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PBSD MSTU Agenda 12/14/2022PELICAN BAY SERVICES DIVISION Municipal Services Taxing & Benefit Unit NOTICE OF PUBLIC MEETING WEDNESDAY, DECEMBER 14, 2022 0 THE PELICAN BAY SERVICES DIVISION BOARD WILL MEET AT 1 PM ON N Ni DECEMBER 14 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 10/12/22 Regular Session meeting minutes 5. Audience comments 6. Administrator's report a. Capital Project updates i. Operations Building ii. Oakmont Lake iii. Sidewalk Phase II iv. Beaches a. Plans for further cleanup and renewal b. December Financial Report i. Projected financial impacts from Ian 7. Streetlight Upgrade Planning 8. Chairman's report a. PBSD Election 9. Old Business a. Strategic planning for tree replacement 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. 12/07/2022 Packet Pg. 1130 PELICAN BAY SERVICES DIVISION BOARD REGULAR SESSION i OCTOBER 12, 2022 N The Pelican Bay Services Division Board met on Wednesday, October 12, 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, Project Manager I Also Present Susan Hamilton Denise McLaughlin (absent) Michael Rodburg Rick Swider Michael Weir Dave Greenfield, Interim Supervisor -- Field 11 Karin Herrmann, Ops. Support Specialist IT Lisa Jacob, Project Manager II Barbara Shea, Admin. Support Specialist 11 APPROVED AGENDA (AS AMENDED) 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. Landscape/Irrigation ii. Clean-up 1. Completed 2. To do iii. Budget impact b. Operations Building Rebid i. Status 1 Packet Pg. 1131 31.A.b Pelican Bay Services Division Board Regular Session October 12, 2022 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 a. Tree replacement (add -on) 10. Adjournment ROLL CALL Mr. Damouni and Ms. McLaughlin were absent and a quorum was established. A APPROVAL Ms. Hamilton motioned, Mr. Griffith seconded to approve the agenda as amended, with the addition of item #9a. The motion carried unanimously. APPROVAL OF 9/14/2022 N N O N Ms. Hamilton motioned, Mr. Cullen seconded to approve the 9/14/2022 regular session meetine minutes as presented. The motion carried unanimously. a AUDIENCE COMMENTS Ms. Susan O'Brien thanked the PBSD staff for all of their efforts to clean up the community after Hurricane Ian. She commented that PB members should not be paying interest on $1 million dollars of borrowed funds which are not needed now. Ms. O'Brien noted that back in March 2022, she spoke with Mr. Derek Johnssen, Director, Finance and Accounting of the Clerk's Office, (while she was a PBSD board member), who stated that our line of credit would be available to pay invoices when needed. She urged the board to work with Mr. Johnssen to resolve this issue. ADMINISTRATOR'S REPORT HURRICANE IAN Mr. Dorrill provided an overview/update on the events prior to, during, and after Hurricane Ian which included the following highlights. • Pre -storm work included (1) the rental of four satellite phones, (2) confirmation that all fuel and emergency supplies were on -hand, (3) a senior staff meeting on Sept. 26, and (4) the continuous monitoring of stonm path projections, anticipated wind speeds, and advisories. • An initial damage assessment was made on the evening of Sept. 28 which indicated that some PB roads were impassable and that the Operations Building had been flooded. • Our PBSD work crews began hurricane clean-up early Thursday morning (Sept. 29), with an emphasis on clearing our PB roads. Over 600 cubic yards of landscape debris were cleared during the first week. 2 Packet Pg. 1132 31.A.b Pelican Bay Services Division Board Regular Session October 12, 2022 • Our Operations Building was severely damaged from two feet of storm surge in the building, o All of the furniture, fixtures, equipment and counters were destroyed, and all floor coverings N and a significant amount of drywall have been removed. • Two of our four transit vans are inoperable and have been sent to the Fleet Dept. to determine o whether they are repairable. Vehicles destroyed include one golf cart, one large sod cutter, , and one stump grinder. All other vehicles, mowers, and equipment are operable. • Prior to the storm, we had rented a skid steer (which we had possession of during the storm) to m° use to experiment with knocking down the escarpment on the beach near