Minutes 01/26/2017 BUDGET COMMITTEE
PELICAN BAY SERVICES DIVISION
JANUARY 26,2017
The Budget Committee of the Pelican Bay Services Division met on Thursday, January 26, 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
None
APPROVED AGENDA(AS AMENDED)
1. Pledge of Allegiance
2. Roll call
3. Agenda approval
4. Audience comments
5. Recap of existing budget
6. Additional funding
a. North Berm- $86K
i. East side erosion from North Tram to Montenero
a. Engineering $8K
b. Construction$33K
ii. West side from Commons to North Tram
a. Adds 5,030 LF of riprap $45K
b. Marker 36—budget$8,800, need$13,750
c. Dune Swale
i. Phase I initial clearing $14K; pipes & sumps cost to be determined
ii. Phase II swale restoration engineering and permitting $8K;
construction costs to be determined
7. Cost Saving Strategies
a. Mulch generation
b. Clear willows at Maintenance Site
c. Reserves
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Budget Committee of the Pelican Bay Services Division
January 26,2017 Minutes
8. Preliminary discussion of FY 2018 needs
9. New Business
a. Status of the final FY16 financial statements (add-on)
b. Budget amendment process (add-on)
10. Adjourn
ROLL CALL
All members were present and a quorum was established
AGENDA APPROVAL
Dr. Trecker motioned, Dr. Chicurel seconded to approve the agenda as amended,
with the addition of discussion items #9a and #9b. The motion carried
unanimously.
AUDIENCE COMMENTS
None
RECAP OF EXISTING BUDGET
Mr. Streckenbein provided an overview of the year-to-date budget. The committee
reviewed the line item expenses to date vs. annual budget as was provided in the agenda packet.
The committee members commented on their preference for this presentation of financial data by
line item, as opposed to the usual format of financial statement information provided to them.
ADDITIONAL FUNDING
NORTH BERM- $86K
Dr. Trecker commented on the proposed project ($41,000) of shoring up the east side of
the north berm from the north tram station to the Montenero to prevent further erosion. He also
commented that the second proposed project ($45,000) of adding riprap to the west side of the
north berm from the Commons to the north tram station appears to be strictly aesthetic.
Members of the committee chose to seek additional information on these issues from our Agnoli,
Barber &Brundage consultant, Mr. Jim Can, at the Water Management Committee meeting that
was to be held at 2:00 p.m. on the same day.
MARKER 36—BUDGET $8,800,NEED $13,750
Mr. Bolick commented that Earth Tech has provided a proposal of$13,750 to add riprap
and littorals to the swale area by the Marker 36 parking lot to prevent further erosion. Ms. Jacob
commented that the project would increase flow in the swale. By committee consensus, it was
agreed that staff would revise the scope of this project to include a maximum of$8,800, as was
included in the FY17 budget.
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Budget Committee of the Pelican Bay Services Division
January 26,2017 Minutes
DUNE SWALE
Mr. Dorrill reported that phase 1 of the beach dune swale project, to include removal of
willow trees and overgrowth,will commence sometime in late April/early May. No permitting is
required for this work. He commented that phase 2 will involve the north end of the dune swale
where the sand dune is extremely high and is causing sand to be pushed into the swale, causing
ineffective drainage. Subsequent to the completion of phase 1, Mr. Dorrill will consult with the
FDEP to provide evaluation and direction for the swale restoration work to be completed in
phase 2.
COST SAVING STRATEGIES
MULCH GENERATION/CLEAR WILLOWS AT MAINTENANCE SITE
Mr. Bolick reported receiving a low bid of$20,000 to remove mahoes to create a staging
area for storage and grinding of tree trimming debris at the PBSD field maintenance site. Ms.
McCaughtry commented that these funds can come from FY17 budgeted funds for the field
maintenance site. Mr. Dorrill commented that the PB golf course may be able to supply the
PBSD with additional quality trimmings for mulch generation.
RESERVES
Mr. Streckenbein commented that reducing the reserve requirement to 15% in Fund 109
will result in a transfer to operating expenses of approximately$64,000.
PRELIMINARY DISCUSSION OF FY 2018 NEEDS
Mr. Streckenbein urged all PBSD committees and staff to assess FY18 budgetary needs
as soon as possible. Ms. O'Brien commented that future intervention strategies related to the
mangrove die-off may have budgetary implications.
Ms. O'Brien commented on the need to discuss contracting outside vendors for specific
landscaping tasks in PB. Mr. Shepherd commented that PBSD landscaping costs per acre are
lower than at the Bonita Bay community. Mr. Dorrill commented on the possibility of the PBSD
being paid by Collier County to maintain the landscaping on the US 41 median from Pine Ridge
Rd. to Vanderbilt Beach Rd.
Dr. Trecker emphasized that as the stewards of the PBSD, we must ensure that taxpayer
funds are spent prudently and constructively.
NEW BUSINESS
Mr. Shepherd suggested the possibility of relabeling Fund 778 as "Lighting and Safety"
and transferring safety related expenses from Fund 109 to Fund 778. From a transparency
perspective, a majority of the committee members were not in favor of pursuing this idea.
STATUS OF THE FINAL FY16 FINANCIAL STATEMENTS (ADD-ON)
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January 26, 2017 Minutes
Ms. McCaughtry commented that Collier County OMB expects to provide final
unaudited FY16 financial statements sometime this month, and she will provide these statements
to the PBSD Board at the February board meeting.
BUDGET AMENDMENT PROCESS (ADD-ON)
Ms. O'Brien suggested that the PBSD Board approves all budget amendments being
brought to the BCC for approval. Mr. Dorrill commented on the need for PBSD Board
clarification on whether board approval is necessary for all budget amendments.
ADJOURNMENT
The meeting was adjourned at 10:30 a.m.
Scott Streckenbein, Chairman
Minutes approved [( ] as presented OR [ ] as amended ON [ -A- 17 1 date
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