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Agenda 11/16/2015 ole , PELICAN BAY SERVICES DIVISION / / Municipal Services Taxing and Benefit Unit iZO6 By NOTICE OF PUBLIC MEETING MONDAY, NOVEMBER-18-,---2145--- ;Th. THE BUDGET COMMITTEE OF THE PELICAN BAY SERVICES DIVISION WILL MEET ON MONDAY, NOVEMBER 16 AT 3 PM AT THE COMMUNITY CENTER OF PELICAN BAY, 8960 HAMMOCK OAK DRIVE, NAPLES, FL. AGENDA 1. Pledge of Allegiance 2. Roll call 3. Agenda approval 4. Approval of 4/21/2015 and 05/26/2015 minutes 5. Audience comments 6. Project Updates: a. Landscape b. Aeration c. Lake Bank Improvement d. Sign Restoration e. Irrigation System Upgrade f. Street Lighting 7. Initial requests from Committee Chairs for possible FY '17 funds 8. Miscellaneous 9. 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. BUDGET COMMITTEE PELICAN BAY SERVICES DIVISION APRIL 21,2015 The Budget Committee of the Pelican Bay Services Division met on Tuesday, April 21 at 1 p.m. the Community Center at Pelican Bay, 8960 Hammock Oak Drive,Naples, Florida, 34108. In attendance were: Budget Committee Henry Bachman, Chairman Scott Streckenbein Joe Chicurel Dave Trecker Susan O'Brien Pelican Bay Services Division Staff Neil Dorrill, Administrator Mary McCaughtry, Operations Analyst Marion Bolick, Operations Manager Lisa Jacob, Recording Secretary Also Present Dr. Joseph Doyle, Pelican Bay Resident Sandra Doyle, Pelican Bay Resident AGENDA (AS AMENDED) 1. Pledge of Allegiance 2. Roll call 3. Agenda approval 4. Audience comments 5. Update on meeting with County Attorney re: PBSD/Foundation landscaping 6. 2015 Budget Resolution 7. Adopt PBSD 2015 Priorities in considering 2016 Budget proposals 8. Staff presentation of proposed 2016 Budget a. Giving consideration to suggestions as outlined earlier by Chairman Bachman b. Water Management c. Beautification d. Clam Bay e. Street lighting f. Expanded field management services g. Job description for proposed Project Manager position 9. Capital items a. Consider policy for vehicle and equipment replacement reserves b. Review capital project planning estimates for FY 2016 to FY 2020 i. Review policy and plans for funding capital projects 1 Budget Committee of the Pelican Bay Services Division April 21,2015 Meeting Minutes 10. Recommend non-ad valorem and ad valorem rates for FY 2016 a. Account for reimbursements for Foundation projects b. Budget what-ifs c. Consider allocation of reserves 11. Previewing FY 2016 budget at May Board meeting 12. Adjournment ROLL CALL All Committee members were present and a quorum was established. AGENDA APPROVAL Items 5 and 8b were added. AUDIENCE COMMENTS Dr. Joseph Doyle commented on the Budget Amendment. UPDATE ON MEETING WITH COUNTY ATTORNEY RE PBSD AND FOUNDATION LANDSCAPING Information provided by staff broke down the landscaping responsibilities,part of which was to formalize this relationship with the Foundation ADOPT PBSD 2015 PRIORITIES IN CONSIDERING THE 2016 BUDGET PROPOSALS PBSD priorities were discussed and members indicated that items related to safety and pollution control were high on the list and acknowledged that these items involved expanded responsibilities requiring additional funding and manpower. Ms. O'Brien motioned,Mr. Streckenbein seconded that staff be asked to come up with a number for landscaping if day laborers or outsourcing were used rather than extra staff at$260,000. The motion carried unanimously. STAFF PRESENTATION OF PROPOSED 2016 BUDGET Staff presented the proposed FY 2016 budget, which included vehicle and equipment replacement costs, a central control irrigation system, and the need for additional staff. Following discussion, staff would provide additional justification for these expenses at the next Committee meeting and the full Board would approve the proposed budget on June 3. ADJOURNMENT IThe meeting was adjourned at 3:58 p.m. 2 Budget Committee of the Pelican Bay Services Division April 21,2015 Meeting Minutes Scott Streckenbein, Chairman Minutes approved [_] as presented OR [ ] as amended ON [ ] date Reviewed by [ ] staff initials [ ] date 3 BUDGET COMMITTEE PELICAN BAY SERVICES DIVISION MAY 26, 2015 The Budget Committee of the Pelican Bay Services Division met on Tuesday, May 26, at 1:00 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. 1 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. 2 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. 3 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. Mr. 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 I unanimously and the meeting was adjourned at 3:25 p.m. Scott Streckenbein, Chairman Minutes approved [ ] as presented OR [ ] as amended ON [ ] date Reviewed by [ ] staff initials [ ] date 4 Estimated Cost to Install Aeration in Remaining PBSD Lakes Basin Lake Description Power Source Cost 1 8 Naples Grande Solar $6,900 1 7 Naples Grande Solar $14,600 2 2 Ridgewood Park Solar $7,000 2 1 Ridgewood Park Solar $6,900 2 3 Lake Vista Solar $13,900 2 4 Georgetown (south lake) Solar $14,800 2 8 Georgetown (west lake) Solar $13,600 2 9 St. Maarten/Commons Solar $14,300 2 10 Glenview Solar $6,800 4 3 Isle Verde Solar $14,450 5 1 Community Center Solar $7,050 5 3 Avalon Solar $14,400 5 5 County Park Solar $14,300 5 12 Bay Colony Shores Electric *$6,375 5 11 Bay Colony Shores Electric *$3,125 5 10 Bay Colony Shores Electric *$2,975 5 9 Bay Colony Shores Electric *$3,095 5 13 Bay Colony Shores Electric *$2,785 6 1 Trieste Solar $7,100 6 2 Ritz Carlton Solar $6,800 TOTAL $181,255 *Additional costs will be incurred to install electrical aeration systems and are dependent upon existing site conditions. 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