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PBSD MSTBU Minutes 09/10/202031.A.3 PELICAN BAY SERVICES DIVISION BOARD REGULAR SESSION SEPTEMBER 1.0, 2020 The Pelican Bay Services Division Board met on Thursday, September 10, 2020, at 9:00 a.m. at the Board of County Commissioners Chambers, third floor, Collier County Government Center, 3299 Tamiami Trail East, Naples, Florida 34112. In attendance were: Pelican Bay Services Division Board Michael Fogg, Chairman Joe Chicurel, Vice -Chairman Tom Cravens (absent) Jacob Damouni (absent) Nick Fabregas Pelican Bay Services Division Staff Neil Dorrill, Administrator Chad Coleman, Operations Manager Darren Duprey, Assoc. Project Manager Also Present Tom Barber, Agnoli, Barber.& Brundage Peter Griffith (absent) Denise McLaughlin Susan O'Brien Scott Streckenbein (by telephone) Rick Swider Michael Weir Karin Herrmann, Operations Analyst Lisa Jacob, Project Manager Barbara Shea, Administrative Assistant Jim Carr, Agnoli, Barber & Brundage Mohamed Dabees, Humiston & Moore APPROVED AGENDA (AS PRESENTED) 1. Pledge of Allegiance 2. Roll Call 3. Agenda approval 4. Approval of 08/12/20 Regular Session meeting minutes 5. Audience Comments 6. Administrator's report a. New staff position b. SunTrust office space update c. August financial report d. Army Corps of Engineers Report (Dr. Dabees) 7. Committee reports a. Budget b. Ad Hoc Strategic Planning c. Clam Bay d. Landscape & Safety e. Water Management i. Lake bank remediation update on Lake 2-9 Packet Pg. 578 31.A.3 Pelican Bay Services Division Board Regular Session September 10, 2020 ii. Review of ABB Oakmont Lake proposal iii. Update on ABB's estimates on next 2 potential lakes in Bridgeway iv. Drainage pipes and stormwater easement management options S. Chairman's report 9. Old business 10. New business 11. Adjournment ROLL CAM, Mr. Cravens, Mr. Damouni, and Mr. Griffith were absent and a quorum was established MR. STRECKENBEIN JOINED THE MEETING BY TELEPHONE AFTER ROLL CALL AGENDA APPROVAL Dr. Chicurel motioned, Mr. Fabregas seconded to approve the agenda as presented. The motion carried unanimously. �L OF 08/12/2020 REGULAR SESSION MEETING MINUTES N 0 Dr. Chicurel motioned, Ms. O'Brien seconded to approve the 08/12/2020 regular N session meetine minutes as presented. The motion carried unanimously. c AUDIENCE COMMENTS None ADMINISTRATOR'S REPORT ARMY CORPS OF ENGINEERS REPORT Our Environmental Consultant, Dr, Mohamed Dabees, provided a presentation on his executive summary discussing his impressions and recommendations on the U.S. Army Corps of Engineers (USACE) Collier County Coastal Storm Risk Management Feasibility Study, which identifies a potential 50-year federal project to manage coastal storm risk in Collier County. Highlights of his presentation included: • The proposed plan recommends varying levels of protective measures along six defined areas of coastal Collier County. Recommendations for Areas 1 and 3 include beach berm and dune nourishment, construction of surge barriers with sector gates at Wiggins Pass and Doctors Pass, two jetties and concrete structures in the dune system at Wiggins Pass, a Bonita Beach Road floodwall and surge barrier, a Seagate Drive floodwall and gate, and a Tamiami Trail floodwall and surge barrier. Area 2, which includes Pelican Bay, Clam Pass Park, Naples Cay, and part of Seagate is not a candidate for the same level of protection as Areas 1 and 3. Dr. Dabees suggested reasons being (1) most of Pelican Bay development is set back from the beach (east of the Clam Bay estuary), (2) Pelican Bay beaches are private, and (3) structures cannot be inserted into the Clam Bay natural preserve. The goal of the USACE feasibility study was to define actionable projects for which federal funding may be appropriated to in the future. 