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PBSD MSTBU Minutes 06/09/2021PELICAN BAY SERVICES DIVISION BOARD REGULAR SESSION JUNE 9, 2021 The Pelican Bay Services Division Board met on Wednesday, June 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 Jack Cullen (absent) Nick Fabregas Susan Hamilton Pelican Bay Services Division Staff Neil Dorrill, Administrator Chad Coleman, Operations Manager Darren Duprey, Assoc. Project Mgr. Also Present Jane Brown, PBF Board Mark English, PB Property Owners Assoc. Dave Mangan Denise McLaughlin Susan O'Brien Michael Rodburg Rick Swider Michael Weir Karin Herrmann, Operations Analyst Lisa Jacob, Project Manager William Mumm, Sr. Field Supervisor Barbara Shea, Administrative Assistant John Gandolfo, PBF Board Jim Hoppensteadt, Pelican Bay Foundation APPROVED AGENDA (AS PRESENTED) 1. Pledge of Allegiance 2. Roll Call 3. Agenda approval 4. Approval of 5/13/21 Regular Session meeting minutes 5. Approval of 4/15/21 PBSD Orientation Workshop meeting minutes 6. Audience comments 7. Administrator's report a. Projects summary b. Operations Building —draft Memorandum of Understanding c. May financial report 8. Committee reports aI Clam Bay b. Landscape &Safety c. Water Management d. Budget Approved FY 2022 budget detail Chairman's Report Pelican Bay Services Division Board Regular Session June 9, 2021 a. Summer meeting schedule b. Future role of the ad hoe Strategic Planning Committee c. *Administrator's contract extension 10. Old business 11. New business/Miscellaneous Conespondence a. Engineering services b. PBPOA survey results c. Miscellaneous correspondence (Susan O'Brien) 12. Adm journent ROLL CALL Mr. Cullen was absent and a quorum was established. AGENllA APPROVAL Ms. McLaughlin motioned, Ms. Hamilton seconded to approve the agenda as resented. The motion carried unanimously. APPRO� Ms. O'Brien motioned, Mr. Fabregas seconded to approve the OS/13/2021 reeular session meetine minutes as presented. The motion carried unanimouslv. JAL OF 04/15/2021 PBSD ORIENTATION WORKSHOP MEETING MINUTES Mr. Fabregas motioned, Ms. Hamilton seconded to approve the 04/15/2021 PBSD orientation workshop meeting minutes as presented. The motion carried unanimously. AUDIENCE COMMENTS None ADMINISTRATOR'S REPORT PROJECTS SUMMARY Mr. Dorrill commented on the June 4 projects summary, included in the agenda packet, as follows. • On May 11, the Board of County Commissioners (BCC) awarded the bid for Phase 1 sidewalk construction and CEI Services for the entire sidewalk project. A pre -construction kick-off meeting was held on May 20 and a notice -to -proceed was issued to both Coastal and Johnson Engineering for a start date of June 7. The contract includes a $64,0000 allowance to address the intersections of the new sidewalk and private driveways. Onsite work will begin within two weeks. Mr. Duprey commented that he will communicate the date of the onsite work commencement as soon as it becomes available. • In May, staff met with the County's CZM staff and discussed the drift of sand northward, from the November Seagate/Clam Pass Park beach renourishment project, creating a spit and shoal at the mouth of Clam Pass. At the TDC meeting on June 28, the PBSD will (1) provide an 2 Pelican Bay Services Division Board Regular Session June 9, 2021 update on Clam Pass conditions, and (2) request authorization for one of two approaches (to address the accumulation of sand at the mouth of the inlet) when conditions are warranted in the future. Proposals are due back from pre -qualified Marine Contractor Services on June 11. Proposals will be for two options: (1) a partial excavation and regrading, and (2) a full dredge. Approval from the FWC is required for either of these two options. We are evaluating renting a small skid loader for mechanical excavation work and regrading. Currently there are no turtle nests within several hundred yards of the inlet. Ms. O'Brien noted that any Clam Pass construction plans must be approved by the PBSD Board, prior to any dredging event. • A Site Development Plan Amendment (SDPA) has been completed for the Operations Building Replacement project, shared with Mr. Mike Kitchen (Pelican Bay Foundation), and is under review by the County. The engineer's completion of 90% plans is imminent. • The Oakmont Lake 4-1 lake bank restoration project is expected to be completed in FY2022. The required