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PBSD MSTBU Minutes 05/04/2011 R RECEIVED JUN 2 0 2011 CoOl.a' . ", WYf]t.y Cvu,a~i~vnE,;{.s PELICAN BAY SERVICES DIVISION BOARD REGULAR SESSION MINUTES WEDNESDAY, MAY 4,2011 LET IT BE REMEMBERED that the Pelican Bay Services Division Board met in Regular Session on Wednesday, May 4, 2011 at 1:00 p.m. at the Community Center at Pelican Bay, 8960 Hammock Oak Drivy Naples, Florida. The following members were present: Fiala 17 CS' Hiller Pel;..o Bay Services D;,;,;oo Boa'" H.nnlng,~ Keith J. Dallas, Chairman Geoffrey S. Gibson absent Coyle __ Mary Anne Womble, Vice Chairwoman John laizzo Coletta John P. Chandler Michael Levy Tom Cravens John Baron Johan Domenie Hunter H. Hansen absent Pelican Bay Services Division Staff W. Neil Dorrill, Administrator Kyle Lukasz, Field Manager Mary McCaughtry, Operations Analyst Lisa Resnick, Administrative Assistant Also Present Susan Boland, President, Pelican Bay Property Owners Association James Carr, , P.E., Civil Design Engineer, Agnoli, Barber, & Brundage, Inc Marcia Cravens, Dorchester at Pelican Bay Resident Tim Hall, Senior Biologist & Principal, Turrell, Hall & Associates James Hoppensteadt, President, Pelican Bay Foundation David Trecker, Candidate, Pelican Bay Services Division Board Brian Weinstein, P.E., Transportation Engineer, Tindale-Oliver & Associates, Inc. REVISED AGENDA 1. Roll Call 2. Agenda Approval 3. Presentation to Recognize Dr. Raia's Service 4. Candidate Introductions 5. Audience Participation 6. Approval of Meeting Minutes a. April 6, 2011 Pelican Bay Services Division Board Regular Session b. April 12, 2011 Pelican Bay Services Division Board Clam Bay Workshop c. Approval of April 11, 2011 Budget Committee Meeting Minutes 7. Budget Committee Report a. Review FY 2012 Tentative Budget b. Approval ofFY 2012 Tentative Budget c. Roadway Resurfacing Update and Discussion of Loaning County $1.2 million for Repaving Pelican Bay Boulevard 8. Administrator's Report a. Monthly Financial Report b. South Berm Permit Status c. Community Improvement Plan (CIP) Update i. Crosswalks ii. Possibility of Four-Way Stop at Ridgewood Drive & Pelican Bay Boulevard iii. Pathways iv. Discussion of Possible Caution Signage for Bicycles (J Domenie) d. Update on Health of Mangroves e. Update on Removing Exotics from Clam Pass Park & Along Beach 9. Chairman's Report a. Clam Bay b. Announcements Misc. Corres: Date: C\\\~ \\ 8470 Item #: \ u:t:. '2.. A '2--'-' '= - -:~'?S '~:) Pelican Bay Services Division Board Regular Session Meeting Minutes May 4, 2011 10. Community Issues 11. Committee Reports a. Strategic Planning Committee 12. Old Business 13. New Business 14. Audience Comments 15. Miscellaneous Correspondence 16. Adjournment ROLL CALL With the exception of Messrs. Gibson and Hansen, both excused, all Board members were present. AGENDA APPROVAL Mr. Cravens made a motion, second by Mr. Chandler to approve the agenda as amended. The Board voted unanimously in favor, passin/( the motion. CANDIDATE INTRODUCTIONS Board candidate, Mr. David Trecker introduced himself. Chairman Dallas read candidate Ms. Susan O'Brien's prepared biography. Consensus was that there were two great candidates. Mr. Cravens made a motion, second by Mr. Levy to recommend to the Board of County Commissioners that Mr. David Trecker be appointed to fill the existing Pelican Bay Services Division Board vacancy. The Board voted 6-2 in favor, (Messrs. Dallas and Baron opposed) passing the motion. PRESENTATION TO RECOGNIZE DR. RAIA'S SERVICE On behalf of the Board, Chairman Dallas presented an award to Dr. Raia and thanked him for his four years of service on the Pelican Bay Services Division Board. Dr. Raia accepted it graciously. AUDIENCE PARTICIPATION Representing the "Stop for People Coalition" Mr. Brendan Culligan proposed that if each resident of the communities most affected were to contribute $8.57 monthly over eighteen months, they could save $50,000 to install a motion activated crosswalk at the North Tram station crossing to keep pedestrians safe. Ms. Noreen Murray, resident and former member of the Foundation's Strategic Planning Committee suggested strongly that the Board approve the pathways proposal presented today. Ms. Marcia Cravens, Dorchester resident said that she supported Mr. Trecker to fill the Board vacancy. The Services Division has an established role in managing Clam Bay and suggested working with the Foundation on Clam Bay issues. The Board should allocate more than $78,000 to the Clam Bay Fund in the proposed budget and allocate funds to educational outreach. APPROVAL OF MEETING MINUTES APRIL 6. 