Clam Pass. Post- o storm, the skid steer was very beneficial in moving large tree limbs. N • Our beach rake sustained minor damage. o • Some electrical panels, which power our street lighting, sustained damage. • Our irrigation clocks are inoperable. L • Our four tide gauge monitors are inoperable as a result of 13 feet of storm surge. cn • There have been no storm -related employee injuries. �o • Our signage throughout the community is remarkably intact, co • Our water management system and Clam Pass performed extremely well. • Based on an inspection of the beach dune swale, we will need to hire a contractor to clean out a and regrade the Swale. ; • The County's Coastal Zone Management Dept. has brought in heavy equipment to accumulate man-made debris into piles along the beach. Additional grading and raking along the beach (by CZM) is necessary before we will be able to use our beach rake. • A map of the path of Hurricane Ian was provided. The path was similar to that of Hurricane a Charlie. 0 • An ACUNE storm surge map (from the University of Florida) showing the actual data of Ian relating to Southwest Florida was provided. • Post -storm photos were provided which included (1) debris piles along PB Blvd. and at the Operations Site, (2) damage to the Operations Building, (3) damaged markers in Clam Bay, (4) damage to the PBF South Beach facility, (5) damage to the Marker 36 facility, and (6) a damage to the Strand Community in Bay Colony where power has not been restored and debris which needs to be removed from the adjacent mangrove area. o • Boardwalks to the beach in all areas of Pelican Bay have been lost. 0° • The PBSD assisted the PBF in clearing debris from PBF boardwalks and property. r_ c Mr. Dorrill commented on work to be done and future hurricane -related concerns which included the following. • Staff is working on sourcing replacement electronic irrigation controls. • Some rebuilding of the electrical system supporting the street lights may be required. • Beach areas require additional "heavy raking" by CZM to remove large debris in and on the sand. • The PBF has made no firm decisions on beach access. • Staff will consider an evaluation of the long-term corrosive effects of the intrusion of salt water on our electrical system. • Staff will consider/study the effectiveness of installing check valves into our water management system. 3 Packet Pg. 1133 31.A.b Pelican Bay Services Division Board Regular Session October 12, 2022 Mr. Dorrill reported that budget impacts from Ian are minimal. He estimated that this storm o produced only about ten percent as much debris as Hurricane Irma. Mr. Dorrill commented that the N County has flood insurance on our Operations Building, we have filed an insurance claim, and insurance adjusters have already been onsite. Future insurance proceeds can be applied toward the building replacement costs. Mr. Doi rill commented that staff is looking to purchase temporary modular offices for our maintenance staff which may be needed for two years. Other out-of-pocket expenses can easily be covered through our FY2023 budget and our disaster reserves can be utilized m° if necessary. Most of our storm -related expenses are FEMA reimbursable or covered by our County o insurance. Mr. Dorrill concluded that he will provide information on the Ian topics discussed today .2 to the PBF's Today in the Bay e-newsletter. Mr. Swider commented on the large amount of sand which was pushed inland into our mangrove areas and questioned how this would be resolved. Mr. Dorrill commented that there is damage to the first 100 feet of the mangrove forest and that our environmental consultants at Earth Tech will be evaluating these areas. He noted that all of the scaevola has been wiped out. Mr. Dorrill commented that we will be looking at the possibility of (1) reconstruction of the dune, and (2) moving the sand, which was pushed up into inland areas, back onto the beaches. OPERATIONS BUILDING REBID a Mr. Fogg suggested that we revisit the increase in the elevation of the replacement Operations Building in the plans for our Operations Building Replacement Project. Mr. Coleman commented that 1* the plans had included some increase in the site elevation and that he will follow up on the possibility N of a higher increase in