Loading...
HomeMy WebLinkAbout2015 04 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 APRIL 15, 2015 CALL TO ORDER The Regular Meeting of Wednesday, April 15, 2015 of the Tuscawilla Lighting and Beautification District Advisory Committee was called to Order by Chairperson Mary Brook at 5:18 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 Tom Vagnini,present Committee Member Helen Baker, present Committee Member Luci Coker, absent Committee Member Donald Gilmore, present Assistant to the City Clerk Antonia Della Donna, present A moment of silence was followed by the Pledge of Allegiance. There were no Agenda Changes, however, Mr. Kip Lockcuff, P.E., Director, Public Works/Utility Department, stated, "The Commission authorized two (2) additional meetings between now and September 30th [2015]." Subsequently, Mr. Lockcuff suggested selecting some tentative dates for the newly granted meetings. Discussion ensued on individual Committee Members' schedules and availability. Wednesday, May 27, 2015, Wednesday, July 8, 2015, and Wednesday, August 19, 2015 were chosen as tentative dates. No objections were noted. AWARDS AND PRESENTATIONS AWARDS AND PRESENTATIONS 100. Not Used INFORMATIONAL AGENDA INFORMATIONAL 200. Not Used CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING-APRIL 15,2015 PAGE 2 OF 11 PUBLIC INPUT Chairperson Brook opened "Public Input". No one spoke. Chairperson Brook closed "Public Input". CONSENT CONSENT 300. Office Of The City Clerk Requesting The Tuscawilla Lighting And Beautification District Advisory Committee To Review And Approve The Wednesday, January 21, 2015 Tuscawilla Lighting And Beautification District Advisory Committee Regular Meeting Minutes. MOTION TO "APPROVE THE MINUTES FROM THE LAST MEETING." MOTION BY VICE-CHAIRPERSON VAGNINI. SECONDED BY COMMITTEE MEMBER GILMORE. DISCUSSON. CHAIRPERSON BROOK STATED, "ALL THOSE IN FAVOR?" COMMITTEE MEMBER BAKER AND COMMITTEE MEMBER GILMORE STATED, "AYE." MOTION CARRIED WITH NO OBJECTIONS. 400. REPORTS Committee Member Donald Gilmore suggested holding the Tuscawilla Lighting and Beautification District Advisory Committee meetings in a conference room instead of in the Commission Chambers at City Hall. Discussion ensued. Chairperson Brook stated, "They have their limitations, too, because they need some place that is set up — and the acoustics are better here than somewhere else." Further comments followed on recording equipment. PUBLIC HEARINGS AGENDA PUBLIC HEARINGS 500. Not Used CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING-APRIL 15,2015 PAGE 3 OF 11 REGULAR AGENDA REGULAR 600. Public Works/Utility Departments—Urban Beautification Division Requesting The Tuscawilla Lighting And Beautification District Advisory Committee To Receive Information And To Discuss Landscaping Of The Winter Springs Boulevard Medians Near The Arrowhead Entrance. Mr. Lockcuff introduced the Agenda Item and explained that it was Committee Member Luci Coker that had brought the Arrowhead Entrance to staff's attention. Mr. Lockcuff continued, "We had asked your contractor to provide those quotes — Ms. Coker is not here but if that's something you'd rather defer to the next meeting, that's fine. If you want to revisit it now, that's fine." Continuing, Mr. Lockcuff mentioned, "It's not anything pressing, it's just something that [Committee] Member Coker had commented on and we went out and solicited some proposals and had that information. Again we can reschedule to next meeting if that's your preference." In response, Chairperson Brook stated, "If you have no objections to that, I think it would be good to if we had her..." Mr. Lockcuff stated, "...No problem."No objections noted. Further comments followed on plant selections. REGULAR 601. 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, Structural Review,And Water Use. Mr. Brian Fields, P.E., City Engineer, Public Works Department began the discussion on the fountains and noted that the south fountain box is flooding and that could potentially damage pumps. Continuing, Mr. Fields indicated that on March 3, 2015, City Staff met the with original fountain designer, Mr. Jon Vollet of Freeport Fountains, LLC, and had him review the current state of the fountains. Mr. Fields said that "His initial reaction in looking at these pumps — after he opened this box — was this looks about like the way he would expect, for a pumping system that's a fifteen (15) years old. The fountains are working, they are operating right now. They're showing signs of wear and tear, however." CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING-APRIL 15,2015 PAGE 4 OF 11 Mr. Fields disclosed that staff had asked Freeport Fountains, LLC to prepare a proposal, with some costs included, to present to the Tuscawilla Lighting and Beautification District Advisory Committee, and added, "If you'd like to authorize an amount for us to move forward with that evaluation tonight, you could do that. Or we could bring that letter proposal back to you at the next meeting on May 27th [2015]. 