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Radio Road East MSTU Minutes 11/02/2011'iv44e R".l E44 M.S.T. U. Akz y. Ca i.,.o.,;� 2995 S. Ham« Nz" Nom, ft 34104 Minutes November 2, 2011 I. Call Meeting to Order The Meeting was called to order by Chairman Dale Johnson at 10:00 A.M. Roll call was taken and a quorum was established. II. Attendance Members: Sue Chapin, Thomas Depouw, Renato Fernandez, Dale Johnson County: Michelle Edwards Arnold — ATM Director, Darryl Richard — Project Manager, Pam Lulich — Landscape Operation Manager, Gloria Herrera — Management Budget Analyst Others: Dayna Fendrick — Urban Green Studio, Katie Binkowski — Urban Green Studio, Sue Flynn — Juristaff Public: Janice Bundy — Sanctuary /Blue Heron III. Approval of Agenda Add: VIII. A. New Board Member Applications Tom Depouw moved to approve the Agenda for November 2, 2011 as amended. Second by Renato Fernando. Motion carried unanimously 4 -0. IV. Approval of Minutes — October 5, 2011 Meeting Renato Fernandez moved to approved October 5, 2011 Minutes as submitted. Second by Sue Chapin. Motion carried unanimously 4 -0. V. Commissioner Henning meeting with the Advisory Committee — Addressed after VI. A. VI. Transportation Services Report A. Budget Report Gloria Herrera distributed the Radio Road East MSTU - Fund 166 Report dated November 2, 2011. She reported the beginning 2012 Budget as follows: • Ad Valorem Tax - $157,532.81 • Operating Expense - $38,483.00 • Improvements General - $ .00 • Capital Outlay - $ .00 1 ■ Reserves - $131,900.00 V. Commissioner Henning meeting with the Advisory Committee A. Public Information regarding Ballot Question Commissioner Henning asked the Advisory Committee to aid Sue Chapin and him with Association(s) Board Members information to educate voters in the different developments regarding the ballot question. Michelle Arnold clarified restrictions for the MSTU Committee members and the County. They are to remain neutral when addressing the ballot question by educating and but not to direct voters to vote one way or the other, but to encourage them to vote. Staff provided a draft letter addressed to registered voters in the Radio Road East MSTU boundaries for Commission Henning and the Advisory Committee's approval. It was suggested the letter be signed by Commission Henning and Dale Johnson, the Chairman of the MSTU Advisory Committee. Minor revisions to the letter were suggested. Commissioner Henning will review the final draft. The letter will be mailed before early voting and absentee ballots are sent. Commissioner Henning and Michelle Arnold will research and monitor when the absentee ballots are scheduled for mailing with the Supervisor of Elections. The Committee will make a decision at their next meeting as to the date for mailing. Dale Johnson suggested additional copies of the letter be made available to the Advisory Committee to distribute in their communities. Residents should reference their Trim Notice for an explanation of their tax bills that show the amount they are paying into the RR East MSTU. Janice Bundy stated the Sanctuary and Blue Heron have separate Associations. She indicated the Sanctuary Board will contact the Blue Heron Board regarding the ballot question. Staff provided and reviewed a Time Line Task List on the Resolution and Ballot Question. (See attached) Dayna Fendrick recommended posting the letter and a copy of Urban Greens' 60% Design Plan for the Associations within the MSTU boundaries. Tom Depouw suggested the project be expedited so construction begins before season starts in 2012. 14 Commissioner Henning will assist in expediting construction once the ballot question gets positive results by the voters. Discussion regarding costs associated with a mailing was discussed. The Staff researched costs and noted the following: ■ Letter will be addressed to Dear Resident. ■ There are 2,508 registered voters. ■ Prepaid postage envelopes are available as a bulk item through USPS. ■ Letter can be printed with address pulled from Excel voter list received from Election Office. ■ Costs estimated between $1,500 and $2,000. Sue Chapin moved to do a (ballot question) mailing with(final draft) the letter as approved by Commissioner Henning's office with costs not to exceed $2,000. Second by Renato Fernandez. Motion carried unanimously 4 -0. The Advisory Committee requested Staff have the ballot question packet ready for the December meeting. The packet will be posted on the County website. B. Project Manager Report Darryl Richard reported items had been addressed in VI. VII. Landscape Architect Consultant Report A. Landscape Design — Urban Green Studio Dayna Fendrick provided and reviewed additional details on the 60% Design Plans and a Status Report Memo addressed to Staff. (See attached) She reported a minor design adjustment had been made to the gumbo limbo tree placement and the shell layout under the trees. (See attached) It was noted costs for Landscape & Irrigation Improvements are lower than original concept. Discussion was made regarding the final plant selections, plant maintenance and irrigation on current design with future changes if needed. It was noted the irrigation system is zoned controlled. Janice Bundy reported a traffic study for installation of a traffic light at the entrance of Madison Park and the Sanctuary was scheduled to be done during January through March. She suggested installing pavers on medians for pedestrian crossing. Staff will verify traffic light and cross walk plans. James Abney — James C. Abney & Associates distributed and reviewed the Irrigation Opinion of Probable Construction Cost dated October 31, 2011. VIII. IX. X. New Business A. New Board Member Applications Staff presented applications from the following 5 candidates to serve on the Advisory Committee: ➢ Johnathan L. Smith ➢ Rosemary D. Mastroleo ➢ Paige Simpson ➢ Janice Bundy ➢ Lawrence Cece It was verified that Jonathan Smith did not reside in the MSTU boundaries and therefore his application could not be considered. The Advisory Committee took time to review the applications. Dale Johnson moved to recommend Janice Bundy as a representative from The Sanctuary /Blue Heron(to serve on the Radio Road East MSTUAdvisory Committee) be submitted to the BCC for approval. Second by Sue Chapin. Motion carried unanimously 4 -0. Renato Fernandez requested Staff notify the candidates the Advisory Committee made a selection today due to time restraints. Applicants are encouraged to become involved and to attend future meetings. Old Business A. Liaison Report — Radio Road MSTU Sue Chapin plans to attend the next Radio Road MSTU meeting. Public Comments There being no further business to come before the committee, the meeting was adjourned at 12:05 PM. Radio Road East Beautification MSTU Advisory Committee Dale Johnson, airman These minutes approved by the Advisory Committee on as presented or amended �e - y Z a Ix The next meeting is December 7, 2011 at 10:00 a.m. 2885 Horseshoe Drive South, Naples, FL 34104 rd