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PBSD MSTBU Minutes 01/04/2012 RPELICAN BAY SERVICES DIVISION BOARD REGULAR SESSION MINUTES WEDNESDAY, JANUARY 4, 2012 LET IT BE REMEMBERED that the Pelican Bay Services Division Board met in Regular Session, Wednesday, January 4, 2012 at 1:00 p.m. at the Community Center at Pelican Bay, 8960 Hammock Oak Drive, Naples, Florida. The following members were present: 7. 8. 9. 10. 11. 12. Pelican Bay Services Division Board Keith J. Dallas, Chairman Tom Cravens, Vice Chairman John P. Chandler Geoffrey S. Gibson John Iaizzo Michael Levy Pelican Bay Services Division Staff Susan O'Brien Dave Trecker Mary Anne Womble John Baron absent Hunter H. Hansen absent p �ClB75 � FEB ( 0 pit BY........................ 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 Kevin Carter, Field Manager, Dorrill Management Group Tim Hall, Senior Ecologist & Principal, Turrell, Hall & Associates, Inc. Jim Hoppensteadt, President, Pelican Bay Foundation Fiala Hiller --- Pledge of Allegiance AGENDA Henning 7j Co Y le Roll Call Coletta Agenda Approval Approval Approval of Meeting Minutes a. December 7, 2011 Regular Session b. December 14, 2011 Special Session Administrator's Report a. Community Crosswalks b. Community Landscaping c. Pelican Bay Boulevard Pathways d. South Berm Restoration Permitting e. Update on Removing Exotics from Clam Pass Park & Along Beach f. Monthly Financial Report Chairman's Report a. Clam Bay Update b. Announcements Mist Corms: Committee Reports Old Business Date :_ ( 112, New Business Audience Comments Item #; I U-S Z V9'7-6 Miscellaneous Correspondence Adjourn Copies to: ROLL CALL With the exception of Messrs. Baron and Hansen, all members were present. 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. 8520 Pelican Bay Services Division Board Regular Session Minutes January 4, 2012 APPROVAL OF MEETING MINUTES DECEMBER 7, 2011 BOARD REGULAR SESSION Vice Chairman Cravens made a motion, second by Dr. Trecker to approve the December 7, 2011 Pelican Bay Services Division Board Regular Session minutes as presented The Board voted unanimously in favor passing the motion. DECEMBER 14, 2011 BOARD SPECIAL SESSION Vice Chairman Cravens made a motion, second by Ms. Womble to approve the December 14, 2011 Pelican Bay Services Division Board Special Session minutes as presented The Board voted unanimously in favor passing the motion. ADMINISTRATOR'S REPORT COMMUNITY CROSSWALKS Mr. Dorrill reported he was very pleased overall with the contractor (Bateman). The project was substantially complete prior to the end of the year, but this does not mean it is complete. There are minor issues that the contractor is addressing including making adjustments to align the cobble paver rumble strips. AUDIENCE COMMENTS Mr. Steve Seidel, San Marino resident reported several residents have complained about how noisy the crosswalks are and asked if a decibel reading was done. Mr. Jim Hoppensteadt responded that the sound is unusual and decibel readings were done in November but did not register as increasing decibel levels. Another reading is planned for February. Mr. Dorrill noted the rumble sound is intentional and meant to create a "subconscious impression" that there are midblock crossings, but not necessarily what engineers define as traffic calming, for example speed bumps. Ms. Mary Bolen, Sanctuary resident observed the signage at the Glenview crossing causes confusion. Mr. Lukasz explained the signage that is installed is required by the state. Mr. Bruce Beauchamp, who worked at a paving company for 43 years inspected the Oakmont crossing and reported some of the bricks have broken edges. He stressed the importance of checking installed bricks for damage and recommended before final payment is made that the contractor replaces the bricks that are not intact. Chairman Dallas said the Budget Subcommittee will discuss his document regarding potential Fiscal Year (FY) 2013 Community Improvement Plan (CIP) projects January 17 and encouraged the audience to attend. COMMUNITY LANDSCAPING With the exception of the North Tram station crossing where stream irrigation improvements are in- process, Mr. Dorrill reported that the landscaping associated with the crosswalks project is complete. Work was performed in- house, saving considerably on labor costs vs. outsourcing. Based on invoices received, materials cost $29,400. Mr. Lukasz estimated the total cost for materials at all seven crossings would be closer to $60,000. Ms. Elaine Daravingas, Montenero resident observed white flags in the ground at the North Tram station. Mr. Lukasz explained the white flags mark the irrigation line. Ms. Mollie Moffatt conveyed by way of Mr. Gerald Moffatt her concerns regarding non - removal of "tall and woody" landscaping, and the lack of color and high maintenance of some new landscaping. 