1 expect that value to be perhaps in the range of twenty-five hundred dollars ($2,500.00) — certainly less than five-thousand ($5,000.00)." Vice-Chairperson Tom Vagnini inquired if Staff was seeking a second opinion on the fountains. Mr. Fields confirmed that CPH Engineers, Inc., a Consultant Staff has worked with on a number of occasions, looked at leakage and structural issues and that the current fountain contractor, Fountain Doctors, LLC, has assessed the pumping equipment. However, Mr. Fields pointed that Staff is really seeking input from Freeport Fountains, LLC because they are the original fountain designer. Discussion followed on pump replacement, leakage solutions including relocating the pump equipment and improved pump system encasements, purchasing new pumps, associated costs, and suction head designs. Mr. Fields summarized, "As long as the pumps are operating—we can do the evaluation, we'll come back to this board with some recommendations, prepare a design and is something that could perhaps be budgeted—at some point a complete replacement program." Due to Freeport Fountains, LCC inconsistent responses, Mr. Fields noted that at the next Tuscawilla Lighting and Beautification District Advisory Committee meeting, Staff will either have a proposal from Freeport Fountains, LLC or an alternative company. Regarding the proposal from Freeport Fountains, LLC, Mr. Lockcuff added, "I don't want to mislead you and think we'll have that report." Remarks followed on a new motor being delivered sometime in May. Mr. Fields also addressed the issue of shrinkage cracking in the fountain pools and indicated that both pools are leaking, the north pool more so than the south. Mr. Fields further commented on high consumption since 2002, possible undetected leaks, and leak detection services offered by Freeport Fountains, LLC. With further discussion, Mr. Lockcuff further addressed the slow deterioration of the pumps. Additional comments ensued on consulting. Committee Member Gilmore asked, "Do we have four grand ($4,000.00) to give them?" Mr. Lockcuff responded, "Yes." CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING—APRIL 15,2015 PAGE 5 OF 11 "I MOVE WE ALLOCATE UP TO FOUR THOUSAND DOLLARS ($4,000.00) TO KIP (LOCKCUFF) FOR — GETTING A REPORT ON THIS FOUNTAIN BUSINESS AND POTENTIALLY FIXING SOME OF THE STUFF WITH THAT MONEY." MOTION BY COMMITTEE MEMBER GILMORE. SECONDED BY COMMITTEE MEMBER BAKER. DISCUSSION. VOTE: COMMITTEE MEMBER GILMORE: AYE VICE-CHAIRPERSON VAGNINI: AYE CHAIRPERSON BROOK: AYE COMMITTEE MEMBER BAKER: AYE MOTION CARRIED. Mr. Fields noted that the cracks in the pool are not a major structural problem and added, "There's no evidence of what would be called differential settlement of the pools. And the previous surface application that was done a year or so ago — that was not a crack repair product that was used. So — the cracks came right through that. That was not the purpose of the product that applied." Ms. Stephanie Monica, City Arborist and Water Conservation Coordinator, Public Works Department gave an overview of the current water usage. Further discussion followed on leaks, evaporation, master meters, and submetering. REGULAR 602. Public Works/Utility Departments—Urban Beautification Division Requesting The Tuscawilla Lighting And Beautification District Advisory Committee To Receive Information And To Discuss Landscaping As It Pertains To Sight Distance Issues. Mr. Fields presented the Agenda Item and briefly spoke about sight distance issues, stating, "It requires judgment; there's a need for safe visibility but also having the vegetated median provides beautification as well as traffic calming on Winter Springs Boulevard." Continuing, Mr. Fields reviewed examples and showed photographs of staff's progress at correcting sight distance throughout the Tuscawilla Lighting and Beautification District. Brief discussion followed on plant replacement and maintenance and accidents. Tape I/Side B CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING-APRIL 15,2015 PAGE 6 OF 11 Committee Member Gilmore asked if records were kept on how many accidents occur along Winter Springs Boulevard. Mr. Fields remarked that the Police