amendment to our SFWMD permit is expected to be obtained within three months. • Pelican Bay beaches will be included in the County's Fall 2021 renourishment project. The maximum estimated cost is $2 million and is fully budgeted in FY2022. • We can expect to see our Clam Bay boater safety signs installed sometime between September and December 2021, as part of a countywide project. • On June 8, the BCC approved our executive summary requesting financing through the Short- term Florida Local Government Pool. This will provide us with access to short-term financing for our capital improvement projects. Mr. Fogg noted that the interest rate on this financing is currently 1.26%. OPERATIONS BUILDING —DRAFT MEMORANDUM OF UNDERSTANDING The draft resolution of the "intended use for the new utility site located at 6200 Watergate Way" was included in the agenda packet. Mr. Dorrill commented that this resolution was drafted to memorialize that PBSD's funding of the Operations Building Replacement Project is intended for the benefit of Pelican Bay residents, although the County owns the 6200 Watergate Way property. Mr. Fogg expressed the need to edit the "Whereas" stating that the PBSD shall continue the use of the site for the useful service life of the new building. Ms. O'Brien suggested the addition of another "Whereas" to affirm that the site is to serve the interests of the Pelican Bay community. Mr. Weir and Mr. Rodburg considered the document to be reasonable, as drafted. Mr. Dorrill commented that he will bring these suggested edits to the County Manager's Office, although it is unlikely that the County will agree to these edits. MAY FINANCIAL STATEMENTS Mr. Dorrill reviewed the May eight -month financial statements and highlighted a PBSD cash balance of $12.6 million. CLAM BAY COMMITTEE Ms. O'Brien provided her June 2021 Clam Bay update in the agenda packet. She commented on (1) there are five distinct areas of stressed mangroves which will continue to be monitored, and if necessary, intervention strategies will be discussed in the Fall, (2) hopefully a PBSD Water Quality Consultant will be in place within the next month, and (3) PBSD's cost for engineering work for our participation in the County's beach renourishment project is approximately $76,000, and the Coastal 01 Pelican Bay Services Division Board Regular Session June 9, 2021 Zone Management expects the engineering results late in June or in early July. Ms. O'Brien requested that the board is updated on any Clam Pass actions. LANDSCAPE &SAFETY COMMITTEE Dr. Chicurel commented that the Landscape & Safety Committee met on May 26 at the Club Pelican Bay. The following items were discussed. 1. Ms. McLaughlin asked that we look at ways to reduce the cost of the sign project. 2. Dr. Chicurel listed his takeaways from the 04/06/2021 Joint PBF/PBSD Board meeting including (a) make and/or add more explicit road & safety signage, (b) make all crosswalks look uniform and correct any line -of -sight issues, and (e) evaluate CCSO monthly criminal and traffic stats. 3. Sidewalk Replacement Project Phase 1: The kickoff pre -construction meeting was held on May 20. The contractor is motivated to begin and complete Phase 1 in a timely manner. June 7 is the Phase 1 start date. Staff will continue their great work in communicating with the community and associations. Additional communication will occur with those residents and associations directly affected. No resident or association will bear any of the costs of the restoration of their properties. 4. Sidewalk Replacement Project Phase 2: Our design civil engineer Mr. Carr gave the committee an overview of Phase 2. Mr. Carr's estimate of the timeline is that he would expect the BCC to approve a construction bid and contract by the end of this year. 5. An Avalon resident wrote us to consider placing benches along the new sidewalk Ms. Hamilton shared that Grand Bay placed a bench along PB Blvd. adjacent to their property. Although a good suggestion, the PBSD will defer to the PBF and individual associations. Mr. Fogg asked for an update on the possibility of reducing speed limits on PB tertiary roads. Dr. Chicurel commented that staff is researching this issue. WATER MANAGEMENT COMMITTEE Ms. McLaughlin commented that the Oakmont Lake (4-1) design and permitting schedule was included in the agenda packet. Construction is expected from January