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VB MSTU Agenda 01/10/2013 VanclerbIltbeack �.S.�.u. Advisory Committee 3299 East Tamiami Trail Suite 103 Naples, FL 34112 January 10, 2013 AGENDA I. Call Meeting to Order II. Attendance III. Approval of Agenda IV. Approval of Minutes — November 1, 2012 V. Budget Report VI. Landscape Maintenance Report— CLM VII. Utilities Report— Charles Arthur VIII. Project Manager Report A. ATM Department - Darryl Richard Xl. Old Business A. Bud Martin Memorial Bench X. Update Report A. Maintenance — Bruce Forman XI. New Business A. Election of Chairman and Vice Chair XII. Public Comment The next meeting is February 7, 2013 at 2:00 P.M. ST. JOHNS PARISH LIFE CENTER 625 111TH Ave. Naples, FL 1 • VanclerbIltbeacli M.51 .(J. Advisory Committee HIPEast Tamiami Trail Suite 103 Naples, FL 34112 November 1, 2012 MINUTES Call Meeting to Order The meeting was called to order by Charles Arthur, Chairman at 2:02 p.m. A quorum was established. II. Attendance Members: Charles Arthur, Bruce Forman, Michael Price, William Sjostrom, Dick Lydon - Excused County: Darryl Richard—MSTU Project Manager Others: Sue Flynn—Juristaff III. Approval of Agenda Delete: VII. Landscape Maintenance Report IX. B. Public Utilities Department Add: XII. A. Applications for Advisory Board Mr. Forman moved to approve the agenda as amended. Second by Mr. Sjostrom. Motion carried unanimously, 4-0. IV. Approval of Minutes — October 11, 2012 Change: V. 1st Sentence should read "Secretary reported the signs had been place on hold at the request of Commissioner Hiller" VI. Strike last 2 sentences IX. Page 3, 2nd paragraph, last sentence should read "Darryl Richard noted FPL will take the poles down under their contract." VIII. Page 4, 1st sentence should read "County Legal recommended the present agreement...." VIII. Page 4, 3`d paragraph, Strike 1st sentence Mr. Sjostrom moved to approve the October 11, 2012 minutes as amended. Second by Mr. Price. Motion carried unanimously, 4-0. 1 V. Beach Access Signs Staff will monitor when CAC submits the Beach Access Signs to the BCC for approval. VI. Budget Report Darryl Richard distributed and reviewed the Vanderbilt MSTU Fund 143 Report dated November 1, 2012. (See attached) • Ad Valorem Tax Available $952,700.00 • Operating Expense Available $4,767.186.87 • Reserve For Capital Available $17,500.00 Darryl Richard distributed and reviewed the Vanderbilt Beach MSTU Adjusted Balance Sheet (Unaudited) as of September 30, 2012. (See attached) Mr. Arthur requested a breakdown per phase with an updated project activity list. It was noted the department moved to another building during the week and the computers were in the process of being set-up. Darryl Richard will email Caroline Soto and copy the Advisory Committee request for an updated project activity report and a separate report on the FPL Escrow Payout Schedule. VII. Landscape Maintenance Report - None VIII. Utilities Report Darryl Richard distributed and reviewed the Vanderbilt Beach MSTU —Weekly Construction Update for week ending October 26, 2012 on Gulf Shore Drive. (See attached) • Installed conduit bores and connected equipment. • Collier County repaired a sanitary sewer line that was hit at#9566 last week. The owner will be making a claim for monies due from cleanup damages. • Hole Montes received a claim for damages from 103 Sea Breeze on October 10, 2012 for cleanup from a sewer line which was hit early in the project. It was noted it had not been the MSTU's nor the County's fault. Staff will coordinate payment by Mas-Tec. • Several customers were out of service and CenturyLink was called. There had been 3 broken lines within a 300' stretch near the LaPlaya entrance. CenturyLink supervisor shut down Florida-Sol from doing any more excavation. • Additional bores are needed as spare conduits to complete looped systems in certain transformers on Gulf Shore Drive. Mas-Tec to coordinate with FPL. No additional cost to MSTU. • Comcast installation plans and specifications have gone out to bid are due back to the County by November 28. 