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Budget Committee Minutes 05/04/2021BUDGET COMMITTEE PELICAN BAY SERVICES DIVISION MAY 4, 2021 The Budget Committee of the Pelican Bay Services Division met on Tuesday, May 4 at 1*00 p.m. at the Club Pelican Bay, 707 Gulf Park Drive, Naples, Florida. In attendance were: Budget Committee Michael Fogg, Chairman Nick Fabregas (absent) Pelican Bay Services Division Staff Neil Dorrill, Administrator Chad Coleman, Operations Manager Darren Duprey, Assoc. Project Mgr. (absent) Also Present Dave Mangan Denise McLaughlin Susan O'Brien Karin Herrmann, Operations Analyst Lisa Jacob, Project Manager Barbara Shea, Administrative Assistant Hank Rossi, PBPOA APPROVED AGENDA (AS AMENDED) 1. Pledge of Allegiance 2, Roll Call 3, Agenda Approval 4. Approval of 04/07/2021 Meeting Minutes 5, Audience Comments 6, FY 2021/2022 Budget a. Fund 109 bI Fund 320 c. Fund 322 d. Fund 778 7, 10 Year Capital Projects/Financing and Assessments 8. Other• Committee Comments a. Limit on Expenditures and Transfers (Add -on) 9. Adjourn ROLL CALL Mr. Fabregas was absent and a quorum was established. AGENllA APPROVAL Pelican Bay Services Division Budget Committee Meeting May 4, 2021 Ms. McLaughlin motioned, Ms. O'Brien seconded to approve the agenda as amended with the addition of item #8a. The motion carried unanimously. Ms. McLaughlin motioned, Ms. O'Brien seconded to approve the 4/07/2021 meetine minutes as presented. The motion carried unanimously. AUDIENCE COMMENTS Mr. Hank Rossi, Vice President of the PBPOA, commented on (1) Pelican Bay homeowners want to see a PBSD long-range plan, (2) a majority of PB homeowners favor 30-year financing for capital projects, and (3) the need for improved communication between the PBPOA and the PBSD. FY 2021/2022 BUDGET Mr. Fogg commented that our preliminary budget submission to the County Budget Office provides for a FY2021/2022 annual assessment of $796. Staff continues to tweak line items. FUND 109 Mr. Fogg and the committee reviewed the preliminary FY2022 Fund 109 line -item budget. The "Fund 109 detail proforma summary grouped by commitment item" report was included in the agenda packet, which includes the FY2021 amended budget, the FY2021 forecast, and the FY2022 budget for each line item. Mr. Coleman reported that he has reduced the FY2022 budget for operating expenses to $2,221,000 from $2,360,500. Mr. Fogg suggested and the committee agreed that this savings of $140,000 should be added to this fund's capital outlay reserve. Mr. Fogg suggested that staff "rounds off' the reserve amounts as follows: $125,000 for contingencies, $700,000 for disaster relief, and $475,000 for cash reserve. Ms. O'Brien suggested that staff provides actuals for each Fund 109 line item for the past five years to improve our future budgeting process. She also suggested that it would be helpful if staff could provide detail on the line item committed funds (open purchase orders). Ms. O'Brien suggested that the committee needs a discussion, in the future, on the types of vehicles which are most appropriate for PBSD needs. She also provided a document entitled "PBSD field workers" which includes data on the increase in PBSD staff (both County workers and temporary labor) from FY2012 to FY2021, which was added to the record. FUND 320 Mr. Fogg and the committee reviewed the preliminary PY2022 Fund 3201ine-item budget; the "Fund 320 detail proforma summary" report was included in the agenda packet. Ms. O'Brien requested an explanation of the FY2021 forecast of $375,000 of expenditures. Mr. Coleman explained that YTD expenditures are approximately $118,000 and current open purchase orders are approximately $155,000. After discussion, the committee agreed to reduce the line item for tree trimming by $50,000, and to add $50,000 to capital projects in Fund 322. Mr. Dor ill commented that at the upcoming County Executive Office budget review, he will pursue the possibility of obtaining an increase in the funds received from the County for Clam Bay expenditures in Fund I I I to help pay for the scaevola removal project in Clam Bay. Pelican Bay Services Division Budget Committee Meeting May 4, 2021 FUND 322 Mr. Fogg and the committee reviewed the preliminary FY2022 Fund 322 line -item budget; the "Fund 322 detail proforma summary" report was included in the agenda packet. Mr. Fogg noted that only our Phase 2 Sidewalk project and our Operations Building project require financing. Ms. O'Brien suggested that we may get a better price per sign