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Agenda 12/10/2014 PELICAN BAY SERVICES DIVISION Municipal Services Taxing and Benefit Unit NOTICE OF PUBLIC MEETING WEDNESDAY, DECEMBER 10, 2014 THE BUDGET COMMITTEE OF THE PELICAN BAY SERVICES DIVISION BOARD WILL MEET ON WEDNESDAY, DECEMBER 10 AT 2 PM AT THE COMMUNITY CENTER AT PELICAN BAY, LOCATED AT 8960 HAMMOCK OAK DRIVE, NAPLES, FLORIDA 34108 AGENDA 1 . Roll call 2. Agenda Approval 3. Audience Comments 4. Approval of 3/31 and 4/28 meetings minutes 5. Staff proposal for expanded field management services 6. History of Clam Bay funding sources and expenditures 2005-2015 7. Capital planning estimate for lake bank enhancement compared to the recent assessment of current needs 8. Adjourn ANY PERSON WISHING TO SPEAK ON AN AGENDA ITEM WILL RECEIVE UP TO THREE (3) MINUTES PER ITEM TO ADDRESS THE BOARD. THE BOARD WILL SOLICIT PUBLIC COMMENTS ON SUBJECTS NOT ON THIS AGENDA AND ANY PERSON WISHING TO SPEAK WILL RECEIVE UP TO THREE (3) MINUTES. THE BOARD ENCOURAGES YOU TO SUBMIT YOUR COMMENTS IN WRITING IN ADVANCE OF THE MEETING. ANY PERSON WHO DECIDES TO APPEAL A DECISION OF THIS BOARD WILL NEED A RECORD OF THE PROCEEDING PERTAINING THERETO, AND THEREFORE MAY NEED TO ENSURE THAT A VERBATIM RECORD IS MADE, WHICH INCLUDES THE TESTIMONY AND EVIDENCE UPON WHICH THE APPEAL IS TO BE BASED. IF YOU ARE A PERSON WITH A DISABILITY WHO NEEDS AN ACCOMMODATION IN ORDER TO PARTICIPATE IN THIS MEETING YOU ARE ENTITLED TO THE PROVISION OF CERTAIN ASSISTANCE. PLEASE CONTACT THE PELICAN BAY SERVICES DIVISION AT (239) 597-1749 OR VISIT PELICANBAYSERVICESDIVISION.NET. 12/5/2014 11:57:06 AM 4 PELICAN BAY SERVICES DIVISION BUDGET SUBCOMMITTEE MEETING MARCH 31, 2014 The Budget Subcommittee of the Pelican Bay Services Division met on Monday, March 31, 2014, at 1:00 p.m. at the Pelican Bay Services Division Office at 801 Laurel Oak Drive, Suite 302, Naples, Florida. APPEARANCES: Michael Levy, Chairman John Domenie John laizzo Susan O'Brien Scott Streckenbein ALSO PRESENT: Neil Dorrill, Dorrill Management, Administrator Kyle Lukasz, Operations Manager Mary McCaughtry, Operations Analyst ROLL CALL/AGENDA APPROVAL All Committee members were in attendance at the meeting. Mr. Levy added that after Item 6 a date should be set for the next budget meeting. Mr. Domenie motioned, Mr. Levy seconded to approve the agenda as amended,to include that addition, and unanimously approved. AUDIENCE COMMENTS An audience member asked how salaries were allocated among the different divisions, and what percentage went to each. He was advised that it was divided almost evenly among the three main divisions. INITIAL REVIEW OF PROPOSED FISCAL YEAR 2015 BUDGET The Committee went through the different line items, and Mrs. McCaughtry indicated that she was still waiting on some additional figures. The County's operation charges and what they are contributing to the Clam Pass project was discussed. Reserve amounts were discussed as well as the increase in the assessment. The significant budget changes were noted, and those related to Clam Pass testing and permitting and the need for increases were discussed. Mrs. O'Brien provided information on what the Clam Bay Committee will be doing, and what the costs would be. Budget Committee Meeting—Minutes March 31, 2014 Page 2 Mr. Dorrill indicated that the 111 transfer in the coming year should be increased to $150,000, which is roughly$118,000 more than they are now receiving, and this will offset some of the Clam Bay activity. Mr. Levy agreed, indicating that it would cover the shortfall and enable the assessment to remain under$400, with money left for capital projects. Mr. Dorrill suggested that the budget be prepared assuming that this money will be obtained. The Committee went through the budget fund by fund, and Mr. Lukasz explained costs and procedures when needed for clarification. The Committee briefly discussed formalizing the agreement with the Foundation as it relates the landscaping and operations of Pelican Bay and the pros and cons that this would present, and it was suggested that it should be brought up at a full Board meeting for discussion. REVIEW OF CAPITAL PLANNING THROUGH FY 2020 Mrs. McCaughtry was