Loading...
PBSD MSTBU Minutes 07/08/202030.A.3 PELICAN BAY SERVICES DIVISION BOARD REGULAR SESSION JULY S, 2020 The Pelican Bay Services Division Board met on Wednesday, July 8, 2020, at 1:00 p.m. at the Fifth Floor Training Room, Building F, Collier County Government Center, 3299 Tamiami Trail East, Naples, Florida 34108. In attendance were: Pelican Bay Services Division Board Michael Fogg, Chairman Joe Chicurel, Vice -Chairman Tom Cravens (absent) Jacob Damouni (absent) Nick Fabregas (absent) Pelican Bay Services Division Staff Neil Dorrill, Administrator Chad Coleman, Operations Manager Peter Griffith (absent) Denise McLaughlin Susan O'Brien Scott Streckenbein (absent) Rick Swider Michael Weir Karin Herrmann, Operations Analyst Lisa Jacob, Project Manager (by telephone) Barbara Shea, Administrative Assistant Also Present Jim Carr, Agnoli, Barber & Brundage Dayne Atkinson, County Public Utilities Dan Rodriguez, County Public Utilities APPROVED AGENDA (AS AMENDED) 1. Pledge of Allegiance 2. Roll Call 3. Agenda approval 4. Approval of 06/10/20 Regular Session meeting minutes 5. Audience Comments 6. Chairman's Comments 7. Administrator's Report a. Lake 2-9 b. Dune Swale c. FY 2021 Budget d. SunTrust Lease e. Monthly Financial Statement f. Staff Hiring (add -on) 8. Committee Reports a. Ad -Hoe Strategic Planning Committee i. *Presentation and approval of conceptual site plan and renderings for maintenance operations facility ii, *Approval to procure architectural and engineering services b. Landscape & Safety Committee i. *Sidewalks Phase I Proposed Timeline Packet Pg. 2582 30.A.3 Pelican Bay Services Division. Board Regular Session July 8, 2020 c. Water Management Committee d. Clam Bay 9. Financing for long-term capital projects 10. Old Business a. PBSD Website (add -on) b. Joint PBSD/PBF Meeting (add -on) 11. New Business 12. Adjournment ROLL CALL Mr. Cravens, Mr, Damouni, Mr. Fabregas, Mr. Griffith, and Mr. Streckenbein were absent and a quorum was established 1 Dr. Chicurel motioned, Ms. McLaughlin seconded to approve the agenda as I� amended. The motion carried unanimously. IMs. McLaughlin motioned, Dr. Chicurel seconded to approve the 06/10/2020I regular session meeting minutes as presented. The motion carried unanimously. BOARD MEMBER COMMENTS Ms. O'Brien requested that "Part-time Administrator Position" be included on a future PBSD Board agenda. It was recommended by the Budget Committee to be included on the March PBSD Board agenda. However, this topic has not been a discussion item on a PBSD Board agenda going forward from March 2020. AUDIENCE COMMENTS Dr. Joseph Doyle and Ms. Sandra Doyle provided comments via e-mail, as they were unable to attend the meeting. These comments were added to the record and read by Mr. Fogg. The email had two areas of concern, (1) the reason for the recent replacement of sod on Gulf Park Drive, and (2) the possibility of designing a less expensive, simpler structure for the replacement maintenance building and consideration to obtain a token "99-year lease" for our property interest in the new building. Mr. Fogg commented that these issues would be addressed later on in the meeting. CHAIRMAN'S COMMENTS Mr. Fogg reported that the PBSD Office has re -opened after being closed for two weeks due to a Covid-19 exposure. Mr. Fogg commented that the new list of PBSD committees with board member assignments was included in the agenda packet. He noted one change to this list: Ms. McLaughlin will continue as a member of the Clam. Bay Committee, and she will no longer serve on the Ad Hoc Strategic Planning Committee. ADMINISTRATOR'S REPORT LAKE 2-9 2 Packet Pg. 2583 30.A.3 Pelican Bay Services Division Board Regular Session July 8, 2020 Mr. Dorrill provided an overall update and photos of our Lake 2-9 lake bank restoration project. He noted that two out of three phases of the project are complete. Mr. Swider commented that some of the wall sections are not "perfectly straight." Mr. Jim Carr, our AB&B civiI engineer, commented that he has discussed this issue with the project's structural engineer (sub -contractor) who stated that there are no structural deficiencies. Mr. Dorrill commented that he will confirm that the contractor will provide a one-year warranty for the project. Ms. O'Brien commented that residents are concerned about the alignment of the wall. DUNE SWALE Mr. Dorrill provided an overall update and photos of our dune swale project. This area, which is west of Bay Colony, had not been maintained over the last 25-30 years. He noted that the initial clearing is complete. He reported that Ms. Jacob is reaching out to our environmental consultants, to obtain an opinion on installing salt -tolerant grass in the newly graded areas. FY202I BUDGET Our proposed FY2021 PBSD budget was reviewed and approved by the Board of County Commissioners (BCC) at the June budget hearings. The BCC will adopt our budget at the first of their two public hearings in September. SUNTRUST LEASE Mr. Dorrill commented that a PBSD lease for a larger space on the first floor of the SunTrust building is still under negotiation. Ms. O'Brien commented that at a recent two-day PBF June workshop, some Audit and Budget Committee and PBF Board members expressed significant pushback on the concept of the PBF leasing office space, not on PBF property. Mr. Hoppensteadt, via telephone, commented that the PBF is looking at the price of other office