Radio Road East MSTU Minutes 04/10/2013 April 10,2013
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MEETING MINUTES
APRIL 10,2013
I. CALL TO ORDER
The meeting was called to order by Chairman Dale Johnson at 11:00am. Roll call was taken
and a quorum present.
II. ATTENDANCE
Members: Sue Chapin, Thomas Depouw, Renato Fernandez,Janice Bundy, Dale Johnson
County: Darryl Richard—Project Manager, Caroline Soto-Budget Analyst
Others: Dayna Fendrick—Urban Smith Green Studio,Dale Hannula—Hannula Landscaping
and Irrigation and David Dunell—Juristaff.
III. APPROVAL OF AGENDA
Ms. Chapin moved to approve the Agenda as submitted. Second by Mr. Fernandez. Carried
unanimously S-0.
IV. APPROVAL OF MINUTES: MARCH 20,2013
Ms. Chapin moved to approve the minutes of the March 20,2013 meeting as presented.
Second by Mr. Fernandez. Carried unanimously S-0.
V. TRANSPORTATION SERVICES REPORT
A. Budget Report—Caroline Soto
1. Fund 166
Staff provided the document"Radio Road East MSTU Fund 166—April 10, 2013"for
informational purposes and provided an overview of the financial status of the Fund.
B. FY-14 Budget Review & Approval
Staff presented the document"FY 14 Budget Prep—Fund 166"dated 4/8/2013 for
consideration. They noted the draft indicates there will be a shortfall of approximately
$35,000/$36,000 for Fiscal Year 2014. This may be offset by reducing expenses or an
increase in revenue ad valorem tax revenue based on higher assessed values for properties
given the current real estate market.
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April 10,2013
Staff provided a detailed overview of the proposed budget. The Committee discussed
avenues for lowering expenditures including reducing the Committee meeting frequency to
every other month unless business warrants additional meetings.
Mr. Depouw moved to establish a regular meeting schedule for the Committee of every
other month (6 meetings)for Fiscal Year 2014 beginning in October of 2013. Second by
Mr. Fernandez. Carried unanimously 5—0.
The Committee noted the proposed budget indicates a shortfall and it may not be prudent to
provide a recommendation at this point.
The Committee requested Staff to revise the proposed budget given the new meeting
schedule and disseminate it to them via email for review.
C. Project Manager Report—Darryl Richard
1. Change Order
Mr. Richard provided the document"Radio Road East Landscape and Irrigation
Project 12-5878—Change Order Number Four"for consideration.
Mr. Depouw moved to approve "Radio Road East Landscape and Irrigation Project
12-5878—Change Order Number Four." Second by Ms. Chapin. Carried
unanimously 5—O.
2. Maintenance Report
Dayna Fendrick,Urban Green Studio submitted the"Radio Road East MSTU Field
Report No. 11 -dates 3/6/13—4/5/13" for informational purposes. She provided an
overview of the document.
Dale Hannula reported, subsequent to the field visits indicated in the report, a lightning
strike caused the irrigation pump station to fail. Hand watering occurred as necessary
to ensure adequate water was supplied to the areas affected.
The date of completion for the project remains as April 25, 2013.
Staff reported they will ensure any administrative measures are undertaken to extend
any dates as necessary to officially"close out"the project.
VI. OLD BUSINESS
1. Update on Installation of Motorola Equipment
Mr.Richard provided a letter from Roger Dick,Project Manager,Growth Management
Division—Road Maintenance—"Subject: Update for Radio Road East MSTU Advisory
Committee"which outlined the status of the Motorola equipment. He noted:
• Staff(IT Dept.)continues to attempt to resolve the software issues associated with
the equipment.
• Darryl will be meeting with representatives of Motorola in an effort to expedite a
solution to the issue as soon as possible.
• A(Hunter)back up irrigation control system has been installed and is operational
ensuring adequate water is available to the landscaped areas.
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April 10, 2013
2. Update on Qualifying Vendor for Pest Control Services (as needed basis)—
Mr.Richard reported the service will be incorporated into the scope of services provided
by the landscape maintenance contractor.
VII. NEW BUSINESS
1. Review of Proposed Landscape Maintenance Contract—heard after V2
Mr. Richard reported the request for provision of landscape maintenance services is due
back on April 29,2013. The Contract is anticipated to be a 4 year Contract and would
initiate on August 1, 2013.
Staff disseminated a"Request for Quote"for the provision of services (RFQ 09-5293 033
Radio Road MSTU) for 3 months(May, June and July of 2013). The service is necessary
as there will be a 3 month gap of service until the new 4 year Contract is executed. The
qualified bidder with the lowest cost proposal is Caribbean-Lawn at an amount of
$5,400.00.
Mr.Depouw moved to approve the proposal submitted by Caribbean Lawn for provision
of landscape maintenance services for 3 months(May,June and July of 2013)at cost of
$5,400.00. Second by Ms. Chapin. Carried unanimously 5—0.
2. Review of Landscape Architect Services Contract- heard before item V12
Mr. Richard presented the following proposals submitted by Urban Green Studio for
consideration:
1. "Proposal for Landscape Architectural Services Maintenance Consulting May 2013—
Sept 2013"at a cost of$5,150.00.
2. "Proposal for Landscape Architectural Services Maintenance Consulting Oct 2013—
Sept 2014"at a cost of$11,550.00.
The Committee noted the costs may be lower than the proposed amount shown in Exhibit A
of the proposals given the change in the Committees meeting schedule.
Ms. Chapin moved to approve both proposals as presented. Second by Mr.Depouw.
Carried unanimously 5—0.
VIII. COMMITTEE COMMENTS
None
IX. PUBLIC COMMENTS
None
X. NEXT MEETING
May 8, 2013
There being no further business to come before the Committee,the meeting was adjourned
by the Chair at 11:35 A.M.
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April 10,2013
RADIO ROAD EAST MSTU ADVISORY
COMMITTEE
A
Dale Johnson,Cha' an
The Minutes were approved by the Committee on a1 CL e Z ,
as presented J
p ?�+. , or as amended
The next meeting is May 8,2013 at 10:00 AM
At the Plantation Clubhouse,7773 Tara Court
Naples,FL 34104
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