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PBSD MSTBU Minutes 10/10/2013 SPELICAN BAY SERVICES DIVISION BOARD SPECIAL SESSION MINUTE THURSDAY, OCTOBER 10, 2013 LET IT BE REMEMBERED, that the Pelican Bay Services Division Board met in Specie Session, Thursday, October 10 at 1:00 PM at the Community Center at Pelican Bay, 8960 Hammock Oak Drive, Naples, Florida. The following members were present: M Pelican Bay Services Division Board v Tom Cravens, Chairman Dave Trecker, Vice Chairman Joe Chicurel Frank C. Dickson, II absent John Domenie absent Pelican Bay Services Division Staff W. Neil Dorrill, Administrator Kyle Lukasz, Operations Manager John laizzo Michael Levy Susan O'Brien Scott Streckenbein absent BYE Hunter Hansen absent Mary McCaughtry Operations Analyst Lisa Resnick, Recording Secretary Also Present Mohamed Dabees, P.E., Ph.D., Humiston & Moore Engineers Jim Hoppensteadt, President & Chief Operating Officer, Pelican Bay Foundation Public Speakers Dave Cook Ted Raia 15 in the audience REVISED FINAL AGENDA 1. Pledge of Allegiance 2. Roll call 3. Agenda approval 4. County's truck -haul beach Renourishment Project Update 5. Clam Pass update a. Clam Bay Water Quality Measurements & Recording (Dave Trecker Add -on) 6. Administrator's report a. Time line of RFP for management services (Susan O'Brien) b. Status of Office Lease c. Monthly financial report 7. Chairman's report a. * Discussion and approval of recommendation that Pelican Bay Services Division participates in the October 30, 2013 Water Quality Workshop as a co- sponsor b. * Discussion and approval of recommendation directing staff to recommend to the Board of County Commissioners installation of a traffic light at the intersection of Gulf Park Drive and U.S. 41 8639 Pelican Bay Services Division Board Special Session Minutes Thursday, October 10, 2013 C. * Discussion and approval of recommendation directing staff to recommend to the Board of County Commissioners to eliminate both (two) Pelican Bay Services Division Board's commercial interests member seats V Discussion and approval to modify the Board's "Audience Comments" policy e. Announcements 8. Old business a. * Pedestrian Safety at Oakmont Parkway & Woodhaven Lane (Joe Chicurel) b, Clam Bay Update On Funding (Susan O'Brien) (add -on) C. Landscape Water Management Committee status of lake pilot program (Susan O'Brien) (add -on) d. Mapping Pelican Bay's water management system (Susan O'Brien) (add -on) 9. Audience comments 10. Adj ourn ROLL CALL A quorum was not established and the Board awaited the arrival of Mr. Iaizzo. COUNTY'S TRUCK -HAUL BEACH RENOURISHMENT PROJECT UPDATE Prior to establishing a quorum, the Board discussed the County's truck -haul beach renourishment project. A petition regarding the Pelican Bay portion of the project was filed and an administrative hearing would be scheduled. Until resolved, the renourishment of Pelican Bay beaches could not start. TIMELINE OF RFP FOR MANAGEMENT SERVICES Ms. O'Brien informed that she put this item on the agenda. She explained that the County's Purchasing Department indicated at a meeting several months ago that the RFP process could take up to one year and the Board would be using an RFP process for the new administrator effective July 1. Chairman Cravens interjected to respond that the RFP was for anew contract, not a new administrator. Ms. O'Brien commented the Board should "gear up" now to be ready and find members who might be interested in serving on the RFP committee. Mr. Dorrill responded the County's Purchasing Department administers the RFP process. At the meeting Ms. O'Brien referred to with the Purchasing Department, the County indicated prior to February 1, at either the December or January meeting, this Board should appoint a selection committee who would make a recommendation for a new contract for the full Board's approval at the May meeting in anticipation of July 1 start. 