Minutes 01/22/2013 D ergr-icp
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BUDGET SUBCOMMITTEE OF THE PELICAN BAY SERVICES DIVISION Bg D v
TUESDAY,JANUARY 22,2013 '"• ...,r
LET IT BE REMEMBERED that the Budget Subcommittee of the Pelican Bay Services Division Bard met on
Tuesday, January 22, 2013 at 3:00 p.m. at the Community Center at Pelican Bay, 8960 Hammock Oak Drive,
Naples,with the following members present:
Budget Subcommittee Members District 1
Michael Levy,Chairman Geoffrey S.Gibson District 2
John Chandler John Iaizzo absent District 3 l!1
Keith J.Dallas Susan O'Brien District 4 _
District 5
Pelican Bay Services Division Staff
W.Neil Dorrill,Administrator Mary McCaughtry,Operations Analyst
Kyle Lukasz,Operations Manager Lisa Resnick,Recording Secretary
AGENDA(FINAL)
1. Roll Call
2. Agenda approval
3. FY'12 Fund balances actual vs.the estimates used to prepare the FY'13 Budget;
and quantify affected areas
4. Review schedule for preparation of the FY'14 Budget including availability of County guidelines
for salaries,wages,benefits and other items.
5. Clam Bay reassignment to PBSD:FY'13 additional tasks,associated costs and source of funds
6. Review Capital Projects:
a) Non CIP
i. Financial status of projects currently approved;and
ii. Estimates for expected projects going forward
b) CIP Activities
i. Financial status of projects currently approved;anMiSC. COrreS:
ii. Estimates for expected projects going forward
c) Beach Renourishment(Mr.Chandler's add-on) Date:
7. Audience Comments
8. Adjourn Item#:
ROLL CALL Copies to:
Five Budget Subcommittee members were present.Mr.Iaizzo was absent.
AGENDA APPROVAL
Mr.Dallas made a motion,second by Ms.O'Brien to approve the agenda as amended:added Mr.
Chandler's suggestion as Item 6 C. "Beach Renourishment': The Subcommittee voted
unanimously in favor and the motion passed.
FY'12 FUND BALANCES ACTUAL VS ESTIMATES USED TO PREPARE FY'13 BUDGETz
AND QUANTIFY AFFECTED AREAS
Chairman Levy reviewed FY'12 forecasted versus actual expenditures. Actual expenditures for Water
Management Fund was$1,084 more than forecasted,but actual expenditures for Community Beautification Fund
was$77,128 less than forecasted. The total variance was favorable at$76,044 and is over and above the balance
rolled over to FY'13 Budget.For FY'14 Budget,any amount over and above the 2&i months cash-on-hand
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Budget Subcommittee Meeting Minutes
January 22, 2013
required at the end of FY'13 would transfer to Capital Fund 322. Actual expenditures for Street Lighting Fund was
favorable at$23,311 and the same policy described applies.
FY'12 Clam Bay Fund 320 actual expenditures were less than forecasted by$176,150. Capital Fund 322
actual expenditures were less than forecasted by$536,911. These Funds'balances rolled over to FY'13 Budget
and remaining balances at the end of FY'13 would roll over to FY'14.
REVIEW SCHEDULE FOR PREPARATION OF FY'14 BUDGET INCLUDING AVAILABILITY OF COUNTY
GUIDELINES FOR SALARIES.WAGES.BENEFITS.AND OTHER ITEMS
Staff explained the County plans to set FY'14 budget policy on February 26 and the details should be
available by mid-March.The Subcommittee reviewed the FY'14 budget preparation schedule. February 26,staff
would discuss and present budget implications to any proposed changes in staffing levels and or operations;the
FY'14 Budget objectives will be established before any CIP funding;and Capital needs for CIP and non-CIP projects
will be reviewed and quantified. March 21,staff would present the initial proposed FY'14 budget and estimates
for Capital projects will be finalized. April 16,the Subcommittee would review and approve a proposed FY'14
Budget for presentation to the full Board for their approval on May 1.May 14,if necessary,the Subcommittee
would meet once more to incorporate any changes made and approved by the full Board.
