2013 (RESCHEDULED FROM MAY 9,2013) PAGE 3 OF 9 VOTE: VICE-CHAIRPERSON CARRIL: AYE COMMITTEE MEMBER LANE: AYE CHAIRPERSON CONVERSO: AYE COMMITTEE MEMBER OLIVER: AYE MOTION CARRIED. AWARDS AND PRESENTATIONS AWARDS AND PRESENTATIONS 300. Not Used. ❖❖ AGENDA NOTE: `PUBLIC INPUT" WAS OPENED NEXT, FOLLOWED BY THE REST OF THE AGENDA. •• PUBLIC INPUT No one addressed the Oak Forest Wall and Beautification District Advisory Committee at this time. 400. REPORTS Chairperson Converso referenced the Oak Forest Wall and Beautification District Advisory Committee's presentation before the City Commission last year and outlined what was presented to the City Commission, including the different responsibilities of the Committee, landscaping recommendations, Budget recommendations, and that this Advisory Committee provides an additional avenue for"Public Input". Discussion. In other City business, Chairperson Converso noted that the Oak Forest community has a three (3) year internal Loan with the City on the remaining balance for the wall construction; and that the Loan should be satisfied on June 30, 2017. Further, Chairperson Converso remarked that, "Our future plans are to determine whether the Oak Forest residents want to continue payment of the Assessments for possible new street lighting, new street signs—which would be really what we are trying to do, is to upgrade the neighborhoods — landscaping changes, any modifications to the wall that that it may need. We need three to five (3-5) years to do a front end analysis to determine this feasibility." Comments followed on surveying or a message in the Oak Forest newsletter to determine the interest of Oak Forest residents. CITY OF WINTER SPRINGS,FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING-JUNE 13,2013 (RESCHEDULED FROM MAY 9,2013) PAGE 4 OF 9 Additionally, Chairperson Converso mentioned that she encouraged the City Commission to keep the Oak Forest Wall and Beautification District Advisory Committee intact; and suggested that this Committee could start work on the front end analysis for future projects, and inquired about the best way to do so. Mr. Steve Richart, Urban Beautification Division Services, Community Development Department offered suggestions, including a Workshop with the residents of the Oak Forest community. Further discussion ensued on what could be presented at a Workshop, when to hold a Workshop, and when to conduct a survey. In reference to a survey, Mr. Richart believed that "We should start doing it probably after the first of the year (2014)." Chairperson Converso also mentioned noted that this Advisory Committee may need to have some Special Meetings or Workshops. Continuing with Reports, Mr. Richart asked if the Oak Forest Wall and Beautification District Advisory Committee would be open to a change in the start time of their meetings. Discussion. "I MOVE THAT OUR OAK FOREST [WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE] ANNUAL MEETINGS NOW MEET AT 5:30 P.M., FROM THE CURRENT 7:00 P.M. (START TIME)." MOTION BY CHAIRPERSON CONVERSO. SECONDED BY COMMITTEE MEMBER LANE. DISCUSSION. VOTE: COMMITTEE MEMBER LANE: AYE CHAIRPERSON CONVERSO: AYE VICE-CHAIRPERSON CARRIL: AYE COMMITTEE MEMBER OLIVER: AYE MOTION CARRIED. PUBLIC HEARINGS AGENDA PUBLIC HEARINGS 500. Not Used. CITY OF WINTER SPRINGS,FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING-JUNE 13,2013 (RESCHEDULED FROM MAY 9,2013) PAGE 5 OF 9 REGULAR AGENDA- PART II REGULAR 602. Community Development Department — Urban Beautification Services Division Review Of Budget. Mr. Richart presented this Agenda Item and said that of the total Budget, "Fifty-one thousand three [hundred] sixty-three [thousand dollars and] forty-nine [cents] ($51,363.49) has been collected as of this date. So, we have ninety-seven percent (97%) of our Assessments collected." Mr. Richart then mentioned he had noticed a "Slight elevation in delinquent Assessments" from last year; but believed that the remaining Funds would be collected. Further comments. Vice-Chairperson Carril asked, "What is about the impact on the overall Budget?" Mr. Richart explained, "Right now, we are fifteen hundred and seventy-six dollars ($1,576.00) short of what we projected would come in. The impact is—whatever doesn't come in—to meet the Budget, we pull out of Fund Balance. It is not really an operational impact at this time,because we have a decent Fund Balance." Further discussion. Additional comments followed on encumbered funds, available budget dollars, and the expected remaining balance of the Budget. Next, Chairperson Converso asked who was responsible for the upkeep of the medians on Tuskawilla Road, and the grass and landscaping along the sidewalks and the wall. Mr. Richart identified the various locations and Chairperson Converso mentioned her concerns with the quality of the grass along the wall. Mr. Richart