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RR Beautification MSTU Minutes 08/08/2016 of IN, Radio Road Beautification M.S.T.U. Advisory Committee 3299 East Tamiami Trail Suite 103 Naples Florida 34112 August 8,2016 I. Call to Order Chairman Lewis called the meeting to order at 3:00 PM. A quorum was established; three voting members were present. II. Attendance Advisory Committee: Dale Lewis, Chairman; Helen Carella; John Weber; Maria Schoenfelder; (Vacancy) County: Harry Sells, Project Manager; Dan Schumacher, Project Manager; Travis Gossard, Director of Road and Bridge Maintenance; Pam Lulich, Manager, Landscape Operations. Others: Robert Kindelan—CLM; David Durrell, JuriSolutions. III. Approval of Agenda Mr. Weber moved to approve the Agenda. Second by Ms. Carella. Carried unanimously 4- 0. IV. Welcome of Special Guest Commissioner Penny Taylor Commissioner Taylor arrived at 3:45pm during the discussion of Item V. V. Chairman Lewis -Discussion of Status of Radio Road Landscape Chairman Lewis reported the meeting was convened to outline concerns on the maintenance of the Radio Road medians formerly the responsibility of the MSTU highlighting: • The members of the MSTU invested approximately $1.6M in landscaping and maintaining the medians from 1990 to date and continue to monitor their conditions to ensure there is no decline in the investment. • In an April 6, 2016 MSTU Maintenance Report, the County was notified the Radio Road irrigation system was non functioning and not properly monitored over time, an issue which needed to be addressed immediately. • The County failed to address the issue leading to the dying of established plants which needed to be replaced. • The plants recently replaced are too small and spaced too far apart creating an environment whereby the medians will not achieve their previous appearance for a few years. • The MSTU was in control of the irrigation until August of 2015 when the County required turn over of the operation of the irrigation system to them. • Prior to this time, the MSTU conducted weekly inspections on the irrigation system with issues being addressed in a timely manner. 1 • One possible contributing factor to the lack of communication is the Division's decision to require the MSTU to pay for County Staff time on attendance of a meeting. With this requirement, no County Staff was present at Committee meetings which may have assisted in addressing these types of issues. • Additionally, two areas where irrigation repairs occurred were not brought back to acceptable standard. • The Committee expressed concern there will bear the brunt of numerous complaints from MSTU taxpayers and wants to ensure the situation does not repeat itself. Mr. Gossard reported: • The County assumed responsibility of the irrigation system due to ongoing issues with the County Clerk's Office and payment of invoices. • Since assuming the system,the Division has undergone Staff restructuring and personnel changes which contributed to the lack of maintenance. • The current Staff has been working to correct numerous deficiencies in systems and the repair activity is 95 percent complete. • He was not aware of the April Report and recommended changes be made in communication between the MSTU and County Staff to ensure the parties directly responsible are aware of any issues. • Dave Morgan, Director of Maintenance should be the contact point for MSTU on maintenance matters. • The decision to charge Staff time for meeting attendance was made by a previous Staff person and he will investigate the status of the requirement for any changes that may be made. • The County is developing an overall master plan for landscaping of medians which should aid in addressing these types of issues in the future. • Staff is reviewing the plants that have been replaced to determine any course of action necessary to rectify any deficiencies. • The County is working on an avenue to return the responsibility of the irrigation systems to the MSTU's. Commissioner Taylor reported she was made aware of the issues previously and thought they had been rectified. She noted communication between the parties is critical and expressed concern on the policy of charging County Staff time to the MSTU's for their appearance at a meeting. Mr. Sells outlined the following activities based on the conversation: 1. County Staff to review the plantings recently completed to determine adequacy and report back any proposed changes to the Committee. 