2011 REGULAR SESSION Vice Chairwoman Womble amended the April 6 minutes. Page 8461 amended to read, "...concerns about the LKR signs in Outer Clam Bay including 'look out for swimmers' because...", 8463 motion to read "...to defer electing officers until after an appointment to the Board is made.", and 8467 to read, "... the main issues as perceived by some ofthe Board members were that the current management was inaccessible..." 8471 Pelican Bay Services Division Board Regular Session Meeting Minutes May 4, 2011 Mr. Cravens made a motion, second by Mr. Levy to approve the April 6, 2011 Pelican Bay Services Division Board Regular Session meeting minutes as amended. The Board voted unanimously in favor, passing the motion. APRIL 12,2011 CLAM BAY WORKSHOP Mr. Cravens made a motion, second By Mr. Domenie to approve the April 12, 2011 Pelican Bay Services Division Board Clam Bay Workshop minutes as presented. The Board voted unanimously infavor, passin/( the motion. APRIL 11. 2011 BUDGET COMMITTEE Mr. Levy made a motion, second by Mr. Chandler to approve the April 11, 2011 Pelican Bay Services Division Board Budget Committee meeting minutes as presented. The Budget Committee members present voted unanimously in favor, passin/( the motion. BUDGET COMMITTEE REVIEW FISCAL YEAR 2012 TENTATIVE BUDGET "WITH NO CIP INCREASES" Mr. Levy presented the FY 2012 Tentative Budget summary that staff developed "with no CIP increases" or without increasing the assessment. Last year's FY 2011 assessment was $370.64; the millage rate for street lighting was 0.0531 and has been flat for three years. Carryforward funds from Water Management and Community Beautification were transferred to the Capital Projects Fund for identified Community Improvement Plan (CIP) projects. Carryforward from the Street Lighting Fund was transferred to a Street Lighting reserves account to keep funds collected by an ad valorem tax for Street Lighting separate from funds collected by non-ad valorem assessment. While holding the assessment the same, any revenue above that needed to fund Water Management, Community Beautification, and Clam Bay was added to capital projects for the CIP. Due to Staffs "cost control efforts in day-to-day operations", in FY 2012, after allocating $50,000 to refurbish traffic signs, and $85,000 for lake bank enhancements, there is $2,854,000 available for CIP and capital projects and $74,000 for Street Lighting. Additional revenue required for Clam Bay in FY 2012 is $156,000. For the past two years, the County has only contributed $35,000 each year from Fund 111. The FY 2012 Tentative Budget assumes the County would contribute $78,000 from Fund Ill, matching the Services Division's contribution of $78,000 from the assessment. With $55,000 carryforward from last year, there will be over $200,000 available in the Clam Bay Fund and that is enough to fund the new permit fully. If the County's contribution were deficient then the Services Division would transfer Capital Projects funds to the Clam Bay Fund. Mr. Dorrill said the County's matching contribution is consistent with what they have done in the past, but whether $78,000 is a realistic amount, they will have to wait and see. He might have an answer for the Board at the next meeting. COMMENTS Mr. Steve Seidel, San Marino resident asked if the budget was public record. Chairman Dallas said yes and he planned to write an article for the early August Pelican Bay Post regarding the FY 2012 budget and CIP projects that will correspond with residents receiving their assessment notice. 