if we were to complete the replacement of the rest of our signs (to comply with our new specifications) in one larger project. She noted that the price per sign for our current small batch project is much higher than the price two years ago. Mr. Coleman commented that the quality can be better controlled for a smaller batch of signs. Mr. Fogg commented that debt service of $275,000 may be adjusted, based on the amount and timing of financing obtained during the year. FUND 778 Mr. Fogg and the committee reviewed the preliminary FY2022 Fund 778 line -item budget; the "Fund 778 detail proforma summary" report was included in the agenda packet. Mr. Fogg noted that $2 million was transferred out of Fund 778 to Fund 322 this year, to fund our Operations Building project, and we will continue to make similar transfers to Fund 322 in the future. Ms. O'Brien requested that staff provides the committee with an estimated remaining life of our streetlight poles, within a year's time. Mr. Fogg suggested that staff obtain a quote to pressure wash all of our streetlight poles. 10 YEAR CAPITAL PROJECTS/FINANCING AND ASSESSMENTS A capital management plan/schedule of estimated funding requirements for our projects and operations, assessment and ad valorem revenue, and debt service over the next ten years was provided in the agenda packet. Mr. Fogg expressed his preference to obtain financing for our capital projects via the issuance of a 20-year bond, obtained through the County. Mr. Dorrill commented on the relatively high cost of bond issuance fees. In the agenda packet, Mr. Fogg provided information on financing options discussed with County personnel on 04/23/2021 including (1) medium term assessment increase, (2) short-term commercial paper, (3) fixed bank loan, and (4) public debt offering. Mr. Fogg will pursue a 20-year bond issue for $6 — 7 million with the County. Ms. McLaughlin commented that this is "not typically done" for such a small amount of principal. Mr. Fogg noted that short-term financing may be needed to supplement funds from a 20-year bond issue. Ms. McLaughlin and Ms. O'Brien were not comfortable with Mr. Fogg's estimate of $2 million for lake bank restoration for every year in the ten-year projection. They noted that lake restoration projects differ in requirements, methodology, and cost. Ms. O'Brien suggested that $6 million from bond proceeds is not needed in FY2022. She provided a document entitled "PBSD Funds" which summarizes total funds of $9,314,763 potentially available for capital projects in FY 2022, which was added to the record. She suggested that there is a disconnect between the Clerk's fund balances and fund balances provided in our budget documents. Ms. McLaughlin noted that in order to bid out a capital project, funds in hand are required for the entire project. Mr. Dorrill agreed that we must have all of the cash in hand for a capital project, in order to cut the purchase order for the project. Ms. O'Brien suggested that we add the financing required to complete our lake bank restoration projects into the bond principal, 3 Pelican Bay Services Division Budget Committee Meeting May 4, 2021 and reduce the amount of the current assessment, in order to match the term of the financing with the life expectancy of the lake banks. OTHER COMMITTEE COMMENTS —LIMIT ON EXPENDITURES AND TRANSFERS Ms. O'Brien provided a copy of an Executive Summary which is a recommendation to recognize and appropriate revenue to the PBSD Capital Fund in the amount of $529,212.05 for FY2021 and authorize all necessary budget amendments, submitted to the BCC on 4/13/2021. This document was added to the record. Ms. O'Brien commented that the PBSD Board was not aware of this Executive Summary prior to its going to the BCC for approval. She suggested that the PBSD Board should have approved this Executive Summary, based on a staff recommendation, prior to its being placed on the BCC agenda for approval. ADDITIONAL FINAL COMMENTS ON THE FY2022 BUDGET Mr. Coleman commented that the PBSD's FY2022 budget document will be available for review by the board no later than next week. He noted that the County Budget Workshops are being held on June 24 and 25. Mr. Dorrill noted that our preliminary budget has already been submitted to the County's Budget Office. Mr. Coleman also noted that our request for short-term financing through the County, will be on a June BCC agenda. The meeting was adiourned at 3:07 'l/ v Minutes approved �]V as presented OR L_j as amended ON 0�0 �� date 0