2. County Staff to undertake the measures to address two areas in disrepair following work on the irrigation system. 3. Mulching of areas to be completed by the end of August. 4. Communication to continue between the parties to resolve the irrigation system issues and the parties work to ensure a partnership exists between the MSTU and the County. 5. Dave Morgan shall be the principal point of contact for MSTU for their Maintenance Reports or any other issues that may need to be addressed. 6. Mr. Gossard to review the policy for charging the MSTU for Staffpresence at meeting and report back to the Committee. 2 • Ms. Lulich and Mr. Gossard reported: • The County issued a Request for Proposal (RFP 16-6610 Annual Contract for Landscape Maintenance Vendors) for the purpose of revising the procurement process for basic Landscape Maintenance, Landscape& Irrigation Maintenance, Tree Maintenance and Arborist Services and Advanced Irrigation On-Call Services &Repairs. • The process will involve a recommendation by a Selection Committee for pre-qualifying vendors who responded to the RFP who may be used when the individual services are required. • The goal is to streamline and improve service for these areas maintained by the County. • A perspective vendor's financial status is not a consideration in awarding the qualification unless a bond is required to be posted. • The Selection Committee meeting is open to the public who potentially may be allowed to provide comment on the proposals. Commissioner Taylor reported the Board of County Commissioners approved a tax on arterial median landscaping/maintenance to be imposed on County taxpayers with the exception of those for certain MSTU's already taxed for the service. The Committee requested Staff to: 1. Notify the MSTU on the schedule for the Selection Committee meeting so Members may attend and comment on the proposals should they so desire(upon confirmation by the County Attorney's Office). 2. Check on the requirements for the tax adopted by the BCC for arterial medians and report back to the Committee. VI. Approval of Minutes—May 9,2016 Mr. Weber moved to approve the minutes of the May 9, 2016 meeting as presented. Second by Ms. Carella. Carried unanimously 4- 0. VII. Project Manager Report—Harry Sells A. Budget Report Mr. Sells presented the"Radio Road MSTU Fund 158, August 8, 2016"for information purposes and provided an overview of the budget noting $7,200 of unencumbered funds remain this fiscal year and the 2017 millage rate is being reduced to 0.1 yielding approximately$114k in revenue vs. $310k in 2016. B. Status of Irrigation System See item V. C. Landscape Architect's Report Mr. Sells distributed the "Maintenance Report"dated July 27, 2016 prepared by Scott Windham Studios, Inc. for information purposes. He noted a proposal has been submitted by Florida Land Maintenance, Inc., (Estimate #E1105408 dated 7/18/2016) in the amount of$1,135.00 for irrigation repair and plant replacement on Devonshire at Appleby Drive. There was no accident report filed but Staff will be seeking an insurance reimbursement, however,there is a$500 deductible associated with the claim. 3 Mr. Lewis moved to authorize an expenditure of$1,135.00 to Florida Land Maintenance,Inc. per their proposal dated 7/18/2016 referenced above. Second by Mr. Weber. Carried unanimously 3—0. VIII. Landscape Maintenance Report—Robert Kindelan Commercial Land Maintenance Mr. Kindelan, CLM, reported on maintenance as follows: • Tree trimming occurred along the sidewalks. • Palm tree trimming is scheduled for the trees in the medians. • Asian Jasmine, Gold Mound and Juniper plants were replaced. • Treatment for weed infestation continues. • Inspection of the Juniper plants is ongoing to determine if there is an infestation of mites. • Chinch bug treatments are ongoing. IX. Old Business Mr. Sells reported the well pump that was continuously running has been repaired. X. New Business None X. Public Comment/Committee Member Comment None There being no further business to come before the Committee, the meeting was adjourned by the Chair at 4:55 P.M. NEXT MEETING: SEPTEMBER 12,2016 Berkshire Lakes Master Association Clubhouse 495 Belville Boulevard,Naples, FL 34105 ' _I ROAD MSTU ADVISORY COMMITTEE i„af. Dale Lewis, Chairman The Minutes were approved by the Committee on S19--1;inr►e gr?_ I x,12016 as presented X , or as amended 4