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PBSD MSTBU Minutes 04/12/2021PELICAN BAY SERVICES DIVISION BOARD REGULAR SESSION APRIL 12, 2021 The Pelican Bay Services Division Board met on Monday, April 12, 2021, at 9:00 a.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 Jack Cullen Nick Fabregas Susan Hamilton Pelican Bay Services Division Staff Neil Dorrill, Administrator Chad Coleman, Operations Manager Darren Duprey, Assoc. Project Mgr. (absent) Also Present Jane Brown, Pelican Bay Foundation Larry Baumann, Pelican Bay Foundation Jim Carr, Agnoli, Barber & Brundage Dave Mangan Denise McLaughlin Susan O'Brien Michael Rodburg Rick Swider Michael Weir Karin Herrmann, Operations Analyst (absent) Lisa Jacob, Project Manager (absent) Barbara Shea, Administrative Assistant Mark English, PB Property Owners Assoc. John Gandolfo, Pelican Bay Foundation Melanie Miller, Pelican Bay Foundation Trent Waterhouse, Pelican Bay Foundation APPROVED AGENDA (AS PRESENTED) 1. Pledge of Allegiance 2. Roll Call 3. Agenda approval 4. Approval of 3/09/21 Regular Session meeting minutes 5. Audience comments 6. *Election of new chair and vice chair 7. Administrator's report a. Projects summary b. March financial report 8. Committee reports a. Clam Bay i. Beach Renourishment b. Landscape & Safety i. *Sidewalk project update C. Water Management i. Communication plan d. Budget 1 Pelican Bay Services Division Board Regular Session April 12, 2021 i. *Proposed FY 2021/2022 budget 9. Chairman's Report a. April 15 at 1:00 New Board Member Orientation b. May 13 at 1:00 Board meeting 10. Old business 11. New business/Miscellaneous Correspondence 12. Adjournment ROLL CALL All members were present and a quorum was established. WELCOMING OF NEW BOARD MEMBERS Mr. Fogg welcomed our four new PBSD Board members. He thanked the out -going board members, Mr. Cravens, Mr. Damouni, Mr. Griffith, and Mr. Streckenbein, for their service. IMs. McLaughlin motioned, Mr. Fabregas seconded to approve the agenda as I presented. The motion carried unanimously. Ms. O'Brien motioned, Ms. McLaughlin seconded to approve the 03/09/2021 reeular session meetin! minutes as presented. The motion carried unanimously. AUDIENCE COMMENTS Mr, Mark English commented on (1) the possibility that lake bank restoration is not the responsibility of the PBSD, and that it is the responsibility of the property owners, (2) consideration to permanently repair only the imminent lake bank issues of Oakmont Lake as a fourth option to address lake bank erosion, and (3) the maintenance responsibility of the Waterside Shops lakes should not be taken over by the PBSD. Dr. Ted Raia commented on the original 1974 permits for the PB water management system, and suggested that those retention ponds which were not part of the original permits should continue to be maintained by the respective community associations. OF Mr. Weir motioned, Ms. McLaughlin seconded to nominate Mr. Fogg to serve as Chair of the PBSD Board. The motion carried unanimously. Ms. McLaughlin motioned, Mr. Weir seconded to nominate Dr. Chicurel to serve as Vice Chair of the PBSD Board. The motion carried unammousl . ADMINISTRATOR'SREPQRT PROJECTS SUMMARY Pelican Bay Services Division Board Regular Session April 12, 2021 Mr. Dorrill commented on the Apr. 12 projects summary, included in the agenda packet, as follows. • PB beaches will be included in the County's Fall beach renourishment project. • Bids were opened for our Phase 1 sidewalk replacement project on March 16, and the contract will be awarded to Coastal Concrete Products, the lowest responsive bidder. • A recommendation will be made to award a contract for Construction Engineering Inspection (CEI) Services to Johnson Engineering Inc. • Our PBSD New Maintenance Facilities project continues to progress on schedule. The cost estimate for the preliminary site work is $1.2 million. The design plans will be shared with the board when they are 90% complete. The landscaping plans (for which Davidson Engineering is responsible) are expected to be completed within two or three months and when available, will be shared with the L&S Committee and the PBF. The removal of the Brazilian pepper on the site will be a condition of the building permit, which is the responsibility of Collier County, the property owner. • Options and related cost estimates for the lake bank restoration of Oakmont Lake were shared with the Water Management Committee. As the exclusive holder of a lake maintenance easement for Oakmont Lake (Lake 4-1) and the holder of the master drainage permit, the PBSD is clearly responsible for the Lake 4-1 shoreline restoration. MARCH FINANCIAL STATEMENTS Mr. Dorrill reviewed the March mid -year financial statements and highlighted several items including a