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HomeMy WebLinkAbout2015 10 21 Tuscawilla Lighting and Beautification District Advisory Committee Regular Meeting MinutesCITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING OCTOBER 21, 2015 CALL TO ORDER The Regular Meeting of Wednesday, October 21, 2015 of the Tuscawilla Lighting and Beautification District Advisory Committee was called to Order by Vice - Chairperson Tom Vagnini at 5:20 p.m. in the Commission Chambers of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). A moment of silence was followed by the Pledge of Allegiance. Roll Call: Chairperson Mary Brook, absent Vice - Chairperson Tom Vagnini, present Committee Member Helen Baker, present Committee Member Donald Gilmore, present Committee Member Ellen Paul, present Assistant to the City Clerk Antonia Della Donna, present Assistant to the City Clerk Courtnee Martin, present 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 REGULAR MEETING - OCTOBER 21, 2015 PAGE 2 OF 8 PUBLIC INPUT Vice - Chairperson Vagnini opened "Public Input ". No one spoke. Vice - Chairperson Vagnini 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, July 15, 2015 Tuscawilla Lighting And Beautification District Advisory Committee Regular Meeting Minutes. "I MOTION WE APPROVE THE MINUTES FROM JULY 15TH, (2015)." MOTION BY VICE - CHAIRPERSON VAGNINI. SECONDED BY COMMITTEE MEMBER GILMORE. DISCUSSION. VOTE: COMMITTEE MEMBER GILMORE: AYE VICE - CHAIRPERSON VAGNINI: AYE COMMITTEE MEMBER PAUL: 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, August 19, 2015 Tuscawilla Lighting And Beautification District Advisory Committee Special Meeting Minutes. REGARDING THE AUGUST 19, 2015 REGULAR MEETING MINUTES, "MOVE FOR APPROVAL." MOTION BY COMMITTEE MEMBER GILMORE. SECONDED BY VICE - CHAIRPERSON VAGNINI. DISCUSSION. VOTE: COMMITTEE MEMBER GILMORE: AYE VICE - CHAIRPERSON VAGNINI: AYE COMMITTEE MEMBER PAUL: AYE COMMITTEE MEMBER BAKER: AYE MOTION CARRIED. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - OCTOBER 21, 2015 PAGE 3 OF 8 400. 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 For Fiscal Years 2014 -2015 And 2015 -2016. Ms. Stephanie Monica, City Arborist and Water Conservation Coordinator, Public Works Department presented the Agenda Item and referenced three (3) separate Budget documents. Referring to a year -to -date financial report, discussion ensued on expenses incurred through August and September including fountain maintenance, exterminators, bugs, fungus, decorative lighting, infill landscaping, and additional plant material. Further comments followed on monthly maintenance costs and the entrances of the Tuscawilla Lighting and Beautification District. Additionally, Ms. Monica addressed other Account information and purchase orders. Concluding, Ms. Monica referenced other budget data pertaining to capital projects for 2015. Much discussion ensued on capital expenses, and related to capital projects and Ms. Monica noted, "We discussed it, I think, a couple times in some of our previous meetings. You're allowed to take it out of capital — it's up to you guys, however you want to handle it. We have enough in Maintenance to take it out of Maintenance but you have money in Capital that needs to be spent. And if we can justify spending it out of Capital, that would be the way we would prefer to go. For instance, when we get into landscaping projects, we're going to propose a number of landscaping projects this year that we suggest you spend out of Capital because you're allowed to do it." Further brief comments followed. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - OCTOBER 21, 2015 PAGE 4 OF 8 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 Receive Information On Landscaping Throughout The Tuscawilla Lighting And Beautification District. Ms. Monica briefly discussed several proposals for landscape upgrades around the Tuscawilla Lighting and Beautification District. Committee Member Donald Gilmore commented on maintenance costs and discussion ensued on trimming, associated costs, possibly increasing the sod footprint, and maintenance duties. Regarding Eastwood Tuff Turf s maintenance contract, Ms. Monica stated, "We don't pay them to trim as needed to keep it looking a certain way; we pay them on a certain time frame. So, they have a schedule: mow weekly, trim every other week, spray for weeds every other week. So, that's how they're paid." Additional comments on quality control followed. Vice - Chairperson Vagnini remarked about the care associated with Croton plants and expressed concerns about their fragility in the cold. Ms. Monica noted, "I would have to check and see what the Zone is on the one that