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PBSD Budget Committee Agenda 10/12/2020 PELICAN BAY SERVICES DIVISION Municipal Services Taxing and Benefit Unit NOTICE OF PUBLIC MEETING MONDAY, OCTOBER 12, 2020 THE BUDGET COMMITTEE OF THE PELICAN BAY SERVICES DIVISION WILL MEET ON MONDAY, OCTOBER 12 AT 1 :00 PM AT THE BOARD OF COUNTY COMMISSIONERS CHAMBERS, THIRD FLOOR, COLLIER COUNTY GOVERNMENT CENTER, 3299 TAMIAMI TRAIL EAST, NAPLES, FLORIDA. AGENDA 1. Pledge of Allegiance 2. Roll call 3. Agenda approval 4. Approval of 02/25/2020 meeting minutes 5. Audience Comments 6. Role of the Budget Committee 7. Review of September 30th financial statements 8. Carryover projects and expenditures, and impacts on FY2021 budget 9. FY2022 budget issues 10. Review of major projects and funding options 11. Assessment Methodology — need for change? 12. Other Committee Comments 13. Adjourn 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. BUDGET COMMITTEE PELICAN BAY SERVICES DIVISION FEBRUARY 25, 2020 The Budget Committee of the Pelican Bay Services Division met on Tuesday, February 25 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 Nick Fabregas Rick Swider, Chairman Michael Fogg Joe Chicurel Scott Streckenbein (ex-officio) Pelican Bay Services Division Staff Lisa Jacob, Project Manager Neil Dorrill, Administrator Alex Mumm, Sr. Field Supervisor (absent) Chad Coleman, Operations Manager Barbara Shea, Interim Ops. Analyst Also Present Denise McLaughlin, PBSD Board Michael Weir, PBSD Board APPROVED AGENDA (AS PRESENTED) 1. Pledge of Allegiance 2. Roll call 3. Agenda approval 4. Approval of 01/28/2020 meeting minutes 5. Review of committee responsibilities a. Budget b. Review of financial statements c. Long-term financing 6. Administrator's Update a. Hire recommendation: Environmental Specialist vs. Assoc. Project Mgr. b. Job description of new Operations Analyst, Sarah Hamilton c. Sizing & cash flow analyses of our 3 major projects (next 24-36 mos.) d. Update on County Attorney's legal opinion: Can Fund 778 funds be used for other purposes via an ordinance change? e. Update on County Budget Office FY21 budget policy (if any) 7. Preliminary budget for FY2021 8. Old Business 9. New Business 10. Audience Comments 11. Adjourn 1 Pelican Bay Services Division Budget Committee Meeting February 25,2020 ROLL CALL All members were present and a quorum was established AGENDA APPROVAL Mr. Streckenbein motioned, Dr. Chicurel seconded to approve the agenda as presented. The motion carried unanimously. APPROVAL OF 01/28/2020 MEETING MINUTES Dr. Chicurel motioned, Mr. Streckenbein seconded to approve the 01/28/2020 meeting minutes as presented. The motion carried unanimously. NEW BUSINESS Mr. Swider suggested that we need a full-time administrator, our business model is no longer functional for our organization,and our needs are not being met. He noted that our business is far more complex than ten years ago. Mr.Dorrill is currently contracted to work ten hours/week. Mr. Swider commented that we would be better served by a full-time County employee serving as our Administrator,and has discussed this issue with Mr. Callahan in the County Manager's Office. He suggested that if we were to combine (1) the amount of the FY2020 budgeted salary expense of a mid-level employee and (2) the amount of the contractual fees paid to Mr. Dorrill (Dorrill Management Group), we could easily fund a full-time administrator, with benefits. He suggested that the full-time administrator could assist with project management. Mr. Swider commented that he intends to make a motion to post a job position with Colllier County to hire a full-time administrator. Mr. Swider emphasized that Mr. Dorrill has brought value to the PBSD. Mr. Streckenbein suggested that we need to discuss this issue as a full board. He suggested that we need to examine how our organization would look with our open positions filled. Mr. Fogg suggested that DMG's contracted ten hours/week is not meeting our needs. He commented that this issue would be a worthwhile conversation for the full board to have. Dr. Chicurel commented against changing the business model. He highlighted