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Forest Lakes MSTU Minutes 03/05/2013FOREST LAKES ROADWAY and DRAINAGE M.S.T.U. ADVISORY COMMITTEE 3299 East Tamiami Trail - Suite 103 Naples, FL 34112 MARCH 5, 2013 MINUTES I. CALL TO ORDER: The meeting was called to order by Chairman Robert Jones at 10:04 AM. A quorum was established; five voting members were present. II. ATTENDANCE: Members: Robert Jones - Chairman Richard Barry, Kenneth Bloom, George Fogg, and Kevin McKyton County: Darryl Richard - MSTU Project Manager Michelle Arnold - ATM Director Other: Scott Windham - Windham Studio, Inc. (JuriStaff - Anne Iacuzzo) III. APPROVAL OF AGENDA: A motion was made with a second in support to approve the Agenda as presented Carried unanimously, S - 0. IV. APPROVAL OF MINUTES - February 5, 2013: Correction: • On Pages 3 and 4, the number of votes was changed from "4" to "3." Only three members attended the meeting. A motion was made with a second in support to approve the Minutes of the February 5, 2013 meeting as amended. Carried unanimously, 3 - 0. (Note: Kenneth Bloom and Kevin McKyton could not vote since they did not attend the February meeting.) V. BUDGET: A. Monthly Budget Report - Darryl Richard (Report attached: "Forest Lakes MSTU Fund 159, dated March 5, 2013 ") • Current Ad Valorem Tax: $ 149,900.00 (Line Item 1) • Operating Expense: $ 173,500.00 • Open Purchase Orders: $ 42,939.54 • Spent to date: $ 27,561.29 • Operating Funds Available $ 102,998.71 • Capital Outlay (available): $1,012,053.50 • Reserves: $1,166,000.00 • Total Budget: $2,323,079.10 March 5, 2013 (Line Item 29) (Line Item 29 — 2nd column) (Line Item 29 — 3`d column) B. "Cushion' Report: Michelle Arnold, Director — ATM Michelle Arnold stated the Reserve Fund cannot be used for capital improvement projects. She explained the Budget Office's policy is to subtract reserve funds "off the top" of the Annual Budget to service the debt load and ensure the debt is always covered. The Reserve Fund is not to be used for any other purpose. VI. PROJECT MANAGER'S REPORT — DARRYL RICHARD A. Horvath Lake Fountains, Inc. Darryl Richard confirmed the fountains will be installed within the next four to six weeks. During the February meeting, the Committee voted to approve a bid submitted by Horvath Lake Fountains, Inc. to install two fountains at Turtle Lakes. The cost was capped at $7,950. Action Item: Darryl Richard will verify the type of service to be provided (120 V or 240V) and will advise the Committee at the next meeting. VII. LANDSCAPE ARCHITECT REPORT — SCOTT WINDHAM, WINDHAM STUDIO, INC. (Report attached: "Status Report, dated March 5, 2013 ") Phase 2 and 3 — Combined: • Phase 2 and Phase 3 will be re -bid as one job • Scope has been reduced per direction from the Advisory Committee • ABB Engineering: completed 100% drawings of turn lane and signalization construction and updated "Opinion of Probable Cost" • Plans are under review by Traffic Operations Staff • Plans for Phase 3 planting and irrigation for the ROW area are 90% complete, as well as the "Opinion of Probable Cost" • Plans for Phase 3 light removal and replacement and "Opinion of Probable Cost" are 90% complete The bidding process was outlined and the start date for the project is anticipated to be in late July. It was noted the $1 M thought to be in Reserves was not available. One of the Advisory Committee's mandates is to be fiscally responsible and to avoid the necessity of a 2 March 5, 2013 special assessment to be paid by the homeowners. Therefore, the Committee reduced the scope of work in order to reduce costs. Mr. Windham provided a Summary of the "90% Opinion of Probably Costs" for review by the Committee. • The $160,000 budget contains a contingency of 15% (approximately $24,000) and includes the costs for the Turn Lane entry section and the irrigation main line extension from the Club to Woodshire (to provide water for future use) Darryl Richard noted the final design plans will be available on the web page for access by the public and he will provide a link to the members. Mr. Windham summarized the scope of the value - engineered Phase 2Project: • The sidewalk and related street lights for the sidewalk to complete the entire circle; • The