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VB MSTU Minutes 07/26/2013 Vanderdidi Oooc& M.S.7.i1. Advisory Committee 3299 East Tamiami Trail Suite 103 ■ � Naples, FL 34112 JULY 26,2013 MINUTES CALL TO ORDER Vice Chair William Sjostrom called the meeting to order at 2:00 PM. Roll was called and a quorum was established; three voting members were present. II. ATTENDANCE Members: William Sjostrom, Vice Chair Michael Price, Mark Weber Excused: Charles Arthur—Chairman, and Bruce Forman County: Darryl Richard, Project Manager Harry Sells, Project Manager Others: Robert Kindelan—CLM Ray Benza—Hole Montes Engineering Mark Cook—Comcast Absent: Representative from Cable Wiring Specialists, Inc.- Tony Seco (Anne lacuzzo—JuriSolutions) III. APPROVAL OF AGENDA Michael Price moved to approve the Agenda as presented. Second by Mark Weber. Carried unanimously, 3—0. IV. APPROVAL OF MINUTES—MAY 14,2013 Mark Weber moved to approve the Minutes of the May 14, 2013 meeting as submitted. Second by Michael Price. Carried unanimously, 3—0. V. LANDSCAPE MAINTENANCE REPORT—ROBERT KINDELAN, CLM • Normally scheduled maintenance was performed • Irrigation issue: control wire(s) must be replaced as well as a malfunctioning valve that does not open or close correctly o Approval for the repairs has been obtained • Site inspection was conducted on July 25th o Branches that are hanging over the sidewalk will be trimmed o Weed issue - plants at corners: will be pulled July 26,2013 • The Memorial Benches at Connor Park and Le Dauphin Condo have been installed o Posts were installed o The benches were installed in concrete o The pads will be poured next week o The plaques have not yet been installed—the area has been measured VI. UTILITIES REPORT • Ray Benza—Hole Montes o The assigned portion of the Project has been completed o Locates have been completed o Switch-overs have been completed o To be done: some landscaping items and removal of the poles • Mark Cook—Comcast o The assigned portion of the Project is not yet complete o Phase I and Phase II have been completed—"the old plant is dead" o Phase III and Phase IV will be "swapped over" next week(from Le Dauphin to the south) • The existing cables (going into the buildings) will be cut and swung into the pedestals • Live feed will be removed from the pole and installed in the pedestal Darryl Richard explained Comcast had split its Phase I into 4 parts. o All the side streets have been completed Harry Sells noted FPL has a temporary power feed on Gulf Shore Drive at the site of the new house construction on the west side of the Drive (#10091). It will be removed. (A representative from CSWI was not in attendance.) VII. PROJECT MANAGER'S REPORT—HARRY SELLS • CSWI is performing the work for Comcast. • Comcast will finish the cut over and go live by next week. • The cable should be removed by August 15th. Harry Sells noted there were two remaining issues: • The temporary power feed on Gulf Shore (previously discussed) which will be handled by FPL • Century Link has seven"drops"to resolve—two of which are going across Gulf Shore Drive. (A"drop" is a feed from a pole or cable to the customer's residence.) 2 July 26,2013 • Century Link's plan will be submitted to Mr. Sells next week. He stated he does not anticipate any delays in receiving the document. • As soon as the Century Link issue is resolved, Mr. Sells will schedule FPL to begin removing the wires and their equipment. Removal of the poles will begin shortly thereafter. • He noted the size of the poles on Gulf Shore Drive will be a problem. o Made of concrete o 55 to 60 feet long o Embedded approximately 8 feet deep in the ground • Equipment required: o Crane o Semi-low boy o Tanker truck o Back hoe to fill the holes • The Gulf Shore Drive may be shut down at the crane location due to the size of the crane. Traffic would still move north and south of the crane,just not passed the crane. o One option: Work at night from 10:00 PM to 6:00 AM o Less traffic issues o Negative: It will be very noisy A suggestion was offered to cut the poles at below grade. The issue would be the remaining concrete"stub"—the better option is to completely remove the entire pole. It was noted FPL has been paid to remove the poles and is responsible to back fill the holes. Discussion ensued concerning various types of equipment including outriggers and hydraulic boom. (Michele Arnold arrived at 2:17 PM.) Consensus: To complete as much work as possible before the residents return in October. Working during the day was preferred. Action Item: Vice Chair Sjostrom requested that Staff email progress reports to the members and Harry Sells stated he would comply. It was noted the landscape repair is to be negotiated with FPL. The work will generate more landscape and irrigation issues than in Phase I. "Jetting"the pole means that dirt, sand, and water will spurt out an approximate ten-foot diameter circle around the hole. Action Item: Mr. Sells will research who is responsible for the repairs. (The Vendors were excused.) BUDGET (Report attached: "Vanderbilt MSTU Fund 143—July 23, 2013") 3 July 26,2013 Harry Sells distributed two documents: the "standard" Budget report(dated July 26th) and a revised version that he created (dated July 23`d). He explained the differences: the addition of two sub-categories, i.e., "Landscape Incidental" and "Other Contractual." He noted the Line Item numbers were the same on both versions. He stated for"Landscape Incidentals," $40K had been budgeted and $13,219.69 had been committed, but $34,700.96 had been spent. The result was that the budgeted amount had been exceeded by $7,920.65. • Received to date: $ 918,822.46 • Total Revenue Budgeted: $ 5,215,107.37 (Line 13) • Total Revenues Collected: $ 933,476.84 • Total Available to Spend: $ 4,281,630.53 He explained the Line Item for"Transfers & Contributions" consisted of the carry-forward, i.e., funds that had not been budgeted to spend in previous years. He stated, theoretically, at the end of the project, the numbers should zero out. Noted under"Other Contractual"was a commitment to Bentley Electric of$430,870, the contracted amount to start the overhead to ground conversion in Phase III. There are 158 meters to convert. The project will begin next week. The fourteen side streets that run off Vanderbilt Beach Road are included. Bentley Electric will convert the properties that have not been converted. Also noted under"Other Contractual"was a commitment to CWSI of$264,396.96 but only $83,138.50 has been paid to date. The final bill may be less than the budgeted amount. FPL charges approximately $686 to convert each property for a total of$13,372.80 which was the budgeted amount (the first 20 houses in Phase III). FPL has been paid in advance $6860. • Operating Expense $ 5,111,207.37 • Outstanding Commitments: $ 888,352.20 • Expenditures: $ 349,126.42 • Available (uncommitted) $ 3,873,567.20 • Reserves $ 17,500.00 • Total Budget Amount: $ 5,215,107.37 • Outstanding Commitments: $ 888,352.20 • Actual Expenditures: $ 430,403.24 • Available Total remaining: $ 3,896,210.38 BALANCE SHEET Mr. Sells noted during the last meeting, questions were asked concerning the amount of cash on hand. He referenced an email received from Derek Johnssen. He stated the 4 July 26,2013 document explained the difference between the Budgeted "Carry Forward" and the actual audited"Carry Forward was $281,409. (The audit was conducted on September 20, 2012.) The"Carry Forward"had been underestimated. Mr. Sells asked Mr. Johnssen to produce a balance sheet on a monthly basis which will be presented to the Committee for review. Budget Amount for FY 2013: $974,425. PHASE I • Harry Sells confirmed he will send a weekly status report to the members via email. • FPL will produce its final plans (reviewed by an engineer)by next week. PHASE II and PHASE III • Same issues with Century Link, Comcast, and New View • Expecting plans from each within the next two weeks Suggestion: Hire one contractor to install the conduit at the same time. VIII. OLD BUSINESS A. Memorial Benches - installed • Le Dauphin Condos: o Bench was initially placed in a low spot— o The finished elevation of the pad matches elevation of the sidewalk o The wooden bench has been installed in a higher spot • Plaques: o The various options were discussed o Must be routed in place o Consensus: Bronze plaque is the best option Action Item: Harry Sells will purchase two bronze plaques. The Committee chose to inscribe: "In Memory of " on two lines. B. Hole Montes Bid Harry Sells explained a bid for"interim services" for Phase II and Phase III was put out for bid and only Hole Montes responded. The County has required that a second bid is to be issued. It was noted the original bid was too complex and is being re- written. C. Beach Access Signs • Signs have been replaced with"popsicle" signs (next to street)—which is not the same location • Issue will be decided by the Vanderbilt Beach HOA 5 July 26,2013 IX. NEW BUSINESS A. Meeting Dates • Next meeting is October 17th • A meeting can be called if necessary X. PUBLIC COMMENT (None) NEXT MEETING DATE: OCTOBER 17,2013 "CLAUSSEN FAMILY CENTER"AT ST.JOHN'S CHURCH 625 111111 AVENUE,NAPLES,FLORIDA There being no further business brought before the Committee,the meeting was adjourned by order of the Vice Chair at 3:20 PM. VANDERBILT BEACH MSTU ADVISORY COMMITTEE Ci€ LL WILLIAM SJOSTR M,VICE CHAIR The minutes approved by the Board/Committee on ,2013, "as submitted" f \ j OR "as amended" [ 1. 6 VancIerbIk 15 h M.5: I . . Advisory Committee ,,„ 3299 East Tamiami Trail Suite 103 Naples, FL 34112 JULY 26,2013 SUMMARY: MINUTES & MOTIONS III. APPROVAL OF AGENDA Michael Price moved to approve the Agenda as presented. Second by Mark Weber. Carried unanimously, 3—0. IV. APPROVAL OF MINUTES—MAY 14,2013 Mark Weber moved to approve the Minutes of the May 14, 2013 meeting as submitted. Second by Michael Price. Carried unanimously, 3—0. VII. PROJECT MANAGER'S REPORT—HARRY SELLS • The entire length of Gulf Shore Drive may be shut down due to the size of the crane. o One option: Work at night from 10:00 PM to 6:00 AM o Less traffic issues o Negative: It will be very noisy A suggestion was offered to cut the poles at below grade. The issue would be the remaining concrete "stub"—the better option is to completely remove the entire pole. It was noted FPL has been paid to remove the poles and is responsible to back fill the holes. Discussion ensued concerning various types of equipment including outriggers and hydraulic boom. Consensus: To complete as much work as possible before the residents return in October. Working during the day was preferred. Action Item: Vice Chair Sjostrom requested that Staff email progress reports to the members and Harry Sells stated he would comply. It was noted the landscape repair is to be negotiated with FPL. The work will generate more landscape and irrigation issues than in Phase I. "Jetting"the pole means that dirt, sand, and water will spurt out an approximate ten-foot diameter circle around the hole. Action Item: Mr. Sells will research who is responsible for the repairs. July 26,2013 • BUDGET o BALANCE SHEET Action Item: Mr. Sells asked Mr. Johnssen to produce a balance sheet on a monthly basis which will be presented to the Committee for review. VIII. OLD BUSINESS A. Memorial Benches-installed • Plaques: o The various options were discussed o Must be routed in place o Consensus: Bronze plaque is the best option Action Item: Harry Sells will purchase two bronze plaques. The Committee chose to inscribe: "In Memory of " on two lines. X. NEW BUSINESS A. Meeting Dates • Next meeting is October 17th • A meeting can be called if necessary 2