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PBSD MSTBU Minutes 05/13/2021PELICAN BAY SERVICES DIVISION BOARD REGULAR SESSION MAY 13, 2021 1'he Pelican Bay Services Division Board met on Thursday, May 13, 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 Dave Mangan Michael Fogg, Chairman Denise McLaughlin Joe Chicurel, Vice -Chairman Susan O'Brien Jack Cullen Michael Rodburg Nick Fabregas Rick Swider Susan Hamilton Michael Weir Pelican Bay Services Division Staff Karin Herrmann, Operations Analyst Neil Dorrill, Administrator Lisa Jacob, Project Manager Chad Coleman, Operations Manager William Mumm, Sr. Field Supervisor Darren Duprey, Assoc. Project Mgr. (absent) Barbara Shea, Administrative Assistant Also Present John Gandolfo, PBF Board Jane Brown, PBF Board Jim Hoppensteadt, Pelican Bay Foundation Larry Baumann, PBF Board Melanie Miller, Pelican Bay Foundation APPROVED AGENDA (AS PRESENTED) 1. Pledge of Allegiance 2. R011 Call 3. Agenda approval 4. Approval of 4/12/21 Regular Session meeting minutes 5. Approval of 4/06/21 PBSD/PBF Joint Workshop meeting minutes 6. Audience comments 7. Administrator's report a. Projects summary b. April financial report 8. Committee reports a. Clam Bay i. Beach Renourishment b. Landscape &Safety i. Sidewalk project update ii. Communication plan c. Water Management *Oakmont Lake Restoration Project Pelican Bay Services Division Board Regular Session May 13, 2021 ii. Communication plan d. Budget i. Proposed FY 2021/2022 budget ii. *Proposed Financing Recommendation 9. Chairman's Report a. Summer meeting schedule b. Future role of the ad hoc Strategic Planning Committee 10. Old business 11. New business/Miscellaneous Correspondence 12. Adjournment ROLL CALL All members were present and a quorum was established. Ms. McLaughlin motioned, Dr. Chicurel seconded to approve the agenda as presented. The motion carried unanimously. Ms. Hamilton motioned, Ms. McLaughlin seconded to approve the 04/12/2021 regular session meeting minutes as presented. The motion carried unanimously. Ms. McLaughlin motioned, Mr. rabregas seconded to approve the 04/06/2021 PBSD/PBP joint workshop meeting minutes as presented. The motion carried None ADMINISTRATOR'S REPORT PROJECTS SUMMARY Mr. Donill 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, and our portion of the project will be designed by the project's engineer CP&E. Contracts for Phase 1 construction and CEI (construction engineering and inspection) services for the entire sidewalk project were awarded by the Board of County Commissioners at their May 11 meeting. A preconstruction conference is scheduled for May 20. Information letters are being sent out to residents and associations impacted by the project. A proposal for $33,000 for the removal of Brazilian Pepper (exotic trees) on the 6200 Watergate Way parcel was received and will be forwarded to Dr. Yilmaz, PUD Dept. Head. It is expected that PUD will pay a majority of this cost, as Collier County is the property owner of this parcel. Pelican Bay Services Division Board Regular Session May 13, 2021 • April Clam Pass aerials (included in the agenda packet) show an accumulation of sand on the south side of the Pass which has migrated from the County's 2020 beach renourishment project at Clam Pass Park. We will continue to closely monitor tidal data and monthly aerials. • Our Spring turf fertilization has recently been completed. • Over the next several weeks hurricane preparedness will be reviewed with staff. Ms. O'Brien commented that the Phase 1 sidewalk construction and CEI services contracts have not been provided to the board, as had been promised at the last board meeting. She noted that the amount of the CEI services contract is much higher than the ABB engineer's estimate. Ms. O'Brien noted that in the Phase 1 sidewalk construction contract, the scope of work includes the removal of ten oak trees, seven palm trees, and one pine tree. She noted that the board has never been informed of the removal of 18 trees in this project. Dr. Chicurel commented that he was not aware of this and will look into this. APRIL FINANCIAL STATEMENTS Mr. Dorrill reviewed the April seven -month financial statements. He highlighted (1) a PBSD cash balance of just under $13 million, and (2) Fund 109 actual revenues and expenses show favorable variances to budget. IT TOKENS DISTRIBUTED TO BOARD MEMBERS IT tokens were distributed to board members. These tokens enable access to individual County e-mail address accounts. Mr. Dorrill encouraged board members to use their