2 Packet Pg. 5 9771 31.A.3 Pelican Bay Services Division Board Regular Session September 10, 2020 • Dr. Dabees expressed concerns over how the future completion of these suggested projects in Areas 1 and 3 may affect the Clam Bay system. It is critical that the Clam Pass inlet remains stable and open. • Dr. Dabees emphasized the importance for the PBSD Board to provide feedback to the USACE by the Sept. 14 public comment deadline and suggested that the County is copied on a PBSD response submitted to the USACE. Ms. O'Brien motioned, Dr. Chicurel seconded to direct staff to submit public comments to the Army Corps of Engineers by their deadline on Monday (Sept. 14) and that the letter be signed by Mr. Fogg, our PBSD Chair. The motion carried unanimously. Mr. Fogg commented that Dr. Gandolfo, PBF Board Chair, will submit a separate response to the USACE on behalf of the PBF. Ms. O'Brien suggested that in light of our increased staff, one employee is assigned to oversee Coastal Zone issues. NEW STAFF POSITION Mr. Dorrill reported that our new Associate Project Manager, Darren Duprey, was introduced at last week's Landscape & Safety Committee meeting. He commented that at next month's board meeting, he will provide the work plan for FY2021. Tentatively, Mr. Duprey's responsibilities will include the sidewalk project (lead project manager), the proposed 4-way stop at Hammock Oak Dr. and PB Blvd., the request for flashing warning lights at the San Marino crosswalk, parabolic mirrors, and other traffic/safety projects. Ms. Jacob's responsibilities will include Clam Bay, the new Operations Facility project, the second phase of the community sign replacement project (the first phase included only those signs which were damaged by Hurricane Irma and FEMA reimbursement eligible), the Lake 2-9 lake bank remediation project, the Dorchester conveyance swale, the beach dune swale, and other water management drainage projects. Mr. Coleman will oversee the day-to-day operations including the four divisions on the operations side which include, (1) landscape maintenance, (2) irrigation, (3) electrical, and (4) beach maintenance. SUNTRUST OFFICE SPACE UPDATE Mr. Dorrill provided a blank lease agreement form provided by the American National Insurance Company, the current owner of the SunTrust Building, which was added to the record. He commented that based on recent negotiations, the rent for the first -floor office space will be $25.75/square foot plus approximately $14/square foot for CAM (common area maintenance). This space will be shared with the PBF at almost a 50/50 split. This lease agreement form has been provided to the County's Real Property Division for review. Mr. Dorrill commented that he will provide an estimate of the total annual rent at next month's board meeting. Mr. Coleman commented that the total annual rent is estimated at $125,000, with a proposed term of seven years and a maximum 3% rate increase. Mr. Dorrill also shared, (1) the configured first -floor space includes two large conference rooms which will be available to both parties, (2) the final lease agreement will be provided to the board at the October board meeting, (3) BCC approval is ultimately required, and (4) a floor plan of the space will be e-mailed to the board, this afternoon, for review. 3 Packet Pg. 580 31.A.3 Pelican Bay Services Division Board Regular Session September 10, 2020 AUGUST MONTHLY FINANCIAL STATEMENTS Mr. Dorrill reviewed the eleven -month financial statements and highlighted several items including a current PBSD cash balance of approximately $9.4 million. Mr. Fogg noted that the year- end cai y-forward amount appears to be close to our budgeted forecast. He noted that adjustments have been made to the "commitment column" which only affect the variance column. COMMITTEE REPORTS BUDGET COMMITTEE Mr. Fogg commented that a Budget Committee meeting has been scheduled for Oct. 12 to discuss (1) 9/30/2020 financial statements, and (2) financing options for our planned projects. He noted that our FY2021 budget was approved by the BCC at the County's Budget Hearing last week. Mr. Fogg reported that staff is in the process of assessing the life expectancy of our street light poles. AD HOC STRATEGIC PLANNING COMMITTEE Mr. Fogg reported that the PBF Board has approved our conceptual plans for the replacement 0. a of our Operations Building. Board members praised Mr. Kitchen (of the PBF Design Review Committee) in working with the PBSD and County staff to finalize these plans. Mr. Fogg commented that the next phase is for the County to select an architect for the project. Mr. Dorrill commented that he continues to work on obtaining a resolution from the County to N memorialize our interest in the Operations site. He noted that Deputy County Manager Nick N Casalanguida has expressed support for such a resolution, while County Manager Ochs recently has questioned why such a resolution is needed. Ms. O'Brien requested that the draft