noted that the part right along the wall is not irrigated and explained, "Out of the scope of your Assessment area, what we did do is we put in a small irrigation system years ago along the wall to water the plants. We put that in because we realized it does look bad. The problem with it is — you would have to expand the scope of your Assessment area to upgrade that sod from the sidewalk to the wall, which would involve probably about a hundred and fifty thousand dollar ($150,000.00) Capital Project and would probably triple your Assessments on maintenance." Additional discussion ensued on the increase in costs of irrigation and lawn service for the area along the wall. Vice-Chairperson Carril added that he was concerned that the vines on the wall were not being trimmed in a timely manner. Mr. Richart replied that the vines are trimmed, "Pretty much monthly" and added that they were trimmed in accordance with the Landscaping Contract; that there would be an increase in costs if trimming was completed more frequently; and that that type of vine can only withstand being trimmed so often. Much discussion. CITY OF WINTER SPRINGS,FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING—JUNE 13,2013 (RESCHEDULED FROM MAY 9,2013) PAGE 6 OF 9 In consideration of possible future beautification projects, Mr. Richart suggested, "We could start with one (1) entrance and add some sprinklers and some sod. At least do the entrance. Get it started and work our way out over time." Vice-Chairperson Carril inquired as to when such a project could be started. Mr. Richart replied, "October 1St, (2013)" and noted other foliage he had already added throughout the year. Tape 1/Side B Discussion followed on which entrance of the Oak Forest community would benefit the most immediately from an entrance beautification. Mr. Richart suggested, "The most neglected would be the Oak Forest Drive entrance. Forest Creek (Drive) would be second. Trotwood (Boulevard) would be third and the most attention has been given to Winter Springs Boulevard. However, you all can decide." Committee Member Oliver added, "Trotwood (Boulevard) is pretty popular too, because you have the schools; and a lot of incoming and outgoing traffic right there." Mr. Richart noted two (2) years ago, the entrance at Trotwood Boulevard had been re-sodded and irrigated but, "Due to cars parking on it, the shade—it hasn't done very well going in. On the outside, we could work on a section of each side and work our way out a little." Furthermore, Mr. Richart offered to add, "St. Augustine (grass) and expand the sprinklers in both sides and maybe go out twenty to thirty feet (20' - 30') from the entrance" which he thought might be a good place to get started. Next, Mr. Richart asked if the Committee would like to have one (1) Committee Member work with him to see the project through. Chairperson Converso stated, "I like the idea." Committee Member Oliver agreed and added, "It's not a real expensive start." Both Vice-Chairperson Carril and Committee Member Richard Lane nodded in agreement. Continuing Chairperson Converso asked Vice-Chairperson Carril if he would like to work with Mr. Richart on the project and Vice-Chairperson Carril agreed to work with Staff on this effort. Discussion. Mr. Richart then presented the Preliminary Fiscal Year 2013-2014 Oak Forest Wall and Beautification District Advisory Committee Budget and covered various revenues and expenses. Chairperson Converso asked about the new paint for the entrance signage. Mr. Richart explained that he was using a different paint manufacturer, that the paint was of a better quality, and that he was using fewer funds on the new paint annually. Continuing on the Preliminary Budget discussion, Mr. Richart advised the Committee members that there would be a "Sixty-seven thousand dollar ($67,000.00) Fund Balance going into October and a sixty-six thousand dollar ($66,000.00) Fund Balance coming out. CITY OF WINTER SPRINGS,FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING-JUNE 13,2013 (RESCHEDULED FROM MAY 9,2013) PAGE 7 OF 9 The questions you can ask yourselves—'Do we want to increase the amount available to spend next year? Do we want to put ten thousand [dollars] ($10,000.00) in Maintenance and blow out those projects? Do we want to sod all four (4) entrances and get it done? Or do we want to continue to carry that Fund Balance'?" Lastly, Mr. Richart mentioned that there is a surplus and now would be a good time to proceed with the beautification projects. Further discussion ensued on the legal requirement of maintaining a reserve of twenty- five percent(25%) of the Fund Balance. In reference to moving forward with beautification improvements to the entrances of the Oak Forest community, Mr. Richart suggested, "If you Voted to do that, when you approve this Preliminary [Budget], I would say - Vote contingently