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PBSD MSTBU Minutes 03/09/2021PELICAN BAY SERVICES DIVISION BOARD REGULAR SESSION MARCI3 9, 2021 The Pelican Bay Services Division Board met on Tuesday, March 9, 2021, at 1:00 P.M. at the Community Center at Pelican Bay, 8960 Hammock Oak Drive, Naples, Florida 34108. In attendance were: Pelican Bay Services Division Board Michael Fogg, Chairman Joe Chicurel, Vice -Chairman Tom Cravens (absent) Jacob Damouni Nick Fabregas Pelican Bay Services Division Staff Neil Dorrill, Administrator Chad Coleman, Operations Manager Darren Duprey, Assoc. Project Manager Peter Griffith Denise McLaughlin Susan O'Brien Scott Streckenbein Rick Swider (absent) Michael Weir Karin Hermann, Operations Analyst Lisa Jacob, Project Manager Barbara Shea, Administrative Assistant Also Present John Gandolfo, Pelican Bay Foundation Mark English, PB Property Owners Assoc. Jim Hoppensteadt, Pelican Bay Foundation APPROVED AGENDA (AS PRESENTED) 1. Pledge of Allegiance 2. Roll Call 3. Agenda approval 4. Approval of 2/10/21 Regular Session meeting minutes 5. Audience comments Administrator's report a. S"AA r 0t office space update b. Projects summary c. February financial report Committee reports a. Clam Bay Beach Renourislunent b. Landscape &Safety i. Sidewalk project update c. Water Management d. Ad Hoc Strategic Planning *Update on maintenance site project e. Budget i. Fund 322 five-year project projections Chairman's Report a. Joint PBSD/PBF meeting April 6 at 9:00 Pelican Bay Services Division Board Regular Session March 9, 2021 b. Thursday April 15 and May 13 at 1:00 board meetings c. Orientation of new board members 9. Old business 10. New business/Miscellaneous Correspondence 11. Adjournment ROLL CALL Mr. Cravens and Mr. Swider were absent and a quorum was established. Mr. Streckenbein joined the meeting at 1:35 p.m. Ms. McLaughlin motioned, Mr. Weir seconded to approve the agenda as presented. The motion carried unanimously. Mr. Griffith motioned, Ms. McLaughlin seconded to approve the 02/10/2021 regular session meeting minutes as presented. The motion carried unanimously. AUDIENCE COMMENTS None ADMINISTRATOR'S REPORT SUNTRUST OFFICE SPACE UPDATE Mr. Dorrill reported that the seven-year lease agreement for the first floor SunTrust office space is scheduled to be reviewed and approved by the Board of County Commissioners (BCC) at its March 23 meeting. The County's Real Property Division negotiated an "early out" provision after three years which has been included in the lease agreement. The Pelican Bay Foundation has approved the sub -lease agreement, which provides for the PBF to pay 45% of the rental expense. PROJECTS SUMMARY Mr. Dorrill reported that our Sidewalk Phase 1 project is out on the street; bids are due back on March 16. A bid tab summary will be available shortly thereafter. Six contractors participated in a pre -bid conference held by the County Procurement Dept. Mr. Dorrill commented that at the April PBSD Board meeting, the bid tab summary and the CEI services (construction engineering inspection services) contract will be reviewed with the board. Ms. O'Brien asked how the estimate for CEI services for phases 1 and 2 increased from $550,000 last month (per the 2/4/2021 project report included in the February board packet) to approximately $1.3 million currently (per the 3/5/2021 project report included in this month's board packet). Mr. Fogg said that he contacted Mr. Dorrill on March 5 after he saw the numbers in the project report and Mr. Dorrill then contacted some County staff members about the CEI contract. Mr. Dorrill responded that negotiations for CEI services by staff is on -going and have now been negotiated down to approximately $750,000. CEI services are required by the County for projects greater than $4 million. Mr. Dorrill commented that the cost for CEI services for County projects averages between 10% and 42% of the total project cost. 2 Pelican Bay Services Division Board Regular Session March 9, 2021 Mr. Dorrill commented that the final engineering plans for our Oakmont Lake 4-1 restoration project have been completed and will be discussed at the next Water Management Committee meeting in two weeks. FEBRUARY FINANCIAL STATEMENTS Mr. Dorrill reviewed the February financial statements and highlighted several items including a current PBSD cash balance of approximately $13.5 million. COMMITTEE REPORTS CLAM BAY COMMITTEE Ms. O'Brien provided her March 2021 Clam Bay update in the agenda packet. She commented that the 2020 Water Quality Report and the 2020 Physical and Tidal Monitoring Report are expected before March 30. As a result of changes in the Community Center vaccination schedule, we are now working on rescheduling the March Clam Bay Committee meeting time. Ms. O'Brien reported that the County Coastal Zone Management