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HomeMy WebLinkAbout2015 01 21 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 JANUARY 21, 2015 CALL TO ORDER The Regular Meeting of Wednesday, January 21, 2015 of the Tuscawilla Lighting and Beautification District Advisory Committee was called to Order by Chairperson Mary Brook at 5:15 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 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. 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 2015. REGARDING THE POSITION OF CHAIRPERSON, "I WOULD LIKE TO NOMINATE MARY BROOK FOR THAT POSITION." MOTION BY COMMITTEE MEMBER COKER. SECONDED BY COMMITTEE MEMBER VAGNINI. DISCUSSION. VOTE: COMMITTEE MEMBER GILMORE: AYE COMMITTEE MEMBER VAGNINI: AYE VICE-CHAIRPERSON BAKER: AYE COMMITTEE MEMBER COKER: AYE CHAIRPERSON BROOK: AYE MOTION CARRIED. CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING-JANUARY 21,2015 PAGE 2 OF 10 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 2015. RELATED TO THE POSITION OF VICE-CHAIRPERSON, "I WOULD LIKE TO NOMINATE TOM (VAGNINI)." MOTION BY CHAIRPERSON BROOK. SECONDED BY COMMITTEE MEMBER COKER. DISCUSSION. VOTE: CHAIRPERSON BROOK: AYE COMMITTEE MEMBER COKER: AYE COMMITTEE MEMBER GILMORE: AYE VICE-CHAIRPERSON BAKER: AYE COMMITTEE MEMBER VAGNINI: AYE MOTION CARRIED. AWARDS AND PRESENTATIONS AWARDS AND PRESENTATIONS 100. Not Used INFORMATIONAL AGENDA INFORMATIONAL 200. Not Used ❖❖ AGENDA NOTE: THE FOLLOWING AGENDA ITEMS WERE DISCUSSED IN THE ORDER DOCUMENTED. •:•+ CONSENT CONSENT 300. Office Of The City Clerk Requesting The Tuscawilla Lighting And Beautification District Advisory Committee To Review And Approve The Wednesday, October 15, 2014 Tuscawilla Lighting And Beautification District Advisory Committee Regular Meeting Minutes. MOTION TO APPROVE THE OCTOBER 15, 2014 MINUTES. MOTION BY COMMITTEE MEMBER GILMORE. SECONDED BY COMMITTEE MEMBER COKER. DISCUSSION. CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING-JANUARY 21,2015 PAGE 3 OF 10 VOTE: COMMITTEE MEMBER COKER: AYE COMMITTEE MEMBER GILMORE: AYE CHAIRPERSON BROOK: AYE VICE-CHAIRPERSON VAGNINI: AYE COMMITTEE MEMBER BAKER: AYE MOTION CARRIED. CONSENT 301. Office Of The City Clerk Requesting The Tuscawilla Lighting And Beautification District Advisory Committee To Review And Approve The Wednesday, November 19, 2014 Tuscawilla Lighting And Beautification District Advisory Committee Regular Meeting Minutes. RELATED TO THE NOVEMBER 19, 2014 MINUTES, "MOVE FOR APPROVAL." MOTION BY COMMITTEE MEMBER COKER. SECONDED BY COMMITTEE MEMBER GILMORE. DISCUSSION. VOTE: COMMITTEE MEMBER GILMORE: AYE VICE-CHAIRPERSON VAGNINI: AYE COMMITTEE MEMBER COKER: AYE COMMITTEE MEMBER BAKER: AYE CHAIRPERSON BROOK: AYE MOTION CARRIED. PUBLIC INPUT Chairperson Brook opened "Public Input". No one spoke. Chairperson Brook closed "Public Input". City Clerk Andrea Lorenzo-Luaces stated, "If we could just get Consensus that there's no changes to previous Motions made up to this point." "MOVE THAT WE ACCEPT THE MOTIONS AT THE PRESENT TIME." MOTION BY COMMITTEE MEMBER GILMORE. SECONDED BY COMMITTEE MEMBER COKER. DISCUSSION. CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING-JANUARY 21,2015 PAGE 4 OF 10 VOTE: COMMITTEE MEMBER GILMORE: AYE VICE-CHAIRPERSON VAGNINI: AYE COMMITTEE MEMBER COKER: AYE COMMITTEE MEMBER BAKER: AYE CHAIRPERSON BROOK: AYE MOTION CARRIED. 400. REPORTS No Reports. PUBLIC HEARINGS AGENDA PUBLIC HEARINGS 500. Not Used REGULAR AGENDA- PART II REGULAR 602. Public Works/Utility Departments—Urban Beautification Division Requesting The Tuscawilla Lighting And Beautification District Advisory Committee To Receive An Update In Regards To The TLBD (Tuscawilla Lighting and Beautification District) Phase III. Mr. Shawn Boyle, Director, Finance and Administrative Services Department summarized that the City Commission oversees the Tuscawilla Lighting and Beautification District Phase III, noted that the City Commission could, by Resolution, assign a Board or Committee to manage the Tuscawilla Lighting and Beautification District Phase III and added, "As it stands right now, the City Commission—and de facto the Staff — is responsible for the maintenance and the capital portion of that third Assessment District." With discussion