elevation. OAKMONT LAKE Mr. Fogg commented that our PB lakes performed adequately during Ian. Mr. Dorrill commented that our Oakmont Lake Restoration Project is on schedule and is expected to be completed by the end of November. Mr. Fogg commented on the debris on and around the PBF Oakmont lake pathway and suggested that residents are directed to "keep away" from this area for safety reasons via posted signs and a notice to residents in the weekly PBF e-blast newsletter. Mr. Duprey connnented that our drainage pipe contractor, Shenandoah, will be assessing/evaluating whether there was any additional damage to the Club's golf course drainage pipes from Ian. CLAM PASS Mr. Dorrill reported that there is a large accumulation of sand on the north side of Clam Pass (Section "A") near the South Beach facility and that this condition will be closely monitored and evaluated. Ms. Charlotte Culgin, resident of the Seagate community, commented on the post -Ian condition of the water in their canals including (1) the lack of "flow" and natural flushing in the canals, (2) dead fish, and (3) an offensive smell. She suggested that an increase in water flow in the Clam Bay/Clam Pass water management system would help to improve the water quality in their canals. Mr. Dorrill commented that significant water flow from the Clam Bay/Clam Pass water system can be observed at the mouth of Clam Pass. He suggested that the Seagate community obtain an evaluation on the effectiveness of replacing their Seagate culverts. SEPTEMBER FINANCIAL REPORT Mr. Dorrill reviewed the draft Sept. 30 year-end financial statements and highlighted a current PBSD cash balance of approximately $10 million on hand on September 30, with $2.5 million 4 Packet Pg. 1134 31.A.b Pelican Bay Services Division Board Regular Session October 12, 2022 available in our operating budget and the remainder in our capital projects budget. He noted that our o carryforward on 10/01/2022 was over $100,000 more than expected. Mr. Dorrill reported that County N employees received an eight percent salary increase in FY2023 (which was reserved for in our budget). Mr. Fogg commented that he is working with County Clerk staff on disclosing our current liability for our County loan on our monthly financial statements. He noted that last month, we drew down $1 million from our line of credit to pay invoices arising from purchase orders opened for our CU Phase 2 Sidewalk project. Mr. Fogg commented that in order to use the cash set aside for our m° Operations Building Project (now delayed), budget amendments and BCC approval would be required. o Despite the complexity, Mr. Fogg will discuss the possibility of using the cash set aside for our future .2 Operations Building project for our current Sidewalk Phase 2 project with Mr. Johnssen in the Clerk's o Office. CHAIRMAN'S REPORT Mr. Fogg thanked staff for their Ian recovery work and requested that the board's appreciation > for their efforts be passed along to the rest of the staff (not present). m Mr. Fogg commented that he has received a few resident requests for our meetings to be in a M "zoom" format. He noted that he will look into whether the PBF plans to continue with their "zoom" •2 format for their future board meetings. Mr. Dorrill will look into whether the County would be able a to simulcast our board meetings on their public TV channel. Mr. Fogg commented that we have a vacant commercial member board seat. Mr. Dorrill commented that he had thought of asking Ms. LuAnn Giovannelli, General Manager of the Bay N Colony Community Association, if she would be interested in the position. Ms. O'Brien suggested that the Bay Colony Community Association is a not -for -profit entity, not a commercial entity, and a therefore Ms. Giovannelli would not be eligible to serve on the board. Mr. Griffith agreed, and commented that Bay Colony has no commercial voting rights. Mr. Fogg suggested that we inform our Y commercial members of the current opportunity to serve on our board. OLD BUSINESS None NEW BUSINESS/MISCELLANEOUS CORRESPONDENCE TREE REPLACEMENT (ADD -ON) Mr. Griffith commented on the major loss of trees on PB Blvd. from Ian, and the loss of seven live oaks over the last six years within 100 yds of his home on Ridgewood Drive. He suggested that we do not have a good policy