CLAM BAY REASSIGNMENT TO PBSD:FY'13 ADDITIONAL TASKS.ASSOCIATED COSTS&FUND SOURCE
Mr.Dorrill explained in regards FY'13 Clam Bay reassignment,some of the current consultant and
engineering work orders,and associated costs are eligible for Tourist Tax dollars Fund 195 and the Board of
County Commissioners(BCC)decided that if Tourist Funds do not cover all expenses,money from the General
Fund Reserves would cover the remaining costs.For water quality monitoring and other related benthic studies of
fish,birds,and wildlife,a potential source of funds was the County's Un-incorporated General Fund 111.
Additionally,some Coastal Zone Management(CZM)funding should become available for additional associated
costs.
Mr.Dorrill explained his contract expires in June,and this Board approved a recommendation to the BCC
to extend the contract by one year. After further discussion with the County Manager and Commissioner Hiller,at
the next BCC meeting,the County manager would make a recommendation to approve a one-time two-year
extension to complete the Clam Bay dredging and management plan projects in process. Mr.Dorrill estimated the
Clam Bay reassignment adds an additional 4-5 hours weekly to his management services fee schedule and
additional cost for engineering staff services to assist Mr.Lukasz on an as needed and hourly rate basis.
Mr.Dorrill added initially,there was a single Subcommittee;now there are 4 Subcommittees. Due to the
increased time required to compile and prepare agendas then produce a set of minutes,staff is struggling to keep
up. As a result,he authorized over-time for both Ms.McCaughtry and Ms.Resnick and over-time expenses should
be under consideration in the FY'14 budget.
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January 22, 2013
INITIAL REVIEW OF CAPITAL PROJECTS GOING FORWARD
NON-CIP
Mr.Lukasz recommended funds in the FY'14 budget for non-CIP projects:$25,000-$30,000 to refurbish
traffic signs in the right-of-way and at community driveways;$85,000 for lake bank enhancements and littoral
plantings,and$75,000 to install aerators in three lakes;and$50,000 per year in operating funds for North berm
maintenance. If restoration of the North berm becomes necessary,the task would require$325,000 of Capital
funds.
Mr.Dallas made a motion,second by Mr. Gibson to make a recommendation to the full Board to
include[sufficient]funds in the FY'14 budget to refurbish traffic signs in the right-of-way,and
for uniformity and consistency, at community driveways. The Subcommittee voted
unanimously in favor and the motion passed.
CIP
The Subcommittee agreed to include funds in the FY'14 proposed budget for CIP projects: landscaping
medians(and take input from Landscape Water Management Subcommittee);tree trimming and mitigation based
on recommendations made by the arborist;for consistency,construct the remaining crosswalks on Pelican Bay
Boulevard at North Pointe and Crayton intersections using clay brick pavers;and crosswalks on Gulf Park at
Ridgewood and Greentree.Staff mentioned original Wilson Miller cost estimates were likely to have increased by
10%. The Subcommittee would discuss Capital projects going forward in more detail on February 26 including
pathways;and ad-valorem funds for street lighting.
BEACH RENOURISHMENT
The Subcommittee agreed the Board should consider involvement in the County's large-scale beach
renourishment project for Pelican Bay beaches,as well as potential implications,and$1,000,000 or more in FY'14
budget.This subject was a February 13 Regular Session agenda item for further discussion.
ADJOURN
IMr.Chandler made a motion,second by Mr.Dallas to adjourn. The Subcommittee voted I
unanimously in favor,the motion passed,and meeting adjourned at 4:48 p.m.
7h1:tietas.... .
Michael Levy,Chairman Minutes by Lisa Resnick 2/19/2013 10:15:20 AM
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