County e-mail address accounts for PBSD business. He noted that for a public records request, all of a board member's communications would have to be provided to the requester. Ms. McLaughlin suggested that for a records request, personal computer e-mails and phone communications would likely need to be provided as well. COMMITTEE REPORTS CLAM BAY COMMITTEE Ms. O'Brien provided her May 2021 Clam Bay update in the agenda packet. She commented on the deterioration of the April tidal ratios from March, and questioned whether we are considering scheduling a bathymetric survey. Mr. Dorrill responded that this will be re-evaluated in mid to late - June. She advocated that we start gearing up for a Fall 2021 hydraulic dredge project, to immediately follow turtle nesting season. Mr. Dorrill reported that he will meet with our Coastal Engineer Dr, Mohamed Dabees, CZM Project Manager Andy Miller, and Deputy County Manager Amy Patterson next week to (1) discuss the adverse effects of the County's 2020 beach renourishment project, (2) explore pre -planning, and (3) explore regrading the north end of Clam Pass Park Beach. Ms. O'Brien requested that staff also discusses the draft of an exhibit of the Clam Bay boater safety signage that was discussed last Fall, and has not been received by the PBSD. Ms. O'Brien commented positively on the May 4 letter sent to Congressman Byron Donalds from BCC Chair Penny Taylor, which was included in the agenda packet. She also thanked Mr. Fogg for his May 6 response letter to Ms. Taylor (included in the agenda packet). 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. Pelican Bay Services Division Board Regular Session May 13, 2021 1. Sidewalk project Phase 1: The BCC approved our construction and CEI contracts at its May 11 board meeting. Our staff has sent out letters to all residents and associations impacted by the Phase 1 sidewalk project. Staff has also sent out an article for publication in the PB Post and PBF weekly e-blast. 2. Sidewalk project Phase 2: Phase 2 plans will be presented in detail to the L&S Committee at the May 26"' committee meeting to be held at the Club Pelican Bay. ROE permits are being executed for this phase. 3. Oalanont Lake Project: Issues concerning the nature of the retaining wall on the east side of the lake, landscape restoration, and littoral plantings still need to be discussed with a working group comprised of the PBF and PBSD, which will take place over the next several months. Ms. Jacob commented that at the Phase 1 sidewalk project kickoffineeting, the project timeline will be discussed. Ms. O'Brien suggested that once we know the project's start date, that this information is reported in a PBF e-blast. Dr. Chicurel commented that he will continue communications on the sidewalk project in both the PBF e-blast and the PB Post. WATER MANAGEMENT COMMITTEE Ms. McLaughlin reported that at the March 29 Water Management Committee meeting, the committee made a decision to recommend using Geoweb on the pathway (east) side of the lake and rip rap on the west side for our Oakmont Lake restoration project. Ms. McLaughlin noted that the committee recognized that we had received little community input so far, and therefore, scheduled a May 10 committee meeting to hear resident opinions. At this meeting, resident input included comments on (1) dislike of the appearance of riprap, (2) concerns over tree removal, (3) lake algae, (4) grass clippings, (5) littoral plantings, and (6) costs. The committee approved a recommendation to the full board to use Geoweb all around the lake for this lake bank restoration project, by a vote of 4-l. Mr. Weir commented that the "all Geoweb" option is the most expensive, and he does not think the additional cost is justified and does set a precedent for future lake projects. Mr. Fogg commented that the additional cost is not overwhelming. Ms. McLaughlin commented that every lake bank restoration project is different. Solutions must fit the lake and setting. She noted that our primary concern is to stabilize the "pathway side" of the lake, and that our ABB engineer Jim Carr, has recommended Geoweb as the best long-term solution. Dr. Chicurel commented in favor of the Geoweb solution, as it is a good compromise, satisfying both the necessary mechanics and aesthetics. Ms. O'Brien commented that there is not real data on the life expectancy of Geoweb. She also noted that the PBSD's drainage responsibility requires us to maintain a lake bank slope of 4 to 1 and an escarpment of less than one foot. Only 