he's proposing to use. If it looks like it's not Zone 9A — what he usually does is give the proposal, I review it, and then I ask him to switch out plant material based on what I think might be better." Ms. Monica indicated that plant material can always be swapped out for similar alternative ones. Ms. Sara Miller, Urban Beautification Manager, Public Works and Utilities Department, reviewed the proposals from Eastwood Tuff Turf in depth and gave an overview of each median. Discussion ensued on poor plant arrangements, maintenance, fungus, and insects. Vice - Chairperson Vagnini expressed his concern with some lackluster looking plant material around the Tuscawilla Lighting and Beautification District including dead or overhanging shrubs. Referring to Eastwood Tuff Turf, Ms. Monica pointed out, "They won't remove anything unless we tell them. So it's not removal, they're not part of their normal maintenance; when they go through and mow and trim, if they see something dead, they don't remove it." Ms. Monica also explained the combined efforts between landscape contractors and City Staff to keep the areas looking ideal. Additional comments ensued on plant material and exterminator spraying schedules. Ms. Monica added, "I was going to propose — make this a Capital expenditure for the refurbishment of these three (3) medians because you have quite a bit of Capital money to spend. So, that would be my recommendation." Next, median locations were shown on a map and discussion ensued. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - OCTOBER 21, 2015 PAGE 5 OF 8 "I MOTION THAT WE APPROVE THESE LANDSCAPING PROPOSALS ON THE CONDITION THAT [CHAIRPERSON] MARY [BROOK] GIVES THE FINAL APPROVAL AND THAT WE PAY FOR THE MAJOR WORK UNDER CAPITAL FUNDS AND THE MINOR WALL IMPROVEMENT UNDER — WHAT FUND WERE THOSE ?" MOTION BY VICE - CHAIRPERSON VAGNINI. MS. MONICA STATED, "MAINTENANCE." VICE - CHAIRPERSON VAGNINI CONFIRMED, "MAINTENANCE FUNDS." SECONDED BY COMMITTEE MEMBER PAUL. DISCUSSION. VOTE: COMMITTEE MEMBER GILMORE: AYE COMMITTEE MEMBER PAUL: AYE VICE - CHAIRPERSON VAGNINI: AYE COMMITTEE MEMBER BAKER: AYE MOTION CARRIED. Continuing, Ms. Monica referenced several mature Laurel Oak trees from Winter Springs Boulevard to the first intersection of Northern Way and indicated that they are in declining health. Ms. Monica stated, "We would like to begin removing those. We would do that as the City Public Works Tree Crew because they are in poor health and that's what we would do on any median." Ms. Monica then suggested replacing them with another type of canopy tree. It was also noted that the trees are forty (40) to forty -five (45) years old. Additional discussion followed on gradually removing the trees over a couple of years. Ms. Monica mentioned that the trees in the worst condition would be removed first. Further comments followed on trees lost during past hurricanes. I MAKE A MOTION THAT WE PROCEED WITH THE REMOVAL ON A PIECEMEAL BASIS OF THOSE LAUREL OAKS FROM — TUSKAWILLA ROAD WEST TO NORTHERN WAY." MOTION BY COMMITTEE MEMBER GILMORE. SECONDED BY VICE - CHAIRPERSON VAGNINI. DISCUSSION. VOTE: COMMITTEE MEMBER GILMORE: AYE COMMITTEE MEMBER PAUL: AYE VICE - CHAIRPERSON VAGNINI: AYE COMMITTEE MEMBER BAKER: AYE MOTION CARRIED. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - OCTOBER 21, 2015 PAGE 6 OF 8 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 On The Status Of The Tuscawilla Fountains And Wall Mr. Brian Fields, P.E., City Engineer, Public Works Department presented the Agenda Item and discussed recent development regarding the North and South Fountains. Noting the sources of current water loss, Mr. Fields commented on leakage from the upper and middle waterfalls due to missing grout and gaps in and around the spillover box. Photographs were shown with further comments. Mr. Fields explained that Staff has been in contact with Mr. Mike Masters, from Alternative Wall Systems, Inc., in attempts to correct the sources of the water loss. Mr. Fields stated, "The cost to regrout the upper and lower basins is sixteen hundred dollars ($1,600.00) per fountain. So, we would like to request your authorization to proceed with regrouting and waterproofing at the both the North and the South Fountain for a total amount of thirty -two hundred dollars ($3,200.00). Our intent would be to start first with the North Fountain which is where we're losing the most water." Additional comments. Vice - Chairperson Vagnini inquired about the warranty of the grout product. Mr. Fields indicated he would check with the manufacturer and noted, "It's a product called Spectralock Pro Grout; it's a very high -level professional grout." Mr. Fields also pointed