on the status of the Tuscawilla Lighting and Beautification District Phase III, Mr. Kip Lockcuff, P.E., Director, Public Works/Utility Departments stated, "Everything is done as far as I know — capital-wise. There's no pending action item, so it'll stay as it is." CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING-JANUARY 21,2015 PAGE 5 OF 10 REGULAR 603. Public Works/Utility Departments—Urban Beautification Division Requesting The Tuscawilla Lighting And Beautification District Advisory Committee To Receive A Year To Date Budget Review. Ms. Stephanie Monica, Water Conservation Coordinator/Arborist, Public Works Department gave an overview of an "Expense Budget Performance Report" which displayed year-to-date transactions as well as a "Detailed Expenditure Report" outlining individual expenses. Discussion followed on contracted monthly Fees, Encumbrances, definitions associated with Budget Line Codes, costs for Utilities and different irrigation zones, time changes, and the related decrease in permitted irrigation days. Additionally, Mr. Lockcuff mentioned that the main entrance irrigation meter has not worked in almost a year and stated, "We changed that out today, so that bill's definitely going to go up." Further discussion. REGULAR 604. Public Works/Utility Departments—Urban Beautification Division Requesting The Tuscawilla Lighting And Beautification District Advisory Committee To Receive Information And Discuss The Landscaping of Winter Springs Boulevard Medians 21, 22,And 23. The discussion on this Agenda Item began with Ms. Monica and followed on three (3) Bids and related details. With comments that substantial landscape work on the medians and any necessary fountain maintenance may become a financial burden, Mr. Lockcuff stated, "We're fine financially — we have roughly two hundred twenty thousand [dollars] ($220,000.00) in capital alone." Continued discussion ensued on the Bids and related matters. Mr. Lockcuff mentioned that the Public Works Department is going to start having monthly meetings with Contractors moving forward and emphasized the City's efforts to be "more proactive" in that respect. Further comments followed. Details on the Eastwood Tuff Turf contract including maintenance service were referenced, to which Ms. Monica noted it would be, "Twice a month during the winter, once a week during the summer." Mr. Lockcuff explained that it is now the job of their new Maintenance Worker (who will start Monday) to care for Winter Springs Boulevard in lieu of the service provider. Further remarks ensued. CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING—JANUARY 21,2015 PAGE 6 OF 10 "I WOULD LIKE TO MAKE A MOTION THAT WE APPROVE THE EASTWOOD (TUFF) TURF PROPOSAL IN ORDER FOR US TO CONTINUE IMPROVING OUR MEDIAN." MOTION BY COMMITTEE MEMBER COKER. SECONDED BY COMMITTEE MEMBER BAKER. DISCUSSION. VOTE: COMMITTEE MEMBER BAKER: AYE COMMITTEE MEMBER GILMORE: AYE COMMITTEE MEMBER COKER: AYE VICE-CHAIRPERSON VAGNINI: AYE CHAIRPERSON BROOK: AYE MOTION CARRIED. As to a start date, Ms. Monica stated, "I'm going to call the tree crew tomorrow and have them remove the trees that are flagged, so they'll remove those, grind the stumps; and then I'll let Eastwood (Tuff Turf) know that they're authorized and as soon as the trees are out, Eastwood (Tuff Turf) will be getting it installed." Mr. Lockcuff mentioned that about a week was needed for Staff to handle the necessary paperwork. REGULAR 605. Public Works/Utility Departments—Urban Beautification Division Requesting The Tuscawilla Lighting And Beautification District Advisory Committee To Receive Information And Discuss Landscaping At The Ends Of The Medians On Winter Springs Boulevard And Vistawilla, As It Relates To Site Distance. Mr. Brian Fields, P.E., City Engineer, Public Works Department discussed sight distance issues around the community of Tuscawilla, and mentioned that solutions included "clear spaces" at or around intersections. Mr. Fields added, "'Clear spaces' does not mean that that area cannot be vegetated." Tape 1/Side B Continuing on this subject, Mr. Fields noted that City Staff has evaluated twenty (20) locations and at least fifteen (15) need some updating to come into compliance. Mr. Fields then gave a brief