the recent changes in the structure of the PBSD staff,including our Sr.Field Supervisor who is now managing our landscaping operations, and our Operations Manager who is now administrating. Mr. Fabregas suggested that we need more discussion on this issue. He noted that in light of our plans to complete large projects through long-term financing, we will need additional oversight. He suggested that we need either a full-time administrator or additional weekly hours from Mr. Dorrill. Mr. Dorrill commented that he believes the current management model meets the needs of the PBSD. He is not optimistic that the County would be in favor of creating a new County department. He noted that he is unaware of any performance issues relating to his contract. Mr. Swider responded that Mr. Dorrill's contract can be terminated without cause. REVIEW OF COMMITTEE RESPONSIBILITIES Mr. Dorrill and Mr. Streckenbein confirmed that the responsibilities of this committee include (1) budget, (2) review of financial statements, and (3) long-term financing. 2 Pelican Bay Services Division Budget Committee Meeting February 25,2020 ADMINISTRATOR'S UPDATE HIRE RECOMMENDATION: ASSOCIATE PROJECT MANAGER Mr. Streckenbein commented that Mr. Dorrill's recommendation to hire an Associate Project Manager was included in the agenda packet. Mr. Swider and Mr. Streckenbein suggested that at the March PBSD Board meeting, a discussion is held on whether there is a need for a full- time administrator, to be followed by a discussion of hiring an Associate Project Manager. Dr. Chicurel motioned, Mr. Streckenbein seconded (to recommend to the full board) to approve the recommendation from our Administrator that we hire an Associate Project Manager. The motion carried unanimously. Mr. Dorrill commented that he will include this as an item on the agenda of the March PBSD Board meeting. Mr. Swider commented that at the March board meeting he will recommend that we go to the County to request hiring a full-time Administrator. Mr. Dorrill commented that he would not be interested in a full-time position, as he has a company that manages a number of master planned communities. Mr. Fogg suggested that Mr. Dorrill discuss the pros and cons of the existing PBSD management structure at the board meeting. RESPONSIBILITY FOR PREPARING THE PBSD FY2021 BUDGET Mr. Dorrill commented that Mr. Coleman is responsible for preparing the PBSD FY2021 budget and will be assisted by the Operations Analyst for data entry. Ms. Jacob will provide all budget requirements for capital projects. Answers to any macro questions will be provided by Mr. Dorrill. SIZING & CASH FLOW ANALYSES OF OUR 3 MAJOR PROJECTS Mr. Fogg commented that if we intend to borrow money next year, then a cash flow statement will be required. Mr. Dorrill commented that the board has not decided how much of our existing cash can be used for our capital projects. It is also unknown when the replacement Operations Facility project will begin (the County's Public Utility Dept. will be managing this project). He also noted that the County's Finance Committee will be responsible to obtain our financing. Mr. Dorrill reported that our estimated free cash at the end of FY2020 is $1.6 million. Mr. Dorrill commented that there is no definite information on an expanded beach renourishment program from the County. Mr. Streckenbein confirmed that there are no plans for such a program in FY2021. He is comfortable with our existing level of beach renourishment reserves, and current policy of adding $200,000 to this reserve annually. Ms. McLaughlin also recommended that we continue with our existing policy. UPDATE ON COUNTY ATTORNEY'S OPINION ON FUND 778 Mr. Fogg commented that Fund 778 will have a balance of approximately $1.9 million at the end of FY2020. He suggested that we could use these funds to fund our other capital projects, and continue the current level of taxation, which brings in approximately $200,000 per year. In 15 years, the fund would have $3 million, which should be adequate for any streetlight pole replacement project at that time. Mr. Dorrill commented that based on the engineer's report completed