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Minutes 12/06/2017 PELICAN BAY SERVICES DIVISION BOARD REGULAR SESSION DECEMBER 6,2017 The Pelican Bay Services Division Board met on Wednesday, December 6, 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 Mary Johnson, Pelican Bay Foundation Dave Cook, Pelican Bay Foundation APPROVED AGENDA (AS AMENDED) 1. Pledge of Allegiance 2. Roll call 3. Agenda approval 4. Approval of 11/01/17 Regular Session meeting minutes 5. Audience comments a. Chairman's Report 6. Administrator's report (40 minutes) a. Assessment of PB roadside stormwater drains b. Hurricane Irma related expenses, update on cleanup, &recovery going forward c. Status of street light& sign repairs d. 2018 PBSD Board election e. November financial report 7. Committee reports (45 minutes) a. Clam Bay b. Landscape & Safety c. Beach Renourishment d. Water Management 8. Old business 9. New business 10. Adjournment 1 Pelican Bay Services Division Board Regular Session December 6, 2017 ROLL CALL Mr. Hirniak and Ms. Pinterich were absent and a quorum was established AGENDA APPROVAL Dr. Trecker motioned, Ms. O'Brien seconded to approve the agenda as amended, to include the Chairman's comments directly after audience comments. The motion carried unanimously. APPROVAL OF 11/01/17 REGULAR SESSION MEETING MINUTES Mr. Cravens motioned, Dr. Trecker seconded to approve the 11/01/17 regular session meeting minutes as presented. The motion carried unanimously. AUDIENCE COMMENTS Mr. Dave Cook commented on a road subsidence in the Crescent community which resulted in a $50,000 repair to Crescent homeowners. He encouraged the PBSD to hire a contractor to run a camera through all of the pipes that it is responsible for. Ms. O'Brien commented on inappropriate and derogatory comments made by other board members toward her at recent board and committee meetings, and requested that board members disagree with each other in a civil manner. CHAIRMAN'S REPORT Mr. Streckenbein announced the resignation of Dr. Trecker, effective Dec. 31, who will be joining the County Coastal Advisory Committee. He has been a great asset to the PBSD Board for the past seven years and will be greatly missed. Mr. Streckenbein showed a Dec. 6 video of Clam Pass which is exhibiting (1) an escarpment at the PBF South Beach, (2) good flow velocity, and(3) a developing "curved" flow southward. ADMINISTRATOR'S REPORT ASSESSMENT OF PB ROADSIDE STORMWATER DRAINS Mr. Dorrill summarized resident Jeff Lane's recent problem with his roadside stormwater drain and reported that PBSD staff assisted in determining whose responsibility the repairs would be. During a discussion of this issue with the County Road& Bridge Dept., it came to light that there are drainage easements in Oakmont which have been inadvertently vacated. Mr. Dorrill reported that PBSD staff will assist County staff in reviewing the existing County list of PB drainage easements and work to resolve inconsistencies. Ms. O'Brien suggested that the PBSD begin a program to systematically inspect and inventory the 32 culverts on the PB berm, as well as the pipes that connect our ponds. Mr. Dorrill commented that he was not opposed to spot-checking these underground pipes. HURRICANE IRMA EXPENSES, CLEANUP, AND FUTURE RECOVERY Mr. Dorrill provided a report on Hurricane Irma expenses (included in the agenda packet), and provided the current up-to-date (as of Dec. 1) total of approximately $368,000. He reported that the PBSD has completed worksheets to apply for FEMA reimbursement, and expects 80-90% reimbursement of these expenses. He also reported that the County has removed all horticultural materials in the debris piles at the PBSD maintenance building staging area. He reported that Signature Tree has been hired for selective and restorative pruning of PB canopy trees and sabal 2 Pelican Bay Services Division Board Regular Session December 6,2017 palms; the resulting material will be ground and converted to mulch for use on the US 41 berm and Vanderbilt Beach Rd. Mr. Dorrill reported on a meeting with PBF and PBSD staff on Dec. 4 to discuss rebuilding the US 41 berm. Participants tentatively agreed that the PBF would pay for replacement landscaping (including installation) and the PBSD would pay for sod replacement (including installation). PBSD staff will come back to the Landscape & Safety Committee with a proposed budget amendment for the additional funds needed for the re-sodding project. The L&S Committee will have the opportunity for input on landscaping replacement choices. Mr. Dorrill reported that we have requested a proposal from Agnoli Barber for an evaluation, inventory and GIS map of the locations on the 41 berm where trees and plantings were removed by Irma. Mr. Dave Cook commented that the PBF Board has not been briefed on the Dec. 4 PBSD/PBF staff meeting and has not discussed re-landscaping funding. Mr. Dorrill commented on the post-storm South Beach escarpment and reported that Dr. Dabees has suggested exploring a "chain link drag" for remediation. Mr. Dorrill reported that the Clam Bay bathymetric survey has just been completed and noted excessive sand in Section B, caused by Irma. He is exploring, with Dr. Dabees, as to whether a dredge would be FEMA eligible for reimbursement. Ms. O'Brien commented on major PB pathways with significant Irma damage. Ms. Jacob responded that the County is responsible for these repairs. STATUS OF STREET LIGHT & SIGN REPAIRS Mr. Dorrill reported that staff has hired our civil engineer to prepare bid specifications for both the Irma-related sign and street light repair/replacement work. 2018 PBSD BOARD ELECTION Mr. Dorrill provided the "2018 Pelican Bay Advisory Board Election Schedule" in the agenda packet. This schedule applies to the one commercial and two residential vacancies as of 3/31/18. Mr. Dorrill commented on the options for filling Dr. Trecker's vacant seat which include (1) recommending a candidate to the BCC, as soon as possible, or (2) folding this seat into the regular 2018 election. NOVEMBER FINANCIAL REPORT Mr. Streckenbein motioned, Mr. Shepherd seconded to accept the November financial report. The motion carried unanimously. COMMITTEE REPORTS CLAM BAY REPORT Ms. O'Brien provided her December 2017 Clam Bay update in the agenda packet and specifically highlighted: (1) total phosphorus continues to be problematic, and will be discussed further at the Clam Bay Committee meeting on Dec. 7, (2) debris is blocking Clam Bay waterways, which needs to be removed as soon as possible, and (3) discharge from the Mystique construction project may be damaging the Clam Bay system. Mr. Cravens commented on his observation of a "bubbling up oil sheen" possibly originating from the Mystique project. Mr. Dorrill commented that the PBSD does not have any "reporting" authority, but could convey observations to the SWFWMD. 