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VB MSTU Minutes 03/07/2013VANdQ idt BmeA Advisory Cortismittee 3299 East Tamiami Trail Suite 103 Naples, FL 34112 MARCH 79 2013 MINUTES n I. CALL TO ORDER Chairman Charles Arthur called the meeting to order at 2:04 PM. Roll was called and a quorum was established; four voting members were present. II. ATTENDANCE Members: Charles Arthur, Chairman Bruce Forman, Michael Price, William Sjostrom County: Darryl Richard, Project Manager Others: Robert Kindelan — CLM Mark Weber (Anne Iacuzzo — JuriSolutions) III. APPROVAL OF AGENDA Chanzes: • Under Item VIII (A). "Project Manager's Report" — remove the words "Results for" Michael Price moved to approve the Agenda as amended. Second by William Sjostrom. Carried unanimously, 4 — 0. IV. APPROVAL OF MINUTES — FEBRUARY 7, 2013 Corrections: • Page 2 (last paragraph — 4h line) —Change "Comcast" to "FPL" in the second sentence • Under IX (A). "Old Business" — Change Jeanne Lydon to Jean Lydon Michael Price moved to approve the Minutes as amended. Second by William Sjostrom. Carried unanimously, 4 — 0. V. BUDGET REPORT — DARRYL RICHARD A. Review of Fund 143 01 �P o c n I. CALL TO ORDER Chairman Charles Arthur called the meeting to order at 2:04 PM. Roll was called and a quorum was established; four voting members were present. II. ATTENDANCE Members: Charles Arthur, Chairman Bruce Forman, Michael Price, William Sjostrom County: Darryl Richard, Project Manager Others: Robert Kindelan — CLM Mark Weber (Anne Iacuzzo — JuriSolutions) III. APPROVAL OF AGENDA Chanzes: • Under Item VIII (A). "Project Manager's Report" — remove the words "Results for" Michael Price moved to approve the Agenda as amended. Second by William Sjostrom. Carried unanimously, 4 — 0. IV. APPROVAL OF MINUTES — FEBRUARY 7, 2013 Corrections: • Page 2 (last paragraph — 4h line) —Change "Comcast" to "FPL" in the second sentence • Under IX (A). "Old Business" — Change Jeanne Lydon to Jean Lydon Michael Price moved to approve the Minutes as amended. Second by William Sjostrom. Carried unanimously, 4 — 0. V. BUDGET REPORT — DARRYL RICHARD A. Review of Fund 143 Vl. March 7, 2013 (Report attached: "Vanderbilt MSTU Fund 143 — March 7, 2013 ") • Current Ad Valorem Tax: $ (952,700.00) (anticipated) • Received to date: $ (851,380.12) • Available Total: $ (101,319.88) (to be collected) • Operating Expense: $ 5,211,207.37 (includes project monies) • Open Purchase Orders: $ 201,968.80 • Spent to date: $ 166,319.35 • Operating Funds Available: $ 4,742,919.22 • Reserves: $ 17,500.00 • Total Budget: $ 4,825,216.54 Chairman Arthur confirmed the Budget did not include the FPL payment of $1,806,091 made in the previous Fiscal Year. Darryl Richard noted the breakdown for Phase I of the project was $734,392.56. The total for all Phases is $925,529.51. Chairman Arthur noted the Advisory Committee had requested revisions the Budget Report to make the format more customer - focused. B. Status of Budget by Phase and Type of Expense Darryl Richard stated the Phase I tally included a number of restoration items as well as maintenance. • The Maintenance Contractor has been very cooperative and the service has been appreciated. • Approximately $50,000 has been spent to date. • The Board of County Commissioners had awarded a contract for $61,000. • The Budget Office confirmed the funds were available but the end of the contract will be reached soon. • A new bidding process will begin. • CLM will submit a bid. LANDSCAPE MAINTENANCE REPORT — ROBERT KINDELAN, CLM Normal maintenance has been provided Will begin cutting and trimming next week to improve the sight line — it may look "bad" for a month or two • Will sod the rest on Gulf Shore Darryl Richard noted progress has been made. He requested that Robert inspect for white fly and treat as needed. Robert Kindelan stated the Ficus by the side wall have been treated. Chairman Arthur commented on the bare hedges and asked if this was a bad year. Mr. Kindelan replied the white fly jumped to other types of plant material, i.e., Palm trees, Black Olive "Shady Lady," and Birds of Paradise. It is very messy. The plant material becomes infested with "sooty mold" and begins to turn back. Chemical treatment, while the best method, is expensive. March 7, 2013 YII. UTILITIES REPORT — CHARLES ARTHUR • Phase 1— Target completion date is March 15th Darryl Richard stated there may be some punch list items. MasTec trucks will not be on the premises after March 15th. • John Lehr from Comcast will conduct a "walk -thru" next Tuesday. • Comcast should be under contract within the next few weeks — the document was sent to Comcast • As soon as the bond is in place, Risk Management and Legal Department will review the contract. • Trying to expedite the process (complete within 30 days) • Goal: To be under construction by the end of March Michael Price asked if FPL had replaced any poles along Gulf Shore recently. Darryl Richard noted two new poles have been installed. Chairman Arthur explained that part of the MSTU's cost was the un- depreciated cost of what was removed. If poles are replaced, costs will increase. "Phase I" • Claim for damages: The County Attorney's office has been in contact with the Claimant to resolve the