a few years ago, a streetlight pole replacement project is not anticipated to be required 3 Pelican Bay Services Division Budget Committee Meeting February 25,2020 any sooner than 15 years. Mr. Dorrill commented that per the County Attorney's Office, in order to use Fund 778 for other uses, the Board of County Commissioners would have to approve an amendment to our ordinance, which would include identifying the additional purposes that these funds would be used for. Mr. Dorrill commented that he is in favor of broadening the eligibility of the uses of Fund 778 to any other capital improvement. At the suggestion of Mr. Swider, Mr. Dorrill will provide the wording of a motion (sometime next week) that would be appropriate to be brought to the board to amend our ordinance to increase the uses of Fund 778. UPDATE ON COUNTY FY2021 BUDGET POLICY Mr. Dorrill commented that the final County FY2021 budget policy will be approved by the BCC in March. DISCUSSION ON PBSD RESERVES Mr. Fogg suggested combining our "reserve for contingencies" and "reserve for disaster relief,"and including$1 million for this combined reserve in the FY2021 budget. Ms. Jacob noted that the PBSD spent approximately$800,000 on Hurricane Irma expenses. Mr.Dorrill commented that he is comfortable with$1 million for this combined reserve. He also agreed with a suggestion by Mr. Fogg to separate out the $500,000 received from the County (each year for 10 years), described as a sinking fund reserve, into $100,000 for pipe repair and $400,000 for sidewalk replacement. DISCUSSION ON OUR SIDEWALK PROJECT Mr. Dorrill commented that we will need 1/3 of the estimated cost of the sidewalk project, or approximately $2 million available in FY2021, during which it is estimated that 1/3 of the project will be completed. Mr. Streckenbein commented that the PBF seems to favor our completing the sidewalk project as soon as possible, with no "breaks" in construction during season. DISCUSSION ON THE OPERATIONS BUILDING REPLACEMENT PROJECT Mr.Dorrill commented that his best guess for a start date for actual"shovels in the ground" for the Operations Building replacement project is April 1, 2021. Ms. Jacob commented that the estimated cost for this project is$4 million. Mr.Dorrill will firm up an estimate on the total project cost and total cash on hand required for this project in FY2021. DISCUSSION ON LAKE BANK REPAIR PROJECTS Ms. McLaughlin commented that the current estimate for lake bank repairs for Oakmont Lake is $1.9 million; the Water Management Committee is waiting to review lake bank repair options for this lake from our engineer. She recommended that we not complete any additional lake bank projects on other PB lakes in FY2021. Mr. Dorrill commented that five lakes have critically eroded lake banks. Mr. Swider suggested that Mr. Coleman provides a recommendation/plan on how to move forward with lake bank remediation of these five lakes. DISCUSSION ON THE AMOUNT AND TYPE OF LONG-TERM FINANCING Mr. Fogg commented that he has a sense that a$13 million line of credit would cover our four major projects. Mr. Dorrill commented that there has been some discussion that our initial 4 Pelican Bay Services Division Budget Committee Meeting February 25, 2020 line of credit could later be converted into a 30-year bond. Mr. Swider suggested that a 3-year cash flow statement would be required to obtain our financing. Mr. Dorrill commented that staff will work to develop a capital cash flow analysis for the next 24-36 months. PRELIMINARY BUDGET FOR FY2021 A preliminary proposed FY2021 budget for our four funds was included in the agenda packet. Mr. Dorrill noted that this budget includes 3% cost of living adjustments. Mr. Coleman commented that the highlighted areas represent significant changes from FY2020. He also commented that preliminary budget work indicates that the level of the FY2021 assessment will be about the same as FY2020. AUDIENCE COMMENTS None TENTATIVE DATE FOR NEXT COMMITTEE MEETING The committee agreed to tentatively schedule the next Budget Committee for 9:00 on Tuesday, Mar. 24. ADJOURNMENT jeting was adjourned at 11:20 a.m. I Michael