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PBSD Minutes 10/12/202231.A.3 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. 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 N N 0 N 1 Packet Pg. 210 31.A.3 Pelican Bay Services Division Board Regular Session September 14, 2022 ROLL CALL Mr. Damouni was absent and a quorum was established. Mr. Cullen participated by telephone. Dr. Chicurel motioned, Ms. Hamilton seconded to approve the agenda as presented. The motion carried unanimously. IMs. Hamilton motioned, Mr. Griffith seconded to approve the 5/11/2022 regular I session meeting 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. N AUDIENCE COMMENTS N 0 N Mr. Mike Shepherd provided a handout on the Gulf Park Drive/US 41 intersection, which was added to the record. He commented that beginning about four years ago, vehicles exiting Gulf Park a Dr. onto US 41 were restricted to making a right turn only, and appropriate signage and striping were y added. Most Pelican Bay residents comply with the "right turn only" restriction. However, Mr. Shepherd noted that other PB visitors, such as contractors, ignore the signage, and attempt to turn left r onto US 41. He suggested that the PBSD requests that the FDOT modifies the curbing of the median on US 41 at this intersection. 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. a Dr. Chicurel suggested that the PBSD could make a presentation to the County and/or State. Mr. a Dorrill commented that the FDOT is the entity who would make a decision to modify the intersection. He commented that he will contact Florida State Senator Passidomo and/or her legislative aide to 0 discuss this issue. Mr. DorrilI also commented that the PBSD had our engineer Jim Carr look at the m intersection four years ago, and that we will review the work completed at the time, and bring back .N additional information on this issue to the board. > 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 longer turn left at Gulf Park Drive and need to travel northward on US 41. 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 2 Packet Pg. 211 31.A.3 Pelican Bay Services Division Board Regular Session September 14, 2022 Fund 111 (in which the PBSD receives $150,000 from 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 RESTORATION 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 N 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. o Ms. McLaughlin commented on PBF board members' concerns expressed to her on the "re- 04 work," and the missed opportunity of communication to the public on the contractor's decisions. Mr. Fogg suggested that we place an appropriate communication in the PBF e-blast. Mr. Doi -fill commented that he spoke to PBF President Hoppensteadt, who was unaware of any resident y complaints. Ms. Beth Schwartz commented that she has heard concerns expressed by residents over the re -work. She also commented on construction vehicles obstructing traffic on roads near Oakmont Lake, Mr. Dorrill commented on work directive #5 for $129,605 for work not included in the engineer's plans. This is for preparatory reconstruction work on the lake's cast side in anticipation of o the PBF's pathway construction work. Ms. Jacob noted that all of the work directives will be paid out a of the owner's allowance, which is the project's contingency allowance. a Mr. Dorrill commented that this project included the removal of a few trees; most were o improperly planted in our easement. Mr. Griffith commented that the community is seeing the loss of m trees all over, and suggested that we communicate that the PBSD has tree replacement plans. Mr. o Fogg commented that the loss of trees is noticeable on the southeast end of Oakmont Lake. Mr. Dorrill •T commented that he is not opposed to replanting trees, as long as they are not planted in areas which o 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 proj ect 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 3 Packet Pg. 212 31.A.3 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 from the committee to develop a tree replacement plan to replace trees removed during our Phase 2 Sidewalk project. AUGUST FINANCIAL REPORT Mr. Dorrill reviewed the eleven -month financial statements and highlighted a current PBSD 60 cash balance of approximately $11.2 million on hand on August 31. He commented that our FY2023 CU budget was adopted by the BCC on Sept. 8. Mr. Dorrill noted that on our balance sheet, we now have 0 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. L_ Swider questioned why there is no corresponding liability of the short-term loan on the balance sheet. N 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. o 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 borrowing situation. Mr. Fogg commented that he expects us to come in on budget at the end of the 2022 fiscal year, y 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 4 Packet Pg. 213 31.A.3 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 n Dr. Chicurel provided his Landscape & Safety Committee Report which included the following o updates. 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. 2. Our Phase 2 Sidewalk Replacement Project contractor was issued a notice to proceed and will m 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. a 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 N will eliminate throwing grass clippings into the lake and therefore, stop the addition of nutrients N into the lake that contribute to algae growth and unsightly debris. o 4. As per our 2015 PBSD Board and Landscape & Safety Committee 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. 5. Purchase orders have been issued to place flashing lights and signage at the San Marino and y 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- range and a long-range plan and will need, (1) committee review and discussion before being 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 condo association consultation. 7. Street Iighting discussion was limited and will continue at future meetings. Mr. Weir pointed out that tree trimming is necessary in the near term to allow new lights to be effective. 8. Ms. McLaughlin reported that phosphorus levels are high in Clam Bay. She suggested that we need to be conscious of preventing grass clippings from getting into the water management 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. 214 31.A.3 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 BUSINESSIMISCELLANEOUS CORRESPONDENCE N None N N O ADJOURNMENT N The meetinLy was adjourned at 2:31 mm. y Fogg, Chairman Minutes approved ] as •esZ ZeLrI as amended ON 11J14o"72 date 6 Packet Pg. 215