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HomeMy WebLinkAbout2014 10 15 Tuscawilla Lighting and Beautification District Advisory Committee Regular Meeting Minutes CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING OCTOBER 15, 2014 CALL TO ORDER The Regular Meeting of Wednesday, October 15, 2014 of the Tuscawilla Lighting and Beautification District Advisory Committee was called to Order by Chairperson Mary Brook at 5:21 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, present Committee Member Luci Coker, present Committee Member Donald Gilmore, present Committee Member Tom Vagnini,present Andrea Lorenzo-Luaces, City Clerk, present Antonia Della Donna, Assistant to the City Clerk, present A moment of silence was followed by the Pledge of Allegiance. Related to Agenda Changes, Committee Member Luci Coker inquired if the Tuscawilla Lighting and Beautification District Advisory Committee would have the opportunity to conduct a review of the Budget. Mr. Randy Stevenson, ASLA, AICP, Director, Community Development Department noted that the "Budget has to be presented to the Commission on July 1St of each year, as it was done this year, which includes the TLBD (Tuscawilla Lighting and Beautification District) Budget. Now, information is gathered from the Committee in the previous meetings." Continuing, Mr. Stevenson mentioned that information from the Tuscawilla Lighting and Beautification District Advisory Committee from the January and April meetings "For inclusion into the Budget, and everything that was brought to us from Mr. Richart was included in the Budget this year, with the exception of the request as we covered with you at the last meeting to increase the Assessment Rates." Mr. Stevenson added, "But I will provide a copy to everyone of the Budget by the end of this week—we'll get that out to you." Further comments followed. CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING-OCTOBER 15,2014 PAGE 2 OF 9 Committee Member Donald Gilmore asked, "Are we using Capital for Maintenance at all?" Mr. Shawn Boyle, Director, Finance and Administrative Services Department replied, "No, we are not — we are not proposing that at all." Furthermore, Mr. Boyle noted, "We're not subsidizing any Maintenance — routine Maintenance — with Capital dollars. We're not permitted to do that." Committee Member Luci Coker commented on getting the Budget for proper decision making. Mr. Boyle stated, "And I apologize, like Randy (Stevenson) said, I'll get you guys a copy of the Budget—in fact all three (3) Budgets." Further discussion followed on planned projects. 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 REGULAR MEETING-OCTOBER 15,2014 PAGE 3 OF 9 CONSENT AGENDA CONSENT 300. Office Of The City Clerk Requesting The Tuscawilla Lighting And Beautification District Advisory Committee Review And Approve The Wednesday, July 16, 2014 Tuscawilla Lighting And Beautification District Advisory Committee Regular Meeting Minutes. "I WILL MAKE THE MOTION TO APPROVE THE MINUTES FROM JULY 16TH, (2014)." MOTION BY COMMITTEE MEMBER COKER. SECONDED BY COMMITTEE MEMBER GILMORE. DISCUSSION. VOTE: COMMITTEE MEMBER GILMORE: AYE VICE-CHAIRPERSON BAKER: AYE COMMITTEE MEMBER COKER: AYE CHAIRPERSON BROOK: AYE COMMITTEE MEMBER VAGNINI: AYE MOTION CARRIED. 400. REPORTS No Reports were given. PUBLIC HEARINGS AGENDA PUBLIC HEARINGS 500. Not Used CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING-OCTOBER 15,2014 PAGE 4 OF 9 REGULAR AGENDA REGULAR 600. Community Development Department Requesting The Tuscawilla Lighting And Beautification District Advisory Committee To Receive An Update In Regards To The Repairs At The Tuscawilla Fountains. Mr. Stevenson gave a brief overview of the maintenance fund and mentioned current renovations on the Tuscawilla Fountains, including lights, nozzles and water level sensors, that the fountains have been in operation for thirteen (13) years and needed some restoration; that recently the three (3) basins that have been resurfaced, repaired leaks and worn out systems, the primary sump was replaced and they installed two (2) secondary sumps, installed acid injection pump system, repaired entrance features, installed sand filters, and Mr. Stevenson hoped that the repairs would be finished within the next thirty (30) days. Committee Member Coker asked, "Who chose the coating color?" Mr. Stevenson stated, "Mr. Richart I believe got in touch with some of the members — I am guessing now, I don't know who finally chose the color but I know it was a group decision to do so. Maybe somebody has more information on that than I do?" Committee Member Coker added, "It is not right. Something needs to be done to the lip of the fountain, because it looks like a three (3) year old painted it. If you look at it very closely, it just zig zagged around the edges. And I don't know why did not go back to the original color of a more natural landscape than the blue. Committee Member Gilmore mentioned the color might show more dirt. Mr. Stevenson added, "Again, I can't speak to exactly who made the final decision, according to Mr. Richart, it was a group