Fogg, Chairman (as of May 2020) Minutes approved [ ] as presented OR [ ] as amended ON [ ] date 5 Agenda item#6 Page 1 of 1 Role Of Budget Committee Make recommendations to the PBSD Board about financial implications and options for achieving PBSD goals and objectives. Develop and propose to the Board long term financial plans for operations, capital projects, financing and assessment management. Develop and propose to the Board an annual budget Periodic review of financial statements and major items of expenditure and report to the Board on progress against the annual budget and where appropriate recommend mid-course changes in PBSD activities or budget amendments. Make periodic recommendations to the Board to approve large projects in excess of $? Quarterly review of expenditures in excess of $? { PELICAN BAY BALANCE SHEET September 30,2020 (UNAUDITED) Pelican Bay Landscape, Street Safety,Lake& Clam Bay Capital Ilia Operating Fund Lighting Beach Projects Projects 109 778 322 320 TOTAL ASSETS Cash and investments 2,996,910.38 2,110,543.74 3,652,874.69 213,194.20 8,973,523.01 Interest receivable - - - - - Trade receivable,net - - - - Due from other governments - - 136,252.77 - 136,252.77 Total assets 2,996,910.38 2,110,543.74 3,789,127.46 213,194.20 9,109,775.78 LIABILITIES AND FUND BALANCE Liabilities: Accounts payable 108,604.57 4,159.50 216,873.84 2,379.14 332,017.05 Wages payable - - - -Total liabilities 108,604.57 4,159.50 216,873.84 2,379.14 332,017.05 Fund balances: Fund balance 2,888,305.81 2,106,384.24 3,572,253.62 210,815.06 8,777,758.73 Total liabilities and fund balances 2,996,910.38 2,110,543.74 3,789,127.46 213,194.20 9,109,775.78 Fund Balance at the end of the period 2,888,305.81 2,106,384.24 3,572,253.62 210,815.06 8,777,758.73 Unspent balance of projects: Small projects under$200K - - 437,412.05 - 437,412.05 50066-PBSD Landscape Improvement - - 377,677.21 - 377,677.21 50126-Beach Renourishment - - 563,883.89 - 563,883.89 50143-PBSD Field Operation Center Improvements - - 298,194.56 - 298,194.56 50154-Hurricane Irma - - 620,860.44 - 620,860.44 51026-PBSD Lake Bank Restoration - - 182,741.95 - 182,741.95 51100-Clam Bay Restoration - - - 181,539.52 181,539.52 Total unspent balance of major projects - - 2,480,770.10 181,539.52 2,662,309.62 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 2,980,770.10 181,539.52 6,224,409.62 Projected excess(deficit)fund balance 1,601,005.81 331,584.24 591,483.52 29,275.54 2,553,349.11 Agenda item#9 Page 1 of 2 Ongoing Budget Issues 1. Overall 20/21 in balance due to $1 m operating carry forward balance which reduced operating assessment and allowed us to increase capital assessment by approx. same amount. Need to rebalance in 21/22. 2. Options Reduce operating expenses Reduce capital spending Finance capital spending 3. Operating expense reduction opportunities: Large increases this year - cash flow reserve 473k - capital 300k Berm and Swale maintenance 200k Engineering 100k 19/20 excess c/fwd 500k We have substantial reserves Contingency 134K Catastrophe 681 K Cash Flow 513K 4. Reduce capital spending/reserves increases: Lake bank restoration 950K Beach renourishment 515K CIP 150K Tree Planting 150K Street lighting + 250K 1 Agenda item#9 Page 2 of 2 5. Finance capital spending: Sidewalks loan costs ($5M) 0-100K net* Lake bank rest. Loan costs +($5M) + 450-750K* +($1 OM) + -250K* * First 7 years of loan (approx). } } Agenda item#10 Page 1 of 8 PBSD Major Capital Projects(06/20) Project Amount Funding Timeframe Comments Course Sidewalks - •.: $5.500,000 Loan/County 2021-2023 Est Loan cost over Contribution 10/15 years$1 A- of$500k p.a. $1.8m for 10 years Operstlons .:. $2,000,000 Loan/Street 2020-2021 ti2m in NC 706 Lighting fund. • rapk+caraarit Pet$odc Beath r•--$2-300,000 Annual Bi-annual $1 m reserve in not rishrnsrtt:-, • Budget 20/21 Budget • Laka Bank- $5,000,000 plus Loan/Annual 2021-2028 $950K in 20/21 .'.Rsslnratiari-••.r: Budget budget StrsaNUght $2,000,000 Reserves/ 2030-2035 $250,000 surplus faphcintsnt : Plus Lease Option per year from Ad ........._,'. • Valorem tax. i.Dra mps MOM. $Unkown Annual 2023-2030 No reserves at • .:.:.::..:.::....