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Radio Road MSTU Minutes 12/04/2017 } Radio Road Beautification M.S.T.U. Advisory Committee ,r. 3299 East Tamiami Trail Suite 103 Naples Florida 34112 December 4,2017 I. Call to Order Chairman Lewis called the meeting to order at 3:00 PM. Three voting members were present, and a quorum was established. II. Attendance Advisory Committee: Dale Lewis, Chairman; Helen Carella; Maria Schoenfelder; (Vacancy) (Vacancy) County: Harry Sells, Project Manager Others: Robert Kindelan, Commercial Land Maintenance; Wendy Warren; JuriSolutions III. Approval of Agenda Mr. Lewis moved to approve the Radio Road M.S.T.U Agenda subject to the following change: Addition: Item VII Project Manager Report—H Recommendation to Select Commercial Land Maintenance as Landscape Contractor. Second by Ms. Carella. Carried unanimously 3- 0. IV. Approval of Minutes—June 9,2017 Mr. Lewis moved to approve the minutes of the June 9, 2017 meeting as presented. Second by Ms. Schoenfelder. Carried unanimously 3- 0. V. Radio Road Landscape Maintenance Status A. Landscape Architect's Report Mr. Sells reported Windham Studio's will submit a summary report for the January 2018 meeting. VI. Landscape Maintenance Report—Robert Kindelan, Commercial Land Maintenance Mr. Kindelan reported on the status of landscape maintenance noting: • Four magnolia trees damaged by the hurricane will be removed/staked (two each). • Transplanted plantings damaged by the hurricane are in poor condition and will be replaced with Duranta Gold Mound • Recommend grass damaged by storm debris accumulation and automobile traffic on the residential side of Devonshire Boulevard be replaced. • Ruts created by auto traffic on the commercial side of Devonshire Boulevard will be filled in. • Mulch will be applied. • Clusia should be replaced if standing them up is not successful. • Damaged Shady Lady trees were cut down; healthy trees were replanted. • Irrigation is functioning as intended. • Storm related invoice submission will be complete pending one invoice for stump removal. 1 Mr. Lewis motioned to approve Florida Land Maintenance, dba Commercial Land Maintenance (CLM), install sod on the residential side of Devonshire Boulevard at a cost Not-To-Exceed five thousand dollars plus a twenty percent cost overrun provision. Second by Ms. Carella. Carried unanimously 3—0. VII. Project Manager Report—Harry Sells A. Budget Reports Sept 30,2017 and Oct 9, 2017, Nov 13,2017, Dec 4,2017 Mr. Sells distributed the "Radio Road MSTU Fund 158 Budgets for September30, 2017, October 9, 2017, November 13, 2017 and December 4, 2017" for information purposes, highlighting December 4, 2017 as follows: • $743.23 of the FY 18 property tax revenue budget of$124,400.00 has been collected. • Current Operating Expense commitments total $160,300. • 2018 YTD commitments total $137,637; expenditures total $2,503. • Uncommitted Operating Expense funds available are $20,159.73. • Expenditures have been primarily storm related. • Two Purchase Orders are active for Florida Land Maintenance, dba CLM. • Florida Land Maintenances' new contract,pending Advisory Committee acceptance, will be submitted to the Board of County Commissioners December 12, 2017. Pending BCC approval a new Purchase Order will be generated. Estimated Cash balance including Commitments not spent totals $936,932.15. • General Funds for improvements are available to finance special projects or fund operating expense shortages if a budget amendment is approved by the Board of County Commissioners B. Hurricane Irma and Recovery Mr. Sells distributed the "MSTU Plan for Hurricane Irma Recovery"noting: • The Plan for Hurricane Irma Recovery out lining the following was drafted on September 13, 2017. 1. Remove damaged landscape from street and sidewalk. First week (Sept. 11th— 17th) 2. Evaluate remaining landscape with landscaper. Remove all MSTU debris Weeks 2-3 (Sept. 18th—Oct. 1st). 3. Evaluate remaining landscape. Weeks 4—24 (Oct. 2, 2017—Feb. 26, 2018). 4. File claim for damage as soon as actual costs are known (deductible waived by County). • The irrigation system was shut off prior to the storm to prevent potential damage. • A Purchase Order for Devonshire storm recovery was written to Florida Land Maintenance for MSTU clean up and debris removal. • Mr. Sells toured the area with a consultant and documented the damage with photographs. • The MSTU submitted an invoice to FEMA from Florida Land Maintenance for $13,791.50; one additional invoice for stump removal is pending. The invoice is not reflected in the budget. • The MSTU is responsible for storm related expenses if FEMA declines of reimbursement. • An insurance claim will be filed with the County's Risk Management division if FEMA declines payment; a$500 deductible applies. • Phases 1 and 2 are nearing completion. • The Phase 3 category is in process—structural pruning of trees will be done, landscaping evaluated and replacement decisions made over the next few months. 