PBSD MSTU Agenda 10/12/202231.A.2
PELICAN BAY SERVICES DIVISION
Municipal Services Taxing & Benefit Unit
NOTICE OF PUBLIC MEETING WEDNESDAY, OCTOBER 12, 2022
THE PELICAN BAY SERVICES DIVISION BOARD WILL MEET AT 1 PM ON
OCTOBER 12 AT THE COMMUNITY CENTER AT PELICAN BAY, 8960 HAMMOCK
OAK DRIVE, NAPLES, FLORIDA, 34108.
AGENDA
1. Pledge of Allegiance
2. Roll Call
3. Agenda approval
4. Approval of 9/14/22 Regular Session meeting minutes
5. Audience comments
6. Administrator's report
a. Hurricane Ian
i. Damage assessment
1. Operations Building
2. Lakes
3. Beaches
4. Clam Pass
5. Land scapellrrigation
ii. Clean-up
1. Completed
2. To do
iii. Budget impact
b. Operations Building Rebid
i. Status
ii. Changes in light of Ian
c. Oakmont Lake
i. Status/issues
ii. Timeline for completion
iii. Budget
d. September (year-end) Financial Report
7. Chairman's report
8. Old Business
9. New business/Miscellaneous Correspondence
10. 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 15 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.
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10/06/2022 J Packet Pg. 197
31.A.2
PELICAN BAY SERVICES DIVISION BOARD REGULAR SESSION
SEPTEMBER 14, 2022
The Pelican Bay Services Division Board met on Wednesday, September 14, 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 (by telephone)
Jacob Damouni (absent)
Peter Griffith
Pelican Bay Services Division Staff
Neil Dorrill, Administrator
Chad Coleman, Ops. Manager
Darren Duprey, Assoc. Project Mgr.
Also Present
Mohamed Dabees, Humiston & Moore
Susan Hamilton
Denise McLaughlin
Michael Rodburg
Rick Swider
Michael Weir
Karin Herrmann, Operations Analyst
Lisa Jacob, Project Manager
William Mumm, Sr. Field Supervisor (absent)
Barbara Shea, Administrative Assistant
Melanie Miller, Pelican Bay Foundation
APPROVED AGENDA (AS PRESENTED)
1. Pledge of Allegiance
2. RoIl 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
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Packet Pg. 198
31.A.2
Pelican Bay Services Division Board Regular Session
September 14, 2022
ROLL (FALL
Mr. Damouni was absent and a quorum was established. Mr. Cullen participated by
telephone.
AGENDA APPROVAL
Dr. Chicurel motioned, Ms. Hamilton seconded to approve the agenda as (I
presented. The motion carried unanimously.
APPROVAL OF 5/11/2022 REGULAR SESSION MEETING
I�Ms. Hamilton motioned, Mr. Griffith seconded to approve the 5/11/2022 regular I
session meetine minutes as presented. The motion carried unanimously.
CHAIRMAN'S OPENING COMMENTS
Mr. Fogg reported that Mr. Mangan has resigned his position at the Club Pelican Bay and on
our board. He commented that the vacant position will be advertised on the County website and that
the PBSD Board will make a recommendation to approve a candidate based on any future applications
received, to the Board of County Commissioners.
AUDIENCE COMMENTS N
Mr. Mike Shepherd provided a handout on the Gulf Park Drive/US 41 intersection, which was N
added to the record. He commented that beginning about four years ago, vehicles exiting Gulf Park r
Dr. onto US 41 were restricted to making a right turn only, and appropriate signage and striping were
added. Most Pelican Bay residents comply with the "right turn only" restriction. However, Mr. 0
Shepherd noted that other PB visitors, such as contractors, ignore the signage, and attempt to turn left
onto US 41. He suggested that the PBSD requests that the FDOT modifies the curbing of the median
on US 41 at this intersection, a.
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Mr. Weir commented that this issue has been raised before. Ms. McLaughlin commented that
vehicle routing derived from navigation systems directs northbound drivers to make a left onto US 41.
Dr. Chicurel suggested that the PBSD could make a presentation to the County and/or State. Mr.
Dorrill commented that the FDOT is the entity who would make a decision to modify the intersection. o
He commented that he will contact Florida State Senator Passidomo and/or her legislative aide to m
discuss this issue. Mr. Dorrill also commented that the PBSD had our engineer Jim Carr look at the o
intersection four years ago, and that we will review the work completed at the time, and bring back D
additional information on this issue to the board. o
Mr. Mark English suggested installing a roundabout at this intersection. Ms. Beth Schultz
commented that there is an increase in traffic on Green Tree Dr. resulting from vehicles that can no L
longer turn left at Gulf Park Drive and need to travel northward on US 41. cn
ADMINISTRATOR'S REPORT
PROJECTS SUMMARY
CLAM PASS MAINTENANCE DREDGING
Mr. Dorrill commented that the Clam Pass maintenance project has been closed. He noted that
the post construction bathymetric survey indicated that significantly more sand was removed from the
Pass than was originally estimated. As a result, a change order of $41,730 was necessary and approved
by the BCC on 9/13/2022. Mr. Dorrill reported that this additional cost will be paid from General
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31.A.2
Pelican Bay Services Division Board Regular Session
September 14, 2022
Fund 11 I (in which the PBSD receives $150,000 fiom the County each year for Clam Bay expenses).
