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HomeMy WebLinkAbout2016 01 20 Tuscawilla Lighting and Beautification District Advisory Committee Regular Meeting MinutesCITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING JANUARY 20, 2016 CALL TO ORDER The Regular Meeting of Wednesday, January 20, 2016 of the Tuscawilla Lighting and Beautification District Advisory Committee was called to Order by Vice - Chairperson Tom Vagnini 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: Vice - Chairperson Tom Vagnini, present Committee Member Donald Gilmore, present Committee Member Ellen Paul, present Committee Member Ken Greenberg, present Assistant to the City Clerk Antonia Della Donna, present A moment of silence was followed by the Pledge of Allegiance. No changes were made to the Agenda. REGULAR AGENDA - PART I REGULAR 500. Office Of The City Clerk The Office Of The City Clerk Is Requesting The Tuscawilla Lighting And Beautification District Advisory Committee Hold An Election For The Position Of Chairperson For Calendar Year 2016. REGARDING THE POSITION FOR CHAIRPERSON, COMMITTEE MEMBER GREENBERG STATED, "I AM WILLING TO DO IT." MOTION BY COMMITTEE MEMBER GREENBERG. SECONDED BY COMMITTEE MEMBER GILMORE. DISCUSSION. VOTE: VICE - CHAIRPERSON VAGNINI: AYE COMMITTEE MEMBER GREENBERG: AYE COMMITTEE MEMBER GILMORE: AYE COMMITTEE MEMBER PAUL: AYE MOTION CARRIED. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - JANUARY 20, 2016 PAGE 2 OF 11 REGULAR 501. Office Of The City Clerk The Office Of The City Clerk Is Requesting The Tuscawilla Lighting And Beautification District Advisory Committee Hold An Election For The Position Of Vice - Chairperson For Calendar Year 2016. REGARDING THE POSITION OF VICE- CHAIRPERSON, COMMITTEE MEMBER PAUL STATED, "I WOULD LIKE TO NOMINATE TOM (VAGNINI)." MOTION BY COMMITTEE MEMBER PAUL. SECONDED BY CHAIRPERSON GREENBERG. DISCUSSION. VOTE: COMMITTEE MEMBER PAUL: AYE VICE - CHAIRPERSON VAGNINI: AYE COMMITTEE MEMBER GILMORE: AYE CHAIRPERSON GREENBERG: AYE MOTION CARRIED. AWARDS AND PRESENTATIONS AWARDS AND PRESENTATIONS 100. Not Used INFORMATIONAL AGENDA INFORMATIONAL 200. Not Used PUBLIC INPUT Chairperson Greenberg opened "Public Input" No one spoke. Chairperson Greenberg closed "Public Input". CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - JANUARY 20, 2016 PAGE 3 OF 11 CONSENT CONSENT 300. Office Of The City Clerk The Office Of The City Clerk Is Requesting The Tuscawilla Lighting And Beautification District Advisory Committee To Review And Approve The Wednesday, October 21, 2015 Tuscawilla Lighting And Beautification District Advisory Committee Regular Meeting Minutes. RELATED TO THE MINUTES OF THE LAST MEETING, "I MAKE THE MOTION TO APPROVE." MOTION BY COMMITTEE MEMBER GILMORE. SECONDED BY VICE - CHAIRPERSON VAGNINI. DISCUSSION. VOTE: CHAIRPERSON GREENBERG: AYE COMMITTEE MEMBER GILMORE: AYE VICE - CHAIRPERSON VAGNINI: AYE COMMITTEE MEMBER PAUL: AYE MOTION CARRIED. PUBLIC HEARINGS AGENDA PUBLIC HEARINGS 400. Not Used Chairperson Greenberg recognized Commissioner Pam Carroll in the audience. REGULAR AGENDA - PART II REGULAR 502. 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 introduced the Agenda Item and addressed the format of the Budget documents, and commented on encumbrances for maintenance contracts at the beginning of the fiscal year. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - JANUARY 20, 2016 PAGE 4 OF 11 Discussion followed on services for monument lighting around the Tuscawilla Lighting and Beautification District. Regarding service provided by Lightscapes Outdoor Landscape Lighting, Ms. Monica noted, "We actually terminated their contract effective December Is'." When asked about a replacement, Ms. Monica stated, "We felt that we were basically doing what we were paying them for. So, Sara (Miller, Urban Beautification Coordinator, Public Works Department) checks the monument entrance lights monthly, and any repairs that are needed are now being done by a licensed electrician." Vice - Chairperson Vagnini stated, "Excellent." Additional comments followed on Duke Energy, energy costs, and LEDs (light- emitting diodes). REGULAR 503. 