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GG MSTU Minutes 04/16/2013GOLDEN GATE M.S.T.U. ADVISORY COMMITTEE 3299 East Tamiami Trail, Suite 103 G � O Naples, FL 34112 \ s April 16, 2013 \° MEETING MINUTES I. CALL TO ORDER The meeting was called to order at 4:15 PM by Vice Chair Patricia Spencer. A quorum established; three voting members were present. II. ATTENDANCE Vice Chair: Patricia Spencer Members: Peggy Harris, Barbara Segura Excused: Michael McElroy Absent: Richard Sims, Chairman County: Darryl Richard — MSTU Project Manager Michelle Arnold — Director, ATM Department Others: Michael McGee — McGee & Associates Robert Kindelan — Commercial Land Maintenance Dale Hannula — Hannula Landscaping (JuriStaff— Anne Iacuzzo) III. APPROVAL OF AGENDA Barbara Segura moved to approve the Agenda as presented Second by Peggy Harris. Carried unanimously, 3 — 0. IV. APPROVAL OF MINUTES — MARCH 19, 2013 Peggy Harris moved to approve the minutes of the March 19, 2013 meeting as submitted Second by Barbara Segura. Carried unanimously, 3 — 0. April 16, 2013 V. BUDGET REPORT A. Monthly Budget Report (Report attached: "Golden Gate Beautification MSTU — Fund 153, dated April 16, 2013 ") • Current Ad Valorem Tax: • Received to date: • To be Collected: • Operating Expense: • Open Purchase Orders: • Expenditures - Paid to date: • Operating Funds Available • Capital Outlay/Improvements: • Open Purchase Orders: • Spent to Date: • Available Total: • Reserves (for Contingencies): • Total Budget: $ 240,800.00 (anticipated to receive) 212,493.80 23,306.20 290,838.80 137,621.37 111,707.23 41,510.20 448,500.00 00.00 00.00 448,500.00 2,700.00 496,156.65 Darryl Richard noted the Property Appraiser's Office will issue updated taxable values for the MSTU in June. B. Fiscal Year 2014 — Proposed Budget Darryl Richard explained the draft of the proposed 2014 Budget contained columns for "Forecast" which carries to the end of the Fiscal Year (October) and "FY 14." • Both the actual expenses and anticipated expenses were reviewed to determine the projected Budget. • It is not anticipated that the funds under "Improvements /Capital" would be completely spent until after October 1 sc_ • Project: the (west) Century sign bid was ready to be released but Purchasing determined since the cap was under $50,000, the flagpole component should be quoted as a bid separate from landscaping — the quote should be less than $5K • After the flagpole and the light have been installed, quotes will be obtained for the landscaping • Currently, there are no major projects that require approval from the Board of County Commissioners • Operating funds will cover the current projects. Vice Chair Spencer asked if a permit would be required for the project and the reply was, "Yes." Darryl Richard noted that a traffic lane will be closed for at least two days but the cost of a permit should be minimal because it will be obtained after "season." 2 April 16, 2013 Michelle Arnold noted the difference between the "Forecast" amount of $267,500 versus the budgeted amount of $290,838 under "Operating Expense." (Line Item 29) For FY 14, the estimated amount was $283,600 and is less than FY 13. Darryl Richard explained the Budget presented was in draft format but could be changed if necessary. Vice Chairman Spencer suggested tabling a vote on the Budget for FY 14 until Chairman Sims arrived later in the meeting as anticipated VI. PROJECT MANAGER'S REPORT — DARRYL RICHARD A. Update — Tropicana Blvd. — Irrigation System (Attached: Copy of a memo from Roger Dick, Irrigation Project Manager — Road Maintenance, dated April 10, 2013) • The main problem is Motorola's central control system — o the software needs to be updated ("Phase I"), and • a new antenna will be installed. ("Phase 2 "). • Motorola is working with the County's IT Department to set up a virtual network to update the software — the first step • The new antenna, after installed, should improve communications • Tests will be performed to assess whether or not Tropicana's "M" controller can communicate with the central computer's irrigation system Vice Chairman Spencer questioned the cost, if any, to the MSTU. Darryl Richard has not been informed of any costs. He stated the "Rainbird" system currently monitors the water necessary to irrigate Tropicana and has been functioning properly. Barb Segura read the following paragraph from the memo into the record: "For some unknown reason, your Contractor ( "Ag- Tronix" has elected to leave you high and dry. A simple change in programming would put you in business. I can tell you from experience that we have M's talking to the old style CPU controllers, Radio Road at Airport Rd., at the Circle "K " at Santa Barbara and on Devonshire, and we have M's on Airport Road and on US 41 North, a total of eight. Why now [are] Tropicana and Radio Road East incorrectly programmed? This is a hindrance to the promotion of the Motorola Controllers in general. It's not the equipment. " Ms. Segura requested an explanation. "Why is everybody else's system working and we're not ?" Vice Chair Spencer asked if the MSTU was entitled to a rebate since