19% of Oalmont Lake does not meet the 4-1 slope requirement. Ms. O'Brien commented that at a project cost of $2.1 million, each ERU will be assessed $280 for this project, which includes commercial members and a majority of homeowners who do not live near this lake. She suggested that a less costly plan should be developed. Ms. McLaughlin noted that some of our other lakes are much smaller and can be remediated at a much lower cost. Mr. Fabregas commented that if only 19% of the Oakmont Lake's slope is out of compliance, then why are we restoring the other 81 %? He suggested that if the initial grading of the lake banks worked for the last 40 years, then why not regrade again? Ms. McLaughlin responded that per Mr. Carr, "repatching in spots" will quickly erode. 0 Pelican Bay Services Division Board Regular Session May 13, 2021 Mr. Fogg questioned whether there is a conflict of interest for two of our board members to vote on this issue, since their property backs up to this lake. These two board members indicated that their properties are not directly adjacent to this lake. Ms. O'Brien suggested that the "conflict of interest" policy of Collier County should be followed. Mr. Dorrill commented that if a board member's property does not directly abut the lake, then there is not a problem. He will follow up on this issue with the County Attorney. Mr. Dorrill also commented that the County Attorney sees no problem with the Water Management Committee having six members, as the committee makes recommendations to the full board. Mr. Swider suggested that we make a community standard for lake bank restoration projects going forward. Mr. Fogg directed Mr. Swider and Ms. McLaughlin to work on defining a community standard. He also commented that "aesthetics" is specifically identified as part of the PBSD's mandate. Ms. O'Brien commented that she would be in favor of increased costs for projects in Pelican Bay areas that are enjoyed by all residents. Oakmont Lake is not one of those places. Ms. McLaughlin motioned, Mr. Cullen seconded to approve $2.1 million to utilize Geoweb all around Oakmont Lake and that we proceed to a Fall implementation. The motion carried 10-1, with Ms. O'Brien dissentin . PROPOSED FY2022 BUDGET Mr. Fogg reported that the FY2022 assessment will be approximately $800/ERU, up approximately 5% from FY2021. He noted that the County provides $150,000 for Clam Bay each year, in a separate account. Ms. O'Brien commented that in FY2020, the PBSD did not spend all of the $150,000 County funds, and noted that if we do not use the funds, we lose them. Mr. Fogg commented on the budget backup documents in the agenda packet which included (1) the proposed FY2022 vs. FY2021 assessments by fund, (2) the Fund 109 FY2022 proposed budget summary, (3) the Fund 109 FY2022 proposed budget comparison to FY2021 budget and FY2021 forecast, (4) the proposed FY2022 assessments, financing, estimated spending, capital transfers, and balances for each of our major capital projects, (5) Fund 109 operations increases over the last four years, and (6) the ERU assessment history over the last four years. Ms. O'Brien commented on the huge jumps in salaries and operating expenses over the last four years in Fund 109. Ms. O'Brien requested that board members be provided a copy of the budget documents submitted to the County Budget Department. She suggested that after the budget documents are distributed and reviewed by the board, that the board should formally approve the budget at the June board meeting. She noted that our PBSD ordinance specifically states the PBSD Board shall make a recommendation on our budget to the BCC. Mr. Fogg agreed and confirmed that the board will vote on the budget at the next board meeting. PROPOSED FINANCING RECOMMENDATION Mr. Fogg reviewed the PBSD 10-year long-term capital plan, included in the agenda packet. He noted that this plan suggests that we will require approximately $6 million in long-term financing in FY2022, which may be supplemented with short-term financing. Ms. O'Brien was troubled by the inclusion of $2 million/year for lake bank restoration and suggested developing a 10-year plan for these projects. Mr. Swider thanked Mr. Fogg for preparing this 10-year long-term capital plan, an essential tool for budget development going forward. 