VB MSTU Agenda 07/26/2013VanJer6ilt beach
ja Advisory Committee
3299 East Tamiami Trail Suite 103
Naples, FL 34112
AGENDA: JULY 26, 2013
I. CALL TO ORDER
II. ATTENDANCE
III. APPROVAL OF AGENDA
IV. APPROVAL OF MINUTES: MAY 149 2013
V. BUDGET REPORT — DARRYL RICHARD
VI. UTILITIES REPORT
• Ray Benca - Hole Montes
• Mark Cook - Comcast
• Tony Seco - Cable Wiring Specialists, Inc. ( "CWSI ")
M
VII. LANDSCAPE MAINTENANCE REPORT — ROBERT KWDELAN, CLM
VIII. PROJECT MANAGER REPORT — DARRYL RICHARD
IX. OLD BUSINESS
A. Memorial Benches
X. NEW BUSINESS
XI. PUBLIC COMMENT
NEXT MEETING DATE: OCTOBER 17, 2013 — 2: 00 PM
"Claussen Family Center" at St. John's Church
tf625 111TH Ave., Naples, FL
I. CALL TO ORDER
vmaa8isi OmeA JN.sfp.
Advisory Coomnlfttee
3299 East Tamiami Trail Suite 103
Naples, FL 34112
MAY 149 2013
MINUTES
Chairman Charles Arthur called the meeting to order at 2:00 PM.
Roll was called and a quorum was established; four voting members were present.
II. ATTENDANCE
Members: Charles Arthur, Chairman
Michael Price, William Sjostrom, Mark Weber
Excused: Bruce Forman
County: Darryl Richard, Project Manager
Harry Sells, Project Manager
Others: Ray Benca — Hole Montes Engineering
Mark Cook — Comcast
Tony Seco — CWSI
(Anne Iacuzzo — JuriSolutions)
Excused. Robert Kindelan — CLM
III. APPROVAL OF AGENDA
William Sjostrom moved to approve the Agenda as presented Second by Michael Price.
Carried unanimously, 4 — 0.
IV. APPROVAL OF MINUTES — APRIL 49 2013
Corrections:
• Page 5 (4h paragraph): Change "Ms. Arthur" to "Ms. Wright"
• Page 6 (under "D — Public Comment")
o The first sentence shall read: "In Phase 1, FPL's design stopped at the
Lighthouse Motel. It was not extended to the corner of Gulfshore."
Michael Price moved to approve the Minutes of the April 4, 2013 meeting as amended
Second by William Sjostrom. Carried unanimously, 4 — 0.
V. BUDGET REPORT — DARRYL RICHARD
(Report attached: "Vanderbilt MSTU Fund 143 —April 4, 2013 ")
• Current Ad Valorem Tax:
• Received to date:
• To Be Collected:
• Operating Expense:
• Open Purchase Orders:
• Spent to date:
• Operating Funds Available:
$ 952,700.00 (anticipated)
$ 903,636.42
$ 49,063.58
$ 5,111,207.37
$ 1,015,323.32
$ 206,477.66
$ 3,889,406.39
%9,-2013
Chairman Arthur asked what was included in Line Item 19 — "Other Contractual." He
noted commitments for $887,760.10 and requested details.
Darryl Richard stated the figure included the P.O. for Cable Wiring Specialist ($347,535.46)
and the Phase 3 meter conversions (167 meters — $430,870.00) by Bentley Electric Co.
Harry Sells was introduced as the new Project Manager who will assist Darryl Richard on
Phase 3 of the project.
• Reserves:
• Total Budget:
$ 17,500.00
$ 4,825,216.54
Chairman Arthur referred to the April 4th Minutes: "... the members will review the
document and vote at the May meeting." He suggested reviewing the report provided by
the Clerk's office prior to voting on the FY 2014 Budget.
Darryl Richard noted the Clerk's Office utilizes a different accounting system from the
County which uses "SAP."