Department's accident reports do not go into that level of detail but that they were not aware of anything specific to vegetation blocking sight distance adding to a severe accident history. Mr. Fields added, "There's not a lot of data on that, it's more just feedback from the Police Department—that it was not a problem." Mr. Fields concluded, "The theme tonight is that this is not a project that's going to reach a completion point. What we're trying to do is educate our Staff, our contractor to be on the lookout for these types of issues and it's an ongoing —part of our ongoing vegetation management. It's a judgment call that we need to periodically look at to see what we need to knock back or replace at some point. If we're trimming something down every month then we may need to look at something else. But the theme tonight is that we've thoroughly looked at the corridor, making good progress on it, and that — we will continue to do so." Further discussion ensued on replacing ginger plants, lowering the ground in medians, tree roots, general plant replacement, and Committee Member liaisons. "I MAKE A MOTION TO HAVE MASTER GARDENER BROOK CONSULT WITH THE CITY REGARDING PLANT REPLACEMENTS." MOTION BY VICE-CHAIRPERSON VAGNINI. SECONDED BY COMMITTEE MEMBER BAKER. DISCUSSION. VOTE: VICE-CHAIRPERSON VAGNINI: AYE COMMITTEE MEMBER BAKER: AYE COMMITTEE MEMBER GILMORE: AYE CHAIRPERSON BROOK: AYE MOTION CARRIED It was noted that Committee Member Gilmore was still the current Committee Member liaison for the fountains. Mr. Lockcuff added, "He's been very helpful — he's always available." 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-APRIL 15,2015 PAGE 7 OF 11 REGULAR 603. Public Works/Utility Departments—Urban Beautification Division Requesting The Tuscawilla Lighting And Beautification District Advisory Committee To Receive Information And To Discuss The Renewal Of Eastwood Tuff Turfs Landscape Maintenance Contract For The Tuscawilla Lighting And Beautification District. Mr. Lockcuff explained how City Staff manages their contractors, that they meet monthly, and extended an invitation to the Committee Members, if they wished to attend. Mr. Lockcuff also noted that the medians on Winter Springs Boulevard have been properly labeled and numbered. Continuing, Mr. Lockcuff remarked, "What we're really looking for tonight is feedback which we can provide to Ian [Eastwood]. We haven't received any feedback from the Board in the last three (3) months on areas we need to improve but I want to get that tonight and I want to get that next week and I want to get any time you see something." Chairperson Brook asked, "When do you have the meetings with the contractors?" Mr. Lockcuff indicated that Ms. Sara Miller, Urban Beautification Coordinator, Public Works Department sets up the meetings with the contractors and added, "Once a month. Not any set day or time — we can let you know. And if you'd like to be the one that attends..." Chairperson Brook stated, "...I would..." Mr. Lockcuff continued, "...We could invite you all. The first one to respond can come or however you all want to work it." Additionally, Mr. Lockcuff stated, "We really want to see emails from the [Committee] Members of things you see. You're on that [Winter Springs] Boulevard more than any of us. You're on it day, night. So, we really want to get some feedback on things you see that need to be corrected and not wait until the next meeting to bring it up." In addition to their monthly contracted duties, Ms. Monica gave an overview of Eastwood Tuff Turf's services including irrigation checks and repairs and fountain and median landscaping. Brief discussion followed on warranties for plants. Mr. Ian Eastwood, Eastwood Tuff Turf, 1615 Oklahoma Street, Oviedo, Florida: summarized, "I can't warranty items from Mother Nature. Stuff that I can cover, that I can control, we'll warranty." Further discussion ensued on practices of record keeping of plant replacements, purchase orders, notifying the Committee about expensive replacements, tree removals, Crape Myrtle and Tabebuia trees, and overcrowding plants on Winter Springs Boulevard. CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING-APRIL 15,2015 PAGE 8 OF 11 Chairperson Brook asked for a point of contact to report sprinklers issues. Mr. Lockcuff advised to email Staff and added, "You can always call — and I'll have Stephanie (Monica) email it — we have a Public Works 24-hour number, (407) 327-2669, that somebody's on call." Ms. Monica then gave a brief history of Eastwood Tuff Turf's contract for Winter Springs Boulevard and mentioned that it expires