for tree replacement and recommended that the Landscape & Safety Committee work on crafting a specific PBSD policy for what we do when a tree falls and how do we determine the legal ownership of the property on which the tree was planted. Mr. Griffith suggested that we need to be able to clarify homeowner property lines in order to identify property which would be eligible for tree planting. Dr. Chicurel commented that the homeowner is responsible for the residential side of the sidewalk, while the PBSD is responsible for the property between the sidewalk and the road. He assured Mr. Griffith that the L&S Committee would discuss these issues at the next committee meeting. Mr. Dorrill commented that staff will look into the property lines and County easements along Ridgewood Drive. Packet Pg. 1135 Pelican Bay Services Division Board Regular Session October 12, 2022 ADJOURNMENT o 04 The meeting was adjourned at 2:37 e.m. Michael Fogg, Chainnan Minutes approved L_] as presented OR j I as amended ON I date b Packet Pg. 1136 31.A.b Agenda item #6a Page T of 9 Pelican Bay Services Division Project Tracking Spreadsheet 12/08/2022 N N O N PBSD New Maintenance Facilities — Project #50211 Staff and engineer are finalizing changes to the scope and bid schedule. Estimated timeline for the Procurement process is: December 20221January 2023 -- Revised plans and bid packet to Procurement; February/March 2023 Bid let; April 2023 Bid Deadline; and June 2023 Contract award before BCC summer recess. Oakmont Lake 4-1 Restoration —Project #51026 Quality Enterprises has completed the lank bank restoration and are currently finishing up punch list items. QE is expected to have punch list items completed before the end of year. The project will be completed on budget. Sidewalk Improvements - Project #50212 a Phase 2 work began in July. Contractor completed surveying and removing trees; and demolition of asphalt sidewalk on Ridgewood Dr. Water utilities will be moved that are in conflict with the new sidewalks then new concrete sidewalks are N scheduled for installation starting mid -late January. Packet Pg. 1137 31.A.b Agenda item #6aiii i Page 1 of 2 N N PHASE 2 OF PELICAN BAYS SIDEWALK REPLACEMENT N PROJECT IS UNDERWAY The Pelican Bay Services Division (PBSD) of Collier County is replacing the sidewalks within Pelican Bay. Phase 1 of this project along Green Tree Drive has been completed. Phase 2 encompasses all remaining sidewalks within Pelican Bay and has begun on Ridgewood Drive. The entire project will take an estimated two years, If your single-family home, villa, or condo association driveway is along the sidewalk path, the new 6 foot wide concrete sidewalk will pass through that driveway. All disruptions to pavers, sod, utilities, and sprinklers will be restored by our contractor at no expense to Pelican Bay residents or associations. Our contractor must be allowed to restore"any disruptions to be eligible for this no -cost restoration. Packet Pg. 1138 31.A.b Agenda item #6aiii Page 2 of 2 From: Joe Ciiiaurellohlcurol@gmall.com d Subject: PHASE 2 SIDEWALK PROJECT - NOVEMBER 2022 RIDGEWOOD DRIVE Date: December 5, 2022 at 8,20 AM To: Joe Chicurel jchlcurel@gmall.com It N N 0 N Packet Pg. 1139 0 PELICAN BAY BALANCE SHEET November 30, 2022 (UNAUDITED) Pelican Bay Landscape, Pelican Bay Street Safety, Lake & Beach Clam Bay Capital Assessment Financed Capital Operating Fund Lighting Projects Projects Funded Activities Projects 309 778 322 320 Total 323 TOTAL ASSETS Cash and investments 2,824,678,28 493,231.43 6,072,172.30 216,615.96 9,606,697.97 2,185,926.55 11,792,624.52 Interest receivable 3,805.80 494.72 8,464.48 259.55 13,024.55 742.66 13,767.41 Trade receivable, net - - - - - - - ROU Lease Receivable -Current 47,707,73 23,497.84 71,205,57 Due from other Funds 447,10 - - - 447.10 - 447.10 Due from other governments 8.00 37,235.06 - 37,243.06 3,596.00 40,839.06 Total assets 2,876,646.91 517,223.99 6,117,871.84 216,875.51 9,728,613.25 2,190,265.41 11,847,619.09 LIABILITIESAND FUND BALANCE Liabilities: Accounts payable Wages payable Retalnage payable Due toother Government Deferred Inflows -Leases Commercial Paper Loan Total liabilities Fund balances: Fund balance Total liabilities and fund balances 93,685.13 99,884.13 - 128,21 46,738,73 240,436.40 2,636,210.51 