the system had been installed for "quite a while," but has been inoperable. Darryl Richard stated: • Roger Dick is the County's Irrigation Project Manager April 16, 2013 • Mr. Dick informed him that the problem was a programming issue • The equipment purchased by the County was incorrectly programmed Ms. Segura asked why the equipment was incorrectly programmed and why the situation has not been corrected. Mr. Richard explained both the field programming and the central control system must be updated. It is unknown why certain systems work while others do not. Dale Hannula suggested since only the new equipment was not working, the problem was with the internal program. Darryl Richard noted the problem was with the program at the unit. It took several weeks to get the field unit up and running. Michelle Arnold explained the issue was the County's central control system not communicating with the new Motorola controller because the system had not been updated. The County's system is in the process of being upgraded. Afterward, the "M" Controller purchased for Tropicana should begin communicating with the County's system. Barbara Segura: "What about Ag- Tronix? Did they just take our check and run ?" Vice Chairman Spencer: "Updates are supposed to be routine. What is taking so long ?" Michelle Arnold stated the process was apparently taking longer than anticipated. The system will become "virtual" and will not be controlled by a single lap -top . It will provide more flexibility. Michael McGee confirmed the "M" controllers could sometimes talk to the old programming. • If more than 22 stations were added, the "M" would not talk back to the old programming. At that point, the problem became a programming issue. • He stated he was not sure if Ag- Tronix could do the programming — they brought the controller out as an EAR -net and it was re- programmed in the field as an "M "- slave. It was supposed to talk to the EAR -net on the Parkway. • The controller functioned when the zones wired into it were less than 22 stations. • When the zones were separated out to utilize the full 32- station capacity, it quit talking. Barbara Segura summarized: "We bought something that was supposed to work at 32. It worked at 22, but stopped working at 32. And that's our problem according to Ag- Tronix." Vice Chair Spencer: "It's been months. How long does it take to run a program ?" Darryl Richard stated nothing further was being done to avoid accruing more charges from Ag- Tronix. He noted a bid was "out on the streets" for Motorola service for the County. Vice Chair Spencer: "This is unacceptable. We have spent so much money on that system." 4 April 16, 2013 Barbara Segura expressed concern for the expensive shrubs and plantings that may not be properly irrigated. She stated it would be a waste of taxpayers' dollars if the plantings died. She further stated the situation was "not just inconvenient. It was criminal." The MSTU would be required to use more taxpayers' dollars to replace the plantings due to the non - functioning irrigation system. The purpose of the MSTU was beautification of the landscape. Darryl Richard stated Steve Parnell, the Administrator, is working with Ag- Tronix to resolve the outstanding issues. The County is not a satisfied customer. B. ITB ("Invitation to Bid") — Annual Maintenance Contract • Preliminary bid results: • Lowest bid — Leo, Jr. • Hannula Landscaping • CLM (Commercial Land) • Caribbean Lawn • Highest — Superior $ 143,515.25 $ 184,288.15 $ 231,903.70 $ 241,407.35 $ 306,362.84 Darryl Richard stated the County considers the lowest price plus a responsive application (was proper documentation submitted) plus qualifications to complete the work. He further stated if a quote was too low, it may not be accepted as "realistic." He explained he has not seen the details of the bids and will report back at the next meeting. Discussion ensued: • Current budget is $180,000 ("Other Contractual ") • There are more roadways than before to be maintained • A member expressed concern that Leo, Jr.'s bid was "just too low" • Experience requirements are included in the bid specifications Barbara Segura stated an unrealistic bid would serve no one — not the taxpayer or the County. She did not want to repeat the previous situation because an under - qualified landscaping company was awarded a contract by the County. Darryl Richard suggested a special meeting could be called to review the bid results. VII. TRANSPORTATION MAINTENANCE REPORTS A. Hannula Landscaping — Dale Hannula • Tropicana Blvd: • Recently completed installing plantings and shrubs • Under -sized Bougainvillea will be replaced with variegated Schefflera plants • Sunshine Blvd: o No outstanding items • Golden Gate Parkway: o Have not mulched or fertilized — have not received approval of the P.O. submitted to Pam Lulich 5 April 16, 2013 • 951: • Mulch has been laid and fertilizing has been completed • At 951 toward Green Blvd., Ms. Lulich noted certain areas were not to be mulched or planted but the plants had been installed. • Plants were later removed Michael McGee referred to the last three beds on