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HomeMy WebLinkAbout2015 01 21 Consent 301 Unapproved Minutes from the November 19, 2014 Special MeetingCITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING NOVEMBER 19, 2014 CALL TO ORDER The Special Meeting of Wednesday, November 19, 2014 of the Tuscawilla Lighting and Beautification District Advisory Committee was called to Order by Chairperson Mary Brook at 5:17 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, absent Committee Member Luci Coker, present Committee Member Donald Gilmore, present Committee Member Tom Vagnini, present City Clerk Andrea Lorenzo- Luaces, present Assistant to the City Clerk Antonia Della Donna, present A moment of silence was followed by the Pledge of Allegiance. AWARDS AND PRESENTATIONS AWARDS AND PRESENTATIONS 100. Not Used INFORMATIONAL AGENDA INFORMATIONAL 200. Not Used PUBLIC INPUT Chairperson Brook opened "Public Input" No one spoke. Chairperson Brook closed "Public Input". CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING - NOVEMBER 19, 2014 PAGE 2 OF 9 CONSENT AGENDA CONSENT 300. Not Used 400. REPORTS Committee Member Luci Coker voiced her concerns about litter on Winter Springs Boulevard. Mr. Shawn Boyle, Director, Finance and Administrative Services Department addressed the Committee Members and stated that with this evening's presentations, "Everybody should be crystal clear on what each one of our responsibility will be to this board and to that community." Chairperson Brook said, "And we appreciate that — because we need the help." Related to Christmas decorations, Mr. Randy Stevenson, ASLA, AICP, Director, Community Development Department noted that Agenda Item "602" was dedicated to this matter. Continuing, Mr. Boyle spoke on open meetings laws and emphasized Staff's willingness to assist in such matters; and also mentioned the necessity of the Committee directing Staff via Consensus and /or Votes. PUBLIC HEARINGS AGENDA PUBLIC HEARINGS 500. Not Used REGULAR AGENDA REGULAR 600. Finance And Administrative Services Department Finance And Administrative Services Department Requests The Tuscawilla Lighting And Beautification District Advisory Committee Consider The Budget Information In This Agenda Item As Requested. Mr. Boyle spoke about the implementation of the City's new finance software, the flexibility of the Fiscal Year 2015 Tuscawilla Lighting and Beautification District Budget, and explained the layout of the new financial reports. Further comments. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING - NOVEMBER 19, 2014 PAGE 3 OF 9 Committee Member Coker asked if there was a report available that indicated how the funds were spent. Mr. Boyle replied, "Absolutely" and referred to Ms. Kelly Balagia, Budget Analyst, Finance and Administrative Services Department for specific details. In addition, Committee Member Coker asked if funds roll over each fiscal year. Mr. Boyle explained that the money is typically re- budgeted each Fiscal Year and does not roll over. Much discussion followed on the General Fund and Year To Date purchases. Mr. Boyle ��- added, "We can walk you through methodically how each one of these expenses is derived and how it associates to a direct expense or a general allocation." Continuing Mr. Boyle encouraged the Committee to collaborate with Staff, specifically Ms. Stephanie Monica, Water Conservation Coordinator /Arborist, Public Works Department. Chairperson Brook remarked, "We are very pleased that Stephanie (Monica) is coming on board." Discussion followed on Tuscawilla Lighting and Beautiful District Funds. Committee Member Coker asked about receiving the Debt Service Financial Reports. Hearing no objections, Mr. Boyle answered, "Absolutely." Further comments were made on interest rates. Committee Member Donald Gilmore inquired about the beginning Fund Balance for each account. Mr. Boyle indicated that it is found on a different report and noted, "We would have to modify it but we can do that, we can - if you want, we can