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Lely Beautification MSTU Agenda 08/28/2014 1001 GOLF ESTATES BEAUTIFICATION MSTU ADVISORY COMMITTEE 3299 Tamiami Trail East, Suite 103 Naples, FL 34112 AGENDA AUGUST 28,2014 I. CALL TO ORDER II. ATTENDANCE III. APPROVAL OF AGENDA IV. APPROVAL OF MINUTES: JULY 16,2014 V. CHAIRMAN'S REPORT—ROBERT SLEBODNIK VI. BUDGET REPORT VII. LANDSCAPE MAINTENANCE REPORT-CLM VIII. LANDSCAPE ARCHITECT'S REPORT—MCGEE &ASSOCIATES IX. PROJECT MANAGER'S REPORT—DARRYL RICHARD X. OLD BUSINESS A. BY-LAWS—REVISED XI. NEW BUSINESS A. MEMBER APPLICATIONS XII. MEMBER COMMENTS XIII. PUBLIC COMMENTS XIV. ADJOURNMENT NEXT MEETING: SEPTEMBER 25,2014 AT 2:00 PM,Collier County East Naples Branch Library,8787 Tamiami Trail East,Naples,FL 34112 tilim GOLF ESTATES RY BEAUTIFICATION MSTU ADVISO COMMITTEE 3299 Tamiami Trail East, Suitel03 Naples, FL 34113 MINUTES July 17, 2014 I. CALL TO ORDER The meeting was called to order at 2:00 PM by Chairman Slebodnik. A quorum was established. Four(4) voting members were present. II. ATTENDANCE Members: Robert Slebodnik-Chairman Tony Branco Jennifer Tanner Linda Rae Jorgensen Kathleen Dammert(Excused) County: Darryl Richard—Project Manager Others: Michael McGee—Landscape Architect,P.A. Robert Kindelan—CLM, Sue Flynn—JuriSolutions Linda R.Jorgensen—Advisory Committee Member Applicant III. APPROVAL OF AGENDA Add: IX. D. Lighting Contract Kathleen Dammert moved to approve the Agenda as amended. Second by Tony Branco. Motion carried unanimously, 3—0. IV. APPROVAL OF MINUTES—MAY 22,2014 Kathleen Dammert moved to approve the minutes of the May 22, 2014 meeting as submitted. Second by Tony Branco. Motion carried unanimously, 3—0. V. CHAIRMAN'S REPORT (NONE) VI. BUDGET REPORT—DARRYL RICHARD LELY MSTU FUND 152 August 28,2014 Vendor Item PO# Budget Commitments Expenditures Total 1 CUR AD VALOREM TAX $ (192,000.00) $ - $ (184,793 23) $ (7.206.77) 2 DEL AD VALOREM $ - $ - $ - $ - 3 FIFTH THIRD O/N INTEREST $ - $ - $ (38.54) $ 38.54 4 INVESTMENT INTEREST $ (1,000.00) $ - $ (977 96) $ (22.04) 5 INTEREST TAX COLLECTOR $ - $ - $ - $ - 6 REVENUE STRUCTURE $ (193,000.00) $ - $ (185,809.73) $ (7,190.27) 7 TRANSFERS FROM PROP APP $ - $ - $ - $ - 8 TRANSFERS FROM TAX COLL $ - $ - $ - $ - 9 CARRY FORWARD GEN $ (163,200.00) $ - $ - $ (163,200.00) 10 NEG 5%EST REV $ 9,700 00 S - $ - $ 9.700 00 11 TRANSFERS&CONTRIB $ (153,500.00) $ - $ - $ (153,500.00) 12 TOTAL REVENUE $ (346,500.00) $ - $ (185,809.73) $ (160,690.27) 13 ENG FEES OTHER McGee&Associates Landscape Architect Sery 45-147350 $ 15,000.00 $ 8,965.75 $ 3,095 00 14 INDIRECT COST REIMBURS Colter County Indirect Cost Direct Pay $ 23.500 00 $ 23.500 00 $ 15 LANDSCAPE INCIDENTALS Florida Land Maintenance Incidentals 45-147647 $ 15.000.00 $ 2,585.00 $ 7,000.00 Florida Land Maintenance Grounds Maintenance 45-147647 $ 64,732.22 Florida Land Maintenance Grounds Maintenance 45-144498 FY13 PO S 2.150 00 $ 12.150 00, 16 OTHER CONTRACTUAL $ 60,000.00 $ 12.417.7E $ 62,582.22 $ (15,000.00) 17 ELECTRICITY FPL Electricity 47-001890 $ 5.000.00 , $ 3,600.96 $ 480.00 18 WATER AND SEWER Collier County Utilities Water Usage 47-001927 $ 5,000.00 $ 2,531.93 $ 1,400.00 19 RENT EQUIPMENT J.M.Todd Shared Copier Lease 45-147422 $ 300 00 • $ 133.06 $ 166.94 20 INSURANCE GENERAL Collier County Insurance General Direct Pay $ 600.00 $ 600.00 $ - Florida Irrigation Sprinkler Maint. 