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PBSD MSTU Agenda 09/30/202231.A 09/30/2022 COLLIER COUNTY Advisory Boards Item Number: 3 LA Item Summary: Pelican Bay Services Division Board - Sept. 14, 2022 Meeting Date: 09/30/2022 Prepared by: Title: Administrative Assistant — Pelican Bay Services Name: Barbara Shea 09/19/2022 3:04 PM Submitted by: Title: Project Manager — Pelican Bay Services Name: Lisa Jacob 09/19/2022 3:04 PM Approved By: Review: Pelican Bay Services Chad Coleman Mgr - PBSD Communications, Government, and Public Affairs Michael Brownlee Advisory Boards Michael Cox Meeting Pending Completed 09/19/2022 3:11 PM PAM Review Completed 09/30/2022 12:00 AM Packet Pg. 708 31.A.1 Collier County Government Communications, Government & Public Affairs colliercountyfl.gov 3299 Tamiami Trail E., Suite 102 twitter.com/CollierPIO Naples, Florida 34112-5746 facebook.com/CollierGov youtube.com/CollierGov August 31, 2022 FOR IMMEDIATE RELEASE Notice of Public Meeting Pelican Bay Services Division Board Regular Session Collier County, Florida September 14, 2022 1:00 P.M. Notice is hereby given that the Pelican Bay Services Division Board will meet on September 14, at 1:00 p.m. in the Community Center at Pelican Bay, 8960 Hammock Oak Drive, Naples, Florida. Individuals who would like to participate in person must complete and submit a speaker form prior to the beginning of the discussion about the item. The agenda will be available on the Collier County Government website on the PBSD webpage. About the public meeting: Two or more members of the Collier County Board of County Commissioners may be present and may participate at the meeting. The subject matter of this meeting may be an item for discussion and action at a future meeting of those boards, councils or agencies. All interested parties are invited to attend, and to register to speak. All registered public speakers will be limited to three minutes unless permission for additional time is granted by the chairman. Collier County Ordinance No. 2004-05 requires that all lobbyists shall, before engaging in any lobbying activities (including, but not limited to, addressing the Board of County Commissioners, an advisory board or quasi-judicial board), register with the Clerk to the Board at the Board Minutes and Records Department. Anyone who requires an auxiliary aid or service for effective communication, or other reasonable accommodations to participate in this proceeding, should contact the Collier County Facilities Management Division, located at 3335 Tamiami Trail E., Suite 101, Naples, Florida 34112, or (239) 252-8380, as soon as possible, but no later than 48 hours before the scheduled event. Such reasonable accommodations will be provided at no cost to the individual. For more information, call (239) 252-1355. N N O N N N O N Packet Pg. 709 31.A.2 PELICAN BAY SERVICES DIVISION Municipal Services Taxing & Benefit Unit N 0 NOTICE OF PUBLIC MEETING WEDNESDAY, SEPTEMBER 14, 2022 THE PELICAN BAY SERVICES DIVISION BOARD WILL MEET AT 1 PM ON SEPTEMBER 14 AT THE COMMUNITY CENTER AT PELICAN BAY, 8960 Cn HAMMOCK OAK DRIVE, NAPLES, FLORIDA, 34108. AGENDA 1. Pledge of Allegiance 2. Roll Call 3. Agenda approval 4. Approval of 5/11/22 Regular Session meeting minutes 5. Audience comments 6. Administrator's report a. Projects summary b. August financial report 7. Committee reports a. Clam Bay b. Landscape & Safety c. Water Management 8. Chairman's report 9. Old Business 10. New business/Miscellaneous Correspondence 11. Adjournment indicates possible action items ANY PERSON WISHING TO SPEAK ON AN AGENDA ITEM WILL RECEIVE UP TO THREE (3) MINUTES PER ITEM TO ADDRESS THE BOARD. THE BOARD WILL SOLICIT PUBLIC COMMENTS ON SUBJECTS NOT ON THIS AGENDA AND ANY PERSON WISHING TO SPEAK WILL RECEIVE UP TO THREE (3) MINUTES. THE BOARD ENCOURAGES YOU TO SUBMIT YOUR COMMENTS IN WRITING IN ADVANCE OF THE MEETING. ANY PERSON WHO DECIDES TO APPEAL A DECISION OF THIS BOARD WILL NEED A RECORD OF THE PROCEEDING PERTAINING THERETO, AND THEREFORE MAY NEED TO ENSURE THAT A VERBATIM RECORD IS MADE, WHICH INCLUDES THE TESTIMONY AND EVIDENCE UPON WHICH THE APPEAL IS TO BE BASED. IF YOU ARE A PERSON WITH A DISABILITY WHO NEEDS AN ACCOMMODATION IN ORDER TO PARTICIPATE IN THIS MEETING YOU ARE ENTITLED TO THE PROVISION OF CERTAIN ASSISTANCE. PLEASE CONTACT THE PELICAN BAY SERVICES DIVISION AT (239) 252-1355. N N 0 N Rt 9/08/2022 Packet Pg. 710 31.A.2 PELICAN BAY SERVICES DIVISION