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VB MSTU Minutes 05/05/2011May 5, 2011 VaNdsrBisE BeaeA /K.3.7A Advisory Cosmomittaa 2705 Horseshoe Drive Soudi Naples, FL 34104 MINUTES I. Call Meeting to Order The meeting was called to order by Charles Arthur at 2:00 p.m. A quorum was established. 11. Attendance Members: Dick Lydon, Charles Arthur, Bill Gonnering (Excused), Bruce Forman, Bud Martin County: Darryl Richard —MSTU Project Manager, Pam Lulich— Landscape Operations Manager, Michelle Arnold— Director ATM, Mark Sunyak — Public Utilities Department Others: Robert Kindelan —CLM, Chris Tilman — Malcolm Pirnie, Darlene Lafferty — Juristaff III. Approval of Agenda Add: Vlll. C. Approve Engineering Deposit Fee for Phase 11 and Phase 111 IX. A. Malcolm Pirnie XI. A. Summer Schedule Xl. B. NUVU Plan Review Dick Lydon moved to approve the agenda as amended. Second by Bud Martin. Motion carried unanimously 40. IV. Approval of Minutes — April 7, 2011 Dick Lydon moved to approve the minutes of April 7, 2011 as presented. Second by Bruce Forman. Motion carried unanimously 4-0. V. Budget Reportt Darryl Richard reviewed information from the Report: (See attached) • Collected Ad Valorem Tax $943,628.80 • Fertilizer P.O. $1,579.22 is for the entire 2011 Fiscal Year Dick Lydon questioned Line items on the Adjusted Balance Sheet (page 2): o Outstanding monies as of October 2010 -Interest Receivable $7,293.01 Discussion took place on the duplicated monthly amount for the Interest Receivable Line Item. Darryl Richard will confer with the Budget Office on the Line Item in question and email the response to the Committee. Additionally Dick Lydon noted the monthly amount Due from Tax Collector ($2,615.91) is also identical and requested an explanation on the Line Item. VI. Landscape Maintenance Report - CLM Robert Kindelan reported: • Irrigation heads will be moved for better coverage • Eureka Palms (18 ft.) were cut down to 3 -4 ft. (at Germain Ave.) - It was noted that the Property across the street is for sale with a sign posted stipulating "Water View" - The CLM crew was approached (by parties unknown) to cut the Eureka Palms down (approximately 1 -2 months ago) - It was speculated that the Property Owner may have cut the Palms to promote the sale of the Property After discussion the following was concluded: • The Eureka Palms were Property of the MSTU - The Committee perceived the issue as vandalism and requested Staff pursue reimbursement for the Eureka Palms • CLM will submit a quote to replace the Eureka Palms • Staff will present the quote to Code Enforcement and request they contact the Owner of the Property for sale - Robert Kindelan will verify the address of the Property • Staff suggested filing an Incident Report Robert Kindelan presented a photo of a Contractor vehicle parked in the median. Darryl Richard requested notification when a vehicle is parked in the median. Discussion ensued and it was determined parking in the ROW grass is prohibited (County Wide.) The suggestion was made to contact Code Enforcement (239) 252 -2440 to report the occurrence. VII. Utilities Report- Charles Arthur - Discussed under 1/111. 8. N VIII. Project Manager Report A. ATM Department - Darryl Richard - Discussed under Vlll. C. B. Public Utilities Department - Mark Sunyak Mark Sunyak gave the following information: Asbestos Proiect o Plans are ready for Bid Solicitation - The existing 5 underground Contractors that are on a Fixed Tenn Contract will be utilized to expedite the process - Foresees within one month a Contractor will be ready to mobilize (anticipate a Contractor will be lined up in June) • Public Utilities will initiate the Water Main work (Phase 1) to make way for FPL which involves - Street crossings of Gulf Shore Dr. - Asbestos Cement Pipe removal • Timeline - A couple of days for prep work - 1 -2 weeks of Construction - Bacteriological and Pressure testing will be performed - 1 -2 weeks of final connections, repairs, and clean up - 4 -6 weeks for total Construction - Anticipate Project completion by the end of July Darryl Richard reviewed May 4, 2011 Teleconference Report: (See attached) o Property Owner requested modification to the Easement language (Easement 10 - Vanderbilt Beach LLC) Charles Arthur reported FPL will not agree to the Easement