He reported that the Pelican Bay Foundation contributed approximately $66,000 for the sand deposited
on the beach in front of the South Beach facility.
NEW MAINTENANCE FACILITY
Mr. Dorrill commented that at the pre -construction conference for the New Maintenance
Facility project, our contractor, RAM General Contracting and Development, demanded an additional
$234,000 and also claimed that it was not his responsibility to get the necessary permits for the project.
After a discussion with County attorneys, and outside attorneys, it was agreed that we would terminate
RAM's contract for convenience. Mr. Dorrill commented that the project will go out for bid again,
after tweaking the project scope and carving out several tasks as "add -alternates." Bids are expected
back by late Fall.
OAKMONT LAKE 4-1 RESTORATIONLU
Mr. Dorrill commented that the Oakmont Lake 4-1 Restoration project is going well. He noted
that the south end portion of the project had to be re -worked. The contractor had initially made a a
decision to use fill from the lake bottom to place onto the lake banks. Once it became apparent that
there were lake bank stabilization issues, the contractor made a decision to re -work the south end lake
banks with imported materials. Mr. Fogg noted that the additional cost to the contractor for the re- N
work is not being billed back to the PBSD. N
Ms. McLaughlin commented on PBF board members' concerns expressed to her on the "re- N
work," and the missed opportunity of communication to the public on the contractor's decisions. Mr. c
Fogg suggested that we place an appropriate communication in the PBF e-blast. Mr. Dorrill r
commented that he spoke to PBF President Hoppensteadt, who was unaware of any resident o
complaints. Ms. Beth Schwartz commented that she has heard concerns expressed by residents over L
the rework. She also commented on construction vehicles obstructing traffic on roads near Oakmont
Lake. a
Mr. Dorrill commented on work directive 45 for $129,605 for work not included in the
engineer's plans. This is for preparatory reconstruction work on the lake's east side in anticipation of
the PBF's pathway construction work. Ms. Jacob noted that all of the work directives will be paid out
of the owner's allowance, which is the project's contingency allowance.
Mr. Dorrill commented that this project included the removal of a few trees; most were
improperly planted in our easement. Mr. Griffith commented that the community is seeing the loss of
trees all over, and suggested that we communicate that the PBSD has tree replacement plans. Mr.
Fogg commented that the loss of trees is noticeable on the southeast end of Oakmont Lake. Mr. Dorrill
commented that he is not opposed to replanting trees, as long as they are not planted in areas which
would impede our spray equipment. Mr. Fogg suggested that the Landscape & Safety Committee look
at adding trees, after this project is completed.
PHASE 2 SIDEWALK IMPROVEMENTS
Mr. Dorrill commented that as part of the Phase 2 Sidewalk project, a Florida certified tree
arborist was hired to survey over 1000 of our trees. He noted that the project plans allow for the new
sidewalk to meander to save as many existing trees as possible. Also, we have sufficient funds to
replant additional trees to replace those removed as part of this project. Mr. Dorrill noted that over
recent months, he has received just one complaint on the trees removed as part of this project. He
suggested that the Landscape & Safety Committee evaluates and establishes a tree replacement
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31.A.2
Pelican Bay Services Division Board Regular Session
September 14, 2022
project, which would most likely be implemented in two years, at or near the completion of the
sidewalk project. Ms. Hamilton suggested that residents would not be happy with this timetable. Mr.
Fogg suggested that some replanting could be implemented in areas where the sidewalks are
completed early in the project.
Mr. Griffith reported that he has been tasked to put together a tree replanting program, by the
Landscape & Safety Committee. He commented that he has worked with staff to develop a plan for
tree replacement on Green Tree Drive (to replace trees removed during our Phase 1 Sidewalk project)
which will be presented to the Landscape & Safety Committee at a future meeting. Mr. Griffith
commented that he needs more direction fi•om the committee to develop a tree replacement plan to
replace trees removed during our Phase 2 Sidewalk project.
AUGUST FINANCIAL REPORT y
Mr. DorrilI reviewed the eleven -month financial statements and highlighted a current PBSD
cash balance of approximately $11.2 million on hand on August 31. He commented that our FY2023
budget was adopted by the BCC on Sept. 8, Mr. Dorrill noted that on our balance sheet, we now have
a column entitled "Fund 323 Pelican Bay Commercial Paper" which identifies our short-term loan. a
We have authorized a first draw down of $998,837, at a current effective rate of 2.67% interest. Mr.