Dept. is working on boater signage and she requested that staff closely monitor their progress so that we are assured that Pelican Bay receives all of the signage that we are eligible for. Ms. O'Brien reported that the County's beach renourishment draft report of beach width measurements is available. The report indicates that several areas of PB beach measurements are less than the 100-foot guideline. She noted that the CZM Advisory Committee will meet this week to determine whether Vanderbilt Beach will be renourished, and if so, we would have the option to participate in the project. Ms. O'Brien commented that the Clam Bay Committee members will discuss this issue, including malting a recommendation on what exact areas should be renourished, at the next committee meeting. Mr. Fogg commented that at the PBSD/PBF joint meeting, we will discuss the U.S. Army Corps of Engineers (USACE) Coastal Storm Risk Management Feasibility Study and strategize how to move forward. Mr. Jim Hoppensteadt, PBF President, commented that he and Mr. Dorrill have had and will continue to have discussions with County senior management on this issue. LANDSCAPE &SAFETY COMMITTEE Dr. Chicurel commented that he will schedule a Landscape &Safety Committee before the next board meeting. He provided the following updates. 1. Sidewalk project: Construction bids for Phase 1 close out on March 16. The CEI contract continues to be negotiated. Phase 2 plans are 90% complete; the arborist needs to conduct his on -site evaluations. Future steps in the Phase 1 timeline include (1) the close-out of construction bids on March 16, (2) ABB review of the bids and qualifications of the contractors, (3) ABB recommendation of a selection (lowest bidder), (4) executive summary approval by the BCC in May, and (5) contractor staging and commencement of work, after BCC approval. Repairs to our existing asphalt sidewalks on Crayton, Laurel Oak, Myra Janco and Ridgewood will be completed by the end of the month. 2. Flashing light at the San Marino Crosswalk: The County is working on a formal written report. 3. Intersection of PB Blvd./The Crescent/Hammock Oak Dr.: The County is working on a formal written report. 4. No left turn onto US 41 from Gulf Park Dr: The Landscape & Safety Committee will discuss this at a future meeting and mate a recommendation to the full board as to how and/or whether 3 Pelican Bay Services Division Board Regular Session March 9, 2021 to proceed with efforts to gain approval to an extension of the US 41 median so that it would make it nearly impossible for vehicles to turn left onto US 41. Sign Project: Contractors will begin work on new signs and sign sleeve replacements late April/early May. Paver repairs: This maintenance project has been completed. All crosswalks will be monitored for any needed remediation of the completed work. RESIDENT NOISE ABATEMENT CONCERN Mr. Fogg commented on a letter received by Mr. Jim Hoppensteadt, PBF President, from new property owners concerning noise from US 41. Dr. Chicurel commented that based on a site visit with staff, staff will add landscaping to one area where the County recently removed invasive plants. Observations of the resident's property line behind the US 41 berm showed no direct "open" views of US 41. Mr. Hoppensteadt will provide a response to the property owners. WATER MANAGEMENT COMMITTEE Ms. McLaughlin reported that the Water Management Committee did not meet during February, but is scheduled to meet on March 29 at 1:00. The major topics to be discussed are (1) the Oakmont Lake restoration project, (2) the possible PBSD takeover of the two lakes currently managed by Waterside Shops, and (3) the prioritization of the remainder of our lake bank restoration projects. Mr. Hoppensteadt commented that PBF staff has begun working with PBSD staff and Agnoli Barber engineers on the Oakmont Lake project. AD HOC STRATEGIC PLANNING COMMITTEE Mr. Fogg provided a brief update on the PBSD Operations Building project. Highlights of his discussion included the following. • The site plan was approved by the PBF Board last month. • The County plans to construct a building for the storage of up to 30 portable generators and Public Utilities staff. • Flood plain code requires buildings to be two feet above the current grade level which requires the access road, work areas, and surrounding parking areas to be raised accordingly. • County code requires that a water management system be included in the project to provide an adequate drainage system on the site. • Staff will work out of temporary trailers during construction, resulting in additional cost savings. • The latest cost estimate for the construction of the building is $2 million. This estimate has increased from the original estimate of $1.5 million as a result of (1) unexpected required site upgrades, and (2) a general increase in building costs. The additional cost can be covered either through PBSD reserves or through our available long-term financing mechanism. • The committee is recommending concrete block construction. • The committee reviewed two office space floor plan options. After discussion, the committee has recommended Option "A" which provides more flexibility and ease of use. Mr. Dorrill commented on the Option "A" office space floor plan and other aspects of the site plan. Highlights included the following. • This office space floor plan includes six workstations (in cubicles without floor to ceiling walls) for four spray technicians, one mechanic, and one crew leader. The floor plan includes 4 Pelican Bay Services Division Board Regular Session March 9, 2021 offices for field supervisors. This plan is per County standards for employee office space based on job titles. • The multi -purpose breakroom can also be used as a training room or bunk room during hurricane recovery periods. • A female locker room and restroom has been included in the plan, per code. • The landscape buffer along the property lines of the site will stay. • The County (owner of the site) should pay for the removal of Brazilian Pepper (exotic species) on the site. • The project's architect, staff, and the committee have recommended floor plan Option "A," which is 10% smaller than the original drafted plan. Ms. O'Brien commented that the project estimate is now $3.4 million. She noted that Option "A" is a 50% increase in square footage from our existing operations building office space and that Option "B" would provide adequate space. Mr. Fogg noted that the square footage in Option "B" is 500 square feet less than Option "A." Mr. Coleman noted that the existing building has office space of 2,988 square feet. Mr. Fabregas commented that the PBF asked us to come up with a site plan that allows for future growth. Ms. O'Brien commented that the FTE of field workers has increased 54% in the last six years so she does not see large increases in our staff in the future. Mr. Weir motioned, Mr. Strecicenbein seconded to approve the operations building floor plan Option "A". The motion carried 84, with Ms. O'Brien dissenting. Mr. Fogg reported that the Budget Committee will work on a five-year projection worksheet for Fund 322 projects at the next committee meeting. He commented that he does not feel it is necessary to develop five-year projections for our other funds. Ms. O'Brien commented that our FY2021 budget for Fund 109 included $2.4 million in carryforward revenue, and therefore this year's assessment is artificially low. She suggested that we do need to look at Fund 109 and Fund 778 projections. Mr. Fogg commented that our five-year projections must identify the timing of financing needs, along with the corresponding debt service. He noted that based on recent County discussions, we can draw down financing in traunches as we need it. y : RI_Nl'J/:]►`►fisYl'7 �► tZQ I711 JOINT PBSD/PBP' MEETING ON APRIL 6 Mr. Fogg reported that the joint PBSD/PBF meeting will be held on April 6 at 9 a.m. in the Naples Grande Hotel, The PBF has offered their own staff to provide audio visual services at the meeting. A draft agenda for the meeting was distributed to board members and added to the record. SCHEDULED APRJL AND MAY PBSD BOARD MEETINGS Mr. Fogg reported that the dates for our April and May board meetings have been re -scheduled as a result of Connnunity Center meeting rooms being used for vaccination purposes. The monthly board meetings will be held on April 12 and May 10 from 1:00 — 4:00. Pelican Bay Services Division Board Regular Session March 9, 2021 PBSD BOARD ELECTION RESULTS Mr. Fogg commented that the PBSD Board election results will be released to the public tomorrow (March 10). He thanked Mr. Streckenbein and Mr. Cravens for their service on the board. Mr. Streckenbein thanked Mr. Dorrill and staff for their hard work and stated that it has been a privilege to serve on the board. ORIENTATION OF NEW BOARD MEMBERS Mr. Dorrill commented that he will plan an orientation for new board members for some time in late April/early May. Ms. O'Brien suggested that board members provide suggestions on documents to be provided to new board members. NEW BUSINESS/MISCELLANEOUS CORRESPONDENCE Mr. Dorrill provided a "good news item" on staff member Karin Herrmann's son whose soccer team won the state championship at Gulf Coast High School; his high school soccer team was ranked #3 in the country. Mr. Fogg commented that there was no miscellaneous correspondence included in the agenda packet. He noted that board members may provide comments on any topics under this section, to be included in board agenda packets. The meeting was adjourned at 2:32 Minutes approved J OR L� as amended ON � � �� �D�� date