Loading...
PBSD MSTBU Minutes 07/14/2021PELICAN BAY SERVICES DIVISION BOARD REGULAR SESSION NLY 141 2021 The Pelican Bay Services Division Board met on Wednesday, July 14, 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 Chieurel, Vice -Chairman Jack Cullen (absent) Nick Fabregas (absent) Susan Hamilton Pelican Bay Services Division Staff Neil Dorrill, Administrator Chad Coleman, Operations Manager Darren Duprey, Assoc. Project Mgr. Dave Mangan Denise McLaughlin Susan O'Brien Michael Rodburg (absent) Rick Swider Michael Weir Karin Herrmann, Operations Analyst Lisa Jacob, Project Manager William Mumm, Sr. Field Supervisor (absent) Barbara Shea, Administrative Assistant Also Present Joshua Hildebrand, Johnson Engineering Jane Brown, PBF Board Jim I-loppensteadt, Pelican Bay Foundation Mohamed Dabees, Humiston & Moore Melanie Miller, Pelican Bay Foundation John Gandolfo, PBF Board APPROVED AGENDA (AS PRESENTED) 1. Pledge of Allegiance 2. R011 Ca11 3. Agenda approval 4. Approval of 6/09/21 Regular Session meeting minutes 5. Audience comments 6. Administrator's report a. Projects summary b. June financial report Committee reports a. Clam Bay *Beach Renourishment *Clam Pass b. Landscape &Safety c. Water Management 8. Chairman's Report aI Timeline and amount for borrowing funds 9. Old business 10. New business/Miscellaneous Correspondence Pelican Bay Services Division Board Regular Session July 14, 2021 a. Miscellaneous correspondence (Susan O'Brien) 11. Adjournment ROLL CALL Mr. Cullen, Mr. Fabregas, and Mr. Rodburg were absent and a quorum was established. Ms. McLaughlin motioned, Ms. Hamilton seconded to approve the agenda as presented. The motion carried unanimously. Ms. Hamilton motioned, Ms. McLaughlin seconded to approve the 06/09/2021 regular session meeting minutes as presented. The motion carried unanimously. AUDIENCE COMMENTS None ADMINISTRATOR'S 12EPORT PROJECTS SUMMARY Mr. Dorrill commented on the July 9 projects summary, included in the agenda packet, as follows. • The Phase 1 sidewalk project is well underway. Tree removal and stump grinding have been completed. The CEI Services' arborist has determined that root pruning would be detrimental to the trees, and therefore a change order will be processed to remove this task from the work order. The contractor is on schedule. A brick red standard mat, imbedded into the concrete, will be used for ADA compliance purposes. Ms. O'Brien suggested that staff alerts the community on the details of the project's tree removal and plans for tree replacement. • June Clam Pass aerials were shared with the board via e-mail. Approval has been obtained from both the TDC and the BCC for one of two options, (1) excavation and regrading of Clam Pass, or (2) a full dredge of Clam Pass subsequent to turtle nesting season. • The 100% construction plans for the Maintenance Building Replacement project have been received (last night) and will be shared with the board. The plans will be shared with PBF staff (ARB side). Mr. Hoppensteadt, PBF President, commented that the plans could be approved by the PBF Board at either their August or October board meeting. Mr. Coleman commented that staff and Mr. Fogg will meet with Davidson Engineering on July 19 to discuss the plans. Mr. Fogg requested that any board member having concerns/questions can provide them to staff prior to this meeting, so that these issues can be addressed at Monday's meeting. Mr. Coleman reported that the engineer's estimate of cost of the project is approximately $3 million. Ms. O'Brien suggested that the board needs to discuss and approve the plans before the project goes out to bid. Mr. Fogg commented that he thought the Board should discuss the plans before bids are sought, possibly at an August or September board meeting. Ms. McLaughlin asked staff to confirm that the roof will be strong enough to hold solar panels which may be potentially added to the roof in the future. 