2,876,646.91 - 2,318.67 5,396.80 - 64.10 23,020.57 30,800.14 486,423.85 517,223.99 - 121,759.13 - - 159,382.45 2,500,000.00 2,781,141.58 3,336,730.26 6,117,871.84 - 33,952.50 - - - 33,962.50 182,913.01 216,875.51 - 251,725.63 105,280.93 - 159,574,76 69,759.30 2,500,000.00 3,086,340.62 6,642,277.63 9,728,618.25 - 149,94330 - - 149,943.30 2,1340,32211 2,190,265.41 401,668.93 105,280.93 - 159,574.76 2,500,000.00 3,166,524.62 8,682,599.74 11,849,124.36 (1,446.27) Fund Balance at the end of the period 2,636,210,51 496,423.85 3,336,730,76 187,913.01 2,040,322.11 Approved Project Financing Available to Draw 4,000,000.00 Unspent balance of projects: Small projects under $200K - - 557,396.53 - - 50126-Beach Renourlshment - - 678,600.24 - - 50211-PBSD CPS BLD - - 3,743,620.56 - 50212-PBSD PHI -SW - - 871,873.20 - - 50212-PBSD PH2-SW - - - - 6,050,240.50 51026-PBSD Lake Bank Restoration - - 1,623,404.54 - - 51100-Clam Bay Restoration 292,582.95 - Total unspent balance of major projects - - 7,474,895.07 282,582.85 6,050,240.50 i Budgeted reserves: 991000-Reserve for contingencies 108,500.00 11,400.00 - - - 991700-Reserve for disaster relief 700,000.00 - - - - - 992090-Reserve for sinking fund - - - - - 993000-Reserve for capital outlay 110,500,00 50,000.00 110,400.00 - - 994500-Reserve for future construction and Improvement - - - - - 998000-Reservefor cash 415,000.00 40,000.00 - - - Total budgeted reserves 1,394,000.00 101,400.00 110,400.OD - Budgeted commitments at the end ofthe period 1,394,000,00 101,400.00 7,585,295.07 282,582.85 - 6,050,240.50 1,242,210,51 385,023.85 (4,248,564.91) (99,669.84) (9,918.29) I Financing Recap: Funding for current sidewalk program planned 6,500,000.00 This is the difference between Interest Funding reserved for future capita! projects 3,500,000.00 earned on unspent proceeds and Financing Secured 10,000,000.00 accrued interest paid on the borrowing. 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N a + w Q m v a a M a us 2 v z w (Li or Z w w .a O h .6 d x o j Q 7 Q z m m o w Zu K j H as in R F- m X z 31.A.b N N O N r u d M r N r Packet Pg. 1145 31.A.b Agenda item #8a Page 1 of 1 Clerk of the Circuit Court, Collier County n� 2023 Pelican Bay Advisory Board Election Schedule Complies with CC Ordinances: 2002-27, 2006-05, 2009-05 <1/LT'IY.P January 2023 SU MO TU WE TH FIR SA 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 February 2023 SU MO TU WE TH FIR SA 0 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 March 2023 SU MO TU WE TH FR SA 1 2 O 4 S 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 1 2 3 4 5 6 7 8 December 13 + BCC advertises for applications ❑ Contact Property Appraiser: request test data & advise of schedule for final data extract January 2 ❑ Contact Printer to schedule upcoming printing/mailing + Last Day for PA Data Changes (60 days prior to Election Day) January 10 ❑ Obtain final data file from Property Appraiser + BCC --Application Acceptance Closes January 11 ❑ Obtain Applications & Candidate names from BCC ❑ Begin Preparing and Proofing Ballot Templates ❑ Begin Preparing Tabulation System & Test Equipment January11 + Last day to make BCC agenda for board meeting January 24 + BCC Board Meeting to set the election date (recommended by the Clerk) January 25 ❑ Send ballots to printer January 27 ❑ Post Candidate Applications on Clerk's website February 1 ❑ Last day to Mail Ballots (30 days prior to election date) March 3 ❑ Election Day — Ballots must be received by 5:00pm. Ballots are tabulated as they arrive. March 6 ❑ Complete tabulation of any final ballots (received by 5:00pm Election Day) and generate final report March 8 ❑ Public Meeting with Clerk & County Attorney to "count" the ballots & review results —10am Clerk's Admin Conf. Rm. March 8 + Last day to make BCC agenda for board meeting March 28 + BCC Meeting to appoint new Advisory Board members Follow-up ❑ Tabulate final casts and send to BCC N N O N ci 0 0 m c 0 N 0 rn a� U am c� m c ca U .6 a M rn N r Packet Pg. 1146 31.A.c PELICAN BAY SERVICES DIVISION BOARD REGULAR SESSION OCTOBER 12, 2022 The Pelican Bay Services Division Board met on Wednesday, October 12, 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 Dozxill, Administrator Chad Coleman, Ops. Manager Darren Duprey, Project Manager I Also Present Susan Hamilton