PBSD MSTBU Minutes 10/05/2011 RPELICAN BAY SERVICES DIVISION BOARD REGULAR SESSION MINUTES
WEDNESDAY, OCTOBER 5, 2011
LET IT BE REMEMBERED that the Pelican Bay Services Division Board met in Regular Session on Wednesday,
October 5, 2011 at 1:00 p.m. at the Community Center at Pelican Bay, 8960 Hammock Oak Drive, Naples, Florida. The
following members were present:
Pelican Bay Services Division Board Michael Levy absent
Keith J. Dallas, Chairman Susan O'Brien appointed 9113/ II
Tom Cravens, Vice Chairman Dave Trecker
John P. Chandler absent Mary Anne Womble ]NOV7 4 2011
Geoffrey S. Gibson John Baron absent
John Iaizzo Hunter H. Hansen absent
BY:.......................
Pelican Bay Services Division Staff
W. Neil Dorrill, Administrator Mary McCaughtry, Operations Analyst
Kyle Lukasz, Operations Manager Lisa Resnick, Recording Secretary
Also Present [/
Susan Boland, President, Pelican Bay Property Owners Association F iala
Tim Hall, Senior Ecologist & Principal, Turrell, Hall & Associates, Inc. Hiller
Jim Hoppensteadt, President, Pelican Bay Foundation Henning i y
Coyle f
AGENDA Coietta
1. Roll Call
2. Agenda Approval
3. Approval of September 7, 2011 Pelican Bay Services Division Board Regular Session Minutes
4. Administrator's Report
a. Community Crosswalks
b. All -Way Stop at Pelican Bay Boulevard and Ridgewood Drive
C. Pelican Bay Boulevard Pathways
d. South Berm Restoration Project Status
e. Pelican Bay Boulevard Resurfacing
i. Status Report
ii. Bicycle Lane Survey (J. Chandler)
f. Community Landscaping
g. Monthly Financial Report
h. Update on Health of Mangroves
i. Update on Removing Exotics from Clam Pass Park & Along Beach
j. Fiscal Year 2012 Budget Update
5. Chairman's Report
a. Reconstitute and Appoint Members to the Clam Bay Committee
b. Clam Bay Update
C. Announcements Misc. Corres:
6. Committee Reports
7. Old Business Date: 111 Q 11 2,
8. New Business
9. Audience Comments Item #: l (g= 2.14 t 6
10. Miscellaneous Correspondence
11. Adjournment Copies to:
ROLL CALL
Seven members present and quorum established. Messrs. Baron, Chandler, Hansen, and Levy were absent.
AGENDA APPROVAL
Vice Chairman Cravens made a motion, second by Dr. Trecker to approve the agenda as presented.
The Board voted unanimously in favor, passing the motion.
8501
Pelican Bay Services Division Board Regular Session Meeting Minutes
October 5, 2011
APPROVAL OF SEPTEMBER 7, 2011 MINUTES
►Vice Chairman Cravens made a motion, second by Mrs. Womble to approve the September 7, 2011 Pelican Bay
Services Division Board Regular Session meeting minutes. The Board voted unanimously in favor, passing the
motion.
ADMINISTRATOR'S REPORT
COMMUNITY CROSSWALKS
Mr. Dorrill reported that the community crosswalks project is underway. To avoid conflicts with the FDOT project,
the starting location was moved to the intersection of Ridgewood Drive and Pelican Bay Boulevard. Staff processed an
approximate $6,000 change order to remove a tree causing root upheaval and to level and re -grade the existing area.
ALL WAY STOP AT PELICAN BAY BOULEVARD AND RIDGEWOOD DRIVE
Mr. Dorrill reported that despite failing to meet the warrants analysis criteria, County staff is recommending to the
Board of County Commissioners (BCC) to approve installing an all -way stop at the intersection of Ridgewood Drive and
Pelican Bay Boulevard.
Mr. Lukasz reported that County staff would recommend BCC approval on the BCC October 25 consent agenda.
Mr. James Carr, P.E., Agnoli, Barber, and Brundage said following BCC approval, his firm will obtain a right -of-
way (ROW) permit.
PELICAN BAY BOULEVARD ASPHALT PATHWAYS
Mr. Carr revised and completed the pathways plans, submitted a minor modification to the surface water permit to
South Florida Water Management District (SFWMD) and upon approval by the County and SFWMD, expects his firm to
apply for a right of way permit in November for construction of eight foot wide, non - permeable asphalt pathways on Pelican
Bay Boulevard from The Commons to the North Tram station. Construction will not encroach, and includes installation of a
rigid root barrier to the existing base to prevent future root upheaval.