decision I don't know who that group was." Committee Member Coker and Committee Member Gilmore added, "It wasn't here." With further remarks about the color selected for the fountains, Mr. Stevenson, "I will get some additional information about that and pass it along." Committee Member Tom Vagnini and other Committee Members further commented on the previous and current colors of the fountains to which Mr. Stevenson noted, "I will go back and find the history of the color." Next, the status of sump pumps, overflow issues, groundwater, and costs for sand filters were addressed next. CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING-OCTOBER 15,2014 PAGE 5 OF 9 REGULAR 601. Community Development Department Requesting The Tuscawilla Lighting And Beautification District Advisory Committee To Receive An Update Regarding The Redesign Of The Landscaping In The Easternmost Three Median Islands Of Winter Springs Boulevard. This Agenda Item was introduced by Mr. Stevenson who said he would be getting with Chairperson Brook and the Committee Members on possible landscaping changes. Discussion followed on the three easternmost islands, including their initial planting, plant materials that are cost effective, importance of aesthetics, other tree removal plans, and anticipated costs. Committee Member Coker asked about cost for this. Mr. Stevenson noted, "I just got it in. I haven't had a chance to vet it but I will be sending that information to you along with the budget information we're going to send you as a proposed project, so you'll have a chance to take a look at that." Further comments. REGULAR 602. Community Development Department Requesting The Tuscawilla Lighting And Beautification District Advisory Committee To Receive An Update On Future Identified Landscape Projects. Mr. Stevenson reviewed this Agenda Item and noted that Staff has looked at the nine (9) entrances to Tuscawilla and commented on wanting to upgrade all the entrances and that he and Chairperson Brook had checked them all and added, "That's a project I want to propose in the near future, to get that taken care of and to give them a facelift; and the reason that we're not starting that one now is I am just trying to prioritize the projects." Plantings at the southern part of the south fountain was mentioned next and Mr. Stevenson explained, "They're not going to mature, so we need to move those around and reuse that plant material and transplant them so we don't lose the plant material and clean that area up a little bit. So, that's another project that we're looking to move forward on; along with an overall review again of Winter Springs Boulevard." Mr. Stevenson said he was interested in any suggestions the Committee Members might have. Mr. Stevenson then spoke briefly on the flagpole and the lighting. CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING-OCTOBER 15,2014 PAGE 6 OF 9 Related to staffing, discussion followed on hiring a new Urban Beautification Coordinator, and maintaining the level of service. Mr. Stevenson said to the Committee, "Whenever you notice something, please call me." Continuing, Committee Member Coker suggested the Committee possibly consider going back to monthly meetings. Committee Member Gilmore concurred. "I MAKE A MOTION THAT WE MOVE BACK TO MONTHLY MEETINGS." MOTION BY COMMITTEE MEMBER GILMORE. SECONDED BY COMMITTEE MEMBER COKER. DISCUSSION. CITY CLERK ANDREA LORENZO-LUACES RECOMMENDED THAT THIS BE VOTED ON WHEN IT COULD BE ADVERTISED/POSTED FOR THE PUBLIC TO REVIEW; AND SUGGESTED THAT PERHAPS A SPECIAL MEETING COULD BE HELD IN A FEW WEEKS, AGENDAIZE THIS, ALONG WITH PERHAPS OTHER MATTERS THAT NEED TO BE DISCUSSED, AND THIS WOULD ALSO ALLOW THE CITY MANAGER TO CONSIDER STAFFING COSTS. "WE WOULD LIKE TO MAKE A MOTION THAT WE HAVE A SPECIAL MEETING NEXT MONTH." AMENDMENT TO THE MOTION BY COMMITTEE MEMBER COKER. SECONDED BY COMMITTEE MEMBER GILMORE. DISCUSSION. ON A POSSIBLE DATE, CITY CLERK LORENZO-LUACES SUGGESTED WEDNESDAY, NOVEMBER 19, 2014 AND ASKED IF THIS WOULD WORK WITH EVERYONE'S SCHEDULE. COMMITTEE MEMBER COKER STATED, "YES." WITH FURTHER COMMENTS, CHAIRPERSON BROOK STATED, "I CAN DO THE 19TH." COMMITTEE MEMBER GILMORE ADDED, "YES." VOTE: VICE-CHAIRPERSON BAKER: AYE COMMITTEE MEMBER COKER: AYE CHAIRPERSON BROOK: AYE COMMITTEE MEMBER VAGNINI: AYE COMMITTEE MEMBER GILMORE: AYE MOTION CARRIED. CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING—OCTOBER 15,2014 PAGE 7 OF 9 Mr. Stevenson confirmed the date and asked if the meeting time would be the normal 5:15 p.m.; to which there were no objections. Committee Member Coker asked about the process for going back to monthly meetings. City Clerk Lorenzo-Luaces explained that, "We will advise the City Manager right now of your preference and we will have this as one of the Agenda Items, and that way it is posted, the public knows about it." City Clerk Lorenzo-Luaces asked what else the Committee was interested in discussing and it was suggested Budget information. Also suggested was the status of medians, as noted on this Agenda as Regular Agenda Item "601"; however, Mr. Stevenson noted, "I was