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PBSD MSTBU Minutes 02/05/2014 PELICAN BAY SERVICES DIVISION BOARD REGULAR SESSION FEBRUARY 5,2014 The Pelican Bay Services Division Board met in Regular Session on Wednesday, February 5 at 1:00 PM at the Community Center at Pelican Bay, 8960 Hammock Oak Drive,Naples, Florida, 34108. In attendance were: Pelican Bay Services Division Board Tom Cravens, Chairman John laizzo Dave Trecker, Vice Chairman Michael Levy Joe Chicurel Susan O'Brien Frank C. Dickson, II Scott Streckenbein John Domenie Hunter Hansen Pelican Bay Services Division Staff W. Neil Dorrill, Administrator Mary McCaughtry Operations Analyst Kyle Lukasz, Operations Manager Lisa Resnick, Recording Secretary Also Present Kevin Carter, Field Manager, Dorrill Management Group Dave Cook, Vice Chairman, Pelican Bay Foundation Board of Directors Mohamed Dabees, P.E., Ph.D., Humiston& Moore Engineers Steve Gong, Manager, Applied Sciences, CH2M Hill Tim Hall, Principal, Turrell, Hall &Associates, Inc. Jim Hoppensteadt, President& Chief Operating Officer, Pelican Bay Foundation Joanne Markiewicz, Interim Director, Collier County Purchasing Department Adam Northrup, Collier County Purchasing Department Robert Pendergrass, Chairman, Pelican Bay Foundation Board of Directors Robert Sanchez, Pelican Bay Property Owners Association Corporal John Scaduto, Collier County Sheriff's Department 23 in the audience AGENDA 1. Pledge of Allegiance 2. Roll call 3. Agenda approval 4. Audience comments 5. Water quality analysis presentation by S. Gong, CH2M Hill 15 min 6. Clam Bay Annual Monitoring report presentation by T. Hall, Turrell-Hall 5 min 7. Clam Bay Management Plan update by M. Dabees, Humiston & Moore 5 min 8. Administrator's report a. Update on Pelican Bay beach renourishment b. Update on north berm restoration work (S. O'Brien) c. Monthly financial report d. L'Ambiance lake bank 8664 Pelican Bay Services Division Board Regular Session Minutes Wednesday, February 5, 2014 9. Chairman's report a. RFP for Management Services presentation by J. Markiewicz, Collier County Interim Purchasing Director 2:30 PM "time certain"up to 30 min b. Announcements 10. Committees a. Clam Bay (S. O'Brien) b. Landscape &Water Management (D. Trecker) c. Budget (M. Levy) 11. Old business a. The Commons proposal i. PBSD's legal standing, if any, in Commons project dispute (D. Trecker) ii. Update on % impervious surface on Commons site permitted in PUD, current %, proposed % (S. O'Brien) b. Woodhaven Ln/Oakmont Pkwy road safety sign final update (J. Chicurel) c. Bicycle/share road signage for Pelican Bay Blvd. final update (J. Chicurel) d. Update on community survey (S. O'Brien, D. Trecker) e. Speeding on Pelican Bay Blvd. (S. O'Brien) 12. Adjourn ROLL CALL All members were present. AGENDA APPROVAL Vice Chairman Trecker motioned,Mr. Levy seconded, to approve the agenda as amended[add 8d, move 11 a to after 71. The motion carried unanimously. AUDIENCE COMMENTS Mr. Howard Boyds observed a 2-3-foot sand ridge formed at south beach and supported signage to share the road with bicyclists. Ms. Marcia Cravens commented on having funds in the budget for Clam Bay expenses. Mr. Dave Cook supported installing at least one speed monitor. Mr. Henry Bachman supported installing multiple speed monitors at fixed locations. STORMWATER LAKES WATER QUALITY ANALYSIS PRESENTATION Mr. Steve Gong, CH2M Hill, presented the November 2013 Pelican Bay stormwater lakes water quality and monitoring report. CLAM BAY ANNUAL MONITORING REPORT PRESENTATION Mr. Tim Hall presented the Clam Bay annual monitoring report. CURRENT CONDITIONS OF CLAM PASS PRESENTATION Dr. Mohamed Dabees reported that the Clam Pass inlet was in stable condition. 8665 Pelican Bay Services Division Board Regular Session Minutes Wednesday, February 5, 2014 SPEEDING ON PELICAN BAY BOULEVARD Corporal John Scaduto reported traffic enforcement was done regularly in Pelican Bay, installing speed monitors would help reduce speeding, and was invited to the March meeting to provide a traffic enforcement update. UPDATE ON BEACH RENOURISHMENT Mr. Dorrill summarized the Pelican Bay beach nourishment project in conclusion was broken down into three parts: the first element was what the Services Division had authorized to establish the critical 100-foot wide beach for those portions, which were the Services Division's responsibility. The Foundation stepped in to assume an additional not to exceed 15,000 tons (or approximately 10,000 cubic yards). In addition, staff requested and received the available daily field reports. As the Board may recall, as the result of a delay in resolving an administrative appeal, the contractor was entitled to a change order for re-mobilization and other construction related costs in an amount of$84,000. The cost was shared with the Foundation and the Services Division's portion was about $47,000. Payment would occur through an interdepartmental transfer made by the County's Coastal Zone Management Department. Mr. Dorrill acknowledged that during the third week of January the largest truck