2 C. Devonshire Medians 1 and 2 Mr. Sells updated the members on construction status of dual eastbound left turn lanes from Devonshire Boulevard onto Santa Barbara Boulevard and Medians 1 and 2 on Devonshire Boulevard noting: • The two medians are being combined into a single narrower median. • The light pole will be taken down. • The water line which feeds the irrigation system runs from the North to the South side of Devonshire Boulevard underneath the median. Three valves connected to the line will be removed by CLM and the pipe tied together to extend to the commercial side of the street. This expense will be incurred by the MSTU. • The re-design of Median 1 which proposes relocation of the flag pole behind the monument onto private property requires the homeowner's permission. • Mr. Sells recommended to Windham Studios planting Perennial Peanut in place of the Juniper plants removed from Median 2 by CLM. He will provide a price for the Perennial Peanut plants. D. Status of Irrigation Mr. Sells directed Commercial Land Maintenance to correct a design flaw in the irrigation system well tank and mixing chamber as follows: • Install two fifteen gallon pressure tanks on each pump to prevent the on/off cycle which burns out the pump. • Split the well pump from the mixing chamber. The current design works all the time whether re-use water is available or not. If water does not flow, Mr. Sells will receive an alarm/email prompting him to program the system to run from the well versus the mixing chamber. • The project requires some re-piping and the modifications will create a more reliable system. E. Bus Stop Refurbishments Mr. Sells distributed a map and spread sheet identifying bus stop locations proposed for refurbishment on Radio Road west noting: • Bus stops total 17 of which 4 have shelters with a bench, bike rack and trash can. • Bus stops should be ADA (American Disability Act) compliant. • The 13 stops with signs need a concrete pad 5' wide by 8' deep to accommodate the ADA requirement (i.e. wheel chair access). Hole Montes submitted a proposal to survey the bus stops at a cost of$1,100.per location and design alternatives. Mr. Sells noted the cost for services is high and will request the contractor reevaluate their quote for presentation to the committee at the January meeting. E. Rich King Pathway Mr. Sells reported he walked the area proposed for the parkway project and, based on maintenance concerns with the existing design proposal, has requested Windham Studio present a new drought tolerant design to the Committee for consideration. 3 During Committee discussion the following was noted: • The Parks and Recreation Department was informed of the project and agreed to remove benches and trash cans. Mr. Sells requested the department share in the expenses related to the project; a response is pending. • Exercise stations could be incorporated into the Pathway design. • Based on conversations with County representatives it appears the proposed irrigation system can connect into the County system. • The MSTU will be responsible for installing and maintaining the irrigation system and plantings. • The monthly water charges, anticipated to be negligible, will be borne by the MSTU. • The landscape maintenance will be an "add-on"to the Florida Land Maintenance's (CLM) contract for landscaping. • CLM will fill the existing hole on the Pathway. • Extension of the territory to meet the Right of Way on Davis Boulevard will be investigated. Mr. Sells will present the updated Pathway design and request approval of the project from Florida Power &Light. G. Helen Carella's Term of Office Expires 3/3/18 Mr. Sells informed the Committee Ms. Carella's term expires on March 3, 2018 and suggested she file an application to be reappointed to the Radio Road Beautification M.S.T.U. Advisory Committee for a four year term. Ms. Carella will contact Ms. Sillery to process her application. E. Recommendation to Select Commercial Land Maintenance as the Landscape Contractor for the Radio Road M.S.T.U. Mr. Sells reported Florida Land Maintenance, dba Commercial Land Maintenance, is the lowest qualified bidder for Landscape Maintenance for the Radio Road M.S.T.U. Beautification Advisory Committee. Mr. Lewis motioned to recommend the Board of County Commissioners approve Florida Land Maintenance's contract(dba Commercial Land Maintenance)for Landscape maintenance services for the Radio Road Beautification M.S.T.U. Second by Ms. Schoenfelder. Carried unanimously 3—0. VIII. Old Business None IX. New Business A. Advisory Member Application Harry Wilson, Windjammer Village Mr. Sells presented an application from Harry Wilson requesting appointment to the Radio Road Beautification MSTU Advisory Committee. 4 Mr. Lewis moved to recommend the Board of County Commissioners appoint Harry Wilson to the Radio Road Beautification M.S.T.U.Advisory Committee. Second by Ms. Schoenfelder. Carried unanimously 3—0. B. Scott Windham Work Order for FY18 Mr. Sells presented a one year extension Work Order/Purchase Order for Windham Studios, Inc., Contract 16-6598 for "Fixed Term Landscape Architectural Services" commencing October 1, 2017 in the amount of$15,530.00. Mr. Lewis motioned to approve a one year extension for Windham Studios, Inc., Landscape Architecture, Contract number 16-6598, "Fixed Term Landscape Architectural Services', in the amount of$15,530.00 for Annual Services for Landscape Architectural Maintenance Consulting Services for Radio Road Beautification MSTU effective October 1, 2017 through September 30, 2018. Second by Ms. Carella. Carried unanimously 3- 0. C. Asset Inventory Tracking System Mr. Sells reported the MSTU is participating in an Asset Tracking and Work Maintenance Inventory System program being implemented by the County to track assets. The software was activated in April to collect, record and manage MSTU assets. An intern has been hired to quantify assets in the system. Hours are billed to the specific MSTU with an estimated time frame for data input of two months. The estimated $1,600 cost incurred will be reflected on the December budget. X. Public Comment/Committee Member Comment Ms. Carella reported she attended a meeting which unveiled the intent of the Briarwood PUD to construct a 320 residential apartment complex on the corner of Radio Road and Livingston Road. There being no further business to come before the Committee, the meeting was adjourned by the Chair at 4:13 P.M. NEXT MEETING: JANUARY 8,2018 Berkshire Lakes Master Association Clubhouse 495 Belville Boulevard, Naples, FL 34105 O ROAD MSTU ADVISORY COMMITTEE Dale Lewis, Chairman The Minutes were approved by the Committee on SAWAARY , 2018 as presented , or as amended 5