Forest Lakes MSTU Minutes 05/07/2013 FOREST ROADWAY and DRAINAGE M.S.T.U.
LAKES ADVISORY COMMITTEE
3299 East Tamiami Trail-Suite 103
Naples,FL 34112
MAY 7,2013
MINUTES
I. CALL TO ORDER:
The meeting was called to order by Chairman Robert Tones at 10:15 AM.
A quorum was established;five voting members were present.
IL ATTENDANCE:
Members: Robert Jones -Chairman
Richard Barry,Kenneth.Bloom,George Fogg,and Kevin McKyton
County: Darryl Richard--MSTU Project Manager
Harry Sells-Project Manager
Other: Scott Windham--Windham Studio,Inc.
(JuriStaff-Anne lacuzzo)
in APPROVAL OF AGENDA:
George Fogg moved to approve the Agenda as submitted Second by Kevin McKyton.
Carried unanimously, 5--0.
IV. APPROVAL[.OF MINUTES-April 2,2013:
Correction:
• On Page 3 (1'e paragraph-4t bullet point)
o Change second"36"to"37"
Kevin McKyton moved to approve the Minutes of the April 2, 2013 meeting as
amended Second by Kenneth Bloom.
Motion curried 4-"Yee/1 -`Abstention." George Fogg abstained from voting.
V. BUDGET--DARRYL RICHARD
A. Monthly Budget Report
(Report attached:"Forest Lakes MSTU Fund 159, dated May 2, 2013")
• Current Ad Valorem Tax: $ 149,900.00 (anticipated)
• Tax Receipts Received: $ 139,383.13
May 7,2013
• To be Collected: $ 10,516.87
• Operating Expense: $ 173,500.00
• Open Purchase Orders: $ 35,634.15
• Spent to date: $ 44,137.13
• Operating Funds Available: $ 93,728.71
• Capital Outlay(available): $ 1,138,493.51
• Open Commitments: $ 58,804.16
• Spent to Date:, $ 67,635.85
• Available(Capitalllmprovements): $ 1,012,053.50
• Reserves(debt service--Bond): $ 1,166,000.00
• Total Budget: $2,277,296. 04
Darryl Richard pointed out that Line Item 36("Transfers")contained staff costs for
himself and Harry Sells,the new Project Manager hired to assist him. Staff costs are
tracked by the hours spent working on the MSTU's projects. There may be a slight
increase for Fiscal Year 2014.
George Fogg asked whether or not the Reserves were adequate to service the debt on
the bond.
Darryl Richard replied he would obtain the information from the Budget Office.
George Fogg: "How much is actually needed?"
Darryl Richard noted a deficit has been projected—there may be a shortfall.
Kenneth Bloom explained if the taxable values of the properties remain the same,
there will be a short fall. If the values increase,the Reserve funds will just cover the
debt service.
Darryl Richard reminded the Committee that the Property Appraiser's Office will
release the updated property values in June for Fiscal Year 2014.
VI. PROJECT MANAGER'S REPORT—DARRYL RICHARD
A. Bid Documents: Update
The bid documents for the Annual Maintenance Contract will be revised for
Phase 2 and Phase 3 after the 100% drawings have been received.
Darryl Richard will send a copy of the draft of the new Maintenance bid to
the members via email as soon as it has been completed. He requested the
members to review it as soon as possible and return their comments/concerns
to him via email.
George Fogg stated he had some major concerns about the bid document that
he reviewed and would vote against it. He stated it was far too extension and the
information was not particularly useful.
• The document provided by Windham Studio followed the same format
used by the County on its standard contracts
• The revised bid will resemble the formats utilized by HOAs and private
communities for their maintenance contracts-- it will be easier to
understand and less intimidating to complete.
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May 7,2013
Darryl Richard stated it was hoped the modified document would encourage
Contractors who have not done business with the County to apply.
B. Emerald Green — Quote from Southern Signal & Lighting
(Attached: Quote #031213.01 —Light Pole Repairs, dated April 2, 2013)
• There is a small community sign for Emerald Green on Woodshire
• A conduit that provided light to the sign and minimal irrigation was cut
• It is not known how the conduit was damaged —by the contractor or the
County's crews
• Total cost: $1,890.00
George Fogg requested that Staff double-check the amount listed for labor,
i.e., $10.00/hour for 50 hours. ($50.00/hour for 10 hours)
Darryl Richard noted the total amount designated for labor was $500 and the
Southern Signal and Lighting could not exceed that amount.