instrumental in putting this together, and the Committee discussed what funds were needed going forward for the capital projects that are planned. The berm project is expected to be much more expensive than anticipated, and at the Committee's request,the numbers were explained by Mrs. McCaughtry. ESTABLISH A PROPOSED ASSESSMENT FOR FY 2015 AND TAX RATE - BEFORE AND INCLUDING THE CAPITAL IMPROVEMENT PROGRAM Mr. Levy suggested that the final number, which includes the capital improvement program, be held to what it was the previous year, $398.12. The Committee members agreed, and also decided to leave the tax rate at its present rate of.0857. After a brief discussion, the Committee agreed to hold their next meeting on the 28th of April at 1:00 p.m. which would be a week prior to the regular Board meeting. ADJOURNMENT Mr. Domenie motioned, Mr. laizzo seconded,to adjourn.The motion passed unanimously and the meeting was adjourned at 2:40 p.m. Michael Levy, Chairman Printed 12/5/2014 9:26:23 AM PELICAN BAY SERVICES DIVISION BUDGET SUBCOMMITTEE APRIL 28, 2014 The Budget Subcommittee of the Pelican Bay Services Division met on Monday, April 28th, at 1:00 p.m. at the Pelican Bay Services Division office at 801 Laurel Oak Drive, Suite 302, Naples, Florida. APPEARANCES: Michael Levy, Chairman John Domenie John laizzo Susan O'Brien Scott Streckenbein Dave Trecker (ex officio) ALSO PRESENT: Neil Dorrill, Administrator Kyle Lukasz, Operations Manager Mary McCaughtry, Operations Analyst ROLL CALL/APPROVAL OF AGENDA It was noted that all members were in attendance. On a MOTION by Scott Streckenbein and a second by Susan O'Brien,the Agenda was unanimously approved by the Committee. AUDIENCE COMMENTS Patrick Barrett advised the Committee members that he was present to observe the meeting and was thanked for his interest. REVIEW AND DISCUSSION OF PROPOSED FY 2015 BUDGET Mr. Levy noted some significant changes in the budget, the biggest one being additional funding, as the carry forward amount was $97,000 higher than anticipated. The funding from the County was included in the Budget, and the Committee will attempt to advise the Commissioners ahead of their budget approval meeting of the necessity of their funding. Mr. Dorrill agreed, and suggested a courtesy briefing for the District's commissioner. Additional funding will come from reducing the bathymetric testing to one time. The additional funds totaled $325,000, and will keep the assessment at $398 for FY 2015, along with the funding of capital projects. Budget Committee Meeting—Minutes April 28, 2014 Page 2 Mrs. McCaughtry noted that there are a few final numbers that have not been received, but they are not anticipated to change the budget significantly. Dr. Trecker then presented a proposal regarding the sediment monitoring, indicating that he felt the amount was too high, and suggested that all other estimates be deferred and that Tim Hill be approached for an estimate on quarterly sediment monitoring. After a brief discussion, the Committee members agreed to go forward with this option in mind before any decisions are made on the issue. Mr. Dorrill asked if the Committee was satisfied with the funding level for tree pruning, which has increased over the years, and it was noted that the funds were not available to do what they had planned to do this year, and they had reduced the amount for community beautification by approximately$30,000 for FY 2014. Mr. Dorrill also asked the Board to be aware of the costs of extra law enforcement presence in the community which is being discussed by the Public Safety Committee. DISCUSSION OF CAPITAL PROJECTS GOING FORWARD/CONTRIBUTION IN FY 2015 BUDGET/ DISCUSSION OF PBSD RESPONSIBILITY FOR BEACH RENOURISHMENT The bike riding signs are completed and installation will take place in the near future. The berm project will cost more than anticipated due to the instability of the soil in certain areas, as well as an interruption for a three week period where the work will have to be done after 4:00 p.m. due to other construction in the area. These projects and others will bring the balance in the capital account to $1,540,000 at year's end. In the 2015 budget, lake aeration, lake bank