BOARD REGULAR SESSION MAY 11, 2022 The Pelican Bay Services Division Board met on Wednesday, May 11, 2022, 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 Jacob Damouni (absent) Peter Griffith Pelican Bay Services Division Staff Neil Dorrill, Administrator Chad Coleman, Ops. Manager Darren Duprey, Assoc. Project Mgr. Also Present Jane Brown, Pelican Bay Foundation Susan Hamilton Dave Mangan Denise McLaughlin Michael Rodburg (absent) Rick Swider Michael Weir Karin Herrmann, Operations Analyst Lisa Jacob, Project Manager William Mumm, Sr. Field Supervisor Barbara Shea, Administrative Assistant Jim Hoppensteadt, Pelican Bay Foundation APPROVED AGENDA (AS PRESENTED) 1. Pledge of Allegiance 2. Roll Call 3. Agenda approval 4. Approval of 4/13/22 Regular Session meeting minutes 5. Audience comments 6. Administrator's report a. Projects summary b. April financial report 7. *Approval of the Proposed FY2023 Budget 8. Chairman's Report 9. Old Business 10. New business/Miscellaneous Correspondence a. Article on the County's increase in water -sewer rates b. FY2023 Budget Message from Mr. Rodburg 11. Adjournment ROLL CALL Mr. Damouni and Mr. Rodburg were absent and a quorum was established. N N O N N N 0 N 1 Packet Pg. 711 31.A.2 Pelican Bay Services Division Board Regular Session May 11, 2022 AG IIMs. Hamilton motioned, Mr. Cullen seconded to approve the agenda as I presented. The motion carried unanimously. APPROVAL OF 4/13/2022 REGULAR SESSION MEETING IMs. McLaughlin motioned, Ms. Hamilton seconded to approve the 4/13/2022I rcuular session meetina, minutes as presented. The motion carried unanimouslv. AUDIENCE COMMENTS None N N O N ADMINISTRATOR'S REPORT M CLAM PASS MAINTENANCE DREDGING PROJECT co Mr. Dorrill reported that the Clam Pass maintenance dredging project was completed on schedule and under budget. He commented that an enormous amount of sand was placed on the a beaches north and south of Clam Pass. Mr. Dorrill noted that the Seagate neighborhood filed a complaint with the Coast Guard. The Coast Guard was very cooperative and suggested that in the 04 future, when we need to close the inlet, that we provide advance notification to the Seagate community N as a courtesy. N N O N OPERATIONS CENTER REPLACEMENT PROJECT Mr. Dorrill reported that at the end of March, the BCC approved a contract with RAM General r Contracting and Development for our Operations Center Replacement Project. He noted that the cn County Public Utilities Dept. is paying for half of the site improvements cost for this project. At the pre -construction conference, the RAM Contracting representative indicated that he is experiencing Y cost increases for materials and subcontracted labor, and is seeking a change order. Mr. Dorrill a commented that he does not support this. He noted that demolition and site work should commence a shortly. Ms. Jacob commented that the substantial completion of the project should take no longer than 300 days. Mr. Coleman noted that small equipment will be stored in containers. Mr. Dorrill a commented that this contractor has to purchase three types of bonds for this project, including (1) builders risk insurance, (2) a performance surety bond, and (3) a bid bond. o OAKMONT LAKE 4-1 RESTORATION PROJECT Mr. Dorrill reported that the Oakmont Lake 4-1 Restoration Project mobilization started on Monday. Quality Enterprises, the contractor, has installed a silt fence and is hoping to complete as much of the grading as possible prior to the rainy season. Mr. Dorrill commented that the PBSD continues to have discussions with the Pelican Bay Foundation staff on the replacement of the PBF owned pathway along Oakmont Lake. Mr. Jim Hoppensteadt, PBF President, commented that the cost of "timber ties" has become very expensive and that a bid received from Quality Enterprises for their PBF Oakmont Lake project work came in too high to move forward with. He noted that PBF staff is loolcing at alternate project materials as well as other contractors, and hopes that the PBF portion of the Oakmont Lake Project can be completed at the same time that the PBSD project is completed. SIDEWALKS PHASE 2 PROJECT 2 Packet Pg. 712 31.A.2 Pelican Bay Services Division Board Regular Session May 11, 2022 N N O 04 Mr. Dorrill reported that at yesterday's BCC meeting, a contract was awarded to Quality Enterprises for $6.7 million for our Sidewalks Phase 2 Project. We have the necessary permits for the project and expect