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PBSD MSTBU Minutes 10/13/2021PELICAN BAY SERVICES DIVISION BOARD REGULAR SESSION OCTOBER 13, 2021 The Pelican Bay Services Division Board met on Wednesday, October 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 Michael Fogg, Chairman Joe Chicurel, Vice -Chairman Jack Cullen 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 (absent) 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 Also Present Mark English, PB Property Owners Assoc. Jane Brown, Pelican Bay Foundation Colleen Greene, County Attorney's Office Jim Carr, Agnoli, Barber & Brundage Joshua Hildebrand, Johnson Engineering Mohamed Dabees, Humiston & Moore Jim Hoppensteadt, Pelican Bay Foundation APPROVED AGENDA (AS PRESENTED) 1. Pledge of Allegiance 2. Roll Call 3. Agenda approval 4. Approval of 7/14/21 Regular Session meeting minutes 5. Re -approval of 6/09/21 Regular Session meeting minutes 6. Audience comments 7. County Attorney's Office Sunshine Law Presentation 8. Administrator's report a. Projects summary 9. Committee reports a. Budget i. Year-end financial report ii. Update on FY22 budget iii. Update on financing Clam Bay *Beach Renourishment timing and extent ii. Clam Pass dredging c. Landscape &Safety Pelican Bay Services Division Board Regular Session October 13, 2021 i. Approval or landscape median improvement project ii. Sidewalk project update 0. Chairman's Report 1. Old business 2. New business/Miscellaneous Correspondence A �4� 1 DDQ� U1 Ak T L14 � � �11 �� �11 k �11 0� � UU6 b. Miscellaneous correspondence (Susan O'Brien) 3. Adjournment Mr. Fabregas and Ms. McLaughlin were absent and a quorum was established. resented. The motion carried unanimouslv. Operations Building be included on November's board meeting agenda. She also commented that the PB Foundation requires masks inside all PB Facilities, Mr. Hoppensteadt, PBF President, clarified that everyone entering a PBF Facility is required to wear a mask, However, once inside, masks are not required where it is possible to socially distance, and that each meeting group can make their own decision on mask requirements during a meeting. Ms. O'Brien suggested that this clarification be ncluded in a PBF e-blast. n motioned, Mr. Weir seconded to approve the 07/14/2 session meeting minutes as presented. The motion carried unanimously, I E COMMENTS on motioned, Mr. Rodburg seconded to approve the 06/09/2021 regular session meeting minutes as amended. The motion carried unanimously. OUNTY ATTORNEY'S 0 Sunshine Law, Public Records Law, and Ethics Law (including Florida State Ethics Law and Collier County's Ethics Ordinance). ADMINISTRATOR'S REPORT Mr. Dorrill commented on the October 7 projects summary, included in the agenda packet, as follows, Pelican Bay Services Division Board Regular Session October 13, 2021 I he Phase I siciewalKproject is nearing compietion ot the construction phase. A decision was made to palletize the pavers that were removed from residential driveways, where the new sidewalks bisect these driveways. These pavers will be stored and cataloged for up to a year at the Operations Building to allow the residents to take possession of their pavers, if they so desire. A change order has been received to identify some credits and some additional costs (from the removal of pavers within driveways) now that unit pricing has been obtained for additional work. It is anticipated that the project will be completed oil schedule and under budget. Ms. O'Brien requested that copies of the change order and credits be provided to the board for their review. The Phase 2 sidewalk project bid packages have been completed and sent to the County's Procurement Dept. for processing. 0 The Operations Facility project continues to be estimated at $3.9 million and is currently out for bid. Scaled bids are due back by 10/21/2021. A 10/06/2021 pre -bid conference had an unusually high amount of interest, with 15 contractors in attendance. The designs and plans for the new facility call for the installation of a conduit and wire for two electrical vehicle charging stations, adjacent to the building. The circuit breaker panel was designed to accommodate an additional eight charging stations. 0 Bid packages for the Oakmont Lake 4-1 Restoration project were completed and sent to the Procurement Dept. about two weeks ago. We should expect bids to be back for this project by the end of December 202 1. At the July PBSD Board meeting, the board authorized the placement of 20,000 cubic yards of sand (at R-markers 34.5 to 36.5 plus tapers). Subsequently we were able to work with the County's Coastal Zone Management Dept, to extend their portion of nourishment an additional 1/4mile south down to the north end of the Bay Colony Club area. The PBSD now has the ability to alter its July authorization, and may purchase additional sand to fill in the gap area, south of Bay Colony and north of the Marker 36 Facility, for an additional cost of $500,000. Staff does not recommend purchase of additional sand for this area primarily because that section of the beach is