8472 Pelican Bay Services Division Board Regular Session Meeting Minutes May 4, 2011 Mr. Hoppensteadt offered to send an email blast with a link to the budget on the Services Division's web site. Ms. Marcia Cravens said it would be helpful to post the proposed budget on the website. She urged the Board to fund the Clam Bay Fund fully at $156,000. Mr. Levy said in the past, the County had contributed over $200,000 to the Clam Bay Fund. The Services Division built up a surplus and the County was aware of that and began to cut back on the funding. The surplus is essentially gone now and the Services Division needs $156,000 of new money. For the past few years, the County has matched Pelican Bay's contribution to the Clam Bay Fund, so Services Division plans to ask the County to match Pelican Bay's contribution again. Ms. Mary Johnson, President, Mangrove Action Group echoed Ms. Cravens' suggestion that the Board fully fund the Clam Bay Fund and only ask the County to match $35,000 because it could undercut the Services Division's position. Dr. Raia said Clam Bay is a County asset, so the County should be paying for Clam Bay services provided by the Services Division. Ms. Cravens said Pelican Bay has a long-term role in Clam Bay and Fund III was originally a natural resources fund that contributed funds to Clam Bay and evolved into something else. Mr. Dorrill supports the recommendation of the Budget Committee to ask the County to contribute $78,000 to Clam Bay in the FY 2012 budget. REVIEW FISCAL YEAR 2012 TENT A TIVE BUDGET "WITH CIP INCREASES" Mr. Levy explained that the Budget Committee proposed that funds for future CIP projects be incorporated into the FY 2012 Budget and Chairman Dallas created several "CIP Cash Flow Spreadsheets" that outline a savings plan. One sheet covers the Budget Committee's recommendation to raise the ad valorem millage rate yearly from 0.0531 by 0.0326 or $16.30 per $500,000 property value to 0.0857 for fifteen years to fund replacement street lighting poles on Pelican Bay Boulevard and Gulf Park Drive in 2018, and residential street lighting fixtures and poles in 2021. Another sheet covers the Budget Committee's recommendation to raise the non-ad valorem assessment yearly by $27.50 or 7.4% for five years to fund identified CIP projects through 2015. The Budget Committee recommended the total proposed assessment for FY 2012 be $398.13. COMMENTS Mr. Cravens suggested the FY 2012 Tentative Budget be paginated consecutively. Mr. Jerry Moffatt, L' Ambiance resident referred to the non-ad valorem cash flow spreadsheet and landscaping bull nose projects and asked if there was a plan to take down trees because many residents are opposed to removing trees. Chairman Dallas said the projects described are based on Wilson Miller's CIP recommendations for planning purposes and they would discuss tree removal when they review the design plans proposal for landscaping 8473 Pelican Bay Services Division Board Regular Session Meeting Minutes May 4, 2011 the bull noses. In 2014, residential neighborhood pathways refer to remaining CIP pathways projects that are not along the main roadways. ROADWAY RESURFACING UPDATE & DISCUSSION OF LOANING COUNTY $1.2 MILLION FOR REPAVING PELICAN BAY BOULEVARD Mr. Chandler reported that he and Mr. Dorrill met with Commissioner Hiller and Mr. Nick Casalanguida, Deputy Administrator, Collier County Growth Management Division to discuss the asphalt rating system and where the Services Division might stand in the overall rankings for milling and resurfacing of Pelican Bay Boulevard. According to Mr. Casalanguida, 100% is a freshly paved road, and under normal circumstances, a road rated at 70% would be repaved, however due to the County's dismal fiscal situation, they are only repaving roads with ratings lower than 40% and Pelican Bay Boulevard is rated 61 %. Mr. Casalanguida stated that the County did not presently have a five-year plan but that their staff would develop one by June 1 and provide it to the Services Division. Commissioner Hiller suggested that the Services Division draft an agreement to loan the County $1.2 million with a repayment schedule to repave Pelican Bay Boulevard earlier. Mr. Dorrill said the County's total available funding for similar work this year is $2.5 million. Loaning the County funds for this work would be considered a novel approach and represent a loan to the County secured in good faith requiring them to appropriate money in subsequent years for the work to be advanced. Since the assessment was done rating Pelican Bay Boulevard at 61 %, the road has probably deteriorated. Resurfacing would add value to the community and