8521 Pelican Bay Services Division Board Regular Session Minutes January 4, 2012 Mr. Gerald Moffatt said noise from the midblock crosswalks was expected and as a tie -in, the CIP recommended installing brick pavers at the three community entrances on U.S. 41. Ms. Mary Johnson, St. Marissa resident favored Xeriscape -type landscaping. Mr. Dave Ritger, Oakmont resident recommended doing a survey before moving forward with more crosswalk projects and does not favor the colors chosen for landscaping. Chairman Dallas directed staff to look for funds that could be used for future landscaping projects. PATHWAYS Mr. Dorrill reported staff explored the possibility of obtaining a third proposal for the pathways project. Due to an increase in the cost of asphalt, the first two proposals received were priced almost double of the original estimate. Agnoli Barber and Brundage (ABB) engineers are preparing a more refined set of pathways specifications and schematic plans to obtain formal sealed bids and this process could take approximately 90 days. Mr. Bruce Beauchamp suggested the engineers consider root barriers and edging along the pathways. Mr. Lukasz explained the pathway plans call for installation of rigid root barriers with slow release herbicide which work better than flexible root barriers. Mr. Dorrill added that the pathways are the property of the Board of County Commissioners and responsibility for maintenance lies with the County. However the County does not have the funds. Ms. Daravingas said many residents do not understand what the pathways widening project is and need to be better educated about it. On behalf of Montenero residents, she expressed several concerns: 1) the six trees scheduled for removal will affect property values; 2) plans reduce visibility at the service entrance and encourage more bicycle traffic; and 3) traffic volume does not justify the expenditure. She recommended putting the project on hold until the Board does a survey. Mr. Andy Thomas, Montenero resident was concerned the crosswalks would not have flashing lights installed, favored a survey, but did not favor spending money on a project that is the County's responsibility. Chairman Dallas explained should a decision be made in the future to install flashing lights, conduits were installed at all crossings at the time of initial construction. Ms. Noreen Murray cautioned against implementing a survey because surveys must be designed to obtain proper feedback. Transparency is very important and residents are aware of the proposed project, so the Board should receive plenty of input and this is what the Board should evaluate. Ms. Marcia Cravens said surveys reach people who would not otherwise voice their sentiment. Dr. Ted Raia said reducing the travel lanes from 12 -10 feet and installing 4 feet wide bicycle lanes would reduce speeding, prefers bicycling in the roadway and installing "share the road" signs may be helpful. In addition, the Board should address Montenero residents concerns regarding tree removal and suggested curving the pathways to dodge the trees. Ms. O'Brien suggested placing Mr. Dorrill's recommendation to have civil engineers ABB prepare refined pathways specifications and plans for formal bids and until the Board can attain feedback by those directly affected. Dr. Trecker agreed and suggested forming a pathways subcommittee, or having staff visit individual associations affected by the pathways project. Chairman Dallas did not favor forming a pathways subcommittee, but liked the idea of having staff visit individual associations affected, adding that publishing informative articles in the Pelican Bay Post have been effective in obtaining feedback. Mr. Dorrill clarified there is no effort underway by staff to perform a survey and would move forward with having ABB refine the pathways specifications and schematic plans to obtain formal sealed bids. 8522 Pelican Bay Services Division Board Regular Session Minutes January 4, 2012 Mr. Lukasz would visit individual associations adjacent to the pathways to review the plans and hear residents concerns. SOUTH BERM RESTORATION PERMITTING Mr. Dorrill reported the Army Corps of Engineers determined the south berm restoration project is eligible for a nationwide permit. This is a simple process for this maintenance /restoration project to reestablish the side slope and improve the toe with rip rap within a private and platted drainage easement. Over time, mangroves have encroached on this area. Further staking and surveying will be done to determine the extent of mangrove encroachment and establish how much silt has filled in the swale prior to contacting Florida Department of Environmental Protection (FDEP) whether a letter of exemption is needed to trim mangroves; and South Florida Water management District (SFWMD) whether there are dredge and fill obligations. Mr. Tim Hall confirmed there is no public comment period for this type of permit. Ms. Cravens was concerned about the use of a nationwide permit in a National Resource Protection Area (NRPA) or conservation area and made a public records request for all documents related to the south berm permit. Mr. Dorrill clarified the south berm maintenance and restoration work would be performed in a drainage easement not the conservation area; and recommended Ms. Cravens make a public records request in accordance with Florida Statue. UPDATE ON REMOVING EXOTICS FROM CLAM PASS PARK AND ALONG BEACH Mr. Hall reported on the conditions of exotic invasive vegetation along the beach and estimated cost for removal. He presented an aerial map that divides about fifteen acres of beach into five sections from the north marked R36 to the south marked R40. From the north