PBSD MSTBU Minutes 11/12/2018 W PELICAN BAY SERVICES DIVISION BOARD AND THE PELICAN BAY
FOUNDATION BOARD JOINT WORKSHOP
NOVEMBER 12,2018
The Pelican Bay Services Division Board and the Pelican Bay Foundation Board held a Joint
Workshop on Monday,November 12,2018, at 9:00 a.m. at the Community Center at Pelican Bay,
located at 8960 Hammock Oak Drive,Naples, Florida 34108.
In attendance were:
Pelican Bay Services Division Board Nick Fabregas
Scott Streckenbein, Chairman Pete Griffith
Tom Cravens, Vice-Chairman (absent) Bohdan Hirniak (absent)
Joe Chicurel Susan O'Brien
Jacob Damouni (absent) Mike Shepherd
Ken Dawson Rick Swider
Pelican Bay Services Division Staff Mary McCaughtry, Operations Analyst (absent,
Neil Dorrill, Administrator Lisa Jacob, Assoc. Project Manager (absent)
Marion Bolick, Operations Manager Barbara Shea, Recording Secretary (absent)
Also Present John Gandolfo, Pelican Bay Foundation
Charles Bodo, Pelican Bay Foundation Jim Hoppensteadt, Pelican Bay Foundation
John Chandler, Pelican Bay Foundation Kim Rosenberg,Pelican Bay Foundation
Dave Cook, Pelican Bay Foundation (by phone) Trent Waterhouse, Pelican Bay Foundation
Tim Corcoran, Pelican Bay Foundation
APPROVED AGENDA (AS PRESENTED)
1. Call to order and Pledge of Allegiance (2 minutes)
2. Introduction of Boards (3 minutes)
3. Gulf Park Drive - Presented by PBSD (15 minutes)
4. Infrastructure (drains,pathways, roadways, street lights, berm and ponds)—Presented
by PBSD (25 minutes)
5. Dependent/Independent District plans—Presented by PBSD (25 minutes)
6. Red Tide/Beach Maintenance—Presented by PBSD (20 minutes)
7. Lessons learned from Irma—Presented by PBF/PBSD (25 minutes)
8. Hurricane cleanup responsibilities—Presented by PBSD (20 minutes)
9. Communications before and after natural disasters—Presented by PBF (20 minutes)
10. Other comments/Q&A (25 minutes)
11. Adjournment
ROLL CALL
Dr. Chicurel, Mr. Dawson, Mr. Fabregas, Mr. Griffith, Ms. O'Brien, Mr. Shepherd, Mr
Streckenbein and Mr. Swider were present
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Pelican Bay Services Division Board Workshop
November 12,2018
INTRODUCTION OF BOARDS
Pelican Bay Foundation Board members, Pelican Bay Services Division Board members,
PBSD Administrator Neil Dorrill, and key PBF staff including President Jim Hoppensteadt
introduced themselves.
GULF PARK DRIVE
Mr. Dorrill provided the following Gulf Park Drive updates:
• Gulf Park Drive is scheduled to be repaved by the County sometime after Easter.
• Construction of a median-cut on the east end of Gulf Park Dr. near US 41 has been
completed.
• To improve safety at the Gulf Park Dr.&US 41 intersection,exiting traffic from Gulf Park
Dr. onto US 41 will be restricted to a "right turn only." Striping will be added to the left
lane of Gulf Park Dr. at the US 41 intersection. Additional "right turn only" signage will
be added.
Mr. Hoppensteadt suggested a possible second phase to include a US 41 median
modification. He noted that the next issue of the PB Post as well as a future PB e-blast will include
information on the new"right turn only"restriction at this intersection.
INFRASTRUCTURE
Mr. Dorrill commented on our 40-year old failing infrastructure including pathways,
roadway drainage and conveyance pipes, and lake banks. He discussed the need to replace our
PBSD operations/maintenance facility which is 40 years old. He commented that our plans for
replacing PB pathways and assuming maintenance responsibility for them is contingent upon
obtaining County appropriations for both capital costs and annual maintenance. He reported that
the PBSD has had preliminary discussions with the County to obtain debt financing to address
these large long-term issues.
Mr. Shepherd commented that he is optimistic that by the first quarter of next year, a
comprehensive plan to address four or five primary infrastructure failures will be complete.
Preliminary estimates are for financing $17 - $25 million.
Mr. Shepherd commented that although the PBSD has a streetlight reserve "collection"
program in place,there is no such reserve mechanism to finance other infrastructure needs.
Mr. Dorrill reported that the County is creating a new 7-member advisory board to bring
forward recommendations on sales tax revenue issues. Mr. Shepherd emphasized the need for
Pelican Bay to be represented on this new advisory board.
Mr. Waterhouse suggested that the PBSD look into long term financing provided by state
pension funds completed through private placement memorandums. These funds have a fixed
interest rate, a 30-year term, and include no underwriting fees.
Mr. Rosenberg asked why the pathways on Seagate Drive and Vanderbilt Beach Rd. are
not included in the engineering study being done for pathways.