to June 2022. She noted that this is an integrated project with the PBF. Ms. McLaughlin commented on the water management article included in the agenda packet, prepared by Mr. Rodburg, which will be submitted to the PB Post, APPROVED FY2022 BUDGET DETAIL Mr. Fogg reviewed the FY2022 PBSD Budget Detail documents submitted to the County for approval and included in the agenda packet. Ms. O'Brien provided a document to board members entitled "Fund 109 Audited Expenditures," which was added to the record. Ms. McLaughlin commented that in the PBSD Budget document, a performance measure shows that the PBSD planted 10,000 aquatic plants in FY2020, and that the same amount was budgeted in FY2021, forecast in FY2021, and budgeted in FY2022. Mr. Fogg suggested that this performance measure is replaced with a better measurement. Mr. Dorrill agreed. Mr. Fogg provided a document entitled "2021/2022 Proposed Fiscal Year Assessments" which was added to record. His proposal is for these two pages to be submitted to the PB Post and the first 0 Pelican Bay Services Division Board Regular Session June 9, 2021 page to be included in a PBF e-blast. He asked for board input. Suggested edits by board members included the following. • Page 2: Ms. McLaughlin commented that the PBSD does not intend to renovate all 45 lakes. • Page l: Ms. O'Brien commented that an ERU Equivalent ad valorem assessment of $86 in FY2021 and $88 in FY2022 is misleading. These amounts are average resident assessments. • Page 2: Ms. O'Brien commented that the PBSD is not responsible for sidewalks on Vanderbilt Beach Rd. and Seagate Drive. • Page 2: Ms. O'Brien commented that the PBSD advises the BCC on Clam Pass conditions, and the TDC provides funding for dredging events. • Page 2: Ms. O'Brien disagreed with stating that until recently the PBSD had not attempted to set aside sufficient funds for the replacement and renovation of its facilities. She noted that capital reserve funds were established. • Page 2: Ms. O'Brien commented that all sidewalks may not be replaced by the end of 2022. Ms. McLaughlin motioned, Dr. Uncurel seconded to adopt the proposed budget presentation. The motion carried 94, with Ms. O'Brien dissenting. CHAIRMAN'S REPORT Mr. Fogg reported that the PBSD Board will meet in July and skip an August meeting. FUTURE ROLE OF THE AD HOC STRATEGIC PLANNING COMMITTEE Mr. Fogg commented that he would like the ad hoc Strategic Planning Committee to continue its work. He suggested that this committee works on (1) monitoring the USACE resiliency project, and (2) metrics and benchmarks, including a review of an analysis of full-time workers vs. temporary workers, prepared by former board member Mike Shepherd a few years ago. Ms. McLaughlin commented that she will provide a link to a Naples Daily News article on the Miami USACE project to Ms. Shea for distribution to the board. Mr. Hank Rossi commented on the need for a Strategic Planning Committee to look at (1) the job description of the Administrator and whether this is a 10 hour/week position or a 40 hour/week position, (2) clarification of staff job descriptions and possible restructure of staff, and (3) the increase of Fund 109 expenses by 100% over the past ten years. Mr. Fogg responded that he will include these issues as discussion items for the Strategic Planning Committee, ADMINISTRATOR'S CONTRACT EXTENSION Mr. Fogg provided a document entitled "Donill Management Group —Contract Renewal" which was added to the record. He commented on whether we should continue with our current structure which includes a 45 hour/month administrator or change to a full-time administrator on staff. Mr. Fogg commented that Mr. Dorrill has a unique history and valuable relationships in the County. He has done an excellent job in hiring staff and building a team. Mr. Fogg recommended that the )MG contract is extended for an additional two years. Mr. Dorrill commented that the 2018 DMG contract was for an initial three years with an optional two-year renewal. He noted that he affirmed his desire to renew the contract, in response to a request from the County Manager's Office. This contract now has been renewed for an additional two years and does not require BCC approval. Mr. Dorrill noted that all County contracts have a 30- Pelican Bay Services Division Board Regular Session June 9, 2021 day termination provision. Mr. Fogg