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Radio Road Beautification MSTU Minutes 09/14/2015 4 Radio Road Beautification M.S.T.U. Advisory Committee 3299 East Tamiami Trail Suite 103 Naples Florida 34112 September 14,2015 I. Call to Order Chairman Lewis called the meeting to order at 3:00 PM. A quorum was established; four voting members were present. II. Attendance Advisory Committee Dale Lewis - Chairman Helen Carella,John Weber Maria Schoenfelder, (Vacancy) Others Gary Gordon—Commercial Land Management Scott Windham, Windam Studios Inc. Wendy Warren—JuriSolutions—Transcriptionist A quorum of four members was established;. III. Approval of Agenda Add: Item X New Business B. Architect Scope of Work Contract renewal discussion exclusive to Committee Members and County representatives. C. Millage rate adjustment proposal Mr. Lewis moved to approve the Agenda as amended. Second by Ms. Carella. Carried unanimously 4- 0. IV. Approval of Minutes—June 8,2015 Mr. Weber moved to approve the minutes of the June 8, 2015 meeting. Second by Mr. Lewis. Carried unanimously 4—0. V. Project Manager Report A. Budget Report Mr. Sells presented the"Radio Road MSTU Fund 158, September 9, 2015" for information purposes and provided an overview of the budget noting: • Approximately$47,000 in the budget is committed to open P O's that have not been invoiced. • The Operating Expense balance of$10,000 will not be utilized this year. 1 • The dollars carried forward from 2015 to 2016, listed on Line 9, are projected to be similar to last year. Final accounting will be in April 2016. • The 2016 approved budget is effective October 1, 2015. • The 2016 budget forecasts revenue of$310,000 generated from MSTU taxes. • Expenditures for 2016 are anticipated to be the same as 2015 with the exception of an increase of 0.3 per cent for the Commercial Land Maintenance contract. • Recommendations to the Board regarding millage rate revision should be made in April 2016. B. New Radio Road Landscape Contractor Mr. Sells reported: • Commercial Land Maintenance has been awarded an interim contract for maintenance for Radio Road . Commercial's contract for Devonshire remains unchanged. A long term contract for the Devonshire Blvd. will go out to bid in the future. • Staff noted Collier County is responsible to maintain the landscaping for Radio Road, however the Committee can make recommendations to the County. C. Status of Irrigation System Mr. Sells provided the report "Devonshire Irrigation Control Sept 10, 2015" for information purposes. He noted: • Four vendors (Hydropoint, RainBird, Motorola and Hunter) were requested to supply information on controllers and centralized control systems. • The vendors made presentations to the Committee previously for potential replacement of the present irrigation system for the East and West sides of Devonshire Boulevard. • No final price quotes have been received from the vendors. • All systems functional similarly. Additional criteria applied in selecting a company include: a. Ease of programming. b. Visual representation of system. c. Special features offered. d. Ability to test system electronically vs. manually. • Based on investigative research and consumer interviews, Mr. Sells ranked the four companies accordingly: 1. Hydropoint National company; 12 years old; cloud based centralized control system; cell phone communication; internet access with a password; positive consumer reviews. 2. RainBird Large national brand; centralized control system easy to use; system built on modules; excellent technical support and installation procedures familiar to County's contractors. 3. Motorola Dated technology; lack of technical support; complex programming. 