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Special Meeting Minutes
March 20,2013
I. Call to Order
Sue Chapinn called the meeting to order at 10.02am.
Roll call was taken and a quorum was established.
H. Attendance
Members: Sue Chapin, Thomas Depouw,Renato Fernandez, Janice Bundy,Dale Johnson
County: Darryl Richard--Project Manager,Michelle Arnold--ATM, Caroline DeSoto,
Budget Analyst
Others: David Durrell--Juristaf
III. Approval of Agenda
Mr. Fernandez moved to approve the Agenda. Second by Mr. Depouw. Carried
unanimously 4—0.
IV. Approval of Minutes—March 6,2013
Mr. Depouw nwved to approve the minutes of the March 6,2013 meeting as presented
Second by Renato Fernandez. Carried unanimously 4—0
V. Budget
Fund 166
Fund 266
Caroline Desoto,Budget Analyst provided the following documents for informational
purposes:
• "Radio Rd East MSTU- Fund 166,March 20, 2013"
• "Radio Road East MSTU---Fund 266,March 20, 2013"
The following was noted during Committee/Staff Discussion:
• Staff will now be presenting two separate budget documents which represent the
Operating Budget(Fund 166)and Debt Service(Fund 266)for the MSTU.
• Staff has completed a preliminary analysis of the Funds and determined there are
sufficient monies available to complete the project and related maintenance.
• The analysis incorporated a projected carry forward of approximately$39K of funds
from the FY 12 to the FY 13 budget.
• Staff intends to finalize the data and related projections before the next meeting.
1
VI. Additional
A. Investigation of possible credit from Motorola(return equipment)
Staff reported:
• It has been determined the cause of the Motorola irrigation control system
equipment failure is the result of"software incompatibility."
• The County control system software requires an upgrade in order to enable the new
Motorola equipment to"communicate"with the main control center and function
as designed. (Currently underway)
• In the interim, a temporary irrigation system has been installed to eliminate the
need for daily hand watering. The installation has a payout term of 10 days given
the costs of hand watering.
• When the new system becomes fully automated,the interim system will remain in
place as a"backup system."
The Committee requested Management Staff to provide ongoing updates on the status of
the irrigations system.
B. Maintenance Contract
Staff reported:
• It is anticipated the project will be completed by May 1, 2013.
• Staff is developing the specifications necessary to acquire bid proposals for the
long term maintenance of the project area,
• Pest control will be proposed on an"as needed" basis.
• It is anticipated the new Maintenance Contract will be effective on or before
October 1,2013 depending on the timeline of approval by the Board of County
Commissioners.
• In the interim,the County will engage a Contractor(Caribbean Lawn&Garden)
to perform any required maintenance under the auspices of the County purchasing
policy on a per task basis until the new Contract has been executed.
• The current County wide purchasing policy related to landscape maintenance
expires on July 26, 2013 unless it is extended by the Board of County
Commissioners.
Mr. Johnson arrived at 10:Spam
The Committee requested Management Staff to:
1. Disseminate the proposed Landscape Maintenance Contract for their review.
2. Qualify a vendor to perform any treatment required for pests including "white flies."
C. Landscape Architect: Extension of Contract(Cost)
Staff reported they have received proposals for the performance of any Landscape
Architect services necessary following completion of the project. They are reviewing the
proposals and developing the specific scope of services that will be required of the vendor.
On a related note,the current budget will be subject to a cost overrun for these services
given the project was originally proposed to be completed in January,with the expected
completion date now approximately May 1.
Staff will provide an update at the next meeting.
VIL Committee Comments
Mr. Richard submitted a copy of"Radio Road East Landscape and Irrigation Project—
Change Order#4" for informational purposes.
VIII. Public Comment
None
There being no further business to come before the Committee, the meeting was
adjourned by the Vice Chairman at 11:15 A.M.
RADIO ROAD EAST MSTU ADVISORY
COMMITTEE
uzan'e Chapin,Vi e Chairman
The Minutes were approved by the Committee on /0I /3
as presented ,or as amended
The next Meeting is April 10, 2013
Plantation Club House
7773 Tara Court,Naples, FL 34104