resolution is Q provided to the board for review, prior to its being submitted to the BCC for approval. N CLAM BAY COMMITTEE Ms. O'Brien provided her September 2020 Clam Bay update in the agenda packet. She highlighted, (1) PBSD's use of Roundup in Clam Bay (a natural preserve area) while Ms. Danette Kinaszezuk, Collier County's Pollution Control Manager, does not recommend Roundup and would prefer hand pulling the weeds wherever possible, and (2) Coastal Zone Management's preliminary plans for boater safety signage in Clam Bay do not include all the signs for which Clam Bay is eligible per FL statute, as illustrated on an exhibit (included in the agenda packet) prepared by our consultant Mr. Tim Hall and approved by the PBSD Board in 2014. Ms. O'Brien suggested that the PBSD works with the PBF and Coastal Zone Management (CZM) to agree on the signs that should be placed in Clam Bay. Ultimately, CZM must obtain PBF approval for the signs. Mr. Dorrill responded that Roundup is the world's most recognized herbicide and is EPA approved. Mr. Dorrill commented that Mr. Gary McAlpin, CZM Manager, is retiring in 90 days. He noted that Mr. McAlpin's replacement is aware of the boater safety sign inconsistencies and is aware that PBF approval is required. Mr. Dorrill stated that he will set up a meeting with the new CZM Manager, Ms. O'Brien, and staff to discuss this issue. LANDSCAPE & SAFETY COMMITTEE Dr. Chicurel reported that the Landscape & Safety Committee met on Sept. 2, and the following items were discussed. 1. Ms. McLaughlin encouraged everyone to review Dr. Dabees' video and the Army Corps of Engineers Coastal Storm Management Risk Study Report. 4 Packet Pg. 581 31.A.3 Pelican Bay Services Division Board Regular Session September 10, 2020 2. The committee, staff, and our civil engineer discussed aspects of the proposed sidewalk replacement project. Mr. Carr, our civil engineer, provided an updated cost breakdown of o $5,514,092 for the entire project. (Mr. Dorrill Confirmed that landscape restoration is included in this total cost estimate.) Updated and detailed plans for Phase I were distributed. Timelines c remain the same. A sample tree evaluation by Mr. Orlikoff was presented and a more thorough co evaluation was planned. Hardwood trees were evaluated onsite for tree health, longevity •2 potential, disease, and strategies to allow the project and trees to co -exist in health and > harmony. Various construction and resident communication concerns were discussed. 3. Line of sight issues and solutions were discussed including landscape removal, better °; landscape maintenance and trimming, and traffic mirrors. 4. Crosswalk signage, request for flashing warning lights at the San Marino crosswalk to the y berm, and establishing a 4-way stop at the intersection of Hammock Oak/The Crescent/Pelican m Bay Blvd. were all discussed. 5. Iguana sightings on the southern banks of Oakmont Lake were presented. Some proactive plan needs to be instituted either by the PBSD and/or a joint effort with the PBF to eradicate, as a much as possible, the threat imposed by these invasive creatures. They are known to burrow, destroy, and undermine lake banks, spread salmonella, and defoliate landscapes. o 6. Mr. Griffith and Mr. Mumm will review and evaluate cul-de-sac needs for trees and report back to the committee. N O N Dr. Chicurel reported that on Sept. 3 he met with Mr. Orlikoff and staff to evaluate the health and longevity of trees in the Phase I area, to determine strategies to enable trees and the new sidewalk a to co -exist. Dr. Chicurel also commented that Phase I construction plans will be provided on the PBF y website. He noted that the PBSD is not responsible for the sidewalks on Vanderbilt Beach Road and Seagate Drive. Ms. Jacob reported that the 09/09/2020 PBSD e-blast included a link to the construction plans. Mr. Dorrill commented that staff will contact potential iguana trappers to discuss our options. Ms. O'Brien suggested that we provide the trappers' contact information to the Waterford Assoc. Mr. c Streckenbein requested an update on the cane toad invasion. Dr. Chicurel responded that based on a conversations with the PBF, this issue is being left up to individual PB homeowners associations. a WATER MANAGEMENT COMMITTEE LAKE BANK REMEDIATION UPDATE ON LAKE 2-9 Mr. Dorrill commented that he has reviewed the engineers' field notes