45-147490 0 a $ 839.54 Naples Electric Motor Works Diagnosis of Pump System 45-148954 S 125 00 21 SPRINKLER SYSTEM MAINT $ 3,000.00 $ 1,160.46 $ 964.54 $ 876.00 Forestry Resources Mulch 45-147489 $ - $ 6.708 90 Forestry Resources Mulch 45-150014 372 62 3 26 00 22 MULCH $ 6,000.00 S 472.62 $ 6,734.90 $ (1,207.52) Bentley Electric Electrical Monthly Inspectioi 45-147875 S - $ 1,166 41 Bentley Electric Lighting Repairs 45-151658 660 26 $ 23 LIGHTING MAINTENANCE $ 20,000.00 5 660.26 $ 1,166.41 $ 18,173.33 24 LICENSES&PERMITS Collier County Permitting ROW Permit Fee 5 2,000.00 . $ 1,000.00 $ 1.000.00 Juristaff Inc (Old Contract) Secretarial Services 45-147283 3 - $ 1,466 56 Juristaff Inc (New Contract) Secretarial Services 45-150256 .250 74 $ 349.26 Whited Holiday Decor Holiday Decor 45-148293 5 - $ 1,395 00 25 OTHER MISCELLANEOUS $ 3,500.00 $ 1,250.74 $ 3,210.82 $ (961.56) Staples(Old Contract) Office Supplies 45-147413 3 $ 42 96 Staples(New Contract) Office Supplies 45-150477 $ $ 97 45 26 OFFICE SUPPLIES $ 300.00 $ 59.58 $ 140.41 $ 100.01 27 COPYING CHARGES J M.Todd Copier CPC 45-147480 $ 300 00 - $ 200 00 $ 100.00 Diamond Fertilizer Fertilizer 45-147491 _ '00 0l, $ - Florikan Fertilizer 45-147523 - $ 2,540.60 28 FERT HERB CHEM $ 5,000.00 5 1,500.00 $ 2,540.60 $ 959.40 29 OTHER OPER SUPPLIES Suntrust Visa Office Supplies Direct Pay $ - $ 46 98 $ (46 98) 30 OPERATING EXPENSE $ 164,500.00 5. 27,862.80 5 121.5113.58 $ 16,133.62 31 IMPROVEMENTS GENERAL $ 45,800.00 ' $ - $ 45,800.00 32 CAPITAL OUTLAY $ 45,800.00 $ $ - $ 45,800.00 33 REIMBURSEMENT FOR STAFF SUPPORT $ 29.400 00 I $ 229.400 00 $ - 34 Budget Trans from Appraiser $ 2,000 00 $ 1.695 51 $ 304 49 35 Budget Trans from Tax Collector $ 4,800 00 S 4,695 85 $ 104.15 36 TRANSFERS $ 36,200.00 $ 36,791.36 $ 408.64 37 CATASTROPHE/HURRICANE RESERVE $ 100,000 00 $ - $ 100.000.00 38 RESERVES $ 100,000.00 5 $ - $ 100,000.00 39 TOTAL BUDGET S 346,500.00 $ 27,862.80 $ 156,294.94 $ 162,342.26 Total Available Balance $ 162,342.26 Plus Commited And Not Spent . 119,917,030 FY 10 Final Taxable Value 104,325,032 FY 11 Final Taxable Value 95,971,609 FY 12 Final Taxable Value 'Estimated Cash $ 190,205.06 92,697,303 FY 13 Final Taxable Value 95,719,423 FY 14 July 1 Taxable Value I Estimated Cash Less Missing Income $ 182,998.29 1 99,552,997 FY 15 July 1 Taxable Value 3 26%Ad( 14 to 15 FY 15 FY 14 Millage 2.0000 2.0000 Extension 199,106 191,437 2 ru ll cap Property Tax Limitation Impact FY 15 Gross Taxable Value 99.552.997 Minus.New Const Annex 52.907 Plus:Amendment Si TV Component 0 Adi Taxable Value 99,490,090 Prior year FY14 Levy(Proceeds) 191,437 Rolled Back Rate(less Amend One) 1.9242 91%of Rolled Back Rate 1 7510 O ,''�D Z22 OIN?1,3 C)C)-0 ry O aD o 7 0 0 S ODOO P.y7,3O =H c.�C. o c a m n N N a^l Ca .n.p.o+ a s . 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Morgan From: Sillery,Tessie Sent: Tuesday, August 26, 2014 3:51 PM To: Minutes and Records Cc: transprocessor @gmail.com; Richard, Darryl Subject: Back up Material - Lely mstu meeting 8-28-2014 Attachments: 2014-006 Lely MSTU FY 14-15 Fee Schedule.pdf; 2014-006 Lely MSTU FY14-15 Maintenance Proposal.pdf Under Florida Law,e-mail addresses are public records.If you do not want your e-mail address released in response to a public records request.do not send electronic mail to this entity.Instead,contact this office by telephone or in writing. 