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VB MSTU Minutes 10/17/2013 V aid a'd i@f O.ae Advisory Cossimittaa 3299 East Tamiami Trail Suite 103 Naples, FL 34112 OCTOBER 17,2013 MINUTES I. CALL TO ORDER Chairman Charles Arthur called the meeting to order at 2:00 PM. Roll was called and a quorum was established; four voting members were present. II. ATTENDANCE Members: Charles Arthur—Chairman Bruce Forman,Michael Price, Mark Weber Excused: William Sjostrom, Vice Chair County: Harry Sells, Project Manager Michelle Arnold—Director,ATM Others: Absent: Robert Kindelan—CLM (Anne Iacuzzo—JuriSolutions) M. APPROVAL OF AGENDA Bruce Forman moved to approve the Agenda as presented Second by Michael Price. Carried unanimously, 4—0. IV. APPROVAL OF MINUTES—JULY 26,2013 Michael Price moved to approve the Minutes of the July 26, 2013 meeting as submitted Second by Bruce Forman. Carried unanimously, 4—0. V. LANDSCAPE MAINTENANCE REPORT—ROBERT KINDELAN,CLM (No Report-Robert Kindelan was not present) VI. PROJECT MANAGER'S REPORT—HARRY SELLS • Memorial Benches o Have been installed—photos were provided to the members for their review o Two-Line Inscriptions: In Memory of Richard"Dick"Lydon and In Memory of Alvin"Bud"Martin,Jr. (Michelle Arnold arrived @ 2:05 PM) October 17,2013 • Budget—FY 2013 and FY 2014 Harry Sells explained the layout changes to the document. The format was modeled after an Income and Expense Statement(8 1/2 x 11). FY 2013: (Report attached: "Vanderbilt MSTU Fund 143—September 30, 2013") o He noted the(new format)Budget review was valid to end of Fiscal Year 2013, i.e.,a"Close Out" Statement o Under"Other Contractual"(Line Item 20), Chairman Arthur noted $493,292.65 had been spent for Phase Ito bury the power lines and for engineering fees. o Bentley Electric submitted a(pending)Purchase Order for Phase III in the amount of$430,870. o Total Available Balance: $3,971,113.50 o "Carry Forward"to FY 2014: $4,769,656.48 FY 2014: (Report attached: "Vanderbilt MSTU Fund 143—October 17, 2013") o This is the first Budget of the new Fiscal Year o Property Values have increased to$974,475 from$952,027. o Ad Valorem Taxes—$974,400.00(to be collected) o Total Budget: $5,190,341.69 o A contract in the amount of$44,504.70 was signed with RWA to conduct surveys and mapping of easements. There are 15 easements in Phase II and Phase III. • Phase I Project o Construction has been completed o Landscaping Restoration is in process—6 properties remain to be completed o Approximately$30,000 has been spent o Still fielding a few complaints—have dropped off substantially Chairman Arthur commended Mr. Sells doing a"fantastic job"on Phase I. • Phases II,III,and IV o Method of Construction • Issue: R-O-W on Vanderbilt—it is extremely narrow • Nine conduits will be installed in the R-O-W • Landscape repair will not begin until conduit installation has been completed • Suggestion: One contractor will bury all the conduits for the remainder of the project—all phases. When asked if it would make sense to install the conduits on the other side of Vanderbilt Drive, Mr. Sells replied there were several issues to consider, i.e.,the grade was terrible,there were water lines, and a very deep drainage swale. He 2 October 17,2013 stated construction would be a"mess." • Water lines will be torn up and replaced(Vanderbilt and the"finger" streets) • All sewer lines will be replaced • Lift stations: Four will be eliminated on the"finger"streets • The lift station on Vanderbilt will remain • Sidewalks: sections of concrete will be removed—the sidewalks will be shut down during construction Harry Sells advised the Committee there would be a series of detours on Vanderbilt Drive as construction progresses. He suggested that for the size of the project,three vendors should be used, i.e., FPL, Comcast, and Century Link. It was noted that Phase IV would not begin for approximately two years. Chairman Arthur concurred, stating it would take at least two years to complete Phase II and Phase III. o Bid Request for CEI(Construction Engineer Inspector) • In process of preparing of procedures—complicated to draft • The bid should be ready by next week • Will supervise conduit installation—there