Minutes 03/31/2016 BUDGET COMMITTEE
PELICAN BAY SERVICES DIVISION
MARCH 31,2016
The Budget Committee of the Pelican Bay Services Division met on Thursday, March 31, at
9:00 a.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
Ken Dawson, PBSD Board Member
APPROVED AGENDA (AS AMENDED)
1. Pledge of Allegiance
2. Roll call
3. Agenda approval
4. Approval of 01/25/2016 minutes
5. Audience comments
6. Preliminary Review of FY 2017 Budget Increases:
a. Administration
i. Water Management
ii. Community Beautification
b. Field
i. Water Management
ii. Community Beautification
iii. Street Lighting
c. County
i. Personnel
ii. IT Charges
d. PBSD Landscaping Costs for Foundation Property
7. FY 2017 Capital
a. Maintenance Shop Improvements
b. New Vehicle
c. Street Lighting
8. County Request for Clam Bay Funding (195)
9. Adjourn
1
Budget Committee of the Pelican Bay Services Division
March 31,2016 Minutes
ROLL CALL
All members were present and a quorum was established
AGENDA APPROVAL
Ms. O'Brien motioned, Dr. Trecker seconded to approve the agenda as amended,
with the addition of a discussion item "PBSD landscaping costs for Foundation
property" as item#6d. The motion carried unanimously.
APPROVAL OF 01/25/16 MEETING MINUTES
Ms. O'Brien motioned, Dr. Chicurel seconded to approve the 01/25/16 minutes as
presented. The motion carried unanimously.
COPIES OF THE FEBRUARY FINANCIALS WERE PROVIDED AND ADDED TO
THE RECORD
MR. DORRILL PROVIDED AN UPDATE ON THE CLAM BAY DREDGING PROJECT
AUDIENCE COMMENTS
Dr. Joseph Doyle commented on the proposed FY17 budget increase of 18.6% and
suggested that the committee look at a new operating model and methods of cost savings. Mr.
Henry Bachman commented on the high proposed FY17 budget increase, similar to an equally
high increase in the FY16 budget.
PRELIMINARY REVIEW OF THE FY17 BUDGET
Mr. Streckenbein provided an overview of the proposed PBSD FY17 budget which
reflects an 18.6% or$94.67 increase over the FY16 budget. He pointed out that the budget
increase requested is a result of 10 years of frozen budgets and that we are now playing "catch
up." All of the increases are the result of requests from the PBSD committees for the needs of
and improvement to the Pelican Bay community. Mr. Shepherd emphasized the decade-long
maintenance deficiencies and strongly recommended the need for additional community
beautification; the dollar increase of$94.67 to a property owner is not substantial.
Ms. O'Brien does not support the proposed budget with an 18.6% increase. She
recommended pursuing changes to the labor model, eliminating overtime expenses, changing the
labor model, and eliminating the purchase of a new Ford F-150 pickup truck. Dr. Trecker was
equally concerned over the major increase in the FY17 budget, which would be the second year
with a major increase. He suggested that staff identify budgeted items which could be deferred
to future years. He stated that he could support this proposed budget if it could be stated that the
"catch up"was now complete.
2
Budget Committee of the Pelican Bay Services Division
March 31,2016 Minutes
Dr. Chicurel agreed that the proposed FY17 budget is a result of"catch up" and that
increased community beautification is necessary and identified as the second most important
issue to Pelican Bay residents. He agreed that his Landscape & Safety Committee should be
looking at alternative landscaping labor models.
Mr. Dorrill noted that the Pelican Bay community has experienced a decade-long
maintenance decline. He would consider privatizing some areas of PBSD landscaping.
FY 2017 CAPITAL PROJECTS AND EQUIPMENT REPLACEMENT
Mr. Bolick discussed items included in the schedules of budgeted FY17 capital projects
and equipment replacement. Dr. Trecker suggested reducing lake maintenance by $25,000 as
minimal funds would be needed to replace dead littoral plants. Ms. O'Brien suggested reducing
budgeted Clam Bay tidal analysis by approximately $18,000.
OUTSOURCING OF LANDSCAPING LABOR
Ms. O'Brien suggested establishing a timeline to obtain recommendations from staff to
change the current landscaping labor model. She recommended the formation of a special
committee to examine this issue and work toward changing the landscaping labor model for
FY18. By consensus, the committee was in agreement of taking these steps.
FY 2017 BUDGET FOR STREET LIGHTING
Ms. McCaughtry reported that the rate of reserving for street lighting remains steady.
Ms. Jacob reported that our engineer will make a presentation at the April PBSD Board meeting
on the Pelican Bay street lighting study. It was the consensus of the committee that bollard
lighting on pathways is not a priority and that this issue should not be pursued.
PBSD LANDSCAPING COSTS FOR FOUNDATION PROPERTY
Ms. O'Brien provided a copy of a schedule of the PBSD costs to maintain PBF property
broken out by (1) PBF with no property interest, (2) PBF with drainage easements, and(3) PBF
areas included in the PBSD ordinance, which was prepared by Ms. Jacob. Ms. O'Brien's
document distributed included additional costs (which were handwritten) for overtime and
personnel fringe benefit expenses. This document was added to the record. Mr. Streckenbein
pointed out the importance of informing the Pelican Bay community that much of the PBSD
budget is for the benefit of the Foundation.
COUNTY REQUEST FOR CLAM BAY FUNDING
Staff provided a schedule of the request for$158,800 from Collier County for Clam Bay.
COMMITTEE CONSENSUS OF CHANGES TO BE MADE TO THE FY17 DRAFT
BUDGET BY STAFF
3
Budget Committee of the Pelican Bay Services Division
March 31, 2016 Minutes
By consensus, the committee agreed to discuss the entire draft FY17 budget again in
April and directed staff to modify the budget with the following changes:
1. Remove the purchase of littoral plants, included in the berm and swale maintenance
project(reduction of$35,000).
2. Remove maho clearing at maintenance shop (reduction of$35,000).
3. Remove equipment shed (reduction of$85,000).
4. Remove sharrow markings (reduction of$35,500).
5. Remove street signs; only sign maintenance should be included in the budget
(reduction of$50,000).
6. Remove new Ford F-150 Pickup Truck; keep the 2006 Ford Ranger(reduction of
$35,000).
7. Add landscape materials back in(increase of$175,000).
ADJOURNMENT
The meeting was adjourned at 11:48 a.m.
A
Scott Streckenbein, Chairman
Minutes approved [ 1 as presented OR [ V I as amended ON F q-027-16 j date
4