space and is reviewing whether the quoted terms of the SunTrust space is competitive in the marketplace. He noted the value of the PBSD and PBF sharing space, as well as the benefit of first floor space. Mr. Hoppensteadt commented that he will follow up with Lisa Warren, PBF Covenants Director, to determine whether she has received and reviewed the recently revised schematic floor plan of the SunTrust first floor space. MONTHLY FINANCIAL STATEMENT The PBSD Board had not reviewed the June financial statements, as the packet was posted on July 1, prior to receiving the statements from the Clerk of Court's Office. As a result, Mr. Fogg suggested that Mr. Dorrill comment on the June financial statements at the next board meeting. STAFF HIRING (ADD -ON) Mr. Dorrill introduced our new Operations Analyst, Karin Herrmann, and provided a summary of her work experience. He also reported that we have received 11 applications for the Associate Project Manager position and staff will be going forward with the interview process. Mr. Fogg requested that information on the finalists is shared with the PBSD Board. COMMITTEE REPORTS AD -HOC STRATEGIC PLANNING COMMITTEE Mr. Fogg provided an overview of the proposed replacement of the PBSD Operations building project. He noted that (1) the PBSD has no plans to expand operations in the future, (2) the PBF has 3 Packet Pg. 2584 30.A.3 Pelican Bay Services Division Board Regular Session July 8, 2020 no plans for any activities on the site, and (3) the County Public Utilities Dept. (PUD) has an interest in additional storage space on the site, to be used to store emergency generators. A summary of the space requirements, site plans, elevations, and project timeline were provided in the agenda packet. Mr. Dorrill commented that the next step would be to obtain conceptual plan approval by the PBF Design Review Committee, followed by approval of the PBF Board. Mr. Fogg commented that subsequent to obtaining these approvals, the development of detailed project drawings would be contracted out at an approximate cost of $150,000. Mr. Dorrill reported that there will be no cost sharing with the County on this project, as no Public Utilities employees will be housed in the new replacement building. Mr. Dan Rodriguez, PUD Deputy Dept. Head, confirmed that the PUD will not occupy the building, and only has an interest in storage area for emergency generators. Mr. Dorrill reported that our property interest in our replacement building will be memorialized by a resolution of the Board of County Commissioners. Ms. O'Brien suggested that the resolution be provided to the board for review, prior to construction of the new building. Ms. McLaughlin suggested that we consider the possibility of generating solar power, during the roof design phase of the replacement building. Mr. Dorrill responded that this issue would be explored. Dr. Chicurel motioned, Ms. McLaughlin seconded to approve the conceptual renderings and the site plan presented and a contingency to spend $150,000 for detailed drawings and design if approved by the Foundation. The motion carried 5-1, with Ms. O'Brien dissentin . LANDSCAPE & SAFETY COMMITTEE Dr. Chicurel reported that sod has been replaced along Gulf Park Drive. Invasive grasses had invaded the existing sod. Mr. Dorrill noted that the PBSD has an ongoing annual sod replacement program in place. Ms. O'Brien commented that in FY2020, we have spent approximately $98,000 on sod replacement, while the budget is $60,000. Mr. Fogg and Ms. O'Brien suggested that staff communicate work projects such as these to the board on a regular basis. Mr. Fogg requested that Dr. Chicurel provide a refresher on current PBSD landscaping guidelines to the board at a future board meeting. Dr. Chicurel reported that our pilot tree planting project (31 trees) has been completed. PBSD staff worked with Crown Colony residents to select the types of trees planted near their property. Ms. O'Brien requested that staff provide a summary of the project to the board. Mr. Carr gave a brief update on our sidewalk replacement project, including an updated timeline. Dr. Chicurel commented that PBF board member Trent Waterhouse recently suggested that we consider using pavers instead of "mats" to meet ADA requirements where sidewalks tweet each intersection. Mr. Carr reported that a notice to proceed was issued on May 13 for the design and permitting phase of the sidewalk project. About 40% of this phase is complete. The current timeline shows contractor selection and BCC award, at the earliest, to be completed in early summer 2021. He noted that if the project were completed in two phases, then Phase 1 (Green Tree Dr.) construction could begin Feb./March 2021. Mr. Carr estimated that the entire project will take two years to complete. He estimated that the cost of Phase 1 is approximately $630,000 and the additional cost to complete the project in two phases instead of one (additional mobilization costs) is approximately $100,000. 