4. Hunter Hunter was rated last only because of the fact that they do not have a 24 VDC powered controller of which Devonshire has one. 2 The Committee requested the landscape contractor be able to make adjustments to the system as well as MSTU staff. Mr. Sells verified the system needs to be replaced and based on investigative research recommends Hydropoint. The Committee expressed concern that Hydropoint is a national company without a local office. Mr. Sells noted the supplies are available locally and controls are in the "cloud". Mr. Sells will provide the Committee with the final price quotes and specifications on the proposals as soon as they become available. VI. Landscape Architect Report—Scott Windham Mr. Windham provided the "Windham Studio, Inc. Maintenance Report" dated September 1, 2015 for information purposes (see attached). He reported on the general conditions and recommendations for the maintenance of the Radio Road MSTU areas and Devonshire Blvd. and gave directions to correct the issues to Commercial Land Maintenance. Mr. Lewis motioned to purchase up to fifty Duranta plants to replace the Lantana plants on Devonshire Boulevard Second by Ms. Carella. Carried 4- 0. Mr. Lewis motioned to remove the Asian Jasmin on the West side of Devonshire Boulevard from the sidewalk to the curb (Santa Barbara Blvd. to Radio Road) and replace with sod, treat the designated area with preemergent herbicide, adjust irrigation heads as needed and install three shut off valves. Second by Ms. Carella. Carried 4- 0. Mr. Lewis moved to remove the plantings on the East Side of Devonshire Boulevard from Santa Barbara Boulevard to the first driveway (left) into the Berkshire Commons shopping center and install sod. Second by Ms. Schoenfelder. Carried 4-0. VII. Commercial Hedge Code Enforcement UPDATE Ms. Arnold recapped the status of the project: • An agreement has been drafted, approved by the County attorney and forwarded by Ms. Arnold to Ms. Tricia Hardt, REG 8 Berkshire Commons, LLC. • With approval from Ms. Hardt, the Agreement will be presented to the Board of County Commissioners (BCC)the end of October, 2015 and placed on their Agenda to be executed. • On receipt of the BCC approval, a contract will be awarded to a firm to do refurbishment including repair of the irrigation system, connecting irrigation to Berkshire Commons system and installation of large plants in the gaps in the hedge. • Staff estimates a six month the time frame for"change over." VIII. Landscape Maintenance Report Mr. Gorden reported that they are working median by median on weed control, herbicide spraying, sight line issues at turn lanes, cutting of plant material to approved height and removal of suckers. He will notify Mr. Kindelan the Calusa hedge on Devonshire Boulevard and the sidewalk hedge on Commercial Boulevard need to be trimmed to conform to County height requirements. 3 • IX. Old Business None X. New Business A. Landscape Architect Scope of Work Mr. Sells provided the "Radio Road M.S.T.U. Maintenance Consulting Services per the Fixed Term Professional Landscape Architectural Services Contract"dated 8-28-15 for renewal for Windham Studios, Inc. He noted: • The scope of work is four primary services (M.S.T.U.meeting attendance, Field Review meetings, General Maintenance Report Sheets and Monthly Field Reports) of$10,530 is unchanged from 2015. • Optional services at the discretion of the Committee are proposed for$4,920. Mr. Windham and Mr. Gorden were excused from the meeting. Staff and Committee discussed the terms and scope of work defined in the contract. The Committee requested Staff to rewrite and modify the scope of services for Windham Studio's, Inc. Mr. Lewis moved to table a decision on renewal of the contract until the October meeting. Second by Mr.Weber. Carried unanimously 4—0. XI. Public Comment/Committee Member Comment Ms. Maureen Richards,President of Coach Homes of Berkshire Lakes, granted permission for Commercial Landscape Maintenance (CLM)to collect hedge trimmings on the condominium side of the hedge. The hedge on Devonshire Boulevard needs to be trimmed to approximately ten feet, CLM agreed to schedule the work as soon as possible. She advised those present the condominium association will schedule the trimming for their side of the hedge. They also commented on their displeasure with the look of the Asian Jasmine and their desire that it be replaced. The Committee requested approval in writing from the Condominium Association for access to collect debris resulting from trimming. XII. Adjournment There being no further business to come before the Committee, the meeting was adjourned by the Chair at 5:30 P.M. NEXT MEETING: OCT 12,2015—3:00 PM Berkshire Lakes Master Association Clubhouse 495 Belville Boulevard,Naples, FL 34105 4 RADIO ROAD MSTU ADVISORY COMMITTEE Da e Lewis, Chairman The Minutes were approved by the Committee on ®ctip,2 /2� , c) i S , as presented k' , or as amended 5