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PBSD MSTBU Minutes 06/06/2012oJ9 M )l a u (1JZ6i PELICAN BAY SERVICES DIVISION BOARD REGULAR SESSION MEETING MINUTES WEDNESDAY, JUNE 6, 2012 LET IT BE REMEMBERED that the Pelican Bay Services Division Board met in Regular Session on Wednesday, June 6, 2012 at 1:00 PM at the Community Center at Pelican Bay, 8960 Hammock Oak Drive, Naples, Florida. The following members were present: Pelican Bay Services Division Board Keith J. Dallas, Chairman Susan O'Brien Tom Cravens, Vice Chairman Dave Trecker John P. Chandler Mary Anne Womble Geoffrey S. Gibson absent John Baron John Iaizzo Hunter H. Hansen Michael Levy absent Pelican Bay Services Division Staff W. Neil Dorrill, Administrator Mary McCaughtry, Operations Analyst Kyle Lukasz, Operations Manager Lisa Resnick, Recording Secretary Also Present Fiala Susan Boland, President, Pelican Bay Property Owners Association Hiller Kevin Carter, Field Manager, Dorriil. Management Group Henning Joe Foster, Humiston and Moore Engineers Coyle Tim Hall, Senior Ecologist & Principal, Turrell, Hall & Associates, Inc. Coletta --I-c- Jim Hoppensteadt, President, Pelican Bay Foundation Ken Humiston, Humiston and Moore Engineers Approximately 50 attendees REVISED AGENDA I . Pledge of Allegiance 2. Roll Call 3. Agenda Approval 4. Approval of May 2, 2012 Pelican Bay Services Division Board Regular Session meeting minutes 5. Administrator's Report a. Pathways i. County's plans to "overlay" Pelican Bay Boulevard pathways ii. Pause the pathways project (Dallas) b. Crosswalks i. Status of Cobblestones ii. Landscaping issues at North Tram station c. Berm i. South berm restoration permitting ii. North berm maintenance d. Landscaping (Phase I1) update e. Monthly financial report 6. Clam Bay Subcommittee Report 7. Chairman's Report a. Board rules and procedures b. Board summer schedule c. Board member terms d. Announcements 8. Old Business 9. New Business a. Conducting a joint survey with Foundation for feedback regarding bicycle lanes and accelerated paving on Pelican Bay Boulevard (Chandler) 10. Audience Comments Misc. Corres: 11. Miscellaneous Correspondence 12. Adjournment Date: 8556 hem* k '2,':11�. copies to: Pelican Bay Services Division Board Regular Session Minutes June 6, 2012 ROLL CALL With the exception of Mr. Gibson and Mr. Levy, all members were present. AGENDA APPROVAL Vice Chairman Cravens made a motion, second by Dr. Trecker to approve the agenda as amended changing the order of agenda items: 1) pathways Sbii first then Sbi, 2) crosswalks Sa second, and 3) Clam Bay Subcommittee report at 2 :30 p.m. The Board voted unanimously In favor and the motion was assed PATHWAYS COUNTY'S PLANS TO OVERLAY PELICAN BAY BOULEVARD PATHWAYS Mr. Dorrill reported that the County's Road and Bridge Maintenance department is planning to overlay the pathways along the east and west sides of the length of Pelican Bay Boulevard with' /. inch asphalt. The County intends to remove roots, but not install root barriers or address inevitable future root problems. Prior to the overlay staff would participate in a site visit, consult with an arborist, and mark the areas where root removal should take place. Vice Chairman Cravens made a motion, second by Ms. O'Brien to direct the Administrator to indicate to the County to proceed with overlaying the Pelican Bay Boulevard pathways. The Board voted unanimously in favor and the motion was Passed. PAUSE THE PATHWAYS PROJECT Due to three recent Board votes and most recent decision to widen pathways to only six feet along the west side of Pelican Bay Boulevard from the Commons to the North Tram, Chairman Dallas suggested the Board "pause the pathways project" or hold off on any decisions until the Board procures an arborist to assist with studying alternative approaches. Chairman Dallas presented photographs of the safety issues caused by the uneven conditions of the pathways. AUDIENCE COMMENTS Montenero residents Mr. Kevin Shanahan, Mr. Peter Klein, Ms. Patricia Gothot, and Ms. Noreen Murray; Mr. Frank Butler (St. Marissa; Strategic Planning Committee); and Mr. Henry Bachman (Claridge) were in favor of Chairman Dallas' proposal to "pause the pathways project ". Vice Chairman Cravens made a motion, second by Mr. Hansen to pause the pathways project. The Board voted unanimousiv In favor and the motion was passed. The Board discussed how to move forward with studying alternative approaches and consensus was to form an ad- hoc committee that would make a recommendation to the full Board at the October meeting. Vice Chairman Cravens made a motion, second by Mr. Chandler to form an