not identified as critically eroded in either the preconstruction survey or the Spring survey. Up to 9,000 cubic yards of material will be dredged out of Clam Pass during the planned Clam Pass maintenance project. A majority of this material will be placed on the beach north of the inlet. This project is under contract, at $357,739.80. Preliminary discussions have been held with the contractor. The most recent aerials of Clam Pass show some degradation of conditions from the prior month. We are waiting for the end of sea turtle nesting season and expect the project to start sometime in advance of Thanksgiving. VIMITTEE REPORTS YEAR�END FINANCIAL REPORT Mr. Fogg provided an overall review of our 2021 year-end financial statements, included in he agenda packet, of our four funds. He highlighted a balance of approximately $7 million at 09/30/2021 in our Capital Project Fund 322. Ms. O'Brien commented that FY2021 engineering costs for our Oakmont Lake 4-1 Remediation project were approximately $250,000 and that we need to work on reducing these engineering costs for future lake bank remediation projects. UPDATE ON FY22 BUDGET Pelican Bay Services Division Board Regular Session October 13, 2021 Ar. Fogg reviewed estimated costs of our FY2022 capital projects, UrJJAILJ� "IN VIINAIIkAIN" Mr. Fogg commented that based on current Phase 2 Sidewalk Project estimates, this project vill require $5 - $5.5 million in financing, Ms. O'Brien provided her October 2021 Clam Bay update in the agenda packet. She commented that we have recently received a new Water Quality Report, prepared by our new vendor Stantec, for samples collected in January to June 2021. Copper levels continue to be good, total nitrogen continues to be excellent, and total phosphorus levels continue to be problematic. Ms, O'Brien commented that unexpectedly, the report included water quality results for 29 upland ponds and the Clam Bay water quality results. She hopes that we can soil out a method to separate out these wo issues, resulting in one report for the upland ponds and one report for Clam Bay. Ms. O'Brien noted that we had discontinued reporting on upland ponds about four years ago because we were not using the data. This issue will be further discussed at the Clam Bay Committee meeting next week. Dr. Dabees, Environmental Consultant with Hurniston & Moore, discussed our two options for participation in the County's Fall beach renourishment project as follows. 1. Make no change in the July board decision which was to renourish PB beaches between R34 and R36 with 20,000 cubic yards of sand. The 100-width beach guidelines are met in all of the PB beach areas except for the Marker 3 6 area. 2. Renourish PB beaches from R32 (the new southern point of the County's renourishment project) to R36, with a taper down to R37, with an additional cost of approximately $500,000. Uer discussion, Mr. Fogg concluded that the board is comfortable with making no changes to their authorization for 20,000 cubic yards of sand, as approved at the board's July meeting, r, orr expresse concern over e ounLy s eac re ur s ent project se e e C shows our Pelican Bay Beach and Vanderbilt Beach scheduled for sand placement to occur from mid - December through the 2,d or P week of January. Mr. Hoppensteadt commented that the Ritz Hotel and other nearby beachfrom hotels are in discussions with the County's CZM Dept. regarding the project's timing. Dr. Dabees commented that once the County's project schedule is finalized, an optimal timing can be determined to complete our Clam Pass maintenance project. Simultaneously completing both projects on PB beaches must be avoided. Mr. Dorrill commented that his preference would be for our Clam Pass maintenance project to be completed before the beach renourishment project. Ms. O'Brien suggested that an article on this project and variables under consideration regarding optimal timing, be placed in the PB Post and PB e-blast. LANDSCAPE & SAFETY COMMITTEE was provided in the agenda packet. 1. Landscape median improvements: The objective of this project is to replace problem plants, landscape bare and problem places, and plant insect tolerant plants. Bids were provided in the elican Bay Services Division Board Regular Session October 13, 2021 genda packet. Leo Jr, is the lowest bid ($154,223.30). The L&S Committee recommends hat the PBSD Board approve the allocation of $154,223.30 to fund median improvements, S.0 rien cornmeineU Mat this project was not included inthe r I ZVZL midget and requires budget amendment, She suggested that some plants identified for removal are not roblematic and are healthy. She also suggested that we consider that our landscape workers emove the old plants and install the replacement plants. Dr. Chicurel responded that our vorkers would be unable to address the scope of this project. Mr. Coleman commented that e had discussed this issue with Mr. Mumm, and it was mutually agreed that the PBSD does ot have the resources to install over 10,000 plants. Mr. Mumm added that it would be very ifficult for staff to follow County Procurement