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HomeMy WebLinkAbout2015 05 27 Tuscawilla Lighting and Beautification District Advisory Committee Special Meeting MinutesCITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING MAY 27, 2015 CALL TO ORDER The Special Meeting of Wednesday, May 27, 2015 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 Tom Vagnini, present Committee Member Helen Baker, present Committee Member Luci Coker, present Committee Member Donald Gilmore, arrived at 5:19 p.m. Assistant to the City Clerk Antonia Della Donna, present A moment of silence was followed by the Pledge of Allegiance. Committee Member Donald Gilmore arrived at 5:19 p.m. No changes were made to the Agenda. 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 SPECIAL MEETING - MAY 27, 2015 PAGE 2 OF 10 PUBLIC INPUT Chairperson Brook opened "Public Input ". No one spoke. Chairperson Brook closed "Public Input ". Chairperson Mary Brook recognized Commissioner Pam Carroll in the audience and remarked, "Good to have you with us." CONSENT CONSENT 300. Not Used 400. REPORTS No Reports were given. PUBLIC HEARINGS AGENDA PUBLIC HEARINGS 500. Not Used REGULAR AGENDA REGULAR 600. Public Works/Utility Departments — Urban Beautification Division The Public Works/Utility Departments — Urban Beautification Division Requests That The Tuscawilla Lighting And Beautification District Advisory Committee Receive A Year To Date Budget Review. Ms. Stephanie Monica, City Arborist and Water Conservation Coordinator, Public Works Department briefly reviewed the format of the "Monthly Expenditures" sheet included in the Agenda Item. Discussion followed on irrigation repairs and the incurred costs. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING - MAY 27, 2015 PAGE 3 OF 10 Vice - Chairperson Tom Vagnini asked how often the entrance way to Tuscawilla is watered. Ms. Monica answered, "Twice a week." Vice - Chairperson Vagnini noted that that may not be enough and inquired about the possibility of watering three (3) times a week. Ms. Monica mentioned that City Staff had discussed the frequency of watering and noted that Mr. Ian Eastwood was present to answer any questions. Mr. Ian Eastwood, Eastwood Tuff Turf, 1615 Oklahoma Street, Oviedo, Florida: stated that brown patches in the grass on the south side were a result of an issue with a valve that happened over the weekend. Vice - Chairperson Vagnini indicated that there are brown patches on the north side, as well. Mr. Eastwood responded, "I can check it," and suggested alternating the days that they water. Committee Member Luci Coker asked about current water restrictions. Ms. Monica stated that "The City imposed restriction is two (2) days a week for reclaimed but right now we still have an excess of reclaimed water that we're disposing of — so, while we're in excess, there's no reason why we couldn't water." Comments followed on a new pump and motor that were recently installed, City Staff working with Eastwood Tuff Turf, time frames for repairs, and costs associated with monument lighting. Additionally, Mr. Eastwood gave a summary of his services and monthly maintenance. Further brief discussion. Ms. Monica noted that next time she will add descriptions along with the expenditures on the "Monthly Expenditures" sheet. REGULAR 601. Public Works/Utility Departments — Urban Beautification Division The Public Works/Utility Departments — Urban Beautification Division Requests That The Tuscawilla Lighting And Beautification District Advisory Committee Discuss The Relocation And /Or Removal Of Crape Myrtle Trees On Winter Springs Boulevard. Related to this Agenda Item, Ms. Monica noted concerns that the Committee had about shaded Crape Myrtle trees, and added, "So, I wanted to make sure we were clear on what would qualify for removal or relocation." Continuing, Ms. Monica referenced several photographs of shaded areas with Crape Myrtle trees. Regarding trees in similar situations as those under the canopy, Ms. Monica stated, "Based on those standards, I counted twenty -four (24) that are in that condition." Discussion ensued on alternative locations for the Crape Myrtle trees and future landscape plans for Tuscora Drive. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING - MAY 27, 2015 PAGE 4 OF 10 Ms. Monica requested clarification on what trees being removed. Ms. Monica asked, "Do you want to relocate some of them to that area on Greenbriar — the entrance before Greenbriar where the maples were removed ?" Chairperson Brook remarked, "I think that would be a good corner for them." Ms. Monica noted that Staff will research additional alternative relocation spots. REGULAR 602. Public Works/Utility Departments — Urban Beautification Division The Public Works/Utility Departments — Urban Beautification Division Requests That The Tuscawilla Lighting And Beautification District Advisory Committee Receive Information And Discuss The Eastwood Tuff Turf Landscaping Proposal For The Winter SnrinLys Boulevard Median Near The Arrowhead Entrance. This Agenda Item was presented by Ms. Monica who addressed Eastwood Tuff Turf s landscape proposal. Vice - Chairperson Vagnini inquired where exactly the median was located. Ms. Monica replied, "If you're heading east approaching Arrowhead, it's that median that's just west of the Arrowhead Entrance." Discussion followed on the origin of the request, the current state of the Arrowhead Entrance median, plant selections in the proposal, trimming plants, sight issues, and not planting dwarf Azaleas in the medians. Mr. Eastwood identified the median as "Median #5" and discussed his methods for choosing and designing the plant material; and addressed line of sight issues, plants' weather endurance, and that shade factors were considered during the selection process. Committee Member Coker asked if any plant material was to remain in the median. Mr. Eastwood replied, "If it's not on the proposal..." Committee Member Coker inquired, "...Are there Agapanthus?" Mr. Eastwood continued, "The Agapanthus would be left there." Additional comments followed on Azaleas of the Formosa variety, Jasmine Minima, and other plants. Continuing, Committee Member Coker asked if the price has changed since the proposal was issued in January 2015. Mr. Eastwood responded, "No, don't worry about it." Next, Mr. Eastwood recommended to not place plant material too far apart in shaded areas as it will take longer for them to grow and will therefore result in less aesthetically pleasing plantings. Further brief discussion followed on Dwarf Xanadu and season specific planting processes. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING - MAY 27, 2015 PAGE 5 OF 10 "I WOULD LIKE TO MAKE A MOTION TO APPROVE THE RELANDSCAPING AT ARROWHEAD WITH EASTWOOD [TUFF] TURF WITH THE SEVILLE [ST. AUGUSTINE SOD] GOING IN, IN NOVEMBER." MOTION BY COMMITTEE MEMBER COKER. SECONDED BY VICE - CHAIRPERSON VAGNINI. DISCUSSION. MR. EASTWOOD NOTED THAT THE PLANT MATERIAL WOULD BE INSTALLED "WITHIN APPROXIMATELY FORTY -FIVE (45) DAYS." VOTE: CHAIRPERSON BROOK: AYE COMMITTEE MEMBER GILMORE INQUIRED ABOUT THE MOTION. COMMITTEE MEMBER COKER REITERATED HER MOTION AND STATED, "WE ARE APPROVING TO GO AHEAD WITH EASTWOOD [TUFF] TURF — REPLANTING THERE AT ARROWHEAD." COMMITTEE MEMBER GILMORE STATED, "OKAY." COMMITTEE MEMBER GILMORE: AYE COMMITTEE MEMBER BAKER: AYE COMMITTEE MEMBER COKER: AYE VICE - CHAIRPERSON VAGNINI: AYE MOTION CARRIED. REGULAR 603. Public Works/Utility Departments — Urban Beautification Division The Public Works/Utility Departments — Urban Beautification Division Requests That The Tuscawilla Lighting And Beautification District Advisory Committee Discuss Ongoing Landscape And Irrigation Projects Within Tuscawilla Lighting And Beautification District And The Renewal Of Eastwood Tuff Turfs Landscape Maintenance Contract. Ms. Monica introduced this Agenda Item and highlighted several ongoing landscape and irrigation projects that included the removal of dead weeds, plant replacement at several monuments, tree trimming, the requested proposal for more Tulbaghia Violacea (Society Garlic) and mulch at the monument on Seneca Boulevard, the requested proposal for different sprinkler heads, and the replacement of Annuals to Zinnias. Related to where the Annuals are currently located, Vice - Chairperson Vagnini inquired what colors the Zinnias would be. Mr. Eastwood indicated that there would be a mix of colors. Ms. Monica added, "That work is going to be completed by — the end of the month." CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING - MAY 27, 2015 PAGE 6 OF 10 Regarding the approval process for Contracts, Ms. Monica stated, "When it's approved, the Commission gives the staff level the option to renew five (5) times..." Committee Member Coker said, "...Okay..." Ms. Monica continued, "...And the existing contract was the third contract renewal. So, if we renew again it will be the fourth and that's at a cost of sixty -five thousand seven hundred and twenty -eight dollars and eighty cents ($65,728.80), annually." It was noted that the price can increase each year by two percent (2 %) but it did not for this year. When