Mr. Dorrill confirmed that a right of way permit is good for six months and the project would take ninety days and
any unexpected delays could cause it to expire before completion, as well as work being done during high season. He asked
the Board whether to apply for the right of way permit now, or defer until January. The Board directed staff to find out if the
contractor, if offered incentives, could complete a demonstration area of this project before Christmas.
SOUTH BERM RESTORATION PROJECT STATUS
Mr. Dorrill reported that prior to the pre - application presentation to Florida Department of Environmental Protection
(FDEP), Mr. Hall and Wilson Miller Stantec are reviewing historical data to state their case that the south berm restoration
project is maintenance work that qualifies for a letter of exemption.
Mr. Hall explained that the size of the Swale on the west side of the berm is smaller now that when originally built
because over time swales fill in. The swale is a working part of the current water management system and there is an
exemption to maintain it. The swale is also part of a functioning operational system and therefore the Services Division has
an obligation to maintain it. FDEP has confirmed that the work within the swale itself is an exempt activity. The Army
Corps of Engineers is deciding whether to authorize a nationwide permit for minor maintenance activities, or issue a new
permit for what they would consider new wetland impacts and mitigation review, which is a longer process. In his opinion,
the south berm restoration project to restore the berm to its original condition as built should be considered maintenance
covered under the nationwide permit.
8502
Pelican Bay Services Division Board Regular Session Meeting Minutes
October 5, 2011
Mr. Dorrill would distribute to the Board the south berm restoration project's preliminary engineering report,
dimension sketch, and information about additional fill material.
UPDATE ON HEALTH OF MANGROVES
Mr. Hall anticipates that the Clam Bay annual report should be available for distribution in November and
discussion at the December meeting. The report would include an oblique aerial photographic analysis of the mangroves and
preliminary results from today's photos do not indicate die -off. He will monitor black mangroves located near the Sandpiper
that except for some dead top material, are alive.
UPDATE ON REMOVING EXOTICS FROM CLAM PASS PARK AND ALONG BEACH
Mr. Hall reported that he did not have an update on whether there are funds available from Coastal Zone
Management. He explained that the new permit references that the Services Division is responsible for removing exotics
within the areas of the NRPA boundary to the mean high tide line, however, the State recognizes that it is impossible to
remove exotics completely, and removal of 95 %, including Australian Pines on the beach is acceptable.
PELICAN BAY BOULEVARD RESURFACING
STATUSREPORT
Mr. Dorrill reported that staff does not have any new information from the County regarding the Services Division's
possible loan agreement with the County to finance the resurfacing of Pelican Bay Boulevard in 2012.
BICYCLE LANE SURVEY
Mr. Dorrill requested that the Board direct staff to either move forward or postpone implementing a scientific survey
that would measure the community's position relating to installing bicycle lanes in the roadway.
The Board discussed prior surveys done to gauge community sentiment regarding bicycle lanes in the roadway and
agreed that the methods used were flawed. The Board agreed that if the Services Division administers a survey, the process
should be free from potential criticism and carried out by the scientific method. However, consensus was to defer
implementation of a survey until the Board decides whether to move forward with loaning the County funds to resurface
Pelican Bay Boulevard in 2012.
In regards to loaning the County funds to resurface Pelican Bay Boulevard, members expressed concerns about the
County's creditworthiness, and that the Services Division would possibly set a precedent by initiating and funding a project
that is the County's responsibility.
In the meantime, Mr. Dorrill and Mr. Chandler would continue negotiations with County officials refining the
details of the loan agreement and acceptable repayment terms.
COMMUNITY LANDSCAPING
Mr. Dorrill reported that in the next two weeks, Mr. Lukasz will begin selecting plants from a wholesale nursery
service that specializes in quality-grade material and container size. As the contractor completes the crosswalks, Services
Division staff will install the plants. The cost estimate for plant material and supplies for all of the crosswalk locations that
the Services Division is responsible is $150,000.
Mr. Gerald Moffatt, Ms. Mollie Moffatt, and Ms. Marcia Cravens were concerned about the process that the
Services Division used to select the landscape architect Goetz +Stropes and are unhappy with the firm's recommendations.
Mr. Dorrill explained that the County predetermines the value of landscape architect design services and eligible
firms. Staff recommended and the Board approved Goetz +Stropes primarily because of the historic relationship with Mr.
Jack Lieber, Pelican Bay's original landscape architect.
8503
Pelican Bay Services Division Board Regular Session Meeting Minutes
October 5, 2011
MONTHLY FINANCIAL REPORT
Mr. Dorrill reported that the unaudited, preliminary September financial report ending Fiscal Year (FY) 2011 shows
that the Services Division's overall fiscal condition is "quite healthy ". Three categories of expenses were over budget
including 1) tree trimming; 2) fleet (vehicle) maintenance and parts; and 3) other (environmental/engineering) contractual
services. However, horticultural debris expenses were under budget and overall operating expenses were about $190,000
below forecast. FY 2012 began October 1 and the budget was adopted as presented by the Board of County Commissioners.
