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PBSD Landscape & Safety Committee Minutes 01/16/2020 PELICAN BAY SERVICES DIVISION LANDSCAPE & SAFETY COMMITTEE MEETING JANUARY 16,2020 The Landscape & Safety Committee of the Pelican Bay Services Division met on Thursday, January 16 at 1:00 p.m. at the Community Center at Pelican Bay, located at 8960 Hammock Oak Drive,Naples, Florida 34108. The following members attended. Landscape & Safety Committee Nick Fabregas (absent) Joe Chicurel, Chairman Pete Griffith Tom Cravens Michael Weir Pelican Bay Services Division Staff Alex Mumm, Senior Field Supervisor Neil Dorrill, Administrator Barbara Shea, Interim Ops. Analyst (absent) Chad Coleman, Operations Manager Lisa Jacob, Project Manager Also Present Susan O'Brien, PBSD Board John Gandolfo, Pelican Bay Foundation Trent Waterhouse, Pelican Bay Foundation APPROVED AGENDA (AS AMENDED) 1. Pledge of Allegiance 2. Roll Call 3. Agenda Approval 4. Approval of 11/21/19 Meeting minutes 5. Audience Comments 6. Staff Updates a. Sidewalk Project b. Street Sign Project c. 2020 Landscape Projects (Alex Mumm) 6A. Corporal McGilvrey's Report (add-on) 7. Line of Sight Issues 8. Crosswalk Safety 9. Chairman's Comments 10. Committee Member Comments 11. Old Business 12. New Business 13. Adjournment ROLL CALL Mr. Fabregas was absent and a quorum was established 1 Pelican Bay Services Division Landscape & Safety Committee Meeting January 16, 2020 AGENDA APPROVAL Mr. Cravens motioned, Mr. Griffith seconded to approve the agenda as amended with the addition of agenda item #6A. The motion carried unanimously. APPROVAL OF 11/21/19 MEETING MINUTES Mr. Cravens motioned, Mr. Griffith seconded to approve the 11/21/19 meeting minutes as presented. The motion carried unanimously. AUDIENCE COMMENTS Ms. O'Brien provided a follow-up on the Presidents Council meeting that she attended on Jan. 14 (with approximately 40 attendees). She reported that the group expressed the following: (1) they were appreciative of the PB Post article on the sidewalk project, (2) they have a great interest on how the project will be financed and how it will affect future annual assessments, and (3)they have a great interest in the sidewalk construction schedule including the approximate start date, the length of time to complete the project, and the sequence of the project (order of completing areas and expected months of the year for construction). Mr. Bill Flashins, representing the Chateaumere owners, expressed concerns on the mulch pile at the 6200 Watergate Way site including noise, size of the pile, and the smoldering observed. Mr. Mumm commented that the mulch grinding would be finished today and that the finished product would be used in areas on Vanderbilt Beach Rd. and US 41. Dr. Chicurel commented that we use pine straw on the medians and on PBF property. Mr. Trent Waterhouse commented that he is appreciative of the communication and helpfulness of Mr. Mumm. Mr. Dorrill commented that along Vanderbilt Beach Rd., PBSD crews have repaired irrigation, completed prep work on the beds, and pruned the landscaping in anticipation of the mulch spreading next week. CORPORAL MCGILVREY'S REPORT (ADD-ON) Cpl. Jim McGilvrey commented on the "Pelican Bay Calls for Service — 11/21/19 to 01/20/20" report provided in the agenda packet. He reiterated that the Sheriffs Dept. does not have the staffing to provide additional patrols to Pelican Bay. He explained the state-mandated deputy staffing requirements for all schools in Florida. Mr. Cravens asked Cpl. McGilvrey to comment on service vehicles parked on PB Blvd. in front of the Montenero on a daily basis. STAFF UPDATES SIDEWALK PROJECT Ms. Jacob reported that the selection committee will meet on Jan. 17 (in the County Procurement Dept.) to hear presentations from the five engineering firms that provided proposals for the PB sidewalk design/engineering project and will make one selection to recommend to the Board of County Commissioners for approval. This will be followed by the pricing negotiation and contract preparation with the chosen firm. The final contract must also be approved by the BCC. Mr. Dorrill commented that it would be helpful to begin discussions/contract negotiations with the chosen firm in advance of obtaining the first BCC approval, so that the second BCC approval could be obtained at the following BCC meeting. Ms. Jacob commented that the proposed timeline is for design work to be completed by October. STREET SIGN PROJECT 2 Pelican Bay Services Division Landscape & Safety Committee Meeting January 16, 2020 Ms. Jacob reported that the street sign project is 90% complete. Mr. Dorrill commented that the sign contract has three weeks remaining. He noted that the contractor may be eligible for a change-order to his contract for additional work days, if the contract provides for a weather- caused time extension. Mr. Dorrill commented that we need to anticipate complaints about the concrete foundations. He suggested that we spray the above ground bases with a water-based concrete stain(green color). He noted that the intent of the raised bases above the finished grades was to prevent chips from landscapers' weed clippers. Ms. O'Brien questioned whose responsibility would it be to restore the sod which was removed during sign installation. Mr. Dorrill responded that the PBSD would be responsible. Ms. O'Brien commented that in the past the Presidents Council has expressed interest in obtaining more information on our sign project including its expected date of completion. She also expressed concern that the PBSD may have to re-stain the bases in the future, as needed. PRESENTATION ON SIDEWALK MAINTENANCE Mr. Coleman provided a presentation on the sidewalk maintenance project recently completed by Preferred Materials on four separate PB sidewalk locations;before,during, and after photos of each section repaired were provided for review. The project which was initiated with obtaining a quote of$7,170 on Dec. 19. was completed on Jan. 15. He noted that the contractor placed "uneven pavement" signs at the four construction sites before the project started and removed them upon completion. Mr. Coleman commented that our FY20 budget for sidewalk maintenance is $20,000 and that additional sidewalk maintenance projects will be completed during this fiscal year. Mr. Dorrill commented that if necessary, we can complete a budget amendment to provide additional budget funds for sidewalk repairs in FY20. Ms. O'Brien commented that we need for our sidewalk project to address the neediest areas first; Pelican Bay Blvd. may not be the neediest. 