on me verifying everything just to make sure. I see what it says, but let me cover all bases." Committee Member Oliver added, "I would be inclined to do all four (4). That way, nobody will be upset. Nobody will be left out." Further comments followed. "I MAKE A MOTION THAT WE USE FUND BALANCE MONIES FOR ALL FOUR (4) ENTRANCES TO BE UPDATED, LANDSCAPING, AND IRRIGATION; AND THIS TO BE CONTINGENT ON STEVEN (RICHART) VERIFYING THE FUND BALANCE BEING AT THE TWENTY-FIVE PERCENT (25%) THRESHOLD." MOTION BY CHAIRPERSON CONVERSO. SECONDED BY COMMITTEE MEMBER LANE. DISCUSSION. VOTE: CHAIRPERSON CONVERSO: AYE VICE-CHAIRPERSON CARRIL: AYE COMMITTEE MEMBER OLIVER: AYE COMMITTEE MEMBER LANE: AYE MOTION CARRIED. Next, Mr. Richart requested the Committee, "Approve just the Fiscal Year [20113- [201 14 Budget—just that column with no significant changes. We did this last year. The wall insurance could come in a few hundred dollars higher or lower, but with no significant changes. Maybe say a thousand dollars. If it is higher than that, then I would have to contact you. But, contingent upon any major changes, it would be approved to submit." "I MAKE A MOTION WE ACCEPT THE BUDGET FOR [20']13-[20']14, CONTINGENT ON THE THOUSAND DOLLARS ($1,000.00) ONE WAY OR THE OTHER." MOTION BY COMMITTEE MEMBER LANE. SECONDED BY COMMITTEE MEMBER OLIVER. DISCUSSION. CITY OF WINTER SPRINGS,FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING-JUNE 13,2013 (RESCHEDULED FROM MAY 9,2013) PAGE 8 OF 9 VOTE: VICE-CHAIRPERSON CARRIL: AYE COMMITTEE MEMBER LANE: AYE CHAIRPERSON CONVERSO: AYE COMMITTEE MEMBER OLIVER: AYE MOTION CARRIED. Referring to the Fund Balance for the next Fiscal Year, Mr. Richart said, "I think there's about fifteen thousand [dollars] ($15,000.00)that wasn't plugged into that. So, I'm going to go firm that up and see what our Fund Balance is, but I think we only need about fifteen grand ($15,000.00) in Fund Balance. I'm going to say twenty [thousand dollars] ($20,000.00). I like to be safe. But, we should have plenty." Mr. Richart then commented on the Debt Service Fund, reiterated that the Loan will be paid in full by 2017, and asked for the Oak Forest Wall and Beautification District Advisory Committee to approve it as presented. Chairperson Converso asked if likewise the Motion needed a contingency. Mr. Richart replied, "No. It's not really going to change. The payments are fixed. The only thing that could really change is the billing service costs and administrative fees." Further comments. "I MAKE A MOTION THAT WE ACCEPT THE OAK FOREST DEBT SERVICE FUND FOR FISCAL YEAR 120'113420114)." MOTION BY CHAIRPERSON CONVERSO. SECONDED BY COMMITTEE MEMBER OLIVER. DISCUSSION. VOTE: VICE-CHAIRPERSON CARRIL: AYE COMMITTEE MEMBER LANE: AYE CHAIRPERSON CONVERSO: AYE COMMITTEE MEMBER OLIVER: AYE MOTION CARRIED. REGULAR 603. Community Development Department — Urban Beautification Services Division Maintenance Items And Progress Report. This Agenda Item was presented by Mr. Richart who noted that much of the Report had just been covered in the Budget review; but added that there had been landscape upgrades at the entrance ways, plants were added along the walls, annual pressure washing was completed on the wall, and the entrance signs had been painted. CITY OF WINTER SPRINGS,FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING—JUNE 13,2013 (RESCHEDULED FROM MAY 9,2013) PAGE 9 OF 9 Additionally, Mr. Richart mentioned there had been vandalism to the low-voltage lights and trampling by foot traffic of the flower beds near the street crossings. Committee Member Lane mentioned maintenance trucks on Winter Springs Boulevard that drive onto the grass and leaves ruts, and if anything could be done. Mr. Richart offered to put in decorative posts, much like what was done near the Tuscawilla community, and said, "I would probably have to do three (3) or four (4) there. I can put those in if you wanted? I would say to look at it before you tell me to do it though." Further discussion continued on this issue. Mr. Richart also offered to add dog waste stations in the neighborhood, much like what is utilized in the Winter Springs Town Center; and said to Vice-Chairperson Carril, "We can talk about that when we meet if you want - where we can place them." Mr. Richart asked the Committee, "Is that okay with you all?" No objections were noted. Further comments followed. Chairperson Converso thanked all in attendance and stated, "I feel we did something for the residents tonight and I really feel good about it. We are going in the right direction." PUBLIC INPUT No one spoke. ADJOURNMENT Chairperson Converso adjourned the Regular Meeting at 8:27 p.m. RESPECTFULLY SUBMITTED: SEA BEAUDET ASSISTANT TO THE CITY CLERK NOTE: These Minutes were approved at the May 28,2014 Oak Forest Wall and Beautification District Advisory Committee Regular Meeting.