looking to get you that information— send that out to you, either later this week, or the first part of next week, so you will have it well in advance of the 19th meeting; and not make it part of the Agenda Item." Further comments followed on information related to costs to re-design the medians. Committee Member Coker then asked about the plantings at the entrances; and Chairperson Brook asked if someone will be able to check lighting and Mr. Stevenson stated that someone is doing this. Further remarks followed on trimming of trees. Tape 1/Side B The E.R.U. (Equivalent Resident Unit) was mentioned that it was still at one-hundred twenty dollars ($120.00); fixing any sprinkler issues; and to contact Mr. Stevenson if they saw any broken ones. Mr. Boyle gave an overview of the three (3) accounts [one (1) Maintenance and two (2) Capital] for the Tuscawilla Lighting and Beautification District and the basic financial structure and that the Budget was a living document and changes often. Furthermore, Mr. Boyle added, "In general terms, we've allocated more Fund Balance—money—to do projects that you guys have wanted to do for a while than we've ever done without affecting your survivability—you're in good shape financially going forward." CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING-OCTOBER 15,2014 PAGE 8 OF 9 Referencing available funds, Mr. Boyle suggested that if the Committee wanted to do something different, to advise Mr. Stevenson of their thoughts. Mr. Boyle stated, "I will make copies of the Budget, I will get it to you; and also make copies of the list of projects and I'll get that to you too" and encouraged the Committee Members to come and speak with him if they have concerns or questions and that he would make sure they have a "Perfect understanding of where your money is, what kind of condition you're going to be in, in the future, and obviously, where you're going to be this year." Discussion followed on Capital and Maintenance Funds and Audits. Next, Mr. Stevenson added, "The resources are being and will be dedicated to making sure that we get in conformance with your wishes. We may have to have some discussions along the way but we certainly are trying to make sure we perform to the level you expect." Committee Member Coker asked about Christmas decorations. Brief comments followed and Mr. Stevenson said they had just been considering this matter. Chairperson Brook mentioned that certain decorations went certain places and Committee Member Gilmore said that the previous Staff person was looking for three to four thousand dollars ($3,000.00 - $4,000.00) for Christmas decorations. Mr. Stevenson said they would check into this. It was suggested that this also be addressed at the November Special Meeting. PUBLIC INPUT Chairperson Brook opened "Public Input". Dr. Ted Johnson, 1107 Pheasant Circle, Winter Springs, Florida: said that typically the Tuscawilla Homeowners Association assists with wreaths and he would need to know soon. Chairperson Brook thought that an inventory should be taken of Christmas decorations. Dr. Johnson also commented on having monthly meetings for a while and asked that at some future meeting, that the Budget be explained in more detail and thought it would be beneficial to him and the community. Mr. Stevenson offered to have the inventory of Christmas decorations completed "within a week and I will get that information to you and then we can pass it on to Dr. Johnson as well. Further remarks. Chairperson Brook closed "Public Input". CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING—OCTOBER 15,2014 PAGE 9 OF 9 Continuing, Committee Member Coker conveyed her appreciation for Staff and their explanations. Mr. Stevenson referred to Ms. Stephanie Monica, Water Conservation Coordinator/Arborist, Public Works/Utility Departments who was in attendance and mentioned she is "Responsible for coordinating a lot of the field information that we have, the Assessments, especially if it has to do with plant material." Mr. Stevenson added that he will be assisting for now with irrigation." Mr. Stevenson explained the distribution of the forty thousand dollars ($40,000.00) identified by previous Staff with this Committee as Irrigation Refurbishment Project at the Main Entrance was seven thousand dollars ($7,000.00); Entry Wall/Feature Refurbishment, thirty-five hundred dollars ($3,500.00); Landscape Refurbishment of the Medians, twelve thousand dollars ($12,000.00); Tree Remediation Project on the Medians was ninety-five hundred dollars ($9,500.00); and the Low Voltage Lighting Replacement was eight thousand dollars ($8,000.00)." Mr. Stevenson added, "If we need to change that hierarchy or that listing, we can do so)." It was agreed that Mr. Stevenson would send this information to the Committee. ADJOURNMENT Chairperson Brook adjourned the Regular Meeting at 6:33 p.m. RESPECTFULLY SUBMITTED: ANDREA LORENZO-LUACES, CITY CLERK AND AD '' ' : - A.1 ONIA DELLA DONN , ASSISTANT TO THE CITY CLERK NOTE: These Minutes were approved at the January 21,2015 Tuscawilla Lighting and Beautification District Advisory Committee Regular Meeting.