DEPENDENT/INDEPENDENT DISTRICT PLANS
Mr. Dorrill provided a brief history of independent districts in Florida and the creation of
the PBSD as a dependent district of Collier County as the responsible entity for the public works
side of Pelican Bay. There have been discussions over the years of the PBSD becoming an
independent district. Mr. Dorrill commented that if that change were pursued, it would require
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Pelican Bay Services Division Board Workshop
November 12,2018
approval of the legislative delegation and may require a straw ballot of PB residents. The PBSD
is not pursuing such a change.
Mr. Streckenbein commented that we must consider the value of the expected assistance
from the County in financing our large infrastructure projects. He commented that there are
advantages and protections from our being a division of Collier County.
Ms. O'Brien commented that when a PBSD subcommittee brought forward the idea of
pursuing a change to an independent district a few years ago,the PBSD Board chose not to support
pursuing this idea as the disadvantages far outweighed the advantages.
RED TIDE/BEACH MAINTENANCE
Mr. Dorrill reported that in anticipation of future red tide events,the PBSD has purchased
a new mechanical Barber Surf Rake by piggybacking off of a state of Texas contract, with an
expected delivery in January. County Parks &Recreation will allow us to park our beach rake at
the Vanderbilt Beach parking garage in an enclosed fenced area and will also allow us to use their
dumpster for debris disposal. He commented that PBSD staff will work with the PBF to work out
scheduling/timing/coordination of our beach raking activities. Mr. Dorrill reported that the PBSD
has also recently purchased a skid loader for future debris removal needs.
Ms. O'Brien suggested that we also coordinate our beach raking work with the County.
LESSONS LEARNED FROM IRMA(INCLUDING AGENDA ITEMS#7, 8, & 9)
Mr. Hoppensteadt summarized the coordinated activities of PBF and PBSD staff before
and after Hurricane Irma. He commented on lessons learned in the following areas:
1. Communications capabilities need improvement.
(a) The PBF lost the ability to get communications out to residents by losing power to
the e-mail server. The PBF has since moved the server to The Commons where
there is now a full emergency generator.
(b) Communication was difficult with no cell phone service. The PBF has purchased
5 emergency satellite phones.
(c) The PBF has put in place an"800 call in number" for residents and associations.
(d) The PBF has put in place a"code red" link to other governmental agencies.
2. Post storm resident expectations need to be explored and discussed further.
3. Additional IT infrastructure upgrades need to be explored further.
4. PBF gas supplies need to be locked down during emergencies to prevent theft.
5. Further upgrades to the Community Center are being considered including the possible
addition of an emergency generator, refrigeration equipment, and cooking facilities.
Mr.Dorrill commented on the advantages of the PBSD being part of the County Manager's
Office, which enabled us to receive the best available pre-storm information as well as the best
post-storm law enforcement intelligence. He commented that the PBSD was able to clear PB roads
within a few days as staff showed up for work immediately following the hurricane. He
commented on lessons learned and possible suggestions as follows:
1. Staff did not have adequate personal protective safety equipment.
2. We now have a vendor in place whereby we can rent satellite phones,with next day delivery.
3. Methods of communication with residents needs improvement.
4. Advance retainer agreements with heavy construction companies need to be formalized.
5. Our debris removal process and staging areas need to be formalized.
6. A possible temporary relief station should be explored.
7. Possible emergency rental of portable lighting at key PB intersections should be explored.
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Pelican Bay Services Division Board Workshop
November 12,2018
OTHER COMMENTS/Q&A
As a result of questions by board members and audience members the following
discussions and comments ensued:
Mr. Dorrill commented that the County Public Utilities Dept. owns PB utilities
infrastructure, while the PBSD owns PB streetlighting and some landscaping assets.
Ms. Johnson commented on a very cost-effective process which uses "dredge socks" to
address lake bank erosion.
Ms. O'Brien commented on recent concerns expressed by several high-level County staff
regarding the frequency of Clam Pass emergency dredging events. The PBSD Clam Bay
Committee, with the help of Dr. Dabees, plans to meet with County staff to provide key
information and discuss their concerns. Mr. Waterhouse commented that in 2017 Mr. Gary
McAlpin,County Coastal Zone Management,had expressed a desire to harden the Clam Pass Park
side of Clam Pass to hopefully keep the pass open for longer durations.
Ms. O'Brien commented on the upcoming PBSD election for 3 available positions —the
deadline to apply is early January. She suggested notification of this election be included in the
next PB Post as well as PBF e-blasts to "get the word out."
Mr. Waterhouse commented that the Pelican Bay US 41 berm restoration plans are posted
on the PBSD website's home page; the solicitation package is currently "in process" by County
Procurement staff Ms. Ellin Goetz has been retained as the architect for the Ridgewood Park
restoration project.
Mr. Gandolfo commented on the effectiveness of this joint PBSD/PBF meeting and
suggested these meetings occur at least annually. Mr. Cook agreed and suggested semi-annual
meetings. Mr. Hoppensteadt will provide a few possible dates (after checking meeting room
availability)to both boards for the next joint meeting to be scheduled in March.
ADJOURNMENT
The meeting was adjourned at 11:31 a.m.
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Scott Streckenbein, Chairman
Minutes approved [ ] as presented OR [ /1 as amended ON [ la-5-/ g ] date
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