haul of sand occurred with 184 truckloads and 42 tons of material and then showed the Board photographs of the beach after renourishment was complete. Mr. Dorrill reported that one resident was concerned the sand at Clam Pass had too many shells in it; however, mechanical beach cleaning was not a permitted activity and the Services Division was not engaged in any of these types of beach cleaning or grading activities. Mr. Bob Krasowski clarified that the administrative challenge concerned the beach renourishment project's intention to operate during turtle nesting season. RFP FOR ADMINISTRATOR SERVICES Ms. Joanne Markiewicz, Director, Collier County Procurement, reviewed the County Manager's appointed selection committee, members of which included Ms. McCaughtry. This selection committee would review the vendor applicants who respond to the RFP then select two or three candidates to recommend that the full Services Division Board could choose to interview. 8666 Pelican Bay Services Division Board Regular Session Minutes Wednesday,February 5,2014 Ms. Markiewicz reviewed the RFP's particulars and the Board's consensus was to issue a one-year contract with three one-year renewals. The Board's consensus was to also be offered a formal opportunity to evaluate the administrator before approving of each one-year renewal. Mr. Dorrill explained that the current contract has a base management fee but it is tied to a minimum average expectation of hours and suggested this type of fee schedule remain in place only because if changed to an hourly rate, the Board may feel very quickly like they were being charged for every nickel and dime. If the scope changes, as it has a few times in the past, it is incumbent upon the administrator to come to the board to ask for an increase or decrease in hours, as applicable. The Board discussed specifics in the RFP's scope of services that differentiated these administrator services from regular property management services. Ms. Markiewicz made suggestions to language in the draft scope of services until Board consensus was reached then suggested placing an advertisement in the newspaper, but member reaction was mixed. Ms. Marcia Cravens commented on the contract dollar amount and suggested the title revert to previous RFP title, "Management Services for Pelican Bay Services Division". Mr. Levy motioned,Ms. O'Brien seconded that the draft RFP be approved to proceed as amended[including reverting to prior RFP title]. The motion passed unanimously. UPDATE ON NORTH BERM RESTORATION Mr. Dorrill reported that the north berm restoration work would be subject to an Army Corps of Engineers Nationwide permit and done in the areas of the platted drainage easement. The intent of the work is very similar to that which was done on south berm to re-establish and stabilize the side slope at the toe of the berm with geo-textile fabric and riprap. Work would also be done to repair the eroded areas of the cross culverts, and clean and re-establish the bottom profile of the spreader swale on both the east and west sides of the road atop the berm. Mr. Lukasz explained that rip rap helps prevent future erosion and provides a buffer to catch grass clippings. Mr. Dorrill added that in certain instances, the civil engineer could recommend that riprap be placed at the toe of the berm to establish and maintain the side-slope; however, the 8667 Pelican Bay Services Division Board Regular Session Minutes Wednesday, February 5, 2014 design is not yet complete. MONTHLY FINANCIAL REPORT Ms. O'Brien motioned, Mr. Levy seconded, to accept the monthly financial report into the record. The motion passed unanimously. L'AMBIANCE LAKE BANK(ADD-ON) Mr. Don-ill reported that at the end of last week a large piece of land collapsed adjacent to the lake the Services Division is responsible for south of L'Ambiance. The size of the collapsed land is about the size of this meeting room and is about eight feet deep, and has totally compromised the Services Division's lake bank easement. The L'Ambiance lake was reconfigured years ago and the collapse could be caused by fill not being compacted enough or it could be caused by a sinkhole. Engineers are evaluating the damages, and currently, the Services Division's role in resolving this problem is limited. ANNOUNCEMENTS Chairman Cravens announced upcoming meetings. CLAM BAY COMMITTEE REPORT Ms. O'Brien reported that the Committee continues to work on the management plan and the goal is to complete the final draft by the end of March, made available to stakeholders for comments in April, and approved by this Board and the Commissioners in June. LANDSCAPE & WATER MANAGEMENT COMMITTEE REPORT Dr. Trecker reported that the intent of the landscaping workshop on February 26 is to obtain resident input and recommendations that the Board can approve of on March 5. BUDGET COMMITTEE REPORT Mr. Levy reported that the Budget Committee held its first meeting on January 21,to start the Fiscal Year 2015 budget preparation process. OLD BUSINESS THE COMMONS PROPOSAL Vice Chairman Trecker explained that the Commons