Example: for "cash on hand," the Clerk's report noted $5,206,863.98
while the SAP listed $3,914,495.00.
Mr. Richard explained the SAP had performed an audit and incorporated the funds categorized
as "carry forward."
Chairman Arthur stated the Clerk's Report "makes no sense." He pointed out the Clerk's
Office lumps "leftover" funds into the Line Item for "Other Contractual" and "it automatically
shows up as part of the budget." That's the way they prepare it. The figure does not match
the MSTU's figure for cash. He stated the figure is not really cash but a "carry forward" of
unused funds from the previous budget.
He further questioned why the Clerk's Report did not show the FPL payment.
Chairman Arthur requested the Clerk's Office produce a reconciled Budget Report on a
monthly basis.
FY 2014 Budget
Darryl Richard noted the proposed Budget had not changed from the information provided
at the March meeting. He explained the "forecast" column detailed the funds that would
carry to the end of the Fiscal Year (October 1S). The "FY" column noted the monies to be
spent during 2014.
q
2013
Chairman Arthur noted $100,000 had been set aside for "Landscape Incidentals" and
questioned whether the funds were to be used to cover damages to homeowners' properties.
Darryl Richard replied the funds would be used for restoration efforts for the project.
He stated "Other Contractual" contained the bulk of the expenditures for Phase 2 and
Phase 3 of the project.
Chairman Arthur noted it was difficult to review a Budget when the "details" of what
is included for each line item had not been provided. He disagreed with the County's
system which lumps basic landscape maintenance costs into "Other Contractual." He
stated numbers were "plugged" into various categories, such as "extra landscape costs,"
"surveying," and/or "engineering" because bids had not been received.
Mark Weber questioned costs for burying the lines and installing new meters.
Chairman Arthur explained the Ordinance was changed to require everyone to allow their
line to be buried. The MSTU will pay the cost to bury the line, install the conduit and hook
up the new meter, but will not pay any additional costs to bring the property up to Code.
If the meter is up to Code, there will not be any additional costs to the homeowner. It is the
homeowners' responsibility to bring the property into compliance with the Code.
William Sjostrom moved to approve the proposed Budget for Fiscal Year 2014 as
presented Second by Mark Weber.
Discussion ensued. It was noted the Advisory Committee has the authority to make changes
to the Line Items as appropriate.
Chairman Arthur called for a vote. Carried unanimously, 4 — 0.
Chairman Arthur noted Phase I has been a learning process and hoped the "curve"
will be better for Phase 2 and Phase 3. He stated the Advisory Committee has no control
of when the project is finished, and still has not received a copy of FPL's design. He stated
as soon as the poles are removed, the residents and the "snow birds" will have physical
evidence of progress. He further stated he was comfortable that Phase 1 would be completed
in 2013.
Chairman Arthur asked the Contractors to introduce themselves:
Ray Benca from Hole Montes
Mark Cook from Comcast
• Tony Seco from CWSI (Cable Wiring Specialists, Inc.)
VI. LANDSCAPE MAINTENANCE REPORT — ROBERT KINDELAN, CLM
(No Report.)
VII. UTILITIES REPORT
A. Phase 1
Chairman Arthur requested an update.
p a� 14
.4pi7it n, 013
Mark Cook confirmed the finger streets have been completed. However, the wire will
not be dropped until the system is completed and activated — all four phases must be
completed to activate the entire system. He stated the wiring has been brought
underground up to Vanderbilt Beach Road.
Ray Benza stated they called for "locates" in order to keep going but they have been a
problem. Hand - trenching has been done to eliminate digging too deeply into the ground.
Chairman Arthur noted the Contractors currently on the job seem to be better organized
and more focused that previous Contractors with better coordination among them.
It was noted FPL will not hang utility wires from the bridge and when it installs the
conduit (to bury the wires), Comcast will try to coordinate with them.
(The contractors were excused.)
Chairman Arthur suggested amending future Agendas to allow the Contractors to present
their reports first.