out this product is the exact one recommended by the engineers from Aquatic Design & Engineering. Further discussion followed on sources of water loss and leakage, specifically the grout and waterfalls. Mr. Fields remarked, "I think it's a major source of the leakage. I don't think it's necessarily the only source, however, I think this is the one that is fixable and we can implement right away. That's what the engineering tests confirm. We think it'll significantly improve the water loss." Comments followed on evaporation and faulty piping also contributing to water loss. "I MAKE A MOTION WE APPROVE FOR REGROUTING THE NORTH FOUNTAIN WALLS." MOTION BY COMMITTEE MEMBER GILMORE. MR. FIELDS STATED, "JUST TO CLARIFY, WE WOULD LIKE TO GET AUTHORIZATION TO DO BOTH AND SINCE WE'RE NOT MEETING AGAIN UNTIL — JANUARY. IF WE'RE SUCCESSFUL WE WOULD LIKE TO MOVE FORWARD ON BOTH, HOWEVER, WE COULD DO THE NORTH ONLY AND THEN COME BACK AND REPORT THE RESULTS BEFORE AUTHORIZING THE SOUTH FOUNTAIN. EITHER WAY IS FINE — PROBABLY RECOMMEND GO AHEAD IN AUTHORIZING BOTH AT THIS TIME." CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - OCTOBER 21, 2015 PAGE 7 OF 8 COMMITTEE MEMBER GILMORE ASKED, "WHAT IS THE TOTAL?" MR. FIELDS REPLIED, "THIRTY -TWO HUNDRED [DOLLARS] ($3,200.00), SIXTEEN HUNDRED [DOLLARS] ($1,600.00) EACH." COMMITTEE MEMBER GILMORE STATED, "I WILL CHANGE IT — LET US GO AHEAD AND DO BOTH." SECONDED BY VAGNINI. DISCUSSION. VOTE: COMMITTEE MEMBER BAKER: AYE COMMITTEE MEMBER GILMORE: AYE COMMITTEE MEMBER PAUL: AYE VICE - CHAIRPERSON VAGNINI: AYE MOTION CARRIED. Mr. Fields estimated that work could begin within the next two (2) weeks or so; and then addressed the sump pump discharge stations and presented Eastwood Tuff Turf's proposal to route the sump pump discharges to the nearest storm water box. While referencing diagrams and photographs, Mr. Fields noted, "So, it'll all be completely underground, into the storm water system." Continuing, Mr. Fields indicated, "The total cost for doing both of those improvements is one thousand six hundred and eighty dollars ($1,680.00) - first I'll take any questions and then if there are none — request you make a Motion to approve one thousand six hundred and eighty dollars ($1,680.00) for the sump pump discharge piping." Vice - Chairperson Vagnini inquired if the cost included digging the hole, laying the pipe, and fixing the sod on top. Mr. Fields confirmed, "Yes, it's just a small — basically an irrigation piping trench from the pump box to the storm structure." "I MAKE A MOTION WE APPROVE REPIPING THE DISCHARGE TO AN EXISTING STORM WATER INLET FROM THE FOUNTAIN PUMP BOX — BOTH OF THEM." MOTION BY COMMITTEE MEMBER GILMORE. SECONDED BY COMMITTEE MEMBER PAUL. DISCUSSION. VOTE: VICE - CHAIRPERSON VAGNINI: AYE COMMITTEE MEMBER GILMORE: AYE COMMITTEE MEMBER BAKER: AYE COMMITTEE MEMBER PAUL: AYE MOTION CARRIED. Committee Member Gilmore remarked that this was a good thing to do in order to preserve the pumping equipment. Discussion continued on damage sustained at two (2) entrance monument, possible vandalism, Police reports, insurance claims, and repairs that have been or were being completed. Photographs were shown with additional comments. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING — OCTOBER 21, 2015 PAGE 8 OF 8 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 Receive Information On Street Light Outages. Ms. Miller presented the Agenda Item and addressed street light outages for the month of September. Ms. Miller noted, "There were about nineteen (19) outages, in total, throughout Tuscawilla. It's a little over the average." Continuing, Ms. Miller explained the process of tagging street lights that are not working all the way through to the repairs completed by Duke Energy. Additional comments. Discussion followed on Ms. Miller's route that includes every cul -de -sac and street within the Tuscawilla Lighting and Beautification District, Duke Energy, regular City street lights, street light outages throughout the City, monument lighting, and LED (light - emitting diode) lights. PUBLIC INPUT Vice - Chairperson Vagnini opened "Public Input ". Mr. Ted Johnson, 1107 Pheasant Circle, Winter Springs, Florida: commented on the street light globes needing to be cleaned. Ms. Miller indicated that she would contact Duke Energy about that issue. Vice - Chairperson Vagnini closed "Public Input". ADJOURNMENT Vice - Chairperson Vagnini adjourned the Regular Meeting at 6:34 p.m. RESPECTFULLY SUBN'ITTED: ANTONIA DELLA DONNA ASSISTANT TO THE CITY CLERK NOTE: These Minutes were Approved at the Wednesday, January 20, 2016 Tuscawilla Lighting and Beautification District Advisory Committee Regular Meeting.