Swider questioned why there is no corresponding liability of the short -teen loan on the balance sheet.
Mr. Dorrill responded that he will contact the County Clerk's financial management dept. and ask for N
an explanation of why no offsetting liability is shown on the balance sheet. N
Mr. Fogg commented that although we currently have significant cash on hand, we have N
several projects committed to these funds. Once the sidewalk project ramps up, we will be in a net N
borrowing situation. Mr. Fogg commented that he expects us to come in on budget at the end of the r
2022 fiscal year. p
COMMITTEE REPORTS
CLAM BAY
Ms. McLaughlin reported that the Clam Pass Physical & Tidal Monitoring Report 2021 and
Post Construction Summary 2022 was sent out to board members. She introduced Dr. Dabees, Coastal
Engineer with Humiston & Moore, who provided highlights of the report including the following.
• The annual bathymetric survey was deferred from December 2021 until after the Clam Pass
Maintenance project was completed. The Clam Pass 2021 Monitoring Report was combined
with the Post Construction Report. The next survey is likely to be completed at year end,
which will then be included in the 2022 annual monitoring report.
• A total volume of 17,442 cubic yards of sand was removed from the Pass during this project,
which was approximately 5000 cubic yards more than originally anticipated.
• Clam Pass monthly aerials, taken on 08/18/2022, were provided for review, showing that the
inlet is currently functioning well.
• Four tidal gauges provide data to monitor tidal flow in Clam Pass. This data gives an early
indication that an intervention may be necessary.
• A table of monitoring conditions from January 2021 — May 2022 for all three sections of Clam
Pass was provided for review. All conditions were satisfactory for all three sections, post
construction.
Mr. Swider expressed concern over the currently existing four -foot escarpment on the north
side of the Pass. Dr. Dabees responded that we will manage these escarpments and knock down the
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31.A.2
Pelican Bay Services Division Board Regular Session
September 14, 2022
escarpment slowly over time. Mr. Dorrill commented that the County's beach renourishment program
(prior to 2022) caused the excess sand in the Pass. He commented that he has had a discussion with
Mr. Coleman on the possibility of renting and permitting a small skid steer loader to enable staff to
have the ability to address these escarpment issues. Mr. Coleman commented that we have knocked
down the escarpment five times since the completion of the project.
LANDSCAPE & SAFETY
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Dr. Chicurel provided his Landscape & Safety Committee Report which included the following
updates.
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1.
The Landscape & Safety Committee met on 6/28/2022 and focused on strategic planning.
Issues discussed were broken down into (1) on -going and immediate issues and projects, (2)
mid -range issues and projects, and (3) long-range issues and projects.
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2.
Our Phase 2 Sidewalk Replacement Project contractor was issued a notice to proceed and will
begin construction work sometime in mid-October/early November. Work will begin at the
south end of Ridgewood Dr., working north toward Gulf Park Drive. Meetings will be held
with the contractor, every two weeks.
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3.
As part of the Oakmont Lake Restoration Project, proper lake bank slopes are being
established, which will facilitate grass mowing instead of weed eating at the lake edges. This
will eliminate throwing grass clippings into the lake and therefore, stop the addition of nutrients
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into the lake that contribute to algae growth and unsightly debris.
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4.
As per our 2015 PBSD Board and Landscape & Safety Committee actions, our staff will restore
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proper lines of sight at intersections and replace plantings that are either not able to be
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maintained properly or are not being maintained in a timely manner.
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5.
Purchase orders have been issued to place flashing lights and signage at the San Marino and
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Pebble Creek crosswalks.
6.
Mr. Griffith was tasked with developing a strategic plan to plant trees throughout Pelican Bay
in areas where trees have been lost or are needed for beautification. This plan is both a mid-
a
range and a long-range plan and will need, (1) committee review and discussion before being
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implemented, (2) no consideration of trees whose leaves or flowers stain and those who shed
leaves, (3) consideration of proximity to our new sidewalks, and (4) homeowner, villa, and/or
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condo association consultation.
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7.
Street lighting discussion was limited and will continue at future meetings. Mr. Weir pointed
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out that tree trimming is necessary in the near term to allow new lights to be effective.
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8.
Ms. McLaughlin reported that phosphorus levels are high in Clam Bay. She suggested that we
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need to be conscious of preventing grass clippings from getting into the water management
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system, feeding into Clam Bay, and causing phosphorus levels to rise.
9. Ms. McLaughlin asked staff to continue to monitor the evolution of battery powered trimmers,
blowers, and mowers; and she hopes that these can replace gas powered equipment in time.