situation. There were issues with the locates done by Collier County — it may be paid in part or totally by the insurance company. ($13,000) • Public Utilities paid approximately $80,000 to repair a problem caused by incorrect locates and has admitted culpability. Collier County will pay FPL's claim ($20,000) to re- install new conduit. • The Mansions (10633 Gulf Shore Drive): restoration plans were reviewed with Robert Kindelan. A concrete sea wall which ran along the property was excavated. The restoration will involve both landscaping and repairs to the parking lot curb. Damage was caused by MasTec. Darryl Richard was contacted by the property owner regarding the restoration. He explained the County's policy was to restore whatever was damaged. The owner wished to make changes and hired a contractor who prepared a design plan and requested the County pay for his time. Additionally, the owner wanted to put the project out to bid. Policy: Only the County's contractor may restore the property and the County will only replace in kind. Financial reimbursement is not permitted. Robert Kindelan confirmed the owner's plan involved "serious" upgrades to the original design and plant materials. Consensus: Only restore what was damaged and removed. The Committee supported the County's position that it will not permit the owner to improve the property beyond what was substantiated by photographs taken of the existing condition of the property. March 7, 2013 Darryl Richard noted the irrigation was completely destroyed and has been repaired, as well as replacing an electrical line that controls the homeowner's irrigation system. The costs to dig the trench necessary to replace the electrical line may to be billed to Comcast and the curb and pavers may need to be reset. "Phase II" • John Lehr will meet with the designer in Fort Myers who is preparing the drawings for Phase II and Phase III. • An RFP ( "Request for Proposal ") for CEI services has been issued. The CEI will be responsible for reporting any incidents at the site, establishing a tracking system and maintaining documentation; Risk Management is involved. • RFP for Meter Conversion — submission deadline is March 29, 2013 • There may be unforeseen conditions — electrical boxes may not be accessible. • The RFP for maintenance will be issued in the near future by the Purchasing Department. Darryl Richard stated he was reviewing the bid specification and adding specifics regarding when locate tickets are called in — he will add more stringent requirements. • The MSTU is not responsible for the design product • An Electrical Engineer will be "on call" to provide consulting services and will advise on change orders Chairman Arthur requested that William Sjostrom attend the meeting with Mr. Richard and John Lehr. VIII. PROJECT MANAGER'S REPORT A. RFQ ( "Request for Quote ") (addressed previously — see above) IX. OLD BUSINESS A. Memorial Benches Chairman Arthur stated he and Mr. Richard marked a two spots. The Bud Martin bench will be located in front of the beach side building at Le Dauphin next to the side walk. (It is in the Right -of -Way.) He placed a call to the developer who is the president of the Board of Directors as a courtesy. He spoke to Jean Lydon regarding her preference for location. She chose to locate it in Connor Park. He found another spot and requested Mr. Richard accompany him when he shows it to Mrs. Lydon next week. Darryl Richard confirmed Parks and Recreation had approved locating the bench in Connor Park and Le Dauphin had also approved the location for Bud Martin's Bench. B. Application by Mark Weber • The BCC office has not yet re- advertised the opening as directed by the Board of County Commissioners at the February 26a' meeting. March 7, 2013 X. UPDATE: MAINTENANCE REPORT — BRUCE FORMAN (No Report) XI. NEW BUSINESS (None) XII. PUBLIC COMMENT Mark Weber: • Condos have overhead lines on the west side of Gulf Shore which crosses the street. Chairman Arthur stated the lines will come down when Comcast is finished and FPL will follow to remove the poles. • He asked if the residents should be notified concerning the white fly infestation. Robert Kindelan stated the plant material in the Right -of -Way belongs to the County and is being chemically treated. It was suggested to include a notice in the newsletter. Darryl Richard will contact information for Doug Caldwell to Bill Sjostrom. • Green Boxes: The boxes are the property of FPL. If a resident plants bushes in an attempt to landscape it, FPL must have access or it will "trim" the planting. It was noted the R -O -W should not be used for plantings, fences, etc., that have not been installed by the County. • Signs: Chairman Arthur noted he will attend a meeting next week concerning the signs within the MSTU community. The current signs are too big. NEXT MEETING DATE: MAY 292013 "CLAUSSEN FAMILY CENTER" AT ST. JOHN'S CHURCH 625 111TH AvENuE, NAPLES, FLORIDA There being no further business brought before the Committee, the meeting was adjourned by order of the Chairman at 3:20 PM. March 7, 2013 VANDERBILT BEACH MSTU ADVISORY COMMITTEE u4. liq CHARLEs ARTHUR, CHAIRMAN The minutes approved by the Board /Committee on , 2013, "as presented" " OR "as amended " EXI