be "money well spent". The other Commissioners may perceive this as Pelican Bay wanting to treat themselves separately from others who might not have the ability to do this, but that argument is countered by the fact that Municipal Service Taxing and Benefit Units have been available countywide for forty years for every community to levy and collect additional revenue for special purposes that otherwise would go to the County's general fund. He would find out whether the County will support the Services Division advancing funds for repaving and report at the next meeting. The Board could decide then whether to amend the FY 2012 Tentative Budget by increasing the non-ad valorem assessment an additional amount for the purposes of loaning the County $1.2 million to repave Pelican Bay Boulevard. APPROVAL OF FY 2012 TENTATIVE BUDGET Mr. Cravens made a motion, second by Mr. Domenie to approve the FY 2012 Tentative Budget as presented; increase the non-ad valorem assessment by $27.50; and increase the ad valorem milla/(e rate to 0.0857. The Board voted unanimously infavor, passin/( the motion. ADMINISTRATOR'S REPORT COMMUNITY IMPROVEMENT PLAN UPDATE CROSSWALKS Mr. Dorrill reported that the crosswalks construction drawings and specifications are complete. The advance meeting with County purchasing staff has taken place and the bid is based on unit prices of fourteen individual crosswalks so that this Board and the Foundation can pick-and-choose actual crosswalks to construct. The advertisement for bids is imminent and there is a thirty-day timeframe between the opening invitation to bid and the bid closing. He suggested the Board consider rescheduling the June meeting for no earlier than June 8 and no 8474 Pelican Bay Services Division Board Regular Session Meeting Minutes May 4, 2011 later than June 13, so that the Board can review bids and make a recommendation to the County Commissioners prior to the Commissioners' summer recess. Staffs deadline is June 16. Mr. Levy said unit-based pricing is likely to cost more than a proposal to do all of the crosswalks. Mr. Dorrill said the proposal could be amended with an addendum that states what savings they could receive by doing all of the crosswalks at once. Mr. Hoppensteadt said the decision whether to do all crosswalks at once or not would reqUire the Foundation's Audit and Budget Committee's review of the proposal and Board authorization. Presently, Foundation staff plans to recommend that they hold off on the crosswalk at Hyde Park until they determine the pathways project at that location. Mr. Domenie and Mr. laizzo were concerned about timing and protecting the pavers and suggested roadway resurfacing be done prior to constructing crosswalks. Mr. James Carr, P.E., Agnoli, Barber, and Brundage said in his professional opinion, crosswalks should be constructed prior to resurfacing the roadway. Mr. Chandler said prior to resurfacing the roadway, they need to decide whether to install bicycle lanes in the roadway and that decision should be made next season. Chairman Dallas agreed. Whether to install bicycle lanes in the roadway is a divisive issue and required community input. Mr. Steve Seidel, San Marino resident is opposed to designating bicycle lanes in the roadway. Mr. Cravens made a motion, second by Mr. Domenie to direct staff to issue an addendum to the bid specifications for an aggregate price for twelve or more crosswalks to be constructed at one time, as well as priced individually. The Board voted unanimously in favor, passing the motion. FOUR-WAY STOP AT RIDGEWOOD DRIVE & PELICAN BAY BOULEVARD Mr. Bryan Weinstein, P.E., Civil Engineer, Tindale-Oliver & Associates, Inc. reported that the warrants analysis for four-way stop at Ridgewood Drive and Pelican Bay Boulevard failed to meet the minimum criteria set forth in the Manual on Uniform Traffic Control Devices (MUTCD) for number of collisions and vehicular delay. The State of Florida changed reporting requirements in May 2010 and no longer accepts the "short" form collision reports, so the accuracy of the data is questionable and there could be more collisions than reported. In conclusion, the report results do not recommend a four-way stop at this intersection, but this does not preclude the Board from submitting an application to the County. Mr. Dorrill summarized that this is a busy intersection, but the current configuration is not technically deficient or create a safety hazard. He suggested discussing with the County prior to submitting a formal application. Mr. Chandler said the Services Division commissioned a study that reports this intersection failed all tests for installing a four-way stop and there is some rationale for this. He suggested forwarding the warrants analysis to the Philharmonic with a recommendation from the Board that the Philharmonic hires additional officers to direct traffic. 