5 Pelican Bay Services Division Board Regular Session May 13, 2021 Mr. Fogg reviewed financing options discussed with the County on 04/23/2021 and will pursue 20-year financing of $6-7 million with a locked -in interest rate. Mr. Dorrill commented that this 20- year financing under discussion would be a special revenue bond, where our PBSD non ad valorem assessments would be pledged to support debt service. He noted that the County's Finance Committee is not inclined to recommend a 20-year bond. Mr. Fogg commented that if the County declines our request for a 20-year bond, then he hopes that the County will work with us to obtain the longest term financing possible for us. Mr. Coleman commented that we will be seeking approval by the BCC to participate in the Florida local government commercial paper financing program in June. Mr. Fogg commented that we will be able to draw up to $10 million in short-term financing through this program. Mr. Fogg motioned, Ms. O'Brien seconded to request Collier County to commence proceedings to arrange, on behalf of the PBSD, for the issuance of a 20-year term Collier County bond offering in the amount of $64 million to finance capital expenditures on sidewalks, lake banks, and drainage remediation in Pelican Bay. The principal and interest payments to be paid by annual non ad valorem assessments levied by the PBSD on the residents and commercial members of Pelican Bay over the term of the loan. The motion carried 104, with Dr. Chicurel dissenting. CHAIRMAN'S REPORT SUMMER MEETING SCHEDULE Mr. Fogg reported that PBSD Board Regular Session meetings will be held on the second Wednesday of the month, going forward. He noted that historically, the PBSD Board did not meet in August. Mr. Fogg decided that a regular board meeting will be scheduled for each month, unless there are no meaningful agenda items, and then in that case, the meeting will be canceled. FUTURE ROLE OF THE AD HOC STRATEGIC PLANNING COMMITTEE Mr. Fogg commented that when the ad hoc Strategic Planning Committee was formed, its purpose was to discuss the long-range plan for the Watergate Way 12-acre parcel and the replacement of the Operations Building. Neither the PBSD nor the PBF had a clear view of additions to this site. He suggested that the board considers whether this committee should be disbanded or continued to discuss other issues such as monitoring the development of the USACE resiliency project, operational metrics, and/or other PBSD organizational structures. MISCELLANEOUS CORRESPONDENCE Ms. O'Brien commented on the PBF's scheduled budget discussion on June 23, and suggested that the PBSD may want to consider a budget process/discussion similar to theirs. Mr. Dorrill commented that about 50% of our costs are controlled/mandated by the County. Ms. O'Brien commented that the cost of the sidewalk project CEI contract is much higher than estimated by ABB. Mr. Doi -rill commented that we were able to reduce this contract by approximately $500,000 through negotiations, and were overruled by the County Procurement Division and County Attorney's Office to negotiate any further reductions. Ms. O'Brien noted that the CEI contract includes inspection services of 10 hours/day. Mr. Dorrill commented that work directives by staff will be used to minimize cost. 0 Pelican Bay Services Division Board Regular Session May 13, 2021 Ms. O'Brien commented on the sidewalk project Phase 1 contract which includes the removal of 18 trees. This was discussed earlier in the meeting. Ms. O'Brien commented on our current sign project which includes the replacement of 10 signs which were recently replaced for $22,000, and 18 replacement signs at a cost of $4,400/sign. She suggested that we may get a better price by including a bigger batch of signs in the project. Mr. Dorrill responded that the design specs for the signs were changed by this board a few years ago, and are custom made. He commented that he is not opposed to revisiting a bigger batch project. Mr. Coleman commented that we have approx. 250 — 300 signs left to replace. Mr. Fogg commented that at our recent Budget Committee meeting, committee members suggested that we re -look at our sign engineering specs in order to reduce the cost of replacement. Ms. O'Brien agreed that we need to tweak the specs. Ms. O'Brien commented on an Executive Summary, approved by the BCC on 04/13/2021 to approve a recommendation to recognize and appropriate revenue to the PBSD Fund 322 in the amount of $529,212 which was never reviewed or approved by the PBSD Board. Mr. Dorrill responded that this Executive Summary was discussed with the PBSD Chair and considered routine. The meetine was adiourned at 3:10 Fogg, Minutes approved reed OR [ � as amended ON ( CD / 9 / ozo a- � 1 date