Minutes 01/25/2016 BUDGET COMMITTEE n '
PELICAN BAY SERVICES DIVISION ByIv
JANUARY 25,2016
The Budget Committee of the Pelican Bay Services Division met on Monday,January 25, at
1:30 p.m. at the Community Center at Pelican Bay, located at 8960 Hammock Oak Drive,
Naples, Florida. In attendance were:
Budget Committee Susan O'Brien
Scott Streckenbein, Chairman Mike Shepherd
Joe Chicurel Dave Trecker
Pelican Bay Services Division Staff Mary McCaughtry, Operations Analyst
Neil Dorrill, Administrator Lisa Jacob, Associate Project Manager
Marion Bolick, Operations Manager Barbara Shea, Recording Secretary
Also Present
Gary Ventress, PBSD Board Member
APPROVED AGENDA (AS PRESENTED)
1. Pledge of Allegiance
2. Roll call
3. Agenda approval
4. Approval of 11/16/2015 minutes
5. Audience comments
6. Review of FY 2016 Budget
a. Operations/Maintenance
b. Capital and Clam Bay
c. Equipment Update
7. Preliminary Discussion of FY 2017 Budget
a. Overall goals
b. Capital planning
c. Equipment request
d. Committee request
e. Street lighting
8. Adjourn
ROLL CALL
All members were present and a quorum was established
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Budget Committee of the Pelican Bay Services Division
January 25,2016 Minutes
AGENDA APPROVAL
Dr. Trecker motioned, Dr. Chicurel seconded to approve the agenda as presented.
The motion carried unanimously.
APPROVAL OF 11/16/15 MEETING MINUTES
Ms. O'Brien motioned, Dr. Trecker seconded to approve the 11/16/15 minutes as
presented. The motion carried unanimously.
AUDIENCE COMMENTS
None
FY 2016 BUDGET OF OPERATIONS/MAINTENANCE
Ms. McCaughtry provided a 12/31/15 YTD status of the PBSD FY16 budget and stated
that there are no current red flags to report. Ms. O'Brien noted that field personnel salaries,
entrance sign repainting, and irrigation water show higher than budgeted expenses during the
first quarter. Ms. McCaughtry responded that these expenses may be absorbed by other line
items that may be under budget for the year.
Mr. Bolick provided a quote of$32,572.75 for replacement plants which may result in a
future deficiency in the budgeted line item for landscape materials. This document was added to
the record. A majority of these plants will be purchased to solve line of sight issues. Ms.
O'Brien suggested that Mr. Bolick provide a projection of funds needed for plants and sod for
the remainder of FY16.
Mr. Bolick provided a list of electrical deficiencies prepared by his staff electrician and
priced out by the County contractor Simmonds Electrical of Naples for a total of$76,000. This
document was added to the record. These items are all safety issues. By consensus,the
committee requested staff to obtain a set of quotes from another contractor to correct all of these
issues.
FY 2016 BUDGET OF CAPITAL AND CLAM BAY
Ms. McCaughtry reported that the PBSD has received $150,000 from Collier County for
its Clam Bay contribution. Ms. O'Brien questioned the FY16 budgeted $91,000 for landscape
materials; she recalled an amount requested for $175,000 during spring 2015 budget discussions.
Ms. McCaughtry stated that additional funds for landscape materials are available in"CIP
hardscape funds."
FY 2016 BUDGET EQUIPMENT UPDATE
Mr. Bolick provided a schedule of all FY16 budgeted equipment. All equipment has
either been received or is in process (ordered and waiting on delivery).
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Budget Committee of the Pelican Bay Services Division
January 25,2016 Minutes
FY 2017 OVERALL BUDGET GOALS
Mr. Streckenbein suggested that goals for the FY17 budget should include (1) meeting
the residents' expectations of a high level of landscape beauty, and (2) meeting all of the safety
needs of the community. Dr. Trecker agreed with Mr. Streckenbein and suggested that the
Pelican Bay community expects a high level of quality and safety. He requested that staff
provide an estimate of the percentage of the PBSD budget which is for the benefit of the
Foundation. Mr. Dorrill will target sometime in March to provide this estimate. Ms. O'Brien
suggested staff compile a list of detailed needs for the FY17 budget.
FY 2017 CAPITAL PLANNING
Ms. McCaughtry provided a"capital projects planning" document. Dr. Trecker
suggested that cost of littoral plant costs should decline and that the cost of aeration should be
approximately $100,000 in FY17. Ms. O'Brien questioned a budget amount for traffic signs of
zero; Mr. Bolick replied that there will be traffic sign maintenance costs which have not been
projected yet for FY17.
FY 2017 BUDGET EQUIPMENT REQUESTS
Ms. McCaughtry provided a FY17 vehicle replacement list. Mr. Dorrill reported that
staff is looking into purchasing an on-site fuel storage tank with an estimated cost of$40,000-
50,000 in FY17.
Ms. O'Brien reiterated the need to determine whether the PBSD will continue
landscaping Foundation property in FY17 in order to be able to begin the budget process for
FY17 and determine both operational expenses and capital needs.
FY 2017 BUDGET COMMITTEE REQUESTS
Dr. Trecker provided a document entitled, "Estimated added costs for maintaining 23
private lakes,"prepared by staff and added to the record. It is estimated that if the PBSD would
take over the maintenance of the 23 Pelican Bay private lakes (or 33% of the total Pelican Bay
lakes), the additional costs would be $178,000 for aerators and plantings; $14,000-35,000 for
engineering, permit modifications and legal costs; and $212,000 for recurring lake maintenance
costs. Dr. Trecker suggested that the actual incremental costs for these 23 lakes may be lower
than this estimate since these lakes represent only 16% of the total water area of all the Pelican
Bay lakes.
FY 2017 BUDGET STREET LIGHTING
Mr. Dorrill reported that our engineer is working on the Pelican Bay street lighting study
and related report. Ms. Jacob reported learning that the concrete poles are less than 15 years old
and have an estimated remaining life of 15 years.
ADJOURNMENT
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Budget Committee of the Pelican Bay Services Division
January 25, 2016 Minutes
IThe meeting was adjourned at 3:15 p.m.
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Scott Streckenbein, Chairman
Minutes approved [ /] as presented OR [ ] as amended ON [ ] date
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