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HomeMy WebLinkAbout2014 07 16 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 JULY 16, 2014 CALL TO ORDER The Regular Meeting of Wednesday, July 16, 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, present Committee Member Luci Coker, present via telephone Committee Member Donald Gilmore, arrived at 5:24 p.m. Committee Member Carolyn Wolf, 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. No Agenda Changes were noted. AWARDS AND PRESENTATIONS AWARDS AND PRESENTATIONS 100. Not Used INFORMATIONAL AGENDA INFORMATIONAL 200. Not Used PUBLIC INPUT No one spoke. CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING-JULY 16,2014 PAGE 2 OF 7 ❖❖ AGENDA NOTE: THE FOLLOWING AGENDA ITEMS WERE DISCUSSED IN THE ORDER DOCUMENTED. •:•• 400. REPORTS No Reports were given. PUBLIC HEARINGS AGENDA PUBLIC HEARINGS 500. Not Used REGULAR AGENDA REGULAR 600. Office Of The City Manager General Discussion Of The Tuscawilla Lighting and Beautification District Budget. City Manager Kevin L. Smith addressed the Committee and said that Mr. Randy Stevenson, ASLA, AICP, Director, Community Development Department will be personally handling the Tuscawilla Lighting and Beautification District Advisory Committee going forward and added, "We will continue to provide that excellent service that I think the City is known for and not skip a beat. Quite frankly, we're in very capable hands with Randy (Stevenson) and the entire team." Continuing, Manager Smith referenced discussions with current and previous City Staff on the Tuscawilla Lighting and Beautification District Budget, and stated that "I had come to understand that there were several things that were expressed to you all that were concerning, in the areas of finance - that we were number one, spending more money than we had taken in; that we were thus dipping into Reserves at a pretty substantial rate; that we were looking to have a significant cost increase in the area of our landscaping contracts in the immediate future — now, when we renewed that contract; that for that reason and others we desperately needed to increase our Assessment Rate from the current one hundred and twenty dollars ($120.00) per E.R.U. (Equivalent Resident Unit) to the maximum of one hundred and twenty-eight dollars (128.00) in order to sustain our fiscal health for the future. Is that assessment pretty much what you all have been told or what your understanding is?" No objections were voiced. CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING-JULY 16,2014 PAGE 3 OF 7 Manager Smith then said that since he has been City Manager, all City funds have been discussed and "We've applied the same thought process and principles to everything we do which is number one, we want to provide the best service in the area for the citizens of Winter Springs." Furthermore, Manager Smith added, "Specifically in the Tuscawilla Lighting and Beautification District, we want to provide the best service that we possibly can to the residents of Tuscawilla." Continuing, Manager Smith remarked that the next thing they would like to do is "To provide that service—in a fiscal manner at the most economical cost that we can." Committee Member Donald Gilmore arrived at 5:24 p.m. Manager Smith then recapped his recent comments and further spoke of management, funding, and the Fiscal Year 2015 Budget. With further discussion on the Fund balance, Manager Smith followed by stating, "When I look at the FY (Fiscal Year) (20)'15 Budget, we are now positioned, going forward to take in more money, that we spent. Effective in FY (Fiscal Year) (20)'15, we're in a positive cash-flow situation at one hundred and twenty dollars (120.00) at E.R.U. (Equivalent Resident Unit), and we will have replenished at the end of FY (Fiscal Year) (20)'15 that five thousand dollars ($5,000.00). A third point, when I look at the required amount of Reserves that we utilize in the City, we use a twenty-five percent (25%) which is derived as three (3) months of operating reserves. Three (3) months divided by twelve (12) is twenty-five percent (25%). So we try to keep twenty-five percent (25%) Reserves in our Operating Funds — our General Fund, where we pay for Police and Community Development and Finance, and things like that. We have a twenty-five percent (25%) operating reserve. So, if I apply those same principles to the Tuscawilla Lighting and Beautification District Operating Fund, our annual operating expenses are about five hundred thousand dollars ($500,000.00); so, twenty-five percent (25%) of five hundred thousand [dollars] ($500,000.00) is a hundred and twenty-five thousand dollars ($125,000.00). So, that says, that in our Operating Fund in order to comply with our procedures, our policies, we should have about a hundred and twenty-five thousand dollars ($125,000.00) in our savings account. And if we were dipping into that significantly below that amount of a hundred and twenty-five thousand dollars ($125,000.00), that would be an area of concern for myself, for Randy (Stevenson), and for Shawn (Boyle, Director, Finance and Administrative Services Department) - that hundred and twenty-five thousand [dollars] ($125,000.00) again is the target. The amount we have, is three hundred thousand [dollars] ($300,000.00). When you add our Capital Reserves, we're at five hundred thousand [dollars] ($500,000.00). So, in reality, we have four (4) times the amount of operating reserves that we technically need or should have. So, when we look at the fact that we are positive cash flow in FY (Fiscal Year) (20)'15, we're taking in more than we spend, we have four (4) times the required CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING-JULY 16,2014 PAGE 4 OF 7 reserves that we need. The landscaping contracts that were imminent to increase? Randy (Stevenson)just renewed for a two percent (2%) increase. So, I can't sit here and in good fiscal conscience, say to you or to our Commission or to our citizens of Tuscawilla, which I am one, that we need to raise that rate." With further comments, Manager Smith referenced possible future issues with the economy and said, "We do retain now, at least eight dollars ($8.00) in flexibility to raise that rate in the future, if we need to." Discussion followed that it would be good if we could continue in this path; not knowing what changes could happen with the economy, and what the Tuscawilla Lighting and Beautification District Advisory Committee had been advised before. Mr. Stevenson commented on some concerns, improving some specific areas especially the "extreme east side", and Contractors. Regarding possible improvements to the fountains including underdrains, Mr. Stevenson said to Committee Member Gilmore, "If you have any input, we would be more than happy to listen, but we do realize that that's a low area that does need some drainage out there." With additional remarks, Mr. Stevenson added, "We will look to have the south fountain look as good as the north fountain does quickly." Related to the sump pumps and underdrains, Mr. Stevenson said that he would contact Committee Member Gilmore to make sure he addressed any concerns, "So, we're all on the same page." Committee Member Gilmore added, "We can discuss later." Mr. Stevenson agreed and said "Yes. We're going to stay on top of it though." Manager Smith then advised that we are actually going to do more landscaping and asked the Committee Members to keep an eye on the area and added, "If anybody would like to come sit down and go through the fund process of looking at these numbers with me, anytime! Call me up and we'll be happy to sit down and I can show you on paper what we've talked about." Additionally, Manager Smith remarked, "The services will be there and then some, at a hundred and twenty dollars ($120.00)." Further discussion ensued on providing better levels of service, and the economy in general. Committee Member Gilmore