• ... Budget/Loan present • !each RM1Yirgj $Unknown Unknown 2025-2036 Preliminary Planning • Agenda item#10 Page 2 of 8 Financing Package - Spring 2021? $ 5.0M. - Sidewalks Phase II (Phase I in 20/21 capital buget) $ 1.0M+ - Lakes Phase II - Oakmont West ($1.0M IN 20/21 Budget for East) $ 3-4M - Lakes Phase III - 4-5 additional Lakes $9M- $10M Agenda item#10 Page 3 of 8 Financing Options Summary $5M over 10 years = $10/ERU for first 8 years, then $50/ERU for years 9 and 10. $5M over 15 years = no cost for first 10 years, then $50 for years, then $50 per ERU for years 11-15 $10M over 10 years = $100/ERU $10M Over 15 years = $60/ERU for first 9 years, then $100/ERU for years 10-15 $15M over 15 years = $125/ERU for 15 years. Notes: $5M only covers sidewalks phase 2. $1.OM in spending = $130/ERU Assumptions: 3.5% financing cost Equal annual repayments { • Agenda item#10 . 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'•::I :•1 •••• •••I : 'I 1.:::::::::•,:. :.,. • 10'11/2020 12:21 FAX 2395913080 002 AV vs ERU Can raise revenue either way - AV is hidden 90% of revenue comes from ERU assessment Residential pays 93% of AV vs 81 % of ERU change would increase. residential burden Non-Profit would gain most - no AV but would benefit from reduced ERU Pro's Fairness - lower value properties may benefit May be easier to raise long term finance Cons Increase in residential assessment - politically difficult AV property values vary - ERU stable Existing system in place for 25years+ Hornets nest - funding not well understood - change likely not popular - community input - unhealthy discourse 1011/2020 12:21 FAX 23959130880 2003 ERU Methodology Current methodology is 5.75 ERU's per acre for commercial and 1.00 ERU for each residence and 1 .00 ERU per acre for unimproved land - exceptions. 5.75 - origins unknown - arbitrary? 1 .00 - origins unknown - arbitrary? Unimproved land - mainly golf course -1 ERU per acre - as per homeowner? Golf course assessed on 240 acres (50 are lakes - 26 are natural areas) - extensive PBSD easements over fairways adjacent to lakes. Fairways act as flood plain during large rain events Integral part of PB ecosystem - lakes, flood plain, natural area - offset to high PB building density - Audubon certified. PBF recognition = no assessment New methodology for allocating ERU's would require better understanding of original methodology and development of new methodology - otherwise arbitrary - difficult and contentious project with unknown outcome - allocations to individual stakeholders could go up or down, e.g. many community developments do not assess golf courses. .`Yi4 ce s .- i ` . 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C a) o S N O0 / i J ai co C .� c o t c � - / ` / ' c 3 -o ai to .o ai • 4f 1' i / i d chi .-o a) C L ►. / i a) 0 V n ° - • .4i / w Yn HI o N a a�., m .El 0. i Q C ., ' C a! n U 0 N U C a) 'O ua) , C).c a) y o O .c X ` c a) d •- C U U (Q W R u) a�i '` o C CI ai c o '1 H o i ♦I.+ a) C i "0 - } 1„-J, o fn O c N C 4/14' ... d , a , V a} O Y C c, A S. 1 u ai O) 1• uN Ou' C OC CI , 4 t O ) 1 1 Y T U flu O c°) m mc ex 2; U L a) C6 o C �+ �,t j e= / ' m °) _ O U , •1. + a) C O In y m n •a t t o " //1/I o cam' Wr� o Z3 .� �_ � ,a,', a) o V♦ 'E 'a) #1'{. ^ C ' C t• \ 61 O • U U T C1 L a3 2 W oe z =v � . A. v '— gal.,i, r i N m M F- E n CC r N C"M d' a Estimated Project Budget for Surveying,Engineering, Design, Permitting and Construction Services Pelican Bay Services Division Stormwater Management Services for Lake 4-1 1. Existing Conditions Survey $ 15,000 T/M 2. Design and Construction Plans $ 32,500 T/M 3. Oakmont Pathway and Walls Redesign $ 14,000 T/M 4. Design and Opinion of Cost of Replacing Corrugated Metal Pipes $ 12,500 T/M 5. South Florida Water Management District Permitting $ 8,500 T/M 6. Collier County SDP Insubstantial Change $ 6,500 T/M 7. Bid Documents, OPC and Construction Specs $ 5,000 T/M 8. Construction Services $ 12,000 T/M 9. Survey As-Built $ 6,500 T/M 10. Certifications and Record Drawings $ 5,000 T/M Total Estimated Budget $117,500 T/M K:\2020\20-0139 Stormwater Management Services for Lake 4-1\Correspondences\Proposal\Scope 10.12.20.docx