the project to take almost two years to complete. Mr. Dorrill commented that we 0 will obtain $6.5 million in commercial paper financing from the County. He noted that we will T increase communications with residents on our sidewalk replacement throughout the project. Ms. McLaughlin suggested that we be obsessive on communications with our residents on all of our m° projects and thanked Ms. Herrmann and Mr. Hoppensteadt on their communications efforts. c APRIL FINANCIAL REPORT Mr. Dorrill reviewed the seven -month financial statements and highlighted a current PBSD cash balance of approximately $13.2 million on hand on April 30, APPROVAL OF THE PROPOSED FY2023 BUDGET Mr. Fogg reported that the Budget Committee continued to discuss and make final adjustments 1. co to the proposed FY2023 budget at its most recent meeting. The final proposed FY2023 budget, included in the agenda packet, includes very few minor changes since the .last version of the budget was reviewed and discussed at the last board meeting. Mr. Fogg reported that this budget provides for a an ERU assessment of $873, which is an overall increase of 9.3% from last year. He provided a N discussion of the highlights of the budget which included: M • Personnel services will increase by 18% as a result of a "catch-up" for salary levels in January v 2022 and an additional wage adjustment (plus related benefits) of 7-8% which will occur on N or about October 1. • The Budget Committee discussed County employee labor vs. temporary labor and concluded that there was no benefit to changing the mix of our labor. • Overall operating expenses will increase by 5%, which may be a challenge in the current inflationary environment. Y • County indirect costs (County department allocations to the PBSD) will increase by 9%. Our carryforward for FY2023 is considerably less than the prior year. • The FY2023 budget includes total additions of $2.71 million for capital projects. a� 0 The PBSD ad valorem millage rate will be at the same rate as last year. a $6.5 million will be drawn down from our commercial paper line of credit in six-month increments. The contractor will bill us monthly. There will be no principal repayments until m the project is completed, and are expected to begin in FY2025. At that time, the goal is to r_ convert our short-term financing into 15-year long-term financing. The FY2023 budget •2 includes $200,000 for debt service. Ms. Hamilton motioned, Mr. Weir seconded that the board adopt this budget (as rovided in the agenda packet). The motion carried unanimously. CHAIRMAN'S REPORT Mr. Fogg suggested and the board agreed that the board would meet in June, and then skip board meetings in July and August. He suggested that the board discusses strategic planning at either the October or November board meeting. Mr. Fogg suggested that committee chairs schedule meetings with their committees before the fall, in order to bring forward strategic planning ideas. 3 Packet Pg. 713 31.A.2 Pelican Bay Services Division Board Regular Session May 11, 2022 OLD BUSYNESS ERU METHODOLOGY Mr. Swider commented that there would be value in having a detailed board discussion on our ERU methodology, which was set up 40 years ago. The methodology of how we collect revenue fiom our commercial members was discussed at our most recent Budget Committee meeting. Ms. McLaughlin commented that the factors used to calculate the ERU's assigned to our commercial members only change if the County's land use changes (for a commercial member). Mr. Swider commented that Mr. Dorrill has suggested that there must be a document which explains the ERU methodology, and if such a document exists, the board should review it. Mr. Fogg commented that in general, commercial members are assigned 5.75 ERU's per acre, while the golf course is assigned 1 ERU per acre. Mr. Fogg commented that he believes there is no generally accepted method of assigning ERU's. He suggested that in order to make a change to our ERU methodology, an outside consultant would need to be hired to craft a whole new methodology. Mr. Fogg asked board members to express their views on whether to pursue this issue which included the following comments. • Ms. McLaughlin commented that there have been extensive conversations on this issue (prior to her joining the board); the subject has been adequately covered. There is no added value N N O N to pursue this issue. N • Mr. Mangan commented that this issue has