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VB MSTU Minutes 12/05/2013I. CALL TO ORDER Vandor6i8t seaeA M.3.7.1/. Advisory cosmomittaa 3299 East Tamianii Trail Suite 103 Naples, FL 34112 DECEMBER 5, 2013 MINUTES 1L Vice Chair William Sjostrom called the meeting to order at 2:02 PM. Roll was called and a quorum was established; three voting members were present. II. ATTENDANCE Members: William Sjostrom — Vice Chair Bruce Forman, Michael Price Excused: Charles Arthur — Chairman Ex- Officio: Mark Weber Note: Mr. Weber's application for membership had not been approved by the Board of County Commissioners. He could not vote and appeared as an interested party.) 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, 3 — 0. IV. APPROVAL OF MINUTES — OCTOBER 17, 2013 Corrections: • Page 3 (under Budget FY -14) —The sentence shall read as follows: ■ "Conduit has been buried to 59 residences to date." • Page 6: Next Meeting Date o The date was changed to December 5, 2013 Bruce Forman moved to approve the Minutes of the November 7, 2013 meeting as amended. Michael Price offered a Second in support of the motion. Carried unanimously, 3— 0. December 5, 2013 V. LANDSCAPE MAINTENANCE REPORT — ROBERT KINDELAN, CLM A. Irrigation Repairs — Vanderbilt Drive • A battery- operated Controller was installed on a temporary basis to ensure distribution of water. Robert Kindelan outlined the normal maintenance that been completed — no new issues were presented. VI. PROJECT MANAGER'S REPORT — HARRY SELLS A. Financial • Budget FY 14: (Report attached: "Vanderbilt MSTU Fund 143 —December 52013') o Current Ad Valorem Taxes: $ 974,400.00 Expenditures: $ 113,420.95 Total: $ 860,979.05 • Explanation of Interest: Harry Sells referred the Committee to the page of questions /answers which followed the budget documents. Q. With approximately $5M in the bank, why is interest only $5, 000 or 0.1 %? A. The $5,000 was only a budgeted figure. Last year's interest budget was $15,100, but the actual postings totaled $22,889. • Explanation of Transfer out to other County Funds: (Report attached: "Adjusted Balance Sheet — Unaudited') Harry Sells referenced the Line Item amount of $412,200 which represented accumulated monies since the date the MSTU was founded. He stated it was "everything that was expended from 2002 to 2006." He explained the figure represented the MSTU's overhead (cost of running) and included his salary, allocation for other Staff time, payment of water bills and irrigation, transfer to the Tax Collector, etc. B. Clerk's Issues with FPL Payments • The Clerk's Office and FPL have come to a written Agreement concerning payment. • The Agreement will be presented to the Board of County Commissioners for final approval. • After it has been approved, the Clerk's Office will open an escrow account. • The MSTU will transfer funds into the escrow account and FPL will be paid from the account. o The escrow account will be a State account, not a bank account. The State's Financial Officer will monitor the account and the MSTU should not be charged any fees. December 5, 2013 Harry Sells noted, in addition to objecting to the bulk of the Project, the Clerk's office has also refused to pay for the smaller portions of the project, i.e., the advance non - refundable deposit for Phase IV, as well as the $664 per house that FPL charged to bury the wires from the street to the property. The costs for those items will be included in the agreement and will be paid from the escrow account. He requested the MSTU authorize him to transfer $200,000 from the MSTU's funds into the escrow account, if the Agreement is approved by the BCC before the next MSTU meeting, which would allow the FPL portion of the Project to continue. Q. What would the $200,000 cover? A. The funds would pay the non - refundable deposit for Phase IV; approximately $107,000 for the original 159 houses that were converted, and $15,000 to convert individual commercial business from aerial to underground. Mr. Sells stated the only other amount to be paid from the escrow account would be the cost to tear down the poles (approximately $70,000). Bruce Foreman moved to approve authorizing Harry Sells to transfer $200,000 of the MSTU's funds into the State supervised escrow account if the Agreement between the Clerk's Office and FPL is approved