1 1/14 9,e,e a AO-Mated Landscape Architecture August 26,2014 Mr. Darryl Richard, RLA, MSTU Landscape Project Manager(MSTU/BU) Public Services Division Department of Alternative Transportation Modes 3299 East Tamiami Trail Suite 103[Building F Naples, Florida 34112 Subject: "Annual Services for Landscape Architectural Maintenance Consulting Services for the Lely Golf Estates, MSTU" as permitted by Contract#12-5892 "Fixed Term Landscape Architectural Services". M&A 2014-006P Dear Mr. Richard, The following is presented for your review and approval. The maintenance consulting services will be provided on a monthly basis generally coordinated with the M.S.T.U. Advisory Committee monthly meetings. The limited refurbishment design services will be quoted on a per project basis due to the unknown requirements of the work to be performed. McGee&Associates agrees to provide the following services for a period of twelve(12)consecutive months beginning October 1,2014 through September 30,2015. Monthly Services Task I- Attendance at all Lely M.S.T.0 publicly advertised meetings. (Based upon one meeting per month 18 hours) Task II-Attend no less than(12)monthly in the field meetings with staff and Contractor to review the project areas; attend no less than(2)additional meetings as requested. (Based upon 14 hours) Task Ill-Review and comment on the"General Maintenance Report Sheets"which is required to be submitted by the Contractor with pay request submittals. Review of estimates provided by Contractor with recommendations. (Base upon one review per month 3 hours) Task IV- Provide written and/or oral comments and recommendations based upon on-site observations of the M.S.T.U. areas addressing: improvements, landscape plant and irrigation maintenance problems or deficiencies. This includes evaluation of Contractor performance per contract specifications. Submit monthly written report to Department of Alternative Transportation Modes staff three(3)days prior M.S.T.U. meeting. (Base upon one report per month 24 hours) OPTIONAL SERVICES Task V-Upon Request Limited Refurbishment Design Services 1. Provide limited(minor)refurbishment design services and observation of installation on an as requested basis, i.e. deliverables/functions might be as follows: a. Diagrammatic planting plan sketches with a recommended plant list. b. Field locations for plants or improvements by staking,flagging or marking paint. Design * Environmental Management * Planning * Arborist 5079 Tamiami Trail East/P. 0. Box 8052 Naples, Florida 34101 Phone (239) 417-0707* Fax (239) 417-0708 LCC000098* FL1023A Page Two Lely Golf Estates M.S.T_U. Annual Grounds Maintenance Consulting 08/26/14, 2014-006P Task VI-Upon Request Miscellaneous Services(Estimated) 1. Provide assistance in developing the contract maintenance specification for purposes of bidding. 2. Attend pre-bid meetings and assist in preparing any necessary addendum related to maintenance contract bidding. Maintenance Consulting Services Fees Task I through IV Maintenance Consulting Services Unit Rate Cost Principal/Senior L.A. 59 $135.00 $7,965.00 (Time&Materials) Degreed L.A. 0 $125.00 $ -0- (Time&Materials) Design Associate 0 $ 85.00 $ -0- (Time&Materials) AutoCAD Technician 6 $ 65.00 $ 390.00 (Time&Materials) Administrative Assistant 12 $ 55.00 $ 660.00 (Time&Materials) $9,015.00 Task V(Optional)Limited Refurbishment Design Services Unit Rate Cost Principal/Senior L.A. 12 $135.00 $1,620.00 (Time&Materials) Degreed L.A. 0 $125.00 $ -0- (Time&Materials) Design Associate 0 $ 85.00 $ -0- (Time&Materials) AutoCAD Technician 8 $ 65.00 $ 520.00 (Time&Materials) Administrative Assistant 2 $ 55.00 $ 110.00 (Time&Materials) $2,250.00 Task VI(Optional)Limited Miscellaneous Services Unit Rate Cost Principal/Senior L.A. 4 $135.00 $ 540.00 (Time&Materials) Degreed L.A. 0 $125.00 $ -0- (Time&Materials) Design Associate 0 $ 85.00 $ -0- (Time&Materials) AutoCAD Technician 0 $ 65.00 $ -0- (Time&Materials) Administrative Assistant 0 $ 55.00 $ -0- (Time&Materials) $ 540.00 Reimbursable expenses allowance: $ 100.00 If you should have any questions or need further information please contact me any time.We look forward to working with your Department while improving and maintaining our roadways. Cordially, ichael A. McGee . .a. President,McGe &Associates LCC000098 Patricia L. Morgan From: Sillery, Tessie Sent: Tuesday, August 26, 2014 3:51 PM To: Minutes and Records Cc: transprocessor @gmail.com; Richard, Darryl Subject: Back up Material - Lely mstu meeting 8-28-2014 Attachments: 2014-006 Lely MSTU FY 14-15 Fee Schedule.pdf; 2014-006 Lely MSTU FY14-15 Maintenance Proposal.pdf Under Florida Law,e-mail addresses are u.A. rc rec ras.If you do not want your e-mail address released in response to a public records request.do not send electronic mail to this entity.Instead,contact this office by telephone or in writing. 1 N O or -0 17 v m „ 3 3 D * OX C3) 00. 3 m a 3 3 0 5 < m < = p n 5. Ni m D c) 0 L O = A f m a . 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G o M'.A Z °° 0 0 o 000: o m o o m''. o C N D O-. ° 't 00 00 o lobo o 0 0 0 is O e e o o e o e o LELY GOLF ESTATES BEAUTIFICATION Municipal Service Taxing Unit(MSTU)ADVISORY COMMITTEE BY LAWS ARTICLE I Name The name of this Advisory body shall be the Lely Golf Estates Beautification Municipal Service Taxing Unit(MSTU)Advisory Committee ARTICLE II Jurisdiction The Advisory Committee shall function as an advisory body to the Board of County Commissioners (BCC) and is governed under Ordinance 86-34, as amended. The Committee will make recommendations to the BCC in matters related to beautification within the district, funding, preparation of bid documents, management of contracts, and managing the annual budget. The BCC shall have the final authority over the actions of the MSTU. ARTICLE III Officers and their Duties Section 1. The officers shall consist of a Chair and Vice-Chair. Section 2. The Chair shall preside at the meetings and shall have the duties normally conferred by parliamentary usage of such officers. Section 3. The Chair may call special meetings, appoint s ubcommittees, and act as a liaison with government bodies and other related committees. Section 4. The Chair shall have the privilege of discussing all matters before the Committee and shall have the same voting rights as all Committee members. Section 5. The Vice-Chair during the absence of the Chair or the Chair's inability to serve, shall exercise all of the duties and powers of the Chair. Section 6. The full Committee may participate in the election process and vote. Section 7. The Advisory Committee shall adopt procedures by which it shall operate. 1 ARTICLE IV Election of Officers Sections 1. Nomination of Chair and Vice-Chair shall be made from the floor at the annual organization meeting in February of each year, and the election shall be held immediately thereafter. Section 2. A candidate receiving the majority vote shall be declared elected and shall serve a term of one (1) year, or until a successor shall take office. An Officer is eligibile for reelection if the term of the Advisory Committee is extended. Section 3. Vacancies in the position of Chair and Vice-Chair shall be filled immediately by regular elections procedures. Section 4. The Chair or Vice-Chair may be removed by a super majority of the Committee with or without cause. ARTICLE V