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HomeMy WebLinkAbout2016 03 10 Consent 300 Unapproved Minutes from the May 20, 2015 Regular MeetingOAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE AGENDA ITEM ITEM 300 March 10, 2016 Regular Meeting (Rescheduled from May 12, 2016) REQUEST: Informational Consent X Public Hearings Regular Mgr. / Authorization Dept. The Office Of The City Clerk Is Requesting The Oak Forest Wall And Beautification District Advisory Committee To Review And Approve The Wednesday, May 20, 2015 (Rescheduled From Thursday, May 12, 2015) Oak Forest Wall And Beautification District Advisory Committee Regular Meeting Minutes. ATTACHMENT(S): Oak Forest Wall And Beautification District Advisory Committee Regular Meeting — May 20, 2015 (Rescheduled From Thursday, May 12, 2015) (9 pages) CITY OF WINTER SPRINGS, FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING MAY 20, 2015 (RESCHEDULED FROM MAY 14, 2015) CALL TO ORDER The Regular Meeting of the Oak Forest Wall and Beautification District Advisory Committee on Wednesday, May 20, 2015 (Rescheduled from Thursday, May 14, 2015) was called to Order at 5:31 p.m. by Chairperson Judy Converso in the Commission Chambers of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). Roll Call: Chairperson Judy Converso, present Vice - Chairperson Robert Bond, present Committee Member Robert Carril, present Committee Member Bill Hogaboom, present Committee Member Richard Lane, absent Assistant to the City Clerk Sean Beaudet, present A moment of silence was followed by the Pledge of Allegiance. No Agenda Changes were noted. Chairperson Converso welcomed Mr. Bill Hogaboom as the newest Oak Forest Wall and Beautification District Advisory Committee Member. REGULAR AGENDA - PART I REGULAR 600. Office Of The City Clerk The Office Of The City Clerk Requests The Oak Forest Wall And Beautification District Advisory Committee Hold An Election For The Position Of Chairperson For Calendar Year 2015. "I WILL NOMINATE JUDY (CONVERSO) FOR CHAIRPERSON." MOTION BY COMMITTEE MEMBER CARRIL. SECONDED BY VICE- CHAIRPERSON BOND. DISCUSSION. n_i ..ids CITY OF WINTER SPRINGS, FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - MAY 20, 2015 (RESCHEDULED FROM MAY 14, 2015) PAGE 2 OF 9 VOTE: CHAIRPERSON CONVERSO: AYE VICE - CHAIRPERSON BOND: AYE COMMITTEE MEMBER CARRIL: AYE COMMITTEE MEMBER HOGABOOM: AYE MOTION CARRIED. REGULAR 601. Office Of The City Clerk The Office of the City Clerk Requests The Oak Forest Wall And Beautification District Advisory Committee Hold An Election For The Position Of Vice - Chairperson For Calendar Year 2014. FOR THE POSITION OF VICE - CHAIRPERSON, "I WILL NOMINATE BILL (HOGABOOM)." MOTION BY COMMITTEE MEMBER CARILL. SECONDED BY CHAIRPERSON CONVERSO. DISCUSSION. VOTE: VICE - CHAIRPERSON BOND: AYE COMMITTEE MEMBER CARRIL: AYE COMMITTEE MEMBER HOGABOOM: AYE CHAIRPERSON CONVERSO: AYE MOTION CARRIED. REGULAR 602. Office Of The City Clerk The Public Works/Utility Department — Urban Beautification Division Requests The Oak Forest Wall And Beautification District Advisory Committee Receive A Presentation On The History And Responsibilities Of The Oak Forest Wall And Beautification District Advisory Committee. Ms. Stephanie Monica, Water Conservation Coordinator and Arborist, Public Works and Utilities Department began the presentation and referenced a "Fact Sheet" that had been provided. Chairperson Converso inquired if she could provide the "Fact Sheet" to the Oak Forest Homeowners Association to publish in their newsletter. Other members of the Oak Forest Wall and Beautification District Advisory Committee noted they were in agreement. CITY OF WINTER SPRINGS, FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - MAY 20, 2015 (RESCHEDULED FROM MAY 14, 2015) PAGE 3 OF 9 With further remarks, Committee Member Robert Carril suggested adding the current members of the Oak Forest Wall and Beautification District Advisory Committee onto the "Fact Sheet ", as the current list provided in the community newsletter was incorrect. Additional comments on the community newsletter followed. Vice - Chairperson Bill Hogaboom asked about the monument lighting and it was proposed that Staff change the wording from "monument lighting" on the list to "entrance signs" as it might be misleading to the residents. Discussion ensued on a memorial bench that had been placed in a median on Winter Springs Boulevard. It was noted that Staff would provide background