put beginning fund balance and ending fund balance." No objections were voiced. Much discussion ensued. REGULAR 601. Community Development Department Community Development Department Requests The Tuscawilla Lighting And Beautification District Advisory Committee Receive An Update Of Information Regarding Current Landscaping Projects. Chairperson Brook mentioned several issues regarding the fountains, including a drainage problem. Ms. Monica expressed her concerns about the landscape and sod surrounding the fountains and reviewed some pricing options for sod, and possibly go out to bid for a new sod provider. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING - NOVEMBER 19, 2014 PAGE 4 OF 9 Continuing, Mr. Stevenson gave a brief overview of the present status of the fountains, noting current maintenance that is being done. Discussion followed on underdrains. Chairperson Brook asked, "How soon is action going to be taken ?" Mr. Stevenson replied that the drainage issue should be resolved within the next couple of weeks and added, "The painting — the line will be started tomorrow morning." Additional comments followed. Next, Ms. Monica gave a brief explanation regarding the easternmost three (3) medians on Winter Springs Boulevard as well as the landscaping and sod for sounding fountain area. Ms. Monica mentioned that, in an effort to conserve funds, the City will be removing the dead trees in the medians instead of contracting Eastwood Tuff Turf of Central Florida. Concluding, Ms. Monica stated, "I also wanted to confirm, too, is there a Consensus amongst the board members that it is okay for me to coordinate directly with Mary (Brook) on any landscape improvements or changes ?" Committee Member Coker noted that Staff has typically worked directly with Chairperson Brook in the past. Furthermore, Committee Member Gilmore voiced his concerns about some Tuscawilla Lighting and Beautification District Advisory Committee Members possibly not having an opportunity to provide input by letting Staff collaborate with just one Committee Member. Mr. Stevenson indicated that Chairperson Brook would not have the authority to make any and all decisions by herself but instead only minor landscape changes on certain projects that have already been approved by the Tuscawilla Lighting and Beautification District Advisory Committee. Much discussion ensued. Chairperson Brook provided a compact disc containing photographs of the three (3) easternmost medians. Additionally, Committee Member Tom Vagnini suggested, that in between meetings, it is helpful to do research and fully explore the information provided. In reference to the compact disc, Chairperson Brook discussed the state of the three (3) medians. Ms. Monica remarked, "I think the Consensus we came to was not to remove healthy plants and replace them — that's not very cost effective — replenish gaps, take out anything dead or diseased and then strategically add the color that you were looking for." Further discussion followed on oak trees. "I WOULD LIKE TO MAKE A MOTION THAT WE RECEIVE A NEW QUOTE FOR THE REFURBISHMENT OF THOSE THREE (3) MEDIANS AND WHEN YOU (MS. MONICA) AND MARY (BROOK) DECIDE WHICH PLANTS WOULD BE BEST — THAT WAY WE CAN MOVE FORWARD WITH GETTING THESE ITEMS COMPLETED." MOTION. SECONDED BY COMMITTEE MEMBER VAGNINI. DISCUSSION. rte., CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING - NOVEMBER 19, 2014 PAGE 5 OF 9 CITY CLERK ANDREA LORENZO - LUACES ASKED, "COULD I JUST CLARIFY THAT THAT MOTION WOULD INCLUDE STEPHANIE (MONICA) AND CHAIRPERSON BROOK WORKING TOGETHER ON THAT?" COMMITTEE MEMBER COKER REPLIED, "CORRECT." COMMITTEE MEMBER VAGNINI ADDED, "YES." VOTE: COMMITTEE MEMBER GILMORE: AYE COMMITTEE MEMBER COKER: AYE CHAIRPERSON BROOK: AYE COMMITTEE MEMBER VAGNINI: AYE MOTION CARRIED. REGULAR 602. Community Development Department Community Development Department Requests The Tuscawilla Lighting And Beautification District Advisory Committee Receive A Maintenance Update And Information Regarding Christmas