(New Topics)
Discussion of availability for a summer meeting ensued.
Darryl Richard requested a July meeting. Bill, Mark, and Bruce will be available later
in the month (after July 14"'). It was determined that July 11 cn would not work. Options
will be emailed to the members and a date will be chosen based on their availability.
Darryl Richard asked if the Committee had elected a Vice Chair; the previous Vice Chair
was no longer a member.
Bill Sjostrom stated he had been asked to serve as Vice Chair several months earlier.
Darryl Richard suggested adding the topic of "Meeting Dates" under Item XI, New
Business
VIII. PROJECT MANAGER'S REPORT
A. Bids — Annual Maintenance Contract
• Prices have remained (essentially) the same
• Contract period is for one year with three renewals
• County system: Base bid plus Alternates
Discussion ensued concerning items covered under "Alternates."
Bill Sjostrom pointed out the discrepancy between unit prices was pointed out and noted
that not all "alternates" will be used. He suggested considering only the Base Bid as
"ground zero." He asked why references had not been provided to determine if the lowest
bidder is also the most "responsible" vendor.
Mr. Sjostrom expressed his displeasure with the County's bidding system. He stated
only the Base Bid should be considered while the "Alternates" should be regarded as
options.
Noq Iq
2013
Chairman Arthur suggested reviewing the previous "alternates" used during the past
year would be too time consuming. He stated, "We know there is going to be additional
work after the poles are pulled."
William Sjostrom moved to approve awarding the Annual Maintenance Contract to
Commercial Land Maintenance. Second by Michael Price.
Motion carried, 3— "Yes " /1— "No." William Sjostrom was opposed.
B. RWA Proposal
(Report: "Professional Service Proposal, dated May 9, 2013" was attached)
William Sjostrom moved to approve the proposal from RWA, Inc. for additional
surveying in the sum of $45,I00 for Scope of Services plus Reimbursable Expenses.
Second by Mark Weber. Carried unanimously, 4 — 0.
C. Proposal — Consulting Engineer (Phase 2)
• For underground conversion
• Only one bid was submitted
Chairman Arthur stated the bid should not have been released — it was too early in the
process since the design has not been finalized and the contractor had not been chosen.
Consensus: No action was taken. Will be reviewed in July.
IX. OLD BUSINESS
A. Memorial Benches
• Not installed — possibly by mid -June
• The pavers at Le Dauphin must match the existing pavers
• Plaque has not been inscribed — Chairman Arthur suggested "In Memory/Honor
of "
• Darryl Richard will contact a local vendor to inscribe
B. Beach Access Signs
• Signs will be changed when FPL removes the poles
• Design, color, and size have been approved by the County and the Committee
C. Damage Claims
• Carol Wright was offered $250.00 (minor reduction)
o When the damage occurred, the County was not notified
• Additional claims ($13,000 and $20,000) have been paid
X. UPDATE: MAINTENANCE REPORT
A. Maintenance — Bruce Forman
(No report.)
`+, 2013
XI. NEw BUSINESS
A. Meeting Dates - Summer
• June: No meeting
• July: Date will be determined
• August: No meeting
• September: No meeting
• Next meeting — October 17'h
XII. PUBLIC COMMENT
(None)
NEXT MEETING DATE: JULY — DATE TO BE DETERMINED
"CLAUSSEN FAMILY CENTER" AT ST. JOHN'S CHURCH
625 111'$ AVENUE, NAPLES, FLORIDA
There being no further business brought before the Committee, the meeting was
adjourned by order of the Chairman at 4:05 PM.
VANDERBILT BEACH MSTU ADVISORY
COMMITTEE
uv<o C441
CHARLES ARTftR, CHAIRMAN
The minutes approyed by the Board/Committee on W �,�, 2013,
"as submitted' OR "as amended" ".