information on the memorial bench. Next, types of flowers at the various entrance points of the community was addressed, and Ms. Monica offered to send suggested flower options to the Oak Forest Wall and Beautification District Advisory Committee Members. Ms. Monica also mentioned that if Annuals were chosen, they would need to be changed out more frequently and therefore would incur additional charges. Discussion followed on plant material and Vice - Chairperson Hogaboom suggested that hardier plants could keep costs down. Referencing the Assessment District, Mr. Kip Lockcuff, P.E., Director, Public Works/Utility Departments asked if the residents of Oak Forest knew about the Assessment Fees. Chairperson Converso pointed out that new residents moving into the community may not be aware of the Assessment Fees. Mr. Lockcuff offered to provide information to be included with the "Fact Sheet ". Further comments followed that there seem to be more homes for rent in the subdivision. Additional discussion ensued on issues with a wall that abuts an office park at the back of the community, and the Committee Members were advised that the offices were out of business. Mr. Lockcuff stated, "There's common property for the office park and we can contact whoever owns it and manages it and let them know that. So, somebody still obviously owns the parking lot, the wall, all of that stuff. I don't know if they're out of business. There are plenty of businesses that I know of - we can make that contact." Further comments. AWARDS AND PRESENTATIONS AWARDS AND PRESENTATIONS 100. Not Used CITY OF WINTER SPRINGS, FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - MAY 20, 2015 (RESCHEDULED FROM MAY 14, 2015) PAGE 4 OF 9 INFORMATIONAL AGENDA INFORMATIONAL 200. Not Used CONSENT AGENDA CONSENT 300. Office Of The City Clerk The Office Of The City Clerk Requests The Oak Forest Wall And Beautification District Advisory Committee Review And Approve The Wednesday, May 28, 2014 (Rescheduled From May 8, 2014) Oak Forest Wall And Beautification District Advisory Committee Regular Meeting Minutes. "I MAKE A MOTION TO APPROVE THE MINUTES FROM OUR LAST MEETING." MOTION BY CHAIRPERSON CONVERSO. SECONDED BY COMMITTEE MEMBER BOND. DISCUSSION. VOTE: COMMITTEE MEMBER CARRIL: AYE VICE - CHAIRPERSON HOGABOOM: AYE CHAIRPERSON CONVERSO: AYE COMMITTEE MEMBER BOND: AYE MOTION CARRIED. 400. REPORTS No Reports were given. PUBLIC INPUT Chairperson Converso opened "Public Input ". No one spoke. Chairperson Converso closed Public Input". CONSENT AGENDA CONSENT 300. Office Of The City Clerk The Office Of The City Clerk Requests The Oak Forest Wall And Beautification District Advisory Committee Review And Approve The Wednesday, May 28, 2014 (Rescheduled From May 8, 2014) Oak Forest Wall And Beautification District Advisory Committee Regular Meeting Minutes. "I MAKE A MOTION TO APPROVE THE MINUTES FROM OUR LAST MEETING." MOTION BY CHAIRPERSON CONVERSO. SECONDED BY COMMITTEE MEMBER BOND. DISCUSSION. VOTE: COMMITTEE MEMBER CARRIL: AYE VICE - CHAIRPERSON HOGABOOM: AYE CHAIRPERSON CONVERSO: AYE COMMITTEE MEMBER BOND: AYE MOTION CARRIED. 400. REPORTS No Reports were given. CITY OF WINTER SPRINGS, FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - MAY 20, 2015 (RESCHEDULED FROM MAY 14, 2015) PAGE 5 OF 9 PUBLIC HEARINGS AGENDA PUBLIC HEARINGS 500. Not Used REGULAR AGENDA - PART II REGULAR 603. Public Works/Utility Departments — Urban Beautification Division The Public Works/Utility Department — Urban Beautification Division Requests The Oak Forest Wall And Beautification District Advisory Committee Discuss Capital Funds Of The Fiscal Year 2015 Budget, Potential Projects, And Discuss The Fiscal Year 2016 Budget. Ms. Kelly Balagia, Management and Budget Analyst, Finance and Administrative Services Department presented this Agenda Item and covered various financial figures including the Fund Balance and Debt Service. Ms. Balagia also referenced the Construction in Progress Fund and noted four thousand dollars ($4,000.00) was still available this year and four thousand dollars ($4,000.00) was budgeted for next Fiscal Year's Capital Projects. Discussion ensued about the vines and shrubs along the wall and the potentially harmful effects, as well as upcoming projects for the next few years. Ms. Monica noted that she had spoken with Annan Landscaping and was informed that the cost to replace underperforming plant material sections would be three thousand eight hundred dollars ($3,800.00). Mr. Lockcuff also mentioned that repointing still needed to be completed on some portions of the wall and also suggested changing out the streetlights fixtures. Ms. Monica indicated that the cost to replace the light fixtures at four (4) entrances would be approximately one thousand three hundred and twelve dollars ($1,312.00) and the repointing of the wall would cost approximately three thousand dollars ($3,000.00). Next, the vines on the columns of the wall were addressed and Staff asked if the Committee Members preferred more or less vines. The consensus of the Oak Forest Wall and Beautification District Advisory Committee was to keep the same amount of vines on the wall as they currently exist. Aspects to updating the lights to LEDs (light emitting diodes) were discussed next including that the entire fixture would be replaced. The irrigation system and entrance signs were mentioned as being in good condition and no major investment was needed at the moment. Additional comments followed on reclaimed water. It was also noted that the repointing of the wall had been completed, and it would not need to be done for a few years. CITY OF WINTER SPRINGS, FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING — MAY 20, 2015 (RESCHEDULED FROM MAY 14, 2015) PAGE 6 OF 9 Much discussion ensued on the condition of the homeowners' side of the wall. Addressing the Committee Members, Mr. Lockcuff stated, "If you're all aware of anything, we want to hear about it." Further discussion followed on painting the wall, and being able to place a sealant on the back of the wall. Mr. Lockcuff also mentioned, "We hope that in two (2), that wall is as good as it can be, good as new, and - you get another thirty (30), fifty (50) years out of it." Much discussion continued on access to the properties along the wall for inspection and maintenance. Tape 1 /Side B Mr. Lockcuff offered to have a full assessment of the wall completed by the next meeting. The Oak Forest Wall and Beautification District Advisory Committee Members nodded in agreement. Chairperson Converso noted the expenditures, to include the LED (light- emitting diodes), the replacement of vines and other plant material, and tuck pointing the wall totaled approximately eight thousand one hundred dollars ($8,100.00). Mr. Lockcuff remarked, "We'd probably do that over two (2) years; four thousand [dollars] ($4,000.00) and four thousand [dollars] ($4,000.00), if that's okay." Additional comments. "I WILL MAKE THE MOTION THAT THE EXPENDITURES ARE FOR UPDATING THE LIGHTING TO THE LED (LIGHT - EMITING DIODE), THE REPLACEMENT OF ANY OF THE DEAD VINES /SHRUBS, AND..." MR. LOCKCUFF STATED, "...TUCK POINTING..." CHAIRPERSON CONVERSO CONTINUED, "...TUCK POINTING TO COVER OVER A TWO (2) YEAR PERIOD — THAT THOSE IMPROVEMENTS WOULD BE MADE." MOTION BY CHAIRPERSON CONVERSO. SECONDED BY COMMITTEE MEMBER CARRIL. DISCUSSION. VOTE: VICE - CHAIRPERSON HOGABOOM: AYE CHAIRPERSON CONVERSO: AYE COMMITTEE MEMBER BOND: AYE COMMITTEE MEMBER CARRIL: AYE MOTION CARRIED. CITY OF WINTER SPRINGS, FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - MAY 20, 2015 (RESCHEDULED FROM MAY 14, 2015) PAGE 7 OF 9 REGULAR 604. Public Works /Utility Departments — Urban Beautification Division The Public Works/Utility Department — Urban Beautification Division Requests The Oak Forest Wall And Beautification District Advisory Committee Discuss Maintenance Funds Of The Fiscal Year 2015 Budget, Current Maintenance Contracts, And Discuss The Fiscal Year 2016 Budget. Ms. Balagia introduced this Agenda Item and covered financial data with the Committee Members. Chairperson Converso inquired about a recent automobile accident that created a hole in the wall. Ms. Balagia replied that the wall was insured and a deductible was paid. Much discussion followed on land ownership near the Oak Forest community, including comments on gates, and that Staff wanted to do some pressure washing. Related to pressure washing, Mr. Lockcuff noted that most likely, "When we get a quote for something, we'll send it out to the Board and just let you know we're going to do it." Mr. Lockcuff added that if a meeting was needed on this issue, that would be fine; and said that Staff will be informing the Committee Members when items of interest arise, such as lighting. Furthermore, Mr. Lockcuff stated, "We're probably trying to be a little more aggressive and telling you what is going on and we encourage you to send something