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 Landscaping Throughout The Tuscawilla Lighting And Beautification District. Ms. Monica gave an overview of the landscaping throughout the Tuscawilla Lighting and Beautification District and the maintenance contract with Eastwood Tuff Turf. Regarding Eastwood Tuff Turfs maintenance contract, Ms. Monica stated, "They mow on a weekly basis from mid - February to mid - October and a bi- weekly basis from mid - October to mid - February. One suggestion that we had to kind of provide a higher level of service would be to have Eastwood [Tuff Turf] on property weekly year around. So, I asked Ian [Eastwood] to provide a price for that. So, if you wanted them to provide weekly service all year — the idea being that during the winter they could catch up on some more detail work — that would be an additional forty five hundred dollars ($4,500.00) a year to the existing contract. And then another option if you wanted to provide additional service above that would be if you wanted them on two (2) days a week, four (4) weeks a month during the growing season, which would be considered May through September, let's say, that would add an additional six thousand dollars ($6,000.00) to the annual contract. So, there's kind of two (2) options there; you could take one, you could take both, you could take none — but we wanted to give you an option." Discussion followed on maintenance needed on the medians, the dry season, and direction given to Eastwood Tuff Turf. Ms. Monica explained, "I drive Winter Springs Boulevard once a day — minimum — and the way the contract reads is shrubs are to be trimmed, as needed." Additional comments followed on maintenance, dead shrubs, mulching, trees, jasmine and snakes. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - JANUARY 20, 2016 PAGE 5 OF 11 Addressing Ms. Monica, Chairperson Greenberg asked if she was satisfied with the level of service received from Eastwood Tuff Turf and if the additional landscaping was warranted. Ms. Monica replied, "I'm satisfied with what we are receiving for the number of times on property. I think that it would be nice to have them there a little more often, so we could work on some detail work." When asked if the cost was worth it, Ms. Monica stated, "I think so; it basically breaks down to four hundred and fifty dollars ($450.00) per site visit." Additional discussion followed on collaboration between companies for chemical services. Vice - Chairperson Vagnini inquired if the Budget will allow for the expenditure without having to increase fees. Ms. Monica assured, "If you wanted to do both those additional services that I mentioned that would be a total of ten thousand five hundred [dollars] ($10,500.00) and I think you have plenty of budget for that." Chairperson Greenberg agreed that the Budget could handle the expense. Mr. Ian Eastwood, Eastwood Tuff Turf, 1615 Oklahoma Street, Oviedo, Florida: explained that his work crew has gone under some changes including additional training for detail work and gave an overview of some recent landscape progress. Continuing, Mr. Eastwood stated, "I'm not a big fan of the way the contract is set up during the dormant season, whereas, we only visit the [Winter Springs] Boulevard once every two (2) weeks. I'd rather be there every week, once. We may not cut it once a week as we do during the summertime, the growing season, but that second week is important during the winter where we can catch up on detail work. We can do more mass trimmings and, right now, the warm that winter season that we've had has been a real struggle since October because that crew also has to maintain a certain level of detail on the property. So, they have — right now, there's twenty -three (23) medians on the property, on the [Winter Springs] Boulevard. During the summertime, we break that down into roughly six (6) medians a week will get trimmed or sprayed. Right now, that crew has to add an additional two (2), maybe three (3) additional medians in detail work during their normal mowing week. And with the warm winter that we've had, you've seen some medians get out of control and — we won't be out there for another two (2) weeks. So, I proposed — if we could, on that off week where we're not required to be onsite, if we can be onsite we can do additional detail work." Additional comments ensued regarding biweekly detail service during the summertime. Discussion followed on the dormant and growing seasons, transitional months, moss removal, required hours to get the job done, detail work, maintenance, weekly schedules, costs, levels of service, trimming, the preparations for springtime, and various plants. "I MOVE WE DO THE SIX THOUSAND [DOLLARS] ($6,000.00)." MOTION BY COMMITTEE MEMBER GILMORE. SECONDED BY VICE - CHAIRPERSON VAGNINI. DISCUSSION. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - JANUARY 20, 2016 PAGE 6 OF 11 MR. EASTWOOD CONFIRMED THAT HIS CREW WILL BE ON PROPERTY TWO (2) DAYS A WEEK, FOUR (4) WEEKS A MONTH, DURING THE GROWING SEASON BEGINNING IN MAY 2016, AND THAT HIS CREW WILL BE ON PROPERTY ONCE A WEEK BEGINNING MARCH 1sT, 2016, AND ADDED, "WE'RE BACK TO NORMAL MARCH 1sT AND THEN THE BI- WEEKLY WILL START IN MAY." ADDITIONAL COMMENTS FOLLOWED ON COLD WEATHER. VOTE: COMMITTEE MEMBER GILMORE: AYE CHAIRPERSON GREENBERG: AYE COMMITTEE MEMBER PAUL: AYE VICE - CHAIRPERSON VAGNINI: AYE MOTION CARRIED. REGULAR 504. 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 And Approve The Chemical Services Contract Renewal. Ms. Monica presented the Agenda Item and gave an overview of the current chemical contract held by Power Exterminators, the services provided, and recommended approval of the renewal. Additional discussion ensued on competing bids and prices. Mr. Elso Caponi, Power Exterminators, 5032 Forsyth Commerce Road, Suite 2, Orlando, Florida: explained, "At the time, I believe, the original bid was put out in December of 2010. I think I was the lowest qualifying bid at the time." Mr. Caponi then indicated that his services prices have not changed since 2010 in spite of operational cost increases. Continuing, Mr. Caponi discussed significant issues throughout Winter Springs Boulevard and noted the following, "Age of plant material, reclaimed water — which unfortunately has an adverse reaction to your pH — soluble salts will build over a period of time and raise your pH hence your azaleas are suffering." Mr. Caponi suggested installing plants that do not require low pH levels to combat the issue. Additional remarks about pH levels and plants continued. Ms. Monica stated, "So, as I stated, his technician is on property once a month, alternating turfs and shrubs every other month. If you wanted Elso [Caponi] to be on property to inspect everything as an additional monthly service and really kind of try to stay on top any fungus outbreaks or anything that might occur, he would provide that for two hundred and twenty -five dollars ($225.00) per month additional." CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING — JANUARY 20, 2016 PAGE 7 OF 11 Vice - Chairperson Vagnini discussed the advantages of having additional members of Eastwood Tuff Turf s crew being on property and that could advise when there are chemical and fungi related issues. Ms. Monica agreed that the additional time spent on property by Eastwood Tuff Turf would allow for such advising. Mr. Caponi cautioned that the significant differences in experience between general landscape employees and a trained horticulturalist could result in some oversight. Further discussion followed on benefits of trained technicians, communication between contractors, soil quality, pH levels, and plant material. Chairperson Greenberg asked Ms. Monica for Staff s recommendation. Ms. Monica replied, "I think that — yes, I think I would be comfortable with going just with what you have — what he said is true. I don't think that the guys mowing the grass are necessarily trained to spot small fungal outbreaks in Viburnum Suspensum, you know, they're going to see big blatant issues when it's already kind something..." Chairperson Greenberg added, "...Pretty obvious ?" Ms. Monica responded, "Yes. I would feel fine if you just wanted to renew at the current cost." Additional comments ensued on the responsiveness and level of service received from Mr. Caponi and Power Exterminators in general. Mr. Caponi