PBSD Budget Committee Agenda 01/28/2020 PELICAN BAY SERVICES DIVISION
Municipal Services Taxing and Benefit Unit
NOTICE OF PUBLIC MEETING TUESDAY, JANUARY 28, 2020
THE BUDGET COMMITTEE OF THE PELICAN BAY SERVICES DIVISION
WILL MEET ON TUESDAY, JANUARY 28 AT 9:30 AM AT THE PBSD
OFFICE LOCATED AT 801 LAUREL OAK DRIVE, SUITE 302, NAPLES,
FL.
AGENDA
1. Pledge of Allegiance
2. Roll call
3. Agenda approval
4. Approval of 8/22/2019 meeting minutes
5. Summary of FY2021 pending projects and estimated costs
6. Preliminary budget for FY2021
7. Preliminary discussion of alternative taxation methods.
8. Old Business
9. New Business
10. Audience Comments
11. Adjourn
*indicates possible action item
ANY PERSON WISHING TO SPEAK ON AN AGENDA ITEM WILL RECEIVE UP TO THREE(3)MINUTES
PER ITEM TO ADDRESS THE BOARD. THE BOARD WILL SOLICIT PUBLIC COMMENTS ON
SUBJECTS NOT ON THIS AGENDA AND ANY PERSON WISHING TO SPEAK WILL RECEIVE UP TO
THREE (3) MINUTES. THE BOARD ENCOURAGES YOU TO SUBMIT YOUR COMMENTS IN WRITING
IN ADVANCE OF THE MEETING. ANY PERSON WHO DECIDES TO APPEAL A DECISION OF THIS
BOARD WILL NEED A RECORD OF THE PROCEEDING PERTAINING THERETO, AND THEREFORE
MAY NEED TO ENSURE THAT A VERBATIM RECORD IS MADE, WHICH INCLUDES THE TESTIMONY
AND EVIDENCE UPON WHICH THE APPEAL IS TO BE BASED. IF YOU ARE A PERSON WITH A
DISABILITY WHO NEEDS AN ACCOMMODATION IN ORDER TO PARTICIPATE IN THIS MEETING
YOU ARE ENTITLED TO THE PROVISION OF CERTAIN ASSISTANCE. PLEASE CONTACT THE
PELICAN BAY SERVICES DIVISION AT (239) 597-1749 OR VISIT
PELICANBAYSERVICESDIVISION.N ET.
BUDGET COMMITTEE
PELICAN BAY SERVICES DIVISION
AUGUST 22,2019
The Budget Committee of the Pelican Bay Services Division met on Thursday, August 22 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
Rick Swider, Chairman Nick Fabregas
Joe Chicurel
Pelican Bay Services Division Staff Mary McCaughtry, Operations Analyst
Neil Dorrill, Administrator Alex Mumm, Int. Sr. Field Supervisor (absent)
Lisa Jacob, Interim Operations Manager Barbara Shea, Recording Secretary
Also Present Denise McLaughlin, PBSD Board
Michael Fogg, PBSD Board Michael Weir, PBSD Board
Kelly Jones, Clerk of Courts
APPROVED AGENDA (AS PRESENTED)
1. Pledge of Allegiance
2. Roll call
3. Agenda approval
4. Approval of 7/12/2019 meeting minutes
5. Draft July 2019 financial reports
6. June 25 Financial Reports as prepared by PBSD staff
7. Project titles and balances
8. Format of financial reporting for monthly presentation to the PBSD Board
9. Old Business
10. New Business
11. Audience Comments
12. Adjourn
ROLL CALL
All members were present and a quorum was established
AGENDA APPROVAL
Mr. Dawson motioned, Mr. Fabregas seconded to approve the agenda as
presented. The motion carried unanimously.
1
Budget Committee of the Pelican Bay Services Division
August 22,2019 Minutes
APPROVAL OF 07/12/2019 MEETING MINUTES
Mr. Swider motioned,Mr. Fabregas seconded to approve the 07/12/2019 meeting
minutes as presented. The motion carried unanimously.