Denise McLaughlin (absent) Michael Rodburg Rick Swider Michael Weir Dave Greenfield, Interim Supervisor — Field lI Karin Herrmann, Ops. Support Specialist 11 Lisa Jacob, Project Manager II Barbara Shea, Admin. Support Specialist II APPROVED AGENDA (ASAMENDED) 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. Landscape/Irrigation ii. Clean-up 1. Completed 2. To do iii. Budget impact b. Operations Building Rebid i. Status N N O N N T 1 Packet Pg. 1147 31.A.c Pelican Bay Services Division Board Regular Session. October 12, 2022 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 a. Tree replacement (add -on) 10. Adjournment ROLL CALL Mr. Damouni and Ms. McLaughlin were absent and a quorum was established. Ms. Hamilton motioned, Mr. Griffith seconded to approve the agenda as 1* N amended, with the addition of item #9a. The motion carried unanimously. IAlII111111111111N1111111AlINII1NNl IIIIIIFIIINMINIIIIIAII N N O `AL OF 9/14/2022 REGULAR SESSION MEETING MINUTES N N IIMs. Hamilton motioned, Mr. Cullen seconded to approve the 9/14/2022 regular 11 session meetinLy minutes as Dresented. The motion carried unanimously. 11 AUDIENCE COMMENTS Ms. Susan O'Brien thanked the PBSD staff for all of their efforts to clean up the community after Hurricane Ian. She commented that PB members should not be paying interest on $1 million dollars of borrowed funds which are not needed now. Ms. O'Brien noted that back in March 2022, she spoke with Mr. Derek Johnssen, Director, Finance and Accounting of the Clerk's Office, (while she was a PBSD board member), who stated that our line of credit would be available to pay invoices when needed. She urged the board to work with Mr. Johnssen to resolve this issue. ADMINISTRATOR'S REPORT HURRICANE IAN Mr. Dorrill provided an overview/update on the events prior to, during, and after Hurricane Ian which included the following highlights. • Pre -storm work included (1) the rental of four satellite phones, (2) confirmation that all fuel and emergency supplies were on -hand, (3) a senior staff meeting on Sept. 26, and (4) the continuous monitoring of storm path projections, anticipated wind speeds, and advisories. • An initial damage assessment was made on the evening of Sept. 28 which indicated that some PB roads were impassable and that the Operations Building had been flooded. • Our PBSD work crews began hurricane clean-up early Thursday morning (Sept. 29), with an emphasis on clearing our PB roads. Over 600 cubic yards of landscape debris were cleared during the first week. 2 Packet Pg. 1148 31.A.c Pelican Bay Services Division Board Regular Session October 12, 2022 • Our Operations Building was severely damaged from two feet of storm surge in the building. All of the furniture, fixtures, equipment and counters were destroyed, and all floor coverings and a significant amount of drywall have been removed. • Two of our four transit vans are inoperable and have been sent to the Fleet Dept. to determine whether they are repairable. Vehicles destroyed include one golf cart, one large sod cutter, and one stump grinder. All other vehicles, mowers, and equipment are operable. • Prior to the storm, we had rented a skid steer (which we had possession of during the storm) to use to experiment with knocking down the escarpment on the beach near Clam Pass. Post - storm, the skid steer was very beneficial in moving large tree limbs. • Our beach rake sustained minor damage. • Some electrical panels, which power our street lighting, sustained damage. • Our irrigation clocks are inoperable. • Our four tide gauge monitors are inoperable as a result of 13 feet of storm surge. • There have been no storm -related employee injuries. • Our signage throughout the community is remarkably intact. a • Our water management system and Clam Pass performed extremely well. • Based on an inspection of the beach dune swale, we will need to hire a contractor to clean out N and regrade the Swale. N • The County's Coastal Zone Management Dept. has brought in heavy equipment to accumulate N man-made debris into piles along the beach. Additional grading and raking along the beach N (by CZM) is necessary before we will be able to use our beach rake. r • A map of the path of Hurricane Ian was provided. The path was similar to that of Hurricane p Charlie. • An