noted that the additional two hundred and twenty -five dollars ($225.00) is essentially for his presence and inspection on property and any additional chemicals would be provided at zero cost. Tape 1 /Side B Next, brief discussion was heard on the growing season and chinch bugs. Chairperson Greenberg asked, "Do we have a Motion to renew the current contract for the same price as it currently is for the last five (5) years? Six (6) years ?" "I WILL MOVE." MOTION BY COMMITTEE MEMBER PAUL. SECONDED BY VICE - CHAIRPERSON VAGNINI. DISCUSSION. VOTE: VICE - CHAIRPERSON VAGNINI: AYE CHAIRPERSON GREENBERG: AYE COMMITTEE MEMBER GILMORE: AYE COMMITTEE MEMBER PAUL: AYE MOTION CARRIED. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - JANUARY 20, 2016 PAGE 8 OF 1 I REGULAR 505. 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 Number Of Streetlights Throughout The Tuscawilla Lighting And Beautification District. This Agenda Item began with Ms. Monica addressing a question brought up at the last meeting by Committee Member Donald Gilmore, referencing the number of street lights in the Tuscawilla Lighting and Beautification District. Ms. Monica referred to a budget document, commented on monthly costs, and went over the format and fees related to fuel and energy costs. Continuing, Ms. Monica stated, "So, I went through and did an audit of all of the streetlights in TLBD (Tuscawilla Lighting and Beautification District) and there currently 636 poles. So, that is what amounts to your bill of nineteen thousand two hundred fifty -nine dollars ($19,259.00)." Additional comments ensued on streetlights throughout the City. Ms. Monica pointed out, "Based on my audit, I found that Duke Energy was billing the TLBD (Tuscawilla Lighting and Beautification District) for poles that were not there. So, I rectified that with Duke [Energy]. Basically we found that their billing system had eight (8) poles that were appearing on the monthly bill that were not in the field. In the process of my audit, I found that there were two (2) poles in the field that Duke Energy did not have in their billing system." Ms. Monica noted that six (6) poles were ultimately removed from the bill and then referenced a map of all the streetlights. Additional comments followed on a refund and reimbursements rates. Continuing the discussion, Mr. Brian Fields, P.E., City Engineer, Public Works Department stated, "Of the eight (8) that were missing, we looked at eight (8) locations at night and — we could speculate as to why they're missing, it's really hard to say." Mr. Fields continued, "There were two (2) missing right at the Northern Way Winter Springs Boulevard — the middle intersection — there does appear to be a dark area there and I would recommend of the two (2) that are missing there, to install one (1); it's not extremely urgent." Additional comments on safety and sidewalks were heard next. Chairperson Greenberg inquired about the cost for the pole. Ms. Monica stated, "It wouldn't be any — as of December, your bill was the same — the change would be effective January, so, I'd basically just tell them don't remove — less one (1) light, so that would remain on the bill." Mr. Fields noted that there would not be any related construction costs. VICE - CHAIRPERSON VAGNINI STATED, "I RECOMMEND WE MOVE TO INSTALL THAT ONE (1) LIGHT." CHAIRPERSON GREENBERG ASKED, "IS THAT A MOTION?" VICE - CHAIRPERSON VAGNINI CONFIRMED, "THAT'S A MOTION." MOTION BY VICE - CHAIRPERSON VAGNINI. SECONDED BY COMMITTEE MEMBER GILMORE. DISCUSSION. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - JANUARY 20, 2016 PAGE 9 OF I 1 VOTE: COMMITTEE MEMBER PAUL: AYE COMMITTEE MEMBER GILMORE: AYE VICE - CHAIRPERSON VAGNINI: AYE CHAIRPERSON GREENBERG: AYE MOTION CARRIED. REGULAR 506. 