DRAFT JULY 2019 FINANCIAL REPORTS
Ms. Kelly Jones,Assistant Finance Director of the Clerk of Courts reviewed and answered
questions on the July draft financial reports she had prepared, including the PBSD consolidated
balance sheet and the statement of revenues, expenditures, and changes in fund balance for our
four funds. Key discussion points provided by Ms. Jones included (1) although budget
amendments were processed to pay for Hurricane Irma expenses,actual cash was never transferred
between funds, as per instruction from the County Budget Office; cash is only transferred "as
needed," (2) salary expenses related to Capital Fund 322 are not allocated from Fund 109, which
is typical throughout the County,(3)in FY20,PBSD borrowed funds will be deposited into Capital
Fund 322 to pay for the debt-funded projects, and (4) FEMA reimbursement will be received into
Fund 322; $37,634 has been received from FEMA in FY19.
Mr. Dorrill commented that a few years ago a decision was made by the full board to
allocate a part of Ms. Jacob's salary to Fund 320 (Clam Bay)to more fully show our total expenses
related to Clam Bay, in light of the annual subsidy provided to us from the County.
Ms. Jones reported that she has assigned her colleague Jamie Johnson, staff accountant, to
be our dedicated liaison to the Clerk's Office.
PROJECT BALANCES
The committee and staff reviewed the budgets of our projects in Fund 322, and agreed that
any excess cash should be utilized to reduce the level of our long-term borrowing. Highlights
included:
• Project 50108-Lake Aeration has an amended budget of$104,588. Mr. Dorrill commented
that since we have no aeration projects scheduled, this project should be closed out by the
end of this fiscal year.
• Project 50158-PBSD Roadway Improvement has an amended budget of $40,000. Ms.
McCaughtry commented that this project had been set up for the Gulf Park cut-through.
Mr. Dorrill commented that if there is no immediate roadway improvement planned
project, then this project should be closed out.
• Project 50157-PBSD-Asset Management has an amended budget of$75,000. In FY19,
these funds have been used for sidewalk surveying costs. Mr. Dorrill suggested that this
project needs a more appropriate title.
• Project 50126-Beach Renourishment has an amended budget of $678,884. Mr. Dorrill
commented that our goal is to reach a level of$1 million, the estimated amount needed to
fund our next beach renourishment project.
• Project 50154-Hurricane Irma has an amended budget of$1,523,134. Mr. Fogg suggested
that we have approximately $400,000 unspent and unencumbered in this project. No
additional work is anticipated. Ms. Jones confirmed that the remaining $400,000 in this
project will roll into FY20.
CASH FLOW
2
Budget Committee of the Pelican Bay Services Division
August 22,2019 Minutes
Mr. Fogg suggested that the committee should perform analyses of our projects at the start
of the FY21 budget cycle,to determine (1) excess cash which might be available in some existing
projects, and (2) cash requirements for new projects. Mr. Dorrill agreed.
Mr. Dorrill directed staff to review our projects,close purchase orders where no immediate
projects are scheduled, and transfer the funds into reserves.
Mr. Swider requested that a schedule of free/surplus cash be provided. Ms. Jones
commented that she can provide this. Mr. Fogg requested that staff develop a 5-year timeline of
large cash requirements for our long-term projects (sidewalks, lake bank remediation, and
replacement of our maintenance/operations facility). Mr.Dorrill commented that staff can provide
this.
Mr. Swider commented that the committee may want to consider"normalizing"our annual
assessment.
ANTICIPATED LONG-TERM FINANCING
Mr. Dorrill commented that he expects our long-term financing to be in the form of a
revolving line of credit. Mr. Swider commented that in the future, we may use any excess cash to
pay down our line of credit. Mr. Dorrill commented that our excess cash available in Fund 778
could only be used if our ordinance was amended. He commented that he will explore whether
our line of credit could be in place for longer than ten years. He directed Ms. McCaughtry to
determine, from the County Budget Office, the financing terms (loan term, interest rate, closing
costs,etc.)of the County's most recent borrowing for the new regional sports park and golf course.
PROJECT TITLES
Dr. Chicurel volunteered to work with Ms. McCaughtry to rename some of the project
titles in Fund 322 to clarify the intended purposes of these projects. This work will be completed
by Sept. 30.
FORMAT OF FINANCIAL REPORTING FOR MONTHLY PRESENTATION TO THE
PBSD BOARD
Mr. Dorrill suggested, and the committee agreed, that the "condensed" version of Ms.
Jones' financial reports (with no monthly data) be included in the monthly PBSD Board agenda
packets. Mr. Swider suggested that the monthly spreadsheets of our four funds be distributed to
our full board on a monthly basis (via e-mail).