are 158 residential properties Chairman Arthur asked if there was a way to eliminate the need for a CEI to oversee the Contractor since the MSTU had hired its own Contractor. He asked if it was still necessary to hire someone to oversee the Contractor. Mr. Sells explained the purpose for hiring the CEI was to protect the MSTU. He is a professional inspector who will: • ensure the contractor is doing what is to do and at the correct location • verifies that the equipment put in the ground is supposed to be there • verifies that the safety procedures have been followed on the job site • keeps an eye on the budget o Clerk's Issues with FPL Payments • The Clerk's office does not want to advance payment since funds are drawn from its"escrow"account • Vendors(FPL)have agreed to be paid after the work is completed VII. OLD BUSINESS A. Pelican Engineering—Cost Estimate(Phase II and Phase III) A proposal in the amount of$7,265.00 was submitted by Pelican Engineering Consultants on August 5,2013. The vendor was paid. Mr. Sells requested the approval to be entered on the record. 3 October 17,2013 Chairman Arthur moved to affirm the previous email of support which approved payment to Pelican Engineering Consultants,LLC. Michael Price offered a Second in support of the motion. Carried unanimously, 4—0. VIII. NEW BUSINESS A. New Member—Mark Weber It was noted Mr. Weber had been appointed to the Committee to serve out the remaining portion of another member's term(Richard Lydon). The term has expired and Mr. Weber has applied to be appointed to serve in his own right. A copy of his application was provided to the Committee to review. Bruce Forman moved to approve recommending the application of Mark Weber to serve as a member of the Vanderbilt Beach MSTU. Michael Price offered a Second in support of the motion. Carried unanimously, 3—0. (Mr. Weber abstained from voting.) It was noted the Committee's recommendation will be forwarded to the Board of County Commissioners for review and approval. IX. MEMBER COMMENT • It was noted the poles have been pulled and FPL did a nice job. • The new signs have been installed. • Barry Williams was very helpful. X. PUBLIC COMMENT (None) NEXT MEETING DATE: NOVEMBER 7,2013 "CLAUSSEN FAMILY CENTER"AT ST.JOHN'S CHURCH 625 111T"AVENUE,NAPLES,FLORIDA There being no further business brought before the Committee, the meeting was adjourned by order of the Vice Chair at 3:30 PM. VANDERBILT BEACH MSTU ADVISORY COMMITTEE '� 1 �l/O� CHARLES ARTHUR,CHAIR The minutes approved by the Board/Committee on , 2013, "as submitted" 1 1 OR "as amended" [ )(]. 4 Vanderbilt beach M.5 I .(J. Aclvisory Committee 3299 East Tamiami Trail Suite 103 Naples, FL 34112 OCTOBER 17, 2013 SUMMARY: MINUTES AND MOTIONS III. APPROVAL OF AGENDA Bruce Forman moved to approve the Agenda as presented. Second by Michael Price. Carried unanimously, 4— 0. IV. APPROVAL OF MINUTES—JULY 26,2013 Michael Price moved to approve the Minutes of the July 26, 2013 meeting as submitted. Second by Bruce Forman. Carried unanimously, 4—0. VII. OLD BUSINESS A. Pelican Engineering—Cost Estimate (Phase II and Phase III) A proposal in the amount of$7,265.00 was submitted by Pelican Engineering Consultants on August 5, 2013. The vendor was paid. Mr. Sells requested the approval to be entered on the record. Chairman Arthur moved to affirm the previous email of support which approved payment to Pelican Engineering Consultants, LLC. Michael Price offered a Second in support of the motion. Carried unanimously, 4—0. VIII. NEW BUSINESS A. New Member—Mark Weber It was noted Mr. Weber had been appointed to the Committee to serve out the remaining portion of another member's term (Richard Lydon). The term has expired and Mr. Weber has applied to be appointed to serve in his own right. A copy of his application was provided to the Committee to review. Bruce Forman moved to approve recommending the application of Mark Weber to serve as a member of the Vanderbilt Beach MSTU. Michael Price offered a Second in support of the motion. Carried unanimously, 3—0. (Mr. Weber abstained from voting.) It was noted the Committee's recommendation will be forwarded to the Board of County Commissioners for review and approval.