2 Mr. Arthur researched with the Clerk and confirmed the MSTU does have to bid out the Comcast installation to insure competitive bids. Discussion was made on process on time schedule and procedures and Staff outlined the process as: D Bid comes in on November 28. D Advisory Committee approval on December 6. D To the BCC for approval after all documentation has been completed. D Staff will confirm deadlines. D An item can only be placed on the BCC Agenda when all documentation has been collected and completed. D Clerk of Courts to review. D Finance and Budget Office to review. D Purchasing and Legal review of the contract. Staff indicated there are no time constraints for each department to abide by while reviewing bids. Mr. Arthur verified step one for Phase II and Phase III as follows: • Going to all the homes and businesses that have aerial connections and list all those • Go out for bid with electrical contractors. • Decide distance MSTU will go; at a minimum the MSTU should do from White House Motel around the corner up South Bay Drive and Vanderbilt Beach Road to at least the Regatta. • Bury aerial lines on finger streets. Staff will coordinate moving forward on Phase II and Phase III with FPL. FPL will provide the Design for Phase II and Phase III in approximately two or three months; once the Design is complete FPL will provide cost factors. Mr. Arthur identified the following phases: Phase ll— South end of Vanderbilt Beach Road and South Bay Drive Phase III—All finger streets Phase IV— Bluebell all the way up to Wiggins Pass. Darryl Richard suggested submitting RFP for an onsite CEI Inspector and coordinator. He reviewed the County's bid selection process and asked if a member would like to represent the Advisory Committee. Mr. Sjostrom agreed to represent the Advisory Committee. Staff noted he had not received confirmation that Phase II and Phase III had to be bid out. Mr. Arthur asked if Staff would like a confirmation letter from the Clerk. 3 IX. Project Manager Report A. Alternate Transportation Modes (ATM) Department—Addressed previously B. Public Utilities Department - None X. Old Business A. Bud Martin Memorial Bench Staff will provide images for possible memorials and locations to place Memorial Bench to honor Bud Martin. It was noted the Committee had previously authorized a budgeted amount. Mr. Sjostrom suggested Staff research the memorial bench with Parks and Recreation (PAR) to retain uniformity with the County that a plaque could be mounted on. Staff will pursue options with PAR including the maintenance of the bench. B. 2-Board Members Terms will expire in November Darryl Richard reported the 2-vacant positions for the Vanderbilt Beach MSTU Advisory Committee had been advertized. He provided Mr. Arthur and Mr. Sjostrom applications for consideration. Mr. Sjostrom moved to recommend the application received from Mr. Arthur to serve on the Vanderbilt Beach MSTU Advisory Committee for a term of 4-years be submitted to the BCC for final approval. Second by Mr. Forman. Motion carried unanimously 4-0. Mr. Arthur moved to recommend the application received from Mr. Sjostrom to serve on the Vanderbilt Beach MSTU Advisory Committee for a term of 4-years be submitted to the BCC for final approval. Second by Mr. Price. Motion carried unanimously 4-0. Election of Chairman and Vice Chairman will take place at next meeting. XI. Update Report A. Maintenance— None XII. New Business — None XIII. Public Comment — None Mr. Forman moved to adjourn at 3:20 p.m. Second by Mr. Sjostrom. Motion carried unanimously, 4-0. There being no further business for the good of the County, the meeting was adjourned by the Chairman at 3:20 p.m. 4 Vanderbilt Beach MSTU Advisory Committee . je bip Charles Arthur, - airman -abz,z,c.,c)reg These minutes approved by the Board/Committee on /Jof pp Y as presented OR amended • • (iQ 3) The next meeting is January 10, 2013 at 2:00 P.M. ST. JOHNS PARISH LIFE CENTER 625 111TH Ave. Naples, FL 5