by the Board of County Commissioners prior to the next MSTU meeting. Michael Price offered a Second in support of the motion. Carried unanimously, 3 — 0. C. 227 Channel - Landscape Restoration (Attached: Photograph of property) The work has been completed. The remaining bare areas will be mulched. The homeowner called and stated he was very pleased with the restoration. Harry Sells included a two -page memo, "Concept of Construction," which outlined how he envisioned the Project will proceed. D. Street Light — Vanderbilt Beach and 14 Finger Streets • There are approximately 9 lights throughout the finger streets. • It is believed the cost for electrical service is paid by the individual homeowner. • Harry Sells noted the lights are turned toward each home. • If a light is requested by a homeowner, FPL will install it and charge a flat fee for monthly maintenance. Action Item: Mr. Sells will research the issue. Harry Sells stated the poles have been removed on Gulfshore, including the individual home lights. He anticipates the residents on Gulfshore will begin to complain about the lack of street lights. December 5, 2013 He stated if the MSTU decides to install street lights, it could buy and install street lights privately and only pay FPL the flat fee for power. o It was noted installing solar - powered lights was an option. Other options: • Run a conduit down the street from the corner and install a light every 300 feet. o The lights would be run off meters. Harry Sells noted Vanderbilt Beach Drive has three lights on power poles which have been installed at 300 -foot intervals. The Ritz - Carlton is paying for the power. He stated he will meet with representative from the Ritz - Carlton to explain the construction project timeline and inform them that the light poles will be removed. He will extend an opportunity to the Ritz- Carlton to participate in the Project, i.e., select new light fixtures and contribute to the cost for same. Bob Kindelan mentioned the Lely MSTU recently installed LED street lights on St. Andrew's Boulevard. Harry Sells stated LED lights function better in a residential setting where the streets are fairly narrow. He further stated most of the solar - powered lights that he has reviewed do not have enough power to last through the night. • Install meters or connect to existing meters and run a conduit down the street. • Conduits for the Project will be installed within the next 3 to 4 months and to add an additional conduit would not be a problem. The charge will be minimal. • The additional conduit could be installed to be available if lights are installed at a future date. Vice Chair Sjostrom concurred, stating contacting the Ritz- Carlton should be the first step. Action Item: Harry Sells will approach the Ritz - Carlson concerning lighting portion of the Project. He will also investigate current solar and LED options and report to the Committee at the next meeting. VII. OLD BUSINESS A. Mark Weber's Application • Mr. Weber's initial term expired on November 13, 2013. • His application for membership will be presented to the Board of County Commissioners at their next meeting on December 10, 2013. • Harry Sells confirmed that approval of his application is an item on the BCC's agenda. December 5,2013 VIII. NEW BUSINESS A. Next Meeting Date: January 2,2014 Bruce Forman moved to approve changing the January 2014 meeting date from January 2"d to January 9th. Michael Price offered a Second in support of the motion. Carried unanimously,3—0. Action Item: Staff will contact St. John's Church concerning the change of date and confirm the availability of a meeting room. Staff will notify the members via email of any changes. IX. MEMBER COMMENT (None) X. PUBLIC COMMENT • Mark Weber noted, in the past, lights on Vanderbilt Beach between 41 and Goodlette were turned off at approximately 2:00 AM. He hoped the new LEDs would last longer. • It was noted the State of Florida and the Federal government use solar panels along I-75 to power the traffic cameras and items which are in use 24 hours per day. NEXT MEETING DATE: JANUARY 9,2014 "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. VANDERBILT BEACH MSTU ADVISORY COMMITTEE WILLIAM SJOSTROM ICE CHAIR The minutes approve/1 by the Board/Committee on , 2014, "as submitted" [ V 1 OR "as amended" [ 1. 5