for our Lake 2-9 project and noted that subsurface obstructions were encountered during construction which caused three sections of the seawall to be slightly askew. He noted that the worst section at the south end of the project was reworked by the contractor, at no additional cost to us. Mr. Dorrill stated that sheet pile material would not be used in future seawall projects. He commented that he would make the field notes available to the board. Mr. Dorrill noted that we could evaluate a claim against our civil engineer; a claim against the contractor would not be appropriate as the contractor followed the plans. Ms. O'Brien commented that she reviewed the field notes which indicated that the contractor straightened the sections which were requested by staff, but that staff did not request that all askew sections be straightened. She suggested that staff could have discussed a change order (for additional section straightening work) with the contractor. 5 Packet Pg. 582 31.A.3 Pelican Bay Services Division Board Regular Session September 10, 2020 Mr. Fogg commented that the Lake 2-9 final product is structurally sound and the residents are pleased with the project. He also suggested that when we chose the "sheet pile" seawall for the project that we were not aware/warned of the potential risk of using this material. Ms. McLaughlin commented that we should not have an expectation of perfection of the angles within the seawall, but we do expect sufficient integrity of the wall. REVIEW OF ABB OAKMONT LAKE PROPOSAL > Ms. McLaughlin described the deficiencies of the lake bank of Lake 4-1 (Oakmont Lake) N which include (1) steep lake bank slopes, (2) exposed irrigation pipes, (3) exposed old Geotubing, and (4) significant erosion near the pathway. She noted that we have different remediation options as well as options on whether to address the whole lake, half of the lake, or patches of the lake. She y emphasized that this lake is a very visible and utilized part of the community. m Our ABB consultant, Mr. Tom Barber, commented that lake bank escarpments are more concerning than slopes; there are drop-offs of 30 inches in some areas of this lake. His remediation 2 recommendations include (1) re -grading of the lake bank, covered by sod, and adding littoral plants, a (2) installing Geoweb, covered by sod, and adding littoral plants, or (3) installing rip -rap along the lake banks; however, SFWMD only allows rip -rap to be installed on a maximum. of 40% of the o perimeter of the lake bank. He noted that there is not enough historical data on Geoweb to be able to provide a life expectancy for this material. Board discussion ensued on these options as well as N whether the project should include the entire lake's perimeter. N Ms. O'Brien suggested that 8 out of 42 sections (or 19%) of the lake bank are less than where they should be. She noted that the path is the responsibility of the PBF. She distributed a document a (to the board) written by County Attorney Klatzkow, expressing his opinion on the Oakmont Lake y pathway in 2015 (which was added to the record). Ms. O'Brien suggested that if we have blue tilapia in this lake that these fish will have an adverse effect on littoral plants. Ms. O'Brien commented that per our SFWMD permit, we are not responsible for lake bank escarpments. She provided copies (to the board) of the permit for Basin 4 in which Oakmont Lake is located (which was added to the record). She also suggested that we explore the possibility of raising c the lake's water level to reduce the escarpment. a Mr. Streckenbein commented that his homeowners association (Valencia) used rip -rap for their a lake remediation project with good results. Mr. Fogg commented on an email from PBF President Jim Hoppensteadt to PBSD staff which discussed concerns related to the lake at the PBF Community Center including (1) lake bank erosion, (2) overgrown, tired landscaping around the lake, (3) drainage issues, and (4) inconsistent, scraggly littoral plantings around the lake. Mr. Barber commented that he has observed escarpments of approximately 10 inches around this lake. Ms. McLaughlin suggested that staff follow up with Mr. Hoppensteadt. Mr. Fogg commented that a policy decision must be made by the board on whether to borrow the money to finance a package of 101ake bank remediation projects and incur financing costs, or to increase