4 Packet Pg. 2585 Pelican Bay Services Division Board Regular Session 30.A.3 July 8, 2020 The total estimated project cost is $6 million. Splitting the project into two phases may result in two separate contractors for each phase. Dr. Chicurel suggested that work on the project could continue through season, by completing work on "side streets" during season. Ms. O'Brien suggested that a timeline of the areas to be completed over the two-year construction period be provided to the board. Dr. Chicurel suggested that we proceed with Phase 1 (go with the two -phased approach), as the design work is complete for this area, and funds are available in the FY2021 budget. Mr. DorrilI commented that for projects under $750,000, we will be able to solicit bids for the project from the County's prequalified contractors. This would be our next step, if we were to go forward with the two -phased approach. Mr. Carr will proceed to work on the permitting requirements for Phase 1, while continuing to work on the design work for the entire project. Dr. Chicurel will prepare an update on the sidewalk project for the community. Ms. O'Brien motioned, Mr. Fogg seconded to move ahead with the construction drawings, permitting, procurement, and construction plans for the Green Tree section of the neighborhood. The motion carried unanimous) . WATER MANAGEMENT COMMITTEE Ms. McLaughlin suggested that we go forward with the design phase of the lake bank remediation project of Lake 4-1 (Oakmont), at an estimated cost of $150,000 - $200,000. Ms. O'Brien suggested a board discussion of remediation options and goals before moving forward with Lake 4-1. She noted that recently the estimated cost of remediation of Lake 4-1 has doubled. Mr. Dorrill noted that Lake 4-1 is ranked 41 on the list of lakes, prepared by ABB, ranked in order of critically eroded lake banks. Mr. Fogg suggested that we need to look at the lake bank of Lake 4-1 in more detail, as some sections are critically eroded while other sections are not. Dr. Chicurel agreed and noted that the sections along the PBF path are critically eroded, while sections along the Green Tree side (with private homes) look stable. Ms. O'Brien questioned what the engineering proposal would be for the east side only of Lake 4-1, Ms. McLaughlin suggested that we obtain a separate proposal for each side of this lake. Mr. Fogg suggested that we need a better understanding of the lake banks of Lake 4-1 and the remediation options available to us. Ms. O'Brien commented that she does not support the approval of $200,000 for the engineering phase for the entire lake. Mr. Swider pointed out the value of the Administrator putting forth a plan to the board for each proposed project. In conclusion, Ms. McLaughlin commented that she would work with Mr. Carr and Ms. Jacob on details and options for Lake 4-1 lake bank remediation and bring back a new recommendation to the board at a future meeting. Ms. McLaughlin commented that our current drainage pipe strategy is to address drainage pipe failures as they arise. She suggested that staff provide a presentation on this issue for board discussion. Mr. Dorrill commented that subsequent to a recent drainage pipe failure, a structural analysis of the pipe was performed which indicated that this 30-year old pipe was in relatively good condition. He noted that Pelican Bay has six drainage basins and that we have GIS maps of all the conveyance pipes within these basins. CLAM BAY COMMITTEE 5 Packet Pg. 2586 30.A.3 Pelican Bay Services Division Board Regular Session July 8, 2020 Ms. O'Brien reported that in late April, the mouth of Clam Pass was mechanically dredged (a dredging event). PBSD paid for this dredging event, rather than requesting Tourist Development Funds (the customary past practice). The PBSD Board and the Board of County Commissioners did not approve the event. Ms. O'Brien commented that although Dr. Dabees recently commented that Sections "A" & "B" were dredged, the FDEP approved work only in Section "A." Mr. Dorrill commented that this was a maintenance event, not a dredging event, and was coordinated with the PBSD Chairman. He noted that the PBSD has a maintenance permit. Ms. O'Brien provided the results of the County's annual beach width survey (received on June 4) which shows seven out of eleven sections of Pelican Bay beach are less than the 100-foot standard. She noted that no County truck haul project is planned for this year, and no County beach resiliency project is expected any sooner than 2025. FINANCING FOR LONG-TERM CAPITAL PROJECTS Mr. Fogg provided a list of major capital projects, with corresponding estimated funding requirements, possible funding sources, and expected timeframes, included in the agenda packet for board members' review. OLD BUSINESS PBSD WEBSITE (ADD -ON) Mr. DorriIl directed Ms. Jacob to explore our website options with the County IT Dept. He commented that we need to know County policy in regards to an independent website for a County division before we explore other website host services. JOINT PBSD/PBF MEETING (ADD -ON) Mr. Fogg commented that he has discussed holding a future joint PBSD/PBF meeting with PBF Board Chairman John Gandolfo. They tentatively agreed to schedule a joint meeting for next Spring, and focus would be on PBSD and PBF projects. NEW BUSINESS Mr. Fogg reminded the board of our next meeting on August 12, hopefully to be held in the BCC Chambers. He noted that our November board meeting will be held on Tuesday, November 10, instead of Nov. It, which is a holiday. Mr. Fogg commented that he will follow up with Mr. Hoppensteadt to explore and discuss the possibility of holding PBSD committee meetings in the PBF Community Center. OURNMENT The meetine was adjourned at 3:49 D.M. Michael Fogg, Minutes approved is amended ON ),IQ 0 W ] date 6 Packet Pg. 2587