OLD BUSINESS
PBSD METHODOLOGY OF ERU ASSIGNMENTS
Mr. Fabregas commented that he needs more time to complete his research project on the
history and documentation of our existing assessment methodology and assignment of ERU's to
commercial properties. Mr. Dorrill commented that he will explore how the three golf courses at
Pelican Marsh are assigned ERU's in that community.
AD VALOREM VS. NON-AD VALOREM FUNDING OPTIONS
Mr. Fogg questioned whether the committee is considering studying the ad valorem vs.
non-ad valorem options for collecting PBSD funds. Mr. Dorrill commented that this issue has
3
Budget Committee of the Pelican Bay Services Division
August 22, 2019 Minutes
received no recent traction. Mr. Fabregas suggested that time constraints do not allow for the
committee to examine this issue during the coming year.
NEW BUSINESS
FUTURE BEACH RENOURISHMENT PLAN
Mr. Dorrill commented that the County is in the process of evaluating an advanced beach
renourishment project. He will provide an estimate for a similar type project for the Pelican Bay
beach to the PBSD Board when it becomes available.
AUDIENCE COMMENTS
None
ADJOURNMENT
The meeting was adjourned at 10:45 a.m. I
Rick Swider, Chairman
Minutes approved [ 1 as presented OR [ ] as amended ON [ ] date
4
Agenda item#5
Page 1 of 1
FY 2021 Capital Projects Planning Estimates
FY2020 FY2021
Description CF Funding Proposed Funding Commentary
Carry Over Projects
Lake Bank Remediation $459,714 $500,000 Accrual for Required Funding,per ABB approx$6M
Shop/Field Improvements $150,000 Eventual Shop/Office replacement-Est. $4M
Sign $95,971 $75,000 Sign Replacement via FEMA reimbursement/Insurance
Beach Renourishment $678,884 $200,000 Annual Accrual
CIP-Landscape Renewal $383,215 $175,000 On-going update-annual funding requirement
Asset Management $29,877
GIS Infrastructure Layering
Sidewalk Replacement $300,000 ABB Engineering underway
Boat Ramps $100,000 Foundations DRC rejected riprap now$8-10K/ramp
New Projects
Sidewalk Replacement $6,000,000 ABB Engineering underway-Est$6M
Storm Water Pipes $200,000 ABB in house Estimate
Maintenace building $4,000,000 New construction
Oakmont Lake 4-1 $2,200,000 lake bank repair
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Agenda item#6-1
Page 1 of 1
PELICAN BAY SERVICES
RECOMMENDED FY2021 VEHICLE&CAPITAL EQUIPMENT REPLACEMENT LIST
DATA AS OF 12/31/19
DATE IN MILES/ ORIG. MAINT. EST.
ASSET# YEAR MAKE MODEL SERIAL# SERVICE HOURS COST COSTS REPL COST
FUND 109
COST CENTER: 182602-PELICAN BAY WATER MANAGEMENT 109
050742 2005 NEW HOLLAND 1 TS115A Tractor/Loader 4X4 ACP234311 07/19/2005 583H $54,073 $73,631 $75,000
CC2-971 2015 ACREAS PRO6OV Towed Mower 1114441 01/27/2015 389H $4,602 $7,140 $8,000
CC2-984 2015 KUBOTA - RTV1140CPX Utility Vehicle 33318 02/26/2015 2303H $14,439 $6,513 $16,000
CC2-1144 Alma. 2015 KUBOTA RTV X900 Utility Vehicle A5KB2FDBTFG025653 11/04/2015 2979H $14,330 $10,710 $16,000
COST CENTER: 182901-RIGHT OF WAY BEAUTIFICATION FIELD OPS 109
LAZER Z 72"Riding Mower 325393 11/30/2003 3296H $11,103 $5,375 $12,000
09 EXMARK LZZ27KC526 52"Riding Mower 809185 12/14/2009 3506H $8,040 $7,992 $10,000
"' 2011 FORD F250 Super Cab 4X2 Pickup 1FT7X2A67BEB69981 12/16/2010 50,557 $23,597 $11,972 $35,000
CC2-627 2012 FORD F250 Reg.Cab/Utilty Bed 4X2 1FDBF2A63CEA89250 01/04/2012 91,437 $27,771 $9,162 $44,000