Committee Structure and Meeting Requirements Section 1. The Lely Golf Estates Beautification Municipal Service Taxing Unit (MSTU) Advisory Committee shall consist of five (5)members. Section 2. Committee Appointments - Appointment of members to the Advisory Committee shall be by resolution of the BCC, which resolution shall set forth a date of appointment. Each appointment shall be for a term of four (4) years. Appointments to fill any vacancies on the Advisory Committee shall be for the remainder of the unexpired term. Section 3. Regular Meetings — Regular meetings of the Advisory Committee shall be held on the fourth Thursday monthly at 2:00 p.m., East Naples Branch Library 8787 Tamiami Trail East. If a regular meeting is required to be held at a time and location other than what is specified herein, notice will be provided at least seventy two (72) hours prior to the meeting and posted on the County website. Section 4. Special Meetings — Special meetings of the Advisory Committee may be convened by the Chair upon giving notice thereof. Section 5. Notices — Notices of an Advisory Committee meeting shall be given to all members and to the Public at least seventy-two (72) hours in advance of the meeting. At any meeting, the Committee may set a future meeting date. Staff may provide notices and agendas to members at least seventy-two (72)hours prior to meetings. Section 6. Attendance—Members may notify the Staff Liaison or the Transcriptionist if they cannot attend a meeting. If a member misses two (2) successive Committee meetings without 2 a satisfactory excuse, he/she may forfeit his/her appointment. Attendance is preferred in person but may occur telephonically provided that (1) there is a quorum of the Committee members physically present; and (2)the members who are present both authorize the participation by telephone, and find that the absence was due to "extraordinary circumstances." Once approved to participate, the absent member can conduct themselves in the same manner as if they were present, including making motions and voting on items. Section 7. Quorum — A quorum of the Advisory Committee shall consist of three (3) members and an affirmative vote of a majority of those present and voting shall be necessary to pass any motion. In the absence of a quorum, those members present may review the agenda items and make recommendations that may be reviewed for approval by the Advisory Committee at it s next meeting where there is a quorum present. Section 8. Voting — Voting shall be by voice vote, or show of hands, if necessary, and may be recorded by individual (or group). Section 9. Meetings - All meetings shall be open to the public to encourage public awareness and participation. Section 10. Minutes - Minutes shall be taken at all Advisory Committee meetings. Voice recording of meetings is acceptable. A written record of meetings, resolutions, findings and determinations shall be kept for the Advisory Committee. Section 11. Documents - The Alternative Transportation Modes staff shall assist with preparation, duplication, and distribution of materials necessary for meetings. Copies of all Advisory Committee minutes, resolutions, reports and exhibits shall be submitted to the Clerk's Office and posted on the County Website for public viewing. Section 12. Except as otherwise provided in these Bylaws, Roberts Rules of Order shall be followed at all meetings. Section 13. Agendas — Agendas are set by the Chair with coordination with the Staff Liaison and Transcriptionist. Members may