Minutes 03/29/2017 BUDGET COMMITTEE
PELICAN BAY SERVICES DIVISION
MARCH 29,2017
The Budget Committee of the Pelican Bay Services Division met on Wednesday, March 29, at
9:00 a.m. at the SunTrust Bank Building, located at 801 Laurel Oak Drive, Suite 302, Naples,
Florida 34108. In attendance were:
Budget Committee Ken Dawson (ex-officio)
Scott Streckenbein, Chairman Mike Shepherd
Joe Chicurel (absent) Dave Trecker
Susan O'Brien
Pelican Bay Services Division Staff Mary McCaughtry, Operations Analyst
Neil Dorrill, Administrator Lisa Jacob, Associate Project Manager (absent)
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. Approval of 01/26/17 meeting minutes
5. Audience comments
6. Review and discuss vehicle and equipment replacements
7. Capital Projects Planning for FY 2018 and forward
8. Review and discuss,b dget to actual figures and proposed FY 2018 budget
9. Old Business
10. New Business
a. Revised format for monthly financials (add-on)
b. Unbudgeted erhergency projects (add-on)
11. Adjourn h
ROLL CALL
Dr. Chicurel was absent and a quorum was established
AGENDA APPROVAL
Ms. O'Brien motioned, Mr. Shepherd seconded to approve the agenda as amended,
with the addition of discussion items #10a and #10b. The motion carried
unanimously.
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Budget Committee of the Pelican Bay Services Division
March 29,2017 Minutes
APPROVAL OF 01/26/17 MEETING MINUTES
Ms. O'Brien motioned, Dr. Trecker seconded to approve the 01/26/17 meeting
minutes as presented. The motion carried unanimously.
AUDIENCE COMMENTS
None
VEHICLE AND EQUIPMENT REPLACEMENTS
Mr. Streckenbein commented that the County Manager's budget deadline is May 26.
The committee reviewed and discussed the FY18 recommended vehicle and equipment
replacement list, prepared by the County Fleet Management Dept. By consensus, the committee
requested (1) staff prioritize the replacement list, (2) staff request a similar replacement list from
Fleet Management for FY19, and (3) that Mr. Dorrill ascertain from County staff whether the
PBSD must use County Fleet Management to maintain our vehicles, or if outsourcing is possible.
CAPITAL PROJECTS PLANNING FOR FY2018 AND FORWARD
The committee reviewed and discussed a schedule of estimates for planned FY18 capital
projects. Ms. McCaughtry commented that our engineer's report on our lake banks is expected
to be available next week and will go to the Water Management Committee for review. By
consensus, the committee agreed that information in this report is critical for budgeting an
adequate amount for FY18 lake bank improvements.
The committee reviewed and discussed shop/field improvements, estimated to be
$100,000 for a new maintenance shed and $75,000 for a fuel tank. By consensus, the committee
requested that (1) Mr. Dorrill contact the County to determine whether the PBSD can continue to
rent its onsite fuel tank for an additional year, and (2) Mr. Bolick provide a summary document
including justification, quote, and description of the requested maintenance shed.
By consensus, the committee agreed to budget $45,000 for the east side of the north berm
project, and reconsider the west side of the north berm project for FY19 during next year's
budget cycle.
By consensus, the committee agreed to remove the $75,000 for implementing new sign
specs, and increase the routine sign maintenance budget to $40,000.
By consensus, the committee agreed on $200,000 for beach renourishment, citing the
possibility of a catastrophic storm, requiring a larger reserve to be available.
BUDGET TO ACTUAL FIGURES AND PROPOSED FY18 BUDGET
The committee reviewed and discussed staff's schedule of FY17 budget to actual
expenses and proposed FY18 budget by line item.
By consensus, the committee requested staff provide (1) a summary document including
a description and phases of the Trieste and Ritz Carlton project for maintenance of exotics for
drainage purposes, (2) a summary document including a rationale and description for $300,000
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Budget Committee of the Pelican Bay Services Division
March 29, 2017 Minutes
budgeted for multi-year structural pruning, (3) a summary document of a realistic budget for
landscape materials (ROW beautification field), prepared by Mr. Bolick, and (4) a description of
the components of$51,600 in"other contractual in ROW beautification adm."
By consensus, the committee agreed to maintain the same millage rate of.0857 for FY18
street lighting and that $120,000 for LED replacement bulbs should be included in the operating
budget, with an offsetting reduction of$120,000 in reserves.
Ms. O'Brien provided a document entitled, "FY 18 Clam Bay Budget (DRAFT)" which
was distributed and added to the record. After review and discussion, staff agreed to provide a
reconciliation between staffs estimate of a proposed FY18 Fund 320 budget of $113,300 and
Ms. O'Brien's estimate of$182,765.
Dr. Trecker commented on the option of using part of the capital carry-forward to reduce
the draft proposed FY18 assessment of$681.87 (a 15% increase from FY17).
Mr. Streckenbein suggested that the issue of advantages and disadvantages of temporary
vs. full-time landscaping employees be discussed at the next Budget Committee meeting, to be
scheduled subsequent to staff completing all requested information. Mr. Streckenbein
commented on his goal for final approval of the FY18 PBSD budget at the May PBSD board
meeting.
MR. DAWSON LEFT THE MEETING AT 10:35 AM
DR. TRECKER LEFT THE MEETING AT 11:24 AM
OLD BUSINESS
Not discussed
NEW BUSINESS
Not discussed
REVISED FORMAT FOR MONTHLY FINANCIALS (ADD-ON)
Not discussed
UNBUDGETED EMERGENCY PROJECTS (ADD-ON)
Not discussed
ADJOURNMENT
IThe meeting was adjourned at 11:29 a.m. I
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Budget Committee of the Pelican Bay Services Division
March 29,2017 Minutes
Scott Streckenbein, Chairman
Minutes approved [ I as presented OR [ t/ as amended ON I `f , ) 1 1 date
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