Ail Hoc Committee to study alternative approaches to the pathways project and be prepared to make a recommendation to the full Board at the October 3 meeting. The Board voted unanimously in favor and the motion was passed. Chairman Dallas assigned himself, Vice Chairman Cravens, Dr. Trecker, and Ms. O'Brien to the Ad -Hoc Committee. CROSSWALKS STATUS OF COBBLESTONES Mr. Chandler reported that at the May 2 meeting, due to noise complaints from residents, the Board voted to recommend to the Foundation Board that the Foundation remove the cobblestones at the San Marino and remaining mid- 8557 Pelican Bay Services Division Board Regular Session Minutes June 6, 2012 block crossings. However the Foundation Board did not address the issue. Mr. Chandler suggested reconvening the Community Improvement Plan (CIP) working group to decide. Dr. Trecker did not participate in the CIP and was concerned about the decision- making process. Mr. Dorrill presented Bateman Contracting's $46,400 proposal to remove and replace cobblestones with brick pavers at four midblock crossings. The unit price to do this work at the San Marino or "Beachwalk" crossing was $11,600 plus an additional $1,800 for installation and materials. The Board discussed whether there were ways to reduce cobblestone noise at the mid -block crossings without removing them, but Mr. Dorrill did not believe that there was an effective or efficient way to do so. Members questioned whether the Board needed to do more research on noise before removing the cobblestones. However the Foundation had already performed a decibel reading at San Marino and the noise did not register as louder, just different. Mr. Jim Hoppensteadt and Ms. Noreen Murray supported reconvening the CIP to reestablish plan objectives and provide an opportunity to revisit other issues; and agreed that resident complaints about noise do not necessarily justify the Board's decision to remove cobblestones; such decisions do not meet CIP plan objectives and could result in setting community precedent. Mr. Kevin Shanahan advised against reacting to particular situations because it is likely that the problem with noise existed long before cobblestones were installed. Mr. Domenie reminded the Board to make consistent decisions. Ms. Marcia Cravens, Mr. Jerry Moffatt, and Dr. Ted Raia did not support reconvening the CIP group. Mr. laizzo made a motion, second by Dr. Trecker to remove the cobblestones and replace with smooth stones from the San Marino mid -block crossing only. The Board toted 4 in favor (Chandler, Cravens, laizzo, and Trecker) and S opposed (Baron, Dallas, Hansen, O'Brien, and Womble) and the motion ailed. The Board directed staff to look into comparable alternatives and provide report at the next meeting. Mr. Dorrill said that the crosswalk projects at North Pointe and Myra Janco Daniels that were planned to be done this summer have been delayed due to issues with the contractor's surety bond and the County requiring that the project is rebid. In his opinion, if the projects are deferred for one year, there could be a significant cost increase. Vice Chairman Cravens made a motion, second by Mr. Hansen to temporarily suspend proceeding with the crosswalk projects planned for this summer. The Board voted 6 in favor (Baron, Cravens, Dallas, Hansen, lalzzo, and Womble) and 3 opposed (Chandler, O'Brien, and Trecker) and the motion was passed. APPROVAL OF MAY 2 PELICAN BAY SERVICES DIVISION BOARD MEETING MINUTES Ethemodon airman Cravens made a motion, second by Mr. laizzo to approve the May 2, 2012 Pelican Bay s Division Board Regular Session meeting minutes. The Board voted unanimously in favor and was-passed. CLAM BAY SUBCOMMITTEE REPORT Dr Trecker reported that the Clam Bay Subcommittee met June 4 to take input on Clam Bay and to consider specific requests for Board action. Requests regarding water quality monitoring were to: 1) enter data into STORET; 2) get on the list to receive the County's annual monitoring report; and 3) perform fecal coliform testing. Additional requests were made to: 4) perform fish and bird surveys; and 5) inform Army Corps of Engineers of concerns about County's dredging permit application. 