overview on four (4) locations in Tuscawilla, noted issues with the current landscaping such as thick, high ground level vegetation and recommended, "Trim the ground level vegetation within that first two hundred feet (200') down to really twenty-four inches (24") or lower." Regarding any persistent sight distance and/or maintenance issues, Mr. Fields suggested looking at alternative plant material that would not grow over a specified height. Concluding, Mr. Fields encouraged the Committee Members to point out any additional sight distance issues they may find. CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING-JANUARY 21,2015 PAGE 7 OF 10 Vice-Chairperson Tom Vagnini mentioned that some plants might not yield an aesthetically pleasing result if continually trimmed, to which Mr. Fields assured the Committee Members that, "We have faced that in several locations where we're just better off taking it out, looking at different ground covers". Mr. Fields added, "Engineering will get with Urban Beautification Division Services and the Landscape Contractor to find something appropriate." REGULAR 606. Public Works/Utility Departments—Urban Beautification Division Requesting The Tuscawilla Lighting And Beautification District Advisory Committee To Receive Information About The Tuscawilla Fountains Drainage, Pumps, Landscaping, and Structural Review. Beginning the discussion on this Agenda Item, Mr. Fields commended Committee Member Don Gilmore for all of his efforts with the Tuscawilla fountains, both in the office and on site; and then reviewed what has been completed to date, including meetings with Staff, Committee Member Gilmore's contributions, Architects, Maintenance Contractors. Furthermore, Mr. Fields then went over the flooding of the south fountain's pump box, and cracks in the pool surface, to which Mr. Fields said had resulted in issues with the sod in the surrounding areas. Comments followed on possible solutions for the flooded pump box. Mr. Fields suggested Staff might ask for input from the original fountain Design Engineer; and presented an alternative solution that included sealing the box from both the inside and outside, relocating the sump pump, and installing a perimeter underdrain system that would pump excess water to the storm water system, which Mr. Fields noted would be a cheaper solution,but it may not yield long-term results. "I WOULD LIKE TO MAKE A MOTION THAT YOU INVESTIGATE AND GET A COST ANALYSIS IN ORDER TO RELOCATE IT." MOTION BY COMMITTEE MEMBER COKER. SECONDED BY CHAIRPERSON BROOK. DISCUSSION. VOTE: VICE-CHAIRPERSON VAGNINI: AYE CHAIRPERSON BROOK: AYE COMMITTEE MEMBER COKER: AYE COMMITTEE MEMBER BAKER: AYE COMMITTEE MEMBER GILMORE: AYE MOTION CARRIED. Next Mr. Fields addressed cracks in the pool and explained they are shrinkage cracks, and comments followed on master metering, resurfacing the pools, and sealants. CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING-JANUARY 21,2015 PAGE 8 OF 10 Committee Member Luci Coker asked, "Didn't we just resurface?" Mr. Fields responded, "What was applied was not the type of surface — as I understand it — that would be any type of crack control material, I think it was more of a cosmetic." Mr. Fields then noted, "What we are looking at is some type of shotcrete, gunite type material that's much more of a structural correction that can be applied to the surface. That was not what was applied previously." Committee Member Coker asked, "But no one noticed that there was an issue when that was applied?" Mr. Fields commented, "I wasn't aware of it." Continuing, Committee Member Coker commented that the cracks in the pool surface were not brought to Tuscawilla Lighting and Beautification District Advisory Committee's attention sooner. Mr. Fields indicated that the products that Staff is planning to use on the surface will produce a more permanent, long-term solution to the cracks compared with what has been done in the past. In reference to the sod in the surrounding fountain areas, Mr. Fields recommended that the Committee delay any action on replacing sod until the work on and around the fountains has been completed. Ms. Monica referenced information about landscaping, tree services, and said that the Bids and services would be for