Ms. Cravens expressed disapproval that the assessment increased. She alleged that funds were transferred from
Clam Bay Fund 320 into other funds; and according to Crystal Kinzel, the Clerk's Finance Director this is not allowed.
Chairman Dallas explained that the assessment was increased to start saving for future Community Improvement
Plan projects, including street lighting.
Mr. Dorrill explained that the large cash carry forward is in part due to County policy requiring two months of
operating funds on hand for cash flow purposes and unanticipated expenses, i.e., storm- related cleanup.
CHAIRMAN'S REPORT
RECONSTITUTE AND APPOINT MEMBERS TO THE CLAM BAY SUB - COMMITTEE
Chairman Dallas appointed Vice Chairman Cravens, Ms. O'Brien, Dr. Trecker, and Ms. Womble to the newly
reconstituted Clam Bay Sub - committee and members would choose the Chairman.
LANDSCAPE WATER MANAGEMENT SUB - COMMITTEE MEMBERS
Landscape Water Management Sub - committee members are Vice Chairman Cravens (Chairman), Mr. Gibson, and
Dr. Trecker.
BUDGET SUB - COMMITTEE MEMBERS
Budget Committee members are Mr. Levy (Chairman), Chairman Dallas, Mr. Chandler, Mr. Gibson, and Mr. Iaizzo.
Ms. O'Brien expressed interest in becoming a member of the Budget Sub - committee and to accommodate, Mr.
Gibson offered to step down, but no changes were made.
CLAM BAY UPDATE
Chairman Dallas did not have any new information to report regarding the Clam Bay markers and dredging permits.
Ms. Cravens reported that the Florida Department of Environmental Protection (FDEP) is setting new rules for water
quality and nutrient standards. FDEP 1) designated Clam Bay a unique Water Body Identification (WBID); 2) recommended
that water quality monitoring protocol complies with Quality Assurance /Quality Control (QA /QC) standard; and 3) prefers
long -term water quality data sets and alleged the County was misinformed when it determined that the Services Division's
historical water quality data was not acceptable.
Ms. Kathy Worley clarified FDEP determines on a case -by -case basis whether to accept water quality data that does
not meet QA /QC standards.
Ms. Cravens added that FDEP designated the Clam Bay as a "coastal creek system" and PBS &J /Atkins Site Specific
Alternative Criteria (SSAC) to determine water quality standards is inapplicable.
Mr. James Hoppensteadt clarified that the Foundation did not accept the Services Division's historical water quality
data because QA /QC water quality monitoring protocol was not used.
Vice Chairman Cravens suggested that Mr. Hall make a presentation to the Clam Bay and Landscape Water
Management Sub - committees about historical water quality monitoring studies in Clam Bay.
8504
Pelican Bay Services Division Board Regular Session Meeting Minutes
October 5, 2011
Mr. Hall agreed to make a presentation to both sub - committees regarding historical water quality monitoring studies
in Clam Bay. Services Division employees are trained and certified in QA /QC water quality monitoring protocol and on a
monthly basis, collect samples west of the berm, submit the samples to the County's Pollution Control Lab, and the results
are sent to Turrell Hall for analysis. Also, Turrell Hall is developing a nutrient management plan for the Foundation and
currently, collecting samples east of the berm to map nutrients as they move through the system to identify locations where
high levels of nutrients exist.
ANNOUNCEMENTS
Chairman Dallas announced that the Coastal Advisory Committee meets October 13; Pelican Bay Foundation meets
October 28; and the Services Division's next meeting is November 2.
The Board directed staff to schedule a Clam Bay and Landscape Water Management Sub - committees meeting for
Mr. Hall to make a presentation regarding before November 2.
COMMITTEE REPORTS
Ms. Womble reported that the Strategic Planning Committee has not met, so there is no information to report.
OLD BUSINESS
Dr. Trecker acknowledged that as the Services Division had recommended, the BCC approved Commission District
Map 1.
NEW BUSINESS
None
AUDIENCE COMMENTS
Ms. Linda Roth is concerned that the PBS &J /Atkins SSAC standards are too strict and unattainable.
Ms. Cravens urged the Board to provide feedback regarding the proposed PBS &J /Atkins SSAC to assess water
quality in Clam Bay.
ADJOURNMENT
Vice Chairman Cravens made a motion, second by Dr. Trecker to adjourn. The Board voted unanimously in
favor and the meeting adjourned at 3:04 p.m.
e�
K it :Dallas, ChairJign Minutes by LRJ / 10/14/201110:51:04 AM
8505