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VB MSTU Minutes 11/07/2013I. CALL TO ORDER Vwndwdidt lleaeA ) I.S.TA Advisory GwtNmlittee 3299 East 'famiami Trail Suite 103 Naples, FL 34112 NOVEMBER 7, 2013. ; MINITTF,C _... !' 4 [J� Chairman Charles Arthur called the meeting to order at 2:00 PM. Roll was called and a quorum was established; five voting members were present. II. ATTENDANCE Members: Charles Arthur — Chairman Bruce Forman, Michael Price, William Sjostrom — Vice Chair, Mark Weber County: Harry Sells, Project Manager Others: Robert Kindelan — CLM (Anne Iacuzzo — JuriSolutions) III. APPROVAL OF AGENDA Michael Price moved to approve the Agenda as presented. Bruce Forman offered a Second in support of the motion. Carried unanimously, 5 — 0. IV. APPROVAL OF MINUTES — OCTOBER 179 2013 Correction: • Page 2 (under FY 2013 — 2nd bullet) — "power" lines was changed to "cable" lines William Sjostrom moved to approve the Minutes of the October 17, 2013 meeting as amended. Bruce Forman offered a Second in support of the motion. Carried unanimously, S— 0. V. LANDSCAPE MAINTENANCE REPORT — ROBERT KINDELAN, CLM f • There are a "handful" of restorations remaining to be completed on Gulfshore • Normal maintenance on Vanderbilt: o Irrigation at the north end of Vanderbilt has been a significant problem • Two zones are not working due to the control wires that control the valves along the pipes • In places where there are large Ficus trees, the roots have wrapped around and grown around the pipes which stretched the wires November 7, 2013 • One location can be fixed, the other may not — it is being inspected to determine if it is repairable • A temporary (battery- controlled) Controller has been installed as a valve to ensure distribution of water • Repairs will involve tearing out the main line and replacing with new control wires • Since there will be construction in the area in the near future, it would be more cost effective to not replace the wires but, as more wires keep breaking, install the Controllers which work well • This solution require more maintenance to re- program the Controllers on an individual basis • Problem: Eventually the roots will break the pipe — repairs will be delayed until the power and cable lines are buried • It the main line breaks, repairs will be costly • Photos will be emailed to Mr. Sells for distribution to the Committee members Harry Sells noted there is a potential for the construction to tear up sections of the pipe. Chairman Arthur suggested the pipe should be completely replaced. Robert Kindelan stated the problem was limited to the area where the large Ficus trees are located on the corners by the sidewalk. He further stated if the pipe breaks, repairs will involve cutting the pipe (100 to 200 feet down), removing the roots, and splicing new wires as opposed to replacing the entire pipe. He continued it would not make sense to do anything while the area is under construction. Harry Sells suggested discussion short term versus long -term fixes and what the trade- off is — dollar wise. The MSTU cannot let the landscaping die. Mr. Kindelan agreed, stating that was the reason why the battery- operated Controllers were installed. William Sjostrom asked how long the Controllers last and if they had a timer. Mr. Kindelan explained the device was a mini - computer which used a 9 volt battery. It will be programmed to run when the rest of the system is not running. Mr. Sells noted each Controller must be individually tested. Mr. Kindelan stated the batteries will work for several months. Discussion ensued concerning whether or not the large Ficus trees should be removed since they are in the Right -of -Way and other options, i.e., root pruning. Action Item: Options will be presented at the next meeting. Chairman Arthur noted restoration will be needed at his neighbor's ( #227 Channel') residence in the front yard. Some shrubs were removed — there is bare ground. The sprinkler is missing and water is shooting straight up from the ground. He stated a photo of the property prior to construction was available. Harry Sells confirmed virtually no restoration has been done on the finger streets to date. Action Item: Harry Sells will inspect the property to assess the damage. 