improvements, landscape renewal and beach re-nourishment were listed. Beach re-nourishment was discussed at length, and it was noted that there were many variables connected with this issue that needed further discussion, such as the County's contribution and how much more PBSD involvement will be required. The Committee agreed that$200,000 would be put in the 2015 budget for beach re-nourishment in the capital improvement fund. The Foundation's letter was discussed briefly, and they will be advised that the PBSD will provide a level of service which will be determined by the Committee. Budget Subcommittee Meeting—Minutes April 28, 2014 Page 3 RESERVE ACCRUAL AND ADJUSTMENT TO ANNUAL ASSESSMENT TO FUND THE RESERVE VOTE TO APPROVE PROPOSED FY 2015 BUDGET Mr. Levy went over the budget numbers for the last few years, noting where the funds had come from in previous years, and how the assessment had been maintained at the same level during that time. The report on the continuing issues with Clam Bay were gone over, and funding sources for the future were discussed. The subject of raising the assessment in FY 2015 to fund the beach re- nourishment as well as other budgeted items such as extra law enforcement patrols were also discussed, and in that case increased. A MOTION was made by John laizzo to approve the Fiscal Year 2015 assessment at the same amount as the previous year, with the addition of$200,000 for beach re-nourishment. The Motion was seconded by Dave Trecker and unanimously approved by the Committee. The Committee then briefly discussed the numbers involved in the street light replacement, noting that the budget reflected an amount of$25,000 in 2015 for an engineer's report on condition and feasibility before the project is started in 2016. It was also noted that the roll will be certified by the tax collector sometime in late June or July. Mr. Dorrill then briefly explained the process involved in hiring a replacement for Mr. Lukasz. ADJOURNMENT The meeting was then adjourned at 2:32 p.m. on a MOTION,a second and unanimous approval. Michael Levy, Chairman Printed 12/5/2014 8:40:31 AM MEMORANDUM TO: DAVE TRECKER, PBSD CHAIRMAN A EIVIEM ,Z OF THE BOARD FROM: W.NEIL DORRILL, PBSD ADMINISTRATOR SUBJECT: CONSIDERATION OF EXPANDED FIELD MAN GEMENT SERVICES DATE: OCTOBER 30, 2014 Over the past several months, a number of opportunities to expand Field Management support at Pelican Bay have added value to the existing services being offered. Both the current and former management contracts included a flat rate of $70/hour for client desired project or field management services. Field Management was authorized by the Board during the dredging of Clam Pass and the north and south berm restoration projects at roughly 1/z the cost of similar civil engineering alternatives. Looking forward, the following additional areas of support would benefit the members of the Pelican Bay Services Division Board: • Clam Pass dredging • Street light and pole replacement • Future beach renovation • Expanded water quality monitoring and sampling • Maintenance site renovations • Mapping of PBSD water management drainage easements • Pathway restoration • Other Board established priorities As you may know,Lisa Jacob, our Administrative Assistant will finish graduate school next year and I'm.afraid we will lose her if we can't offer expanded opportunities with Pelican Bay. A quick review of her background includes: • Former Legislative Aide to Collier County Commission • Administrative Officer, Psychology Department, Georgetown University,Washington, D.C. • Five-years experience at Pelican Bay Services Division The fiscal impact based on the above immediate needs would require 24+/- hours per week. Lisa would work from either the PBSD or DMG office, depending on the task. The above would cost approximately $6,720/month, and require a budget amendment from general revenues and tourist taxes. 