current PBSD cash balance of just over $13 million. Ms. McLaughlin motioned, Dr. Chicurel seconded to accept the March financial statements. The motion carried unanimously. CLAM BAY COMMITTEE Ms. O'Brien provided her Apri12021 Clam Bay update in the agenda packet. She highlighted the following. • Scaevola is a type 1 exotic, and the removal of this exotic species is part of the PBSD's commitment to protect Clam Bay. • Clam Pass is in good condition. • Water quality results are encouraging. • PBSD staff assistance in monitoring when the deliverable of the engineer's County truck haul beach renourishment program (Fall 2021) is available will be very helpful, so that the PBSD Board can make a recommendation to the BCC on the amount and location of the sand that the PBSD will finance (based on input from stakeholders and consultant recommendations), in a timely manner. • On April 9, a meeting was held to discuss the U.S. Army Corps of Engineers (USACE) Coastal Storm Risk Management Feasibility Study. Attendees included PBSD representatives, PBF representatives, PB Association representatives, County staff, and USACE representatives. A major takeaway from the meeting is that the County will produce some of the information that resulted in Area 2 (Pelican Bay) being excluded from the study an d not included in the design. Pelican Bay Services Division Board Regular Session April 12, 2021 LANDSCAPE & SAFETY COMMITTEE Dr. Chicurel commented that the Landscape & Safety Committee met on March 24, 2021 at the Club Pelican Bay. The following items were discussed and acted upon. 1. Sidewalk project Phase 1: Coastal Concrete Products was the lowest bid. A construction contract has been negotiated and will be voted upon by the BCC at their May 11 meeting. The length of the contract was set at six months. Mr. Dorrill commented that when the final contract becomes available, he will provide it to the board. Dr. Chicurel motioned, Mr. Fabregas seconded that the PBSD Board recommends to the Board of County Commissioners that bid 214869 be awarded to Coastal Concrete Products LLC, the lowest and most responsive bidder in the amount of $649,263.75. Mr. Fogg motioned to amend the motion, Dr. Chicurel seconded, to add that this is subject to calling a special meeting for any issues which come out of a review of the contract. The motion carried unanimously. Mr. Dorrill commented that the CEI contract is a reduction of 55%from the original proposal from Johnson Engineering Inc. He noted that the County Procurement Dept, wrote one RFP (Request for Professional Services) to include both phases of the sidewalk project. Mr. Dorrill will provide the contract to the board when it becomes available. Dr. Chicurel motioned, Mr. Fabregas seconded that the PBSD Board proceed with the Construction Engineering Inspection (CEI) Services agreement in the amount of $120,623 for Phase 1, $620,688 for Phase 2 and a total amount of $741,311 as outlined in the CEI Sidewalk Services schedule in today's agenda packet. Mr. Fogg motioned to amend the motion, Dr. Chicurel seconded, to add that this is subject to calling a special meeting for any issues which come out of a review of the contract. The motion carried unanimously. 2. Sidewalk project Phase 2: Plans are complete and ABB expects the permitting and ROE's to take about three months. Staff will communicate with residents and associations by PBF e- blast and direct letters. 3. Mr. Weir had brought up the Crayton Rd. issue of cars driving over the grassy hill at the dead end of Crayton onto Seagate Drive. The County owns the right-of-way on this land and has placed "delineators" to prevent vehicles from driving over this area. WATER MANAGEMENT COMMITTEE Ms. McLaughlin reported that the Water Management Committee had a March meeting and reviewed the three lake bank restoration options for Oakmont Lake, presented by our Agnoli, Barber & Brundage (ABB) engineers. ABB's recommendation is to install GeoWeb on the pathway (east) side of the lake and rip rap on the west side. Our ABB engineer, Mr. Jim Carr, discussed the advantages of this option. Ms. McLaughlin noted that the committee has not received much community input so far, and is scheduling another meeting in May to obtain resident input. She commented that rip rap is not popular because it is not aesthetically pleasing, and suggested that the 4 Pelican Bay Services Division Board Regular Session April 12, 2021 committee will have to review/rethink the recommended option. GeoWeb on both sides of the lake and regrading on the west side are viable options. Ms. McLaughlin commented that she will provide a copy of our lake maintenance easement to the PB Post, which clearly indicates that the PBSD is responsible for lake bank restoration of those lakes for