2 November 7, 2013 V1. PROJECT MANAGER'S REPORT — HARRY SELLS A. Budget FY 14 (Report attached: "Vanderbilt MSTU Fund 143 — November 7, 2013') • Ad Valorem taxes are being collected o Approximately $5,000 has been collected • Budget: $974,400.00 • Landscape Incidentals (Line Item 19): o $21,042 has been allocated for maintenance to be performed by Commercial Land on Vanderbilt Drive — not restoration as indicated o $8,968 is the correct amount allocated to restoration o $8,000 has been allocated for incidentals • Other Contractual (Line Item 20): • There are outstanding contracts in the amount of $421,251.01 • Paid: $53,780.40 • The amount was paid to Bentley Electric • Conduit has been buried under 58 residences to date • Average cost upon completion: approximately $2,000 per residence • Work is part of Phase III Chairman Arthur asked if anything has been done on South Bay Drive. Harry Sells replied South Bay Drive was part of Phase II. He explained he may try to complete Phase II and Phase III at the same time. • Operating Expense (Line Item 36): $5,778,232.98 • Commitments: $579,271.54 • Expenditures: $61,252.97 • Available: $5,137,708.47 • Total Budget (Line Item 44): $5,241,679.89 • Committed but not spent: $579, 271.54 • Estimated Cash: $5,820,951.43 • Estimated Cash less Missing Income: $4,851,498.80 • Actual Cash: $4,837,292.83 Mr. Sells explained the difference of approximately $37,000 between estimated cash (less missing income) and actual cash was due to accounting procedures. William Sjostrom asked why the MSTU earned only $5,000 in interest income on $4.8Million? He stated it was less than one -tenth of one percent. He claimed the income was "going somewhere else in the County." Chairman Arthur noted the interest income from the previous Fiscal Year was also $5,000. It was suggested the interest should be at least one percent. Mr. Sells explained the money was deposited into the County's "General Fund" in a local bank. Action Item: Harry Sells will inquire and report back at the next meeting. November 7, 2013 William Sjostrom questioned the amount of "Transfers out to other County Funds" of $412,200 which he thought was very high. Chairman Arthur stated the amount was cumulative since the MSTU was created. The actual number is $54,000. Harry Sells explained the MSTU has enough money to do what was needed to be done within the next two years unless Phase IV was begun during the two -year period. Chairman Arthur stated in case of a short-fall, his preference was to borrow the funds necessary to keep the Project moving to completion. B. Phases II, III, and IV Project Construction Plan: Phases II, III, and IV • Phase II: Blue Bill, Vanderbilt Beach Road, and a small portion of South Bay are "stand alone" and could be done separately or at the same time since they are isolated • Construction on Vanderbilt Drive will be difficult because it is so narrow and with constant traffic both vehicle and pedestrian. • There are fourteen "finger" streets which could be done 2 or 3 at the same time, if the crew is available • Phase IV is totally independent of Phase II and Phase III ■ From Blue Bill Drive north to the second bridge • Phase IV could be done at the same time as Phase II and III Chairman Arthur stated the reason why Phase IV was to be done last was because the MSTU residents preferred to see some progress before work was done on an empty road. Harry Sells explained if construction slowed down due to being in season, for example, and there was a gap, Phase IV could begin. The Phases are independent of each other and could be done in any order. The streets: Blue Bill Drive, Vanderbilt Beach Road, Vanderbilt Drive, and Vanderbilt Drive north of Blue Bill. Chairman Arthur stated the initial plan was to begin on Gulfshore Drive and work around the corner; then do the "finger" streets, and Vanderbilt Drive. Mr. Sells cautioned the corner on Gulfshore was not a good place to start work during season due to the increased traffic. Additionally, there is heavy traffic on Vanderbilt Drive during season. Those two streets should be started during March or April. Chairman Arthur asked if there was a preliminary design. Mr. Sells responded he had designs from everyone except Century Link which he expected to receive in the near future. Chairman Arthur asked if FPL had submitted a binding cost