been discussed many times and there is no added N value to pursue this issue. N • Mr. Swider commented that this issue has not been fully discussed, and that the golf course o is being subsidized and PB residents are not aware of the level of the subsidy (approximately $800,000). r • Mr. Cullen commented that this issue has been discussed many times and there is no added value to pursue this issue. T • Dr. Chicurel commented that this issue is a complex issue, and that several boards chose not to pursue this issue in order to avoid creating tremors in the community. He commented that the current board should not proceed in pursuing this issue. • Mr. Griffith commented that the board should look at this issue. • Ms. Hamilton commented that there is no added value to pursue this issue. • Mr. Weir commented that there is no added value to pursue this issue, and that board members should refrain from bringing this issue up every year. Mr. Griffith motioned, Mr. Swider seconded that this board Pursue looking at and maybe changing the way the County's ERU's are allocated and the way we currently achieve our income dollars. The motion failed 2-7, with Dr. Chicurel, Mr. Cullen, Mr. Fogg, Ms. Hamilton, Mr. Mangan, Ms. McLaughlin, and Mr. Weir dissenting. 11 NEW BUSINESSIMISCELLANEOUS CORRESPONDENCE Ms. McLaughlin strongly recommended that board members read the 2014 Clam Bay NRPA Management Plan (available from staff upon request). She commented that the document provides an excellent history of Clam Bay over the last 20 years. She also recommended that board members read the annual 2021 Clam Bay Monitoring Report (available from. staff). Ms. McLaughlin commented that the Mangrove Action Group was created around the year 2000 and is an interested party in 4 Packet Pg. 714 31.A.2 Pelican Bay Services Division Board Regular Session May 11, 2022 N N O protecting the PB mangrove forest. Dr. Chicurel commented that when the Clam Bay Management 4 Plan was being created, the Mangrove Action Group attended meetings and provided input. ADJOURNMENT The meeting was adiourned at 2:18 D.M. Michael Fogg, Chairman Minutes approved [] as presented OR " as amended ON date N N O N Packet Pg. 715 31.A.2 Agenda item #6a Page 1 of 1 N N Pelican Bay Services Division Project Tracking Spreadsheet 09/01/2022 40 N Clam Pass Maintenance Dredging An extraordinary amount of sand was dredged from Pass and placed on beaches on both sides of the inlet. CO#3 for TSI Disaster Recovery was submitted to Procurement and for legal review. Even though term contract 19-7426 was used for quotes, due to final cost being over $200,000 and more than 10% of original, an executive summary was prepared and CO#3 is scheduled for approval by the BCC on 9/13/2022. TDC funds are not being requested; TSI will be paid with funds from MSTU General Fund 111. Pelican Bay Foundation contributed $66,060 for 4,404 CY of sand placed on "private" property and amount was deposited to TDC Fund 195 for future projects. PBSD New Maintenance Facilities — Project #50211 On 8/9/2022 in absentia, RAM General Contracting and Development's Contract 21- 2 7922 was Terminated for Convenience. No work was completed and per General a Conditions Section 19.1 Contractor is not entitled to any other or further recovery M against Owner, including but not limited to damages, or any anticipated profit on portions of the Work not performed. Staff and engineer are working with Facilities Management PMs to make changes to scope and bid schedule and the project t will N be rebid this Fall. N Oakmont Lake 4-1 Restoration — Project #51026 Quality Enterprises is making progress on Oakmont Lake Bank restoration; however, there were stabilization issues on bank because they used fill from the lake. As a result, QE is importing fill to repair. Six Work Directives were issued: one for a rain day and five others to perform necessary work that was not included in the engineer's plans. WD#5 is $129,605. WD#6 is $1,400. These will be absorbed by the Owner's Allowance. We are awaiting pricing for WD#2, WD#3, and WD#4. Sidewalk Improvements - Project #50212 Phase 1 construction is complete. Phase 2 work began in July. Quality Enterprises continues to survey and remove trees. Packet Pg. 716 31.A.2 PELICAN BAY N N BALANCE SHEET C N August 31, 2022 (UNAUDITED) Pelican Bay Landscape, Pelican Bay C Q street Safety, Lake & Beach Clam Bay Capital commercial y Operating Fund Lighting Projects Projects