project has been widely publicized and the planning of this project has been going on for many years as part of the overall CIP recommendations. A previous Pelican Bay Services Division board raised objections to various parts of the project and the current board reiterated those objections. This board sent a letter 8668 Pelican Bay Services Division Board Regular Session Minutes Wednesday, February 5,2014 on December 6 to the Foundation, which triggered additional communications from an attorney and a response from the county manager questioning whether the Services Division was articulating an official County view. This board had an opportunity on the tour to view on site some of the proposed changes at the Commons. The issues are numerous and include additional parking spaces, which increases hardening, removal of a good number of trees that would eventually be replaced, and impact the view from several high-rises. A number of things will be moved, such as the trash dump and the tram station. There are a lot of moving parts in this. That is the background; however, the critical question is whether the Services Division has legal standing to object based on the Services Division's overall responsibility for water management. Here is a situation where water management is moving through both private and public properties. Vice Chairman Trecker asked Mr. Dorrill what, if any, legal standing the Services Division had with regard to water management responsibilities. Mr. Dorrill explained the answer is two-fold. Based on the County Manager's letter, what it means concerning the review and approval of the site development plan, the County manager is deferring responsibility to the County's Engineering Department to perform these duties along with any building permits necessary to do whatever the project is. With respect to the water management permit, the Services Division is the entity responsible to own, operate, and maintain the water management features. There was an exhibit that accompanied the original conceptual master drainage plan sorted by drainage basin and land use, designated certain impervious areas that were not to be exceeded. That is a separate administrative process and those determinations would be made by South Florida Water Management District in West Palm. The Services Division cannot stop the review and approval of the site development plan that the Foundation may need to build whatever it is they want to build. If there were concerns this may violate the operating permit, the determination would not be made by County government, but would be made by the State through South Florida Water Management District. So far, this board has not asked staff to take action to have this evaluated. Ms. O'Brien asked Mr. Dorrill to clarify whether the Services Division has the responsibility for water management within this community. 8669 Pelican Bay Services Division Board Regular Session Minutes Wednesday,February 5,2014 Mr. Dorrill replied that the Services Division holds the operating permit for the primary water management system that was constructed. There are certain private or secondary drainage features within this community that are not the Services Division's responsibility. Ms. O'Brien suggested both the Services Division and Foundation Boards work together for the benefit of this community on this project, as well as knowing what the pervious land percentages are currently in the planned unit development, what they will be if this project is done, and what the route of drainage is into Clam Bay. Mr. Dorrill assured the Board that the County engineer would provide the Services Division with a copy of the Commons plans as soon as the Foundation plans are received. Mr. Dave Cook replied that the Foundation is still in preliminary discussions with the County and South Florida Water Management District and the contractor has not completed the final plans. The Services Division is welcome to see the final plans when they become available. Ms. O'Brien expressed that the Services Division's engineer should have an opportunity to review and "weigh-in" on the Foundation's plans from a water management standpoint. Dr. Ted Raia did not agree that the County was responsible for approving site development plans and Ms. Marcia Cravens agreed. Mr. Henry Bachman suggested the Board work with the County to resolve issues it has with this project, not the Foundation. Ms. Diane Lustig acknowledged that the Committee of Neighboring Communities is working with the Foundation Board to resolve concerns it has about the proposed project. Mr. Cook commented on the latest rendition of the proposed project and that it does not impede drainage. At the very end of the meeting, Chairman Cravens asked Mr. Dorrill to find out the percent of impervious surface on the Commons site in the PUD currently and in the proposed plan and he said yes. ADJOURN Vice Chairman Trecker motioned, Mr. Streckenbein seconded to adjourn. The motion carried unanimously and meeting adjourned at 4:07 p.m. 6)te Tom Cravens, Chairman 03/10/2014 4:28:39 PM 8670