Mr. Griffith requested that a Landscape & Safety Committee be scheduled to discuss tree
replacement.
WATER MANAGEMENT
Mr. Rodburg reported that the Water Management Committee met in late June and discussed
lessons learned from. the Oakmont Lake 4-1 Restoration project. The committee concluded that this
project is unique and that the cost of it will not extrapolate to future lake bank projects. Mr. Rodburg
Packet Pg. 202
31.A.2
Pelican Bay Services Division Board Regular Session
September 14, 2022
commented that the Community Center Lake would be next on our prioritized lake bank project list;
however, that project is on hold for now since the PBF Community Center renovation project is on
hold. He commented that the committee concluded that no major lake project is necessary at this time,
or at least through next year. Mr. Rodburg commented that we have two pending pipe repair projects;
plans are to complete the Georgetown project in FY2023 and the Golf Club project in FY2024.
Mr. Griffith commented that his neighbors are under the impression that we are expecting to
complete large lake bank projects over the next few years. Mr. Rodburg confirmed that this is not the
case. Mr. Griffith suggested that we need to communicate these latest conclusions to our residents.
Mr. Fogg commented that in our FY2023 budget we continue to build reserves to address future lake
bank projects and pipe projects.
CHAIRMAN'S REPORT
Mr. Fogg commented that he will schedule a Budget Committee meeting in late October
OLD BUSINESS
None
NEW 13USINESSIMISCELLANEOUS CORRESPONDENCE
None
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ADJOURNMENT
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The meeting was adjourned at 2:31 p.m. r
Michael Fogg, Chairman
Minutes approved [_] as presented OR L__] as amended ON [ 1 date
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Packet Pg. 203
31.A.2
PELICAN BAY
BALANCE SHEET
September 30, 2022
(UNAUDITED)
Pelican Bay Landscape,
Pelican Bay
Street
Safety, Lake & Beach
Clam Bay capital
Commercial
Operating Fund
Lighting
Projects
Projects
Paper
109
778
322
320
323
TOTAL
ASSETS
Cash and investments
2,421,887.91
347,711.36
6,375,710.11
204,081.26
699,510.17
10,048,900.91
Interest receivable
-
-
Trade receivable, net
-
-
Due from other governments
BAD
184,961.21
-
-
184,969.21
Total assets
2,421,895.91
347,711.36
6,560,671.32
204,081.26
699,510.17
10,233,870.02
LIABILITIES AND FUND BALANCE
Liabllitles:
Accounts payable
53,167.29
2,485.52
363,699.51
-
15,779.80
435,132.12
Wages payable
-
-
-
Retainage payable
-
-
-
Due to other Government
124.47
62.24
-
-
186.71
Total liabilities
53,291.76
2,547.76
363,699.51
-
15,779,80
435,318.83
Fund balances:
Fund balance
2,368,604.15
345,163.60
6,196,971.81
204,081.26
683,730.37
9,798,551.19
Total liabilities and fund balances
2,421,895.91
347,711.36
6,560,671.32
204,081.26
699,510.17
10,233,670.02
Fund Balance at the end of the period
2,368,604.15
345,163.60
6,196,971.91
204,081.26
683,730.37
9,798,551.19
Balance of Loan Available to Draw
9,001,460,00
Unspent balance of projects:
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Small projects under $200K
234,585,03
234,585.03
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50126-Beach Renourishment
293,557.51
293,557.51
0
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50211-PBSD OPS BLD -
- 3,747,527.06
- - 3,747,527.06
50212-PBSD PH1-SW -
- $76,487.45
- - S7fi,4$7.45
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50212-PBSD P312-SW
-
6,184,404.00 6,184,404.00
4.;
51026-PBSD Lake Bank Restoration
524,832,36
524,832.36
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51100-Clam Bay Restoration -
- -
172,416,85 - 172,416.65
Total unspent balance of major projects
5,676,989.41
172,416.85 6,184,404.00 12,033,810.26
Budgeted reserves:
991000-Reserve fur contingencies
159,000.00
11,400.00
-
170,400.00
991700-Heservefor disaster relief
700,000,00
-
160,000.00
860,000.00
992090-Reserve for sinking fund
-
-
75,000.00
75,000.00
993000-Reserve for capital outlay
111,200.00
35,400.00
451,600.00 -
- 599,200.00
994500-Reserve for future construction and Improvemen
-
-
-
-
9980o0-Reservefor cash
475,000.00
39,700.00
-
514,700.00
Total budgeted reserves
1,445,200.00
97,500.00
686,600.00 -
- 2,219,300.00
Budgeted commitments at the end of the period 1,445,200.00 87,500.00 6,363,589.41 172,416.85 6,184,404.00 14,253,110.26
923,404.15 257,663.60 (166,617.60) 31,664.41 3,500,786.37 (4,454,559.07)
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