language modification. After discussion it was stated Charles Arthur and Staff will meet with the Property Owner and Attorney (of Vanderbilt Beach LLC.) Charles Arthur summarized the timeline for the Project: • Acquire the remaining (1) Easement (See attached) • Notify FPL that all Easements are secured • Within 3 weeks FPL will provide - Final Plans - Invoice for Binding Engineering Cost Estimate - After receiving the Invoice the 180 days starts (must enter into the agreement with FPL) Discussion ensued concerning the timing of payment to FPL for the Binding Engineering Cost. After discussion the Committee agreed to approve sufficient monies for payment to FPL. Charles Arthur moved to approve payment to FPL of their Binding Estimate for Phase I up to $3,000,000.00 and based on written Estimate to be provided when Easements are obtained. Second by Bud Martin. Motion carried unanimously 4-0. C. Approve Engineering Deposit Fee for Phase II and Phase III Discussion took place on approval of Engineering Deposit Fee based on Ballpark Estimates. The following was noted: (See attached) • Phase I Fees $13,027.00 are paid • The estimates may be outdated as they were prepared in 2007 Charles Arthur moved to approve payment of the Deposit up to $75,000.00. Second by Bruce Forman. Motion carried unanimously 4-0. Project Manager Report (See attached) Darryl Richard reviewed Project Status: (VA -37) RFP Phase One o A Consulting Firm is needed for the following Services - Supervise the Project - Work with Staff and PUD (Public Utilities Division) to protect the Asbestos Concrete Pipe (VA -38) RFP Phase 11 & 111 • The Project is a joint venture with PUD (Public Utilities Division) • A Fee Matrix for the Scope of Service will developed - The MSTU portion of the cost will be identified - Staff will email the draft RFP to the Committee IX. Old Business A. Malcolm Pirnie Charles Arthur commended Chris Tillman for resolving the dissension between Malcolm Pirnie and the County. Michelle Arnold reviewed a letter and Fee matrix from Malcolm Pirnie requesting payment of $6,304.00: (See attachments) • $6,304.00 - Services that were provided for Easements - The Fee matrix is consistent with County hourly rates • The Committee approved $39,974.00 for GC Scope of Services (March 2011) - The Proposal was based on time and materials and was not consistent with County hourly rates (See attached) - The Proposal was rejected by the Purchasing Department 2 Bud Martin moved to approve $6,304.00 with the caveat of taking the necessary steps to avoid another hang up. Second by Dick Lydon. Motion carried unanimously. Motion was amended to include: if it can be done in accordance with the County Purchasing Policy. Motion carried unanimously 4-0. X. Update Report A. Maintenance — Bruce Forman - None B. Tax Analysis — Bud Martin — None XI. New Business A. Summer Schedule — Discussed underXl. B. B. NUVU Plan Review Darryl Richard reviewed the proposed Site Plan: (See attached) • ROW Permit Application was submitted • NUVU is a telecommunications company that intends to provide Cable service to Gulf Shore Dr. • The Yacht and Racket Club is funding the Project • NUVU is proposing to cross the waterway and connect to FPL poles Staff stated that the Permit was rejected and a meeting will be held with FPL, Comcast, NUVU, and Staff to discuss the proposed Plan. Charles Arthur moved that the County and the Permitting process ensure that the MSTU will not bear any cost for NUVU to go under water /underground and the Plan must be approved by FPL and Comcast so that it is not in conflict with the (MSTU Underground Project) drawings. Second by Dick Lydon. Motion carried 3 -1, Bud Martin voted no. Summer Schedule The Committee discussed suspending summer meetings. It was agreed to leave the September meeting open should MSTU bu4j(*SS require that a meeting be held. The next scheduled meeting is October 13, 2011. XII. Public Comment — None 5 There being no further business for the good of the County, the meeting was adjourned by the Chair at 3:40 p.m. Vanderbilt Beach MSTU Advisory Committee Charles Arthur, Chairman These minutes approved by the Board /Committee on ! 13 - ( I as presented X. or amended The next meeting is October 13, 2011 at 2:00 P.M. ST. JOHNS PARISH LIFE CENTER 625 111 T" Ave. Naples, FL. 2