mentioned that he was a little bothered by landscaping near cross streets and hoped that could be checked into; and specifically mentioned Gazell Trail, to which Manager Smith stated, "Randy (Stevenson) will look at that and as we do look at re-plantings and what not, maybe we need to do some grading." Comments followed on site issues and Mr. Stevenson remarked, "There is an old adage, `right plant right place' — and it may involve some grading as Kevin (Smith) said. It may involve some re-location, lowering of irrigation lines—we will take a look at that." CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING-JULY 16,2014 PAGE 5 OF 7 Discussion continued, and Committee Member Gilmore spoke of Steve Richart's service with the City. "I WOULD LIKE TO PROPOSE THAT WE GENERATE A LETTER OF COMMENDATION FOR WHAT HE HAS DONE. I WOULD LIKE TO SEE THAT DONE." CHAIRPERSON BROOK ASKED COMMITTEE MEMBER GILMORE, "ARE YOU PUTTING THAT AS A MOTION?" COMMITTEE MEMBER GILMORE RESPONDED, "YES." SECONDED BY COMMITTEE MEMBER WOLF. DISCUSSION. CHAIRPERSON BROOK NOTED THAT THE MOTION WAS THAT WE PREPARE A LETTER THANKING STEVE RICHART FOR HIS SERVICE, FOR ELEVEN (11) YEARS. CITY CLERK ANDREA LORENZO-LUACES ASKED, "IS THAT SOMETHING THAT THE BOARD WOULD LIKE ME TO ASSIST YOU WITH — BECAUSE OF THE SUNSHINE LAW WE CAN'T HAVE YOU GET TOGETHER AND DO IT, UNLESS YOU WANT TO PUT THE LETTER TOGETHER IN THIS MEETING? BUT IF YOU WANTED TO GET WITH STAFF OR IF YOU WANTED TO JUST SUGGEST ONE (1) INDIVIDUAL OF THE BOARD PUT THE LETTER TOGETHER, BUT YOU WOULDN'T BE ABLE TO ADDRESS IT UNLESS YOU ARE IN A MEETING. WE WILL BE GLAD TO DO WHATEVER THE BOARD WOULD LIKE," COMMITTEE MEMBER GILMORE NODDED. CHAIRPERSON BROOK SUGGESTED, "WHY DON'T I PUT A LETTER TOGETHER." WITH FURTHER COMMENTS, CHAIRPERSON BROOK MENTIONED, "DO YOU WANT ME TO WRITE A LETTER? IS THAT AGREEABLE WITH EVERYONE?" COMMITTEE MEMBER GILMORE SAID, "GO AHEAD" AND MENTIONED THAT THE TUSCAWILLA HOMEOWNERS ASSOCIATION WAS GOING TO HAVE A PLAQUE MADE FOR STEVE RICHART. VOTE: COMMITTEE MEMBER WOLF: AYE CHAIRPERSON BROOK: AYE VICE-CHAIRPERSON BAKER: AYE COMMITTEE MEMBER GILMORE: AYE COMMITTEE MEMBER COKER: AYE MOTION CARRIED. CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING-JULY 16,2014 PAGE 6 OF 7 PUBLIC INPUT No one addressed the Committee. CONSENT AGENDA CONSENT 300. Office Of The City Clerk Requesting The Tuscawilla Lighting And Beautification District Advisory Committee Review And Approve The Wednesday, April 16, 2014 Tuscawilla Lighting And Beautification District Advisory Committee Regular Meeting Minutes. "I MOVE THAT WE APPROVE THEM." MOTION BY COMMITTEE MEMBER WOLF. SECONDED BY COMMITTEE MEMBER GILMORE. VOTE: COMMITTEE MEMBER GILMORE: AYE VICE-CHAIRPERSON BAKER: AYE COMMITTEE MEMBER WOLF: AYE COMMITTEE MEMBER COKER: AYE CHAIRPERSON BROOK: AYE MOTION CARRIED. In other City business, Committee Member Gilmore asked if the quarterly meetings were satisfactory, to which Chairperson Brook said she thought it was at this time and it could be re-addressed at another time if needed. Mr. Stevenson spoke of providing project updates to the Committee members as information became available and Chairperson Brook thought that was a good idea. Discussion followed on keeping the Boulevard looking in top shape; that Mr. Stevenson offered to do whatever was needed with this Committee and also the Tuscawilla Homeowners Association; beautiful large trees and tree roots; and keeping the community looking great. Mr. Stevenson then said to the Committee, "Again, I will get the information out to you, but I solicit your input as well." Further brief comments. CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING—JULY 16,2014 PAGE 7 OF 7 ADJOURNMENT Chairperson Brook adjourned the Regular Meeting at 6:02 p.m. RESPECTFULLY SUBMITTED: ANDREA LORFNZO-LUACES, MMC CITY CLERK NOTE: These Minutes were approved at the October 15,2014 Tuscawilla Lighting and Beautification District Advisory Committee Regular Meeting.