Paper 109 778 322 320 323 TOTAL ASSETS L Cash and investments 2,870,922.91 371,254.64 6,784,272.80 216,985.33 998,837.24 11,242,272.92 O Interest receivable - - m Trade receivable, net - - _ Due from other governments 8.00 184,961,71 - 184,969,21 .y Total assets 2,870,930.91 371,254.64 6,969,234.01 216,985.33 998,837.24 11,427,242.13 >_ 0 LIABILITIES AND FUND BALANCE Liabilities: V Accounts payable 191,671.12 11,154.02 471,506.00 315,596.00 989,927.14 Wages payable - - - - - y Retainage payable - - - fn Due to other Government 124.47 62.24 - - - 186.71 Total liabilities 191,795.59 11,216.26 471,506.00 - 315,596.00 990,113,85 m Fund balances: C Fund balance 2,679,135.32 360,038.38 6,497,728.01 216,985.33 683,241.29 10,437,128.28 V Total liabilities and fund balances 2,870,930.91 371,254.64 6,969,234.01 216,985.33 998,837.24 11,427,242.13 d IL Fund Balance at the end of the period 2,679,135.32 360,038.38 6,497,728.01 216,985.33 683,241.24 10,437,128.28 M N Unspent balance of projects: M N Small projects under $200K 236,295.28 236,295.28 50126-Beach Renourishment - - 293,557.51 - - 293,557.51 N 50211-PBSD OPS BLD - - 3,749,057.31 - - 3,749,057.31 p 50212-PBSD PHI -SW 907,111.70 907,111.70 N 51026-PBSD Lake Bank Restoration 792,446.64 - 792,446.64 51100-Clam Bay Restoration - - - 185,464.85 - 185,464.85 Total unspent balance of major projects 5,918,468.44 185,464.85 6,163,933.29 CL d Budgeted reserves: r 991000-Reserve for contingencies 159,000.00 11,400.00 - 170,400.00 4, 991700-Reserve for disaster relief 700,000.00 - 160,000.00 860,000.00 tv Y 992090-Reserve for sinking fund - 75,000.00 75,000.00 9930D0-Reserve for capital outlay 111,200.00 36,400.00 451,600,00 599,200.00 d 994500-Reserve for future construction and improvemen - - - - - - 998000-Reservefor cash 475,000.00 39,700.00 - 514,700.00 Total budgeted reserves 1,445,200.00 87,500.00 686,600,00 - - 2,219,300.00 Z51 Budgeted commitments at the end of the period 1,445,200.00 87,500.00 6,665,068,44 185,41%85 8,383,233.29 Q L 1,233,935.32 272,538.38 (167,340.43) 31,520,49 683,241.24 2,053,894.99 Packet Pg. 717 31.A.2 d 00 E X IkAXP 9 o oN mm N lz n N v N o N am,, ry �0 n P Oni m h m �yy h N a y r ".� v"i fl o 0 0 0 '�` 8 n w, n � n L, i ' brio vry o �s n .ti Nui o ' F'� d m uNi rim r7 ai �i v v rl ilk O n m m .i 9 N n V n m ri t� 'mA ri V, w V� N W 0 N n b'-f N n A W i pyp , i , o0 m ri a n e Z9 n ui ry re n vp1i a �v ai , of Id 16 �6IR a e � m w m "ar "ar ',� Pv � m Id rtn1 pN1 � O� C r ,➢ NC E oauni � w .o v 0 o n a oEto o 0 0 o a 0 o a n oao o 0 0 0 0 o a a o N o o a 0 0 [1 ,fin v m a oao 2 .. a d d coodo16 o 0 o N o d N N u s w EE mo a « ` m F- N w � � i � �� to ti' �` i € N 0. 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I m %52a 31: : C 04 Cm � Packet Pg. 721 1 \\ \\ \\o � ƒ] ®13ig/ §. ) E / . � ; ! § § .\ �� .} \ £ » \ 7 � \ \ ) \ U � § z � m \ § \ / \#e§i§ y 2 %� %k§qJ §\/ / ® / )§8\f \2f ® 31: : q q + 0 04 Rt Packet Pg. 722 Agenda item #7b Page 1 of 3 LANDSCAPE & SAFETY COMMITTEE REPORT Meeting held 6128122 at the PBSD Office The meeting was held to identify issues and to begin discussions as to what strategic measures should be developed to remedy these issues. The issues were broken down into (f) On -Going & Immediate !Issues and Projects; (2) Mid --Range Issues & Projects; and (3) Long Range Issues & Projects. (1) On -Going & Immediate Issues & Projects: a. Phase 2 Sidewalk Replacement Project Update The contractor was issued a notice to proceed and will begin in the south. b. Oakmont Lake Landscape Restoration -Post Lake Bank Project Proper lake bank slopes are being established and will facilitate grass mowing instead of weed eating at the lake edges; this will eliminate throwing grass clippings into the lake and therefore stop adding nutrients into the lake that contribute to algae growth and unsightly debris. c. Landscape Maintenance & Line of Sight Issues Following 2015 PBSD Board and Landscape & Safety Cte. actions, our staff will restore proper lines of sight at intersections and replace plantings that are either not able to be maintained properly or are not being maintained in a timely manner. d. Roadway Safety Y a a 0 m 0 y Purchase orders have been issued to hopefully place flashing lights and signage at the San Marino and Pebble Creek crosswalks. L v! W • •d a c a� E t r a Packet Pg. 723 31.A.2 Agenda item #F7b Page 2 of 3 N N O N (2) Mid -Range Issues & Projects: Peter Griffith was tasked with developing a