irrigation main line extension from Turtle Lake ( "the Club") to Woodshire; • Landscape and irrigation for the Woodshire entrance ROW areas from Pine Ridge to Forest Lakes Blvd. on the west and from Pine Ridge to (unintelligible). A motion was made to approve the scope of the combined Phase 3 and Phase 3 Project, as detailed by Scott Windham (see above) in the amounts of $836,000 and $157,000 respectively, and to advertise the Request for BuUQuotes for same. A second in support was made. Discussion: • Changes to the golf cart path were explained; there will be grass between the path and the curb to protect the cart path. Chairman Jones called for a vote. Carried unanimously, S — 0 A. Review of Suggested Alternative Plantings Scott Windham: • Shore Juniper is fairly low growing, easily maintained, and would be better suited around the signs than the Lantana which has grown fairly tall; • Crepe Jasmine or sod would also be appropriate Darryl Richard confirmed the MSTU maintains the landscaping installed by the MSTU. The MSTU does not normally maintain the sign but did steam -clean it recently due to the accumulation of sooty mold from the plantings. Michelle Arnold reminded the Committee that it had approved modifications to the current plantings at the Pine Ridge Entrance and around the Quail Run Golf Course sign during the last meeting. A motion was necessary to authorize the re- planting as a maintenance item rather than waiting for construction to be completed. 3 March 5, 2013 Richard Barry moved to approve authorizing the Maintenance Contractor to address the landscape problem and to immediately implement the suggested plantings. Second by George Fogg. Carried unanimously, 5 - 0. VIII. OLD BUSINESS (None) IX. NEW BUSINESS A. Letter from Turtle Lake Golf Colony Condominium The Advisory Board received a letter from Turtle Lake Golf Colony Condominium, dated February 21, 2013, expressing concern regarding delays and necessity to re -bid, and providing suggestions to complete the Project on a timely basis. W. R Olson, President of the Board of Directors, stated most of the concerns stated in the letter had been address during the meeting. He suggested if funds were not available to complete the entire project as originally planned, if only the lighting and side walk improvements could be completed immediately and to delay landscaping until later. George Fogg stated if the estimates received were "solid," the items requested in the letter will be completed. He noted if necessary, landscaping could be scaled back to ensure the key items, i.e., the turn lane, the sidewalks and the lights, were done as soon as possible. X. PUBLIC COMMENTS Topics discussed included: • Sidewalks: • George Fogg noted placement of the sidewalk was one of the issues that delayed commencement of Forest Lakes and took time to resolve. • Scott Windham noted the base bid of the new bids will be structured to incorporate the sidewalk. The turn lane, the lights, the landscaping will become alternates. • The "sidewalk to nowhere" around the island will be removed and the area will be landscaped. • Replacement of trees: • Darryl Richard stated quotes will be solicited to price replacement of two trees and to remove the stakes. He explained the deciduous trees had entered the winter dormancy period and looked "damaged" but were not. • A new maintenance contract will be advertised for bid after the plans for the Project have been completed to 100 %. • Speed Limits: o The MSTU is not responsible to enforce speed limits - it provides signage. A traffic control study was conducted but the focus was limited to stop signs, stop bars, and beautification. Speed limits were not part of the study. Collier County sets speed limits. It was suggested to contact the Sheriff s Department for information. 4 March 5, 2013 NEXT MEETING: APRIL 2, 2013 AT 10:00 AM FOREST LAKES CONDO ASSOCIATION CLUBHOUSE 1058 FOREST LAKE DRIVE, NAPLES, FL 34105 There being no further business for the good of the County, the Meeting was adjourned by order of the Chairman at 11:45 AM. FOREST LAKES ROADWAY AND DRAINAGE MSTU ADVISORY COMMITTEE Robert Jones, Chairman The Minutes were approved by the Committee Chair on �� , 2013 "as presented" ", OR "as amended" [ .�- ].