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Report Preperation $3,600 Report Presentation $11,200 Total $14,800 Biological Monitoring $27,000 This funding is being requested to continue performing the biological monitoring which assess's the biological health of the mangroves.This includes tracking growth, re-vegetation,seedling recruitment and other biological parameters through the annual monitoring of the established transects and plots throughout the system tracking long term trends,improvements and identifying declining areas. Biological Monitoring $22,300 Seagrass Monitoring $4,700 Total $27,000 Mangrove Water Level Loggers $10,000 Water level monitoring devices within the mangrove areas to provide additional data related to the flushing and water exchange within the mangrove forest. Hydrographic Monitoring $28,800 These engineering fees are being budgeted to continue the coordination,analysis and reporting of the tide gauge data collected with the Clam Bay system.This data is important as it indicates the performance of the tidal flushing within the system. Water Quality Report $15,300 Water quality data coordination,input annual analysis for idenifying trends.Water Level Data Collection to include installation&downloading. Bathymetric Monitoring Clam Pass Interval Monitoring(TDC) $26,300 Management Plan Permitting Application and processing until issuance of a new 10-year permit for management activities within the Clam Bay NRPA system. These funds anticipate the cost of permitting with the Dept.of Environmental Protection Beaches and Coastal Section and the U.S.Army Corps of Engineers(TDC) $71,500 47 Collier County Pelican !:;ay Services Division Operating Budget Fiscal Year 2015 Clam Bay Fund II Clam Bay Restoration Program Clam Bay Operations&Maintenance(continued) Biological Services $39,000 Hydrographic Services $32,500 Total $71,500 Management Plan Operations&Services $25,000 Enginnering services to carry out activities of the 10-year Management Plan(Possible TDC). Engineering(320-183800-631400-511001)(Cont.) General Mangrove Maintenance Consultation $42,000 These fees are for general mangrove investigation/observation, meeting attendance,permit services and channel inspection/ identification and maintenance observations. Projected Funding Funds Net Funds Other Contractual Services Requirements Available Required (320-183800-634999-511001) $45,500 $0 $45,500 Contract Labor $13,000 We use in-house staff to perform some of the monitoring and data collection for the Clam Bay Monitoring Programs. To supplement the staff time estimated for the monitoring program,funds are being budgeted for temporary labor equal to the cost of staff hours. Below is the estimated staff cost for the monitoring programs. Program Staff Cost Creek Maintenance $2,000 Hydrographic monitoring $11,000 Total $13,000 Berm Transition Area Maintenance These funds are budgeted for the maintenance $0 of the area west of the berm including the removal of cattails and other nusiance materials. Interior Channel Maintenance $32,500 These funds are for a maintenance program for the cleaning of the Clam Bay Interior Channels. There are approximately 40,000 L.F.of channels of which it is estimated 50%will require maintenance as field identified. Projected Funding Funds Net Funds II Requirements Available Required Photo Processing I $7,500 $0 $7,500 (320-183800-647210-511001) The annual cost for aerial photographs of the Clam Bay System used to assess vegetation conditions as part of the Biological Monitoring Program. 48 Collier Co.,n$y Pelican 11 a Services 1ivisionn Operating Budget Fiscal Year 2015 Clam Bay Fund Clam Bay Restoration Program Clam Bay Operations&Maintenance(continued) Projected Funding Funds Net Funds Tree Trimming(320-183800-646319-511001) Requirements Available Required These funds are for the maintenance activities $38,000 $0 $38,000 for control of exotic vegetation. Projected Funding Funds Net Funds II Requirements Available Required Repairs&Maintenance I $0 $0 $0 (320-183800-646970-511001) Tide Gauges,Water Level Loggers Projected Funding Funds Net Funds Requirements Available Required Minor Operating Equipment $2,400 $0 $2,400 (320-183800-652910-511001) II Projected Funding Funds Net Funds Requirements Available Required Other Operating Supplies $500 $0 $500 (320-183800-652990-511001) Miscellaneous Supplies Projected Funding Funds Net Funds Capital Outlay-Other Machinery&Eq. Requirements Available Required (320-183800-764990-511001) $0 $0 $0 49