8558 Pelican Bay Services Division Board Regular Session Minutes June 6, 2012 Ms. Marcia Cravens requested: 1) that the Board adopt the Conservancy's benthic report as a baseline study; 2) consider funding additional fish and bird surveys; and 3) consider funding fecal coliform "caffeine" testing to rule out humans as a source. She recommended Mr. Hall to do the work. Vice Chairman Cravens suggested the Board consider adopting the Conservancy's benthic report as an agenda item at the next meeting and requested that Mr. Hall provide proposals to implement the surveys and fecal coliform testing. Mr. Dorrill said if the Board decided to implement the proposed projects that a budget amendment was required. Mr. Hall said the surveys and fecal coliform testing are not permit requirements and outside the scope of his current contract. The cost estimate was upwards of $30,000 per year, but he would develop a proposal to present to the Board. Dr. Ted Raia, President, Mangrove Action Group requested that the Board inform the Army Corps of Engineers about concerns related to the County's Clam Bay dredging permit application. The draft letter was included in the agenda materials that alleged the application 1) would allow more extensive dredging than was authorized in 1998 and implemented in 2007; and 2) there are no legally binding triggers for dredging. Ms. Linda Roth compiled the data that showed large differences in measurements and was the basis for concern. Mr. Ken Humiston, P.E. and Mr. Joe Foster, P.E. were asked whether there were any differences between the current dredging application and what was done in 2007 specifically in regards to the horizontal limits of the dredging as well as the depth limits. Mr. Humiston explained the state standards for calculating depth had changed and concluded that the horizontal limits did not change; the depth limits at the entrance channel "a" and first embankment inside the inlet "b" did not change; the depth limit at the easternmost part "c" is one -half foot deeper than it was in 2007; and other than a possible error in converting the data, he did not hypothesize as to the reason for the increase or its impact. Additionally, phase lag and tidal data is used as the "trigger" to determine dredging. Ms. Cravens, Dr. Raia, Mr. Domenie, and Ms. Roth did not agree and were still concerned. The Subcommittee determined that no action was necessary and there was no further discussion. LANDSCAPING ISSUES AT NORTH TRAM STATION CROSSING Chairman Dallas presented photographs of a pedestrian crossing Pelican Bay Boulevard from the west side to the east side at the North Tram station mid -block crossing to show how landscaping impedes visibility. The Board directed staff to resolve. SOUTH BERM RESTORATION PERMITTING Mr. Dorrill reported that staff received the notice of intent to issue from the Army Corps of Engineers Nationwide permit and received verification that the south berm restoration work (to reestablish the south berm cross - section and reconstruct a wider path atop the berm) will be done under a letter of modification to the existing South Florida Water Management District surface water management permit. Staff and the Foundation will work together during construction to provide necessary access to residents and trams and it is staff's intent to have the bid awarded in August and project complete by Thanksgiving. NORTH BERM MAINTENANCE Mr. Dorrill reported that the north berm maintenance work does not require a permit. However a survey revealed that there is not enough fill material in the swale to repair the erosion. The amount of fill material needed will determine whether a permit is needed. 8559 Pelican Bay Services Division Board Regular Session Minutes June 6, 2012 LANDSCAPING PHASE 11 UPDATE Mr. Dorrill reported that work will begin on Phase 11 landscaping next week. LANDSCAPE WATER MANAGEMENT SUBCOMMITTEE Chairman Dallas appointed himself to the Landscape Water Management Subcommittee. MONTHLY FINANCIAL REPORT Mr. Dorrill reported that 96% assessment revenue was received and year -to -date operating expenses are S191,000 under budget. The Clerk adjusted the audit report to include depreciation and fixed capital assets, but he would obtain more information and provide report. BOARD SUMMER SCHEDULE It was the Board's consensus to cancel the July 11 meeting due to lack of quorum and next meeting is August 1. BOARD RULES AND PROCEDURES It was the Board's consensus to develop rules and procedures and directed staff to distribute the sample rules and procedures for advisory boards, Board of County Commissioners' rules for reconsideration, and request that the County Attorney elaborate on his opinion that Roberts Rules on reconsideration do not work well for advisory boards. AUDIENCE COMMENTS Ms. Mollie Moffatt expressed discontentment with the community landscaping and was concerned about the Board's "flip- flopping" decision- making. ADJOURN There was no further discussion and the meeting was adjourned at 5:06 p.m. Keith J. s, Cha' n ` Minutes by Lisa Resnick 6/20/2012 10:08:27 AM 9M