in July 2015. Mr. Lockcuff asked for input from Committee Members and commented further on the management of the contractors. Much discussion followed on additional Fees for work that goes beyond contractual requirements, that the contracted prices do not include parts for repairs, the ninety-two (92) zones maintained by Eastwood Tuff Turf within the Tuscawilla Lighting and Beautification District, and irrigation maintenance. Mr. Eastwood discussed current irrigation issues on Winter Springs Boulevard including decoders, dual water systems, valves and the associated labor. Mr. Lockcuff pointed out that while the Tuscawilla Lighting and Beautification District irrigation system is running every day, it is not the same zone. Mr. Eastwood also provided an in-depth explanation of how the Tuscawilla Lighting and Beautification District irrigation system operates and referenced the number zones allowed on one (1) clock, different program cycles, the automation of the irrigation system, and the current employee procedures for monthly zone inspection. Discussion followed on Hunter Industries, an irrigation equipment manufacturer, and their products. Mr. Eastwood then reviewed trimming techniques and stated, "My theory on it is more natural appearance where we don't constantly trim it to keep a solid straight line. Let the plant grow a little and then trim it. If you guys want me to constantly trim it so you don't have any new growth — I don't recommend that — we can do it." Furthermore, Mr. Eastwood remarked, "So, if there's something else that you guys want us to do — if I could get that direction, that way you guys are happy in the product that we're doing for you and the service that we're providing." Chairperson Brook expressed her ideals about natural looking landscaping and that plants should be given space to grow; and added, "I think a lot of the plantings are entirely too close. So, my thinking is to have room for it to grow and to make it look like it grew that way." Mr. Lockcuff suggested plant removal as an option and asked Mr. Eastwood if spacing is included in Eastwood Tuff Turf s proposals. Mr. Eastwood replied, "I can," and explained their process for spacing plant material. Additional comments ensued on trimming and planting techniques, circulation, plant life spans, and a long term mindset. Chairperson Brook recommended plant replacement to avoid bare spots. Further remarks. CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING—APRIL 15,2015 PAGE 9 OF I 1 Tape 2/Side A REGULAR 604. Public Works/Utility Departments—Urban Beautification Division Requesting The Tuscawilla Lighting And Beautification District Advisory Committee To Receive Information And To Discuss Conversion Of Low Voltage Decorative Lighting To LED (Light-Emitting Diode). Ms. Monica presented the Agenda Item and mentioned that Staff has been working with Lightscapes Outdoor Lighting to correct some light outages around the Tuscawilla Lighting and Beautification District. Continuing, Ms. Monica explained that "During one of their last checks, they suggested converting the low-voltage lighting to LED (Light- Emitting Diode). They felt that it would be — last longer, incur less repairs, and save money in the long term." Brief comments on energy efficiency. Continuing, Ms. Monica gave an overview of a proposal provided by Lightscapes Outdoor Lighting to convert the Vistawilla Monument, as an example, to LED (Light- Emitting Diode) lights. To replace six (6) existing spotlights and three (3) wall wash lights, Ms. Monica indicated that the cost associated with converting to LED (Light- Emitting Diode) lights would be five hundred seventy-eight dollars ($578.00). Mr. Lockcuff mentioned that Lightscapes Outdoor Light attributes the inconsistent lighting to vandalism and the low-voltage lights and added, "So this is really just food for thought, give you a magnitude of cost..." Chairperson Brook, "...What do you feel?" Mr. Lockcuff responded, "I feel that I want to get comfortable that the lights are getting checked when they're said to be getting checked. What Sara's (Miller) doing now is when he provides an invoice, he provides a service ticket when he checked the lights." Discussion followed on Staff wanting feedback, vandalism, and low-voltage, LED (Light-Emitting Diode), and halogen lights. Mr. Lockcuff reiterated, "It's just something to think about." Additional comments. REGULAR 605. Public Works/Utility Departments—Urban Beautification Division Requesting The Tuscawilla Lighting And Beautification District Advisory Committee To Receive A Year To Date Fiscal Year 2016 Budget