3 Pelican Bay Services Division Board Regular Session December 6,2017 LANDSCAPE & SAFETY REPORT Dr. Chicurel reported that the Landscape & Safety Committee met on November 30, and the following items were discussed. 1. Hazardous and reconstructive tree pruning will take place with the guidance of an arborist and by Signature Tree Service. There was some discussion as to leaving technically viable but unsightly tree remnants—no consensus was reached. 2. Landscaping activities and planting was reported to be just about back on schedule. There was discussion and direction given to staff to publish or otherwise notify residents when major trimming or pruning is to take place adjacent to their property. 3. 35 light poles need to be straightened and 200 traffic and/or street signs need to be re- installed or replaced. Mr. Dorrill plans to extend our vendor pool to find qualified companies (Irma's impact throughout the entire state has created more demand than can be satisfied quickly). 4. The County will prepare an inventory of their easements for street drainage that are not the responsibility of the PBSD. "French drains" that are scattered throughout Pelican Bay are not the responsibility of the County. 5. Sharrow repainting was done but without PBSD knowledge and at a time when heavy trucks were traveling in and out of Pelican Bay, cleaning up after Irma. The vendor has not been paid. Staff is to meet with the vendor to determine a remedy. Some discussion ensued about placing more permanent "thin" thermoplastic material to signify the sharrows. In such a case, the existing painted sharrows would be covered by a black rectangle and the new thermoplastic sharrow would be applied on the black area to allow just one sharrow image to be visible. Mr. • Dorrill will explore whether the County would pay to replace the sharrows on Gulf Park Drive subsequent to its planned Gulf Park Dr. re-paving project. Dr. Chicurel reported that our new Sheriffs Dept. liaison is Cpl. Ron Turi. He also commented that our supplemental police patrols will begin this month. BEACH RENOURISHMENT REPORT Dr. Trecker provided a document entitled "PBSD Report on Beach 12/6/17" which was added to the record, and highlighted (1) Pelican Bay beach dunes were topped by Irma storm surge and substantial sand was relocated to just offshore, (2) PB beach renourishment does not qualify for FEMA reimbursement, (3) County Coastal Zone Management is not planning any near-term beach repair work, but is planning a combined Irma repair work/long-term resiliency project for late 2018 at the earliest, (4) Commissioner Solis reported that County Attorney Jeff Klatzkow confirmed that Pelican Bay is responsible for the cost of maintaining and renourishing its "private" beach since access is limited to the public, and (5) the PBSD has no permits for renourishment of the beach from marker R-37 to R-41; the Coastal Advisory Committee has offered to seek these permits for us. Dr. Trecker commented that he estimates the cost of the 2018 PB beach project would be a minimum of$2 million, and currently the PBSD has approximately $500,000 in reserves for this purpose. And finally, Dr. Trecker reminded the board that the PBSD is charged with beach renourishment, not beach maintenance. WATER MANAGEMENT REPORT Mr. Cravens commented on the "Irma" debris in the waterways on both sides of the berm and recommended that all of the remaining debris be removed before the next rainy season. 4 Pelican Bay Services Division Board Regular Session December 6,2017 Mr. Cravens commented on the solar-powered aeration system on the golf course lake which has not worked since before Irma. Mr. Bolick commented that he is in the process of obtaining a purchase order for repairs of numerous solar-powered aerators which were largely damaged by Irma. OLD BUSINESS Mr. Dorrill reported that although it has been a lengthy process to obtain purchase orders from the County Procurement Dept., the process seems to have improved in the last week. Recently, he met with Mr. Tim Durham, County Manager's Office, and Procurement personnel to discuss this issue. Mr. Bob Sanchez, PBPOA President, suggested using the word "subsidence" instead of the word "sinkhole" and commented on the various entities that may be responsible for subsidence holes in Pelican Bay. NEW BUSINESS The board discussed options for filling Dr. Trecker's vacant seat on the board. Mr. Shepherd motioned, Dr. Trecker seconded to direct staff to advertise the remaining term to replace Dr. Trecker according to BCC process and announcement as expeditiously as possible and to advertise in local publication. The motion carried unanimously. Ms. Mary Johnson suggested that the PBSD Board obtain the necessary permits for future PBSD beach renourishment in order to maintain authority and control. Dr. Trecker commented that the Coastal Advisory Committee has offered to pursue these permits on behalf of the PBSD and that this would be the most effective method of obtaining these permits. ADJOURNMENT IThe meeting was adjourned at 2:59 p.m. I A46 • -_,-d.:-.-- :7=77..... (4)",„ Scott Streckenbein, Chairman Minutes approved [/1 as presented OR 1 1 as amended ON [ CSC^03-ft 1 date 5