Radio Road East MSTU Minutes 09/18/2012 M.S.T.U.
Ai4440, C00.0
2885 S. 1-1044144‘
Nrhlca,FL 34104 BY:.
Minutes
Fiala
September 18, 2012 Hiller �—
Henning
Call Meeting to Order Coyle
Coletta
The Meeting was called to order by Chairman Dale Johnson at 9T5
Roll call was taken and a quorum was established.
II. Attendance
Members: Janice Bundy, Sue Chapin, Thomas Depouw, Renato
Fernandez, Dale Johnson
County: Darryl Richard – Project Manager, Michelle Arnold – ATM
Director
Others: Dayna Fendrick – Urban Green Studio, Dale Hannula– Hannula
Landscaping and Irrigation, Sue Flynn - Juristaff
III. Approval of Agenda
Sue Chapin moved to approve the Agenda for September 18, 2012 as
presented. Second by Tom Depouw. Motion carried unanimously
4-0.
IV. Approval of Minutes – August 1, 2012 Meeting
Sue Chapin asked for verification from the Staff regarding page 2, 2nd
paragraph, 1St sentence, she questioned if Staff stated "the traffic light is
scheduled to be installed by September 2013."
Staff responded with certainty.
Dale Johnson indicated the developer funds for the traffic light are ready
to be disbursed by Pulte. Pulte will need direction on how to proceed.
Staff will coordinate with the developer on funds earmarked for the traffic
light through Dale Johnson.
Date; 3
Renato Fernandez arrived at 10:00 AM
Item#: 1 1�
Tom Depouw moved to approve the August 1, 2012 Minute as
presented. Second by Sue Chapin. Motion carried unanimJus/y°•5-0.
V. Transportation Services Report
A. Budget Report
Darryl Richard distributed the Radio Road East MSTU – Fund 166
Report date September 18, 2012. (See attached)
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• Ad Valorem Tax Uncollected - $6,180.77
• Operating Expense Available - $9,478.47
• Reserves Available - $96,100.00
• Purchase Orders Paid - $70,957.73
• Open Purchase Orders - $501,128.05
Sue Chapin asked how the uncollected Ad Valorem taxes will be
recorded in the budget in the new fiscal year.
Staff will research how this is reconciled and noted the Ad Valorem
taxes are a projection.
Renato Fernandez questioned the Office Supplies available reflecting
a shortage of$1,239.64.
Staff will find out why it is negative.
Darryl Richard stated Urban Green has open purchase orders with a
remaining balance of$18,683.72 and $21,353. The purchase order
number ending with 35662 will be closed-out. Staff will need an
approval for the ratification.
Caroline Soto will provide future Budget Reports.
Discussion was made on the financial position of the RRE MSTU in
comparison to other MSTUs, the collection of ad valorem taxes and
what potential surprises the MSTU may experience.
Staff reported the RRE MSTU was the only MSTU that opt to do
a loan to finance the project. It was noted the MSTU has a good
revenue stream and has loan money available.
Dale Johnson added the collection of ad valorem taxes are used to pay
the loan and there is always the potential that ad valorem tax
collections may be significantly lower.
B. Project Manager Report —Addressed under VI. A.
C. Meet & Greet —Addressed after VI. A.
VI. Landscape Architect Consultant Report
A. Landscape Design
Dayna Fendrick distributed a Radio Road East MSTU Landscape
Architects Field Report dated September 6, 2012. (See attached)
She reviewed the following:
• ROW permit is approved and expires September 28, 2012.
• MOT plans have been approved.
• Irrigation submittals have been approved and comments
provided by James Abney.
• Bores have been white-lined and Hannula has field measured
each bore.
• Well drilling was completed on September 7.
• Sleeve locations have been completed and summarized.
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She reported Hannula will provide a sketch detail for transition from
3" SCH 40 within the sleeve to the regular Class 200 PVC mainline.
He recommended a mechanical joint be used in lieu of a PVC flange
glue joint due to failures and repairs needed with PVC joints. He will
provide the cast difference between the two for the combined change
order.
