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Radio Road East MSTU Minutes 12/02/2015 Radio Road Eiadt lit.✓. 714 /1e44426velt etwmgeiree 3299 Eaot 70,miame 714ei Suite 103 114file4, 34112 MEETING MINUTES DECEMBER 2, 2015 LOCATION Sanctuary Club house 7906 Haven Drive I. Call to Order Mr. Johnson called the meeting to order at 10:02 am. Roll call was taken and a quorum was established. II. Attendance Members: Chairman Dale Johnson, Sue Chapin, Renato Fernandez (Excused), Janice Bundy, Holly Amodeo County: Harry Sells—Project Manager, Michelle Arnold—Director Others: Dayna Fendrick— Urban Green Studio, Robert Kindelan—Commercial Land Maintenance, Wendy Warren—Juristaff. III. Approval of Agenda Ms. Chapin moved to approve the Agenda. Second by Ms.Amodeo. Carried unanimously 4-0. IV. Approval of Minutes: A. October 7,2015 Ms. Chapin moved to approve the minutes of the October 7, 2015 Radio Road East MSTU Advisory Committee meeting as presented. Second by Ms.Amodeo. Carried unanimously 4- 0. B. October 26,2015 Ms. Chapin moved to approve the minutes of the October 26, 2015 Radio Road East MSTU Advisory Committee meeting subject to the following change: • Meeting minutes to follow the Agenda. Second by Ms. Bundy. Carried unanimously 4- 0. V. Welcome New Member Holly Amodeo and Returning Members Dale Johnson and Janice Bundy. 1 The Committee welcomed the returning and new Member to the Committee. VI. Project Manager Report A. Budget Report—Year Dec 2,2016 Staff distributed and reviewed the Radio Road East MSTU budget report for Fund 166, dated December 2, 2015 noting: • The following purchase orders were opened: ➢ Ground Zero Landscaping($4,882) for planting of the Shell Area. ➢ Florida Irrigation supply($1,200)for sprinkler system maintenance. ➢ Florida Land Maintenance, dba Commercial Land Maintenance, for Landscape Maintenance. • Amado Lawn Service was given a Notice-To-Proceed on December 2, 2015 for median refurbishment. • Harts Electrical work is complete and the invoice has been paid. • Total available budget balance is $8,495.06. Landscape Maintenance Contract Bids are due December 10, 2015 for the Radio Road East annual landscape maintenance contract. The contract,to be effective January 2016,requires Board of County Commissioners approval. The landscape budget will be finalized upon receipt of bids. Affordable Landscaping Purchase order funds reflected in the budget are on hold pending a review by the County Attorney's office of potential claims for damages. B. Status of landscape Projects Mr. Sells updated the Committee on current projects noting: Shell Area The Shell Area is scheduled for planting December 7 - 8, 2015. Ms. Fendrick noted the Croton plant variety is as specified by the Committee and will supervise the planting and weeding. Median Refurbishment Amado Lawn Service was given a Notice-To-Proceed on December 2, 2015 for median refurbishment. Scope of work includes removal of dead plants and up to six inches of top soil, herbicide treatment,replanting and mulching of areas. Staff estimates planting will be Mid-January. Mr. Sells and Ms. Fendrick will oversee the project and work with Amado Lawn Service on placement of plant material and adherence to roadway sight line requirements. Tree Removal Mr. Sells will review tree removal with Mr. Kindelan, Commercial Landscape Maintenance, and authorize removal of dead Palm tree trunks,two Buttonwood trees and Pigeon Plums. 2 VII. Landscape Architect's Report—Urban Green Studio,Dayna Frederick Ms. Fendrick presented the Landscape Architect's Field Report No. 17 dated November 18, 2015 highlighting: • Fertilization scheduled for October was not applied and plant material is stressed. The area was previously fertilized October—November of 2014. Mr. Kindelan informed the Committee fertilizer application is in progress. Staff noted County accounting procedures could not accommodate a purchase order for FY16 work in October 2015 and recommended fall fertilization application be scheduled for November in the future. • Plants missing in medians require replacement; Mr. Sells asked Mr. Kindelan to work with Ms. Fendrick to provide a plant count by median and a proposal for Committee consideration. • An increase in the frequency of irrigation has been requested by Mr. Sells to alleviate plant damage and stress in the medians(particularly 35 and 36). Mr. Kindelan's staff will check the system to verify it is functioning as intended. Ms. Arnold noted she will contact Michael Stone to facilitate availability of personnel to service the irrigation check of the zones. • Bougainvillea beds were trimmed and starting to bloom. • Bromeliads in median have been knocked over and should be replanted. Mr. Sells requested Mr. Kindelan submit a proposal for replacing/replanting the toppled Bromeliads. • Median 31, as noted on previous reports,the easternmost Palm needs to be treated for bug infestation. Mr. Kindelan will inspect the tree and take appropriate action. • Tire ruts caused by vehicle on Median 37 should be repaired. • Buccaneer Palms on medians 31, 32 and 38 are in variable condition and should be treated with fungicide application and fertilizer. Ms.Arnold suggested revisions to the reports filed given the County Attorney's request for the Landscape Architect's reports to define the party responsibility for tasks. Staff will provide Ms. Fendrick a copy of the Excel format which addresses the issue. The Committee noted Mr. Sells posting of a sign indicating the refurbishment area is"under construction"has been beneficial in alleviating resident's concerns. VIII. Landscape Maintenance Report—Commercial Landscape Maintenance Mr. Kindelan highlighted the following additional items: • Torpedo grass in Bougainvillea bed is being treated with herbicide. • Golden Creeper beds are being weeded by hand. • Plant beds are being trimmed and vines pulled. • Fire ants infestations will be addressed. Mr. Kindelan clarified his crews are supervised and assigned to the same territory and scope of work weekly and he performs the evaluations. 3 IX. Old Business Chairman Johnson attended the November meeting during which the Board of County Commissioners reviewed the Committee's request for $61,154.19 for median landscape refurbishment and the Commissioners were supportive. Chairman Johnson noted the plants are warrantied and recommended the contractor awarded the contract should assume responsibility for maintenance for one to two years. X. New Business The Committee requested Ms.Arnold prepare a newsletter for distribution to community residents updating them on ongoing projects and the Committee's activities. XI. Committee Comments Ms. Chapin expressed her hope that the County stays on top of maintenance and purchase orders and they be created to coincide with appropriate time frame for work to be performed. XII. Public Comments None There being no further business to come before the Committee, the meeting was adjourned by the Chair at 12:10 pm. NEXT MEETING: JANUARY 13,2016—10:00 AM SANCTUARY CLUB HOUSE 7906 HAVEN DRIVE NAPLES,FL 34112 RADIO ROAD EAST MSTU ADVISORY COMMITTEE AdliP Dale Johnson, Chairm The Minutes were approved by the Committee on .374 N 6(A- 131 ;,7--c)► , as presented xr , or as amended 4