which we have easements. She also noted that none of the lake bank restoration options provide a "permanent fix." Ms. O'Brien commented that the Bonita Bay Community made a decision to use four -inch GeoWeb, instead of six-inch GeoWeb. They found that using four -inch GeoWeb has the same life expectancy as six-inch GeoWeb while being more cost effective. Mr. Donill commented on the use of GeoTube, a less expensive alternative, which has been installed on lake banks in the Pelican Marsh Community. He noted that Ms. McLaughlin and staff visited Pelican Marsh last week to study the finished GeoTube product. Ms. McLaughlin commented that alternatives continue to be researched and reviewed. BUDGET COMMITTEE Mr. Fogg reported that the Budget Committee is proposing a 5% increase in the assessment this year. He noted that the PBSD Board decided not to raise the assessment last year as a result of the uncertainty in the economy sternining from the effects of the Covid-19 pandemic. The board's preference is to spread the cost of our planned capital projects over as long a period of time as possible, as these capital assets will have a life expectancy of 20-30 years. Mr. Fogg provided a review of our proposed FY2022 budget for each of our funds. He noted that the County is estimating a 2% increase in ad valorem revenue for FY2022. He expects we will need $3-4 million in financing for the funding of our capital projects in FY2022. Mr. Coleman reported that our preliminary budget submission is due into the County OMB Office by May 6, and that changes can be made up until June 24/25, the dates set for the BCC budget workshops. Ms. O'Brien suggested that the board needs adequate time to review the proposed budget information presented. She suggested that the board should be provided with the FY2022 budget in the same format that it is being presented to the County. Mr. Dorrill commented that the board will be provided with the preliminary budget submitted to the County prior to the May board meeting. Mr. Fogg commented that he will schedule another Budget Committee meeting prior to the May board meeting. Ms. O'Brien suggested that the FY2022 Clam Bay Fund 320 budget needs to be tweaked. She suggested that staff needs to re -look at (1) the $8,000 carryforward, and (2) the uses of the $150,000 provided to us from the County for Clam Bay in Fund 111. Mr. Fogg suggested that Ms. O'Brien works with Mr. Coleman to come to an agreement on the Fund 320 budget. Ms. O'Brien questioned the reasoning for our $2 million reserves in our FY2022 budget. Mr. Doff ill commented that the County mandates a majority of our reserves. We may have some flexibility in the amount of our reserve for capital. Mr. Fogg commented that he recommends that the assessment is raised 5% per annum over the next ten years, to cover the cost of our capital projects and debt service for the related long-term financing incurred. G Pelican Bay Services Division Board Regular Session April 12, 2021 Mr. Fogg motioned, Mr. Weir seconded to approve a proposed $799/ERU preliminary assessment for FY2022. The motion carried 10-1, with Ms. O'Brien dissenting. CHAIRMAN'S REPORT APRIL 15 AT 1:00 NEW BOARD MEMBER ORIENTATION Mr. Fogg reported that a new board member orientation will be held on April 15 at 1:00 p.m. in the Community Center. MAY 13 AT 1:00 BOARD MEETING Mr. Fogg reported that our May PBSD Board meeting is scheduled for May 13 at 1:00 p.m. in the Community Center. COMMITTEE ASSIGNMENT PREFERENCES Mr. Fogg commented that he will send out an inquiry to all board members, via the PBSD Office, asking which PBSD committees they would like to serve on. MISCELLANEOUS CORRESPONDENCE Ms. O'Brien commented on the documents provided in the agenda packet on this agenda item, including (1) a copy of our PBSD ordinance stating that we are the PBSD Board and that we advise and provide recommendations to the BCC, and (2) a copy of a 2015 letter from County Attorney Jeff Klatzkow stating that public funds cannot be spent on private property. Mr. Dorrill commented that the PBSD Advisory Board is just one of 50-55 County advisory boards/committees. Ms. O'Brien suggested that the PBSD Board is slightly different than the others. Mr. Dorrill commented that the Board of County Commissioners is the governing board and the County Manager is the Chief Executive Officer, OTHER BOARD MEMBER COMMENTS Mr. Fabregas, on behalf of the Waterside Shops, commented that he would like to withdraw his request for the PBSD to obtain easements for the lake maintenance of the two Waterside Shops lakes, and he requested that Mr. Dorrill does not continue to pursue this issue with the County Attorney's Office. �� The meeting was adjourned at 11:02 a.m. �� Minutes approved OR L_ � as amended ON � ,� c2 date