end, Scaevola is prevalent covering 35 -40% of the area denoted by markers R36 to R38; and 15 -20% of the area denoted by markers R39 to R40. Overall estimated Brazilian Pepper coverage was 2% and there are 15 Australian pines. Estimated costs for removal of exotics were dependent upon method used. The Exotic debris removal method was estimated to cost up to $1,000 /acre per treatment. Exotics "sprayed in place" with herbicide method was estimated to cost approximately $400 /acre per treatment. He recommended several treatments to bring exotics under control then one maintenance treatment annually, to replace exotic invasive vegetation with native, noninvasive sea oats and sea grape to maintain continuity, and clarified Coastal Zone Management does have sufficient grant funds to remove exotics in remaining areas along the beach. mice Chairman Cravens made a motion, second by Dr. Trecker to direct the Budget Committee to include $5,000 in future budgets for maintenance and removal of exotic invasive plants along the beach. The Board voted unanimously in favor passing the motion. MONTHLY FINANCIAL REPORT Mr. Dorrill reported the monthly financial report ending December 2011 was also the end of the first quarter of Fiscal Year 2012. The Services Division received 85% of assessment revenue including a delinquent tax payment with penalties. Total operating expenses are $169,000 below budget because 2011 final pay period and health insurance expenses have not posted. Staff would report the average monthly pay period expenses February 1. ' Dr. Trecker made a motion, second by Mr. Levy to accept the December monthly financial report. The Board voted unanimous) in favor passing the motion. CHAIRMAN'S REPORT CLAM BAY UPDATE Mr. James Hoppensteadt reported on January 10 the Board of County Commissioners (BCC) will consider approving the Services Division's Clam Bay resolution recommending a modification of the 1998 Clam Bay Restoration and Management Plan. Regarding the Seagate lawsuit, there was no news and the dredging permit is still under environmental review. 8523 Pelican Bay Services Division Board Regular Session Minutes January 4, 2012 Mr. Dorrill would attend the January 10 BCC meeting to represent the Services Division Board. Ms. Cravens recommended the Board provide support for the canoe trail markers, and an administrative modification of the 1998 Clam Bay permit. Chairman Dallas said this Board's Clam Bay resolution provides support for Clam Bay issues. ANNOUNCEMENTS Chairman Dallas announced upcoming meetings: Landscape Water Management Subcommittee meets January 10 at 1 P.M.; Commissioner Hiller will attend the January 11 Pelican Bay Property Owners Association meeting; Coastal Advisory Committee meets January 12; Budget Subcommittee meets January 17 at 3 p.m.; Strategic Planning Committee meets January 20 at 9 a.m.; Foundation Board meets January 27; and next Services Division meeting is February 1. COMMITTEE REPORTS CLAM BAY SUBCOMMITTEE Dr. Trecker reported conservation groups have challenged proposed water quality regulations and administrative hearings are pending that could potentially delay the legislation from being enacted. February 21 at 4 p.m. to 6 p.m. the Clam Bay Subcommittee will meet and Tim Hall and Ken Humiston will make presentations of the most recent Clam Bay data regarding mangrove maintenance and dredging. Mr. Hall would prepare a draft of the Clam Bay annual report to distribute to the Board on February 1. LANDSCAPE WATER MANAGEMENT SUBCOMMITTEE Vice Chairman Cravens reported Mr. Lukasz would make a presentation at the January 10 Landscape Water Management Subcommittee meeting about the Pelican Bay water management system. The Subcommittee will also have a discussion about exotic invasive plants. STRATEGIC PLANNING COMMITTEE Ms. Womble reported the Strategic Planning Committee met January 10 and discussed schematic plans and estimated cost of the next step project to construct overlook areas along the berm; fiber optics; and The Commons reconfiguration. BUDGET SUBCOMMITTEE Mr. Levy reported the Budget Subcommittee will meet January 17 at 3 p.m. to kickoff the Fiscal Year 2013 budgeting process and schedule. OLD BUSINESS Chairman Dallas recapped the Board's December 7 decision to table the proposal to repave Pelican Bay Boulevard. NEW BUSINESS None MISCELLANEOUS CORRESPONDENCE None AUDIENCE COMMENTS Dr. Raia was concerned about Ms. Cravens' comments made about the 1998 permit and asked Mr. Hoppensteadt to relay the information to Mr. Feldhaus. Ms. Cravens suggested the Board review historical Pelican Bay documents regarding the surface water management permit. Ms. Mary Johnson suggested before moving forward with the pathways project the Board should get more feedback and consider other options that might affect less trees. 8524 Pelican Bay Services Division Board Regular Session Minutes January 4, 2012 Mary Bolen observed children disturbing the migratory birds on the beach and suggested installing informational signage to discourage such behavior. ADJOURN Vice Chairman Cravens made a motion, second by Dr. Trecker to adjourn. The Board voted unanimously in favor, passing the motion and the meeting adjourned at 3:22 p.m. Keith j. Dallas, Chain n 8525 Minutes by Lisa Resnick 1/27/20121:59:08 PM