back" such as issues with lights or plants or anything of concern. Additionally, Mr. Lockcuff said to the Members that as they live in the community, they see more things on a daily basis and that "We look forward to you giving us feedback on what needs to be done." Mr. Lockcuff and Ms. Balagia mentioned the individual Assessment for Fiscal Year 2016 was proposed at sixty dollars ($60.00) per E.R.U. (Equivalent Resident Unit), which was the same for Fiscal Year 2015. Mr. Lockcuff asked for a Motion "To leave the Capital and Maintenance Assessments the same." "MOTION TO APPROVE." MOTION BY COMMITTEE MEMBER CARRIL. SECONDED BY COMMITTEE MEMBER BOND. DISCUSSION. VOTE: CHAIRPERSON CONVERSO: AYE COMMITTEE MEMBER BOND: AYE COMMITTEE MEMBER CARRIL: AYE VICE - CHAIRPERSON HOGABOOM: AYE MOTION CARRIED. .: r CITY OF WINTER SPRINGS, FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - MAY 20, 2015 (RESCHEDULED FROM MAY 14, 2015) PAGE 8 OF 9 Mr. Lockcuff briefly addressed the Assessment Rolls and said, "We will send you a link — so that you can see what is going before the Commission and if you have any questions." As to when this would go before the City Commission for consideration, Mr. Lockcuff remarked, "We will send you an email and let you know when it is." Further comments followed. REGULAR 605. Public Works/Utility Departments — Urban Beautification Division The Public Works/Utility Department — Urban Beautification Division Requests The Oak Forest Wall And Beautification District Advisory Committee Discuss Landscaping And Vines Along The Wall. Ms. Monica mentioned that discussion of the vines along the wall was covered under Agenda Item REGULAR 11603. ". Mr. Lockcuff noted that the landscaping company will trim the vines when necessary. Committee Member Carril mentioned a tree affecting the sightline at Winter Springs Boulevard, looking north on Tuskawilla Road, and getting the tree trimmed. Mr. Brian Fields, P.E., City Engineer, Public Works Department addressed sightlines at intersections and added, "We'll take a look and see if there is anything that can be done." Next, Chairperson Converso asked about a resident's fence that shows a waterline, and what could be causing this. With discussion, it was agreed that the property owner was responsible for any desired repairs. REGULAR 606. Public Works/Utility Departments — Urban Beautification Division The Public Works/Utility Department — Urban Beautification Division Requests The Oak Forest Wall And Beautification District Advisory Committee Receive Information On Recent Wall Repairs And Maintenance. Beginning this Agenda Item, Mr. Fields referenced the previously addressed damage from a car to the wall behind 928 Chokecherry Court and related costs associated with this claim. Regarding a shed located on a property line, discussion followed on setbacks, whether Code Enforcement needed to inspect this, and concerns with possible deterioration to the wall. Mr. Lockcuff suggested, "Let us do an Assessment." CITY OF WINTER SPRINGS, FLORIDA MINUTES OAK FOREST WALL AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING — MAY 20, 2015 (RESCHEDULED FROM MAY 14, 2015) PAGE 9 OF 9 In other City business, Mr. Fields mentioned that Tuskawilla Road will be resurfaced in the next two (2) to three (3) years and the brick circles at intersections will be removed due to the high cost of maintenance; and instead, red brick crosswalks would be installed. Further remarks. PUBLIC INPUT Mao Chairperson Converso opened "Public Input". No one addressed the Oak Forest Wall and Beautification District Advisory Committee. Chairperson Converso closed "Public Input". Lastly, Mr. Lockcuff summarized, "We'll get you an updated Fact Sheet and as you read it and digest it, if you have any other suggestions to add to it, be happy to add to it. We'll assess the wall over the next year. We will keep you updated on the progress with the lighting and the landscaping refurbishment and when it goes to the Commission for the Assessment Rolls." Ms. Monica added, "I am going to research the bench, where it came from, and how it was paid for." Additionally, Ms. Monica mentioned, "I will give you some input on colorful flowers for the entranceway." ADJOURNMENT Chairperson Converso adjourned the Regular Meeting at 7:00 p.m. RESPECTFULLY SUBMITTED: SEAN BEAUDET ASSISTANT TO THE CITY CLERK NOTE: These Minutes were approved at the 2016 Oak Forest Wall and Beautification District Advisory Committee Regular Meeting.