2020 LANDSCAPE PROJECTS Mr. Mumm commented that he is in the process of compiling a list of replacement plants for areas where dead or weakened plants have been removed. Once he completes this process, he will request quotes from vendors, order plants from the lowest bidder, and then install the new plants. Mr. Mumm commented that during the summer months, he will focus on reviewing areas of the US 41 berm which may need additional plant materials, as noted by Mr. Fogg. Mr. Dorrill commented on recent discussions with Mr. Griffith on the addition of canopy trees within our road right-of-way areas (trees have been lost in recent years from storms). Mr. Dorrill directed Mr. Mumm to begin making a list of potential recipient areas for replacement canopy trees. Mr. Cravens commented on safety concerns relating to the black mangroves located right before the beach on the South Boardwalk, containing dead limbs. Mr. Dorrill commented that in the past, our exotics removal contractor has addressed similar safety concerns, and has trimmed some of the dead limbs where appropriate. Mr. Coleman made a note to follow up on this issue. Mr. Mumm reported that there are five hardwood trees (3 oaks, 1 mahogany, and 1 black olive) on the south side of Pelican Bay Blvd.that are rotting from the inside. An arborist examined these trees and recommended removal. He noted that we would be able to plant replacements near each of the five trees, before the removal of the rotting trees. Ms. O'Brien commented on the importance of communication with the community on this tree replacement project (via e-blast and the PB Post). 3 Pelican Bay Services Division Landscape & Safety Committee Meeting January 16, 2020 Mr. Mumm commented that he was not satisfied with the contract work completed by Monster Tree Service, and that he intends to work with the Procurement Dept. to rework the contract. LINE OF SIGHT ISSUES Dr. Chicurel requested a ride-around with Mr. Coleman and Mr. Mumm to review all of the line-of-sights throughout the community and observe how low the bushes/plants are as well as palm tree trunks that stifle the line of vision. He views the Hammock Oak median as a"prototype" of the way landscaping should be trimmed. Mr. John Gandolfo commented on line-of-sight issues on Oakmont Pkwy. CROSSWALK SAFETY Dr. Chicurel commented on a neighbor who was on a bicycle in a PB crosswalk and was hit by a car; the driver never stopped in advance of the crosswalk. COMMITTEE MEMBER COMMENTS Mr. Griffith commented that over the last 20 years, storms, disease, and rot have reduced the number of trees in Pelican Bay. He suggested that we need to proactively replace these trees that we have lost over the years in order to beautify our community. Mr. Griffith noted that he has observed a number of intersections containing aging palm trees on the medians which resemble utility poles. He suggested that these palm trees be treated as diseased trees and be included in a tree replacement program. Mr. Griffith recommended that we put together a tree-planting pilot program to plant 30- 50 trees over the next 10-12 months, review the community's reaction, and then complete future programs based on their feedback. He suggested planting either 33 $3000 trees or 50 $2000 trees for a pilot program of$100,000. Mr.Dorrill commented that we need to look at the existing budget to determine whether we may have some capacity to start such a program this fiscal year, and then propose funding in the FY2021 budget which would then be considered by the Budget Committee. Dr. Chicurel expressed concerns over any conflicts of a tree-planting program with the sidewalk replacement project. He noted that any tree planting would have to incorporate the sidewalk locations and that the sidewalk construction cannot be inhibited by any new trees. Ms. O'Brien commented that in the past, this committee has discussed tree planting subsequent to the completion of the sidewalk replacement project. She expressed support for planting trees. She commented that the PBSD is currently working on a number of large projects and that she does not see the addition of a tree-planting project as a current priority. Mr. Griffith motioned, Mr. Weir seconded (with a reservation that this may not be an issue for this committee; it may be an issue for the Budget Committee) that we ask the staff to do whatever is needed to get$100,000 into the upcoming budget to make this tree-planting project happen. After discussion by the board, Mr. Griffith withdrew his motion, and Mr. Weir withdrew his second. Dr. Chicurel tasked Mr. Griffith to work with staff to study and fulfill all the requirements of a tree-planting pilot program identified and discussed (tree types, size, locations) by the committee. He suggested that once a tree re-planting and planting program is reviewed by this 4 Pelican Bay Services Division Landscape & Safety Committee Meeting January 16, 2020 committee, we might be able to implement part of it sooner rather than later. Going forward we would have a roadmap for future tree planting. Ms. O'Brien commented that we are adding more tasks to our staff who are currently overloaded. Mr. John Gandolfo suggested purchasing a larger number of less expensive trees. ADJOURNMENT The meeting was adjourned at 2:20 p.m. r � urel, Chairman Minutes approved [Zas presented OR [ ] as amended ON [ C 9/Ua/o2U 02 0 ] date 5