George Fogg moved to approve accepting the bid from Southern Signal and Lighting,
not to exceed$1,890.00. Second by Kenneth Bloom. Carried ununinwusly,S--0.
VII. LANDSCAPE ARCHITECT'S REPORT—SCOTT WINI)RAM,WSI
(Report attached: "Status Report, dated May 7, 2013")
• Will submit the Combined Phase 2 and Phase 3,Value Engineered 100%bid
document package to the County for final review.
• The ITB(Invitation to Bid)may be released within the week
Scott Windham provided a revised Budget Summary to the Committee in response to
requests from the community for a document that was easier to understand.
• Available Capital for Project: $1,012,053.50
• Phase 2/Phase 3 Combined Base Bid: sidewalk,parking,lighting and the turn lane
• Base Bid Total=$838,872.34
• 10 to 15%Contingencies have been built into the figures
• Everything else is an"Alternate"Item
o "Priority"Alternate
o "Wish List"Alternate
Priority Alternates:
• Mainline irrigation extension(Forest Lakes Blvd.)
• Plantings at east entry sign and landscape lighting(Woodshire)
• East entry sign irrigation(Woodshire)
• Total for Priority Alternates: $106,595.50
• Base Bid+Priority Alternates=$ 945,467.84 (within Budget)
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May 7,2013
Mr.Windham suggested the Committee choose which items to include from the"Wish
List"
He noted if the entire Wish List were to be completed,an additional$4,000 would be
needed to avoid a short-fall.
After discussion,it was decided to include the Performance Bond,MOT("Maintenance
of Traffic"),and mobilization costs($17,500)bringing the total amount to$962,967.84,
which was still within budget.
Darryl Richard suggested breaking down the total cost for MOT and mobilization,then
adding a percentage to each segment of the Project,i.e.,to the Base Bid and"Priority"
Alternates.
Consensus: Keep the Project moving forward. (The chain link fence is not a critical item.)
Darryl Richard stated he should have bid results to present to the Committee at the June
meeting. He reminded the Committee the project will be presented to the Board of County
Commissioners in September for final approval.
Consensus: The Committee will review and approve bids/costs by the August meeting.
The Committee and Staff thanked Scott Windham for responding to the community's
requests by providing the revised Cost Summary.
V] OLD BUSINESS
(None)
LC. NEW BUSINESS
• Maintenance issue:
o Darryl Richard stated he spoke with the maintenance contractor regarding
the irrigation issue. A water sensor was replaced recently.
o The"felled"trees will be staked.
• There may be a vandalism problem.
• At least 3 more have been knocked over.
• A service call will be made to address this issue.
o He will remind the contractor to remove the spider webs on the street
lights.
o The contractor is not mowing the strips—the homeowners are
• The contractor should edge the strips and the sidewalks
• Letter to Cul-de-sac residents:
o Draft is in process
o MSTU is not responsible for maintaining the trees that were planted at the
request of the residents
o A copy of the letter will be mailed to the Committee for review
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May 7,2013
• Street signs:
o Signage is maintained by Traffic Operations—it is not an MSTU
responsibility
o Kenneth Bloom noted some street signs have been changed at the
residents' expense—which was a great improvement
• A permit is not necessary
• He will contact Lykins Signtek,Inc.
X. PUBLIC COMMENrs
• Lee Dixon,Property Manager—Turtle Lakes Golf Colony,stated the repaired
fountains are working well,and the residents are very happy. He thanked the
Committee and Staff for their efforts.
Darryl Richard introduced Harry Sells to the Committee as the new Project Manager.
He will assist Darryl with projects for the Vanderbilt Beach MSTU as well as the Forest
Lakes MSTU.
NEXT MEETING: JUNE 4,2013 AT 10:00 AM
FOREST LAKES CONDO ASSOCIATION CLUBHOUSE
1058 FOREST LAKE DRIVE,NAPLES,FL 34105
There being no further business for the good of the County,the Meeting was adjourned
by order of the Chairman at 11:03 AM.
FOREST LAKES ROADWAY AND
DRAINAGE MSTU ADVISORY COMMI TEE
Robert Jones,Chairma
The Minutes were proved by the Committee Chair o 2013
"as submitted" f 11 OR "as amended" [ 1.
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