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Minutes 07/05/2017 PELICAN BAY SERVICES DIVISION BOARD REGULAR SESSION JULY 5,2017 The Pelican Bay Services Division Board met on Wednesday, July 5, 2017, at 1:00 p.m. at the Community Center at Pelican Bay, 8960 Hammock Oak Drive,Naples, Florida 34108. In attendance were: Pelican Bay Services Division Board Ken Dawson Scott Streckenbein, Chairman Bohdan Hirniak (absent) Mike Shepherd, Vice-Chairman Susan O'Brien Joe Chicurel Peggy Pinterich (absent) Tom Cravens Dave Trecker Jacob Damouni Gary Ventress 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 Mohamed Dabees, Humiston& Moore Dave Cook, Pelican Bay Foundation APPROVED AGENDA (AS PRESENTED) 1. Pledge of Allegiance 2. Roll call 3. Agenda approval 4. Approval of 06/07/17 Regular Session meeting minutes 5. Audience comments 6. Administrator's report (30 minutes) a. Clam Pass excavation and re-grading b. Cobblestones removal update c. Irrigation project update d. Phase 2 lake bank erosion study update e. June financial report 7. Committee reports (60 minutes) a. Clam Bay b. Landscape& Safety i. *LED conversion throughout Pelican Bay ii. *Median cut-through project on Gulf Park Drive iii. Discussion on taking over responsibility for PB sidewalks c. Beach Renourishment i. *Decision on 2017 beach renourishment d. Budget e. Water Management 1 Pelican Bay Services Division Board Regular Session July 5,2017 8. Chairman's report (5 minutes) 9. Old business 10. New business 11. Adjournment *indicates possible action items ROLL CALL Mr. Hirniak and Ms. Pinterich were absent and a quorum was established AGENDA APPROVAL Mr. Cravens motioned, Dr. Trecker seconded to approve the agenda as presented. The motion carried unanimously. APPROVAL OF 06/07/17 REGULAR SESSION MEETING MINUTES Mr. Cravens motioned, Mr. Dawson seconded to approve the 06/07/17 regular session meeting minutes as amended. The motion carried unanimously. AUDIENCE COMMENTS None ADMINISTRATOR'S REPORT CLAM PASS EXCAVATION AND RE-GRADING Mr. Dorrill provided an update on the key events leading up to and the current status of the Clam Pass excavation and re-grading project, proposed to mitigate the unstable conditions in Clam Pass, resulting from the passing of Tropical Storm Cindy as well as unusual adverse weather conditions which have occurred since the last dredging event in 2016. Update highlights included: • Mr. Dorrill made a presentation at the June 23 TDC meeting, where he received unanimous approval for the excavation and re-grading project. • Mr. Dorrill made a presentation at the June 27 BCC meeting, where he received unanimous support for the project. At this time, contractor estimates were approximately $57,000 (without having the benefit of a completed survey). • On June 30, contractor quotes were received in excess of original estimates. The quotes were based on a current completed survey, whereby the scope of work was amended to allow for trucking sand much further south (public beach) and/or north to the PB beach (which would be paid for by the PBF in this case) and some dredging in Section B that was not included in the initial construction plans. The beach directly south of (and adjacent to) Clam Pass is currently significantly wider than normal, and not eligible to receive sand. The Clam Bay Management Plan states that available sand, to the maximum extent possible, is intended to be place on the public beach, and until this template is filled, the Pelican Bay beach is not eligible to receive sand. 2 Pelican Bay Services Division Board Regular Session July 5,2017 • Per direction by the County Manager, Mr. Dorrill will return to the BCC on July 11 to request that the BCC (1) award the bid under emergency conditions, and (2) award the bid of $81,000 (which includes a 7% contingency) to Donald Dachuk, as the lowest responsive bidder. Once the executive summary is finalized, it will be provided to the PBSD board. • Construction drawings were provided in the agenda packet, identifying excavation and receiving areas. • Deputy County Manager Nick Casalanguida suggested that the PBSD consider revisiting the Clam Pass dredge cut template to include a wider and deeper dredge. Mr. Dorrill cited scientific data which shows exceptional wave heights and sustained winds for extended periods of time, since the last dredging event in 2016, which have contributed to the current unstable conditions in Clam Pass. • If time and funds permit, the contractor will remove some of the "excess shoaling material" which has accumulated in the western end of "Section B," if it is accessible with the contractor's equipment(long-reach track hoe). • Provisions are in place to protect the turtle nests in the project area. If any new turtle nests are discovered prior to or during the project, the plans will be altered to protect them. Mr. Cravens motioned, Mr. Damouni seconded that the PBSD Board is in