Radio Road East MSTU Minutes 10/23/2012 M.S.T.U. Ait44.41 C
32//E441 T 4,4.:Am.:.TE
34∎1 ,,1 F 54. 103
N44,FL 34112
Minutes
October 23, 2012
Call Meeting to Order
The Meeting was called to order by Chairman Dale Johnson at 3:30 P.M.
Roll call was taken and a quorum was established.
II. Attendance
Members: Sue Chapin, Thomas Depouw, Renato Fernandez, Dale
Johnson, Janice Bundy - Excused
County: Darryl Richard — Project Manager, Michelle Arnold — ATM
Director
Others: Dayna Fendrick — Urban Green Studio, Dale Hannula — Hannula
Landscaping and Irrigation, Sue Flynn - Juristaff
III. Approval of Agenda
Add: VII. A. Vote on Member Applicants
Sue Chapin moved to approve the Agenda for October 23, 2012 as
amended. Second by Renato Fernandez. Motion carried unanimously
4-0.
IV. Approval of Minutes — September 18, 2012 Meeting
Sue Chapin moved to approve the September 18, 2012 Minutes as
presented. Second by Tom Depouw. Motion carried unanimously 4-0.
V. Transportation Services Report
A. Budget Report
Darryl Richard distributed the Radio Road East MSTU — Fund 166
Report date October23, 2012. (See attached)
• Ad Valorem Tax Available - $82,100.00
• Operating Expense Available - $80,766.94
• Improvements General Commitments - $446,746.00
• Reserves Available - $14,900.00
• Purchase Orders Paid - $267.70
• Open Purchase Orders - $449,911.36
Staff reported not receiving a response on how the uncollected Ad
Valorem taxes will be recorded in the budget in the new fiscal year.
1
Staff noted a copier had to be leased to accommodate each of the
MSTUs needs. Each MSTU will be charged 1-month of the yearly
lease plus copy charges.
B. Project Manager Report
Darryl Richard distributed and reviewed Change Order #1 (12-5878)
Proposal on the Landscaping & Irrigation Project from Hannula
Landscaping and Irrigation, revision date October 18, 2012. (See
attached) Cost factors were updated due to field information needed to
be verified on the actual quantity of the HDPE pipe and the field
installation in the amount of$12,791.
Change Order #1 was voted on and approved for $13,069.50 at the
September 18, 2012 meeting.
He reported AgTronics shipped supplies under the P.O. approved
by Advisory Committee but when the Finance Department did not pay
AgTronics invoice for non-bid items; AgTronics picked up shipment
the same day and returned it to inventory.
Darryl Richard explained another option for the Advisory Committee
to take would be to accomplish purchasing would be by piggy backing
off Hannula contract. This would include paying tax and contractor
product mark up of 10%.
Staff distributed and reviewed Change Order #2 (ITB12-5878) in the
amount of$23,661.70 dated October 18, 2012. (See attached)
Dale Johnson asked how much more it would cost because of these
procedural changes and who didn't do what they were supposed to do.
Discussion took place on the RFP process, modifications made on bid
items and the cost difference due to procedural changes, error(s) and
miscommunications. The Advisory Board opt not to hold up the
project; however indicated a letter be addressed to the BCC explaining
what happened due to internal rules and procedures.
Dale Johnson moved to accept Change Order (#2) as presented;
however and that in addition the (Staff) attach a letter, signed by the
Advisory Board, to the Change Order outlining the issues associated
with that change to make BCC aware of what happened not to exceed
$36,452.70. Second (under protest) by Sue Chapin. Motion carried
unanimously 3-1. Tom Depouw opposed.
It was noted a letter attached to the Change Order in the Consent
Agenda may not be noticed by the Commissioners.
A consensus was formed to send the letter directly to each County
Commissioner and forego the letter during the approval process.
2
VI. Landscape Architect Consultant Report
A. Landscape Design
Dayna Fendrick distributed a Radio Road East MSTU Landscape
Architects Field Report # 5 and #6. (See attached)
She reviewed the following:
D Hannula is ready for the laterals. In process of killing sod over
the next 5-10 days.
➢ FPL is scheduled to install power on October 26.
D Rocks found during the process will be hauled away.
D Staking for tree location has been completed.
➢ Planting should start approximately November 1.
Urban Green reported having a hard time finding Silver Button Woods
and may need to go with a smaller size.
Dayna Fendrick addressed many questions posed by Advisory Board.
Dale Hannula provided and reviewed the Landscape and Irrigation
Project Schedule dated October 18, 2012. (See attached)
Discussion was made regarding the traffic light at Madison Park and
the current issues including developers setting aside the funds for the
traffic light installation. Conflicting information has been received
regarding traffic light installation.
Darryl Richard will submit contact information to Dale Johnson.
VII. New Business
A. Vote on Member Applications
Darryl Richard presented Advisory Board Applications from Tom
Depouw and Sue Chapin. He noted the positions had been advertised
publicly.
Dale Johnson moved to accept applications from Tom Depouw and
Sue Chapin and recommend approval by the BCC. Second by Renato
Fernandez. Motion carried unanimously 4-0.
VIII. Old Business
A. Liaison Report—Radio Road MSTU—None
B. Status on RFP for Architect Consultant
Darryl Richard reported a representative from the Horticulture Extension
Office has agreed to join the Selection Committee. The Selection Committee
will consist of 5-Advisory Board Members, Darryl Richard and Extension
Representative. Staff will submit a letter to the BCC for their final approval.
XI. Public Comments -None
The next meeting will be held on December 5, 2012 at 10:00 AM.
3
There being no further business to come before the committee, the meeting was
adjourned at 4:45 P.M.
Radio Road East Beautification
MSTU Advisory Committee
l
Dale Johnson, C irman
These minutes approved by the Advisory Committee on 1 2 `S
as presented x OR amended
The next meeting date is December 5, 2012
at the Plantation Club House, 7773 Tara Court,
Naples, FL 34104
4