Decorations'. Ms. Monica began discussing the Christmas decorations, and mentioned that Monday, December 1, 2014, Chairperson Brook is scheduled to meet with Staff to evaluate the current inventory and assist with the placement of the decorations. Committee Member Coker asked if "We need to refurbish anything ?" Chairperson Brook stated that some items could not be refurbished and would need to be replaced in the summer but noted that the decorations are generally being well maintained. Continuing, Ms. Monica requested details about the Lighting up Tuscawilla Luminaria schedule. Chairperson Brook replied that all the irrigation needs to be turned off the Sunday, December 21, 2014 and then turned back on the next day. Committee Member Gilmore suggested making a list of needed decorations. "I MAKE A MOTION THAT WE MAKE A LIST OF THE ITEMS THAT WE NEED WHEN WE TAKE DOWN THE WREATHS IN JANUARY. SO IN JUNE OR JULY WHEN ITEMS ARE AVAILABLE THROUGH MARGE'S (SPECIALTIES) WE WOULD BE ABLE TO REFURBISH THEM." MOTION BY COMMITTEE MEMBER COKER. SECONDED BY COMMITTEE MEMBER GILMORE. DISCUSSION. dM CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING - NOVEMBER 19, 2014 PAGE 6 OF 9 VOTE: COMMITTEE MEMBER GILMORE: AYE COMMITTEE MEMBER VAGNINI: AYE COMMITTEE MEMBER COKER: AYE CHAIRPERSON BROOK: AYE MOTION CARRIED. REGULAR 603. Office Of The City Clerk Office Of The City Clerk Requests The Tuscawilla Lighting And Beautification District Advisory Committee To Discuss Their Meeting Schedule. City Clerk Lorenzo - Luaces noted that the fiscal impact information was included in the Agenda Item and that it incorporated costs for Staff from the Community Development Department, the Office of the City Clerk, the Public Works Department, and the Finance and Administrative Services Department. Mr. Stevenson mentioned that the next Regular Meeting is scheduled for January 21, 2015 and noted that time period would allow Staff ample time to finish current projects and look forward to new endeavors. Committee Member Coker inquired how many Staff members would be present moving forward. City Clerk Lorenzo - Luaces mentioned that normally only one Clerk would be present at these meetings. Discussion followed on the costs associated with City Staff. Mr. Kip Lockcuff, P.E., Director, Public Works/Utility Departments introduced himself and explained that the position of Urban Beautification Manager has been moved under the Public Works Department. Mr. Lockcuff proceeded to introduce Ms. Sara Miller as the Urban Beautification Manager and noted, "Stephanie (Monica) is still going to be in the leadership role, so it's going to be more of a team approach. Still working out the details, but you'll see more people here, with more effort." In addition, Mr. Lockcuff stated that the Maintenance Worker position has been posted and Staff is actively looking for a replacement. Regarding previous City Staff, Mr. Lockcuff thought that the allocation of four (4) hours a week spent tending to the Tuscawilla Lighting and Beautification District was a little low, saying, "I'm thinking, you know, fifteen (15) twenty (20) hours a week where he's out there. But again we'll develop that as we get more familiar with what's needed, get more feedback from you on what's needed, what you'd like to see done. So that's the path." Additional discussion followed on anticipated costs associated with City Staff and Fund Balances. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING - NOVEMBER 19, 2014 ' PAGE 7 OF 9 Committee Member Coker asked if the request to move to monthly meetings would need to go before the City Commission. City Clerk Lorenzo - Luaces confirmed that if the Committee approves the request then Staff will take an Agenda Item to the City Commission for approval. "I MAKE A MOTION WE MOVE TO MONTHLY." MOTION BY COMMITTEE MEMBER GILMORE. COMMITTEE MEMBER COKER STATED, "ONCE AGAIN, IT IS MY CONCERN — I DO NOT WANT TO SPEND UNNECESSARY DOLLARS OF THE CITIZENS OF THE CITY." CHAIRPERSON BROOK REMARKED, "I THINK RIGHT