asked for her recommendation, Ms. Monica stated, "My recommendation would be to stick with Eastwood [Tuff TurfJ. I think it's helpful, him coming to the meetings and more correspondence between all of us." Additional comments followed on monthly meetings with Contractors, the report card grading system, and City Staffs responsibilities. Vice - Chairperson Vagnini added, "I seem to see it — everything is being done as stated." "I MOTION TO APPROVE THE CONTRACT — EASTWOOD [TUFF TURF] FOR ANOTHER YEAR." MOTION BY VICE - CHAIRPERSON VAGNINI. SECONDED BY COMMITTEE MEMBER COKER. DISCUSSION. VOTE: VICE - CHAIRPERSON VAGNINI: AYE COMMITTEE MEMBER BAKER: AYE COMMITTEE MEMBER COKER: AYE CHAIRPERSON BROOK: AYE COMMITTEE MEMBER GILMORE: AYE MOTION CARRIED. REGULAR 604. Public Works/Utility Departments — Urban Beautification Division The Public Works/Utility Departments — Urban Beautification Division Requests That The Tuscawilla Lighting And Beautification District Advisory Committee Receive Information On The Status Of The Tuscawilla Fountain Repair And Its Water Use. Mr. Brian Fields, P.E., City Engineer, Public Works Department introduced the Agenda Item and pointed out that originally City Staff was seeking a proposal from Freeport Fountains, LLC but they have since proven to be nonresponsive. Mr. Fields noted, "I'm concerned that even if they did respond today that their lack of responsiveness in this process leads me to believe that they're just not hungry for this work and we need to look elsewhere. And we did that." CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING - MAY 27, 2015 PAGE 7 OF 10 Continuing, Mr. Fields elaborated on a new proposal from Aquatic Design & Engineering and highlighted the four (4) major items, including an on -site inspection covering all features, a full leak detection program, epoxy repairs, and also a written report with recommended renovations and repairs and an estimated cost. Mr. Fields noted that the associated cost is six thousand and seven hundred fifty -five dollars ($6,755.00) and that Aquatic Design & Engineering can begin working without delay. Mr. Fields added, "It would be our goal to have that report in front of you in time for your next meeting." Mr. Fields then mentioned the fountains' water loss due to evaporation and leakage and requested authorization to proceed with Aquatic Design & Engineering's proposal. Vice - Chairperson Vagnini asked if Aquatic Design & Engineering will actually perform epoxy repairs. Mr. Fields confirmed that they will do some but they will not complete any structural repairs. Much discussion ensued on epoxy repairs, detailed reports to come from Aquatic Design & Engineering, stainless steel bases, that Aquatic Design & Engineering is not proposing a stainless steel base, that City Staff intends to consult with organizations that have worked with Aquatic Design & Engineering, and high -end engineering at reasonable costs. Committee Member Coker inquired about the details of the total cost of the proposal besides the review and report. Mr. Fields stated, "The sixty -seven fifty -five [hundred dollars] ($6,755.00) includes epoxy repairs to what can be done without draining the pools. If there's major structural repairs as what would be beyond the scope of this study, they would identify those and the costs as part of the report. But the report does include, for the sixty -seven fifty -five [hundred dollars] ($6,755.00), epoxy repairs of leaks in the Pools." Discussion followed on other companies and it was noted that there is still minimal risk during this study phase. Regarding additional information about the epoxy repairs, Mr. Fields stated, "I can email out the updated proposal that includes that aspect in there as well as a description of what the leak testing program involves." Additional discussion followed on engineering reports and designs. COMMITTEE MEMBER GILMORE STATED, "I MAKE A MOTION THAT WE PROCEED WITH THE PROPOSAL FROM... ?" MR. FIELDS REMARKED, "...AQUATIC DESIGN & ENGINEERING..." COMMITTEE MEMBER GILMORE CONTINUED, "...AQUATIC DESIGN [& ENGINEERING] FOR INVESTIGATING WHAT WE MUST DO WITH OUR PONDS AT THE TUSCAWILLA ENTRANCE." MOTION BY COMMITTEE MEMBER GILMORE. SECONDED BY CHAIRPERSON BROOK. DISCUSSION. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING - MAY 27, 2015 PAGE 8 OF 10 MR. FIELDS SAID, "JUST TO CLARIFY, THAT'S IN THE AMOUNT OF SIX THOUSAND SEVEN HUNDRED ($6,700...)" COMMITTEE MEMBER GILMORE AGREED, "...YES..." MR. FIELDS CONTINUED, "...AND FIFTY FIVE DOLLARS ($55.00). OKAY." CHAIRPERSON BROOK REITERATED, "SECOND." VOTE: COMMITTEE MEMBER GILMORE: AYE CHAIRPERSON BROOK: AYE COMMITTEE MEMBER COKER: AYE COMMITTEE MEMBER BAKER: AYE VICE - CHAIRPERSON VAGNINI: AYE MOTION CARRIED. REGULAR 605. Public Works/Utility Departments — Urban Beautification Division The Public Works/Utility Departments — Urban Beautification Division Requests That The Tuscawilla Lighting And Beautification District Advisory Committee Receive Information On The Current Status Of Street Lights In The Tuscawilla Lighting And Beautification District And Conversion From High Pressure Sodium To LED (Light - Emitting Diodes). Ms. Sara Miller, Urban Beautification Coordinator, Public Works Department referenced a fact sheet included in the Agenda Item and commented on current street lights throughout the Tuscawilla Lighting and Beautification District, noting the types of poles and associated monthly rates. Continuing, Ms. Miller reviewed the benefits of LEDs (Light- Emitting Diodes), including less outages, less repairs, and a crisp, bright light. With several Committee Members expressing their desire to see an example, Ms. Monica mentioned, "We're going to be putting them on Doran [Drive]." It was determined that while the installed lights on Doran Drive will be LEDs (Light- Emitting Diodes), they will have a different fixture. Comments followed on previous installed lights and issues with brightness. Ms. Miller disclosed that she was already working with Duke Energy about deflector shields and added, "And so, I'll be able to figure out the cost of that and what you need to do if that is a problem throughout the community." Discussion followed on waiting until the Doran Drive lights are installed, light brightness, benefit of less repairs associated with LEDs (Light- Emitting Diodes), current problems with dangling light fixtures, power savings, that Duke Energy's prices are non- negotiable, and annual electric bill adjustments. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING - MAY 27, 2015 PAGE 9 OF 10 Committee Member Coker stated, "I prefer to wait." Assistant to the City Clerk Antonia Della Donna asked, "Are there any objections to waiting ?" No objections were noted. REGULAR 606. Public Works/Utility Departments — Urban Beautification Division The Public Works/Utility Departments — Urban Beautification Division Requests That The Tuscawilla Lighting And Beautification District Advisory Committee Discuss The Conversion Of The Monuments' Lights From Low Voltage Decorative Lighting To LED (Light- Emitting Diodes). Ms. Monica presented the Agenda Item and noted that the conversion from low voltage decorative lighting to LED (Light- Emitting Diodes) would occur on the east side of Vistawilla Drive, and that the conversion will result in less outages and less repairs. Discussion followed on concerns with light brightness, that the decade old lighting at the monuments will need fixing eventually, and fixtures. Mr. Kip Lockcuff, P.E., Director, Public Works/Utility Department mentioned that Oak Forest at Tuskawilla is converting their entrance lighting to LED (Light- Emitting Diodes). As to when the lights would be installed, Ms. Monica remarked that they received the proposal today and will have go through authorization next week and then it is up to Lightscapes Landscape Lighting's availability. Continuing, Committee Member Coker suggested her preference was to wait to see Oak Forest at Tuskawilla's new entrance lighting. With additional discussion on Oak Forest at Tuskawilla's entrances, Chairperson Brook recommended, "We would like to Table it until next time." No objections were stated. Discussion then followed on a median on Tuscora Drive, associated line of sight issues, and landscaping on Tuscora Drive. Regarding the next Tuscawilla Lighting and Beautification District Advisory Committee Meeting, the Committee Members discussed their availability and schedules. Chairperson Brook stated, "Let's try for the [July] 15th." Assistant to the City Clerk Della Donna asked for any objections. No objections were voiced. Assistant to the City Clerk Della Donna asked for confirmation for a start time of 5:15 pm. There were no objections. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE SPECIAL MEETING — MAY 27, 2015 PAGE 10 OF 10 PUBLIC INPUT Chairperson Brook opened "Public Input". No one addressed the Tuscawilla Lighting and Beautification District Advisory Committee. Chairperson Brook closed "Public Input" ADJOURNMENT Chairperson Brook adjourned the Regular Meeting at 6:41 p.m. RESPECTFULLY SUBMITTED: ANfONlA 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.