send agenda items request to the Staff Liaison and/or Transcriptionist prior to the publishing of the Agenda. Otherwise,the agenda may be changed at the meeting prior to approval of the Agenda. ARTICLE VI Order of Business I Call to Order II Roll Call III Approval of Agenda 3 IV Approval of Minutes V Budget Report VI Project Manager Report VII Other Report(s) VIII Old Business IX New Business X Public Comments on Items NOT on the Agenda XI Members Comments XII Adjourn Next Meeting Date ARTICLE VII Public Participation All Lely Golf Estates Beautification Municipal Service Taxing Unit (MSTU) Advisory Committee meetings will be public meetings as required by Florida Statutes. Participation by the Public is encouraged and in an effort to be fair to all wishing to participate, the following rules shall apply when receiving public comment. Section 1. Public Comment on Items on the Agenda-During each portion of the agenda the Chair may open up the meeting for public comments. a. The Chair shall declare when the floor will be open to public comments. b. The Chair shall declare when the public comments period for the Agenda item is closed for public comments. Once the item is closed for public comment there shall be no further comment from the floor. c. All persons wishing to speak on an Agenda item must register with the Staff liaison prior to the presentation of the Agenda item by completing a speaker's slip. d. Each public participant must identify themselves by name and address. e. All registered speakers will receive up to three (3) minutes to speak unless the time is adjusted by the Chair. f. There will be no sharing of minutes among those present in an effort to extend the time permitted to speak. g. Once a participant has been afforded the opportunity to speak he/she may not speak again unless requested by the Chair. Section 2. Public Comment on Items NOT on the Agenda—A Public Comments section will be included in each agenda. During this portion of the meeting items that have not been brought forward previously or were not the agenda may be discussed or raised by the Public. a. All persons wishing to speak on under public comments on items not on the Agenda must register with the Staff liaison prior to this portion of the Agenda b y completing a 4 speaker's slip. b. Each public participant must identify themselves by name, address, and specify subject matter. c. All registered speakers will receive up to three (3) minutes to speak unless the time is adjusted be the Chair. d. There will be no sharing of minutes among those present in an effort to extend the time permitted to speak. e. Once a participant has been afforded the opportunity to speak he/she may not speak again unless requested by the Chair. ARTICLE VIII Amendment to By-Laws Section 1. Any propose d permanent amendment to the By-Laws shall be provided to every Advisory Committee member at least seven seventy-two (72) hours before it is voted on at a regular meeting. Section 2. These Bylaws, and any and all amendments to the By-Laws, will become effective upon an affirmative vote of a majority of the quorum. These By-Laws for the Lely Golf Estates Beautification Municipal Service Taxing Unit (MSTU) Advisory Committee are hereby approved this day of , 2014 Lely Golf Estates Beautification Municipal Service Taxing Unit(MSTU)Advisory Committee: By: Date Robert Slebodnik, Chair By: Date Tony Branco, Vice Chair By: Date Kathy Dammert By: Date Jennifer Tanner By: Date Linda Rae Jorgensen Attested by: Date Michelle Arnold,ATM Director 5