commented that he was unaware that the DMG contract has already been renewed for two more years. He noted that the re -appointment of our Administrator is significant to this board. Mr. Coleman confirmed that he had received notice of the contract renewal. Ms. O'Brien commented that in the past, the contract renewal would come to the PBSD Board to make a recommendation. She commented that she was not agreeable to the contract renewal process that has taken place. She suggested that all board members should have a copy of the DMG contract. Dr. Chicurel suggested that in the Scope of Services in the DMG contract, item #11 and the second sentence of item #14 should be deleted. Ms. O'Brien commented that item #11 has been included in the scope since the inception of the contract. Dr. Chicurel commented that Mr. Dorrill is invaluable to this community and supports his renewal. Mr. Mangan and Mr. Fabregas agreed. Ms. McLaughlin suggested that when the time comes when Mr. Dorrill is no longer available, that due to the complexity of his job description, she would recommend hiring a full-time person. She suggested that going forward, the board should prepare to transition to a full-time administrator in two years. Under current conditions, she recognizes Mr. Dorrill's value. Mr. Swider commented that he recognizes that Mr. Dorrill has brought significant value to Pelican Bay. He suggested that due to the complexity of Pelican Bay and the scope of projects, that the PBSD would benefit from a full-time Administrator. He questioned whether the contract could be renewed for one year. Mr. Fogg responded that any County Contract has a 30-day cancellation clause. Mr. Fogg commented that the Strategic Planning Committee can look at this issue. Mr. Dorrill commented that under his administration, projects have been completed on time and within budget. He noted that, in general, he is working more than 45 hours/month. Mr. Rodburg commented that as a board we have identified that the number one priority of the ad hoc Strategic Planning Committee should be the structure of the administrator position. Mr. Weir motioned, Mr. Fabregas seconded that we contract for two years. The motion carried 9-1, with extend Ms. O'Brien the Administrator's dissenting, NEW BUSINESS/MISCELLANEOUS CORRESPONDENCE ENGINEERING SERVICES Ms. O'Brien suggested that we "keep the door open" to using other engineering firms on futme projects, which may expedite our projects. Agnoli, Barber, & Brundage is the engineer on many of our current projects. Ms. McLaughlin commented that we are using Davidson Engineering for some work. PBPOA SURVEY RESULTS Mr. Fogg reviewed the results from a recent PBPOA resident survey, that relate to PBSD activities. Ms. McLaughlin commented that it would be constructive if the PBSD was consulted on the wording of survey questions and the addition of questions in advance of the survey. MISCELLANEOUS CORRESPONDENCE (SUSAN O'BRIEN) Ms. O'Brien provided photos of the rip rap and Geoweb installed as part of the 2020 Lake 2-9 lake bank restoration project, included in the agenda packet. Ms. O'Brien provided a schedule of budgeted FY2021 PBSD landscaping field worker costs, included in the agenda packet. She also provided a schedule of the number of PBSD County field 6 Pelican Bay Services Division Board Regular Session June 9, 2021 workers and temporary workers over the past ten years. The number of County workers increased from 13 to 22. Ms. O'Brien commented positively on a past program to hire summer temporary workers, which unfortunately was discontinued. Ms. McLaughlin commented that guaranteed overtime for field workers is a way to attract new employees. Mr. Coleman commented that past board member Mike Shepherd did an analysis on our landscape maintenance worker pay structure and determined that we are paying less in total wages than comparable communities. Ms. O'Brien commented that when the board approved the increase in the number of full-time workers, the intent was to reduce the number of temporary workers by the same amount. Mr. Coleman commented that from 2019 to 2021 we have reduced the number of temporary workers from 15 to 11. Mr. Fogg commented that this issue can be studied further by the Strategic Planning Committee. The meetin¢ was adjourned at 3:20 Michael Fogg, a �/ Minutes approved r] as presented OR [l as amended ON / n 1i1 .?,O a date