Staff stated FPL indicated it could take 6-8 weeks to get electrical
service to the power drop. Staff will help expedite by staying on top
of getting electrical service to the power drop.
• The controllers have been delivered and are stored at the Collier
County Transportation Warehouse.
• Hannula is working on getting landscape and hardscape
submittals prepared.
Darryl Richard asked the Purchasing Department, what the County
policy is on paying for stored materials and is waiting on a response.
Darryl Richard distributed Change Order #1 — No. 12-5878 dated
September 17, 2012 in the amount of$13,069.50. He received the
change order today and plans to review the proposed terms with Dayna
Fendrick.
Staff recommended the Committee give authorization not to exceed
$15,000 for the change order and not to delay project.
Sue Chapin noted the Committee previously pre-approved $10,000 for
on site changes and had given Staff the authority to make that
decision.
Tom Depouw moved to add an additional $4,000 to the previous
(pre-approved $10,000 for on site changes.) Second by Renato
Fernandez. Motion carried unanimously 5-0.
Darryl Richard distributed submittal photographs of Gumbo Limbos
and other trees requested by Hannula from providers that are available
from three nurseries. (See attached)
Staff provided a "stop-gap" letter from Urban Green Studio regarding
a change order request dated September 17, 2012. (See attached) The
request was for a change order in the amount of$6,344.72 for the
project to allow for time and services that were intended to be
completed under the original P.O. #4500135562 to be transferred to
the new P.O. #4500137971 for construction phase services and
maintenance consulting.
Tom Depouw moved to approve change order; taking $7,000 from the
previous purchase order and moving it to the new purchase order.
Second by Sue Chapin. Motion carried unanimously 5-0.
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Dale Hannula provided and reviewed the Landscape and Irrigation
Project Schedule dated September 13, 2012. (See attached)
V. Transportation Services Report
C. Meet & Greet
Dale Hannula gave a brief background history on Hannula
Landscaping. He noted Hannula Landscaping has been in business for
20 years and has been involved with many roadway projects in Collier
County. He has a knowledgeable staff, some that have been with the
company for 10-12 years.
Sue Chapin asked if the FPL power drop possibly delay Hannula's
progress.
Renato Fernandez asked if there were any other issues.
Dale Hannula responded "no" to both questions and indicated the
project will need the power to run the irrigation system. Plans are to
start main line today or tomorrow.
VII. New Business
A. Extension of Landscape Architect Consultant Contract
Darryl Richard stated the Purchasing Department confirmed the
Advisory Committee can do a Request for Proposal (RFP) to allow the
Committee to choose a Landscape Architect Consultant. An RFP is
open to the public for bids.
He noted 2-Committee members can serve on the Selection Committee.
Serving on the Selection Committee will benefit the project.
Michelle Arnold explained the difference between not doing and
doing an RFP and the benefits of both options.
Tom Depouw moved the Advisory Committee do their own Request
for Proposal (RFP) rather than select from the few the County has
picked. Second by Renato Fernandez. Motion carried 5-0.
Dale Johnson suggested the Committee do the RFP first, receive clarification
on procedures for the Selection Committee and then decide on the Selection
Committee.
Staff will email a draft on the Landscape Architect Maintenance
Specifications to the Advisory Committee. Staff will send Landscape
Maintenance Bid docs out to bid within the next few weeks. The transition
will be smooth due to the fact the new contractor must follow the
specifications. The new contractor will be held responsible.
VIII. Old Business
A. Liaison Report—Radio Road MSTU—None
XI. Public Comments
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Janice Bundy asked if the traffic light on Radio Road could be installed before
September 2013.
Staff will coordinate payment from Pulte and continue to follow-up.
The next meeting will be held on October 23, 2012 at 10:00 AM. The November
7, 2012 meeting will be cancelled.
There being no further business to come before the committee, the meeting was
adjourned at 11:50 A.M.
Radio Road East Beautification
MSTU Advisory Committee
Dale Johnson, Ch• rman
These minutes approved by the Advisory Committee on Q-7,-/c?
as presented X OR amended
The next meeting date is October 23, 2012
at the Plantation Club House, 7773 Tara Court,
Naples, FL 34104
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