both fountains. Ms. Monica added that only diseased, dead, and/or unsightly plant material would be replaced. Discussion ensued on a timeline of events that may affect the replacement of sod, removal of trees, and landscape plant material options. "I WOULD MOVE THAT WE ADOPT THIS TODAY." MOTION BY VICE- CHAIRPERSON VAGNINI. COMMITTEE MEMBER COKER ASKED, "FROM WHICH COMPANY?" VICE-CHAIRPERSON VAGNINI STATED, "EASTWOOD (TUFF TURF)." SECONDED BY COMMITTEE MEMBER COKER. DISCUSSION. VOTE: CHAIRPERSON BROOK: AYE COMMITTEE MEMBER GILMORE: AYE COMMITTEE MEMBER COKER: AYE VICE-CHAIRPERSON VAGNINI: AYE COMMITTEE MEMBER BAKER: AYE MOTION CARRIED. Ms. Monica mentioned several trees around the fountains that warranted removal and the Bids associated with such service. Regarding tree removal, Committee Member Coker asked, "In the City, we do not have people that do this, right?" Mr. Lockcuff explained, "It's private property, so it wouldn't be appropriate." Mr. Lockcuff added, "This is THOA (Tuscawilla Homeowners Association) property with an Easement to the TLBD (Tuscawilla Lighting and Beautification District)." CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING—JANUARY 21,2015 PAGE 9 OF 10 Continuing, Ms. Monica gave a brief analysis of the three (3) Bids received from tree service providers. Committee Member Coker asked, "Are we replacing anything?" Ms. Monica responded, "That would be up to you guys. I didn't budget to put any canopy trees as replacement for what's being removed. You certainly could if you'd like." Discussion followed on tree removal and donor trees. "A BUDGET (TREE SERVICE, INC.) IS WELL KNOWN, THEY ARE HOUSED IN WINTER SPRINGS, AND I DO NOT THINK WE CAN GO WRONG ON THEM - SO THAT WOULD BE MY RECOMMENDATION." MOTION BY CHAIRPERSON BROOK. SECONDED BY VICE-CHAIRPERSON VAGNINI. DISCUSSION. Tape 2/Side A VOTE: COMMITTEE MEMBER COKER: AYE VICE-CHAIRPERSON VAGNINI: AYE COMMITTEE MEMBER GILMORE: AYE COMMITTEE MEMBER BAKER: AYE CHAIRPERSON BROOK: AYE MOTION CARRIED. Further comments followed regarding homeowners needing trees removed and tree donations. REGULAR 607. Public Works/Utility Departments—Urban Beautification Division Requesting The Tuscawilla Lighting And Beautification District Advisory Committee To Receive Information And Discuss Christmas Decorations. Regarding this past year's Christmas decorations, Committee Member Coker praised Staff and said, "They looked very nice—thank you!" Ms. Monica referenced an inventory for the Christmas decorations. Discussion followed on costs for wreaths, refurbishment, vandalism, and the placement of wreaths. Ms. Monica suggested they could try at the next meeting in April to review the estimates and proceed from there. Chairperson Brook recognized Commissioner Pam Carroll in the audience. PUBLIC INPUT CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING—JANUARY 21,2015 PAGE 10 OF 10 Mr. Ted Johnson, 1107 Pheasant Circle, Winter Springs, Florida: thanked the Committee for their hard work and commented on the medians, landscape contractors, and asked how often mulching is done. Further, Mr. Johnson remarked that the Tuscawilla Homeowners Association is interested in the timeline of work being completed around the community and mentioned noise with the fountain pump system. Committee Member Gilmore referenced the planned position for the new fountain pump system and noted, "Noise will not be a problem." Further comments. Committee Member Coker asked for an alternative point of contact and Mr. Lockcuff suggested they could contact Ms. Sara Miller, Urban Beautification Coordinator, Public Works Department or himself. Additionally, Mr. Lockcuff offered to send Budget information on a monthly basis. No objections were voiced. Additionally, the new Maintenance Worker was addressed; and regarding possible monthly meetings for this Advisory Committee and when this might go before the City Commission for their consideration, Mr. Lockcuff stated, "It's in the queue." ADJOURNMENT Chairperson Brook adjourned the Regular Meeting at 7:04 p.m. RESPECTFULLY SUBMITTED: l -- " '' A"F ONIA DELLA DONNA ASSISTANT TO THE CITY CLERK NOTE: These Minutes were Approved at the April 15,2015 Tuscawilla Lighting and Beautification District Advisory Committee Regular Meeting.