8475 Pelican Bay Services Division Board Regular Session Meeting Minutes May 4, 2011 Mr. Cravens made a motion, second by Mr. Domenie that staff discuss with the County prior to submitting a formal application for a four-way stop at the intersection of Ridgewood Drive and Pelican Bay Boulevard. The Board voted 7-1 in favor, passing the motion. Mr. Chandler opposed. Chairman Dallas directed staffto provide the Tindale-Oliver warrant analysis to the Philharmonic. PATHWAYS Mr. Dorrill referred to the May 3 Agnoli, Barber, and Brundage (ABB) proposal for engineering services for a pathways project along the west side of Pelican Bay Boulevard from The Commons to the North Tram station. Wilson Miller had estimated this scope of work to cost closer to $25,000 and ABB's proposal is closer to $33,000. He suggested that the Board authorize the Administrator to enter into an agreement with ABB, revise the scope and renegotiate the price to $25,000 with a caveat that if there are additional meetings or presentations required, then those could be charged on a time and materials basis. Mr. Chandler pointed out that unless they raise the assessment beyond what they agreed earlier today, they would only have enough funds to do crosswalks and resurfacing of Pelican Bay Boulevard. Mr. Levy said if they decide to loan the County money to resurface Pelican Bay Boulevard, they would have to raise the assessment. Mr. Cravens made a motion, second by Mr. Domenie to authorize the Administrator to enter into an agreement with Agnoli, Barber, and Brundage (ABB) for engineering services for a pathways project along the west side of Pelican Bay Boulevard from The Commons to the North Tram station, revising the scope, and renegotiating the price to $25,000, with a caveat that if additional meetings or presentations required, those would be charged on a time and materials basis. The Board voted unanimously in favor, passing the motion. CROSSWALKS Chairman Dallas said the Board would need to make a decision at the June meeting whether to implement all, or some of the Community Improvement Plan (CIP) crosswalks projects. The Board discussed Chairman Dallas' "Selecting Crosswalks for 2011 Implementation" document that showed prior member rankings for crosswalks, whether to do all nine, only some, the price tag, and associated signage, but nothing decided. MONTHLY FINANCIAL REPORT Mr. Dorrill reported that year-to-date revenue is unchanged from last month. Revenue received is slightly over budget at 94%, but most expenses are under budget with the exception of tree trimming and they expect to finish the year in accordance with the projected budget. Mr. Chandler made a motion, second by Mr. Levy to accept the Monthly Financial Report into the record. The Board voted unanimously in favor, passing the motion. SOUTH BERM PROJECT Mr. Dorrill reported that staff, with the help of Mr. Tim Durham, Chief Environmentalist with Wilson Miller, plans to petition the Army Corps of Engineers (US ACE) explain why although jurisdictional wetlands, the work proposed on the west side of the south berm is simple maintenance, as opposed to work that requires a USACE 8476 Pelican Bay Services Division Board Regular Session Meeting Minutes May 4, 2011 permit. Work is proposed only for the area within the existing easement upon which the berm sits. The project design plans are available. UPDATE ON REMOVING EXOTICS FROM CLAM PASS PARK & ALONG BEACH Mr. Hall reported that the State has requested a work plan from the County, which is a good indication that the County is still in the running to receive a grant to remove exotics north of the Pass. Mr. Dorrill said if the County were to receive the grant, it