support of the increase in the project (Clam Bay excavation) by $50,000. The motion carried unanimously. COBBLESTONES REMOVAL UPDATE Mr. Dorrill reported that the plans for the cobblestone removal project were expected to be received by the end of June; staff will now begin the process of obtaining quotes from contractors. He expects the project to be completed within 90 days. IRRIGATION PROJECT UPDATE Mr. Dorrill reported that the County Procurement Dept. has solicited bids for our irrigation project, completed the pre-bid conference, has scheduled the bid opening for July 12, and will subsequently seek County Manager approval to award the bid during the BCC's summer recess. PHASE 2 LAKE BANK EROSION STUDY UPDATE Mr. Dorrill reported that our phase 2 lake bank erosion study report (including a schedule of related severity of lake bank erosion of our lakes) has been received and will be provided to the Water Management Committee for discussion at their next committee meeting (early August). He commented that a recommendation from the Water Management Committee on this issue will be brought to the PBSD Board in September. JUNE FINANCIAL REPORT Mr. Cravens motioned, Mr. Shepherd seconded to accept the June financial report. The motion carried unanimously. 3 Pelican Bay Services Division Board Regular Session July 5,2017 COMMITTEE REPORTS CLAM BAY REPORT Ms. O'Brien summarized her July 2017 Clam Bay update included in the agenda packet and specifically noted: (1) THA's June report shows no appreciable change in the size of the mangrove die-off area, (2) water quality results continue to look good, and (3) the next FWC hearing on a possible Clam Bay manatee protection zone designation is scheduled for mid-July. Dr. Dabees reported that the bathymetric survey data is complete. He noted that the work order did not include providing a report on the data. LANDSCAPE & SAFETY REPORT Dr. Chicurel reported that the Landscape & Safety Committee met on June 20 and the following items were discussed. 1. Sgt. Thad Rhodes introduced Cpl. Natalie Ashby to the committee as Pelican Bay's CCSO liaison officer. 2. By a unanimous vote, the committee recommended that the PBSD not build a berm and wall along US 41 in Oak Lake Sanctuary to achieve noise mitigation in an area ordered cleared by the County due to invasive vegetation. In an effort to help the property owners affected by the clearing, staff will investigate what effective noise mitigation is available. Subsequently, an onsite meeting of the committee will take place in order to evaluate the recommendations both for noise and sight issues. 3. A unanimous vote of the committee recommended that the PBSD complete the conversion to LED bulbs throughout the remaining streets in Pelican Bay (80W bulbs along Pelican Bay Blvd. and 30W bulbs along the residential streets). 4. The committee voted unanimously to recommend that the PBSD fund the construction of a cut-through in the median opposite the street exit in Oak Lake Sanctuary. Collier County is expected to provide the necessary engineering of the project. 5. It was the unanimous consensus of the committee not to proceed with making Gulf Park Drive &US 41 a"right turn only." 6. It was the unanimous consensus of the committee to recommend to the full PBSD Board that the PBSD begin the process to replace the crumbling, cracking, poorly maintained, unsafe, non-ADA (Americans with Disabilities Act) and unattractive asphalt County owned sidewalks. The process can be broken down into 3 steps: (1) seek County support (i.e. County contribution in lieu of County maintenance) and an ordinance modification allowing the PBSD to take full responsibility for our sidewalks and their maintenance, (2) determine design specifications, and (3) determine the material nature of the sidewalk. LED CONVERSION THROUGHOUT PELICAN BAY Dr. Chicurel motioned, Dr. Trecker seconded that the PBSD Board completes the LED conversion throughout Pelican Bay including 80 watt equivalent bulbs on Pelican Bay Blvd. and that 30 watt versions be placed throughout the residential areas as per "option 1" of the agenda summary sheet included in the backup 4 Pelican Bay Services Division Board Regular Session July 5, 2017 material. The motion carried unanimously. MEDIAN CUT-THROUGH PROJECT ON GULF PARK DRIVE Dr. Chicurel commented on the Landscape & Safety Committee's recommendation to approve the median cut-through project on Gulf Park Drive. Mr. Dorrill informed the PBSD Board, that as residents of Oak Lake Sanctuary, Mr. Dawson and Mr. Ventress must abstain from a vote on this issue. Mr. Dawson motioned, Mr. Damouni seconded that the PBSD Board approve the median cut-through in front of Oak Lake Sanctuary not to exceed a total of $45,000 with Oak Lake Sanctuary approval for $5000 community involvement/cost-sharing. After discussion by the board, Mr. Dawson withdrew his motion, and Mr. Damouni withdrew his