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From: Derek M. Johnssen [mailto: Derek .Johnssen(alcollierclerk.coml
Sent: Monday, May 20, 2013 11:36 AM
To: SotoCaroline
Cc: FinnEd
Subject: RE: Question from Vanderbilt Beach MSTU advisory committee re: variance between the Clerk's
report and the SAP accounting report
The simple answer is that the two numbers are related, they are not nearly the same. One is a budget
figure ($3.9M) and the other is an actual cash balance ($5.2M). Budget is by and large a year to year
issue and cash is cumulative from the beginning of the fund's existence. The budget, as amended, says
the following:
Carry Forward - $4,295,707 (left over from last year)
Rev (including transfers in, if any) - 967,800 (what we will collect this year)
Total sources $5,263,507
Exp (including transfers out, if any) $5,197,607 (what we plan on spending this year)
Reserves 65,900 Jrainy day money)
Total uses $5,263,507
If you look in isolation at the $5,197,607 in expenses, a certain amount has been actually spent and a
certain amount has been encumbered. The total $5,197,607 less the actual spent and the amount
currently encumbered is the amount you are showing as "available ". This is perfectly rational for your
purposes, but cash would not have yet been spent on the encumbered amount. This would constitute a
major difference between our numbers, see below:
"Available balance" $3,914,496
Plus: encumbered 1,015,323
Total 4,929,819
In addition, the amount calculated as carryforward is usually a bit less than the actual unspent amount
from the previous year, in part due to the fact that it has to be forecast as the year is not over when it
gets calculated. It is also better to be conservative as coming up short in carryforward could have
negative ramifications. See below:
Budgeted carry forward - $4,295,707
Actual audited 9/30/2012 CF - 4,577,116
Diff (budget understated) (281,409)
So this would be part of the difference also, so in total
$3,914,496 +1,015,323 +281,409 = $5,211,228 which is close to the $5,206,000 approx. noted in my
report, but this remainder is comprised of other small differences between budget and actual.
This is a lot of words, so do not hesitate to call if you need to. In fact, do so as I have a few edits on your
report.
Thanks, dmj
From: SotoCaroline [ maiIto: Carol ineSoto(a)colliergov.netl
Sent: Thursday, May 16, 2013 10:49 AM
To: Derek M. Johnssen
Cc: Richard, Darryl; Arnold, Michelle; SeIlsHarry; Sillery, Tessie; Anne Iacuzzo
Subject: FW: Question from Vanderbilt Beach MSTU advisory committee re: variance between the
Clerk's report and the SAP accounting report
Hi Derek,
Please note, my report attached mirrors the "Budget to Actual Report" I retrieved from SAP on May 81h
which is the date I prepared the report for the May 14th Vanderbilt MSTU meeting.
I know there is always a variance but I can't explain the difference so, please enlighten us.
Thanks,
Caroline
From: RichardDarryl
Sent: Thursday, May 16, 2013 10:11 AM
To: SotoCaroline
Cc: ArnoldMichelle; SeIlsHarry; SilleryTessie; Derek M. Johnssen; Anne Iacuzzo
Subject: Question from Vanderbilt Beach MSTU advisory committee re: variance between the Clerk's
report and the SAP accounting report
Caroline,
The Vanderbilt Beach MSTU advisory committee requested that we ask Derek Johnssen why there is a
$1,292,368.16 variance between his bottom line 'funds available' vs. the SAP report total funds available
(unencumbered).
Clerk's Cash Balance: $5,206,863.98
SAP available: $3.914,495.82
$1,292,368.16 difference
I explained as we normally do each meeting that the SAP accounting system tracks funds differently
than the Clerk's accounting system and that historically there is always a variance. After discussion it
was decided to request an explanation from the Clerk's office (Derek) on the amount of the variance
specifically to reconcile the difference.
Can you please coordinate with Derek in providing a response?
Thank you,
Darryl Richard, RLA
MSTU Project Manager
Public Services Division
Department of Alternative Transportation Modes
3299 East Tamiami Trail, Suite 103
Naples, Fla. 34112 -5746
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