the budget by approximately $1 million each year (an increase in the assessment of $130 - $150) which would provide funding for one or two lake bank projects each year. Ms. ' O'Brien commented that Mr. Mark English, PBPOA President, continues to be an advocate in favor of long- term financing for lake bank remediation. Ms. McLaughlin concluded that we need to evaluate the options discussed and determine whether it is possible to raise the water level in the lake. There was no board consensus on whether it is imperative that the Lake 4-1 project include the entire lake. 6 Packet Pg. 583 31.A.3 Pelican Bay Services Division Board. Regular Session September 10, 2020 UPDATE ON ABB'S ESTIMATES ON NEXT 2 POTENTIAL LAKES IN BRIDGEWAY Mr. Barber commented that the next two lakes on the prioritized list of lake bank remediation projects are Lakes 1-3 and 1-6. He commented that he will provide estimated costs for lake bank remediation of these two lakes at the next meeting. He expects the estimates to be substantially lower than the Oakmont Lake remediation estimates. DRAINAGE PIPES AND STOI>MWATER EASEMENT MANAGEMENT OPTIONS Ms. Jacob reported that in the next fiscal year, staff is planning to utilize (piggyback) a Broward College contract to hire a contractor to begin videoing drainage pipes in the south end of Pelican Bay. Mr. Duprey will assist in assessing the condition and life expectancy of the pipes. Mr. Fogg suggested that Ms. McLaughlin meets with Ms. Jacob and Mr. Duprey to discuss an appropriate proactive plan for the pipe assessment. Mr. Dorrill commented that in general, the life expectancy of a concrete - enforced pipe is 50 years. He also noted that we have an inventory of all the pipes in Pelican Bay, including lengths and diameters. ADMINISTRATOR'S REQUEST I- LO Mr. Dorrill asked Ms. O'Brien to briefly identify several documents which she distributed to board members at this meeting and asked whether copies were made available for the record. Ms. O'Brien identified these documents as (1) Mr. Klatzkow's opinion on the pathway at Oakmont Lake N that he wrote in 2015 at our request, and (2) SFWMD permit for Basin 4 in which Oakmont Lake is N located. She confirmed that she provided copies of these documents to Ms. Shea for the record. o CHAIRMAN'S REPORT Mr. Fogg reported on a change to the Water Management Committee. Mr. Damouni has agreed to step down from the committee (as he has numerous work commitments) and Ms. O'Brien has agreed to join the committee. Mr. Fogg reported that the "three -board monthly meetings" will resume starting next week. Mr. Fogg reported that he has discussed a future joint PBSD/PBF meeting with PBF Chair John Gandolfo; suggested dates are Jan. 18 or 25. Mr. Fogg asked that board members provide suggested agenda items for this joint meeting. Mr. Fogg also reported that he has had discussions with Dr. Gandolfo regarding "candidate forums" for this year's PBSD election cycle. Five PBSD Board member terms expire on 03/31/2021. Ms. O'Brien suggested that we include an article on our 2021 election in the PB Post sometime soon. OLD BUSINESS Ms. O'Brien commented that although Mr. Fogg has previously requested that staff provide updates to the board on significant PBSD activities and/or unusual events, this has not happened. Mr. Fogg agreed that such a process would be helpful and suggested that Mr. Dorrill might include this information in his Administrator's Report. Ms. O'Brien and Ms. McLaughlin noted that residents often ask questions on various PBSD community activities and that it would be helpful to have relevant information to provide to them.. Ms. O'Brien commented that earlier in this meeting, Mr. Dorrill made a comment that she was misrepresenting something, and he is entitled to his opinion, and then he went on to say, "and that is typical of her." She commented that she would like to go on the record as objecting to this comment. NEW BUSINESS 7 Packet Pg. 584 31.A.3 Pelican Bay Services Division Board Regular Session September 10, 2020 Mr. Dorrill commented that at last week's County Budget Hearing, a new resident to Pelican Bay expressed his concerns with "ambient noise" in Pelican Bay (one of our responsibilities included in our Ordinance). URNMENT II The meeting was adjourned at 11:45 a.m. 11 Michael Fogg, Minutes approved as presented OR " as amended ON U J date 0 N O N O Packet Pg. 5 57