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 Decorative Lighting Throughout The Tuscawilla Lighting And Beautification District. Ms. Miller presented this Agenda Item and gave an overview of the decorative lighting at the eleven (11) monuments throughout the Tuscawilla Lighting and Beautification District, including the fountains. Continuing, Ms. Miller addressed conversion to LED (light- emitting diode) lights. Discussion followed on newly installed LED (light- emitting diode) lights. Referring to the advice given by the electrician, Ms. Monica explained, `Basically, just suggesting the lumen output to a softer gold color really kind of matches the existing halogen, so, I think it looks pretty good." Ms. Monica also mentioned that the decorative lights around the fountains were LED (light- emitting diode) and noted, "Those were converted during Steven's [Richart] tenure." Photographs were shown with additional comments as Ms. Miller further spoke about the conversion to LED (light- emitting diode) lights and several needed repairs. Chairperson Greenberg commented on potential lower operating costs associated with LED (light- emitting diode) lights. When asked about the product guarantee, Ms. Monica noted, "Fifteen (15) year, total warranty for the LED (light- emitting diode)." Discussion followed on labor, lighting services from contractors, less maintenance associated with LED (light- emitting diode) lights, and energy savings. Ms. Monica indicated, "So, basically, we'd like you to authorize the two (2), Tuscora [Drive] and Trotwood [Boulevard] if you'd like, and then we can go ahead and ask the electrician to prepare proposals for basically all of the monuments so you can see what that cost would be and you can decide from there." Additional discussion. "I PROPOSE LED (LIGHT EMITTING DIODE)." MOTION BY COMMITTEE MEMBER PAUL. SECONDED BY COMMITTEE MEMBER VAGNINI. DISCUSSION. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - JANUARY 20, 2016 PAGE 10 OF 11 VOTE: COMMITTEE MEMBER GILMORE: AYE COMMITTEE MEMBER PAUL: AYE CHAIRPERSEON GREENBERG: AYE VICE - CHAIRPERSON VAGNINI: AYE MOTION CARRIED. REGULAR 507. 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 Lighting And Beautification District Fountains. This Agenda Item was introduced by Mr. Fields who reviewed the work that has been completed on fountains to correct water leakage due to failed or missing grout. Mr. Fields noted, "The work on the north fountain was completed in November just before Thanksgiving, and fortunately the meter reading after that time show a reduction in the water losses of up to ninety percent (90 %)." A graph was shown with additional comments on the benefits of the work being completed not only correcting water losses but enhancing the life of the fountains. Much discussion followed on the sump pump discharge relocation, the pump housing vault, pressure washing, and no evidence of structural damage to the fountains. 600. REPORTS No Reports. In other City business, it was noted that the next Regular Meeting for this Committee is scheduled for Wednesday, April 20, 2016, and additional comments followed on the meeting schedule. Furthermore, Ms. Monica encouraged the Committee Members to propose desired landscape projects. Additionally, it was noted that the City's Budget process begins in March. Mr. Kip Lockcuff, P.E., Director, Public Works/Utility Department suggested Chairperson Greenberg serve as a Budget liaison. No objections were noted. On another note, Vice - Chairperson Vagnini expressed that former Chairperson Mary Brook's expertise certainly would be missed. Brief comments Mr. Lockcuff encouraged open communications with Staff. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING — JANUARY 20, 2016 PAGE 11 OF 11 Next, Committee Member Gilmore asked for a map showing the median on Winter Springs Boulevard with their numbers. Mr. Lockcuff stated, "Absolutely. And there's little numbers on the end of the median if you didn't know that. We had that painted - last year ?" Vice - Chairperson Vagnini suggested noting the names of the subdivisions on the map. Further discussion. PUBLIC INPUT Chairperson Greenberg opened "Public Input". No one addressed the Tuscawilla Lighting and Beautification District Advisory Committee. Chairperson Greenberg closed "Public Input ". ADJOURNMENT Chairperson Greenberg adjourned the Regular Meeting at 6:45 p.m. RESPECTFULLY SUBMITTED: ANTONIA DELLA DONNA ASSISTANT TO THE CITY CLERK NOTE: These Minutes were approved at the April 20, 2016 Tuscawilla Lighting and Beautification District Advisory Committee Regular Meeting.