strategic plan to plant trees throughout Pelican Bay in areas were trees have been lost or needed for beautification. This plan is both a mid -range and long range plan and will need (1) committee review and discussion before being implemented. (2) Trees whose leaves or flowers stain and those who shed leaves creating a nuisance are not viable choices. (3) Proximity to our new sidewalks, a county asset, and any negative effects caused by tree roots are critical criteria that need to be considered in the plan. (4) Home owner, villa, and/or condo association consultation must must also be part of the plan . N N O N (3) Long mange Issue & Projects. Street Lighting discussion was limited and will continue at future meetings. Mike Weir pointed out that tree trimming is necessary in the near term to allow new lights to be effective. Y a Denise McLaughlin reported to the committee that phosphorous levels M are high in Clam Bay. a Denise also asked staff to continue to monitor the evolution of battery o powered trimmers, blowers and mowers; her hope is to replace gas CO powered equipment in time. 0 Submitted By: Joe Chicurel, Chairman Landscape & Safety Committee L m CU U a Packet Pg. 724 31.A.2 Agenda item #7b Page 3 of 3 N From: Joseph Chfourel johlcurelQgmall.com f c Subjeot: Crosswalks & Cars N Date: August 30, 2022 at 9:02 AM To: Joe Chlcurel ]chlcurelCDgmail.com tic But right now, that's significantly smaller than the m OS main spot. Add to that a potential hazard as crowds 0 - spilI into the road: Oddly, it's sometimes a cut -through o between Vanderbilt Beach Road and U.S. 41., where a d fellow geezer or two during the day or an offspring atCn � it night has thought it a good idea to ascertain how rap- K idly his Range Roger can rove between stop signs. m And then there's the research by peer -reviewed Journal of Transport & Health finding that for every N $1,000 increase in a vehicle's price, the odds of that N driver yielding to a pedestrian in a crosswalk decrease N by 3 percent. Good luck with that in the'Naples luxury N machine wonderland. Q We spend a lot of time with hardscape on the prop. erties and traffic calming measures so that people U aren't whipping through Mercato all the time so there'sa. sort of this pause as you get to that heartbeat at that .'.&wftl _r►��f7..0.�� ...L��r �stflira (tIATaPA Mra a 1;tt1P hit MO�` T a Sent from my iPhone Packet Pg. 725 31.A.3 PELICAN BAY SERVICES DIVISION BOARD REGULAR SESSION MAY 11, 2022 The Pelican Bay Services Division Board met on Wednesday, May 11, 2022, 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 Jacob Damouni (absent) Peter Griffith Pelican Bay Services Division Staff Neil Dorrill, Administrator Chad Coleman, Ops. Manager Darren Duprey, Assoc. Project Mgr. Also Present Jane Brown, Pelican Bay Foundation Susan Hamilton Dave Mangan Denise McLaughlin Michael Rodburg (absent) Rick Swider Michael Weir Karin Herrmann, Operations Analyst Lisa Jacob, Project Manager William Mumm, Sr. Field Supervisor Barbara Shea, Administrative Assistant Jim Hoppensteadt, Pelican Bay Foundation APPROVED AGENDA (AS PRESENTED) 1. Pledge of Allegiance 2. Roll Call 3. Agenda approval 4. Approval of 4/13/22 Regular Session meeting minutes 5. Audience comments 6. Administrator's report a. Projects summary b. April financial report 7. *Approval of the Proposed FY2023 Budget 8. Chairman's Report 9. Old Business 10. New business/Miscellaneous Correspondence a. Article on the County's increase in water -sewer rates b. FY2023 Budget Message from Mr. Rodburg 11. Adjournment ROLL CALL Mr. Damouni and Mr. Rodburg were absent and a quorum was established. v Packet Pg. 726 31.A.3 Pelican Bay Services Division Board Regular Session May 11, 2022 AGENDA Ms. Hamilton motioned, Mr. Cullen seconded to approve the agenda as presented. The motion carried unanimously. APPROVAL OF 4/13/2022 REGULAR Ms. McLaughlin motioned, Ms. Hamilton seconded to approve the 4/13/2022I regular session MeetinI! minutes as presented. The motion carried unanimousiv. AUDIENCE COMMENTS None ADMINISTRATOR'S REPORT CLAM PASS MAINTENANCE DREDGING PROJECT Mr. Dorrill reported that the Clam Pass maintenance dredging project was completed on schedule and under budget. He commented that an enormous amount of sand was placed on the beaches north and south of Clam Pass. Mr. Dorrill noted that the Seagate neighborhood filed a complaint with the Coast Guard. The Coast Guard was very cooperative and suggested