2 Pelican Bay Services Division Board Regular Session July 14, 2021 The SFWMD (South Florida Water Management District) has informed us that no formal permit amendment will be required for our Oakmont Lake restoration project. JUNE FINANCIAL STATEMENTS Mr. Dorrill reviewed the June nine -month financial statements and highlighted a PBSD cash balance of $12.2 million. COMMITTEE REPORTS CLAM BAY COMMITTEE Ms. O'Brien provided her July 2021 Clam Bay update in the agenda packet. She commented that an exhibit of our Phase 1 scaevola removal project was included in the agenda packet. She noted that there is significant scaevola north of the North Beach Facility and in the Bay Colony area. Staff will meet with Bay Colony staff to discuss their efforts to address scaevola on their property, as this area could act as a seed source for future scaevola growth on PB beaches. Ms. O'Brien commented that Tim Hall's contract for coordinating water quality records and reports has expired. Staff indicated at yesterday's Clam Bay Committee that no funds are available in the FY2021 budget to pay for an additional report in FY2021. By consensus, the board agreed that a budget amendment for $40,000 should be processed in order for Tim Hall to continue coordinating our water quality records and the preparation of a 6-month report on our water quality results by ESA (Environmental Science Assoc.). Tim Hall & Associates will be hired as a subcontractor under Earth Tech's contract. BEACH RENOURISHMENT Ms. O'Brien commented on the "Figure 2b: Fill Limits for Vanderbilt & Pelican Bay Beach Alternatives," included in the agenda packet, and noted that the Clam Bay Committee recommended (1) alternative #2 for 20,000 cubic yards to be placed between R-34.5 and R-36.5 at an approximate cost of $800,000, and (2) that we request that the County taper sand at the south end of their renourishment at Vanderbilt Beach (extending down to approximately R-30.8). Dr. Dabees, Environmental Consultant with Humiston & Moore, commented on PBSD's participation in the County's Fall Beach Renourishment Project including: • This project is an opportunity for us to participate in and obtain our maximum benefit. • PB beaches are currently stable, and there is no urgency to renourish them. • Sand from beach renourishment projects typically disperse within one to two years. • Over time, Vanderbilt Beach sand migrates south and benefits PB beaches. • If the County agreed to include renourishment '/z mile south of Vanderbilt Beach (instead of the current Y4 mile south) in their project, then the Bay Colony Beach Club area would be included in their project. • The State DEP has designated beaches as "critically eroded" only as far south as R-30.5. Discussion will continue with both the State and County on the parameters of the 2006 County beach renourishment project which extended all the way south to R-37, which differ from projects completed in last ten years. Ms. O'Brien commented that PB resident surveys show that the beach is the #1 asset of Pelican Bay. Ms. McLaughlin commented that her recent conversations with PB residents indicates that the Pelican Bay Services Division Board Regular Session July 14, 2021 PB community favors beach renourishment at North Beach, even at a cost of $800,000. Ms. O'Brien agreed. Mr. Hoppensteadt commented that the sand from the 2016 beach renourishment project disappeared fairly quickly, while the sand from the 2013 project was more sustainable. Mr. Dorrill commented that he will confirm with the County's Coastal Zone Management Division that our portion of the beach renourishment project will be as an "add alternate" to the contract, so that we will have the flexibility to increase or decrease the amount of sand in our participation, as a result of future storm effects or an unfavorable contract price. Mr. Fogg commented that he will continue to pursue discussions with the County on the possibility of the County's portion of the project extending south ''/z mile from Vanderbilt Beach, as the public is using the beach for that distance. Ms. O'Brien motioned, Ms. McLaughlin seconded that the PBSD requests 20,000 cubic yards of sand for Pelican Bay's North Beach area in the upcoming Fall beach renourishment program and the PBSD requests that the County taper the sand south of the boundary line between the public and private beach at an estimated cost of $800,000. The motion carried unanimously. CLAM PASS Dr. Dabees commented that the construction plans for our anticipated fall dredging project, included in the agenda packet, will be used for submission to the state for approval of the project, along with a new current aerial photo. FIe recommended