8640 Pelican Bay Services Division Board Special Session Minutes Thursday, October 10, 2013 Ms. O'Brien added the Board should have an opportunity to discuss and provide input for changes to the administrator's most important responsibilities. Mr. Levy recalled the timeline for the previous RFP was as Mr. Dorrill described and did not take one year Chairman Cravens stated that any matters concerning administrator responsibilities aka job description would be dealt with by the entire Board as opposed to the selection committee. ROLL CALL Mr. Iaizzo arrived at 1:27 p.m. and a quorum was established. Six members were present (Cravens, Trecker, Chicurel, Iaizzo, Levy, O'Brien) and four members were absent (Dickson, Streckenbein, Hansen). Mr. Domenie also arrived later. AGENDA APPROVAL Mr. Levy motioned, Dr. Chicurel seconded, to approve the agenda as amended [Sa, 8b, 8c, 8d add -onsJ. The Board voted unanimously in favor and the motion passed. CLAM PASS UPDATE The Board discussed the condition of Clam Pass at length with Dr. Mohamed Dabees, Humiston & Moore Engineers. Dr. Dabees recommended the Services Division apply for a dredging permit now as a precautionary measure because it could take two months to process the application. As reported at the Clam Bay Committee meeting, Mr. Dorrill would discuss funding with the County and report back. CLAM BAY WATER QUALITY MEASUREMENTS & RECORDING (ADD -ON) Dr. Trecker was concerned Clam Bay water quality reporting and analysis was overdue. ADMINISTRATOR'S REPORT OFFICE SPACE UPDATE Mr. Dorrill reported the office lease was approved. The lease is for three calendar years and is renewable on an annual basis; however, there are apparent delays in permitting and staff is still in the temporary office space on the fourth floor. MONTHLY FINANCIAL REPORT Mr. Levy motioned, Mr. Iaizzo seconded, to accept the monthly financial report into the record. The Board voted unanimously in favor and the motion passed 8641 Pelican Bay Services Division Board Special Session Minutes Thursday, October 10, 2013 CHAIRMAN'S REPORT PBSD PARTICIPATION IN OCT. 30 WATER QUALITY WORKSHOP Consensus was not to proceed as sponsor of the October 30 water quality workshop. RECOMMENDATION TO INSTALL TRAFFIC LIGHT AT GULF PARK & 41 Consensus was not to proceed with a warrants analysis traffic study at this intersection. PBSD COMMERCIAL INTERESTS MEMBER SEATS The Board was concerned that one commercial position has been vacant for an extended period and Mr. Hansen participates rarely. Consensus was to table the item for two months. AUDIENCE COMMENTS POLICY Ms. O'Brien motioned, Mr. Iaizzo seconded, to move audience comments to after agenda approval and limit audience comments to one minute on agenda items. The Board voted unanimously in favor and the motion passed. ANNOUNCEMENTS Chairman Cravens announced that the Clam Bay Committee meets next Thursday and this Board's next meeting is November 6. OLD BUSINESS PEDESTRIAN SAFETY AT OAKMONT PARKWAY AT WOODHAVEN LANE Dr. Chicurel reported that County Transportation department approved safety signage for installation to indicate the blind curve. Ms. O'Brien motioned, Chairman Cravens seconded to ask the Foundation Board to investigate some of the landscaping at the intersections along Oakmont Parkway that are compromising the sightlines and look at the nuisance covenant for its applicability there. The Board voted unanimously in favor and the motion passed. Ms. O'Brien volunteered to draft a letter to the Foundation Board. SURVEY COMMITTEE A Survey Committee meeting was scheduled for October 17 at 3 p.m. and Chairman Cravens planned to ask Ms. Pat Bush to participate. LANDSCAPE & WATER MANAGEMENT COMMITTEE STATUS OF PILOT PROGRAM IN LAKES Mr. Lukasz reported the heavy summer rains impacted lake treatments. 8642 Pelican Bay Services Division Board Special Session Minutes Thursday, October 10, 2013 MAPPING PELICAN BAY'S WATER MANAGEMENT SYSTEM Ms. O'Brien commented on the map that Mr. Levy labeled a work -in- progress. ADJOURN Chairman Cravens motioned, Vice Chairman Trecker seconded, to adjourn. The Board voted unanimously in favor, the motion passed, and meeting adjourned. Tom Cravens, Chairman Minutes by Lisa Resnick 11/01/2013 4:49:39 PM 8643