NOW WE HAVE — I GO WITH THE WAITING UNTIL JANUARY 211T, (2015). WE ARE GOING TO HAVE SO MUCH GOING ON WITH HOLIDAYS AND EVERYTHING THAT IS TO BE DONE." CONTINUING, COMMITTEE MEMBER COKER ASKED, "WHEN WOULD THIS BE VOTED ON BY THE COMMISSION?" CITY CLERK LORENZO - LUACES RESPONDED, "IF YOU VOTE ON IT TONIGHT — TO APPROVE IT, MOST LIKELY WE WOULD TAKE IT TO THE DECEMBER 8TH, (2014) MEETING; AND THE WORST CASE SCENARIO, IT WOULD BE THE FIRST MEETING IN JANUARY." COMMITTEE MEMBER COKER CONFIRMED, "IF WE CHOOSE TO MAKE THAT REQUEST, THEN BEGINNING IN JANUARY, WE COULD GO TO TWELVE (12) MONTHS, IF IT WERE APPROVED." ADDITIONAL COMMENTS FOLLOWED. NEXT, COMMITTEE MEMBER VAGNINI ASKED, "IF WE DO NOT MEET UNTIL JANUARY 21ST, (2015) AND A LOT OF THIS — PUMPS AND ENGINEERING WITH THE FOUNTAINS HAS TO BE DONE SOON, WILL THAT JUST BE DONE BETWEEN NOW AND THEN AND YOU WILL INFORM US `POST FACTO' OF ALL THAT HAPPENED?" MS. MONICA STATED, "AS I SAID, INDIVIDUALLY YOU CAN — ANY OF YOU — CAN CONTACT US ANYTIME. IF YOU WANT AN UPDATE ABOUT ANYTHING AT ANY TIME, YOU CAN EMAIL ME, CALL ME AND WE CAN TELL YOU WHATEVER INFORMATION YOU'D LIKE TO KNOW." CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING- NOVEMBER 19, 2014 PAGE 8 OF 9 IN REGARDS TO THE DRAINAGE ISSUES, MR. LOCKCUFF MENTIONED, "IT'S PROBABLY A BIGGER DEAL THAT'S GOING TO TAKE THAT AMOUNT OF TIME ANYHOW. ONE OF THE THOUGHTS WE HAD IS, AS WE DID WITH THE LANDSCAPE, IT'D BE NICE MAYBE IF YOU'D DESIGNATE MR. GILMORE AS A LIAISON FOR THE DRAINAGE AND WE CAN KIND OF WORK THROUGH OPTIONS WITH HIM AND AGREE ON WHAT THE PROBLEM IS AND AGREE WHAT THE SOLUTION IS, BEFORE WE BRING THAT BACK FOR CONSIDERATION. THAT WOULD PROBABLY TAKE US UNTIL JANUARY." FURTHER COMMENTS. SECONDED BY CHAIRPERSON BROOK. DISCUSSION. VOTE: CHAIRPERSON BROOK: AYE COMMITTEE MEMBER VAGNINI: AYE COMMITTEE MEMBER GILMORE: AYE COMMITTEE MEMBER COKER: AYE MOTION CARRIED. MOTION TO "DELEGATE DON ( GILMORE) TO WORK WITH KIP ( LOCKCUFF) ON THE DRAINAGE." MOTION BY CHAIRPERSON BROOK. SECONDED BY COMMITTEE MEMBER COKER. DISCUSSION. VOTE: CHAIRPERSON BROOK: AYE COMMITTEE MEMBER COKER: AYE COMMITTEE MEMBER VAGNINI: AYE COMMITTEE MEMBER GILMORE: AYE MOTION CARRIED. Mr. Brian Fields, P.E., City Engineer, Public Works Department gave a brief overview of the status of the Tuscawilla Units 12/12A Wall and suggested quarterly maintenance and updates. Much discussion followed on the responsibilities associated with Tuscawilla Units 12/12A Wall. Mr. Lockcuff stated, "Well it would either be Staff or this group — we'd be happy if it's Staff, we'll tell you what's going on. But we'll check on that — who is the legal entity overseeing the TLBD (Tuscawilla Lighting and Beautification District) Phase III." Further comments. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING —NOVEMBER 19, 2014 PAGE 9 OF 9 PUBLIC INPUT dM Chairperson Brook opened "Public Input ". Mr. Ted Johnson, 1107 Pheasant Circle, Winter Springs, Florida: asked for point of contact regarding road blockage due to trees general issues. Chairperson Brook referenced Ms. Monica as the person to contact. Mr. Johnson also received explanations about the Tuscawilla Lighting and Beautification District budgets, requested notification and /or a schedule for tree trimmings around the neighborhood, and an itemized assessment of Christmas decorations. In response to the Mr. Johnson's request about tree trimming, Ms. Monica stated, "We can certainly provide you with information on tree trimming at any time." Continuing, Ms. Monica mentioned, "eAlerts and the City website are the main avenues that we have to let people know. So we can certainly do that." Discussion followed on street lights. Chairperson Brook closed "Public Input". Brief comments followed. ADJOURNMENT Chairperson Brook adjourned the Regular Meeting at 7:00 p.m. RESPECTFULLY SUBMITTED: ANTONIA DELLA DONNA ASSISTANT TO THE CITY CLERK NOTE: These Minutes were approved at the 2015 Tuscawilla Lighting and Beautification District Advisory Committee Regular Meeting.