Policy for the purchase of so many plants obtaining three quotes for each type), and much easier for a contractor to purchase these plants om landscape brokers. Mr. Fogg noted that the Budget Committee, at its recent meeting, oncluded that this project can be funded by reassigning funds from two other projects in Fund 224 r. cure mot one , s. HamilLon seconded that the board approves an allocation of $154,223.30 to fund median improvements. The motion carried 84, with Ms. O'Brien dissenting. I Installation of sod will follow all irrigation and sprinkler restoration and availability to be completed on all of Green Tree (not broken up). PBSD plans to hold residents' pavers that were removed to make way for the sidewalk until residents indicate they want them, Adherence to the ADA (Americans with Disabilities Act of 1990) cross slope requirement of 2% has been maintained and accounts for paver restoration and storage. There was direct personal communication with those parties affected by driveway cuts. 44 55 L C ase projeCL aria LlIaL me board had specitically discussed this issue at the August 2020 board meeting, Dr. Chicurel responded that in light of the ADA requirement, it became apparent that there was no other way to handle this issue. Ms. O'Brien suggested that it would iave been better if our board and homeowners had been given a heads up on the change in cope in advance of the project. Ms. O'Brien commented that this change in scope will affect he property of many homeowners associations on Pelican Bay Blvd. in Phase 2. v1s. Jane Brown PBF Board CODIDlemented all of those involved in the Phase I nrniect on ero" of the project. Mr. Coleman commented that Johnson Engineering will also be the rovider of CEI (construction engineering & inspection) services for Phase 2. The lowest esponsive bidder will be selected as the construction contractor for Phase 2. base I Sidewalk Project Communication: PBF weekly e-blast and Post articles have and will residents. The PBSD, through the efforts of Ms. Herrmann, has communicated by official mail ?clican Bay Services Division Board Regular Session October 13, 2021 correspondence with residents and associations multiple times during this project phase. Johnson Engineering has held bi-monthly PBSD staff and contractor meetings as the Green Tree construction has progressed to make sure that all parties are on the same page as to resolution of issues and the project in generaL 4. Phase 2 Sidewalk Replacement Update: An updated timeline of Phase 2 has been included in the agenda packet. The start of construction for Phase 2 is expected to be late February/early March, and the project is expected to take approximately two years to complete, 5. Line of Sight Update: Mr. Murnin has been making sure that intersections and medians have proper and safe lines of sight for vehicles and pedestrians, This effort is ongoing and will continue as areas in need are recognized, 6. New Flashing Light Pedestrian Crossing Beacon Light at Beach Walk/San Marino Update: This project was included in the FY2022 budget and is in process. Ms. O'Brien commented that this project has never been discussed or approved by the board. Mr. Coleman commented that the FY2022 budget includes $80,000 for this project. Mr. Duprey commented that the RFQ (request for quotes) is in process for this project, and that responses will be brought back to the board, None ARTICLE ON PBSD ELECTION (DENISE MCLAUGHLIN) Mr. Fogg commented on an article which discusses the 2022 PBSD Board election, prepared by Ms. McLaughlin, submitted to the PB Post, and included in the agenda packet. Mr. Fogg noted that Ms. O'Brien's and Mr. Swider's residential seats will be up for election, as well as Mr. Fabregas' commercial seat. He also noted that Mr. Fabregas has indicated that he will not run for re-election. Mr. Dorrill commented that Mr. Damouni (Naples Grande) has indicated an interest in running for the open commercial seat. Mr. Dorrill will communicate information on the election to the other commercial entities. Ms. O'Brien requested that future afticles refer to the board as the PBSD Board and not as the PBSD Advisory Board. 1%41QI�rT T AATUfATTQ I 1� 6 1 � �"I WE[ discuss it. Mr. Doff ill commented that there are no electric Ford pickup trucks on the Florida State Contract. Ms. O'Brien suggested that we discuss this topic at a future board meeting. Mr. Coleman commented that a recent comparison of electric lawranowers vs. gas -powered lawranowers indicated that the electric lawnmowers were not cost effective. Ms. O'Brien commented on the board's May 2021 motion to pursue long-term financing with the County, and expressed concern on the lack of follow-up. Mr. Fogg responded that he had discussed this issue with Mr. Ed Finn, Director of Corporate Finance & Management. Mr. Fogg com mented that this issue is not worth parsing until we have a clearer picture of what our ultimate financing needs are, Pelican Bay Services Division Board Regular Session October 13, 2021 Mkicael Fogg, Chai a Minutes approved L_] as prese ted OR as amended ON date f f