that in the future, when we need to close the inlet, that we provide advance notification to the Seagate community as a courtesy. OPERATIONS CENTER REPLACEMENT PROJECT Mr. Dorrill reported that at the end of March, the BCC approved a contract with RAM General Contracting and Development for our Operations Center Replacement Project. He noted that the County Public Utilities Dept. is paying for half of the site improvements cost for this project. At the pre -construction conference, the RAM Contracting representative indicated that he is experiencing cost increases for materials and subcontracted labor, and is seeking a change order. Mr. Dorrill commented that he does not support this. He noted that demolition and site work should commence shortly. Ms. Jacob commented that the substantial completion of the project should take no longer than 300 days. Mr. Coleman noted that small equipment will be stored in containers. Mr. Dorrill commented that this contractor has to purchase three types of bonds for this project, including (1) builders risk insurance, (2) a performance surety bond, and (3) a bid bond. OAKMONT LAKE 4-1 RESTORATION PROJECT Mr. Dorrill reported that the Oakmont Lake 4-1 Restoration Project mobilization started on Monday. Quality Enterprises, the contractor, has installed a silt fence and is hoping to complete as much of the grading as possible prior to the rainy season. Mr. Dorrill commented that the PBSD continues to have discussions with the Pelican Bay Foundation staff on the replacement of the PBF owned pathway along Oakmont Lake. Mr. Jim Hoppensteadt, PBF President, commented that the cost of "timber ties" has become very expensive and that a bid received from Quality Enterprises for their PBF Oakmont Lake project work came in too high to move forward with. He noted that PBF staff is looking at alternate project materials as well as other contractors, and hopes that the PBF portion of the Oakmont Lake Project can be completed at the same time that the PBSD project is completed. SIDEWALKS PHASE 2 PROJECT 2 Packet Pg. 727 31.A.3 Pelican Bay Services Division Board Regular Session May H, 2022 Mr. Dorrill reported that at yesterday's BCC meeting, a contract was awarded to Quality Enterprises for $6.7 million for our Sidewalks Phase 2 Project. We have the necessary permits for the project and expect the project to take almost two years to complete. Mr. Dorrill commented that we will obtain $6.5 million in commercial paper financing from the County. He noted that we will increase communications with residents on our sidewalk replacement throughout the project. Ms. McLaughlin suggested that we be obsessive on communications with our residents on all of our projects and thanked Ms. Herrmann and Mr. Hopp ensteadt on their communications efforts. APRIL FINANCIAL REPORT Mr. Dorrill reviewed the seven -month financial statements and highlighted a current PBSD cash balance of approximately $13.2 million on hand on April 30. APPROVAL OF THE PROPOSED FY2023 BUDGET Mr. Fogg reported that the Budget Committee continued to discuss and make final adjustments to the proposed FY2023 budget at its most recent meeting. The final proposed FY2023 budget, included in the agenda packet, includes very few minor changes since the last version of the budget was reviewed and discussed at the last board meeting. Mr. Fogg reported that this budget provides for an ERU assessment of $873, which is an overall increase of 9.3% from last year. He provided a discussion of the highlights of the budget which included: • Personnel services will increase by 18% as a result of a "catch-up" for salary levels in January 2022 and an additional wage adjustment (plus related benefits) of 7-8% which will occur on or about October 1. The Budget Committee discussed County employee labor vs. temporary labor and concluded that there was no benefit to changing the mix of our labor. • Overall operating expenses will increase by 5%, which may be a challenge in the current inflationary environment. • County indirect costs (County department allocations to the PBSD) will increase by 9%. • Our carryforward for FY2023 is considerably less than the prior year. • The FY2023 budget includes total additions of $2.71 million for capital projects. The PBSD ad valorem millage rate will be at the same rate as last year. • $6.5 million will be drawn down from our commercial paper line of credit in six-month increments. The contractor will bill