Median #11 and stated the situation has been corrected. Pump Stations (on 951): • Preliminary bid: $6,360 • Scope of Work: remove pump stations, concrete pads and re- install pump, new well, set/level pad at new site, and make all necessary corrections • It was noted the cost would be covered by Fund 111 Darryl Richard: • Pam Lulich contacted him to advise the project was being "pushed" because construction will be after October 1 st • Has not received detailed plans to review • Affected area: where Green Blvd. meets 951 up to first median (old signage area) • Growth Management Division will pay to relocate trees in the area • Proposal from McGee & Associates is "on hold" until the Board of County Commissioners approves the requested increases to the Landscape Architects' contracts (previously approved by the County) B. Commercial Land Maintenance — Robert Kindelan • Hunter Blvd. and Coronado Parkway: • Weeds to be removed from the Mimosa plants by hand - pulling • Will cut back more of the Lantana • Some Lantana plants are dropping leaves — will inspect to identify cause • Bougainvillea have been sprayed • Alexander Palm that was hit by a car will be replaced • Will cut out dead stalks from Paurotis palms Michael McGee noted the bubblers have been turned down to three days per week. He directed his comments to the Landscape Contractors, stating after installation of the new plantings was completed, it would be was their responsibility to guide the irrigation schedule. Root balls should be monitored on a weekly basis. The soil in one area of Zone Eight and one area of Zone Six is slow to drain. A heavy rain could flood these areas if there was too much prior build -up due to overwatering. The Contractors must notify him to shut down bubblers during a heavy rain storm. 6 April 16, 2013 VIII. LANDSCAPE ARCHITECT'S REPORT — MCGEE & ASSOCIATES A. Maintenance Reports — Michael McGee • Tropicana: • Dry spots were detected south of the pump station — a site inspection will be conducted • Only "to do" item: wrapping up of incidentals • Sunshine: • "Looks good — haven't seen any problems" • Irrigation is being monitored • Spraying of Hawthorne seems to be effective - new growth has been noticed • Light fixture near school crossing is missing a plate • Golden Gate Parkway: • There are bare patches which should be mulched — the mulching schedule is not known • There are areas in the turf where Torpedo Grass remains a problem — Hannula Landscaping will address the problem — the treatment used previously has only been effective for a week or two In response to a comment from a member concerning delayed mulching activity, Mr. McGee noted he has no control over the mulching schedule for the Parkway or 951. The activities are budgeted under Fund 111 which is controlled by Pam Lulich. He stated the Contractor placed the order, but the P.O. was denied. Michelle Arnold asked Mr. Hannula to verify that he had requested to mulch and fertilize the Parkway. She stated Staff would contact Ms. Lulich to ascertain the status of the P.O. • Watering: • There was a spike upward at Hunter /Coronado due to the bubblers as well as at Tropicana due to hand- watering • The temporary controller is working at Tropicana • Will step up irrigation for the turf areas on Tropicana (The meeting paused briefly while the Contractors were released.) V. BUDGET REPORT (CONTINUED) B. Fiscal Year 2014 — Proposed Budget It was noted that Chairman Sims had not yet arrived. Vice Chair Spencer called for a motion. Peggy Harris moved to approve the draft Budget for Fiscal Year 2014 as presented Second by Vice Chair Spencer. Carried unanimously, 3 — 0. X1. MEMBER COMMENTS: BIDS Barbara Segura requested a status report concerning the current Contractors' service. Michael McGee provided his assessment. Service has improved over the past two 7 April 16, 2013 months - there are less issues to be resolved and communication between the parties has also improved. Ms. Segura expressed various concerns regarding the artificially low bid submitted by Leo, Jr. including a potential inability to make future payroll due to under - quoted labor costs. Darryl Richard explained the bid process. The contract is issued for one year initially with three renewals. He stated the company that is awarded the contract will be monitored and if the MSTU is not satisfied, it can be removed. He further stated he will evaluate the performance along with Michael McGee. Ms. Segura stated one of the MSTU's responsibilities was to obtain either the best price for landscaping services OR the best company to provide results. She noted the past performance of one of the current contractors had not been acceptable until very recently. IX. OLD BUSINESS (None) X. NEw BUSINESS (None) NEXT MEETING: MAY 21, 2013 AT 4:00 PM GOLDEN GATE COMMUNITY CENTER There being no further business for the good of the County, the Meeting was adjourned by order of the Vice Chair at 5:24 PM. GOLDEN GATE M.S.T.U. ADVISORY COMMITTEE C_D . 44,t��� Patricia Spencer, Vice Chair The Minutes were approved by the Committee Chair on Z - 1(v " , 2013, "as submitted' �] OR "as amended" ".