ACUNE storm surge map (from the University of Florida) showing the actual data of Ian relating to Southwest Florida was provided. • Post -storm photos were provided which included (1) debris piles along PB Blvd. and at the Operations Site, (2) damage to the Operations Building, (3) damaged markers in Clam Bay, (4) damage to the PBF South Beach facility, (5) damage to the Marker 36 facility, and (6) damage to the Strand Community in Bay Colony where power has not been restored and debris which needs to be removed from the adjacent mangrove area. • Boardwalks to the beach in all areas of Pelican Bay have been lost. • The PBSD assisted the PBF in clearing debris from PBF boardwalks and property. Mr. Dorriil commented on work to be done and future hurricane -related concerns which included the following. • Staff is working on sourcing replacement electronic irrigation controls. • Some rebuilding of the electrical system supporting the street lights may be required. • Beach areas require additional "heavy raking" by CZM to remove large debris in and on the sand. • The PBF has made no firm decisions on beach access. • Staff will consider an evaluation of the long-term corrosive effects of the intrusion of salt water on our electrical system. • Staff will consider/study the effectiveness of installing check valves into our water management system. Packet Pg. 1 971 31.A.c Pelican Bay Services Division Board Regular Session October 1.2, 2022 Mr. Dorrill reported that budget impacts from Ian are minimal. He estimated that this storm produced only about ten percent as much debris as Hurricane Irma. Mr. Dorrill commented that the o County has flood insurance on our Operations Building, we have filed an insurance claim, and insurance adjusters have already been onsite. Future insurance proceeds can be applied toward the o building replacement costs. Mr. Dorrill commented that staff is looking to purchase temporary m modular offices for our maintenance staff which may be needed for two years. Other out-of-pocket o expenses can easily be covered through our FY2023 budget and our disaster reserves can be utilized if necessary. Most of our storm -related expenses are FEMA reimbursable or covered by our County o insurance. Mr. Dorrill concluded that he will provide information on the Ian topics discussed today to the PBF's Today in the Bay e-newsletter. Mr. Swider commented on the large amount of sand which was pushed inland into our cn mangrove areas and questioned how this would be resolved. Mr. Dorrill commented that there is damage to the first 100 feet of the mangrove forest and that our environmental consultants at Earth m Tech will be evaluating these areas. He noted that all of the scaevola has been wiped out. Mr. Dorrill commented that we will be looking at the possibility of (1) reconstruction of the dune, and (2) moving a the sand, which was pushed up into inland areas, back onto the beaches. OPERATIONS BUILDING REBID Mr. Fogg suggested that we revisit the increase in the elevation of the replacement Operations N Building in the plans for our Operations Building Replacement Project. Mr. Coleman commented that N the plans had included some increase in the site elevation and that he will follow up on the possibility N of a higher increase in elevation. r OAKMONT LAKE Mr. Fogg commented that our PB lakes performed adequately during Ian. Mr. Dorrill commented that our Oakmont Lake Restoration Project is on schedule and is expected to be completed by the end of November. Mr. Fogg commented on the debris on and around the PBF Oakmont lake pathway and suggested that residents are directed to "keep away" from this area for safety reasons via posted signs and a notice to residents in the weekly PBF e-blast newsletter. Mr. Duprey commented that our drainage pipe contractor, Shenandoah, will be assessing/evaluating whether there was any additional damage to the Club's golf course drainage pipes from Ian. CLAM PASS Mr. Dorrill reported that there is a large accumulation of sand on the north side of Clam Pass (Section "A") near the South Beach facility and that this condition will be closely monitored and evaluated. Ms. Charlotte Culgin, resident of the Seagate cormmunity, commented on the post -Ian condition of the water in their canals including (1) the lack of "flow" and natural flushing in the canals, (2) dead fish, and (3) an offensive smell. She suggested that an increase in water flow in the Clam Bay/Clam Pass water management system would help to improve the water quality in their canals. Mr. Dorrill commented that significant water flow from the Clam Bay/Clam Pass water system can be observed at the mouth of Clam Pass. He suggested that the Seagate community obtain an evaluation on the effectiveness of replacing their Seagate culverts. SEPTEMBER FINANCIAL REPORT Mr. Dorrill reviewed the draft Sept. 30 year-end financial statements and highlighted a current PBSD cash balance of approximately $10 million on hand on September 30, with $2.5 million 4 Packet Pg. 1150 31.A.c Pelican Bay Services Division Board Regular Session October 12, 2022 available in our operating budget and the remainder in our capital projects budget. He noted that our carryforward on 10/01/2022 was over $100,000 more than expected. Mr. Dorrill reported that County o employees received an eight percent salary increase in FY2023 (which was reserved for in our budget). Mr. Fogg commented that he is working with County Clerk staff on disclosing our current o liability for our County loan on our monthly financial statements. He noted that last month, we drew m down $1 million from our line of credit to pay invoices arising from purchase orders opened for our o Phase 2 Sidewalk project. Mr. Fogg commented that in order to use the cash set aside for our Operations Building Project (now delayed), budget amendments and BCC approval would be required. o Despite the complexity, Mr. Fogg will discuss the possibility of using the cash set aside for our future Operations Building project for our current Sidewalk Phase 2 project with Mr. rohnssen in the Clerk's Office. cn CHAIRMAN'S REPORT Mr. Fogg thanked staff for their Ian recovery work and requested that the board's appreciation for their efforts be passed along to the rest of the staff (not present). a Mr. Fogg commented that he has received a few resident requests for our meetings to be in a "zoom" format. He noted that he will look into whether the PBF plans to continue with their "zoom" format for their future board meetings. Mr. Dorrill will look into whether the County would be able N to simulcast our board meetings on their public TV channel. N Mr. Fogg commented that we have a vacant commercial member board seat. Mr. Dorrill N commented that he had thought of asking Ms. LuAnn Giovannelli, General Manager of the Bay N Colony Community Association, if she would be interested in the position. Ms. O'Brien suggested that the Bay Colony Community Association is a not -for -profit entity, not a commercial entity, and o therefore Ms. Giovannelli would not be eligible to serve on the board. Mr. Griffith agreed, and commented that Bay Colony has no commercial voting rights. Mr. Fogg suggested that we inform our commercial members of the current opportunity to serve on our board. s OLD BUSINESS None NEW BUSINESS/MISCELLANEOUS CORRESPONDENCE TREE RE PLACEMENT (ADD -ON Mr. Griffith commented on the major loss of trees on PB Blvd. from Ian, and the loss of seven live oaks over the last six years within 100 yds of his home on Ridgewood Drive. He suggested that we do not have a good policy for tree replacement and recommended that the Landscape & Safety Committee work on crafting a specific PBSD policy for what we do when a tree falls and how do we determine the legal ownership of the property on which the tree was planted. Mr. Griffith suggested that we need to be able to clarify homeowner property lines in order to identify property which would be eligible for tree planting. Dr. Chicurel commented that the homeowner is responsible for the residential side of the sidewalk, while the PBSD is responsible for the property between the sidewalk and the road. He assured Mr. Griffith that the L&S Committee would discuss these issues at the next committee meeting. Mr. Dorrill commented that staff will look into the property lines and County easements along Ridgewood Drive. 5 Packet Pg. 1151 31.A.c Pelican Bay Services Division Board Regular Session October 12, 2022 ADJOURNMENT The meetinz was adjourned at 2:37 p.m. Michael Fagg, Chairman Minutes approved L-kas preys ted s ended ON date 6 Packet Pg. 1152