Minutes 05/26/2015 z?p,
BUDGET COMMITTEE
PELICAN BAY SERVICES DIVISION 6y�\
MAY 26,2015
The Budget Committee of the Pelican Bay Services Division met on Tuesday, May 26, at 1:01
p.m. at the Community Center at Pelican Bay, located at 8960 Hammock Oak Drive,Naples,
Florida. In attendance were:
Budget Committee
Henry Bachman, Chairman Scott Streckenbein(participated by phone)
Joe Chicurel Dave Trecker
Susan O'Brien
Pelican Bay Services Division Staff
Neil Dorrill, Administrator Mary McCaughtry, Operations Analyst
Marion Bolick, Operations Manager Lisa Resnick, Recording Secretary
Also Present
Kevin Carter, Project Manager, Dorrill Management Group
Ken Dawson, Pelican Bay Services Division Board
Joseph Doyle, Pelican Bay Resident
Sandra Doyle, Pelican Bay Resident
Jim Hoppensteadt, President, Pelican Bay Foundation
Robert Naegele, President, Pelican Bay Property Owners Association
APPROVED AGENDA (AS AMENDED)
1. Pledge of Allegiance
2. Roll call
3. Agenda approval
4. Approval of 12/10/2014, 2/24/2015 and 3/26/15 minutes
5. Audience comments
6. Update on Foundation response re: landscaping (add-on)
7. 2015 Budget Amendment (add-on)
8. Information on upgrade of sprinkler system
9. Review, discussion, and vote to recommend approval of Proposed FY 2016
Budget to full PBSD Board
10. Adjourn
ROLL CALL
Four members were present and Mr. Streckenbein participated by phone.
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Budget Committee of the Pelican Bay Services Division
May 26,2015 Minutes
AGENDA APPROVAL
Dr. Trecker motioned, Ms. O'Brien seconded to approve the agenda with the
insertion of an update on the Foundation's response regarding landscaping as item
6 and the 2015 Budget Amendment as Item 7. The motion carried unanimously.
APPROVAL OF MEETING MINUTES
12/10/2014
Ms. O'Brien motioned, Dr. Trecker seconded to approve the 12/10/14 minutes with
the following changes: On page 1,Dr. Trecker should be listed under Also
Present; On Page 2, Mr. Hall's name should be changed from "Hill"; also on Page
2 the word "public" before the words "Safety Committee" should be deleted;
under Staff Proposal for Expanded Field Management Service the wording should
be, "There was no support for Mr. Dorrill's proposal to use his contract to employ
Ms. Jacob to do project management work, but there was support for exploring
other alternatives." The motion carried unanimously.
2/24/2015
Ms. O'Brien motioned,Dr. Trecker seconded to approve the 2/24/15 minutes with
the following changes: Mr. Dawson should be added under"Also Present"; on
Page 2 under approval of February 24 minutes, the minutes should be changed to
those of January 22; under"Review by Staff..." and "0" should be added to make
the word "Operations";, and below that the word "Three" should be made lower
case; on the last page under Discussion of Budget Guidelines,where it was stated
that it was understood that an assessment needed to be increased greatly, the word
"greatly" should be deleted and the following sentence should read, "It was
understood that the assessment needed to increase; any such increase would have
to be justified when it was presented to the community." The motion carried
unanimously.
3/26/2015
Ms. O'Brien motioned,Dr. Trecker seconded to approve the 3/26/15 minutes with
the following changes: On page 2 under Review by Staff, in the second line the
sentence should read, "levels of service requested, including additional
manpower". On the next page where the budget guidelines were discussed, the
wording should be, "the Committee discussed alternatives to the increase proposed
for staffing and capital expenditures and gave guidance to staff for further
consideration". On Page 2 Mr. Dorrill corrected his statement towards the bottom
of the page, noting that what he had stated was if the project manager position was
not filled,that DMG project manager expenses were projected to increase by
$20,000,while in reality the expenses would increase significantly. The motion
carried unanimously.
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Budget Committee of the Pelican Bay Services Division
May 26,2015 Minutes
VOTE TO ALLOW MEMBER PARTICIPATION BY PHONE
Mr. Dorrill advised the Committee that Ms. Resnick received clarification from Ms.
Colleen Greene, Assistant County Attorney, that while an advisory board member participating
by phone cannot be used to establish a quorum, if a quorum of members is present and the
quorum makes a finding in favor to recognize the member's participation by phone due to a
unique or special circumstance, then the member participating by phone can also vote on
motions. The County Attorneys opinion would be obtained in writing and distributed to
members.
Dr. Chicurel motioned, Dr. Trecker seconded that Mr. Streckenbein be allowed to
participate in the meeting by phone due to special circumstances. The motion
carried 3-1. (Bachman, Chicurel, Trecker in favor; O'Brien opposed).
AUDIENCE COMMENTS
Dr. Joseph Doyle commented on a contractor's invoice, and was opposed to laborers
receiving overtime and opposed to the PBSD's proposal to purchase a new Ford Explorer.
FOUNDATION RESPONSE RE: LANDSCAPING
Mr. Dorrill reported that the Pelican Bay Foundation informed him of its renewed interest
in hiring an outside vendor to maintain its landscaping; and provided a breakdown of property
interests (in acreage) of the areas where PBSD maintained landscaping in Pelican Bay, which
included County property, property owned by the Pelican Bay Foundation, and areas that the
PBSD has an easement interest. The acreage on Foundation property would be used to formalize
an agreement with the Foundation, so that the PBSD could place a value on these services and
receive compensation for the landscaping maintenance it does on Foundation property.
BUDGET AMENDMENT
There were questions regarding the availability of materials pertaining to the budget
amendment and Mr. Dorrill indicated that both the executive summary and the actual budget
amendment materials have been available, but would be distributed to Committee members.
INFORMATION ON UPGRADE OF SPRINKLER SYSTEM
Information regarding the existing irrigation system and a proposal to upgrade the
existing system and cost savings was provided. It was noted that the overall goal was to increase
efficiencies and reduce water consumption. At the Committee's request, staff would research and
produce additional information regarding return-on-investment.
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Budget Committee of the Pelican Bay Services Division
May 26, 2015 Minutes
DISCUSSION & RECOMMENDATION TO APPROVE FY 16 PROPOSED BUDGET
The Committee reviewed and discussed the FY 16 PBSD Proposed Budget, which would
be presented to the Board of County Commissioners at the June 25 Budget Workshop. The
proposed budget included three new maintenance workers positions, as well as a new associate
project manager position for which staff presented a detailed job description, which
encompassed the duties and responsibilities that Mr. Carter has been doing as part of Mr.
Dorrill's contracted services.
1VIr. Bachman motioned, Dr. Trecker seconded that a recommendation be made to
the full Board to approve the FY 16 PBSD Proposed Budget as presented. The
motion carried 3-2 (Chicurel, Trecker, Streckenbein voted in favor; O'Brien &
Bachman opposed).
ADJOURNMENT
Dr. Trecker motioned, Dr. Chicurel seconded to adjourn. The motion carried
unanimously and the meeting was adjourned at 3:25 p.m.
25 ` v - 6
Scott Streckenbein, Chairman
Minutes approv,d [ t4 as presented OR [ ] as amended ON [ (I - 16-CD 1 date
Reviewed by ",i_; staff initials [ j I—I(, --IC ] date
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