CC2-628 2012 FORD F350 Super Cab/Dump Body 1FD8X3G6XCEA89251 01/12/2012 49,514 $34,388 $24,445 $50,000
CC2-629 2012 FORD F350 Super Cab/Dump Body 1FD8X3G610EA89252 01/13/2012 44,461 $34,388 $24,570 $50,000
CC2-932 2015 HURRICANE Walk-Behind Blower 14480 11/21/2014 743H $8,825 $2,627 $10,000
CC2-939 2014 TORO 74906 52"Riding Mower 314000385 12/01/2014 2135H $8,170 $6,891 $10,000
CC2-940 2014 TORO , 7490652"Riding Mower 314000338 12/01/2014 1903H $8,170 $4,334 $10,000
CC2-941 2014 TORQ_ _ 74928 72"Riding Mower 314000205 12/01/2014 428H $9,659 $3,450 $12,000
CC2-1143 2015 KUBOTA RTVX900 Utility Vehicle ASKB2FDBKG026014 11/04/2015 2161H $14,330 $4,831 $16,000
CC2-1341 2016 TORO --30938 Pistolgrip Mower 316000103 04/25/2016 unk $5,688 $3,175 $8,000
CC2-1364 2016 KUBOTA RTV X900 Utility Vehicle 32442 06/17/2016 1887H $13,971 $5,663 $16,000
CC2-1421 2016 KUBOTA RN X900 Utility Vehicle 32498 12/08/2016 2100H $13,069 $2,996 $16,000
TOTAL FUND 109 $414,000
$150,000 2021 proposed
replaced already
budget for 2021
keep for now no
need to budget
Yt48tiM '
PELICAN BAY
BALANCE SHEET
December 31, 2019
(UNAUDITED)
Pelican Bay
Landscape,
Street Safety,Lake& Clam Bay Capital
Operating Fund Lighting Beach Projects Projects
109 778 322 _ 320 TOTAL
ASSETS
Cash and investments 4,588,291.00 2,223,754.00 5,104,369.00 291,358.00 12,207,772.00
Interest receivable - - - - -
Trade receivable,net - - - - -
Due from other governments - - 136,253.00 - 136,253.00
Total assets 4,588,291.00 2,223,754.00 5,240,622.00 291,358.00 12,344,025.00
LIABILITIES AND FUND BALANCE
Liabilities:
Accounts payable 115,693.00 39,942.00 126,983.00 3,657.10 286,275.10
Wages payable - - - - -
Total liabilities 115,693.00 39,942.00 126,983.00 3,657.10 286,275.10
Fund balances:
Fund balance 4,472,598.00 2,183,812.00 5,113,639.00 287,700.90 12,057,749.90
Total liabilities and fund balances 4,588,291.00 2,223,754.00 5,240,622.00 291,358.00 12,344,025.00
Fund Balance at the end of the period 4,472,598.00 2,183,812.00 5,113,639.00 287,700.90 12,057,749.90
Unspent balance of major projects(over$200K):
50066-PBSD Landscape Improvement - - 378,872.21 - 378,872.21
50126-Beach Renourishment - - 878,883.89 - 878,883.89
50143-PBSD Field Operation Center Improvements - - 325,089.69 - 325,089.69
50154-Hurricane Irma - - 636,227.21 - 636,227.21
51026-PBSD Lake Bank Restoration - - 1,114,499.48 - 1,114,499.48
51100-Clam Bay Restoration - - - 299,565.81 299,565.81
Total unspent balance of major projects - - 3,333,572.48 299,565.81 3,633,138.29
Budgeted reserves:
991000-Reserve for contingencies 115,100.00 - - - 115,100.00
991700-Reserve for disaster relief 680,900.00 - - - 680,900.00
992090-Reserve for sinking fund - - 500,000.00 - 500,000.00
993000-Reserve for capital outlay 200,000.00 90,000.00 - - 290,000.00
994500-Reserve for future construction and improvement - 1,534,800.00 - - 1,534,800.00
998000-Reserve for cash 291,300.00 150,000.00 - - 441,300.00
Total budgeted reserves 1,287,300.00 1,774,800.00 500,000.00 - 3,562,100.00
Budgeted commitments at the end of the period 1,287,300.00 1,774,800.00 3,833,572.48 299,565.81 7,195,238.29
Projected excess(deficit)fund balance 3,185,298.00 409,012.00 1,280,066.52 (11,864.91) 4,862,511.61
Note: the ad valorem taxes and special assessment revenues start to come in mid-November. The budgeted transfer in to fund 322 is scheduled for
December.
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