Review. Ms. Kelly Balagia, Budget Analyst, Finance and Administrative Services Department, began the Agenda Item and referenced two (2) documents, the Balance Sheet and Income Statement. Ms. Balagia mentioned that the documents were taken from the Comprehensive Annual Financial Report (CAFR) and that McDirmit Davis and Company, LLC is the City's independent Auditor. CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING—APRIL 15,2015 PAGE 10 OF I I Continuing, Ms. Balagia addressed the Balance Sheet in detail, pointing out the money available in the Tuscawilla Lighting and Beautification District Maintenance Fund by way of its assets and liabilities; and then commented, "It's a very healthy Fund Balance— two hundred eighty-nine thousand one hundred eighty dollars ($289,180.00)." Ms. Balagia further referenced the Income Statement and remarked, "The fund balance for Tuscawilla (Lighting and Beautification District) Maintenance Fund grew through Fiscal Year(20)14." Further comments ensued. Concluding her presentation, Ms. Balagia stated, "So, the Fund — has a very healthy position and I think it speaks well that, even with the keeping the levy at one hundred twenty dollars ($120.00) for the Maintenance Fund, we're still putting money — back to Fund Balance." Discussion followed on the City Commission budgetary approval process, reserve funds, and the City's fiscal policy and practices. Mr. Lockcuff said, "I'm proposing to pull some of that Fund Balance money up into your Maintenance Line Codes so it's available for you to do improvements. Some of it—not all it; we're not going to take one hundred fifty-five [thousand dollars] ($155,000.00), but try to give you a little more flexibility in some of the improvements you want to do. Whether you want to do it is up to you. But when the Commission approves the Budget, that gives you the authority to spend the money in the Line Code. It does not give you any authority to go into Fund Balance monies—we got to go back to the Commission and ask for that." Further discussion followed. Next, Ms. Monica commented on year-to-date transactions for the Tuscawilla Lighting and Beautification District; and noted the bulk of the expenses were for street light payments. Further discussion followed on NBS (Government Finance Group, Inc.), contracted power exterminators, chemical maintenance on Winter Springs Boulevard, fertilizer, licensing, Duke Energy not offering LED (Light-Emitting Diode) options, acorn and shoe box lights, and electric bills. Vice-Chairperson Vagnini thanked Staff for providing the Committee with supplemental information prior to the meeting. Additional remarks. Discussion followed that the City is still early in the budgeting process, and comments ensued on the proposed Budget, utilities and water bills, fountains, spending capabilities, and purchasing processes. Mr. Lockcuff added, "Again, I'm trying to give you the flexibility to invest in your infrastructure, if that's what you want to do. It's not going to get spent unless you approve it." Further comments. Tape 2/Side B CITY OF WINTER SPRINGS,FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING—APRIL 15,2015 PAGE 11 OF 11 Regarding Mr. Lockcuff s Fiscal Year 2016 Budget proposals, Vice-Chairperson Vagnini stated, "You explained it well —thank you." Mr. Lockcuff said, "I just want to give you more flexibility to do more things, if you so choose. Mr. Lockcuff emphasized that Staff's wants to have the Tuscawilla Lighting and Beautification District Advisory Committee feel comfortable and have a comprehensive understanding of their Funds. Additional comments ensued on the fountains, annuals [flowers], plant replacement, purchase authorizations, and monthly contractor meetings. Ms. Miller invited the Tuscawilla Lighting and Beautification District Advisory Committee Members to the Annual Arbor Day Celebration and Landscaping Class on April 16, 2015 from 5:30 p.m. to 8:30 p.m. Assistant to the City Clerk Antonia Della Donna asked for clarification about the newly scheduled May 27, 2015 Special Meeting start time. Committee Member Gilmore stated, "I think 5:15 (p.m.) might be best." Chairperson Brook asked, "Does everyone agree with that?" No objections were voiced. PUBLIC INPUT Chairperson Brook opened "Public Input". No one spoke. Chairperson Brook closed "Public Input". ADJOURNMENT Chairperson Brook adjourned the Regular Meeting at 7:48 p.m. RESPEC7'1-ULLY SUBMITTED: ANTONIA DELLA DONNA ASSISTANT TO THE CITY CLERK NOTE: These Minutes were Approved at the July 15, 2015 Tuscawilla Lighting and Beautification District Advisory Committee Regular Meeting.