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RR E MSTU Minutes 01/13/2016 g Rada Road Sade S.?.ZL Ate.fe 4fgt etletfltaft 3299 Daae 7acxiarxi 7aaii Suite 103 ??afrfea, 7d 34112 MEETING MINUTES JANUARY 13, 2016 LOCATION Sanctuary Club house 7906 Haven Drive I. Call to Order Mr. Johnson called the meeting to order at 10:04 am. Roll call was taken and a quorum was established. II. Attendance Members: Chairman Dale Johnson, Suzanne Chapin, Renato Fernandez, 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 Addition: Item V. C. Bid Proposal- Commercial Land Maintenance Ms. Chapin moved to approve the Agenda as amended. Second by Mr. Fernandez. Carried unanimously 5- 0. IV. Approval of Minutes: December 2,2015 Ms. Chapin moved to approve the minutes of the December 2, 2015 Radio Road East MSTU Advisory Committee meeting as presented. Second by Ms. Bundy. Carried unanimously 5-0. V. Project Manager Report, Harry Sells A. Budget Report—January 13,2016 Mr. Sells distributed and reviewed the Radio Road East MSTU budget report for Fund 166, dated January 13, 2016 noting: • Other Contractual, Line Item 17, in the amount of$145,300.00 reflects an increase of $61,154.19 that was approved by the Board of County Commissioners as a budget amendment to cover the cost of the Amado Lawn Service contract for the median refurbishment. 1 • A Purchase Order was issued for$8,999.70 to Forestry Resources for Mulch. • Unencumbered Operating Expenses total $60,595.39. • Florida Land Maintenance, dba Commercial Land Maintenance, is performing their services under a Purchase Order with a balance of$13,936. and it will have to be modified to cover annual costs. • Total Available Balance remaining is $60,695.39. Additional funds for mulch and landscape incidentals will be required. Mr. Sells estimated the MSTU budget for Radio Road East reflects a FY16 deficiency of $20,000. He will validate the dollar amount and request a budget amendment from the Board of County Commissioners. B. Status of landscape Project Mr. Sells updated the Committee on current projects noting: Shell Area The Shell Area project was finalized in early December and plantings are in accordance with the Urban Green Studio landscape plan. Ms. Fendrick noted the Croton plant variety is as specified by the Committee and the Purple Queen ground cover is designed to create a"layering effect". Median Refurbishment Amado Lawn Service is working on the median refurbishment. Soil removal completion estimated for end of week; planting and irrigation system reinstallation to commence January 16th and 17th, 2016 and mulch application January 18th and 19th, 2016. The contractor is replacing the removed edging. Amado Lawn Services' contract completion date is January 22, 2016. C. Landscape Maintenance Annual Bids Mr. Sells reported four companies submitted bids for the annual landscape maintenance contract of which two were qualified as vendors. Florida Land Maintenance Inc., (dba Commercial Land Maintenance Inc.),was the low bidder Mr. Kindelan, Commercial Land Maintenance, will provide a quote for his bid amount of approximately $92,000 which will be presented to the Board of County Commissioners for consideration. Mr. Sells will forward a copy of the Florida Land Maintenance,Inc. bid to the Committee. Discussion occurred noting the existing work order for landscape maintenance expires in January and the new contract may not be approved by the BCC until sometime in February. In the interim, Staff will investigate the options on how to ensure the maintenance for the MSTU does not cease. Ms. Chapin moved to recommend the Board of County Commissioners approve the contract bid for annual landscape maintenance for Florida Land Maintenance,Inc. (dba Commercial Land Maintenance,Inc.) in the amount of approximately $92,000.00 as 2 presented at the January 26, 2016 meeting. Second by Mr. Fernandez. Carried unanimously 5—0. The Committee discussed landscaping Median 40, maintained by the Road and Bridge Maintenance Division. Staff noted the project was not considered due to budget constraints. VI. Landscape Architect's Report—Urban Green Studio,Dayna Frederick Ms. Fendrick presented the `Landscape Architect's Field Report 2016— 1" for her field visit performed on January 8, 2016 highlighting: • The fertilizer application was done mid-December. She recommended future fertilizer applications be applied further out from the trees trunks at the drip line. • Plants missing in medians require replacement; Mr. Sells asked Mr. Kindelan to prepare a list of plant materials to be replaced for Median #35 stating that funds are available for the installation. • The shell area plant replacement installation is complete. Ms. Fendrick approved the choice of plant material based on a representative photo of each plant provided by Aaron Gross of Ground Zero Landscape. The dwarf variety of Croton should be kept tipped at a maximum height of 24" for sight line consideration. • Bougainvillea beds have been trimmed and weeded. CLM should continue to remove weeds and clip long runners as necessary. The Torpedo grass in Median #31 needs to be treated. CLM will continue to treat the Torpedo grass in Median #31 with herbicide and if treatment is not effective will hand pull the grass. • Golden Creeper beds are stressed and areas in Medians #35 and#36 have died out. Medians#31 and#39 look good; Medians #32 and #34 mixed. • Bromeliads in median have been knocked over and should be replaced. Mr. Kindelan advised Bromeliads will be replaced during maintenance. • Continue to removes dead/brown foliage on Palms. • Trim Gumbo Limbos to conform to sight line requirements and treat diseased tree on Median#36. Mr. Kindelan confirmed the Gumbo Limbo on Median #36 will be treated for White Fly and shell with mold will be raked out of the shell area. • Bird of Paradise plants require bract removal and treatment for sooty mold. • Medians#35 and#36: CLM should remove dead Pigeon Plum trees on and straighten leaning Palm on Median#36. • CLM treated for fire ants last week. • Buccaneer Palms on Medians#31, #32 and #38 are in variable condition and should be treated with fungicide application and fertilizer. 3 Irrigation Staff reported the irrigation system is not functioning as intended and outlined the options to address the issue include maintaining the existing system or upgrading to a new system. • Ms. Arnold noted authorization is required by the County to maintain the existing system and, if granted, the Committee could research additional options during FY16 including financial ramifications to the MSTU. • Staff is being trained on irrigation system programming. • Mr. Sells asked Daniel Holman of Motorola to prepare an assessment of the irrigation system and report his findings to the Committee. Mr. Sells will provide quotes from Motorola and Hydropoint to the Committee at the February meeting for irrigation system replacement and a financial analysis of the dollars Radio Road East has invested in the irrigation system over time. The Committee stated historically they have received erroneous advice on irrigation system upgrades and modifications. VII. Landscape Maintenance Report—Commercial Landscape Maintenance Mr. Kindelan highlighted the following additional items: • The irrigation system is checked weekly and malfunctions are reported to Staff. • Irrigation controller on Medians#3 and#36 are not working and the situation needs to be resolved. Mr. Sells notified the Road and Bridge Maintenance Division. • Maintenance personnel are ensuring damaged plant roots are removed during plant replacement. Ms.Arnold requested Mr. Kindelan submit a "To Do List" to Staff indicating the time frame for completion of tasks. VII. Old Business None IX. New Business None X. Committee Comments None XII. Public Comments None 4 There being no further business to come before the Committee, the meeting was adjourned by the Chair at 11:55 pm. NEXT MEETING: FEBRUARY 10,2016—10:00 AM SANCTUARY CLUB HOUSE 7906 HAVEN DRIVE NAPLES,FL 34112 RADIO ROAD EAST MSTU ADVISORY COMMITTEE 1 a e Johnson, Chair /an The Minutes were approved by the Committee on F paz.uf 12`Q lo 2016, as presented X , or as amended 5