second. After discussion by the board, it was agreed that a vote would be premature without substantial information on funding of the project. Mr. Jim Issenmann commented that Oak Lake Sanctuary residents were surveyed, and 18 out of 22 responded in favor of the median cut-through project and were willing to cost share. Mr. Ray Kretz commented in favor of the median cut-through project. Mr. Dorrill commented that staff will (1) update our engineer's opinion of cost for the median cut-through construction, and (2) obtain a written commitment from the County to fund all related engineering costs for the project. DISCUSSION ON TAKING OVER RESPONSIBILITY FOR PB SIDEWALKS Dr. Chicurel presented a slide show of poorly maintained sidewalks throughout Pelican Bay. Mr. Shepherd commented that the County maintenance of these sidewalks is inadequate. Mr. Cravens expressed concerns over the PBSD funds, annual County contributions, and PBSD resources that would be necessary for the PBSD to take over the maintenance of the PB sidewalks. Ms. O'Brien commented on (1) the sidewalk complaint e-mails provided in the agenda packet were from six residents from 2014-2017, (2) the resident responses to the PBF Strategic Planning Survey showed 97% satisfaction with pedestrian pathways, and (3) the need to reach out to the County on existing sidewalk concerns. Mr. Shepherd motioned, Dr. Trecker seconded that the PBSD Board authorize our administrator to begin negotiations with the County to see whether they would allow us to take over responsibility for the sidewalks and if so,what kind of financial arrangements might they be willing to engage in to help us with the cost implications. Ms. O'Brien motioned to amend the motion that we include in the discussion our administrator would have with County officials, how we can get the County to address some of the immediate repair concerns on our pathways. Because no board member seconded the motion to amend, this amendment was not voted upon and did not become part of the motion. The motion carried 8-1, with Ms. O'Brien dissenting. 5 Pelican Bay Services Division Board Regular Session July 5, 2017 BALANCE BETWEEN COUNTY AND TEMPORARY LANDSCAPE MAINTENANCE EMPLOYEES Mr. Shepherd motioned, Mr. Cravens seconded that the PBSD Board formally agree that the balance between County employees and temporary employees is appropriately a staff decision and that the routine adjustments and number of employees and/or temporary help will accomplish the job at hand in the most efficient manner be that of the staff, and will make those adjustments routinely as long as there are no negative budgetary implications. Mr. Shepherd motioned, Mr. Cravens seconded to modify the motion to define a significant change; an administrative decision shall not result in negative budgetary consequences or involve a significant change, defined as a change of more than 20%, in the number of full time or temporary employees. The motion carried 8-1, with Ms. O'Brien dissenting. BEACH RENOURISHMENT REPORT Dr. Trecker provided an update to his beach renourishment discussion at the June 7 PBSD Board meeting. He reviewed the available options for Pelican Bay 2017 beach renourishment, and reported that the County has no plans to do a sand truck haul in 2017. Dr. Trecker motioned, Mr. Cravens seconded that the PBSD Board notify Coastal Zone Management that it does not plan to fund any renourishment this year at the Pelican Bay beach for which PBSD has responsibility. The motion carried unanimously. Dr. Trecker reiterated that a PBSD beach workshop has been scheduled for Oct. 16 from 1:00 — 3:00 p.m. at the Community Center, to discuss long range beach renourishment options, including a large forward renourishment project. BUDGET REPORT Mr. Shepherd commented that the FY18 PBSD budget was successfully reviewed by the BCC at the June budget workshop; the budget is expected to be formally approved at the public hearing in early September. The Budget Committee will meet on August 30 for a preliminary discussion of the FY19 PBSD budget. WATER MANAGEMENT REPORT Mr. Cravens provided a powerpoint presentation and commented on (1) recently installed sod along the berm, (2) recent problems with two solar-powered aeration systems, (3) Nile tilapia observed on the east side of the berm. 6 Pelican Bay Services Division Board Regular Session July 5,2017 CHAIRMAN'S REPORT Mr. Streckenbein commented on (1) employee recognition will be brought to the PBSD Board "as appropriate," (2) the PBF has responded positively to our request to change the PB covenant for sign requirements from verde green to glossy black, and (3) the manatee protection zone hearings are scheduled for July 18. OLD BUSINESS None NEW BUSINESS None ADJOURNMENT IThe meeting was adjourned at 3:15 p.m. ,,,,,, c„,ibt)._ .7-- _ Scott Streckenbein, Chairman Minutes approved [ 1 as presented OR [ il as amended ON [ /O- `i-/7 1 date 7