us monthly. There will be no principal repayments until the project is completed, and are expected to begin in FY2025. At that time, the goal is to convert our short-term financing into 15-year long-term financing. The FY2023 budget includes $200,000 for debt service. Ms. Hamilton motioned, Mr. Weir seconded that the board adopt this budget (as provided in the agenda packet). The motion carried unanimously. CHAIRMAN'S REPORT Mr. Fogg suggested and the board agreed that the board would meet in June, and then skip board meetings in July and August. He suggested that the board discusses strategic planning at either the October or November board meeting. Mr. Fogg suggested that committee chairs schedule meetings with their committees before the fall, in order to bring forward strategic planning ideas. 3 Packet Pg. 728 31.A.3 Pelican Bay Services Division Board Regular Session May 11, 2022 OLD BUSINESS ERU METHODOLOGY Mr. Swider commented that there would be value in having a detailed board discussion on our ERU methodology, which was set up 40 years ago. The methodology of how we collect revenue from our commercial members was discussed at our most recent Budget Committee meeting. Ms. McLaughlin commented that the factors used to calculate the ERU's assigned to our commercial members only change if the County's land use changes (for a commercial member). Mr. Swider commented that Mr. Doi -rill has suggested that there must be a document which explains the ERU methodology, and if such a document exists, the board should review it. Mr. Fogg commented that in general, commercial members are assigned 5.75 ERU's per acre, while the golf course is assigned 1 ERU per acre. Mr. Fogg commented that he believes there is no generally accepted method of assigning ERU's. He suggested that in order to make a change to our ERU methodology, an outside consultant would need to be hired to craft a whole new methodology. Mr. Fogg asked board members to express their views on whether to pursue this issue which included the following comments. • Ms. McLaughlin commented that there have been extensive conversations on this issue (prior to her joining the board); the subject has been adequately covered. There is no added value to pursue this issue. • Mr. Mangan commented that this issue has been discussed many times and there is no added value to pursue this issue. • Mr. Swider commented that this issue has not been fully discussed, and that the golf course is being subsidized and PB residents are not aware of the level of the subsidy (approximately $800,000). • Mr. Cullen commented that this issue has been discussed many times and there is no added value to pursue this issue. • Dr. Chicurel commented that this issue is a complex issue, and that several boards chose not to pursue this issue in order to avoid creating tremors in the community. He commented that the current board should not proceed in pursuing this issue. • Mr. Griffith commented that the board should look at this issue. • Ms. Hamilton commented that there is no added value to pursue this issue. • Mr. Weir commented that there is no added value to pursue this issue, and that board members should refrain from bringing this issue up every year. Mr. Griffith motioned, Mr. Swider seconded that this board Pursue looking at and maybe changing the way the County's ERUs are allocated and the way we currently achieve our income dollars. The motion failed 2-7, with Dr. Chicurel, Mr. Cullen, Mr. Fogg, Ms. Hamilton, Mr. Mangan, Ms. McLaughlin, and Mr. Weir dissentine. 11 NEW BUSINESS/MISCELLANEOUS CORRESPONDENCE Ms. McLaughlin strongly recommended that board members read the 2014 Clam Bay NRPA Management Plan (available from staff upon request). She commented that the document provides an excellent history of Clam Bay over the last 20 years. She also recommended that board members read the annual 2021 Clam Bay Monitoring Report (available from staff). Ms. McLaughlin commented that the Mangrove Action Group was created around the year 2000 and is an interested party in 4 Packet Pg. 729 31.A.3 Pelican Bay Services Division Board Regular Session May 11., 2022 protecting the PB mangrove forest. Dr. Chicurel commented that when the Clam Bay Management Plan was being created, the Mangrove Action Group attended meetings and provided input. OURNMENT 11 The meeting was adjourned at 2:18 p.m. II Minutes approved OF v v as presented OR [ as amended ON /aa1I date Packet Pg. 730