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PBSD MSTBU Minutes 10/11/2021 BudgetBUDGET COMMITTEE PELICAN BAY SERVICES DIVISION OCTOBER 11, 2021 The Budget Committee of the Pelican Bay Services Division met on Monday, October 11 at le00 p.m. at the SunTrust Bank Building, 801 Laurel Oak Drive, Suite 102, Naples, Florida. In attendance were: Budget Committee Michael Fogg, Chairman Nick Fabregas (absent) Dave Mangan Denise McLaughlin (absent) Susan O'Brien Pelican Bay Services llivision Staff Karin Herrmann, Operations Analyst Neil Dorrill, Administrator Lisa Jacob, Project Manager Chad Coleman, Operations Manager Barbara Shea, Administrative Assistant Darren Duprey, Assoc. Project Mgr. (absent) Also Present Jack Cullen, PBSD Board Michael Rodburg, PBSD Board Rick Swider, PBSD Board APPROVED AGENDA (AS PRESENTED) 1. Pledge of Allegiance 2. Roll call 3. Agenda approval 4. Approval of 05/04/2021 meeting minutes 5. Audience Comments 6. FY 2021 Financial Review a. Fund 109 b. Fund 778 c. Fund 320 d. Fund 322 7. Capital Projects/Financing 8. Review FY 2022 Budget Development Process 9. Other Committee Comments 10. Adjourn ROLL CALL Mr. Fabregas and Ms. McLaughlin were absent and a quorum was established. AGENDA APPROVAL 1 Pelican Bay Services Division Budget Committee Meeting October 11, 2021 Ms. O'Brien motioned, Mr. Mangan seconded to approve the agenda as resented. The motion carried unanimously. Ms. O'Brien motioned, Mr. Mangan seconded to approve the 5/04/2021 meeting minutes as presented. The motion carried unanimously. AUDIENCE COMMENTS None FY 2021 FINANCIAL REVIEW Mr. Fogg commented that our FY2022 PBSD budget was approved by the Board of County Commissioners (BCC) and is now locked in. Mr. Coleman reviewed funds spent, variances, and resulting carryovers to FY2022 and FY2023 for each of our four funds for FY2021. Mr. Coleman also noted that we spent 91% (or $138,000) of the $150,000 allocated to us by the County in Fund 111, for Clam Bay, in FY2021. Ms. O'Brien commented on the amount spent on lake bank remediation engineering in FY2021. Mr. Dorrill commented that this was a result of examining many options for developing a plan for the lake bank remediation of Oakmont Lake, FY2022 BUDGET REVIEW Mr. Fogg provided an overview of our FY2022 budget including carryforwards, reserves, expenses, and revenues for each fund. CAPITAL PROJECTS/FINANCING Mr. Fogg provided an overview of our capital fund balances, revenues, and expected project expenditures in FY2022. Mr. Dorrill commented that our Environmental Consultant, Dr. Dabees, will be providing an update on the County's Fall Beach Renourishment Project at this Wednesday's monthly PBSD Board meeting. He noted that the PBSD has the option to purchase additional sand for placement south of Marker 32. Mr. Dorrill noted that a potential Clam Pass dredging project (expected towards the end of 2021), would provide additional sand placement on the north side of the pass. He also expressed concern over the County's beach renourishment schedule which plans for the Pelican Bay beach to be renourished from just before the Christmas holiday through sometime in January. This is not ideal for Pelican Bay residents and their visitors. Ms. O'Brien commented that the PBSD Board already voted on the PBSD's participation in the County's Fall beach renourishment project at its July meeting. Mr. Fogg commented that the estimated cost of our FY2022 beach renourishment project is approximately $900,000. He noted that the PBSD will have to add back funds to our beach renourishment reserve in future budget years, in order to fund future beach renourishment projects. Mr. Fogg commented that the estimated cost of our FY2022 Oakmont Lake Remediation Project is approximately $2.5 million. Pelican Bay Services Division Budget Committee Meeting October 11, 2021 Mr. Fogg cormented that the estimated cost of our FY2022 Operations Building Replacement Project is approximately $3.5 million. Ms. Jacob commented that this project is out to bid and that bids received will be opened on Oct. 21. Mr. Fogg commented that Mr. Coleman has suggested that it would be more cost effective to bid out one project to replace all of our remaining traffic signs, than to complete the project in segments over several years. Mr. Coleman will work on options to modify the sign specifications to reduce the cost of the signs for this project. Additional funds will be added to this project next year, and the project will be completed when the project has been fully funded. Mr. Fogg commented that if the Landscape Median Project is approved at Wednesday's board meeting, a budget amendment will be required. The total project cost of $154,223.30 will be funded by transferring $98,194.56 from the Field Operations Center Improvements Project in Fund 322 and $56,028.74 from the Sign Project in Fund 322 to the Landscape Median Project. Ms. O'Brien suggested that the replacement of our traffic signs is more important to our residents than the landscape median project. She suggested that our staff is utilized for the replacement of plants on our medians. Mr. Dorrill commented that in light of all the pluses and minuses related to the Phase 1 Sidewalk Project, the project is looking to come in on budget. He commented that permits are in hand for our Phase 2 project, which is currently "in -process" in the County's Procurement Dept, Mr. Coleman cormmented that ABB's best estimate for our Phase 2 project is $6.8 million. He noted that this is the only PBSD project which will require financing in FY2022. Mr. Fogg commented that Fund 322 will potentially have an additional $1 million available that had not been previously expected. Mr. Coleman commented that we will need to draw on our credit line, after bids are received, to open the purchase order for our Phase 2 project. REVIEW FY 2022 BUDGET DEVELOPMENT PROCESS Mr. Fogg provided suggestions on now to improve the FY2022 budget development process. He suggested that in order to meet the County's early May budget submission deadline, the PBSD Budget Committee needs to start work in January to set the framework for the next budget cycle, determine any financing requirements, and determine a target ERU assessment. Mr. Fogg suggested that the committee works with the County's GovMax summary forms during the FY2022 budget process. Ms. O'Brien suggested that it would be helpful if these forms included data from the past 5 or 10 years for review and analysis by the committee. Mr. Dorrill noted that the BCC typically approves County budget policy for the following year at its first board meeting in March. OTHER COMMITTEE COMMENTS Ms. O'Brien suggested that the Water Management Committee needs to provide a game plan and guidelines for all future lake remediation projects. This would assist in the PBSD budgeting process. The meetinE was adiourned at 2:05 3 Pelican Bay Services Division Budget Committee Meeting October 11, 2021 Michael FYg, Chairman Minutes approved as [� as amended ON 07(7 0l r� date 4