estimate and the reply was "no." • Clerk's Issues with FPL payments November 7, 2013 • As discussed previously, the County Clerk has refused to pay FPL in advance. • The Clerk's Office has paid only one of four approved Purchase Orders. • FPL is in negotiation with the Clerk's Office; a verbal agreement was reached concerning how FPL will bill and how the Clerk's Office will pay. • The original verbal agreement: Deposit the funds for FPL into a separate bank account from which the Clerk's Office would pay FPL as each bill was submitted. • A written document was drafted by the Clerk's Office and submitted to FPL, FPL revised the document and sent it to the Clerk's Office; it was again revised and is currently at FPL for review by their Legal Department. • If the Clerk's Office accepts the document from FPL, it will be presented to the Board of County Commissioners for approval. Harry Sells stated he will present the final agreement to the Committee for their review as soon as it has been approved. He further stated he attempted to place an item on the Board of County Commissioners' Agenda in October to pay $192,000 but the County Attorney, Jeffrey Klatzkow, removed the item from the Agenda and asked the Clerk's Office to resolve the issue. Bid Request for CEI (Construction Engineer Inspector) • The bid has been written and should be published on the County's website within the week — it has been reviewed by the Purchasing Department • Work could begin in February, 2014 Excavator Bid • The MSTU will bid out for an excavator to trench, bore, and lay the conduit for all four Phases of the Project • The excavator will lay the conduit and set the concrete pads for FPL, Comcast, Century Link, and Summit Cable. ■ Time to complete: estimated from 9 months to one year • The MSTU will bill Summit Cable for the cost on Bluebill since they have agreed to pay for burial of their facilities. • The bid for the excavator should be out during the first week in December. • The contract will be presented to the Board of County Commissioners for approval. Chairman Arthur asked when Phase II would begin. Harry Sells stated his "best guess" was March or April, 2014, starting at South Bay (formerly Commercial). Easements will be necessary. There are 27 easements to obtain. RWA will conduct a survey. The contract with RWA has been approved. • Concept for Construction: o Vanderbilt Drive: lift a section of the sidewalk at the corner and bore to the next corner OR lift a section from the middle of the block and bore to the corner o Problem: There are two pressurized sanitary lift stations on Vanderbilt Drive ■ There are sixteen 24 to 36 -inch storm drains November 7, 2013 o Vanderbilt Drive is narrow o Goal is to avoid tearing up all the sidewalks and minimally disturbing the landscaping (Chairman Arthur left at 3:00 PM. Vice Chairman Sjostrom conducted the meeting.) Residence Notification • Background: A public meeting was held for the residents of Gulfshore in 2001 before the project began. The #1 issue at the meeting was burying the lines. • It was suggested to hold a public meeting (March is preferred) at the Auditorium at St. John's. • Vice Chairman Sjostrom suggested contacting the Vanderbilt HOA and will email a contact name /number to Harry Sells. • Harry Sells stated the public meeting should also inform the residents concerning the additional work to be done on Vanderbilt Drive and the fourteen "finger" streets, i.e., to replace the storm sewers, the sanitary sewers, and the water lines. VII. OLD BUSINESS A. New Member, Mark Weber, and BCC Approval • Mr. Weber's initial term will expire on November 131h His new appointment will be presented to the Board of County Commissioners on December 10th The next MSTU meeting is December 5th which he can attend as an "interested member" who cannot vote. VIII. NEW BUSINESS • Harry Sells distributed a flow chart for the Utility Conversion Project. IX. MEMBER COMMENT (None) X. PUBLIC COMMENT (None) NEXT MEETING DATE: JANUARY 29 2014 "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 Vice Chair at 3:30 PM. November 7, 2013 VANDERBILT BEACH MSTU ADVISORY COMMITTEE CHARLES ARTHUR, CHAIR WILLIAM SJOSTROM, VICE CHAIR The minutes approved by the Board/Committee on "as submitted" [ I OR "as amended" []. 6 l� INIt r� *07 -��/� 7 2013,