that a survey be performed the day before construction as well as post construction. Mr. Dorrill commented that final quantities will be determined just prior to issuing the Notice to Proceed to the marine contractor. Ms. O'Brien commented that the Clam Bay Management Plan requires that the PBSD Board approves the construction plans for any dredging event. Mr. Dorrill commented that in order to avoid declaring an emergency and obtaining approval from the BCC and the TDC for an emergency dredge as has been done so often in the past, we now have put a process in place whereby we have obtained approval from the BCC and TDC well in advance of the anticipated dredging event. Ms. O'Brien requested that the board is given a "heads up" prior to any future dredging event. She commented that the board was not made aware of the April 2020 dredging event. Mr. Dorrill responded that the board will be notified at the point when a dredging event becomes imminent. Ms. McLaughlin motioned, Dr. Chicurel seconded that we approve the authorization of the expenditure for the Clam Pass maintenance as approved by the appropriate County and State entities, and that we look forward to this being accomplished in November. The motion carried unanimously. LANDSCAPE &SAFETY COMMITTEE Dr. Chicurel commented on the sidewalk replacement project including: • The contractor has begun Phase One sidewalk construction (photos were included in the agenda packet). Typical rainy season weather has slowed progress somewhat. Our CEI engineer, Erin Hinklin (Johnson Engineering) as well as Ms. Jacob, Mr. Duprey, and Mr. Coleman have all done their part to facilitate the construction. 4 Pelican Bay Services Division Board Regular Session July 14, 2021 Phase Two plans have been finalized and submitted for Right of Way and South Florida Water Management permits. Easements and Right of Entry for properties affected by Phase Two sidewalk construction are being processed by the Collier County Real Property section. An update on our sidewalk project will be included in tonight's PBF e-blast and in the next edition of the PB Post, WATER MANAGEMENT COMMITTEE Ms. McLaughlin commented that the repairs to the pipes (installation of liners) going into Oakmont Lake have been completed. CHAIRMAN'S REPORT TIMELINE AND AMOUNT FOR BORROWING FUNDS Mr. Fogg commented that he continues to look at long-term financing options, and plans to schedule another meeting with the County's Budget Office and Mr. Dorrill. He noted that he has not received a response from a recent e-mail he had sent to Mr. Ed Finn, County Budget Director. Mr. Dorrill commented that the County's Finance Committee has indicated that due to the size of our issue, long-term financing would not be warranted, as the issuance costs would not be offset by the long- term benefit. And therefore, the committee recommends that we use the short-term financing tool available to us and approved by the BCC. Ms. McLaughlin and Ms. O'Brien requested that Mr. Dorrill provides written documentation of the Finance Committee's response to our long-term financing request, approved by the PBSD Board at its May 2021 meeting. U.S.A.C.E. RESILIENCY PROJECT UPDATE Mr. Fogg reported that Ms. Penny Taylor, Board of County Commissioners Chair, has formed a U.S.A.C.E. Beach Resiliency Project Stakeholder Task Force. The first meeting will be on July 20. Mr. Fogg suggested that a PBSD Board member should attend every meeting, and that he will attend the first meeting as our representative. The PBF will also have a board member attending each meeting. AUGUST AND SEPTEMBER PBSD BOARD MEETINGS Mr. Fogg reported that he will make a final decision on whether to schedule an August and/or September PBSD Board meeting on Monday, July 19. Staff will notify board members of this decision on Monday. NEW BUSINESS/MISCELLANEOUS CORRESPONDENCE MISCELLANEOUS CORRESPONDENCE (SUSAN O'BRIENI Ms. O'Brien provided documents in the agenda packet related to the renewal of the PBSD Administrator's contract in May. She commented that the PBSD Board was not consulted on this contract renewal, as the board had been in the past. The meetine was adiourned at 2:56 Pelican Bay Services Division Board Regular Session July 14, 2021 Fogg, v Minutes approved L Vf as pres nted OR � � as amended ON Z0143ZgOo7 I date 0