would be shortly after July 1, the start of the State's fiscal year. UPDATE ON HEALTH OF MANGROVES Mr. Hall reported that he is waiting for the boring beetles to hatch, so that he can identify the species and verify it is not a new exotic species. The incubation period is two to three years, so to speed up the process, they are searching for beetles in the mangroves that are about to hatch. In his opinion, the beetle is not a new exotic species because healthy mangroves can defend themselves from infestation, but stressed mangroves are more susceptible. In this case, only some scattered white mangroves stressed by the cold weather are affected. He is working with a lab at Florida Atlantic University, which may be able to identify the beetles using DNA. DISCUSSION OF POSSIBLE CAUTION SIGNAGE FOR BICYCLES Mr. Domenie suggested the Services Division install caution signage for bicycles at specific points along Pelican Bay Boulevard. Chairman Dallas suggested they first address whether to resurface Pelican Bay Boulevard and the whether to install bicycle lanes in the roadway prior the issue of caution signage for bicycles. Mr. Chandler suggested that if they decide to install caution signage for bicycles, they should be placed after each entryway. Mr. Levy made a motion to install the caution signage for bicycles. The Board discussed locations to install the signage and decided it was premature to take a vote. Mr. Levy withdrew his motion. CHAIRMAN'S REPORT CLAM BAY Chairman Dallas reported that on April 7 he and Mr. Dorrill met with County staff regarding the Clam Bay markers. He advocated for amending the current canoe trail markers permit and that the Services Division remains in charge of the markers, but no decisions made as to which entity or co-entities should hold the permit. According to Ryan Moreau, Florida Fish and Wildlife Conservation Commission (FFWCC) the County could either apply for a new permit, or amend the existing. If the County chooses to amend the existing permit, no changes would be required for the markers north of the Pass. One solution for Seagate suggested is to add signage at the canoe launch that makes it clear motor boats are allowed in Clam Bay. Consensus was that a final decision regarding the markers would not be made at the third County Clam Bay stakeholders meeting on May 17. It was more likely that the Commissioners would decide the fate of the markers. 8477 Pelican Bay Services Division Board Regular Session Meeting Minutes May 4, 2011 ANNOUNCEMENTS The Strategic Planning Committee meets May 6, Coastal Advisory Committee meets May 12, Clam Bay stakeholders meet May 17, and the Foundation Board meets May 20. STRATEGIC PLANNING COMMIITEE (SPCl REPORT Vice Chairwoman Womble reported that the Strategic Planning Committee (SPC) meets May 6 at 9 a.m. at the Community Center to discuss the history of The Commons reconfiguration and Community Center expansion, North Tram station crosswalk, Sandpiper Tram station, U.S. 41 berm noise abatement, safety, and security and more. The SPC lost two members elected to the Foundation Board, but gained three new members. The wetlands area will not become a parking lot, but the future use is uncertain. Mr. Cravens is concerned that the Foundation may have covert plans to use the wetlands area for a use other than its current use. MISCELLANEOUS The Board discussed artificial versus natural oyster beds in Clam Bay to propagate oysters and improve the health of the system. Chairman Dallas said that he would like to discuss at the next meeting whether to reinstitute the Clam Bay Committee. Ms. Cravens supported reinstituting the Clam Bay Committee. Vice Chairwoman Womble said BP is giving $100 million to each state involved in the Gulf oil spill last year. There was a Gulf Coast Leadership Summit to discuss the future recovery and restoration of the Gulf coast areas. Mr. Dorrill would tind out if the County or this area was represented at the Summit and report back. Board consensus was to direct staff to reschedule the June I meeting for June 13. ADJOURN Mr. Cravens made a modon, second by Mr. Chandler to adjourn. The Board WIld unl,nlmously 'n{ltvor. PflSSinJl the motion and the meetlnll adJournd at 4:21 p.m. jjiiljrL Minutes by Lisa Resnick \ 6/13/2011 4:30:44 PM 8478